IS Training manual by dal93033

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									UCL
INFORMATION SERVICES DIVISION
INFORMATION SYSTEMS




                                Word 2003

                                Getting more
                                from Word




Document No. IS-045
Contents
Paragraph formatting .....................................................................................................................1
  Changing line spacing                                                                                                                   1
  Aligning text                                                                                                                           2
  Indents                                                                                                                                 2
  Removing paragraph formatting                                                                                                           3
Bullets and numbers ...................................................................................................................... 4
Line and page breaks .................................................................................................................... 5
  Line breaks                                                                                                                             5
  Page Breaks                                                                                                                             5
Tabs ............................................................................................................................................... 6
Basic page numbering ................................................................................................................... 9
  Inserting page numbers                                                                                                                 9
  Formatting page numbers                                                                                                                9
  Removing page numbers                                                                                                                  9
Headers and footers ..................................................................................................................... 10
 Creating a header and/or footer                                                                                                         10
 Editing or removing a header or footer                                                                                                  10
Format painter .............................................................................................................................. 11
Templates ..................................................................................................................................... 12
 Working with predefined templates and wizards                                                                                                 12
 Creating your own template                                                                                                                    13
Tables ........................................................................................................................................... 14
 Creating tables                                                                                                                                  14
 The tables and borders toolbar                                                                                                                   15
 Entering data in a table                                                                                                                         15
 Moving around a table                                                                                                                            16
 Selecting                                                                                                                                        16
 Modifying table properties                                                                                                                       17
 Adding and removing rows and columns                                                                                                             19
 Deleting a table                                                                                                                                 20
AutoCorrect .................................................................................................................................. 21
AutoText .......................................................................................................................................23
AutoFormat...................................................................................................................................24
 AutoFormat as you type                                                                                                                      24
 AutoFormat after you type                                                                                                                   24
Hyperlinks ....................................................................................................................................25
 Create a hyperlink                                                                                                                            25
 Screen tips                                                                                                                                   28
 Changing a hyperlink                                                                                                                          28
 Formatting hyperlinks                                                                                                                         28




Document No. IS-045                                                                                                             September 2008
Introduction
This workbook has been prepared to help you use Word more effectively. It is aimed at those who have
an understanding of the basic use of Word and who would like to be able to format and tabulate text
more effectively. It assumes knowledge about creating, editing, printing and saving documents. These
topics are all covered in the Getting started with Word course. This guide can be used as a reference or
tutorial document. To assist your learning, a series of practical tasks are available.
This guide can be used as a reference or tutorial document. To assist your learning, a series of practical
tasks are available in a separate document. You can download the training files used in this workbook
from the IS training web site at: http://www.ucl.ac.uk/isd/common/resources
We also offer a range of IT training for both staff and students including scheduled courses, one-to-one
support and a wide range of self-study materials online. Please visit www.ucl.ac.uk/is/training/ for
more details.




Document No. IS-045                                                                         September 2008
Paragraph formatting
Some formatting options within Word apply to paragraphs. For example, alignment, line spacing,
borders and shading, indentation and tabs are all formats applied to paragraphs. A paragraph may consist
of a number of lines of text, a single word or no text at all. A paragraph is created every time the Enter
key is pressed. The end of each paragraph is defined by a paragraph mark.
Helpful hint:
Border and shading options can be applied to any selected text within a paragraph.

To display paragraph marks click on the Show/Hide button on the Formatting toolbar      . You may
have to add this button to the toolbar using the add/remove button (from the Toolbar Options arrow).
Paragraph formats can be applied in a number of different ways; from the Format menu, the Formatting
toolbar, the ruler or shortcut keys, and the Reveal Formatting task pane.
To make several different types of changes to the paragraph(s) at the same time click the Paragraph
option on the Format menu. You can set indentation, alignment, line spacing and tabs from the paragraph
dialog box.


      Alignment can
      be specified
      here.

                                                                                     First Line and Hanging
      You can set                                                                    Indentation can be set
      indentation from                                                               from here.
      the left hand
      margin here.
                                                                                     You can set line
                                                                                     spacing here.
       You can set
       indentation from
       the right hand
       margin here.


                                                                                     Paragraph formatting
                                                                                     is previewed here.
       You can set
       tabs here.




Changing line spacing
To change the line spacing:
1. Select the required paragraph(s).
2. On the Format menu, click Paragraph. The Paragraph dialog box appears.
3. Click the Indents and Spacing tab.
4. In the Spacing area, click an appropriate option in the Line Spacing and At lists.
5. Click OK to apply the formatting to the selected paragraph(s).

UCL Information Systems                               1                                Paragraph formatting
Aligning text
To align text:
1. Select the required paragraph.
                                                                     Toolbar and keyboard tips
2. On the Format menu, select Paragraph. The Paragraph
   dialog box appears.                                                Left (Ctrl+L)         Centre (Ctrl+E)
3. Click the Indents and Spacing tab.
                                                                      Right (Ctrl+R)         Justify (Ctrl+J)
4. In the Alignment box select the required option: Left,
   Centred, Right or Justified.
5. Click OK to apply the formatting to the selected paragraph(s).

Indents
You can use indentation to emphasise a paragraph. Indents squeeze the paragraph text between the left
and/or right margins, thus reducing line length. The paragraph text is in effect framed with white space.
Word allows you to create four main types of indentation: left indent, right indent, hanging indent and
first line indent.




   A left indent (Ctrl+M) moves the entire paragraph from the left-hand margin.
   A right indent moves the entire paragraph from the right-hand margin.
   A hanging indent (Ctrl+T) means that the entire paragraph except the first line is indented from the
    left-hand margin.
  A first line indent (Tab)means that only the first line of the paragraph is indented, while the rest of
    the lines rest against the left-hand margin.
As well as using shortcut keys you can set indentation by typing values in the Paragraph dialog box or by
using the markers on the ruler.

