© 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 16 Columns

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 2 Objectives Create multiple-column layouts. Key and edit text in columns. Format columns and column text. Control column breaks. Use hyphenation.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 3 Create Multi-Column Layout Change the column format for the whole document, selected document, or the section containing the insertion point. Draft view does not display a multi-column format. Use Print Layout view when creating a document with a multi-column format.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 4 Use the Ribbon to Create Columns Use the Columns command on the Page Layout tab. Click an option for the number or type of columns.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 5 Choosing a Column Layout

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 6 Multi-Column Layout

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 7 Use the Columns Dialog Box Use the Columns dialog box. –Click the Page Layout tab. –Click More Columns to open the Columns dialog box. –Select a Preset option or key the number of columns. –Change column width and spacing. –Verify the setting in the Apply to drop-down list. –Check Line between to insert a vertical line between columns.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 8 Columns Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 9 Display Column Boundaries

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 10 Key and Edit Text in Columns Key text in a multi-column document just as you would key text in a standard one-column document. Position the insertion point and insert and delete text in a multi-column document. To move the insertion point from the bottom of a column to the top of the next column, press the [  ] key. To move from the bottom line of a column to the first line of the same column on the next page, press the [  ] key.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 11 Format Columns Apply character and paragraph formatting in a multi-column document the same way as you would in a standard document. Avoid justified alignment in a multi-column document.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 12 Change Column Width and Spacing Use the Ruler Position the insertion point in a column. Each column has its own indent markers and margin settings. Drag the margin marker. Press [Alt] to see exact measurements.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 13 Use the Ruler to Adjust Column Width

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 14 Drag a Column Marker

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 15 Adjusting Column Margins

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 16 Change Column Width and Spacing  Use the Columns dialog box.  Open the Columns dialog box.  Check/Uncheck the Equal column width option.  Change the Width measurement.  Change the Spacing measurement.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 17 Insert Column Breaks Insert a column break to control where columns end. Three ways to insert column breaks. –Click the Page Layout tab, and click the Breaks command. –Press [Ctrl]+[Shift]+[Enter]. –Use the Columns dialog box.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 18 Balance Columns Position the insertion point. Insert a continuous section break. Click the Page Layout tab, and click the Breaks command. Click Continuous.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 19 Balanced Columns

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 20 Hyphenation Hyphenation divides words at the end of a line. Controls ragged edges at the end of paragraph lines. Reduces the amount of space inserted between words when text is justified. Hyphenate text manually or automatically. Click the Page Layout tab and click the Hyphenation button.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 21 Types of Hyphens Normal hyphen—Used for words that should always be hyphenated. Nonbreaking hyphen—used when a hyphenated word should not be divided at a line break. Press [Ctrl]+[Shift]+[Hyphen]. Optional hyphen—Indicates where a word should be divided if the word falls at the end of a line. Press [Ctrl]+[Hyphen].

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 22 Hyphenated Document

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 23 Hyphenation Dialog Box Position the insertion point. Click the Page Layout tab. Click the Hyphenation button. Click Hyphenation Options. Automatically hyphenate a document. Hyphenate words in CAPS. Set a Hyphenation zone. Limit consecutive hyphens. Manually hyphenate a document.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 24 Hyphenation Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 25 Lesson 16 Summary Word can arrange document text in columns like those used in newspapers and magazines. There are two ways to create multiple-column layouts: by using the Columns menu and by using the Columns dialog box You can key and edit text in multiple-column layouts the same way as in standard one-column layouts. Use the arrow keys to move between columns You can create and change font and paragraph formats for text in columns the same way you create and change them for standard layouts Adjust column width and spacing by dragging column markers and column margins on the ruler or by using the Columns dialog box. Create equal column widths by clicking the Equal column width check box in the Columns dialog box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 26 Lesson 16 Summary Word automatically breaks columns at the end of the page or section. However, you can insert a column break manually so the columns end where you want them to end Column lengths are often unequal at the ends of sections or pages. Insert a continuous section break after the unbalanced columns and Word will balance the columns Hyphenations is the division of words that cannot fit at the end of a line. A normal hyphen is used when a hyphenated word should not be divided at a line break. An optional hyphen indicates where a word should be divided if the word falls at the end of a line