exploring Microsoft Office 2013 Volume 1

exploring Microsoft Office 2013 Volume 1
by Mary Anne Poatsy, Keith Mulbery, Lynn Hogan, Amy Rutledge, Cyndi Krebs, Eric Cameron, Rebecca Lawson Chapter 2 Document Presentation This chapter introduces you to Microsoft Office Word The chapter focuses on creating a newsletter that must be formatted and properly organized before it is distributed. The document must have attractive line and paragraph spacing with appropriate use of color, borders, and pictures. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.
Objectives Apply font attributes Format a paragraph Format a document Apply styles Insert and format objects The objectives of this chapter are: Apply font attributes Format a paragraph Format a document Apply styles Insert and format objects Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Applying Fonts Font arrow Font size arrow Font Font size A font is a combination of typeface and type style. Word allows you to change fonts, and apply text attributes , such as bold, italic, or underline to the font. To apply a font click the Home tab and locate the Font group. To change the font for selected text, or for a document you are beginning, click the Font arrow and select a font from the list that is displayed. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Applying Fonts (cont.) San serif font (Arial) Serif font (Times New Roman) A characteristic of a font is the presence or absence of thin lines that end the main stroke of each letter. A serif font contains a thin line or extension at the top and bottom of the primary strokes on characters. Times New Roman is an example of a serif font. A san serif font (sans from the French word meaning without) does not contain the lines on characters. Arial is a sans serif font. Body text of newspapers and magazines are usually formatted in a serif font. A sans serif font, such as Arial or Verdana, is more effective with smaller amounts of text such as titles, headlines, corporate logos, and Web Pages. A monospaced font (such as Courier New) uses the same amount of horizontal space for every character. These fonts are usually used for tables and financial projections. A proportional font allocates space according to the width of the characters. These fonts are use for research papers, status reports, and letters. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Changing text Appearance
Text Highlight Color and Text Highlight Color Arrow Clear Formatting Change Case Text Effects and Typography The Font group is located on the Home tab. Word enables you to bold, underline, and italicize text, apply text highlighting, change font color and case, and work with different text effects. You can also clear your formatting with the Clear Formatting button. If you want to highlight important parts of your document you can use the Text Highlight Color command, located in the Font group on the Home tab. Click Text Highlight Color to select the current color or click the text Highlight Color arrow and choose another color. The mouse pointer resembles a pen when you move it over the document. You drag across the text to highlight it. Click text Highlight Color or press Esc to stop highlighting. To remove highlighted text, click the Text Highlight Color arrow, and then select No Color. Font Color and Font Color Arrow Bold, Italic, and Underline Font Dialog Box Launcher Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Changing Font Settings
Font style Font Font Size Font Effects When you click the Font Dialog Box Launcher on the Front group you get the Font dialog box. The dialog box allows for setting Font style, Font size, and Font type along with setting additional formatting. Some of the effects that you can set are Strikethrough, Double strikethrough, Superscript, Subscript, small caps, and All caps. Changing Font Settings continues on the next slide. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Changing font settings (cont.)
Mini Toolbar When you select text you can bring up the Mini Toolbar to perform text formatting and alignment by moving the pointer near the selection. The Mini Toolbar makes it convenient to quickly select a format instead of locating it on the Ribbon or using a keyboard shortcut. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Text Effects Text Effects and Typography gallery There are a variety of effects you can add to text. You can add a shadow, outline, reflection, or a glow. The Text Effects and Typography gallery provides access to those effects, as well as WordArt styles, number styles, ligatures, and stylistic sets. Ligatures are two letters that are crafted together into a single character or glyph. A stylistic set is a collection of letter styles that you can apply to OpenType fonts. An OpenType font is an advanced form of a font that is designed for all platforms like Windows and Macintosh. They incorporate a greater extension of the basic character set. Ligatures and stylistic sets are often used for formal documents such as wedding invitations. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Applying Font colors Click to select a color hue or shade Drag to select a variation of the color hue By default, text is shown in black as you type a document. To make text more interesting or to draw attention to the text within a document, you can change the font color of previously typed text or of text that you are about to type. Click the Font Color arrow from the Home tab and select from a gallery of colors, for more choices, click More Colors and select from a variety of hues and shades. You can click the Custom tab in the Colors dialog box and click to select a hue, or drag the continuum until you find the shade you are looking for. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Formatting a Paragraph
Align Right Justify Align Left Center Line and Paragraph Spacing Paragraph Dialog Box Launcher To change the appearance of a document you can change the alignment, indentation, tab stops, or line spacing. You may want to include borders or shading for added emphasis around selected paragraphs, and you can number paragraphs or enhance them with bullets. The Paragraph group on the Home tab contains several paragraph formatting commands. Formatting a paragraph continues on the next slide. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Formatting a paragraph (cont.)
