Computer Courseware CustomGuide, Inc. is independent from Certiport, Inc. and not affiliated with Certiport in any manner. This publication may be used in assisting students to prepare for an INTERNET & COMPUTING CORE CERTIFICATION™ Exam. Neither Certiport, Inc., its agents, nor CustomGuide, Inc. warrant that use of this material will ensure success in connection with any exam.
© 2005 by CustomGuide, Inc. 1502 Nicollet Avenue South, Suite 1; Minneapolis, MN 55403 This material is copyrighted and all rights are reserved by CustomGuide, Inc. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual, or otherwise, without the prior written permission of CustomGuide, Inc. We make a sincere effort to ensure the accuracy of the material described herein; however, CustomGuide makes no warranty, expressed or implied, with respect to the quality, correctness, reliability, accuracy, or freedom from error of this document or the products it describes. Data used in examples and sample data files are intended to be fictional. Any resemblance to real persons or companies is entirely coincidental. The names of software products referred to in this manual are claimed as trademarks of their respective companies. CustomGuide is a registered trademark of CustomGuide, Inc. Table of Contents
Introduction ...... 7 Chapter One: Common Program Functions ...... 11 Lesson 1-1: Opening and Closing Word...... 12 Lesson 1-2: Getting Help from the Office Assistant...... 14 Lesson 1-3: Changing the Office Assistant and Using the Help Button ...... 16 Lesson 1-4: Understanding the Program Screen...... 18 Lesson 1-5: Using Menus ...... 20 Lesson 1-6: Displaying and Hiding Toolbars ...... 22 Lesson 1-7: Working with Multiple Documents and Windows ...... 24 Lesson 1-8: Viewing a Document and Using Zoom...... 26 Lesson 1-9: Creating a New Document...... 28 Lesson 1-10: Opening and Closing a Document ...... 30 Lesson 1-11: Saving a Document ...... 32 Lesson 1-12: Saving a Document with a Different File Name or Type ...... 34 Lesson 1-13: Navigating Open Files ...... 36 Lesson 1-14: Inserting Text ...... 38 Lesson 1-15: Editing and Deleting Text ...... 40 Lesson 1-16: Copying and Pasting Text ...... 42 Lesson 1-17: Cutting and Pasting Text ...... 44 Lesson 1-18: Using Undo, Redo, and Repeat...... 46 Lesson 1-19: Finding and Replacing Text ...... 48 Lesson 1-20: Checking Spelling...... 50 Lesson 1-21: Formatting Text...... 52 Lesson 1-22: Applying Subscript and Superscript...... 54 Lesson 1-23: Inserting a Picture ...... 56 Lesson 1-24: Inserting, Selecting and Resizing an Image File ...... 58 Lesson 1-25: Duplicating, Moving, and Deleting an Object ...... 60 Lesson 1-26: Drawing on Your Documents...... 62 Lesson 1-27: Aligning and Grouping Objects ...... 64 Lesson 1-28: Layering Objects...... 66 Lesson 1-29: Changing the Paper Orientation and Size ...... 68 Lesson 1-30: Adjusting Margins...... 70 Lesson 1-31: Previewing and Printing a Document...... 72 Lesson 1-32: Changing Printer Settings and the Default Printer ...... 74 Lesson 1-33: Using the Print Manager ...... 75 Chapter One Review...... 76 Chapter Two: Word Processing Functions ...... 87 Lesson 2-1: Selecting and Replacing Text...... 88 Lesson 2-2: Formatting Paragraph Line Spacing...... 90 Lesson 2-3: Formatting Spacing between Paragraphs ...... 92 4 IC3 Module 1 – Computing Fundamentals
Lesson 2-4: First Line and Hanging Indents...... 94 Lesson 2-5: Creating Bulleted and Numbered Lists ...... 96 Lesson 2-6: Creating a Document in Outline View ...... 98 Lesson 2-7: Inserting Symbols and Special Characters ...... 100 Lesson 2-8: Inserting the Date and Time ...... 102 Lesson 2-9: Inserting Comments ...... 104 Lesson 2-10: Setting Tab Stops with the Ruler ...... 106 Lesson 2-11: Adjusting and Removing Tabs...... 108 Lesson 2-12: Inserting Page Breaks...... 110 Lesson 2-13: Inserting Automatic Page Numbering ...... 112 Lesson 2-14: Creating Headers and Footers ...... 114 Lesson 2-15: Adding Footnotes and Endnotes...... 116 Lesson 2-16: Adding Borders to Paragraphs...... 118 Lesson 2-17: Adding Shading...... 120 Lesson 2-18: Creating and Applying Paragraph Styles...... 122 Lesson 2-19: Modifying a Style...... 124 Lesson 2-20: Using the Format Painter...... 126 Lesson 2-21: Correcting Your Grammar...... 128 Lesson 2-22: Using the Thesaurus and Word Count...... 130 Lesson 2-23: Tracking Changes...... 132 Lesson 2-24: Accepting and Rejecting Tracked Changes ...... 134 Lesson 2-25: Creating a Table and Inserting Data ...... 136 Lesson 2-26: Working with a Table and Editing Data...... 138 Lesson 2-27: Inserting and Deleting Rows and Columns ...... 140 Lesson 2-28: Adjusting Column Width...... 142 Lesson 2-29: Adjusting Row Height...... 144 Lesson 2-30: Merging and Splitting Cells...... 146 Lesson 2-31: Orienting, Aligning, and Spacing Cell Contents ...... 148 Lesson 2-32: Modifying Borders ...... 150 Lesson 2-33: Adding Shading and Patterns ...... 152 Lesson 2-34: Sorting Data in a Table...... 154 Lesson 2-35: Using AutoFormat...... 156 Chapter Two Review...... 157 Chapter Three: Spreadsheet Functions...... 169 Lesson 3-1: Selecting a Cell and Entering Labels...... 170 Lesson 3-2: Selecting a Range of Cells and Entering Values...... 172 Lesson 3-3: Selecting the Entire Worksheet and Entering Dates ...... 174 Lesson 3-4: Editing, Clearing, and Replacing Cell Contents...... 176 Lesson 3-5: Cutting, Copying, and Pasting Cells...... 178 Lesson 3-6: Selecting, Inserting, and Deleting Cells, Rows, and Columns ...... 180 Lesson 3-7: Modify Column Widths and Row Heights ...... 182 Lesson 3-8: Inserting and Deleting Worksheets...... 184 Lesson 3-9: Creating a Custom Number Format ...... 186 Lesson 3-10: Changing Cell Alignment and Merging Cells ...... 188 Lesson 3-11: Adding Borders...... 190 Lesson 3-12: Applying Colors and Patterns...... 192 Lesson 3-13: Using AutoFormat...... 194 Lesson 3-14: Sorting Data ...... 196 Lesson 3-15: Working with Absolute and Relative Cell References...... 198 Lesson 3-16: Entering Formulas...... 200 Lesson 3-17: Fixing Errors in Your Formulas...... 202 Lesson 3-18: Calculating Value Totals with AutoSum...... 204 Lesson 3-19: Creating a Chart ...... 206 Lesson 3-20: Formatting and Editing Objects in a Chart...... 208 Lesson 3-21: Changing a Chart Type and Working with Pie Charts...... 210
2005 CustomGuide, Inc. Introduction 5
Lesson 3-22: Adding Titles, Gridlines, and a Data Table ...... 212 Chapter Three Review ...... 214 Chapter Four: Communicating with Presentation Software...... 223 Lesson 4-1: Inserting Slides and Changing Slide Layout...... 224 Lesson 4-2: Duplicating, Moving, and Deleting Slides in Slide Sorter View...... 226 Lesson 4-3: Adding Text in Outline View...... 228 Lesson 4-4: Editing Text...... 230 Lesson 4-5: Formatting Text...... 232 Lesson 4-6: Working with Bulleted and Numbered Lists...... 234 Lesson 4-7: Inserting and Resizing an Image...... 236 Lesson 4-8: Inserting and Resizing Pictures...... 238 Lesson 4-9: Creating a Chart ...... 240 Lesson 4-10: Applying Colors and Shadow...... 242 Lesson 4-11: Applying a Design Template ...... 244 Lesson 4-12: Changing Slide View...... 246 Lesson 4-13: Changing Background Color...... 248 Lesson 4-14: Using Slide Transitions ...... 250 Lesson 4-15: Adding Notes to Your Slides ...... 252 Lesson 4-16: Page Setup for Handouts and Transparencies ...... 254 Lesson 4-17: Delivering a Presentation on a Computer ...... 256 Chapter Four Review...... 258 Index...... 265
