© 2008 The McGraw-Hill Companies, Inc. All rights reserved. WORD 2007 M I C R O S O F T ® THE PROFESSIONAL APPROACH S E R I E S Lesson 18 Text Boxes and Desktop Publishing

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 2 Objectives Apply page formatting. Apply character and paragraph formatting. Create and modify styles. Create a newsletter-style column layout. Insert text boxes. Create a pull quote. Link text boxes. Work with a multisection layout.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 3 Page Formatting Margins Orientation Headers and footers Page numbers Page breaks Special effects Watermarks Page color Page borders

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 4 Text Watermark Transparent text placed behind text. –Insert a watermark from the built-in watermark gallery. –Create a custom watermark. Click the Page Layout tab. Locate the Page Background group. Click the Watermark button to display the Watermark gallery. –Click a watermark thumbnail –Click Custom Watermark to open the Printed Watermark dialog box. Click the Text watermark option. Key the watermark text and click OK.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 5 Printed Watermark Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 6 Picture Watermark Transparent graphic placed behind text. Use the Printed Watermark dialog box. Create a picture watermark using the brightness and contrast controls and change the picture’s wrapping style to Behind Text.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 7 Create a Picture Watermark Click the Page Layout tab. Locate the Page Background group. Click the Watermark button to display the Watermark gallery. Click Custom Watermark to open the Printed Watermark dialog box. Click the Picture watermark option. Click the Select Picture button. Locate the directory and folder. Click Insert. Click OK.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 8 Remove a Watermark Click the Watermark button. Click Remove Watermark.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 9 Change Background Color Click the Page Layout tab. Click the Page Color button. Click a solid color or click Fill Effects to select a gradient, texture, or pattern. Note: Background color is usually reserved for Web pages or documents viewed online.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 10 Character Formatting Basic character formatting includes font, font style, and font size. Select document fonts carefully. Fonts should be readable and appropriate to the document. Document themes include two fonts—one for headings and one for body text. Review the theme fonts and determine if they are appropriate for the document. If necessary, change the theme applied to a document or change the heading or body text font for the theme. Use sans serif type (font with no decorative lines projecting from the characters) for headings in printed documents. Use serif type (font with decorative lines projecting from the characters) for body text in printed document. Online documents often use sans serif fonts for body text.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 11 Apply Character Formatting Click the Home tab and select options in the Font group. Open the Font dialog box for additional formatting options. –Click the Font Dialog Box Launcher. –Press [Ctrl]+[D].

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 12 Character Spacing Change character spacing to improve the appearance or readability of the document. Open the Font dialog box, and click the Character Spacing tab. –Scale—Stretch or compress text horizontally by a percentage of its original size. –Spacing—Expand or condense text horizontally by specifying the number of points. –Position—Raise or lower selected text in relation to the baseline. –Kerning—Adjust the amount of space between certain combinations of characters for even spacing.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 13 Character Spacing Tab

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 14 Paragraph Formatting Paragraph formatting includes: –Indents –Line spacing –Paragraph spacing –Alignment –Borders and Shading Use paragraph formatting to improve text flow. Click the Home tab and select options in the Paragraph group. –Click the Paragraph Dialog Box Launcher to open the Paragraph dialog box.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 15 Borders and Shading Apply borders to text, paragraphs or page. Select a dark background and light text to create reverse text. Click the Options button in the Borders and Shading dialog box to increase the distance between text and the border. Select border styles, color, and width appropriate for the document type.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 16 Apply Shading

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 17 Apply Borders

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 18 Styles Styles consist of formatting characteristics that you apply to paragraphs, characters, tables, or lists. Styles provide consistency in formatting. Word provides several predefined styles.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 19 Paragraph Styles Paragraph styles include formatting from the following: –Font dialog box –Paragraph dialog box –Tabs dialog box –Borders and Shading dialog box –Numbering and Bullets dialog box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 20 Character Styles Character styles include formatting from the following: –Font dialog box –Borders and Shading dialog box –Format applied to text not a paragraph

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 21 Create Styles Click the Styles Dialog Box Launcher. Click Options at the bottom of the task pane to specify the styles to show. Click the New Style button. Key the style name. Select a style type. Click character and formatting buttons or click the Format button to access formatting dialog boxes. Click OK.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 22 Create a Paragraph Style

