Key Applications Module
Lesson 15 – Enhancing Documents
Computer Literacy BASICS
Format text in columns.
Format borders and shading.
Insert page numbers and create a header
Create, modify, and format endnotes and
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Insert clip art and other graphics and resize
and position graphics.
Use drawing tools.
Open templates and apply styles to create
effective documents efficiently.
Use text tools including the Thesaurus,
AutoComplete, and AutoText to increase the
quality of your work.
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Banner Drawing objects
Clip art Endnote
Desktop publishing Footnote
Drawing canvas Graphics
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Hard column break Superscript
Sizing handles Thesaurus
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Desktop publishing makes it possible to create
professional-looking documents using a
Word provides tools to enhance documents
with features such as columnar text, borders
and shading, graphics, and footnotes.
Templates and text styles make creating well-
designed and consistent documents quick and
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Setting Text in Columns
A common application for desktop
publishing is creating a newsletter, which
often requires text to be set in columns.
To create columns in a Word document:
– Select the text to be broken into columns.
– Click the Columns button on the Standard
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The Columns Grid
The Columns grid
shown at right displays.
Drag across the grid to
select the number of
columns that you want.
When you release the
mouse button, your text Selected text breaks into the
is reformatted into number of columns you choose
columns. from the Columns grid.
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The Columns Dialog Box
You can also insert
columns in text by
selecting the Columns
option on the Format
You can specify other
options, such as
column width and
spacing, in the Columns
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Borders and Shading
To add borders and shading to your docu-
ment to enhance its appearance, select
Borders and Shading from the Format menu.
Or display the Borders and Shading toolbar
to quickly access formatting features.
– Position the insertion point where the effect
should begin and then select the border or
shading option you want on the toolbar or in
the dialog box.
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When your document has multiple pages,
you may want to insert page numbers.
The Page Numbers command on the Insert
menu quickly adds page numbers to a
– The command actually creates a header or
footer with a page number as the only text.
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Headers and Footers
Headers and footers are information that prints in
the top and bottom margins of each page of a
A document can have a header, a footer, or both.
Creating a header or footer is another way to add
page numbers to a document.
– Using headers or footers instead of the Page
Numbers command on the Insert menu allows you to
include text with the page number.
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The Header and Footer Pane
Use the Header and Footer command on the View menu in Word to
open the Header and Footer pane and display the toolbar (shown at
the top of the figure) that you use to insert and edit these features.
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Footnotes and Endnotes
Notes are added to a document to show the
source of borrowed material or provide extra
or explanatory information about the text.
Footnotes are inserted at the bottom of the
page on which the note is referenced in the
Endnotes are placed together at the end of
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Footnotes and Endnotes (cont.)
Footnotes and endnotes are linked to their in-
text reference symbol, which is usually a
superscript letter or number.
If you format your document with footnotes and
then decide to change the notes to endnotes,
Word provides a conversion feature to change
all footnotes to endnotes or vice versa.
Notes are also automatically renumbered if you
add or delete a note in the text.
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Adding Clip Art
Office 2003 comes with a selection of clip art
that can be inserted into a Word document.
To insert clip art, first position the insertion point
where you want the clip art to go.
Click the Insert menu, point to Picture, and then
select Clip Art to open the Clip Art task pane.
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The Clip Art Task Pane
Enter your search word in
the Search for text box.
Specify where you want to
search for clip art and what
type of files you want to find
in the drop-down list boxes,
and then click Go.
When the thumbnail images
appear, click one to insert it
into your document.
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Inserting a Picture from a File
In addition to clip art, you can insert graphics
Position the insertion point.
Click the Insert menu, point to Picture, and
select From File.
Locate the folder and file in the dialog box to
insert it into the document.
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Working with Graphics
Graphics can be manipulated after inserting
them into your document.
When you click on a graphic image to select it,
you will see sizing handles around the graphic
that allow you to cut, copy, paste, delete, resize,
and move the graphic.
The Picture toolbar also displays on the screen
when you select a graphic, providing various
tools to work with images.
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You resize a graphic by selecting
it and then dragging the sizing
Use a corner sizing handle to
enlarge or reduce the graphic
You can also right-click the
graphic and then use the Format
Picture command on the shortcut
menu to specify an exact size.
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You can crop graphics to
remove unwanted portions of
Cropping removes an area of
an image, as shown at left.
Select the Crop tool in the
Picture toolbox, position it over
Dashed lines indicate a sizing handle, and drag to
where the graphic place dashed lines around the
will be cropped.
part of the graphic you want to
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Wrapping Text Around a Graphic
You can wrap text around
Clicking the Text
Wrapping tool on the
Picture toolbar reveals the
options shown at right.
Click any of these options
to change the way text
flows around or near your
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Moving a Graphic
A text-wrapping format must be applied to
the graphic before you can reposition it in
You can then move a graphic by selecting
it and dragging it to a new location.