Indents using the paragraph dialog box
                                                                                         Toolbar tip
1. Select the required paragraph.
2. On the Format menu, click Paragraph. The Paragraph dialog box is
                                                                                      Decrease     Increase
   displayed.                                                                         Indent       Indent
3. Click on the Indents and Spacing tab.
4. In the Indentation area select the existing entry for the indentation(s) you wish to change.
Paragraph formatting                                   2                           UCL Information Systems
5. In the Left and/or Right box type a new value in the text box or use the buttons to the right-hand
   side of the box to increase or decrease the current setting.
6. In the Special box click on the appropriate choice, First Line or Hanging and click OK.

Indents using markers on the ruler
You can change the indents of a paragraph by moving the indent markers along the ruler. You may find
this technique tricky at first but it can be useful when making small changes.
              First Line
                                                                Right Indent
              Indent Marker
                                                                Marker
            Hanging Indent
            Marker

1. Select the required paragraph(s).
2. Click and drag the appropriate marker along the ruler and release it when you reach the required
   point.

      The old
      markers fade.                                                                     The dotted line
                                                                                        illustrates the
                                                                                        indentation.


     The new markers
     move across the
     ruler.




Modifying indents
1. Select the required paragraph.
2. Click and drag the appropriate marker to the desired position and release it.

Removing indents
1. Select the required paragraph.
2. Click and drag the appropriate marker until it rests against the left/right margin (grey shaded area on
   the horizontal ruler) and release it.
3.


Removing paragraph formatting
You can remove paragraph formatting using the Ctrl+Q keyboard shortcut.




UCL Information Systems                             3                               Paragraph formatting
Bullets and numbers
You can easily number lists, or apply bullet points using the Numbering               or Bullets   buttons on
the Formatting toolbar.
1. This is the first item on a numbered list.
2. This is the second.
          This is the first item on a bulleted list.
          This is the second.

Working with an existing list
1. Select the paragraphs to which you wish to apply numbers/bullets.
2. Click on the Numbering or Bullets button on the toolbar as appropriate.
3. The list will now have numbers/bullets.

Starting a new list
1. Click where you wish to start the list.
2. Click on the Numbering or Bullets button as appropriate.
3. Numbers or bullets will now appear as you type each paragraph.

Turning off numbers/bullets
You may turn off numbering or bulleting by clicking on the Numbering/Bullet button, or by pressing
Enter twice at the end of a list.

Modifying numbers/bullets
You can use the options on the Format | Bullets and Numbering menu to change the appearance of your
numbers and bullets.

Automatic numbers/bullets
Word includes some ‘automatic editing tools’. These include a facility to create a numbered list if you
type the number 1. followed by a space or tab, followed by some text and press Enter. The number 2.
will appear automatically on the next line. If you didn’t want to start typing a list, press Ctrl+Z or click
Undo on the toolbar.
Similarly, you can create automatic bullet points by typing * followed by a space or Tab followed by
some text. Again, when you press Enter your text will be bulleted automatically.
Helpful hint:
See page 24 for details on how to turn this automatic formatting off if it is not required.




Bullets and numbers                                       4                            UCL Information Systems
Line and page breaks
Line breaks
Word thinks it can start a new line anywhere it finds a space or a hyphen. If you need to keep two words
together on the same line (e.g. Mr()Smith, or 8()October) you can ‘glue’ them together by using a hard
space instead of an ordinary one. Hold both the Ctrl and Shift keys down when pressing the spacebar or
the hyphen key.
Helpful hint:
You can see whether you have used a Hard Space or not by clicking the Show/Hide button on the toolbar.
The hard space will be shown as a small circle instead of a dot as shown
here:

Insert a manual line break
A manual line break ends the current line and continues the text on the next line. For example, suppose
your paragraph style includes extra space before each paragraph. To omit this extra space between short
lines of text, such as those in an address block or a poem, insert a manual line break after each line
instead of pressing Enter.
1. Click where you want to break a line of text.
2. Press Shift+Enter.
Manual line breaks are formatting marks that aren't normally visible in your document. If you want to
view these breaks, turn on the formatting marks by clicking Show/Hide on the Standard toolbar. The
manual line break character indicates a manual line break, e.g.:
                                                          Manual line break character


                                                          Line break character


Page Breaks
Settings on the Line and Page Breaks tab in the Paragraph dialog
box primarily control how Word will insert automatic page breaks.
To create a new page you can press Ctrl+Enter. However, unless
you are starting a new chapter, or it is essential that the following
text be on a new page, it is better to let Word decide where a new
page should start. There are occasions when you will need to let
Word know that you need to keep certain sections of text together
on the same page. This can be done in one of the following ways:
Widow/orphan control – As this is a very useful option, most
installations of Word will switch it on for all paragraphs by default.
It prevents page breaks falling right after the first line of a paragraph
leaving the first line stranded at the bottom of a page (i.e. a widow). An orphan is where a page break falls
just before the last line of a paragraph, leaving the final line stranded at the top of the next page.
Keep lines together – This option prevents Word from putting a page break in a paragraph or list.
Keep with next – This ensures that the selected paragraph(s) will never be split by page breaks. It is
often used with Heading styles to ensure that they don’t appear on their own at the bottom of a page – if
the following paragraph appears on the next page, the heading will be moved too.
Page break before –This option would cause the selected heading (or paragraph) always to appear at
the top of a new page.
UCL Information Systems                               5                                 Line and page breaks
Tabs
A tab stop is a measured position for placing and aligning text at a specific place on a page. It takes its
name from the tabulation stops used on manual typewriters. Tabs can be used to set out text and figures
in columns. Tabs are often replaced by tables for layout purposes.
Helpful hint:
A common error is to use the Spacebar key to create columns. This will never be really exact and if you need
to edit the text later the layout may be affected.
Tab stops are pre-set for you at 1.27cm (0.5") intervals from the left margin. By pressing Tab the
insertion point moves to the next tab stop in the current paragraph. Pre-set tab stops are shown as little
grey shaded marks on the bottom edge of the ruler. You can, however, set your own tab stops.



