1. Microsoft ® Word 2010 Core Skills Lesson 5: Formatting Documents Courseware #: 3240 Microsoft Office Word 2010

2. Microsoft ® Word 2010 Core Skills Lesson 5 Objectives work with document formatting change the paper size change the orientation change the margins insert page breaks insert page numbers insert headers or footers customize headers or footers work with odd/even pages apply backgrounds or themes 2 © CCI Learning Solutions Inc.

3. Microsoft ® Word 2010 Core Skills Changing the Paper Size Default paper size determined by computer settings To change paper size: –On Page Layout tab, in Page Setup group, click Size, or –double-click anywhere in darker area of ruler, and then click Paper tab 3 © CCI Learning Solutions Inc.

4. Microsoft ® Word 2010 Core Skills Changing the Paper Size Paper size Choose standard paper size. Paper source Select tray containing paper. Preview Displays how document will look when changes accepted. Print Options Set options for how printer handles printing of documents. 4 © CCI Learning Solutions Inc.

5. Microsoft ® Word 2010 Core Skills Changing the Orientation Refers to printed text layout: –Portrait refers to vertical orientation –Landscape refers to horizontal orientation To change document orientation: –On Page Layout tab, in Page Setup group, click Orientation; or –double-click darker area of ruler, click Margins tab and click orientation 5 © CCI Learning Solutions Inc.

6. Microsoft ® Word 2010 Core Skills Changing Margins To adjust margins: –On Page Layout tab, in Page Setup group, click Margins, or –point at margin to adjust on ruler and drag to measurement for margin, or –double-click darker area of horizontal or vertical ruler for margin Press Alt for precise measurement on ruler 6 © CCI Learning Solutions Inc.

7. Microsoft ® Word 2010 Core Skills Changing the Margins Amount of space between paper edge and printed text area Adjust margin settings for entire document or different parts Margin boundaries between light and dark shades on ruler Top Margin Marker Left Margin MarkerRight Margin Marker 7 © CCI Learning Solutions Inc.

8. Microsoft ® Word 2010 Core Skills Inserting Page Breaks Word automatically paginates document with soft page breaks To break page at specific location, insert manual page break To enter a manual or hard page break: –On Insert tab, in Pages group, click Page Break, or –press Ctrl+Enter, or –on Page Layout tab, in Page Setup group, click Breaks and click Page To remove code if cursor is: –At beginning of next page, press Backspace –At end of paragraph where page break code is, press Delete 8 © CCI Learning Solutions Inc.

9. Microsoft ® Word 2010 Core Skills Working with Section Breaks Separates page formatting changes in document To insert section break, on Page Layout tab, in Page Setup group, click Breaks: Next PageStarts new section on next page. ContinuousStarts new section on same page. Even Page Starts new section on next even page. Odd PageStarts new section on next odd page. 9 © CCI Learning Solutions Inc.

10. Microsoft ® Word 2010 Core Skills Working with Columns Set up to three “newspaper style” columns where text from bottom of one column flows to top of the next Draft view displays appropriate column widths but not side by side To view columns side by side, use Print Layout view Can apply columns to text before or after text typed To break column manually and force text to continue in next column: –On Page Layout tab, in Page Setup group, click Breaks and then click Column, or –Press Ctrl+Shift+Enter where column break should be To insert page break, move to where page break to be, and then: –On Insert tab, in Pages group, click Page Break, or –Press Ctrl+Enter © CCI Learning Solutions Inc. 10

11. Microsoft ® Word 2010 Core Skills Working with Columns To set new set of columns, insert Continuous section break To change only column layout portion, insert section breaks To create columns, on Page Layout tab, in Page Setup group, click Columns –For more options, click More Columns © CCI Learning Solutions Inc. 11

12. Microsoft ® Word 2010 Core Skills Working with Columns PresetsChoose layout style, such newspaper style columns, Left or Right for Web pages or manuals with banner on one side. Number of columns Set number of columns. Width and spacing Alter width and spacing between this column and next. Apply toSelect which text to apply column structure. Line betweenAutomatically insert vertical line between each column. Start new column Only available when you apply from this point forward. © CCI Learning Solutions Inc. 12

13. Microsoft ® Word 2010 Core Skills Working with Columns To change number of columns, select text and use Columns to set new number To adjust width of each column or spacing between each column: –Use Columns dialog box, or –drag appropriate markers on ruler for each side of column to adjust Each column has own indent markers that can be adjusted To insert or turn off vertical lines between each column, in Columns dialog box, click Line between © CCI Learning Solutions Inc. 13

14. Microsoft ® Word 2010 Core Skills Controlling the Text Flow To set hyphenation, on Page Layout tab, in Page Setup group, click Hyphenation Select more options using Hyphenation Options feature: © CCI Learning Solutions Inc. 14

15. Microsoft ® Word 2010 Core Skills Using Headers and Footers Headers –Text or graphics appearing at top of page Footers –Text or graphics appearing at bottom of a page Can be same on every page, or alternate for even and odd numbered pages Can have different header and footer on first page Header prints in top margin area Footer prints in bottom margin area 15 © CCI Learning Solutions Inc.