Centered Right aligned Left aligned Left alignment is the most common alignment, it is the default when you begin a new blank Word document. The reverse of left alignment is right alignment in which text is aligned at the right margin with a ragged left edge. A center paragraph is horizontally located in the center, an equal distance from the left and right edges. Report titles and major headings are typically centered. Justified alignment spreads text evenly between the left and right margins so that text begins at the left margin and ends uniformly at the right margin. Newspaper and magazine articles are often justified. Justified Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Paragraph Spacing Indents Special indents Paragraph spacing Line spacing Paragraph spacing is the amount of space between paragraphs. Paragraph spacing is a good way to differentiate between paragraphs. The spacing makes it clear where one paragraph ends and another begins. Spacing used to separate paragraphs usually comes after or before each affected paragraph. Click Home tab. Click Line and Paragraph Spacing in the Paragraph group. Click the Paragraph Dialog Box Launcher, to set paragraph spacing. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Line spacing Decrease Indents Increase Indents Line and Paragraph spacing Select a spacing option Line spacing is the amount of space between lines. The most common line spacing options are single, double, or You can specify the exact size for spacing by selecting Exactly. There are other options, At Least or Multiple. If you select At Least, you will indicate a minimum line spacing size while allowing Word to adjust the height. The Multiple setting enables you to select a line spacing interval other than single, double, or 1.5. Left and Right Indents Spacing Before and After Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Setting indents View Ruler Hanging Indents First Line Indent Horizontal and vertical rulers Left Indent An indent is a setting associated with how part of a paragraph is distanced from one or more margins. The most common is first line indent, in which each paragraph is set off from the left margin. There are also hanging indents, where the first line of a source begins at the left margin, but all other lines in the source are indented. Indenting an entire paragraph from the left margin is a left indent, while indenting an entire paragraph from the right margin is known as a right indent. You can use the Word ruler to set indents. If the ruler does not display above the document space, click the View tab and click Ruler. The three-part indicator at the left side enables you to set a left indent, hanging indent, or first line indent. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Setting tabs A tab is a marker that specifies a position for aligning text. By using tabs, you can easily arrange text in columns or position text a certain distance from the left or right margins. You can select from various types of tabs, with the most common being left, right, center, and decimal. By default a left tab is set every 0.5 inches when you start a document. Each time you press Tab on the keyboard, the insertion point will move to the lefty by 0.5 inches. Setting tabs continues on the next slide. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Setting Tabs (cont.) Tab Selector Left Tab Right Tab Tab stop position Modify Tab Tab alignment Select a leader Tabs that you set can override default tabs. You can set tabs on the ruler by clicking the Dialog Box Launcher in the Paragraph group on the Home tab, click Tabs from the Indents and Spacing tab. Type the location where you want to set the tab, select tab alignment, click OK. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Borders and Shading Borders are a line that surrounds a paragraph, a page, a table, or an image. Shading is a background color that appears behind text in a paragraph, a page, or a table. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Applying Borders and Shading
Borders arrow Borders tab Shading Shading arrow Page Border tab Shading tab Style Preview When you click the Borders and Shading arrow in the Paragraph group on the Home tab and select Borders and Shading, the Borders and Shading dialog box displays. You can then select the borders or shades that you want to include in your document. The Page Border tab in the Borders and Shading dialog box provides controls that you use to place a decorative border around one or more selected pages. As with a paragraph border, you can place the border around the entire page, or one or more slides. The Page Border tab also provides an additional option for you to use preselected clip art as a border. Color Width Border setting Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Creating lists Bullets Bullets arrow Multilevel list Numbering Numbering arrow Bulleted list Numbered list Multilevel list A list organizes information by topic or in a sequence. You use a numbered list if the list is a sequence of steps. If the list is not of a sequential nature, but is a simple itemization of points, you use a bulleted list. A multilevel list extends a numbered or bulleted list to several levels. You create list from the Paragraph group on the Home tab. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Selecting a document theme