2005 CustomGuide, Inc.
Introduction
Welcome to CustomGuide: Microsoft Word 2003. CustomGuide courseware allows instructors to create and print manuals that contain the specific lessons that best meet their students’ needs. In other words, this book was designed and printed just for you. Unlike most other computer-training courseware, each CustomGuide manual is uniquely designed to be three books in one: • Step-by-step instructions make this manual great for use in an instructor-led class or as a self-paced tutorial. • Detailed descriptions, illustrated diagrams, informative tables, and an index make this manual suitable as a reference guide when you want to learn more about a topic or process. • The handy Quick Reference box, found on the last page of each lesson, is great for when you need to know how to do something quickly. CustomGuide manuals are designed both for users who want to learn the basics of the software and those who want to learn more advanced features. Here’s how a CustomGuide manual is organized:
Chapters Each manual is divided into several chapters. Aren’t sure if you’re ready for a chapter? Look at the prerequisites that appear at the beginning of each chapter. They will tell you what you should know before you start the chapter.
Lessons Each chapter contains several lessons on related topics. Each lesson explains a new skill or topic and contains a step-by-step exercise to give you hands-on-experience.
Chapter Reviews A review is included at the end of each chapter to help you absorb and retain all that you have learned. This review contains a brief recap of everything covered in the chapter’s lessons, a quiz to assess how much you’ve learned (and which lessons you might want to look over again), and a homework assignment where you can put your new skills into practice. If you’re having problems with a homework exercise, you can always refer back to the lessons in the chapter to get help.
8 IC3 Module 1 – Computing Fundamentals
How to Use the Lessons Every topic is presented on two facing pages, so that you can concentrate on the lesson without having to worry about turning the page. Since this is a hands-on course, each lesson contains an exercise with step-by-step instructions for you to follow. To make learning easier, every exercise follows certain conventions: • Anything you’re supposed to click, drag, or press appears like this. • Anything you’re supposed to type appears like this. • This book never assumes you know where (or what) something is. The first time you’re told to click something, a picture of what you’re supposed to click appears either in the margin next to the step or in the illustrations at the beginning of the lesson.
Illustrations show what your screen should look like as you 24 Microsoft Excel 2000 follow the lesson. They also 24 Microsoft Excel 2000 describe controls, dialog boxes, and processes. LessonLesson 4-2: 4-2: Formatting Formatting Values Values
Figure 4-3 TheFigure Numbers tab 4-3 of the FormatThe CellsNumbers dialog tab box. of the Preview of the Format Cells dialog box. selectedPreview number of the Figure 4-4 Select a number category formatselected number TheFigure Expense Report 4-4 Select a number category format worksheetThe Expense values Reportbefore beingworksheet formatted. values before Select a number being formatted. Figure 4-5 formatSelect a number format TheFigure Expense Report 4-5 worksheetThe Expense values Reportafter being formatted.worksheet values after being formatted. An easy-to-understand Figure 4-3 introduction explains the task or Figure 4-3 topic covered in the lesson and what you’ll be doing in the exercise.
Figure 4-4 Figure 4-5 Figure 4-4 Figure 4-5
In this lesson, you will learn how to apply number formats. Applying number formatting changes You can also format howIn valuesthis lesson, are displayed—it you will learn doesn’t how to change apply thenumber actual formats. information Applying in any number way. Excelformatting is oftenchanges Tips and traps appear in the valuesYou bycan using also formatthe smarthow enough values toare apply displayed—it some number doesn’t formatting change theautomatically. actual information For example, in any if way. you Exceluse a dollaris often Formattingvalues by toolbarusing the signsmart to indicate enough currency to apply (suchsome asnumber $548.67), formatting Excel willautomatically. automatically For apply example, the currency if you use number a dollar or Formattingby selecting toolbar formatsign forto indicate you. currency (such as $548.67), Excel will automatically apply the currency number margin. format for you. Formator by →selectingCells The Formatting toolbar has five buttons (Currency, Percent, Comma, Increase Decimal, and fromFormat the menu → Cells and DecreaseThe Formatting Decimal) toolbar you can has use five to quickly buttons apply(Currency, common Percent, number Comma, formats. Increase If none Decimal, of these andbuttons clicking the from the menu and hasDecrease what you’re Decimal) looking you for, can you use need to quickly to use theapply Format common Cells number dialog boxformats. by selecting If none ofFo thesermat →buttons Numberclicking tab. the Cellshas from what the you’re menu looking and clicking for, you the need Number to use tab. the Formatting Format Cells numbers dialog withbox bythe selecting Format Cells Format → Icons and pictures appear in the Number tab. dialogCells box from isn’t the as menu fast asand using clicking the toolbar, the Number but it tab.gives Formatting you more numbersprecision with and theformatting Format options.Cells margin, showing you what to We’lldialog use boxboth isn’t methods as fast in as this using lesson. the toolbar, but it gives you more precision and formatting options. We’ll use both methods in this lesson. click or look for. 1. Select the cell range D5:D17 and click the Comma Style button on Comma Style 1.theSelect Formatting the cell toolbar. range D5:D17 and click the Comma Style button on Commabutton Style Excelthe adds Formatting a hundreds separatortoolbar. (the comma) and two decimal places to the selected cell button range.Excel adds a hundreds separator (the comma) and two decimal places to the selected cell Clear step-by-step instructions range. guide you through the exercise. Anything you need to click appears like this.
2005 CustomGuide, Inc. Introduction 9
• When you see a keyboard instruction like “press
Formatting a Worksheet 25 Formatting a Worksheet 25
2. Click cell A4 and type Annual Sales. 2. ClickThe numberscell A4 in and this columntype Annual should be formattedSales. as currency. Anything you need to type The numbers in this column should be formatted as currency. 3. Press
2005 CustomGuide, Inc.
Chapter One: Common Program Functions
Chapter Objectives: Prerequisites • Microsoft Office 2000 • Open and close a program installed on your • Utilize help resources computer. • An understanding of • Understand the program screen and use menus and toolbars basic computer • Work with multiple documents and windows functions (how to use the mouse and • View a document and use zoom keyboard). • Create a new document • Open and close a document • Save a document • Insert, edit, delete, copy, cut, paste and format text • Use undo, redo, and repeat • Check spelling • Insert and edit pictures and objects • Adjust page format • Preview and print documents
This chapter includes the knowledge and skills required to perform functions common to all Windows applications. Although we will be working solely with Microsoft Word, skills and knowledge covered in this chapter will concentrate on those features considered basic and, to the largest extent possible, applicable to all Windows-based programs. Elements include the ability to start and exit applications, how to use toolbars and other on- screen elements, how to use online help, and how to perform file management, editing, formatting, and printing functions common to most Windows applications. 12 IC3 Module 2 – Key Applications
Lesson 1-1: Opening and Closing Word
Figure 1-1 The Windows Desktop. Figure 1-2 Programs located under the Windows Start button. Figure 1-3 Close buttons on the Microsoft Word program screen.
Figure 1-1 Figure 1-2 Closes the Microsoft Word Program
L IC3 Objective: 2.1.1.1 and 2.1.1.2 Closes the current document Req. File: None
Figure 1-3
Before starting Word 2000 (some people refer to starting a program as opening or launching), make sure your computer is on. If it’s not, turn it on! Start Word 2000 the same way you would start any other program on your computer; use the Start button. Because every computer can be set up differently (some people like to rearrange and reorder their program menu), the procedure for starting Word might be different from the one listed here. You will also learn to close the program in this lesson.
