CS131 Introduction to MS Office 2003

							Word #3

Creating Reports and Tables
Instructor: Karen Filipski
Concept Preview
   Style: Applying a style, a predefined set of formatting
    characteristics, to a selection allows you to quickly apply
    a whole group of formats in one simple step.

   Section: To format different parts of a document
    differently, you can divide a document into sections.

   Footnote and Endnote: A footnote is a source
    reference or text offering additional explanation that is
    placed at the bottom of a page. An endnote is also a
    source reference or long comment that typically appears
    at the end of a document.

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Concepts Preview
   Text Wrapping: You can control the appearance of text
    around a graphic object by specifying the text wrapping
    style.

   Captions and Cross References: A caption is a
    numbered label for a figure, table, picture, or graph. A
    cross-reference is a reference from one part of a
    document to related information in another part.

   Splitting Windows: To view different parts of the
    document at the same time, you can create a split
    window by dividing the document window into two
    horizontal sections.
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Concepts Preview
   Table: A table is used to organize information into an
    easy-to-read format of horizontal rows and vertical
    columns.

   Sort: Word can quickly arrange or sort text, numbers, or
    data in lists or tables in alphabetical, numeric, or date
    order based on the first character in each paragraph.

   Header and Footer: A header is a line or several lines
    of text in the top margin of each page. A footer is a line
    or several lines of text in the margin space at the bottom
    of every page.
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Outlines
   Access:
        Outline Toolbar Button
        View  Outline




   Outline Toolbar
     Subtract,   Plus and Square buttons



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Styles
   A predefined set of formatting characteristics. Word includes 75 predefined styles, each assigned
    a name. You can also customize your own.
      Character: affects selected text within a paragraph, such as the font and size of text, and
         bold and italic formats.
      Paragraph: Controls all aspects of a paragraph’s appearance, such as text alignment, tab
         stops, and line spacing.
      Table: Provides a consistent look to borders, shading, alignment, and fonts in tables.
      List: Provides alignment, numbering, bullets, and fonts to lists.


   Access:
      Right click on the word or phrase
      Tools  Language  Thesaurus
      Tools  Research
      Research Toolbar Button


   Heading Styles: one of the most commonly used styles, which are designed to identify different
    levels of headings in a document.
       #1 = Arial, 16 pt, bold, left align
       #2 = Arial, 14 pt, bold, italic, left align
       #3 = Arial, 13 pt, bold, left align
       #4 = Times New Roman, 14 pt, bold, left align

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Saving to a New Folder
   Drives

   Folders vs. Files

   Access: File  Save As
     Create  new folders
     Copy files
     Rename items


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Hiding Spelling and Grammar
Errors
   You can turn the Spelling and Grammar
    checker on and off in Microsoft Word.

     Tools    Options  Spelling and Grammar
      tab 
       Checkbox: Hide grammatical errors in this
        document
       Checkbox: Hide spelling errors in this document



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Applying Styles
   Styles and Formatting Task Pane
     View  Task Pane
     Styles and Formatting Toolbar Button


   Apply: Select and Click

   Customize: New Style Button

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Table of Contents
   A listing of topic headings that appear in a document and their associated
    page references.

   Insert  Reference  Index and Tables  Table of Contents Tab

   Each items in the table of contents is a hyperlink, or anchor, to the heading
    in the document. (Ctrl + Click)

   Document Map: displays a list of headings style in a document, used to
    navigate throughout the document.
      View  Document Map
      Document Map Toolbar Button


   Update =
      F9
      Right-click on table of contents and click Update Field

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Document Sections
   To format different parts of a document differently, you can divide a
    document into sections. You insert section breaks to create
    sections.

        Next Page Section Break: starts the new section on the next
         page.

        Continous Section Break: starts the new section on the same
         page.

        Odd or Even Section Break: starts the new section on the next
         odd or even numbered page.




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Working with Sections
   To create:
      Insert Break  Choose your Section Break Type


   To format:
      File  Page Setup
         EG: Vertical Alignment (top, bottom, center,
          justified)
         You can format a section just as you can a
          document!


