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									    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
        and footer.
       Create, modify, and format endnotes and

2                                    Computer Literacy BASICS
    Objectives (cont.)

       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.
3                                      Computer Literacy BASICS

       Banner                  Drawing objects
       Clip art                Endnote
       Crop                    Footer
       Desktop publishing      Footnote
       Drawing canvas          Graphics

4                                     Computer Literacy BASICS
    Vocabulary (cont.)

       Hard column break      Superscript
       Header                 Template
       Sizing handles         Thesaurus
       Style                  Thumbnails

5                                    Computer Literacy BASICS
    Desktop Publishing

       Desktop publishing makes it possible to create
        professional-looking documents using a
        personal computer.
       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
6                                      Computer Literacy BASICS
    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

7                                         Computer Literacy BASICS
    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.

8                                             Computer Literacy BASICS
    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
                       dialog box.
9                            Computer Literacy BASICS
     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.
10                                          Computer Literacy BASICS
     Page Numbers

        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.

11                                         Computer Literacy BASICS
     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.

12                                          Computer Literacy BASICS
     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.

13                                                      Computer Literacy BASICS
     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
         a document.
14                                     Computer Literacy BASICS
     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.
15                                       Computer Literacy BASICS
     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.

16                                            Computer Literacy BASICS
     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.
17                                        Computer Literacy BASICS
     Inserting a Picture from a File

     In addition to clip art, you can insert graphics
       from folders.
        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.

18                                          Computer Literacy BASICS
     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.
19                                          Computer Literacy BASICS
     Resizing Graphics

        You resize a graphic by selecting
                                               Sizing handles
         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.
20                                           Computer Literacy BASICS
     Cropping Graphics

                                 You can crop graphics to
                                  remove unwanted portions of
                                  the image.
                                 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
21                                               Computer Literacy BASICS
     Wrapping Text Around a Graphic

        You can wrap text around
         an image.
        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
         graphic image.
22                                     Computer Literacy BASICS
     Moving a Graphic

        A text-wrapping format must be applied to
         the graphic before you can reposition it in
         your document.
        You can then move a graphic by selecting
         it and dragging it to a new location.

23                                      Computer Literacy BASICS
     The WordArt Gallery

                        WordArt turns text
                         into a graphic object.
                        You can create your
                         own effect or choose
                         from a gallery of
                         supplied effects.

24                             Computer Literacy BASICS
     Creating WordArt

     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.

25                                         Computer Literacy BASICS
     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.
26                                    Computer Literacy BASICS
     The Drawing Canvas

                 Drawing canvas    When you select a drawing
                 toolbar            tool, the drawing canvas and
                                    the drawing canvas toolbar
                                    display automatically.
                                   The drawing canvas provides
                                    a frame-like boundary around
                                    your object.
                                   The pointer changes to a
                                    crosshair, which you can
                                    move anywhere within the
           Drawing canvas
                                    canvas to start your drawing.
27                                             Computer Literacy BASICS
     Text Boxes

        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
         Drawing toolbar.
         –   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.
28                                                Computer Literacy BASICS

        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.

29                                    Computer Literacy BASICS
     AutoShapes (cont.)

        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.

30                                          Computer Literacy BASICS

        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.
31                                     Computer Literacy BASICS
     Selecting a Template

        To use a Word template, select the New command
         from the File menu to open the New Document
         task pane.
        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.
32                                             Computer Literacy BASICS
     The Templates Dialog Box

33                        Computer Literacy BASICS

        A style is a set of formatting characteristics that can
         be applied to text in a document.
        There are four types of styles:
         –   Paragraph
         –   Character
         –   Table
         –   List
        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
         Format menu.
34                                             Computer Literacy BASICS
     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
         –   Thesaurus
         –   AutoText
         –   AutoComplete

35                                     Computer Literacy BASICS
     The Thesaurus

        A thesaurus is a compilation of alternative
         words or synonyms.
        The Thesaurus feature in Word searches for
         a perfect synonym.

36                                     Computer Literacy BASICS
     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.
37                                           Computer Literacy BASICS
     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.

38                                   Computer Literacy BASICS
     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
39                                            Computer Literacy BASICS

        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
         shading effects.

40                                        Computer Literacy BASICS
     Summary (cont.)

        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

41                                     Computer Literacy BASICS
     Summary (cont.)

        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
42                                     Computer Literacy BASICS
     Summary (cont.)

        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
         drawing tools.
43                                     Computer Literacy BASICS
     Summary (cont.)

        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.

44                                      Computer Literacy BASICS
     Summary (cont.)

        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.

45                                      Computer Literacy BASICS
     Summary (cont.)

        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.

46                                      Computer Literacy BASICS

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