1. In Business Series © Prentice Hall 2007 1 Microsoft Office Word 2007 In Business Core Chapter 2 Creating a Basic Report

2. In Business Series © Prentice Hall 2007 2 Chapter Introduction  Why Do I Need This  What’s Wrong with This Document  Review and Challenge Questions  Skills Exam  Word Skill Sets  Paragraph and Text Formatting  Page Formatting  Common Mistakes  Quick References  Video Workshops

3. In Business Series © Prentice Hall 2007 3 Paragraph and Text Formatting Skill Sets  Introduction to Styles  Using Styles to Change an Outline into Headings  Creating New Styles  About Paragraph Formatting, Fonts, and Font Styles  Applying New Styles  Design Rules: Serifs, Consistency, and Whitespace  Paragraph Marks and Styles  Modifying a Style

4. In Business Series © Prentice Hall 2007 4 Introduction to Styles  What is a style  Advantages  Average user  Is not aware of the advantages  Creates all documents using the Normal template  Built-in styles

5. In Business Series © Prentice Hall 2007 5 Using Styles to Change an Outline into Headings  Outline example  Shows how to use headings as a guide for report  Convert from outline styles into heading styles  Follow four-item bulleted list

6. In Business Series © Prentice Hall 2007 6 Using Styles (cont.)

7. In Business Series © Prentice Hall 2007 7 Creating New Styles  Built-in styles are just the beginning  To create a new style  Follow three-item bulleted list  Customize the text

8. In Business Series © Prentice Hall 2007 8 Creating New Styles (cont.)

9. In Business Series © Prentice Hall 2007 9 About Paragraph Formatting, Fonts, and Font Styles  Personal versus business use  Professional impression  Value of first impression  Level of formality  Point size  Font choice  Do not detract from content of message  Fixed versus proportional widths

10. In Business Series © Prentice Hall 2007 10 Applying New Styles  To apply a style, it must be created first  Default style  Based on the Normal template  No style and the Normal style are synonymous

11. In Business Series © Prentice Hall 2007 11 Design Rules: Serifs, Consistency, and Whitespace  Value of first impression  General guidelines  Serif fonts for the body  Sans-serif fonts for the headings  Use headings and subheadings as appropriate  Between 30 and 50 percent whitespace  Connection of headings and content  More whitespace above heading than below  Avoid all UPPERCASE letters  Avoid all lowercase letters

12. In Business Series © Prentice Hall 2007 12 Design Rules (cont.)  Penalties for breaking design rules  Make creator appear less professional and credible to colleagues and superiors  Conservative industries  Finance, banking, manufacturing  Have written communication rules  More contemporary industries  Fashion, advertising, media  Promote and expect creativity; therefore knowing how and when to break normal design rules may be encouraged

13. In Business Series © Prentice Hall 2007 13 Paragraph Marks and Styles  Style elements are stored as invisible codes  Located in the paragraph mark (¶)  Made visible with the Show\Hide icon

14. In Business Series © Prentice Hall 2007 14 Paragraph Marks and Styles (cont.)  Styles based on the Normal style  May inherit changes  Under normal circumstances, the cascading effect is a great way to make an impact on the entire document because it changes the base style  Similar to CSS in HTML

15. In Business Series © Prentice Hall 2007 15 Modifying a Style  Combining paragraphs of different styles  Copy and paste and contradicting styles

16. In Business Series © Prentice Hall 2007 16 Modifying a Style (cont.)  Changing style format  Two methods  Three-item bulleted list  Two-item bulleted list

17. In Business Series © Prentice Hall 2007 17 Paragraph and Text Formatting Summary  Video Workshop  Styles and Formatting  Formatting Letters  Salon Options

18. In Business Series © Prentice Hall 2007 18 Page Formatting Skill Sets  Page Margins  Inserting Page Numbers  Headers and Footers  Inserting Fields into the Footer  Creating a Cover Page

19. In Business Series © Prentice Hall 2007 19 Page Margins  Whitespace surrounding text  Helps to balance text  Contributes to 30 to 50% whitespace guideline  Normal template default settings  Prior to Word 2007  Side margins, 1.25 inch; top and bottom, 1 inch  Word 2007  Side margins, 1 inch; top and bottom, 1 inch  Terminology  Page layout; widow, orphan; portrait, landscape

20. In Business Series © Prentice Hall 2007 20 Inserting Page Numbers  Help to guide reader  Location  Header or footer  Format  Various choices (see Figure 2.26)

21. In Business Series © Prentice Hall 2007 21 Headers and Footers  Location  Header  Footer  File path  Field  Advantages  Style  Challenges

22. In Business Series © Prentice Hall 2007 22 Inserting Fields into the Footer  Quick Parts  Automated text entry  Document Information  Can include fields from Document Properties

23. In Business Series © Prentice Hall 2007 23 Inserting Fields (cont.)  Inserting fields into a header  All options for header are the same as for footer

24. In Business Series © Prentice Hall 2007 24 Creating a Cover Page  Professional value  Contents  Should not include any images  May be formatted for effect  Headers and footers  Should be suppressed

25. In Business Series © Prentice Hall 2007 25 Page Formatting Summary  Video Workshop  Headers and Footers  Creating a Decision Recommendation Report  Employment Agreement

26. In Business Series © Prentice Hall 2007 26 Chapter Summary  Word in Practice Anecdote  Review Questions  Skills Exam  Challenge Questions