                                                                                                                          Pre-set tab
Word has four main types of tab alignment, as illustrated here:                                                           markers are
                                                                                                                          shown here.
Left                   Centre                 Right                                  Decimal
Friday                  May                    1234                                    11.22
Wednesday             February                12345                                   111.222
Sunday                  June                 123456                                  1111.2222

You can also set tabs to display leader dots between columns, or to place vertical lines between columns.
For example:
Animals

Pets                          Cats                  ....................................................................................... 6
                              Dogs                  ..................................................................................... 23
Farm animals                  Sheet                 ..................................................................................... 31
                              Cows                  ..................................................................................... 40

Helpful hint:
You can see where the tab key has been pressed in a document by clicking the Show/Hide button on the
toolbar. For example:




Tabs are applied to the paragraph you are currently working in or all paragraphs that have been selected.


IMPORTANT
It is important to ensure the cursor is placed correctly before setting your tabs. They will only be effective from
that point onwards.




Tabs                                                       6                                             UCL Information Systems
Setting tab stops in the Tabs dialog box
1. Select the required paragraph(s).
2. On the Format menu click Tabs. The Tabs dialog box is displayed.
3. Enter a measurement value for a tab stop in the Tab stop position box or select the existing tab
   stop that you wish to modify.
4. Specify the required alignment in the Alignment area and leader style (if any) in the Leader area,
   and click Set.
5. Repeat until all the tab stops are set and click OK.
    Enter a new tab                                                             Changes default
    stop value here.                                                            tab stop for the
                                                                                entire document.

    Select existing
    tab stops
    here.                                                                        Use these
                                                                                 options to select
    Use these options                                                            a tab leader for
    to select tab stop                                                           the selected tab
    alignment.                                                                   stop.

                                                                                Clears all custom
    Use these                                                                   tab stops for
    buttons to set or                                                           selected
    clear a selected                                                            paragraph(s).
    tab stop.


Setting tabs on the horizontal ruler
You can choose the type of tab using the tab button on the left of the ruler.
1. Place the cursor at the beginning of the section you want the tabs to be effective for, or, if text
   already exists, select the relevant text.
2. Click the Tab button at the far left of the horizontal ruler until the type of tab you require is
   displayed. Note that it is also possible to set Hanging and First Line Indents using the tab button.
                  Tab buttons             To select
                                          Left aligned tab stops
                                          Centred aligned tab stops
                                          Right aligned tab stops
                                          Decimal aligned tab stop
                                          Bar tab (places a vertical line at the tab position)
                                          Hanging indent
                                          First line indent
3. On the ruler, click where you want to set a tab stop.

Tabs are displayed on the horizontal ruler as shown:


Tab alignment     Left-aligned   Centre-aligned   Right-aligned     Decimal-aligned tab
button            tab stop       tab stop         tab stop          stop




UCL Information Systems                                   7                                              Tabs
Helpful hint:
Each paragraph can have its own set of tab stops. When a paragraph is selected, the tab stops are displayed
on the ruler. If two paragraphs with differing tab stops are selected, the tabs on the ruler are greyed out to
indicate the conflicting definitions.

Adjusting tab stops on the horizontal ruler
1. Select the paragraph(s).
2. Click and drag the appropriate marker along the ruler and release it.

Clearing tab stops
1. Select the paragraph(s) in which you want to clear a tab stop.
2. On the Format menu click Tabs.
3. In the Tab stop position list click the tab stop to be deleted and click Clear. To delete all tab stops
   click Clear All or click and drag the tab markers off the ruler.


Helpful hints:
Using tab stops to produce column formats is very much a product of procedures derived from the days of the
manual typewriter. For simple columns they are still quick and useful. However, more complex layouts are
often more easily handled in Word by using tables.
It is possible to use tab stops inside tables, for example, to align decimal points, or to insert leader dots.
However, it is necessary to press Ctrl+Tab rather than just pressing the Tab key, as the latter would just take
you to the next cell in the table. See page 14 for details of creating and using tables.




Tabs                                                   8                           UCL Information Systems
Basic page numbering
Page numbers can be inserted into any document, at the top or bottom of a page. When a page number
is inserted, a field is placed in the document which automatically controls the page numbering and ensures
the correct page number is inserted and updated as the document changes. Depending on the view
selected, page numbers may not be visible on the screen. To view the page numbers on the page you
must switch to Print Layout view.
There are two ways to add page numbers to your document: on the Insert menu click Page Numbers or on
the View menu click Header and Footer. The first method is useful if you only want to add a page number
and format it; the second enables you to add other information along with the page number in the
header or footer.

Inserting page numbers
1. On the Insert menu click Page Numbers. The Page Numbers dialog box is displayed.
2. Choose where to position the page numbering. In the Position box choose either Bottom of page
   Footer or Top of page Header.
3. In the Alignment box choose either Left, Center, Right, Inside, or Outside. Notice that as you
   change the settings the preview is updated.
4. Click to select/deselect as appropriate in the Show numbers on first page box.

    Select position to
    place your page
    numbers.
                                                                                            The preview will
    Select alignment of                                                                     update to reflect
    page numbering                                                                          your choices.
    here.

    Select to number your
    first page.

    Click here to display
    Figure 17 options –
    formatting
    number types etc.



Formatting page numbers
1. Click on the a new button in the Page Numbers dialog
          Create Format
          display and
   box to document the Page Number Format dialog box.
           put the
2. In the Number format area, click on the required format.
          summary
          there
   Character formats and Roman numerals are included in
   the options.
3. In the Page numbering area, control the numbering in the
    10
   document by choosing the appropriate option.
    0


Removing page numbers
If you wish to remove page numbers, you will need to enter the Header/Footer view – see the next
section.