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 23 Select a Bullet Symbol

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 24 Modify Styles Right-click the style name in the Styles task pane. Click Modify to open the Modify Style dialog box. Change the format of the style. Click OK. Changes to the style appear throughout the document.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 25 Style Pane Options

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 26 MultiColumn Layout Use columns to control text flow and improve document readability. Determine the number, size, and placement for columns. Include white space on the document page.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 27 Create a MultiColumn Layout Position the insertion point. Click the Page Layout tab. Click the Columns button. Click the option More Columns to open the Columns dialog box. Key a value for the number of columns. Determine if columns should be equal width. Determine the amount of space between columns. Verify the Apply to setting. Click to select the Line between option if vertical lines should appear between columns. Click OK.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 28 Column Settings

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 29 Balance Columns Position the insertion point at the end of the document or section. Click the Page Layout tab. Click the Breaks command. Click Continuous.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 30 Control Page Breaks Insert a hard page break –Press [Ctrl]+[Enter]. Insert a next page section break –Click the Page Layout tab, click Breaks, click Next Page. Insert a column break –Press [Ctrl]+[Shift]+[Enter].

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 31 Control Text Flow Open the Paragraph dialog box. Click the Line Page Breaks tab. Click a pagination option. –Keep with next –Keep lines together –Page break before

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 32 Line and Page Breaks

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 33 Control Text Flow Insert a nonbreaking space. –Press [Ctrl]+[Shift]+[Spacebar]. Insert a nonbreaking hyphen. –Press [Ctrl]+[Shift]+[Hyphen].

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 34 Text Box Free-floating rectangular object. Text boxes can be positioned anywhere on a page. Use existing text or insert a blank text box and add text. Apply formatting to the text within the box or to the text background and border.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 35 Draw a Text Box Position the insertion point. Click the Insert tab on the Ribbon. Locate the Text group. Click the Text Box button. –The Text Box gallery displays. Click Draw Text Box. –The mouse pointer changes to a crosshair. Draw a text box by dragging down and to the right. Note: You can also insert a text box by selecting text and clicking the Text Box button on the Insert tab.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 36 Inserting a Text Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 37 Select a Text Box Click the text box border to move, size, or format the text box. Click within the text box to add, delete, or format text.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 38 Size a Text Box Click the text box border. Drag a sizing handle. Drag a corner sizing handle to maintain height and width proportion. Note: You can also size a text box by right- clicking the text box border, and clicking Format Text Box. Click the Size tab and change the height and width measurements.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 39 Sizing a Text Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 40 Move a Text Box Click the text box border (not within the text box). Move the text box by pointing to a border (not a sizing handle) and dragging the text box to a new location.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 41 Format a Text Box Click the text box border. Click the Text Box Tools Format tab. –Click the More arrow for Text Box Styles to display a gallery of styles. Click a thumbnail to apply a style. –Click the Shape Fill button to format the text box background. Select a solid color, gradient, texture, or pattern. –Click the Shape Outline button to format the text box border. Select an outline color or line style. –Click the Change Shape button to change the shape.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 42 Format a Text Box Click the text box border. Click the Text Box Tools Format tab. –Click the Shadow Effects button to apply a shadow. –Click the 3-D Effects button to apply a 3-D effect. –Click the Position button to change the text wrapping style. –Click the Align button to change the text box alignment. –Click the Shape Height and Shape Width buttons to change the height and width of the text box.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 43 Format Text Box Dialog Box Right-click the text box border and click Format Text Box. Colors and Lines tab –Change the fill color, fill effects, line color, line style, and line weight. Size tab –Change the absolute or relative height and weight of the text box. Layout tab –Change the wrapping style or click the Advanced button to open the Advanced Layout dialog box with additional settings for position and text wrapping. Text Box tab –Change internal margins and vertical alignment.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 44 Format Text Box Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 45 Text Edit Mode Click within a text box. The text box is surrounded by a dotted line. Add, delete, or format text.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 46 Advanced Layout Settings Horizontal Position –Alignment –Absolute position –Relative position Vertical Position –Alignment –Absolute position –Relative position