Theme colors Themes gallery Style Sets Theme fonts A document theme combines color, font, and graphics, simplifying the task of creating a professional, color-coordinated document. When you select a theme for a document, a unified set of design elements, including font style, color, and special effects is applied to the entire document. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Section Breaks Click Breaks to select a break Section Break indicator (shown if nonprinting characters display) A section break is a marker that divides a document into sections. Word stores the formatting characteristics of each section within the section break a the end of a section. Therefore, if you delete a section break, you also delete the formatting for that section, causing the text above the break to assume the formatting characteristics of the previous sections. Section Breaks continues on next slide. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Section breaks (Cont.) You can choose from four types of sections breaks. You can select a section break type when you click the Page Layout tab and click Breaks on the page Setup group. Before inserting a break, the insertion point should be at the point where the break is to occur. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Formatting text into Columns
Columns format a document or section of a document into side-by-side vertical blocks in which the text flows down the first column and continues at the top of the next column. To format text into columns, click the Page Layout tab and click Columns in the page Setup group. Specify the number of columns or select More Columns to display the Columns dialog box. The Columns dialog box provides options for setting the number of columns and spacing between columns. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Applying styles Styles Dialog Box Launcher Styles group Styles pane Show Preview A style is a named collection of formatting characteristics. Styles automate the formatting process and provide a consistent appearance to a document. Word provides a gallery of styles from which you can choose, or you can create your own. Styles are considered either character or paragraph. A character styles formats one or more selected characters within a paragraph, often applying font formats found in the Font group on the Home tab. A paragraph style changes the entire paragraph in which the insertion point is located, or changes multiple selected paragraphs. Other styles are neither character or paragraph, but are linked styles in which both character and paragraph formatting are included. Normal style is the default style for word. Normal style has specific font and paragraph formatting. The Styles are shown in the Styles group of the Home tab. Options New Style Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Modifying styles Indicate whether style is to be included in the current document or in new documents based on the current template Click for more formatting options Modifying a style or creating a new style affects only the current document. You can cause the style to be available to all documents that are based on the current template when you select New documents based on this template in the Modify style dialog box. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Creating an outline view
Move down within outline Collapse selected items Move up within outline Select level to show Expand selected items Heading 1 Heading 2 The Outline view in Word displays a document in various levels of detail, according to heading styles applied in a document. You can modify heading styles to suit your preference; however, if you plan to use Outline view to summarize a document, you must apply Word’s headings styles. To collapse or expand a single heading, click the heading in Outline view and click + (to expand) or – (to collapse). You use Outline view to glimpse or confirm a document’s structure. Simply drag and drop a heading to reposition it within a document, or use the Move Up or Move Down buttons. Outline view can also be easily converted to a PowerPoint presentation, with each level shown as a point on a slide. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Collapse or expand a view
Click to collapse or expand a view In Print Layout view you can collapse everything except the section you want to work with. Point to a heading and click the small triangle that displays beside the heading to collapse or expand the following body text and sublevels. This is way to provide a summary. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Working with Objects Word Art Clip Art Table Text box An object is an item that can be individually selected and manipulated within a document. Objects, such a pictures, text boxes, tables, clip art, and other graphic types are often included in documents to add interest or convey a point. Objects can be selected and worked with independently of the surrounding text. You can resize them, add special effects, and move them to other locations in the document. You can wrap text around an object and line up pictures and other diagrams. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Inserting Pictures Click Online Pictures to choose from online resources Click Pictures to insert pictures from storage device Type a search term Access pictures from an online account, such as Flicker You may want to include a picture within a document. If you do not have a picture already saved on your computer, you can go online to locate a image, without closing or minimizing the document, and without opening a browser to search the Web. To insert an online picture, click to place the insertion point in the document in the location where the picture is to be inserted. Click the Insert tab and click Online Pictures. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Formatting Pictures Picture Tools contextual tab Picture Tools Format tab Resize an object Adjust group More Wrap text Picture Styles Crop Selected Picture A new Ribbon tab, with one or more associated tabs beneath it, is added to the Ribbon when you insert and select an object. The new Ribbon tab is called a contextual tab. It includes commands relevant to the type of object selected. The Picture Tools Format tab includes settings and selections related to the inserted object. The format tab includes an option to wrap text around a selected picture. You can select from the text wrapping styles when you click Wrap Text. If a picture contains more detail than is necessary, you can crop it by trimming edges that you do not want to display. The Picture Tools Format tab includes options for modifying a picture. You can apply a picture style or effect, as well as add a picture border, from selections in the Picture Styles group. Click More to view a gallery of picture styles. Options in the Adjust group simplify changing color scheme, applying creative effects, adjusting brightness, contrast and sharpness. Sizing handle Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Layout Options Layout Options Wrap Text Layout Options simplifies text wrapping around an object. The Layout Options control is located next to a selected object. It allows for the same features for wrapping text such as, wrapping In Line with Text, Square, Tight, Through, Top and Bottom, Behind Text, and In Front of Text. However, the close proximity of the control to the selected object makes it easy to quickly adjust text wrapping. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Text wrapping Styles You can select text wrapping styles when you click Wrap Text. You can also choose to allow the object to move with text as text is added or deleted, or you can keep the object in the same place on the page, regardless of text changes. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Alignment Guides Alignment guide Alignment guides are horizontal or vertical green bars that appear as you drag an object, so you can line an object with the text or with another object. Often a picture is inserted in a size that is too large or too small. To resize a picture you can drag a corner sizing handle. You can also resize a picture by adjusting settings in the Size group of the Picture Tools Format tab. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Inserting Text Boxes Text box You can insert a text box to draw attention to an important point of a document. A text box is bordered, sometimes shaded, and set apart from other text in a document. A text box could contain a quote, it could be used as a banner for a newsletter, or a short text excerpt that is reinforced from a report. You can select, move, resize, and modify a text box because a text box like a picture is an object. There are Layout Options that you can use to enable you to wrap text around a text box, and alignment guides to assist with positioning the text box within the existing text. Inserting Text boxes continue on next slide. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Inserting Text Boxes (cont.)
Predefined text box styles To insert a text box into a document. Click the Insert tab, Click Text box in the Text group, and Click Draw Text Box or select a predefined text box style. Draw Text Box Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Styling a text box Shape styles, fills, outlines, and effects Change text box size The Drawing Tools Format tab includes a multitude of options for adding color, background, and style to a text box. In addition, you can select from predefined text styles or design your own text fill, outline, and text effects. Text wrap options are available for you to arrange text evenly around the text box. You can indicate the exact height and width of a text box using the Format tab. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Inserting Word Art WordArt WordArt is a feature that modifies text to include special effects, including colors, shadows, gradients, and 3-D effects. It is a quick way to format text so that it is vibrant and eye-catching. A WordArt object is managed independently of surrounding text and cannot be formatted as a document. To insert new WordArt text into a document select the text to be formatted. Click the Insert tab. Click WordArt in the Text group. Select a WordArt style and type the text. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Summary Change the appearance of text Apply formats such as alignment, indentation, borders and shading and bullets to a paragraph Apply themes to a document Use a style set and different views Insert and format objects The chapter demonstrated how to change a documents appearance by changing text, applying formats to paragraphs and text, applying themes to a document, using different styles and views, and inserting and formatting objects. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Questions As you complete this chapter in Document Presentation in Word, be sure you ask questions. You want to understand the concepts so that you can continue to build on them in future chapters. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

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