UCL Information Systems                             9                               Basic page numbering
    Figure 11
Headers and footers
A header or footer is text (or graphics) printed at the top (header) or bottom (footer) of a page. It is
usually repeated on every page in the document. This manual has a footer that includes a page number
and other information. Each header and footer appears as a text box at the top or bottom of the
document with its own tab settings ready for text entry. A toolbar also appears when headers and footers
are activated which includes a number of buttons to facilitate working with headers and footers and
make the insertion of page numbers, and other fields (such as Date and Time) a straightforward task.


 The Header area                                                              The document text is dimmed when the
 is displayed ready                                                           Header / Footer area is active.
 for text entry.                                                              It cannot be modified from here.




Creating a header and/or footer
4.   On the View menu, click Header and Footer. The Header and Footer toolbar is displayed.

                         Insert Page   Format      Insert       Page    Switch between      Show Previous
                         Number        Page        Date         Setup   Header and Footer
                                       Number




             Insert Autotext           Insert     Insert    Show/Hide     Same as        Show
             Entry                     Number     Time      Document Figure 3
                                                                          Previous       Next
                                       of Pages             Text

1. Text can be entered in the header or footer area and formatting applied to it in the same way as in
   the main document.
2. AutoText entries and fields (including page numbers) can be inserted automatically into the
   header/footer by clicking on the appropriate options on the Header and Footer toolbar (see above).
3. Click on the Page Number button to insert page numbers.
4. Click on the Switch between header and footer button to switch from one to the other.
5.   Click on the Close button or double-click anywhere in the main document area i.e. outside the header
     or footer to finish editing.

Editing or removing a header or footer
                                                                        Figure 3
1. On the View menu click Header and Footer, or double-click in the header/footer area. The
   header/footer box is displayed and ready to be edited. If necessary use Switch between Header and
   Footer to switch to the footer.
2. Make any amendments as necessary.
3. Click on the Close button, or double-click anywhere in the main document area i.e. outside the
   header or footer to finish editing.


Headers and footers                                        10                          UCL Information Systems
Format painter
We have seen how it is possible to change the appearance of individual words or paragraphs within a
document by using a range of formatting techniques e.g. changing the font style and font size, increasing
the line spacing, changing the colour used etc. Such techniques require that a number of different
formats be applied individually to specific blocks of text. This can be time consuming particularly if the
same formats are to be applied to different areas within a document. Updating such formats can prove to
be laborious and result in inconsistent formatting throughout a document.
The Format Painter allows you to copy a set of formatting rules from a piece of text, and apply them to
other pieces of text.
1. Click the Format Painter button     on the Formatting toolbar (if you double-click you’ll be able
   to apply the format to any number of other pieces of text).
2. Click on the piece of text whose format you want to copy. You should notice that the cursor changes
   to a paintbrush.
3. Click on the text to which you want to apply the copied format to. Its format should now match that
   of the original text.
4. If you double-clicked the Format Painter button, you can continue to apply this format to other
   pieces of text.
5. To cancel the Format Painter, press Escape or click on the Format Painter button again.
Helpful hint:
Another method of ensuring that your formatting is consistent throughout your document is to use Styles. This
is covered in the Word Long Documents course.




UCL Information Systems                              11                                      Format painter
Templates
Every document created in Word is based upon a template. A template can be described as a document
‘blueprint’. The default template is called Normal. When you start Word, or when you click on the New
button on the Standard toolbar, the blank document that is displayed is based on the Normal template.
Any changes made to this template during a Word session are automatically saved on exit.
Templates contain predefined format settings e.g. margin size, default text style and size, predefined
styles, AutoCorrect settings, default headers and footers, adapted toolbars, and standard text etc. Each
time a new document is created, a copy of the appropriate template is made, leaving the original template
unchanged.
As well as enabling you to create your own personalised templates, Word also contains many predefined
templates and wizards for different document types: letters, labels, faxes, memos, Web pages etc.
A wizard is a special type of template that provides step-by-step instructions on how to create a new
document. However, if the same type of document is created frequently it is easier to specify a standard
template. Wizards also require a lot of resource to run and can be slow to use.

Working with predefined templates and wizards
1. In the New Document task pane select General Templates.
   The Templates dialog box
   is displayed – templates    Template
   and wizards are divided     categories
   into categories to make it
   easier to find one suitable
   for your purpose.

2. Click on the appropriate
   Category tab. Associated
   templates and wizards
   will be displayed. The
   Normal template (called
   the Blank Document
   template) and any user
   defined templates can be found in the General category.
3. Click on the required Template or Wizard icon. The template/wizard may be previewed in the right-
   hand side of the dialog box.
4. In the Create New box click Document.
5. Click OK. A new document is opened based on the
   selected template or wizard.
6. Enter your text into the template/wizard as requested.
7. Save the file.


Helpful hint:
Templates and wizards can be distinguished by their file
extensions. Templates have a .dot file extension; Wizards
have a .wiz extension.

Templates

Templates                                            12                        UCL Information Systems
If a template such as the Elegant Letter template is selected (shown here), a new document will be created
based upon the template.

The document contains a number of standard template features e.g. [click here and type...] fields to make
it easier to enter correct data. These fields are also called placeholders and do not appear on the printout
when they contain text. For further details on modifying the letter template, including a sample letter,
you can double-click on the envelope  symbol displayed in the template.

Wizards
If a wizard is selected, a series of step-by-step instructions will be provided in order to setup the
document. Wizards vary in the way they are presented and executed.