1. Make sure your computer is on and the Windows desktop is open. Your computer screen should look similar to the one shown in Figure 1-1. 2. Use your mouse to point to and click the Start button, located on the left-hand side of the Windows taskbar at the bottom of the screen. Start button The Windows Start menu pops up.
2005 CustomGuide, Inc. Chapter One: Common Program Functions 13
3. Move your mouse until the cursor points to Programs. A menu similar to the one shown in Figure 1-2 shoots out from the right side of Programs. The programs and menus listed will depend on the programs installed on your computer, so your menu will probably look somewhat different from the illustration. 4. On the Programs menu, point to and click Microsoft Word. Depending on how many programs are installed on your computer and how they are organized, it might be a little difficult to find the Microsoft Word program. Once you click on the Microsoft Word program, your computer’s hard drive will whir for a moment while it loads Word. The Word program screen appears, as shown in Figure 1-3. Once you’re finished with the Word program, close it. 5. Click the Close button on the Microsoft Word Title Bar. There are two close buttons on your screen—make sure you click the one in the very far upper-right hand corner of the screen to close Word. The close button located underneath Word’s Title Bar would close the document you are working on, not the Close button Word program. Other Ways to Exit Word: 6. A dialog box appears, asking if you want to save changes to the current document. • Select File → Exit from the menu. This dialog box appears if you have not saved changes to the open document. You have three options: • Yes: Click to open the Save dialog box and save the document on your computer. • No: Close the open document without saving changes. You’ll learn more about saving in another lesson. • Cancel: Close the dialog box and return to the Word program. 7. Click No. The program closes and you are back at the Windows desktop.
Quick Reference To Start the Microsoft Word Program: 1. Click the Windows Start button. 2. Select Programs → Microsoft Word. To Close the Microsoft Word Program: • Click the Word Program Close button. Or… • Select File → Exit from the menu.
2005 CustomGuide, Inc. 14 IC3 Module 2 – Key Applications
Lesson 1-2: Getting Help from the Office Assistant
Figure 1-4 Dialog box for asking questions. Figure 1-5 Dialog box for selecting an appropriate topic. Figure 1-6 Possible topic answers for your question. Figure 1-4 Figure 1-7 The Help text for the selected topic. Figure 1-5
L IC3 Objective: 2.1.1.4 Req. File: None
Figure 1-6 Figure 1-7
When you don’t know how to do something in Windows or a Windows based program, don’t panic—ask the Office Assistant for help. The Office Assistant is a cute animated character (a paper clip by default) that can answer your questions, offer tips, and provide help for all of Word’s features. Many Word users don’t use the Office Assistant because they think of it as an amusing distraction—something to keep them entertained while they pound out boring budget numbers with Word. This is unfortunate, because the Office Assistant knows more about Word than most Word reference books do! Whenever you use Word, you can make the Office Assistant appear by pressing the
2005 CustomGuide, Inc. Chapter One: Common Program Functions 15
1. Press the
Table 1-1: Help Buttons Button Description Shows or hides a list of all available Help topics
Quick Reference Moves back to the previous help topic To Get Help from the Moves forward to the next help topic Office Assistant: 1. Press the
2005 CustomGuide, Inc. 16 IC3 Module 2 – Key Applications
Lesson 1-3: Changing the Office Assistant and Using the Help Button
Figure 1-8 The Options tab of the Office Assistant dialog box allows you to change how your Office Assistant works. Figure 1-9 The Gallery tab of the Office Assistant dialog box Figure 1-8 Figure 1-9 allows you to choose a Click the Help button and new Office Assistant. then click the control you want more information on Figure 1-10 The Help button. Click this to display help on what a dialog box control does.
L IC3 Figure 1-10 Objective: 2.1.1.4 If you find that Clippit’s (the cartoon paper clip) antics are getting old, you can choose a Req. File: None different Office Assistant at any time. People have different tastes and personalities, and that’s why Microsoft allows you to select from eight different Office Assistants (see Table 1-2: Office Assistants) to guide you through Word. Of course, if you really hate the Office Assistant, you can always completely shut it off, too. The other topic covered in this lesson is how to use the Help button. During your journey with Word, you will undoubtedly come across a dialog box or two with a number of confusing controls and options. To help you find out what the various controls and options in a dialog box are for, many dialog boxes contain a Help button that explains the purpose of each of the dialog box’s controls. This lesson will show you how to use the Help button, but first, let’s tame the Office Assistant.
To hide the Office 1. If necessary, select Help → Show the Office Assistant from the menu. Assistant all together The Office Assistant appears. right-click the Office 2. Right-click the Office Assistant and select Choose Assistant from the Assistant and click shortcut menu. Hide. The Office Assistant dialog box appears.
2005 CustomGuide, Inc. Chapter One: Common Program Functions 17
3. Click the Back or Next button to see the available Office Assistants. The Office Assistant you select is completely up to you. They all work the same—they just look and act different. 4. Click OK when you find an Office Assistant you like. If you find the Office Assistant annoying (as many people do) and want to get rid of it altogether, here’s how: 5. Right-click the Office Assistant. A shortcut menu appears. Help button 6. Select Hide from the shortcut menu. You can always bring the Office Assistant back whenever you require its help by pressing the
Dot will always point you in the right direction. 3. Click the Next or Back buttons until you find an F1 F1 is the first of the 300/M series, built to serve. This robot is fully optimized for Office use. Office Assistant you like, then click OK. The mind of the Genius works at the speed of light. Harness his power of The Genius thought to save yourself time and energy. To Hide the Office Assistant: The Office Logo gives you help accompanied by a simple spin of its colored • Right-click the Office Office Logo pieces. It won’t distract you as you’re taking care of business. Assistant and select Hide Mother Nature Transforming into images from nature, such as the dove, the volcano, and the from the shortcut menu.
flower, Mother Nature provides gentle help and guidance. To See What a Control in a Dialog Box Does: Links If you’re on the prowl for answers in Windows, Links can chase them down for you. 1. Click the dialog box Help button (located right next If you fall into a ravine, call Lassie. If you need help in Office, call Rocky. Rocky to the Close button). 2. Click the control you want 1. Microsoft Office 2000 Help files, © 1999, Microsoft Corporation. more information on with the pointer.
2005 CustomGuide, Inc. 18 IC3 Module 2 – Key Applications
Lesson 1-4: Understanding the Program Screen
Figure 1-11 Title bar Menu bar Standard toolbar Formatting toolbar Elements of the Word program screen. Ruler Insertion point
Horizontal IC3 scroll bar L Document Objective: 2.1.2.1 window Req. File: None
View buttons Status bar Vertical scroll bar Figure 1-11
The Word program screen may seem confusing and overwhelming the first time you see it. What are all those buttons, icons, menus, and arrows for? This lesson will help you become familiar with the Word program screen. There are no lengthy instructions for this lesson—all you have to do is look at Figure 1-11 to see what everything you’re looking at represents. And most of all, relax! This lesson is only meant to help you get acquainted with the Word screen; you don’t have to memorize anything.
1. Select File → New from the menu. A new file opens in Microsoft Word. Use Figure 1-11 as a guide and look around a bit. Refer to Table 1-3: Elements of the Program Screen to familiarize yourself with the specific purposes of each element of the Word screen.