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Footnote and Endnote
   Footnote: a source reference or text offering additional explanation
    that is place at the bottom of a page.

   Endnote: a source reference or long comment that typically appears
    at the end of a document.

   Consist of two parts:

        Reference Mark: superscript number appearing in the document at the
         end of the material being referenced

        Note Text: for the footnote appears at the bottom of the page on which
         the reference mark appears – for the endnote appears at the bottom of
         the document. (Separated from text by a note separator).


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Using Footnotes & Endnotes
   To Create: Insert  Reference  Footnote  Click
    Insert

   To Delete: Delete the reference mark and notes will be
    renumbers appropriately!

   To Convert: You can convert footnotes to endnotes and
    vice versa by choosing the Convert option from the
    selection’s shortcut menu.

   To View: View  Footnotes


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Formatting Pictures
   Access:
      View  Toolbars  Picture
      Right click on picture  properties


   Layout:
      Inline with Text (Default)
      Square
      Tight
      Through
      Top and Bottom
      Behind Text
      In Front of Text
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Captions and Cross References
   Caption: a numbered label for a figure, table, picture or graph
      Select the picture, then:
           Insert  Reference  Caption
      Options:
           Label: Table, Figure, or Equation
           Position
           New Label
           Numbering
           AutoCaption


   Cross-Reference: reference from one part of a document to related information in
    another part.
      Insert  Reference  Cross-Reference
      Options:
           Reference Type
           Insert Reference To
           Insert as Hyperlink



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Splitting Windows
   You can split a document into two windows, so
    you can view different portions of the document
    in separate horizontal windows:

     Access:
        Window  Split
        Drag the split box located above the vertical scroll bar



     Remove:
        Window  Remove Split
        Double click on split box




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Tables
   A table is used to organize information
    into an easy-to-read format of horizontal
    rows and vertical columns. A cell is in
    the intersection of a row and column that
    holds data. A table reference is a letter
    (column name) and number (row name)
    that identifies a cell.


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Tables - Continued
   Inserting a Table:
      Table  Convert  Text to Table
      Table  Insert  Table
      Draw Table Feature
      Insert Table Toolbar Button

   Navigating a Table:
      Tab = Next cell in a row
      Shift + Tab = Previous cell in a row
      Alt + Home = First cell in a row
      Alt + End = Last cell in a row
      Alt + Page Up = First cell in a column
      Alt + Page Down = Last cell in a column
      Up Arrow = Previous Row
      Down Arrow = Next Row


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Tables - Continued
   Manipulating Tables:
      Inserting Rows and Columns:
          Table  Insert  Rows X
          Table  Insert  Columns X
      Resizing:
          Using Handles
      Selecting Cells/Columns/Rows
          ….With the Pointer
      Merging Cells
          Right Click Merge Cells
      Borders and Shading
          Right Click  Borders and Shading
      Table Properties
          Right Click  Table Properties
              Alignment, Headers, Sizing
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Sort
   Word can quickly arrange or sort text, numbers, or data in lists
    or tables in alphabetical, numberic, or date order based on the
    first character in each paragraph.
       Ascending (A to Z, 0 to 9)
       Descending (Z to A, 9 to 0)

   Options:
      Text: punctuation marks, then numbers, then letters
      Numbers: all characters except numbers are ignored
      Date: hyphens, forward slashes, commas, periods, colons

   Access:
      Table  Sort

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Header and Footer
   Header: is a line or several lines of text in the top
    margin of each page.
   Footer: a line or several lines of text in the
    bottom margin of each page.

   View  Header and Footer
     You  can link sections together to share headers and
      footers.
     You can insert AutoText into the header and footer.


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Mail Merge
   Mail merge functionality allows you to create a document
    template (such as letters, emails, envelopes, labels or
    directories) that has fields that are populated by a
    database (such as a text file, Excel worksheet, or Access
    database).
       EG: a form letter that is sent out to all of your clients wishing
        them a happy holiday.
       EG: mailing labels for the happy holiday letter.

   Tools  Letters and Mailings  Mail Merge
       You have to link the database fields to the document template
        fields so the drafts are created correctly.



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