Creating your own template
It is possible to set up your own customised templates containing your preferred formatting settings for
departmental standard letters, correspondence, course notes etc. For example, this workbook is based on
a standard template for IT Training workbooks – notice the consistency of layout and style between all
the documents in the series.
A new template can be created based on an existing template or document. The following instructions
are for creating a new template based on the Normal template.
1. From the New Document task pane select General
     Templates. The Templates dialog box is
     displayed as shown.
2. Select the General tab and click on Blank
   Document.
3. In the Create New box click Template and OK.
4. A new template will be created based upon the
   Normal template. The title bar will display the
   default name given to a new template file, e.g.
   Template1.
5.   Edit the template as required, and save it in the
     default templates folder (if you save it somewhere else Word will have difficulty finding it when you
     wish to apply it). (On Staff WTS this is N:\MyWork\WordDocuments\Templates.)
6. Once you have created your template and saved it, remember to close it.
To use your new template with new documents you simply apply it from the New Document task pane
as described previously.

Saving an existing document as a template
You can save an existing document as a template:
1. From the File menu choose Save As.
2. In the Save As window choose Document Template as the file type, and accept the default location
   for saving it. Choose a suitable name for the template.
Again you should close it, and use the New Document task pane when you wish to apply the new template.




UCL Information Systems                               13                                          Templates
Tables
The tables feature can be used to organise information and create interesting page layouts. It can be used
as an alternative to working with columns or tabs to produce similar effects more easily. A table consists
of vertical columns and horizontal rows. The intersection between a column and row is called a cell.

Creating tables
You can create a table using the Insert Table button on the toolbar, or via the Table menu. You can also
create Excel style worksheets in your Word document, but this is beyond the scope of this course.
Bear in mind when initially creating your table that it is easy to add or remove rows or columns, and to
merge and split cells at a later date. Just make an educated guess as to how many rows and columns you
are likely to need initially.

Create a table using the insert table button
1. Position the insertion point where the table is to be placed.
                                                                                Insert
2. Click on the Insert Table button on the Standard toolbar.                    Table
   A grid appears below the button.                                             button

3. Click and drag over the grid to select the number of columns and
   rows required in your table. As the area specified expands so too
   does the grid.
4. Release the mouse button when the desired table has been
   selected.
A table is created to your specification. The insertion point is flashing in the top left-hand cell awaiting data
entry. Borders have been applied automatically and these define the individual rows, columns and cells of
the table (as shown below).
The handle in the top-left corner of the table allows you to select and move the entire table easily. The
handle at the bottom-right of the table allows you to resize the table.


    Table move
    handle
                                                                                    Table
                                                                                    resize
                                                                                    handle


Creating a table using the table menu
1. From the Table menu click Insert and then Table.
2. In the Insert Table dialog box which appears, enter the number of rows and columns you require.
3. You can choose to have fixed column widths or to adjust automatically the width of the columns to
   accommodate the contents.
4. Once you have made your selections, click OK.




Tables                                                 14                            UCL Information Systems
Drawing a table
If you need to create a complex table you can draw the table yourself using the tools in the Table and
Borders toolbar. To display the Tables and Borders toolbar, click this button          on the Standard toolbar.
To draw a table:
1.   Click the Table and Borders button on the toolbar to display the Table and Borders toolbar.
2.   Click where you want to create the table.
3.   On the Tables and Borders toolbar, click Draw Table button (it may already be selected when you
       open the toolbar).
4.   The pointer changes to a pencil.
5.   To define the outer table boundaries, draw a rectangle.
       Then draw the column and row lines inside the
       rectangle.
6.   To erase a line or block of lines, click the Eraser button, and then drag over the line you want to
       erase.
Helpful hint:
If you want your document text to flow around your table, hold down the Ctrl key as you draw your table.

The tables and borders toolbar
The Tables and Borders toolbar provides a number of options for modifying tables:


          Draw         Line       Border               Merge    Align-   Distribute    Text
          Table        Style      Color      Shading   Cells    ment     Columns       Direction


                                                                                                      AutoSum

              Eraser           Line        Outside   Insert   Split      Distribute   Auto-    Sort
                               Weight      Border    Table    Cells      Rows         Format


This toolbar should appear automatically when your cursor is positioned in a table. To turn it on
manually, right-click on any toolbar, and select Tables and Borders from the shortcut menu.

Entering data in a table
You can enter text into each cell in your table and it can run to several lines within one cell if necessary.
To enter data in a table:
1.   Position the cursor in the cell where you want the information and key in your data.
2.   Press Enter to start a new line within the same cell, or press Tab to move to the next cell.

Aligning text within cells
You can choose horizontal, centre, left or right alignment options for text within table cells using the
alignment buttons on the Formatting toolbar.
You can choose both horizontal and vertical alignment options from the Alignment button
  on the Tables and Borders toolbar. The following cell alignment options are available:


UCL Information Systems                                 15                                                  Tables
Moving around a table
The table below outlines some techniques for moving in a table:
To                                                         Press

Move to the next cell                                      Tab (If the insertion point is in the last cell
                                                               of a table, pressing Tab adds a new row.)

Move to the preceding cell                                 Shift+Tab

Move to the preceding or next row                           or 

Move to the first cell in the row                          Alt+Home

Move to the last cell in the row                           Alt+End

Move to the first cell in the column                       Alt+Page Up

Move to the last cell in the column                        Alt+Page Down

Start a new paragraph                                      Enter

Add a new row at the bottom of the table                   Tab at the end of the last row

Add text before a table at the beginning of a document Enter at the beginning of the first cell



Selecting
When your pointer is inside a table, a button appears to the
top left of the table. You can click this button to select the
entire table. You can also use this button to drag the table to
another position in your document.

Another button appears to the bottom right of the table.
Use this button to re-size your table.


Select using the mouse
The table below outlines some methods for selecting table
components:

 To                                       Do this
 Select a cell                            Click the left edge of the cell.

 Select a row                             Click to the left of the row.

