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Formatting-and-more-useful-functions-of-Word

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					Formatting and more useful functions of Word

These instructions have been written in Word2000, but they will almost certainly work for older versions of Word. You may have to play around with your version but it’ll probably be very similar.

1. Setting up a new page. You can change the size of the margins and the orientation of the paper by going to ‘file’, ‘Page Setup’. You can get a lot more on the page by altering the margin size – particularly useful when you are writing spelling lists and want to put 4 or 5 on a page, or when you want to maximize the page to fit in a complicated table. Hint – Always try to set your page up before you start to make a table or columns. It’s a lot more difficult once you begin to type.

2. Columns You can format columns in one of two ways. The way you choose will depend on how complicated the formatting is going to be. If you simply want two or more columns on a page without a heading then use the columns key on the toolbar.

Method 1:

Click and hold on the key and drag to get the number of columns you want. Click on ‘format’, ‘columns’. Once you’re in here you can format the columns to suit yourself. You can change their size, put a line between them, have odd sized columns etc. The main point about this is that you can choose whether the whole document is affected by this or whether the rest of the document is, or just a selection of the document. If you just want simple columns but you’d like a heading to go with it (e.g. if setting up a newspaper or a brochure) you can make your heading in word art (see below), and you can size this to go across both the columns.

Method 2:

Hint –

3. Starting a new page or column Click on ‘insert’, ‘break’ and choose either page or column break. You can customise the breaks further by clicking on ‘format’, ‘paragraph’ and clicking on the line and page breaks tab. Here you can choose to break the whole paragraph together or to hyphenate at the ends of lines (the latter is very useful if you are typing in narrow columns e.g. when making a newspaper.)

JGrubb2000/LSP

4. Further Fonts Clicking on ‘format’, ‘fonts’ will take you to a font box. There are many font effects that you can use to enhance your typing. There are three tabs in this box. Tab 1 – Font . In this folder you can see the font you are choosing and perform all sorts of useful tricks like: striking through, putting typing above the line, putting typing below the line, giving text an embossed look, choosing a colour etc. Tab 2 – Character Spacing. In this folder you can reduce or enlarge the spacing between letters. Very useful if you are trying to get a lot of writing onto one page – e.g. in a job application form.

Tab 3 - Text Effects. Great if people are going to read your documents on-screen. You can add simple text effects to your writing to make it come ‘alive’.

5. Indenting

In Word2000 a lot of the time the programme will pick up on what you are trying to indent and will do it automatically. There are often glitches which can be overcome. Moving the bottom bar on the ruler will create the point at which the tab key will take you to. The top ‘bar’ on the ruler will create the first line indent. (You can take it beyond the margin if you wish). You can also change indents by clicking on ‘format’, ‘paragraph’ and changing their size here. Word will automatically indent bullet and numbered points. If you don’t want indents, wait until you’ve typed the whole document in and then go back and change the indents manually, by highlighting the parts you wish to change and moving the bars on the ruler. These two buttons on the tool bar you are working. will increase and decrease the indents as

By clicking on the ruler you can add further ‘tab’ points for a paragraph – particularly helpful if you want to write three or more lists in a block of typing. A lot less complicated than trying to format columns.

JGrubb2000/LSP

6. Line spacing

You can choose the spacing you want between lines in a document by clicking on ‘format’, ‘paragraph’ and then clicking the indents and spacing tab. You can choose to have double, 1 ½ spacing etc. Hint – do this once you have finished typing your document. It’s a nightmare trying to format bits back once you’ve typed them. Much better to highlight and format them once the document is typed. (Word tries to help you by guessing what you want – in the case of formatting it’s often the very thing you don’t want.)

7. Search and Replace

You can save time when typing a long document which has a lot of repeating words by simply typing in an initial (e.g. ks2 for Key Stage 2) and then performing a search and replace. Click on ‘edit’ ‘replace’. Type in the word you want to replace and the new word and click ok. There are many options you can choose in here to make your search more efficient. Very useful if you   have incorrectly spelt a name or word (e.g. practice/ practise). Rather than reading through the whole document you can search through for the word you want and replace as you go. want to keep the body of the letter the same and change a few key words – e.g. when differentiating a worksheet, changing boy for girl etc.

8. Header and Footer

Very important if you are writing essays, policy documents, giving training sessions etc and want to mark the work as your own. In ‘edit’ click on ‘header and footer’.

This box will appear. You can insert the date, the page number, the time, a piece of text etc. either at the top of the document (header) or at the bottom (footer). Clicking this button will switch you between the header and the footer. Size, change font and justify the text as you would a normal piece of typing. (Hint – generally the header or footer looks better if its in a smaller type than the rest of the document).

JGrubb2000/LSP


				
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