2005 CustomGuide, Inc. Chapter One: Common Program Functions 19
Table 1-3: Elements of the Program Screen Element What it’s Used For Title bar Displays the name of the program you are currently using and the name of the file you are working on. The Title bar appears at the top of all Windows programs. Menu bar Displays a list of menus used to give commands to the program you’re working on. Clicking on a menu name displays a list of commands—for example, clicking the Format menu in Microsoft Word would display different formatting commands. Standard toolbar Toolbars are shortcuts—they contain buttons for the most commonly used commands (instead of wading through several menus). The Standard toolbar contains buttons for the commands you use the most, such as saving, opening, and printing files. Formatting toolbar Contains buttons for the most commonly used formatting commands, such as making text bold or in italics. Ruler Displays left and right paragraph and document margins, and tab stops. Document window This is where you type in text and work on your documents. You can have more than one document window open at a time, allowing you to work on several documents. Insertion point The small, blinking line is where the text you type appears in the document. You can move the insertion point by moving your mouse to a new location in the document window (the pointer should change to ) and clicking, or by using the arrow keys on the keyboard. View buttons The view buttons appear on the left-hand side of the horizontal scroll bar and are used to display documents in several different views: normal, online layout, print layout, and outline. You’ll learn more about how these different views are used later. Scroll bars There are both vertical and horizontal scroll bars—you use them to view and move around your document. The scroll box shows where you are in the document—for example, if the scroll box is near the top of the scroll bar, you’re at the beginning of a document. Status bar Displays various important information, such as the total number of pages in a document, which page you’re currently working on, and the position of the insertion point.
Don’t worry if you find some of these elements of the program screen confusing at first—they will make sense after you’ve used them—which you will do in the next lesson.
2005 CustomGuide, Inc. 20 IC3 Module 2 – Key Applications
Lesson 1-5: Using Menus
Figure 1-12 The File menu. Check to hide more Figure 1-13 advanced menu commands The Customize dialog box.
L IC3 Figure 1-12 Objective: 2.1.2.1 Figure 1-13 Req. File: None This lesson explains one of the most common ways to give commands to Word—by using the menus. Menus for all Windows programs can be found at the top of a window, just beneath Open a menu by the program’s title bar. In Figure 1-12, notice the words File, Edit, View, Insert, Tools, Data, clicking on it or by Window, and Help. The next steps will show you why they’re there: pressing the
2005 CustomGuide, Inc. Chapter One: Common Program Functions 21
• By displaying every command possible, like in earlier versions of Word. • By hiding the commands you don’t use as frequently (the more advanced commands) from view. • By displaying the hidden commands when you click the downward-pointing arrows ( ) at the bottom of the menu or after waiting a couple seconds. 6. Click the word Tools in the menu. The most common menu commands appear in the Tools menu. Some people feel intimidated by so many menu options, so the menus in Office 2000 don’t display the more advanced commands at first. To display a menu’s advanced commands, either click on the downward pointing ( ) at the bottom of the menu or keep the menu open a few seconds. 7. Click the downward-pointing arrow ( ) at the bottom of the Tools menu. The more advanced commands appear shaded on the Tools menu. If you’re accustomed to working with earlier versions of Microsoft Office, you may find that hiding the more advanced commands is disconcerting. If so, you can easily change how Word’s menus work. Here’s how: 8. Select View → Toolbars → Customize from the menu. The Customize dialog box appears, as shown in Figure 1-13. This is where you can change how Word’s menus work. There are two check boxes here that are important: • Menus Show Recently Used Commands First: Clear this check box if you want to show all the commands on the menus, instead of hiding the advanced commands. Quick Reference • Show Full Menus After a Short Delay: If checked, this option waits a few To Open a Menu: seconds before displaying the more advanced commands on a menu. • Click the menu name with 9. Click Close. the mouse. Or… Table 1-4: Menus found in Microsoft Word • Press
2005 CustomGuide, Inc. 22 IC3 Module 2 – Key Applications
Lesson 1-6: Displaying and Hiding Toolbars
Click the to see additional Figure 1-14 buttons on the toolbar The Standard and Formatting toolbars squished together on the same row. Figure 1-15 Figure 1-14 Standard toolbar Formatting toolbar The Standard and Standard toolbar Formatting toolbars stacked on separate rows. Figure 1-16 The Customize dialog box. Figure 1-15 Formatting toolbar
Clear this option to display L IC3 the Standard and Formatting toolbars Objective: 2.1.2.2 stacked as separate Req. File: None toolbars.
Figure 1-16
Toolbars are shortcuts—they contain buttons for the most commonly used commands. Instead of wading through several menus to access a command, you can click a single button on a toolbar. Two toolbars appear when you start Word by default: the Standard toolbar and the Formatting toolbar. The Standard toolbar is the toolbar located either on the left or on the top of the screen and contains buttons for the commands you’ll use most frequently in Word, such as Save and Print. The Formatting toolbar is located either to the right or below the Standard toolbar and contains buttons for quickly formatting fonts and paragraphs.
1. Select View → Toolbars from the menu. A list of all the available toolbars in Word appears. Notice that the Standard and Formatting options have a checkmark next to them, indicating that they are already shown on the screen. Let’s see what the Picture toolbar looks like.
2005 CustomGuide, Inc. Chapter One: Common Program Functions 23
2. Select Picture. The Picture toolbar appears on the screen. That’s all there is to displaying a toolbar. When you’re finished with a toolbar it’s a good idea to hide it again, because too many toolbars can take up valuable screen space. 3. Select View → Toolbars → Picture from the menu. Other Ways to Hide or The Picture toolbar disappears. Display a Toolbar: Today, many computers have large monitors, so Microsoft decided to save screen space • Right-click any toolbar in Office 2000 by squishing both the Standard and Formatting toolbars together on the and select the toolbar same bar, as shown in Figure 1-14. While squishing two toolbars together on the same you want to view from bar gives you more space on the screen, it also makes the two toolbars look the shortcut menu. confusing—especially if you’re used to working with a previous version of Microsoft Office. If you find both toolbars sharing the same bar confusing, you can “un-squish” the Standard and Formatting toolbars and stack them on top of each other, as illustrated in Figure 1-15. 4. Select View → Toolbars → Customize from the menu. The Customize dialog box appears, as shown in Figure 1-16. This is where you can change how Word’s toolbars are displayed. To stack the Standard and Formatting toolbars, simply clear the Standard and Formatting toolbars share one row check box. Quick Reference 5. Click Close. The Customize dialog box closes. To Display a Toolbar: • Select View → Toolbars from the menu and select the toolbar you want to view. Or… • Right-click any toolbar or menu and select the toolbar you want to view from the shortcut menu. To Hide a Toolbar: • Select View → Toolbars from the menu and select the toolbar you want to hide. Or… • Right-click any toolbar or menu and select the toolbar you want to hide from the shortcut menu. To Stack the Standard and Formatting toolbars in Two Separate Rows: • Select View → Toolbars → Customize from the menu and remove the check from the Standard and Formatting toolbars share one row check box.
2005 CustomGuide, Inc. 24 IC3 Module 2 – Key Applications
Lesson 1-7: Working with Multiple Documents and Windows
Figure 1-17 Multiple documents open on the screen. Figure 1-18 Two documents on display at the same time.
Figure 1-17 Figure 1-18 An icon appears on the taskbar L IC3 for each open document. Objective: 2.1.2.3 Req. File: Meeting One of the many benefits of Word is that you can open and work with several document files Schedule.doc and Memo.doc at the same time. Each document you open in Word has its own window. This lesson explains how to open and work with more than one document. You will also learn some tricks on changing the size of a window, moving a window, and arranging a window.