 Select a column                          Click the column's top gridline or border.

 Select multiple cells, rows, or          Drag across the cell, row, or column; or select a single cell,

Tables                                               16                           UCL Information Systems
 columns                                    row, or column, and then hold down Shift while you click
                                            another cell, row, or column.
 Select the entire table                    Click the button to the top left of the table.

Select using the keyboard
  To                                    Press
  Select the next cell's contents       Tab
  Select the preceding cell's           Shift+Tab
  contents
  Extend a selection to adjacent        Hold down Shift and press an arrow key repeatedly.
  cells
  Select a column                       Click in the column's top or bottom cell. Hold down Shift and
                                        press  or  repeatedly.
  Extend a selection (or block)         Ctrl+Shift+F8 Use the arrow keys to move through the cells
                                        you want to select. Press Esc to cancel selection mode
  Reduce the selection size             Shift+F8 (cancels the selection, selection mode still on)
 Select an entire table                 Alt+5 (On the Number Pad with the Num Lock switched off)
Helpful hint:
You can also select rows, columns, or the entire table by clicking in the table and then using the Select
commands on the Table menu.



Modifying table properties
The Table Properties dialog box can be used to control the position
of a table within a page, and the height and width of rows,
columns and individual cells.
1. To access the dialog box choose Table | Table Properties
    – the options available to you depend on which part of the
    table was selected.
    If you wish to work on a single cell, simply click in that
       cell.
    To work on a column or group of columns, select the
       column(s) first.
    To work on a row or group of rows, select the row(s) first.
2. Then choose the Row, Column or Cell tabs as appropriate.

Cell margins
To set a distance between the borders of the cells and the text, you
can set cell margins.
To set cell margins:
1. From the Table menu, select Table Properties.
2. Select the Table tab.
3. Click the Options button.
4. Set the margins as required and click OK.
5. Click OK again to close the dialog box.
UCL Information Systems                                17                                                   Tables
Insert space between cells
To set a distance between cells:
1. From the Table menu, select Table Properties.
2. Select the Table tab.
3. Click the Options button.
4. Click into the Allow spacing between cells
   checkbox.
5. Key in a distance in the box on the right.
6. Click OK.
7. Click OK again to close the dialog box.



Modifying cell height and width
Changing column width
You can change column width using the Table Properties dialog box as outlined above, or you can use the
mouse method to change the width:
1. Position the insertion point against the right-edge border
   of a column that you want to change until it changes into a
   double-headed arrow.
                                                                                            Mouse pointer as
2. Click and drag until the column is the desired width and                                 double-headed
   release it.                                                                              arrow

3. A dotted line will indicate the new column width as you
   drag.
4. All cells within the selected column will adopt the new width.

Changing cell width
1. Select the cell that you want to change.
2. Click and drag the edge until the cell is the desired width
   and release it.
3. Only the selected cell will be resized.

Changing row height
You can change row height using the Table Properties dialog box as outlined above, or you can use the
mouse method to change the height:
1. Position the insertion point against the bottom border of
   the row that you wish to change until it changes into a          Mouse
   double-headed arrow.                                             pointer as
                                                                    double-
2. Click and drag the border until the row is the desired height
                                                                    headed arrow
   and release it.
3. A dotted line will indicate the new row height as you drag.
4. All cells within the selected row will adopt the new height.

Tables                                              18                         UCL Information Systems
Adding and removing rows and columns
Adding a row
1. Position your insertion point in a row within your table, or to add a row at the bottom of a table,
   position the insertion point just below the table.

2. On the Table menu click Insert Rows (or use the Insert Rows button on the toolbar          ).
3. A new blank row appears above the selected row in the table. The new row is the same height as the
   previously selected row.

Adding a new row at the end of a table
1. To add an extra row at the end of a table, position the insertion point in the last cell and press the
   Tab key.

Adding a column
1. Position the pointer above the top edge of a column, or to add a column to the end of a table,
   position the insertion point above the table immediately to the right.


      Mouse pointer
      as down-arrow                                                  Last
          Selected                                                   column in
          column                                                     the table




2. When the insertion point changes into a down-arrow shape, click to select the column.

3.   From the Table menu click on Insert Columns (or use the Insert Columns button on the toolbar).
A new blank column appears to the left of the selected column in the table. The new column is the same
width as the selected column.
Helpful hint:
The Insert Rows/Columns menu/buttons are only available if the insertion point is within a table and a
row/column has been selected.
          Text
      Figure 8
Adding multiple rows or columns
          box

You can add more than one row or column at a time to your table.
To add several rows or columns:
1. Select the number of rows or columns you want to insert, starting with
            Insert an
   the row above or below where you want the new ones or to the left or
            executiv
   right of the new columns.
          Text
            e
          box
            summar
          y Table menu, select Insert.
2. From the or
          abstract
3. From the sub-menu, select the appropriate option.
            at the
4. The number of rows or columns that you had selected will be inserted.
          top of
            the
            docume
            nt                                       19
UCL Information Systems                                                                                  Tables
Deleting a row
Select a row by clicking in the selection bar (this is the area immediately to the left of the row).
From the Table menu click Delete Rows.

Deleting a column
1. Position the insertion point above the top edge of a column.
2. When it changes into a down-arrow shape, click to select the column.
3. On the Table menu click Delete Columns.

Deleting a table
1. Position the insertion point within a table.
2. On the Table menu click Select Table.
3. On the Edit menu click Cut.
or
Select the table and press Shift+Delete.

Clearing data from a table
Select the table and press the Delete key. The data will be deleted, but the structure of the table will
remain.




Tables                                                20                           UCL Information Systems
AutoCorrect
Word’s AutoCorrect feature can be used to correct common typing errors. It can be set to capitalise the
first letter of a new sentence or the names of days, correct two initial capitals, correct accidental usage of
the Caps Lock key and correct common misspellings automatically. By default AutoCorrect is set so that
these errors are corrected when the Spacebar or Enter is pressed after entering the text.