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 47 Advanced Layout Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 48 Pull Quotes Sentence or quotation taken from a document and enlarged or set apart from the rest of the text for emphasis. Pull quotes should attract the reader’s eye. Pull quotes should not compete with headings or titles. The font of pull quotes should match other heading fonts. Use borders and shading to enhance pull quotes. Place pull quotes within a column.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 49 Create Pull Quotes Copy text for pull quote text box. Click the Insert tab on the Ribbon. Click the Text Box button. Click Draw Text Box. Format the text box and the text. Note: You can draw the text box and then copy and paste text.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 50 Create Pull Quotes

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 51 Link Text Boxes Flow an article from one text box into another text box on the same page or another page. Flow text in parallel text boxes from page to page.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 52 Create Linked Text Boxes Draw two text boxes. Format and position the text boxes. Click the first text box and insert a file or paste text. To flow the overflow text into the second text box, click the Text Box Tools Format tab on the Ribbon. Click the outside border of the first text box, and click the Create Link button in the Text group. The mouse pointer changes to a pitcher. Move the mouse pointer to the second text box. The mouse pointer changes to a pouring pitcher. Click within the second text box to flow the text.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 53 Linking Text Boxes

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 54 MultiSection Layout Insert section breaks. Each section can be formatted differently. Position the insertion point before formatting a section. Verify the settings in the Apply to box when formatting sections. Click the Link to Previous button to break the link between headers and footers.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 55 Create and Format Sections

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 56 Building Blocks Consist of AutoText entries, cover pages, headers and footers, page numbers, tables, text boxes and watermarks. Entries are stored in galleries. Items are reusable. Provide a consistent design.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 57 Building Blocks Click the Insert tab. Click the Quick Parts button. Click Building Blocks Organizer. Click a column heading to sort the list alphabetically. Drag the divider line between column headings to expand or decrease the width of the column. Scroll to view the items in each category. Click a name. Click Insert.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 58 Building Blocks Organizer Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 59 Lesson 18 Summary A text box is a free-floating rectangular object that you can apply formatting to and position anywhere on a page Size a text box by selecting it and dragging one of its sizing handles. Format a text box by changing its border, fill, alignment, size, and internal margins Change text direction in a text box by rotating the text 90 degrees to the left or right Use advanced layout settings to position any object precisely, horizontally and vertically A watermark is a transparent graphic or text placed behind text A newsletter generally begins with a title, or nameplate, that uses a font style appropriate for the publication. A newsletter might also contain a masthead

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 60 Lesson 18 Summary Important elements of newsletter design include proper paragraph formatting, use of borders and shading, and allowing white space in a document, all of which help make the content more readable Clip art includes drawings that can be inserted from the Clip Art task pane A clip is inserted as an in-line graphic until you apply a wrapping style. Then you can move the clip freely on the page. You can also apply advanced text-wrapping options to control the distance of clip art from text Newsletters typically have a multicolumn layout and often contain multiple sections, each with a different layout. For example, a newsletter can begin with a one- column section and then continue with a three-column section

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 61 Lesson 18 Summary Newsletter columns can be of equal or unequal width and can have a vertical line separating them. You can alter the space between columns To balance columns, insert a continuous section break at the end of the column layout. To control how columns break, insert a column break to force text to start at the next column A pull quote is a sentence or quotation copied from a document and enlarged or set apart from the rest of the text for emphasis. Pull quotes are contained in text boxes A sidebar is a textbox that is usually aligned on the right or left side of a page. It typically contains text that is related to but separate from the main document text

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 62 Lesson 18 Summary Linked text boxes are used in newsletters to flow text from one page to another. You insert text into one text box and then link the text to another text box where the text flow continues Use the Styles task pane to see and reapply the formatting you have created in a document and to apply styles. To see all of Word’s predefined styles, change the Select styles to show box to All styles When you create a style, you can base it on another style so it will resemble that style’s characteristics

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 63 Lesson 18 Summary After creating a style, you can modify it in many ways. For example, you can specify the style for the paragraph that follows the style and change the formatting To control text flow, including line and page breaks, choose options from the Paragraph dialog box. For example, use the Keep lines together option to prevent a break between lines in the same paragraph and use the Keep with next option to prevent a paragraph from being separated from the paragraph following it By using the Font dialog box, you can change character spacing to alter the appearance of the text Use the Building Blocks Organizer to insert text boxes stored in a gallery