1. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 Laboratory Exercise # 10 Microsoft Word Additional Topics Objectives: At the end of the session, the students are expected to:  Identify the different styles Explore the Style Task Pane Create character styles Create paragraph styles Edit styles Use the styles in the Style Organizer Create table of contents Change line spacing Insert captions to images, tables, and other items Materials:  1 PC with pre-installed Microsoft Windows operating system and Microsoft Word 2003 Basic Principles: Another setting that controls the quantity of white space on the page is line spacing. You can set the line spacing for each paragraph or group of text. The steps in setting the line spacing are: 1. Select the Line Spacing drop-down arrow located on the Formatting toolbar. A list of line spacing options such as 1.0, 1.5, 2.0, 2.5, 3.0, and more will appear. Select the line spacing you want to use. Figure 10.1 Line Spacing Button 2. (Optional) You may use your own line spacing by clicking More from the options. The Paragraph dialog box appears with the Indents and Spacing tab selected.

2. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 Figure 10.2 Indents and Spacing tab of Paragraph dialog box 3. (Optional) Click the Line Spacing drop-down list and select among the choices given, which are:  Single – This type of spacing holds the biggest font size found on the lines and includes a small amount of white space between lines. 1.5 – This line spacing is 1 and ½ times greater than the single spacing. Double – This line spacing is 2 times greater than the single spacing. At least – This is the default setting, which adjusts the line spacing to hold the largest font on the line and special items, such as graphics. Exactly – This line spacing makes all lines equally spaced, and special font sizes or graphics are not accommodated. Multiple – This line spacing allows you to modify the line spacing by a particular percentage. This line spacing is used in combination with the Exactly option to accommodate special font sizes and graphics found in the document. 4. Use the click arrows to increase or decrease the point size of the line spacing located in the At box. Take note that the Line Spacing option selected in step 3 is influenced by the point size entered in the At box (applicable only to At Least, Exactly, or Multiple). 5. Click OK if you are finish setting the line spacing parameters. You may click the Undo button located on the Standard button to reverse the changes that you have made if you do not like the new line spacing patterns. You may also press CTRL+Z or select EditUndo (changes). Word offers a brilliant way to handle the character and paragraph formatting in a document. A style is a grouping of formatting attributes known by a style name. You can make styles for text that include character-formatting attributes such as bold, italic, or a particular font size. These types of styles are called as character styles. You can also make styles for paragraphs that contain paragraph attributes, such as alignment information, indents, and line spacing. These types of styles are called paragraph styles. You can view the style names in the Styles and Formatting task pane by opening the Styles and Formatting task pane. Simply select FormatStyles and Formatting. The Styles and Formatting task pane is the place for making, editing, and managing the styles and formatting in your documents.

3. Office Productivity Tools 1 Laboratory Exercise # 10 – Microsoft Word Additional Topics Figure 10.3 FormatStyles and Formatting Figure 10.4 Styles and Formatting Task Pane You can also view the Styles and Formatting task pane by clicking theStyles and Formatting button located on the Formatting toolbar. Word provides built-in styles, such as headings that you can use in your documents. You can use styles in formatting text or paragraphs in your document. You can modify the attributes saved in the style any time. These modifications instantly take effect on all the text that has been applied by that style. Revising the look of text or the layout of paragraphs by changing a style lets you to quickly modify the look of text in your document. Using styles also offers you with the way to create categories of text (such as headers or figure captions) look all the same throughout the document without assigning character or paragraph attributes to each of them one by one. You can create character styles in your document. Making character styles is very easy. Just simply select the text you want to give emphasis to with special character formatting and assign it all the character

4. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 attributes (font type, bold, underline, italic, etc.) that you want to use in the style. You may also assign the attributes by using the Font dialog box or use the buttons on the Formatting toolbar. You can now create the style you want after selecting the text. The steps in creating a character style are: 1. Open the Styles and Formatting task pane and then select New Style. This will display the New Style dialog box. Figure 10.5 New Style button of the Styles and Formatting task pane 2. Enter the name of the style you want to create into the Name box.

5. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 Figure 10.6 Name Box 3. Click the Style Type drop-down list and select Character for the type of style. Figure 10.7 Style Type drop-down list 4. Select the basis you want to use in the Style Based On drop-down list. Take note that the new style is based on the default paragraph style or the normal style (current style).

6. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 Figure 10.8 Style Based On drop-down list 5. Modify the text attributes in the Formatting area. The Formatting area also provides a preview of the text attributes that you have assigned to your selected text. Figure 10.9 Formatting Area 6. Click OK to end the style creation process. You will return to the Styles and Formatting task pane after clicking the OK button. The newly created style will now appear in the Pick Formatting to Apply list in the task pane.

7. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 Figure 10.10 Newly Created Character Style in the Styles and Formatting task pane You can now use the new character style to text in your document. Simply select the text to which you want to use the new character style and then select the Styles and Formatting task pane. Choose the character style you created from the list provided and then the style is applied to the selected text. You can also create paragraph styles. The procedures are similar to creating character styles. Include the formatting that you want to apply to a paragraph in the paragraph style (such as alignment settings, indents, and all the paragraph attributes that you know). Position the insertion point in the paragraph and then follow these steps to create a paragraph style: 1. Open the Styles and Formatting task pane and then click New Style. This will display the New Style dialog box. 2. Enter the name of the style you want to create into the Name box. 3. Click the Style Type drop-down list and select Paragraph for the style type. 4. Click Style Based on drop-down list and choose from the list provided. You may choose Normal if you want to use the Normal template (default template). 5. Click the Style for Following Paragraph and choose from the list provided. You may choose Normal if you want to use the Normal template (default template). 6. Modify the paragraph attributes in the Formatting area. The Formatting area also provides a preview of the paragraph attributes that you have assigned to the paragraph. 7. Click OK to return to the Styles and Formatting task pane. The new paragraph style created is now included on the Style list. You can now use the style to any paragraph in the document by positioning the insertion point in the paragraph.

8. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 Figure 10.11 Sample Paragraph Style Figure 10.12 Newly Created Paragraph Style in the Styles and Formatting task pane You can also modify the attributes found in the Styles and Formatting task pane. Take note that when you edit a style, all the text to which the style was applied reflects the new text and paragraph attributes. The steps in editing a style are: 1. Open the Styles and Formatting task pane.

9. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 2. Select the style you want to modify under the Pick Formatting to Apply and place the mouse pointer on it until you see the box outline and down arrow appear. Click the down arrow and press Modify. This will display the Modify Style dialog box. Figure 10.13 Modify option of the Styles and Formatting task pane Figure 10.14 Modify Style dialog box 3. Click the Format button to modify the style. You can modify the different attributes using the displayed menu. The following attributes that you can modify are:  Font Paragraph Tabs Borders Language Frame Numbering Shortcut Key

10. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 Figure 10.15 Format Drop-Down List 4. Select one of the choices offered in the Format drop-down list. The appropriate dialog box will be displayed which you may use to modify the settings for the chosen attributes. 5. Click OK when you have finished editing the Font or other attributes for the style. The Modify Style dialog box will be displayed again. 6. Modify the other attributes you want to modify by choosing from the drop-down lists. 7. Click OK in the Modify Style dialog box when you have completed editing the style. You will return to the task pane. You may delete the styles that you have created by opening the Styles and Formatting task pane and positioning the mouse pointer on the style under the Pick Formatting to Apply list. Click the down arrow and then choose Delete button. Choosing this option will remove the style on the Style list.

11. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 Figure 10.16 Delete option of the Styles and Formatting task pane Making a table of contents in Word is dependent on using specific text styles to format and manage your document. Making a table of contents is very easy and straightforward as long as you use text styles. A good example is a document with different parts divided into chapters. You can assign built-in styles (or the ones you created) to your different parts so that you can create a table of contents that shows two levels: parts and chapters. This procedure works because Word can refer to a particular heading level by the style that you have assigned to it. You can now create a table of contents using the Word Table of Contents feature. The steps in creating a table of contents using the Word heading styles or unique styles you created are: 1. Select ViewToolbarsOutlining. Figure 10.17 ViewToolbarsOutlining

12. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 Figure 10.18 Outlining Toolbar 2. Select the heading you want to appear in the table of contents. 3. Select the outline level using the Outline Level drop-down list that you want to associate with the selected text. 4. Repeat steps 2 and 3 for each heading that you want to include in the table of contents. 5. Create a blank page at the beginning of your document to be used in your documents. 6. Select InsertReferenceIndex and Tables. Figure 10.19 InsertReferenceIndex and Tables 7. Select the Table of Contents tab on the Index and Tables dialog box displayed.

13. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 Figure 10.20 Table of Contents tab of Index and Tables dialog box 8. A preview of the table of contents hierarchy for Word’s built-in heading styles is provided by the Table of Contents tab. Click the Options button if you made your own heading or section styles or if you want to change the outline level. 9. The Table of Contents Options dialog box will be displayed and you can specify here the styles you used to format the various levels of the table of contents in your document. Use the Available Styles list to specify a style as a Table of Contents hierarchical level. Type the level number (1, 2, 3, and so on) into the proper style’s Table of Contents level box. Figure 10.21 Table of Contents Options 10. Click OK to return to the Table of Contents tab after selecting the styles that will become your various Table of Contents levels. 11. Click the Formats drop-down list to use one of the available designs. You can choose designs such as Classic, Distinctive, and Fancy. A preview is presented in the Print Preview and Web Preview areas of the dialog box.

14. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 Figure 10.22 Format drop-down list of Index and Tables dialog box 12. Use the different check boxes on the tab to select or deselect options for formatting the table of contents. 13. Click OK to create the table of contents. Figure 10.23 Sample Table of Contents Your new table of contents is now included in your document. You can include a title to the table of contents and modify the text as needed. Place the mouse pointer in the selection area to the left of the table of contents and press DELETE key to remove the table of contents from the document. One good feature of table of contents in your document is that you can use it to promptly jump to a particular part of your document. Simply press CTRL+Click the title in your table of contents to directly move on the beginning of that part. Word also allows you to insert captions to your tables and figures. A caption is a label that is numbered that you can insert to a table, figure, equation, or other item. The steps in adding captions to tables, figures, equations, or other objects are:

15. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 1. Select the item you want to insert a caption to. 2. Select InsertReferenceCaption. This will display the Caption dialog box. Figure 10.24 InsertReferenceCaption Figure 10.25 Caption dialog box 3. Select the label that best describes the object using the Label list. Click the New Label button to create a new label if the list does not supply the correct label. This will display the New Label dialog box. Type the label you want in the Label box. Click OK after creating the new label. The newly created label will be displayed in the Label list. Figure 10.26 New Label dialog box 4. Select any other options you want. 5. Enter the text you want to describe your object in the Caption text box. 6. Click OK to return to the document with the inserted caption.

16. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 Figure 10.27 Sample Caption You can also insert a caption by right-clicking the object and choosing Caption from the context-menu options. This will also display the Caption dialog box. Figure 10.28 Caption option of the Context menu Deleting a caption is similar to deleting text in your document. Simply choose the caption you want to delete and press the DELETE key. Procedures: Activity 1Inserting Captions 1. Open the document The Dog – [Your Name] (previous activity). 2. Insert additional five (5) dog clip-arts in your document. Insert it at the last part of your document (before stating the source). 3. Insert captions for each additional clip-arts. Create a new caption label “Dog” and add a little description after the caption label. Examples: Dog 1 – German shepherd, Dog 2 – Siberian husky, Dog 3 – Puppy, Dog 4 – Great Dane, Dog 5 - Chihuahua. Captions should be inserted only to the additional clip-arts.

17. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 4. Use Wrapping Style “In Line With Text” under Layout. Use Center for image alignment. 5. Sample inserted clip-arts are shown below: Dog 1 - Dogs with Children Dog 2 Siberian Husky Dog 3 Great Dane

18. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 Dog 4 Poodles Dog 5 Man's Best friend 6. Save your file as The Dog Revised – [Your Name]. Save your file in My Documents. Activity 2Creating Character Styles and Paragraph Styles 1. Open Microsoft Word and create a new blank document. 2. Create the following new Character Styles shown below:

19. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 Figure 10.29 Song Title Character Style Figure 10.30 Song Lyrics Character Style 3. Create the Paragraph Style shown below:

20. Laboratory Exercise # 10 – Microsoft Word Additional Topics Office Productivity Tools 1 Figure 10.31 Song Paragraph Style