Creating an AutoCorrect entry
AutoCorrect can be customised to correct your own misspellings and/or to replace abbreviations with
full text e.g. to replace #UCL with University College London.
1. On the Tools menu click AutoCorrect options. The AutoCorrect dialog box appears.
2. Click on the AutoCorrect tab.
3. In the Replace box type the AutoCorrect entry (typically this is a frequently misspelled word).
4. In the With box type the replacement text.
5. Click Add and then OK.


         Click the
         appropriate
         check boxes to                                                         Type the
         select/clear options.                                                  replacement
                                                                                text in the With
                                                                                box.

        Type the
        AutoCorrect entry in
        the Replace box, i.e.
        common
        misspelling,                                                            Frequently
        abbreviation etc.                                                       misspelled words
                                                                                and their
                                                                                replacements are
                                                                                listed here.




Helpful hint:
Use something unique for each AutoCorrect entry, avoiding real words or abbreviations. For example, if you
put "name" in the Replace box, whenever you type this common word, Word would replace it with whatever
                                                                                Text box
you put in the With box. This is why #UCL is used in this example; if UCL were used all instances of UCL
would automatically turn into University College London.

Adding an AutoCorrect entry during a spell check
AutoCorrect entries can also be added automatically during
the spell-checking process.
                                                                                Text box
1. Click the Spelling button on the toolbar.
2. When a word you often misspell or mistype is identified,
   select the correct spelling.
3. To add the misspelled word and its correct spelling to
   the list of words and phrases that are corrected
   automatically, click the AutoCorrect button in the
   Spelling dialog box.

UCL Information Systems                              21                                            AutoCorrect
Cancelling an AutoCorrect entry
AutoCorrect is configured to correct errors when the Spacebar is pressed. To cancel a correction when
entering text, use the Undo button from the toolbar, or press Ctrl+Z.
Helpful hint:
You will have to repeat the Undo procedure twice if you actually intend to undo your most recent edit; the first
undo only cancels AutoCorrect.

Deleting an AutoCorrect entry
1. From the Tools menu click AutoCorrect.
2. In the AutoCorrect list click on the entry you want to remove and click Delete and then OK.




AutoCorrect                                            22                           UCL Information Systems
AutoText
You can create AutoText entries to insert commonly used text or graphics e.g. your department name or
the UCL logo.

Creating an AutoText entry
1. Enter the text or graphics you want to store as an AutoText entry
   into a document and then select it.
2. On the Tools menu click AutoCorrect. The AutoCorrect dialog box
   appears.
3. Click on the AutoText tab. The selected text is displayed in the Preview
   box.
4. In the Enter AutoText entries here box type in a name for
   the AutoText entry or accept the default.
5. Click Add and then OK.



Inserting an AutoText entry
1. Position the Insertion Point where you wish to insert the
   AutoText entry.
2. Type the AutoText name and press F3.


Helpful hint:
All user-defined AutoText entries can be accessed via the
Insert menu.



Removing an AutoText entry
1. On the Tools menu click AutoCorrect.
   The AutoCorrect dialog box will appear.
2. Click on the AutoText tab.
3. In the AutoText list click on the entry you want to remove.
4. Click Delete and then OK.




UCL Information Systems                              23                                    AutoText
AutoFormat
AutoFormat options provide a range of time-saving shortcuts to apply formatting such as bulleted and
numbered lists, hyphens and fractions to your text. It also allows you to format Web and e-mail
addresses as hyperlinks. You can automatically format a document either as you type or after you've
written it. In both cases, you can control which automatic changes Word makes. You can also turn off
the various automatic formatting options.

AutoFormat as you type
You can set options on the AutoFormat As You Type
tab (Tools | AutoCorrect Options) to instruct Word
to format text automatically as you are typing your
document. An example of this is automatic bullets and
numbered lists.

Undoing automatic formatting
You can click the Undo button or press Ctrl+Z to
undo the action if you don’t want to accept the
automatic formatting.
If you don’t want to use a particular AutoFormat option
at all you should change the AutoFormat settings on the
AutoFormat As You Type tab.




AutoFormat after you type
Use Format | AutoFormat to display the AutoFormat
dialog box which allows you to reformat an entire
document in one go. It applies formats specified on the
AutoFormat tab of the AutoCorrect dialog box. Word
analyses each piece of text to see how it's used— for
example, as a heading or as an item in a numbered list —
and then applies a style that's appropriate for that text.
You can choose to do the whole document in one go, or
to review each change.
                                     Helpful hint:
                                     If you have already
                                     made use of styles in
                                     your document you
                                     won’t need to make
                                     use of the Built-in
                                     Heading styles option.




AutoFormat                                          24                      UCL Information Systems
Hyperlinks
Word creates a hyperlink for you when you type the address of an existing Web page, such as
www.ucl.ac.uk
You can turn this feature off if you wish as follows:
1. From the Tools menu select AutoCorrect Options.
2. Select the AutoFormat As You Type tab.
3. Click on the tick next to Internet and network paths
   with hyperlinks to remove it.
4. Click OK to save your change and close the dialog box.




Convert a hyperlink to regular text
To change a hyperlink back into normal text, right-click the hyperlink and then click Remove
Hyperlink.



Create a hyperlink
If the automatic formatting of hyperlinks has been turned off, you can create customized links to an
existing or new document, file, or Web page.
1. Select the text or picture you want
   to display as the hyperlink.
2. Click Insert Hyperlink on the
   Standard toolbar,
   or
3. Right click on the selected area
   and select Hyperlink from the
   shortcut menu.
   or
4. Press Ctrl+K.


