Word Skills Stumped by Word’s formatting tools? Here’s some help to get you started  Ruler / Tab Bar Ruler / Tab Bar  Bullets / Numbering / Sections / Columns Bullets / Numbering / Sections / Columns  Tables Tables  Styles / Table of Contents Styles / Table of Contents  Importing Objects into Word Documents Importing Objects into Word Documents  Data (Mail) Merge Data (Mail) Merge  Develop a Tri-Fold Flyer

The Tab Bar Things controlled by the Tab Bar  Tab Stops / Justification Left Center Right Decimal Others  Paragraph’s Left / Right Margins  Paragraph’s first line indent

Let’s use them Open Desktop / Word Training Materials / Demo Word.doc Select first paragraph Drag Left Margin button to 1” Drag Right Margin button to 5” Drag First Line Margin to 1.5” Left Margin Right Margin First Line Margin

Let’s set some Tabs Scroll down to Table at bottom of Demo Word.doc Turn on ¶ button on tool bar Select the tab / spaces creating the distance between the table’s entries Replace with a single Tab  Do this for all six places Now we’re ready to set the tabs

Let’s set some Tabs (cont.) Select all three lines of info Click on Tab selector until Left Tab shows Click on 2” – places a left tab there Click on Tab selector until right tab shows Click on 5” – places right tab there Drag both tabs off tab ruler

Let’s set some Tabs (cont.) Click on tab selector until center tab shows Click on 2.5” – places center tab there Click on tab selector until decimal tab shows Click on 4.5” – places decimal tab there Double Click on any tab on ruler  Place tabs precisely  Change type of tab – change 2.5” to left tab  Create leaders – change 4.5” to leader 2

Bullets & Numbering Find the second paragraph of Demo Word.doc Place cursor in front of each city name and insert a return Select the entire list Click on Bullet icon in toolbar Now try the Number icon in the toolbar

Bullets & Numbering (cont.) Click on bullets again Format / Bullets and Numbering… Select desired bullet – Click OK Click on Numbers again Format / Bullets and Numbering… Select Numbered tab Select desired numbers – Click OK Adjust hanging indent and left tab

Columns Let’s put the city list in 3 columns Creating a new section  Place cursor in front of first city name  Insert / Break / Section (Continuous)  Place cursor after last city name  Insert / Break / Section (Continuous) Place cursor anywhere in the list’s section Click on the columns icon – set at three

Columns (cont.) Doesn’t fit – does it? Select all the cities Adjust columns  Set paragraph margins and hanging indent so there’s more space  Double click on column separators Reduce Spacing to.25” Check Equal column width Apply to ‘This section’ Click OK

Tables (Creating them) Go back to tabbed list at the bottom of Demo Word.doc Highlight the list Table / Convert (may need to expand menu) / Text to Table Click below table – insert a return Table / Insert / Table or click on Insert Table icon Set number of columns and rows – click OK

Tables (Manipulating them) Click on Tables and Borders icon Click on Pencil to get table drawing tool Click on Eraser to erase table cells Click on Distribute Columns Evenly Click on Border tool Click on Fill tool

Tables (Manipulating them) Let’s add a header row Select the first row of the first table Table / Insert / Rows Above Enter Region (tab) 2005 (tab) 2007 Now try the sort tools on the Tables and Borders bar  Select the column you want to sort by  Click on up or down sort  There must be a header row with these tools

Styles Click on Heading of Demo Word.doc Look in Style window Click anywhere else and look Select a subheading (repeat for all three) Click on Style window arrow Select Heading 2

Styles (cont.) Click Format / Style Select Heading 2 Click Modify button Click Format button / Font Set font size at 12 Set font style to Bold Click Underline window and select an underline Click OK / OK / Apply Any formatting aspects of text can be changed in this way

Table of Contents Place cursor at top of document Click Insert / Index and Tables Click Table of Contents tab Click OK

Graphs Create them in Word  Insert / Picture / Chart  Edit data table to have your labels & data  Make the graph look as you want Point at element of graph you’d like to format and click – selects it Format / Format element…  Click away and position the graph

Graphs (cont.) Cut and Paste them from another application  Open Desktop / Word Training Materials / MMS Reading.xls  Click on Chart 1 tab  Select entire chart by clicking near corner  Edit / Copy  Maximize your Word document (Task switcher)  Edit / Paste or Paste Special with a link  Resize and place as desired

Pictures From file  Insert / Picture / From file…  Navigate to Desktop / Word Training Materials  Select picture of your choice  Insert  Format / Picture / Layout  Wrapping Style needs to be anything but “In line with text” to freely move it – otherwise it’s treated as a character (just like an ‘a’)

Pictures (cont.) From the internet (be careful of copyright)  Browse to the picture you want  Place the cursor arrow on the picture and ctrl click (hold ctrl while clicking)  Click Copy Image on the menu  Maximize your Word document (task switcher)  Edit / Paste

Creating a Data File Open a new file in Word Type headings separated by tabs Last→First →Address →Student →Gender →Award¶ Type data separated by tabs and ended by ¶ Smith →John & Mary →1 A St. →Sam →M →Academic Jones →Sam & Alice →2 B St. →Sue →F →Academic Miles →Frank & Joan →3 C St. →John →M →Athletic Nelson →Dave & Judy →4 D St. →Rob →M →Athletic Save the document on the Desktop as “Awards Data”

Creating a main document File / New Blank Document Tools / Data Merge Manager Click Create / Form Letters Click Get Data / Open Source Data  Desktop / Awards Data / Open Now start typing your letter

Creating a main document (cont.) When you come to a place that you want to variable data in the letter…  Drag that field from the Data Merge Tool’s Merge Field area onto the document  If..Then..Else Drag this field from the Word Field area Fill in the criteria and texts

Seeing it work Preview  Click to toggle back and forth from field names to merged data  Click to move through the data and see substitutions Merge  Click Merge to Printer or New Document Letters with merged data moved there

That’s all for now! There’s hours worth of tricks and tools available in word Don’t be afraid to try Use Help on menu bar to learn how to use the many tools of Word