16. Microsoft ® Word 2010 Core Skills Inserting Page Numbers Page numbers inserted in header or footer On Insert tab, in Header & Footer group, click Page Number Top of PageChoose style for page numbers at top of page, or header area. Bottom of PageChoose style for page numbers at bottom of page, or footer area. Page MarginsChoose margin position for page number. Current Position Choose style for page number in current location or position. Format Page Numbers Choose different numbering style, include chapter number, or have page numbers start at different number. Remove Page Numbers Remove page numbers from document. 16 © CCI Learning Solutions Inc.

17. Microsoft ® Word 2010 Core Skills Inserting the Date or Time To insert date or time in location of document, on Insert tab, in Text group, click Date & Time Number of formats for date or time based on standards –Can click Set As Default for particular format –Can also set date or time to always be current date and time using Update automatically. © CCI Learning Solutions Inc. 17

18. Microsoft ® Word 2010 Core Skills Creating Headers and Footers Use Insert tab, in Header & Footer group 18 © CCI Learning Solutions Inc.

19. Microsoft ® Word 2010 Core Skills Creating Headers and Footers Dashed line with identifier appears Word identifies different sections in header or footer Link to Previous - use same header or footer from previous section, or have different header or footer in current section Usually contain no more than two or three lines of text To edit existing header or footer, double-click header or footer area 19 © CCI Learning Solutions Inc.

20. Microsoft ® Word 2010 Core Skills Alternating Headers and Footers Set odd and even pages, different first page, or both Use Link to Previous to decide which headers and footers are different 20 © CCI Learning Solutions Inc.

21. Microsoft ® Word 2010 Core Skills Working with Document Backgrounds Enhance online documents, e-mail documents or Web pages Colors, patterns, pictures, gradients, textures, or watermarks make documents more interesting To add background to document, on Page Layout tab, in Page Background group, click background to apply 21 © CCI Learning Solutions Inc.

22. Microsoft ® Word 2010 Core Skills Adding Watermarks Can be text, graphics, shapes, or pictures behind text Appear paler than regular graphics Used for printed documents while other backgrounds for online documents Choose watermark from gallery list, customize, or remove it –Can also save watermark design to gallery 22 © CCI Learning Solutions Inc.

23. Microsoft ® Word 2010 Core Skills Using Page Colors Be careful as colors can detract from message of document Live preview available to see effect of this color Use More Colors to fine-tune color for background 23 © CCI Learning Solutions Inc.

24. Microsoft ® Word 2010 Core Skills Using Page Colors 24 © CCI Learning Solutions Inc.

25. Microsoft ® Word 2010 Core Skills Using Page Colors 25 © CCI Learning Solutions Inc.

26. Microsoft ® Word 2010 Core Skills Using Page Colors 26 © CCI Learning Solutions Inc.

27. Microsoft ® Word 2010 Core Skills Applying Page Borders Draw eye to emphasize items Appears on every page unless section break inserted Should be enhancements to focal point 27 © CCI Learning Solutions Inc.

28. Microsoft ® Word 2010 Core Skills Applying Page Borders SettingList of existing types of border settings. StyleLine style for border. ColorColor of border. WidthWidth of border. ArtUse art shapes instead of lines Preview Displays preview of all settings selected, and buttons to turn specific border sides on or off. Apply toWhich part of document will have borders applied. OptionsSet other options. Horizontal LineList of horizontal lines to insert different line style. 28 © CCI Learning Solutions Inc.

29. Microsoft ® Word 2010 Core Skills Using Themes Sets of integrated document designs Provides look using colors, fonts and graphics. Best for Web pages, HTML documents, e-mail documents or online documents Can apply new theme, change or remove theme –Can also customize existing theme or create own 29 © CCI Learning Solutions Inc.

30. Microsoft ® Word 2010 Core Skills Applying Themes Match theme to text message Live preview helps decide if theme appropriate To apply theme, on Page Layout tab, in Themes group, click Themes 30 © CCI Learning Solutions Inc.

31. Microsoft ® Word 2010 Core Skills Customizing Themes 31 © CCI Learning Solutions Inc.

32. Microsoft ® Word 2010 Core Skills Summary of Lesson 5 work with document formatting change the paper size change the orientation change the margins insert page breaks insert page numbers insert headers or footers customize headers or footers work with odd/even pages apply backgrounds or themes 32 © CCI Learning Solutions Inc.

33. Microsoft ® Word 2010 Core Skills Review Questions 1.Explain the purpose of setting margins for a document. 2.Explain the difference between a soft and manual page break. 3.Explain what the different section breaks are and how you might use each one. 4.Explain what a header or footer is. 5.How can you use themes? 33 © CCI Learning Solutions Inc.