1. Click the Open button on the Standard toolbar. Let’s practice opening multiple documents. 2. Click the Meeting Schedule file. Press and hold down the
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5. Click anywhere in the Memo window. The Memo window becomes active and the Meeting Schedule becomes inactive. Restore button To make working with several documents at once easier, you can change the size of the windows. You can maximize or enlarge a window so it takes up the document window. 6. Click the Maximize button in the Meeting Schedule window’s title bar. The mouse pointer changes shapes over The Meeting Schedule window maximizes, filling the entire document window. You the border of a can change a maximized window back to its original size by clicking the Restore window button. The Restore button replaces the Maximize button whenever a window is already maximized. 7. Click the Restore button in the Meeting Schedule window’s title bar. The window returns to its previous size. Quick Reference Besides Maximizing and Restoring a window, you can also manually fine-tune a To Switch between window’s size to meet your own specific needs. A window must not be in a maximized Multiple Open Documents: state if you want to manually size it. • Click the document on the 8. Position the mouse pointer over the bottom edge of the Meeting Windows taskbar. Schedule window, until it changes to a . Or… The two arrows point in the directions that you can move the border, indicating that • Select Window and you can drag the window’s border up or down. select the name of the NOTE: The mouse is very picky about where you place the pointer, and it can document you want to sometimes be a little tricky finding the exact spot where the pointer changes. view. 9. While the pointer is still over the bottom edge of the window, click and To View Multiple Windows hold down the mouse button, drag the mouse down a half-inch to move at the Same Time: the window border, and then release the mouse button. • Select Window → Notice the window border follows as you drag the mouse. When the window is the size Arrange All. you want, you can release the mouse button to resize the window. You resized the window by adjusting the bottom edge of a window, but you can also adjust the left, To Maximize a Window: right, and top edges of a window. • Click the window’s Sometimes, when you have more than one window open at the same time, you may Maximize button. find that one window covers another window or other items on your screen. When this To Restore a Window: happens, you can simply move a window to a new location on the screen—just like you would move a report or folder to a new location on your desk. • Click the window’s Restore button. 10. Click and drag the title bar of the Meeting Schedule window to a new location on the screen. Release the mouse button to drop the window. To Manually Resize a Remember that the title bar is at the top of the window or program, and displays the Window: name of the program or window. An outline of the window follows your mouse as you 1. Position the mouse drag the window, showing you where you are moving it. pointer over the edge of 11. Close the Meeting Schedule file. the window. 2. Hold down the mouse button and drag the mouse to resize the window. 3. Release the mouse button. To Move a Window: • Drag the window’s title bar to the location where you want to position the window.
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Lesson 1-8: Viewing a Document and Using Zoom
Figure 1-19 The same document in Normal View and Print Layout View. Figure 1-20 Normal View Word’s view buttons, and hidden characters displayed in a document.
L IC3 Print Layout View
Objective: 2.1.2.4 and Figure 1-19 Figure 1-20 View buttons 2.1.2.5 Req. File: Memo.doc Word can create a variety of different types of documents: Simple letters, brochures and flyers—even Web pages! When you work on various types of documents, you may find that you need to change how you view the document on screen. Word offers several different ways to view the computer screen: Normal View • Normal View: The default document view for most word-processing tasks, such as button typing, editing, and formatting. Normal View is easier to read on smaller monitors. Other Ways to Switch to • Web Layout View: You will work in Web layout view when you are creating a Web Normal View: page or a document that is viewed on the screen. In Web layout view, you can see • Select View Normal backgrounds, text is wrapped to fit the window, and graphics are positioned just as they from the menu. are in a Web browser. • Print Layout View: This view displays your document as it will appear when printed. Print Layout view uses more memory and can be slower on older computers. • Outline View: This view displays your document in classic outline form. Work in Outline View outline view when you need to organize and develop the content of your file. button In this lesson, you will learn how to use these view modes; zoom in or out of a document; or Other Ways to Switch to display characters you normally don’t see, such as spaces, paragraph marks, and tabs. Outline View: • Select View Outline 1. Make sure the Memo file appears on your screen. Click the Normal View from the menu. button, located on the Horizontal scroll bar. The document window changes to Normal View. Normal View optimizes the layout of a document to make it easier to read on the screen. 2. Click the Outline View button on the Horizontal scroll bar. Print Layout View The document changes to a rather confusing-looking Outline View. Outline View is button useful for creating outlines and long documents. It shows the headings of a document Other Ways to Switch to indented to represent its level in the document's structure. Outline View makes it easy Print Layout View: to move quickly through a document, change the relative importance of headings, and • Select View → Print rearrange large amounts of text by moving headings. Layout from the menu.
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3. Click the Print Layout View button on the Horizontal scroll bar. The document window changes to Print Layout View. Print Layout View displays your
document as it will appear when you print it. Computer people “in the know” sometimes refer to Print Layout View as a WYSIWYG view (pronounced “Whiz-E- Show/Hide button Wig”, and stands for What You See Is What You Get). Print Layout View is probably the best view to work on documents, especially if your computer has a large monitor and high resolution (800 x 600 pixels or better). Sometimes it is useful to see characters that are normally hidden, such as spaces, tabs, and returns. 4. Click the Show/Hide button on the Standard toolbar. The hidden characters, or characters that normally don’t print, appear in the document.
Paragraph marks appears as ¶, tabs appear as , and spaces appear as ⋅(dots). Notice that the Show/Hide button on the Standard toolbar is depressed, indicating that the Zoom list hidden characters in the document are visible. 5. Click the Show/Hide button on the Standard toolbar. The hidden characters disappear. They’re still there—you just can’t see them. Quick Reference Sometimes it is helpful to make a document appear larger on the computer’s screen, To Switch between especially if you have a small monitor or bad eyes. Outline, Normal, and Print 6. Click the Zoom list arrow and select 100%. Layout Views: The document appears on-screen at a magnification of 100%. • Click the View button on 7. Click the Zoom list arrow and select Page Width. the horizontal scroll bar for the view you want. The document zooms out to a level optimal for viewing the page width of the document. This zoom level is an ideal setting for working with documents if you are Or… working with a high-resolution (800 x 600 pixels or better) and/or a large monitor. • Select View from the You can also view a document in full screen mode, dedicating 100% of the screen to menu and select the view viewing the document. you want. 8. Select View → Full Screen from the menu. To Display/Hide Hidden All the familiar title bars, menus, and toolbars disappear and the document appears in Characters (Tabs, Spaces, full screen mode. Full screen mode is useful if you want to view your document as a and Paragraph Marks): sheet of paper on screen, but the disadvantage is that the Word tools are not readily • Click the Show/Hide available. You can still access the menus, although you can no longer see them, by button on the Standard clicking the mouse at the very top of the screen. toolbar. 9. Click the Close Full Screen button floating over the document. To Change the Zoom Level The full screen view closes and you are returned to the Print Layout View. of a Document: 10. Click the Close button to close the Memo file. • Select the zoom level from the Zoom list arrow on the Standard toolbar. Or… • Select View → Zoom from the menu, select the zoom level you want, and click OK. To View a Document in Full Screen Mode: • Select View → Zoom Screen from the menu.
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Lesson 1-9: Creating a New Document
Figure 1-21 New A new document in Word. Document button Figure 1-22 The New dialog box.