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The WordArt Gallery
WordArt turns text
into a graphic object.
You can create your
own effect or choose
from a gallery of
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To create WordArt objects from the gallery:
Position the insertion point where you want the
WordArt to appear in your document.
Display the Drawing toolbar and click the WordArt
button on the toolbar to open the gallery, then
select a WordArt style from the gallery.
Enter your text in the dialog box, and Word will
format it according to the style you selected.
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The Drawing Tools
With Word’s Drawing tools on the Drawing
toolbar, you can create your own graphic
objects in a document.
When you create a drawing object, a drawing
canvas will appear to help you arrange your
Drawing objects can be grouped and layered
on the drawing canvas.
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The Drawing Canvas
Drawing canvas When you select a drawing
toolbar tool, the drawing canvas and
the drawing canvas toolbar
The drawing canvas provides
a frame-like boundary around
The pointer changes to a
crosshair, which you can
move anywhere within the
canvas to start your drawing.
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A text box is a graphic that lets you add text to art.
To create a text box, click the Text Box button on the
– Point anywhere on the screen and drag the crosshair to
create the box.
– Enter your text inside the box.
You can change the formatting of a text box using
buttons on the Drawing toolbar.
You can change the text characteristics (font, font style,
and size) using the Formatting toolbar.
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Word’s AutoShapes feature allows you to
create a variety of predesigned drawing
objects such as stars, arrows, shapes, and
AutoShapes can be moved and resized just
like any other graphic object.
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To create an AutoShape, select the shape
that you want to create from the AutoShape
options available from the Drawing toolbar.
– Drag the crosshair to create the shape for the
size that you want.
– Set a color option for your shape using the
Drawing toolbar line and fill color buttons.
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A template is a file that contains document,
paragraph, and character formats for
documents that you create frequently.
As all standard text and formatting options
are already applied to the document, you just
enter the variable text.
Templates increase the speed and efficiency
of your work.
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Selecting a Template
To use a Word template, select the New command
from the File menu to open the New Document
The Templates section of the task pane allows you
to search for available templates on your
computer, on Office Online, or on Web sites you
– The On your computer option opens the Templates
dialog box, with many template choices for general
business, research, and legal documents.
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The Templates Dialog Box
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A style is a set of formatting characteristics that can
be applied to text in a document.
There are four types of styles:
You can create, view, and apply styles from the
Styles and Formatting task pane, which you open by
selecting the Styles and Formatting option on the
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Text Tools in Word
In addition to the spell check and grammar
check tools, Word offers other features to
enhance the content of your document and
efficiently create quality results.
Language tools available in Word include
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A thesaurus is a compilation of alternative
words or synonyms.
The Thesaurus feature in Word searches for
a perfect synonym.
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The Thesaurus (cont.)
Select Thesaurus from the Language
submenu on the Tools menu.
– If you have already selected a word to look up
in the document, the Research pane will open
with a list of alternative words already
– Or enter a word in the Search for text box at the
top of the task pane, and then click the Start
searching arrow to the right of the text box.
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The Research Pane
The Research pane in Word
lists synonyms provided by
the Thesaurus feature.
Select a word in the list to display a
down arrow, which you can click to
access a shortcut menu with options
to insert, copy, or look up the word.
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AutoComplete and AutoText
AutoComplete suggests the spelling for
frequently used words and phrases.
As you begin to key, Word will anticipate what
you are keying and display a suggested word or
– You can accept the suggestion by pressing Enter
or simply continue keying to reject the suggestion.
AutoText allows you to create your own text
entries and add them to the AutoComplete set of
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Text can be arranged in a variety of
multicolumn formats, all within the same
Borders and shading are also important tools
for desktop publishing. You can choose from
a variety of options for line styles, colors, and
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The Insert Page Number command
automatically numbers all the pages in a
document. You can include text with the
page number by formatting a header or
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Footnotes and endnotes are used in a
document to show the source of borrowed
material or to provide extra or explanatory
information about the text; footnotes appear
at the bottom of each page and endnotes are
added to the end of a document.
Clip art and other pictures help to enhance
the appearance and effectiveness of a
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When you format a picture for text wrapping,
you can position the graphic anywhere on
the page by dragging it to a new position.
WordArt enables you to convert text to a
graphic. WordArt objects can be positioned
and resized the same as pictures.
You can create your own artwork using the
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The drawing canvas helps you arrange,
position, and resize your drawing objects.
You can format and move the drawing
canvas just as you format other objects.
AutoShapes provide predesigned drawing
objects such as stars, shapes, and callouts.
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Microsoft Office templates and styles provide
a uniform appearance for your documents
and can increase the speed and quality of
your work by providing predesigned
documents and preset formats.
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The Thesaurus provides a list of alternative
words and synonyms to help you compose
professional documents effectively.
AutoText and AutoComplete make entering
repetitive phrases simple and easy.
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