1. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. Office Word 2003 Lab 3 Creating Reports and Tables

2. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-2 Objectives 1.Create and modify an outline. 2.Hide spelling and grammar errors. 3.Use Click and Type, Document Map and Reading Layout. 4.Apply styles. 5.Create and update a table of contents.

3. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-3 Objectives (continued) 6.Create a section break. 7.Center a page vertically. 8.Wrap text around graphics. 9.Add footnotes, captions, and cross- references. 10.Create and format a simple table.

4. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-4 Objectives (continued) 11.Sort a list. 12.Add headers, footers, and page numbers. 13.Check formatting inconsistencies. 14.Print selected pages and save to a new folder.

5. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-5 Concept Preview Style Section Footnote and Endnote Text Wrapping Captions and Cross References Splitting Windows Table Sort Header and Footer

6. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-6 Outline Creating and Modifying an Outline –Using Outline View –More on Outlines Saving to a New Folder Hiding Spelling and Grammar Errors

7. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-7 Outline (continued) Formatting Documents Automatically –Using Click and Type –Applying Styles –Creating a Custom Style Creating a Table of Contents –Generating a Table of Contents

8. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-8 Outline (continued) Navigating by Headings –Using a Table of Contents Hyperlink –Using the Document Map Formatting Document Sections –Creating a Section Break –Centering a Page Vertically

9. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-9 Outline (continued) Including Source References –Adding Footnotes –Viewing Footnotes –Inserting a Footnote in Print Layout View Formatting Picture Layout –Wrapping Text Around Graphics

10. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-10 Outline (continued) Referencing Figures –Adding a Figure Caption –Adding a Cross-Reference –Using a Cross-Reference Hyperlink Creating a Simple Table –Inserting a Table –Entering Data in a Table –Inserting a Row

11. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-11 Outline (continued) Creating a Simple Table cont. –Sizing a Table –Formatting a Table Sorting a List Creating Headers and Footers –Adding a Header –Adding a Footer

12. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-12 Outline (continued) Checking the Document –Using Reading Layout View –Redisplaying Spelling and Grammar Errors –Checking Formatting Inconsistencies Updating a Table of Contents Printing Selected Pages

13. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-13 Outline (continued) Key Terms FAQs Discussion Questions

14. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-14 Creating and Modifying an Outline Outline view –Allows you to create and view document content easily. –Shows hierarchy of topics.

15. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-15 Using Outline View Outline symbol Outline View button Outline toolbar

16. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-16 Concept 1 A predefined set of formatting characteristics. Can quickly apply a whole group of formats. Word includes 75 predefined styles. Each style is assigned a name. Many styles are automatically applied. Style

17. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-17 More on Applying Styles Type of StyleDescription CharacterAffects selected text within a paragraph ParagraphControls all aspects of a paragraph's appearance TableProvides a consistent look to borders, shading, alignment, and fonts ListApplies similar alignment, numbering or bullet characters, and fonts

18. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-18 Heading Styles One of the most commonly used styles. Can include combinations of - –Fonts –Type sizes –Bold –Italics There can be different levels of headings in one document

19. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-19 Heading Styles Heading LevelAppearance Heading 1 Arial, 16 pt, bold, left align Heading 2 Arial, 14 pt, bold, italic, left align Heading 3 Arial, 13 pt, bold, left align Heading 4 Courier New, 14 pt, bold, left align

20. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-20 More On Outlines Outline levels can be changed Can change the order of topics New topics can be inserted Outlines can be collapsed or expanded Heading moved and demoted

21. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-21 Saving to a New Folder Creates a new folder Enter name of new folder Location where folder will be created

22. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-22 Hiding Spelling and Grammar Errors Why would you hide spelling and grammar errors?

23. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-23 Formatting Documents Automatically Using Click and Type Applying styles Creating custom styles

24. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-24 Using Click and Type A feature used to quickly insert text and graphics. Works only in Print Layout and Web Layout views. Avoids the need to enter blank lines.

25. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-25 Applying Styles Displays/hides Styles and Formatting task pane Paragraph styles Task pane Available styles Character styles

26. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-26 Creating a Custom Style

27. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-27 Creating a Table of Contents Table of Contents –Listing of topic headings. –Headings appear in document with their associated page references. –Makes it easier for the reader to locate information. Word can create a Table of Contents automatically.

28. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-28 Generating a Table of Contents Select location in your document to place the Table of contents. Choose Insert/Reference/Index and Tables. Open the Table of Contents tab. Click on the Formats drop-down list box.

29. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-29 Navigating by Headings Using a Table of Contents hyperlink –Points to a location in the current document. –Moves quickly to a specific area in the document. Using the Document Map –Displays a list of headings style in a separate pane. –Moves you through a document quickly and keeps track of location.

30. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-30 Document Map Document Map pane displays headings in your document.

31. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-31 Formatting Document Sections Documents can be divided into sections

32. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-32 Concept 2 Sections allow you to format different parts of a document differently. Initially a document is one section. Insert section breaks to divide a document into separate sections. –Breaks identify the end of a section. –Formats are associated with the section. Section

33. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-33 Types of Section Breaks Next Page Continuous Even Page Odd Page

34. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-34 Creating a Section Break Section break line Type of section breaks

35. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-35 Centering a Page Vertically Specify vertical alignment

36. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-36 Including Source References

37. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-37 Concept 3 Source references that explain or comment on information in the text. Essential element of a research paper. Footnote - placed at the bottom of a page. Endnote – appears at the end of a document. –Both contain a reference mark and a note text. Footnote and Endnote

38. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-38 Adding Footnotes Type of note

39. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-39 Viewing Footnotes Note reference mark Note text

40. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-40 Inserting a Footnote in Print Layout View

41. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-41 Formatting Picture Layout

42. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-42 Concept 4 Controls the appearance of text around a graphic object Text may wrap around the object in many different ways Text Wrapping

43. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-43 Text Wrapping Terms Inline object. Floating object. Text wrapping. Drawing layer.

44. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-44 Referencing Figures Caption inserted

45. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-45 Concept 5 A caption is a numbered label for a: –Figure. –Table. –Picture. –Graph. A cross-reference is a reference from one part of a document to related information in another part of the document. Captions and Cross-Reference

46. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-46 Adding a Figure Caption Select label caption to use

47. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-47 Concept 6 Splitting Windows View different parts of document at the same time. Window is divided into two horizontal sections. Views can be different in each pane.

48. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-48 Adding a Cross-Reference Cross-reference is to a figure Same document in two windows.

49. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-49 Using a Cross-Reference Hyperlink

50. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-50 Creating a Simple Table (A1)JanFebMarApr East7 (B2)7519 West64717 South87 (C4)924 Total21182160

51. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-51 Concept 7 Used to organize information into rows and columns. The intersection of a row and a column is a cell. Cells are identified by a letter and an number, called table reference. Table cell

52. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-52 Inserting a Table Table of rows and columns is inserted

53. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-53 Sizing a Table Drag the resize handle to change size

54. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-54 Concept 8 Text, numbers, or data in lists can be arranged or sorted. Sort order –Ascending. –Descending. –By date. Sort

55. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-55 Sorting a List Sort ByRules TextFirst, items beginning with punctuation marks or symbols are sorted. Second, items beginning with numbers are sorted. Third, items beginning with letters are sorted. NumbersAll characters except numbers are ignored. DateValid separators include hyphens, forward slashes, commas, and periods. Field resultsIf entire field is the same for two items, Word evaluates next field.

56. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-56 Concept 9 A header is text in the top margin of each page –Contains title, section, or graphic A footer is text in the margin space at the bottom of every page –Contains page #, date or graphic Different headers and footers can be used in different sections Header and Footer

57. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-57 Adding a Header Document section Turns on/off Link to previous setting

58. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-58 Adding a Footer Switches between header and footer

59. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-59 Checking the Document Use Reading Layout Check for spelling & grammar errors Check for formatting consistency –Use the formatting consistency checker –Gives your document a more professional appearance

60. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-60 Using Reading Layout View

61. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-61 Formatting Inconsistencies

62. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-62 Updating a Table of Contents If you have added pictures, tables, or additional text; the table of contents should be updated Updating ensures that the page references are accurate and that all heading are included

63. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-63 Printing Selected Pages

64. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-64 Key Terms caption cell Click and Type cross-reference Document Map drawing layer endnote floating object footer footnote header heading style inline object note pane note reference mark note separator

65. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-65 Key Terms cont. note text section section break sort split window style table table reference text box text wrapping

66. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-66 FAQs 1.What is Outline view? 2.What is a style and how do I use it? 3.Help! I created an outline and now I can't see the subheadings. What can I do? 4.What is the advantage of turning off the display of spelling and grammar errors?

67. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-67 FAQs 5.What is Click and Type and how do I use it? 6.Why do I need to create headings in my document before I generate a table of contents? 7.I'm having a hard time navigating through my document. What is a Document Map?

68. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-68 FAQs 8.I'm not sure I understand how to use sections. What are sections and section breaks? 9.I can't get my title to center vertically. What can I do? 10.Is there a difference between footnotes and endnotes? 11.Help! I can't see the footnotes I created? What can I do?

69. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-69 FAQs 12.I inserted a picture into a document and the text runs right through it. How can text wrapping help me? 13.How can I view different sections of one document at the same time? Is this possible? 14.How do I create a table? 15.What is Reading Layout view?

70. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-70 Discussion Questions 1.Your research paper needs to be created in MLA style. Discuss how Office Word 2003 can assist you. 2.You have been asked to design a business letter that will be used repeatedly throughout the year. Discuss how will use the Styles and Formatting feature to create the letter.

71. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-71 Discussion Questions 3.Describe the various options available for text wrapping style when inserting a graphic image in a document. 4.What are differences between footnotes and endnotes? Between headers and footers? Give examples of each.

72. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 3-72 Discussion Questions 5.Your term paper needs a table of contents. Discuss the steps needed to create one in Office Word 2003. How can you make changes to the table of contents once it has been generated?