Linking to an existing file or Web page
1. Under Link to, click Existing File or Web Page.
2. In the Look in box, click the down arrow, and navigate to and select the file or, in the Address box, or
   type the address you want to link to.
3. Click OK. The selected text will become a hyperlink to the specified file or web page.
UCL Information Systems                          25                                            Hyperlinks
Linking to a file you haven't created yet
1. Under Link to, click Create New Document.
2. In the Name of new document box,
   type the name of the new file.
3. Check the location of the new file. If
   necessary, click on the Change button
   to specify which folder you want to
   save your new document to.
4. If you want the Hyperlink to display
   text that is different to the file name,
   type the relevant text into the Text to
   Display box.
5. Under When to edit:, click either Edit
   the new document later or Edit the new document now.
6. Click OK.

Linking to an e-mail address
1. Display the Insert Hyperlink dialog box.
2. Under Link to, click E-mail Address.
3. Either type the e-mail address you
   want in the E-mail address box, or
   select an e-mail address in the
   Recently used e-mail addresses:
   box.
4. In the Subject box, type the subject of
   the e-mail message. (This is optional –
   if you enter a subject, it will be
   automatically entered in the subject
   field when anyone uses the hyperlink to create an e-mail message.)
5. If you want the hyperlink to display text that is different to the e-mail address, type the relevant text
   into the Text to Display box.
6. Click OK. The e-mail address, or whatever you keyed into the Text to Display box, will be inserted
   into your document.
When the hyperlink is activated, the default e-mailer will be displayed with a new e-mail addressed to the
specified addressee.

Linking to a specific location in another document or Web page
1. Insert a bookmark in the destination file or Web page.
2. Open the file that you want to link from, and select the text or object you want to display as the
   hyperlink.
3. Display the Insert Hyperlink dialog box.
4. Under Link to, click Existing File or Web Page.
5. In the Look in box, click the down arrow, and navigate to and select (single click - do not double click
   the filename) the file that you want to link to.
6. Click the Bookmark button.
Hyperlinks                                           26                           UCL Information Systems
7. Select the bookmark you want, and then click OK.
Helpful hint:
From Word documents, you can create links to specific locations in files that are saved in Excel (.xls) or
PowerPoint (.ppt) format. To link to a specific location in an Excel workbook, create a defined name in the
workbook, and then at the end of the file name in the hyperlink, type # (number sign) followed by the defined
name. To link to a specific slide in a PowerPoint presentation, type # followed by the slide number after the file
name.

Linking to a specific location in the current document or Web
page
1. To link to a place in the current document, you can use either heading styles or bookmarks in Word.
2. In the current document, do one of the following:
    Apply one of Word's built-in heading styles to the text at the location you want to go to.
    Insert a bookmark at the location you
     want to go to.
3. Select the text or object you want to
   display as the hyperlink.
4. Display the Insert Hyperlink dialog box.
5. Under Link to, click Place in This
   Document.
6. In the list, select the heading or
   bookmark you want to link to.
7. Click OK.

Linking to another file or program that you drag from
You can create a hyperlink quickly by dragging selected text or pictures from a Word document or
PowerPoint slide, a selected range in Excel, a selected database object in Access, or a Web address or
hyperlink from some Web browsers.
The text you copy must come from a file that has already been saved.
1. Display both files on the screen.
2. If you are dragging text between two Word files, open both files, and then click Arrange All on the
   Window menu. If you are dragging text between two programs, resize the windows of both programs
   so you can see them at the same time.
3. In the destination document or worksheet, select the text, graphic, or other item you want to jump
   to.
4. Right-click and drag the selection to the document where you want to create the hyperlink.
5. As you drag the selection into your document, a shortcut menu appears.
6. Click Create Hyperlink Here.




UCL Information Systems                                27                                            Hyperlinks
Helpful hints:
You can also copy and paste text as a hyperlink to achieve the same effect. Copy the text you want to the
Clipboard, click where you want to insert the text, and then click Paste as Hyperlink on
the Edit menu.
You cannot drag and drop drawing objects, such as AutoShapes, to create hyperlinks. To
create a hyperlink for a drawing object, select the object and then click Insert Hyperlink on the Standard
toolbar.

Screen tips
To display a ScreenTip when you rest the mouse over the hyperlink:
1. Click the ScreenTip button from the top right of any Hyperlink dialog box.
2. In the Set Hyperlink Screen Tip dialog box, type the text you want displayed.
3. Click OK.
   For links to headings, Word uses "Current document" as the tip if you do
    not specify one.
   For links to bookmarks, Word uses the bookmark name.

Changing a hyperlink
Change the hyperlink destination
1. Right-click the hyperlink you want to change, and then click Edit Hyperlink.
2. In the address box, enter a new destination address for the hyperlink.
3. Click OK.

Change the display text of a hyperlink
1. Select the hyperlinked text.
2. Type the new text. (Do not type any spaces.)
3. The new text will become the hyperlink.
Helpful hint:
You can also right-click the hyperlink, click Edit Hyperlink, and then type new text into the Text to display
box.



Formatting hyperlinks
Format a hyperlink
You can format text or a graphic that is displayed for a single hyperlink by selecting
the text or graphic and applying new formatting.

Format all hyperlinks in a document
Change the appearance of all text hyperlinks in a document as follows:
1. Open the document that contains the hyperlinks you want to change.
2. On the Formatting toolbar, click Styles and Formatting,


Hyperlinks                                             28                           UCL Information Systems
3.                       or select Styles and Formatting from the Format menu.
4. The Task Pane will display a list of styles. If necessary, select All Styles in the Show box at the
   bottom of the Task Pane.
5. To change the appearance of hyperlinks, in the Pick formatting to apply box, right-click the
   Hyperlink style, and then click Modify.
6. Select the formatting options that you want, or click Format, and then click Font to see more
   options.
7. Click OK to close the dialog boxes.




UCL Information Systems                              29                                          Hyperlinks

								
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