L IC3 Objective: 2.1.2.6 Req. File: None Figure 1-21
New Document button Other Ways to Create a New Document: Figure 1-22 • Select File → New from the menu. In this lesson, you will learn the most common ways to create a new document: through a • Press
1. Position the mouse pointer over the New Document button on the Standard toolbar (but don’t click the mouse yet!) A Screen Tip appears over the button briefly identifying what the button is. In this case, it is “New Blank Document”. If you don’t know what a button on a toolbar does, simply move the pointer over it, wait a second, and a ScreenTip will appear over the button, telling you what it does. Screen Tip
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2. Click the New Document button on the Standard toolbar. A new, blank document appears. This document is based on Word’s default template. You can also create new documents based on other templates. You can access these templates using a menu. Here’s how… 3. Click the word File on the menu bar. A list of available commands drops down. 4. Select New from the menu. A dialog box appears. This is where you can choose which type of document you want to create. Notice that there are a few different templates to choose from. Let’s stick with the default blank document. 5. Select Blank Document in the dialog box. Click OK. Yet another blank document appears on your screen. As you can see, creating a new document is not a difficult process in Word. You should have three blank documents open right now. Close two of them so you will be prepared for an upcoming lesson. 6. Press
Table 1-5: New Dialog Box Tabs Tab Description General Includes the default template for new documents, and standard templates for Web pages and e-mail messages. Legal Pleadings Includes a wizard that will help you create a pleading template that matches your needs. Letters & Faxes Includes templates and wizards that help you compose letters and faxes, and print mailing labels and envelopes. Memos Choose from three memo template styles: contemporary, elegant, professional. Other Documents Includes templates and wizards to help you write an agenda, create a calendar, Quick Reference or create a resume. To Create a New Document: Publications Templates to create a brochure, directory, manual or thesis. • Click the New Blank Reports Choose from three report template styles: contemporary, elegant, professional. Document button on the Web Pages Create a Web page from a number of different templates. Standard toolbar. Or… Office 97 Use a template from Word 97. Templates • Select File → New from the menu. Or… • Press
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Lesson 1-10: Opening and Closing a Document
Currently selected Figure 1-23 folder or drive The Open dialog box. Figure 1-24 The Memo document as it appears in Word. Select the file you want to Click one open of these options to Files in the display the selected folder or files in the drive folder. L IC3 Objective: 2.1.2.7, 2.1.2.9, and 2.1.2.10 Figure 1-23 Req. File: Memo.doc File name File types (can be changed)
Name of the program you’re using (Microsoft Word) and the currently opened document (Memo)
Figure 1-24
When you work with Word you will sometimes need to create a new document from scratch, but more often, you’ll want to work on an existing document that you or someone else has Open button previously saved. This lesson explains how to open a single saved document, and how to Other Ways to Open a close a document when you’re finished with it. Before we move on, however, it is important File: to note that problems may arise when opening certain files. There could be many different • Select File → Open reasons for this, including product or version incompatibility, file corruption, or unsupported from the menu. file formats. If you are having problems opening a file, make sure you are in the correct • Press
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2. Click the Look in list arrow and navigate to and open your Practice folder. Your computer stores information in files and folders, just like you store information in a filing cabinet. To open a file, you must first find and open the folder where it’s saved. The Open and Save dialog boxes both have their own toolbars that make it easy to browse through your computer’s drives and folders. Two controls on this toolbar are particularly helpful: Look in list • Look In list: Click to list the drives on your computer and the current folder, then select the drive and/or folder whose contents you want to display. • Up One Level button: Click to move up one folder level. This is Close button especially helpful when sifting through folders within folders Other Ways to Close a Follow your instructor’s directions to select the appropriate drive and folder where Document: your practice files are located. • Select File → Close 3. In the Practice folder, double-click the document named Memo. from the menu. Word opens the Memo document and displays it in the window, as shown in Figure • Press
.MPP Microsoft Project database • Select File → Close from the menu. Or… • Press
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Lesson 1-11: Saving a Document
Currently selected folder or drive. Click the Go back to Search the Create a Menu of file Figure 1-25 list arrow to list and change drives or folders. the previous Web. new folder. management folder. commands The Save As dialog box toolbar. Figure 1-26 Figure 1-25 Go up one Delete the View: Change The Save As dialog box. folder or level. selected how files are file(s). displayed.
Specifies where to save the document (in which drive and folder) L IC3 Objective: 2.1.2.8 Req. File: None
Specify the file name here Save Word documents in different file formats by selecting Figure 1-26 the format you want to save.
After you’ve created a document, you need to save it if you intend on ever using it again. Saving a document stores it in a file on your computer’s hard disk—similar to putting a file away in a filing cabinet so you can use it later. Once you have saved a document the first time, it’s a good idea to save it again from time to time as you work on it, because you don’t want to lose all your work if the power suddenly goes out or if your computer crashes. In this lesson, you will learn how to save a document. Let’s try saving the blank document on your screen.
1. Click the Save button on the Standard toolbar. Save button The Save As dialog box appears. This is where you give the document a name so that Other Ways to Save: you can return to the document and work in it later. • Select File → Save 2. Type New File in the File name text box. from the menu. You also have to tell Word where to save your document. • Press . Using the Save As dialog box is very similar to using the Open dialog box. Here’s a refresher on two very useful tools when navigating through folders on your computer: • Save in list: Click to list the drives on your computer and the current folder, then select the drive and/or folder whose contents you want to display. • Up One Level button: Click to move up one folder.
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3. Click the Save in list arrow to navigate to your Practice folder, or wherever you are instructed to save the file. Ask your instructor for help if you don’t know where to save the file. All that’s left is to confirm saving the file. 4. Click Save. That’s all there is to saving a file. Once you have saved the file, it is very easy to go back and make changes to it. Let’s enter a change in the document now. 5. Type My name is (your name). on the page. Now, save the change. 6. Click the Save button on the Standard toolbar. Word saves the sentence you typed in the file so that when you re-open the New File document, the sentence you just typed will appear on the page. The table below lists some popular folders in which to save files.
Table 1-7: Special Folders in the Save As Dialog Box Folder Description Displays a list of files that you’ve recently worked on.
History
Displays all the files in the My Document folder—the default location where Microsoft Office programs save their files. My Documents
Save the file on the desktop.
Desktop
Displays a list of your “Favorite” folders, although these are often used to organize your favorite Web pages. Quick Reference Favorites To Save a Document: Displays all the files in any Web Folders—special locations to save Web pages. • Click the Save button on the Standard toolbar. My Network Places Or… • Select File → Save from the menu. Or… • Press .
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Lesson 1-12: Saving a Document with a Different File Name or Type
Figure 1-27 Current drive or The Save As dialog box. folder
Files in the current drive or folder
L IC3 Objective: 2.1.2.8 Filename Req. File: Previous Lesson Figure 1-27 file File type
You can save a lot of time and energy by using the text from an existing document to create a new document. Saving an existing document under a new name does this. You can also save some time and energy by saving documents in different file types. In this lesson, you will save the file you saved from the previous lesson, “New File” as another file called “Personal Info,” and learn how to save a file under a different file type.
1. Select File → Save As from the menu and navigate to your Practice folder. The Save As dialog box appears with other files in the Practice folder. 2. In the File name text box, type Personal Info and click Save. The New File document is now saved under a new name, Personal Info, and the original New File document closes. Now you can work on the new document, Personal Info, without changing the original New File document. There may be times you want to save a document as a different file type. For example, if you find yourself repetitively creating a type of page, you may want to save that file as a template file and create new documents from that template. However, just like saving a file with a different name, when you save a file as a different file type, you are essentially creating a new file. The original file is saved in its original file type, and a copy of the file is created in the new file type. Here’s how to save a file in a different file type. 3. Select File → Save As from the menu. The Save As dialog box appears. For this lesson, try saving the file as a Web page file.
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4. Click the Save as type list arrow and select Web page from the list and click Save. The file is saved as a Web page, which also means all the text and formatting is converted to HTML. Notice that the page layout has changed a bit as well. Losing some of the formatting that you have worked on is one of the main disadvantages in saving a file in a different format. 5. Close the Personal Info file. There are many other types of files you can use in Word. Table 1-8: File Types is a collection of the most common and useful file types.
Table 1-8: File Types File Type Extension Description Word document .doc This is the default file type in Word. This file type allows you to apply advanced formatting and insert images into the file. You will probably use this file type most of the time. Text only .txt The text file format is strictly business. If you save a .doc file as a .txt file, you will lose all the formatting you have applied to the text. In addition, any pictures inserted in the document are erased. Rich Text Format .rtf This file is useful because of its versatility. This type of file can be read by many different programs, while keeping all the formatting and pictures intact, making this file type a good choice for sharing files with other word processors. The downfall of .rtf is that it can get to be a very large file size, so keep this in mind if sending the file online or saving it to a storage device. Web Page .html, .htm When a file is saved as a Web page, the text is converted to HTML (Hyper Text Markup Language), the language used in Web pages. Once a document is saved in HTML format, it could be viewed on the World Wide Web. However, programs Quick Reference created specifically for Web design are more suitable for To Save an Existing publishing pages on the Web. Document with a Different Document .dot When you build a template, you are building a foundation for a File Name: Template type of document that you can reuse. For example, you can 1. Select File → Save As create a document that contains all the images and from the menu. information you use on company letters, and save that 2. Type the new name for document as a template. Then, whenever you need to write a the file in the File name letter, create a new document based on that template and type box and click OK. the letter without worrying about formatting. To Save an Existing Software specific any file type This is an option that you probably won’t use often, but it can Document as a Different file extension be useful when needed. To use this, you have to specify the File Type: file type by adding the file extension to the file name. Usually 1. Select File → Save As this is used with the Text Only file type. For example, if you from the menu. wanted to make information readable in a spreadsheet or database as a Comma Delimited (.csv) file, the filename would 2. Click the Save as type appear like this: filename.csv list arrow and select the file type you want to use. Word version any previous It’s possible to share a file with a previous version of Word. For Click OK. version of example, to share a file created in Word 2000 with a Word 95, Word you would select Word 6.0/95 from the Save as type list.
