Creating Reports and Tables
Instructor: Karen Filipski
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.
Text Wrapping: You can control the appearance of text
around a graphic object by specifying the text wrapping
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
Table: A table is used to organize information into an
easy-to-read format of horizontal rows and vertical
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.
Outline Toolbar Button
Subtract, Plus and Square buttons
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.
Right click on the word or phrase
Tools Language Thesaurus
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
Saving to a New Folder
Folders vs. Files
Access: File Save As
Create new folders
Hiding Spelling and Grammar
You can turn the Spelling and Grammar
checker on and off in Microsoft Word.
Tools Options Spelling and Grammar
Checkbox: Hide grammatical errors in this
Checkbox: Hide spelling errors in this document
Styles and Formatting Task Pane
View Task Pane
Styles and Formatting Toolbar Button
Apply: Select and Click
Customize: New Style Button
Table of Contents
A listing of topic headings that appear in a document and their associated
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
Right-click on table of contents and click Update Field
To format different parts of a document differently, you can divide a
document into sections. You insert section breaks to create
Next Page Section Break: starts the new section on the next
Continous Section Break: starts the new section on the same
Odd or Even Section Break: starts the new section on the next
odd or even numbered page.
Working with Sections
Insert Break Choose your Section Break Type
File Page Setup
EG: Vertical Alignment (top, bottom, center,
You can format a section just as you can a
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).
Using Footnotes & Endnotes
To Create: Insert Reference Footnote Click
To Delete: Delete the reference mark and notes will be
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
View Toolbars Picture
Right click on picture properties
Inline with Text (Default)
Top and Bottom
In Front of Text
Captions and Cross References
Caption: a numbered label for a figure, table, picture or graph
Select the picture, then:
Insert Reference Caption
Label: Table, Figure, or Equation
Cross-Reference: reference from one part of a document to related information in
Insert Reference Cross-Reference
Insert Reference To
Insert as Hyperlink
You can split a document into two windows, so
you can view different portions of the document
in separate horizontal windows:
Drag the split box located above the vertical scroll bar
Window Remove Split
Double click on split box
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.
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
Tables - Continued
Inserting Rows and Columns:
Table Insert Rows X
Table Insert Columns X
….With the Pointer
Right Click Merge Cells
Borders and Shading
Right Click Borders and Shading
Right Click Table Properties
Alignment, Headers, Sizing
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)
Text: punctuation marks, then numbers, then letters
Numbers: all characters except numbers are ignored
Date: hyphens, forward slashes, commas, periods, colons
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
You can insert AutoText into the header and footer.
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
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.