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Lesson 1-13: Navigating Open Files
Scroll Up Button Figure 1-28 Click to scroll up.
The scroll bars can move Vertical scroll you from place to place in bar Scroll Box Indicates your current position in a document. the presentation (you can also click and drag the scroll box to Figure 1-29 scroll up or down) The different ways to navigate a document Scroll Down Button Horizontal scroll bar using the Select Browse Click here to scroll down. Object button. Previous Page Move up to the previous page. Figure 1-30 Figure 1-28 The Status bar displays your current The Go To tab of the Find position in the document. Next Page and Replace dialog box. Go To Move down to the next page. Find Browse by Edits Select Browse Object Browse by Heading Click to select a way to navigate a document, as shown in Figure 1-29. Browse by Graphic
L IC3 Browse by Table Objective: 2.1.3.1 Browse by Page Req. File: Summary.doc
Browse by Endnote Select the type Enter the page Browse by Comment of location you number (or other Browse by Footnote want to move location number) to here. you want to move Browse by Endnote to here. Figure 1-30 Browse by Field Figure 1-29
As documents get longer, it gets harder and harder to move around in them. For example, if you were working on a 200-page novel, how would you get to the very end of the document or to page 54? This lesson will show you how to get around in a Word document.
1. Navigate to your Practice folder and open the document named Summary. This document is several pages long, so it will be great for learning how to get around in a document. Scroll down arrow One way to get around in a document is by using Word’s scroll bars. The vertical scroll bar is located along the right side of the window and is used to move up and down in a document. The horizontal scroll bar is located along the bottom of the window, and is used to move from left to right when a document doesn’t fit entirely on the screen. Figure 1-28 shows both of these scroll bars.
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2. Click the down arrow on the bottom of the vertical scroll bar several times.
When you click the arrow, the screen scrolls down one line at a time. Vertical scroll 3. Click and hold the down arrow on the bottom of the vertical scroll bar. box This causes the screen to move downward more rapidly. 4. Click and drag the vertical scroll box to the top of the scroll bar. This takes you back to the beginning of the document. 5. Press the
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Lesson 1-14: Inserting Text
Figure 1-31 A Word document with text.
L IC3 Objective: 2.1.3.2 Req. File: None
Figure 1-31
You’re ready to enter text into a document! If you are at all familiar with typewriters or keyboards in general, this lesson won’t be difficult. New Document button Other Ways to Create a 1. Click the New Document button on the Standard toolbar. New Document: A new, blank document appears, ready for you to work on. • Select File → New 2. Save the document as Canada Meeting Memo. from the menu. Type TO: All Staff • Press
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Don’t worry about spelling for now and do not press
Quick Reference To Insert Text in a Document: • Place your insertion point in the document and begin typing.
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Lesson 1-15: Editing and Deleting Text
Figure 1-32 The document with revisions.
L IC3 Objective: 2.1.3.3 Req. File: Previous Lesson file …or by using the mouse to click where you want to place the Move the insertion insertion point point with the arrow keys on your computer’s keyboard… Figure 1-32
After typing a document, you will often discover that you need to make several changes to your text—perhaps you want to delete or rephrase a sentence. Editing a document by inserting and deleting text couldn’t be easier. The
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6. Move the insertion point to the very end of the document, after the The
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Lesson 1-16: Copying and Pasting Text
Figure 1-33 Two open documents.
L IC3 Objective: 2.1.3.3 Req. File: Previous Lesson file and Meeting Schedule.doc
Figure 1-33
In addition to editing and deleting text, you can also duplicate text by copying and then pasting it elsewhere. Copying and pasting text is likely one of the most common tasks you’ll use in Word. When you copy text, a duplicate is placed in a temporary storage area called the Clipboard. You can then move the insertion point to another location in a document and paste the copied text from the Clipboard. The Clipboard is available in any Windows program, so you can even copy and paste text between various software programs. You will also get a bit more practice working with multiple documents in this lesson.
1. Navigate to your Practice folder and open the Meeting Schedule file. We are going to copy information from this file into the Canada Meeting Memo file. 2. Select Window → Arrange All from the menu. Both documents—Meeting Schedule and Canada Meeting Memo—appear in the
program window, as shown in Figure 1-33. You should have learned how to work with Copy button multiple windows in a previous lesson. Other Ways to Copy: 3. Click anywhere in the Meeting Schedule window. • Select Edit → Copy The Meeting Schedule window becomes active and the Canada Meeting Memo from the menu. becomes inactive. • Press
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6. Click anywhere in the Canada Meeting Memo file to make it active. 7. Press
Quick Reference To Copy Something: 1. Select the text or object you want to copy. 2. Click the Copy button on the Standard toolbar. Or… Select Edit → Copy from the menu. Or… Press
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Lesson 1-17: Cutting and Pasting Text
Figure 1-34 The steps involved in cutting and pasting text. 1. Select the text or object you want to cut and click the Cut button. The text or object is removed or “cut” from its original location.
L IC3 Objective: 2.1.3.3 Req. File: Memo2.doc and Meeting Schedule.doc
2. Move the insertion point to the location where you want place the cut text or object.
3. Click the Paste button to paste the cut text or object.
Figure 1-34
Cutting text is very similar to copying and pasting text, except that you are moving the selected text instead of duplicating it. Cutting text can save you a lot of time when you create documents—you can easily copy a paragraph from one document and then paste it into another one without having to retype it.
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1. If necessary, open the Memo2 file and save it as Canada Meeting Memo.
If you don’t know where your practice files are located, ask your instructor for help. Cut button 2. Press
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Lesson 1-18: Using Undo, Redo, and Repeat
Figure 1-35 A text deletion being undone.
L IC3 Objective: 2.1.3.4 Req. File: Previous Lesson file
Undo button Other Ways to Undo: • Select Edit → Undo Figure 1-35 from the menu. • Press
1. Select the line TO: All Staff, then press the
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2. Click the Undo button. Poof! The deleted text “TO: All Staff” is back again. Hmmm…maybe you did want to delete the line TO: All Staff after all. Anything that can be undone can be redone in case you change your mind about something, or want to “undo an undo.” Try redoing the text deletion. 3. Click the Redo button. The line “TO: All Staff” is deleted again. If you’re like most people, you will probably make not one, but several mistakes and it Other Ways to Repeat: may be a minute or two before you’ve even realized you’ve made them. Fortunately, • Select Edit → Repeat the programmers at Microsoft thought of us when they developed Word, because the from the menu. undo feature is actually multileveled—meaning that you can undo any of the previous things you did. 4. Select the word Sandra in the line FROM: Sandra Wills, Communication Director. Type Sandy to replace the word Sandra. There’s your second change (the first change was deleting the “TO: All Staff” text). 5. Change the time of the President’s introduction from 9:30 to 9:00. You’ve made enough changes now to see how multilevel undo works. Try undoing all of your changes.
6. Click the downward pointing arrow to the right of the undo button. 6. Multilevel Undo A list of recent actions in Word appears immediately beneath the Undo button. Notice there are more actions listed than your four recent changes. If you wanted you could undo everything you have worked on today on this document—but you don’t want to do that—just undo the last four changes. Quick Reference Select the word Clear from the undo list (it should be the third one 7. To Undo: down). • Click the Undo button on The last three changes we made to our document are all undone. Besides correcting the Standard toolbar. mistakes, undo and redo allows you to experiment with your documents by making changes, and then undoing them if you decide you don’t like the changes. Or… The opposite of the Undo command is the Repeat command, which repeats your last • Select Edit → Undo from command or action, if possible. Here’s how to use it. the menu. Quick Reference 8. Select the line TO: All Staff then press the
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Lesson 1-19: Finding and Replacing Text
Figure 1-36 The Find tab of the Find Enter the word or phrase you want to and Replace dialog box. find. Figure 1-37 Find the next The Replace tab of the occurrence of the word Figure 1-36 or phrase. Find and Replace dialog box. Enter the word or phrase you want to Figure 1-38 find and replace. Replaced text. Enter the replacement.
Find the next Figure 1-37 occurrence of the word Replace the Replace every or phrase. selection. occurrence of the word or
TO: All Staff phrase in the L IC3 document. FROM: Sandra Wills, Communication Director Objective: 2.1.3.5 and RE: Explore Canada Meeting 2.1.3.6 In less than three months, North Shore Travel will be introducing its new Req. File: Previous Lesson Explore Canada tour package. There will be a brief meeting this Friday at 9:30 A.M. in the auxiliary conference room to finalize the Explore Canada file marketing and pricing plans. We are nearly a week behind schedule on this, so any additions or changes to the plans should be submitted by Sunday.
Replaced text Figure 1-38
Imagine you are working on a very important 50-page report about flying squirrels. You’re almost finished when you realize that you’ve mistakenly referred to flying squirrels not by their proper scientific name Sciuridae Glaucomys, but by the scientific name of the common gray squirrel Sciuridae Sciurus. Yikes! It will take hours to go back and find every instance of Sciuridae Sciurus and replace it with Sciuridae Glaucomys. On the other hand, you can use Word’s find and replace function and it will take you less than a minute. This lesson explains how to find specific words and phrases, and how you can automatically replace words and phrases.
1. Press
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Other Ways to Find Text: 3. Type Guest speaker in the Find what text box. • Press
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Lesson 1-20: Checking Spelling
Figure 1-39 Word identifies spelling errors by underlining them in red. Figure 1-40 The Spelling and Grammar dialog box.
L IC3 Repeated Suggestion Spelling error word shortcut menu Objective: 2.1.3.7 Figure 1-39 Req. File: Preparation.doc
Use these buttons to specify what you want to do to the current word. Turn off the spell checker by selecting Tools → Options from the menu. Click the Spelling & Grammar Figure 1-40 tab. Then uncheck the Check spelling as you Once you’re finished entering data in a document, you can print it out or send it electronically type check box. Click to the people that need the information you’ve accumulated. But before you do that, you need OK. to proofread the document for errors and formatting properties. Proofreading is important because even if you are careful when creating a document, there is still a chance for errors. And if you send out a document with formatting or textual errors, people may get the impression that you are careless and unprofessional. Looking over the document once you’re finished helps you make sure the document looks the way you want it to as well. Detailed layout items like margins, orientation, and formatting can make or break the document’s Spelling and Grammar button refined, professional image. Other Ways to Check Learn how to use the spell checker, a very useful tool in proofreading a document, in this Spelling: lesson. • Click the Spelling and Grammar button on 1. Navigate to your Practice folder and open the Preparation file. Save the the Standard toolbar. file as Final Memo. If you don’t know where your Practice files are located, as your instructor for help.
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2. Click the right mouse button on the red underlined word Willes in the You can add your own second line of the memo. words to the spelling A shortcut menu appears with suggestions for the correct spelling and several other dictionary so Word options, as shown in Figure 1-39. “Willes” isn’t misspelled—Word just can’t find it in won’t recognize them its dictionary. There are two things you can do when the spell checker doesn’t as spelling errors in recognize a correctly spelled word: the future. Right-click • Ignore All: Leaves the spelling as it is, and ignores it throughout the rest of the red-underlined your presentation. word that Word can’t find in its dictionary • Add: Adds the word to the spelling dictionary, so that Word won’t nag you and select Add. about it during spell checks. Use this option for nonstandard words you use often. Since “Willes” isn’t a spelling error, and you don’t want Word to nag you about it, add the word to your dictionary. Quick Reference 3. Select Add from the shortcut menu. To Correct a Spelling The squiggly red line under the word “Willes” disappears. Error: The next error in the document is the misspelled word “auxilary.” • Right-click the spelling or 4. Right-click the red-underlined misspelled word auxilary and select the grammatical error and correct spelling, auxiliary, from the suggestion menu. select the correct spelling from the shortcut menu. Word makes the spelling correction. The next error is the repeated word “the.” Or… 5. Right-click the red-underlined word the located near the end of the first paragraph in the memo. • Correct the spelling or grammatical error by 6. Select Delete Repeated Word from the suggestion menu. retyping it. Word deletes the extra word. Or… 7. Save your changes and close the Final Memo file. • Click the Spelling and 7. Grammar button on the No doubt about it, Word’s spelling checker is a great tool to assist you in creating accurate Standard toolbar and documents. It’s important to note, however, that Word will not catch all of your spelling and select the correct spelling grammar errors. For example, if you mistyped the word “hat” when you meant to type “had” from the dialog box. Word wouldn’t catch it because “hat” is a correctly spelled word. To Ignore a Spelling Error: In addition to running the spell checker on your document when proofreading, here are a few steps that will help you make sure your document is mistake-free and professional looking. • Right-click the spelling or grammatical error and select Ignore All from the Table 1-10: Proofreading Items shortcut menu. Make sure the font size and type comply with Check the page’s layout (margin size, orientation, To Add a Word to the required specifications. page size, etc). Dictionary: Check how many pages there are in the Make sure font formatting properties are consistent • Right-click the word you document. Use page breaks and the Shrink to Fit with parts of the document. For example, all want to add and select feature to adjust the page number. Try not to headings should have the same formatting. Add from the shortcut compromise the text formatting to do this. menu. Be consistent: don’t use so much font formatting Run the spell checker in the document. To Turn Off the Spell that it is confusing. Try to limit yourself to two font Checker: types in the document. • Select Tools → Options from the menu, click the Spelling & Grammar tab, uncheck the Check spelling as you type check box and click OK.
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Lesson 1-21: Formatting Text
Center Decrease Figure 1-41 indent Style list Font list Size list Bold Underline Justify Bullets Shading The Formatting toolbar. Figure 1-42 The Font dialog box. Figure 1-41 Style list Font list Italics Align Align Numbering Borders Font color arrow arrow left left Increase indent
The currently Select the font type. L IC3 selected font type (Bold and/or Italic)
Objective: 2.1.3.8 Select the font type Change the size of Req. File: Text the font Formatting.doc Change font color Special font Underlining options formatting effects
Preview of the current font settings Make the current font settings the default font for Figure 1-42 Word
You can emphasize text in a document by making the text darker and heavier (bold), slanted (italics), larger, or in a different typeface (or font). One of the easiest ways to apply character formatting is to use the Formatting toolbar, which includes buttons for the most common character and paragraph formatting options. However, to see every possible character formatting option, you need to use the Font dialog box.
1. Navigate to your Practice folder, open the document named Text Bold button Formatting, and save it as Month in Review. Other Ways to Bold: If you don’t know where your practice files are located, ask your instructor for help. • Select Format → Font 2. Press
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4. Click the Bold button on the Formatting toolbar.
The Bold button on the Formatting toolbar is no longer depressed. You can also change the formatting of existing text by simply selecting the text and then formatting it. Try Italics button selecting and then formatting some text now. Other Ways to Italicize: 5. In the first paragraph, select the text First Quality Airlines. • Select Format Font You can format the text now that it is selected. from the menu, select Italic from the Font Click the Italics button on the Formatting toolbar. 6. Style box, then click The selected text “First Quality Airlines” appears in Italics. OK. Besides applying Italics and Bold to text, you can also change the font type and font • Press
1. Select the text you want to format. 2. Select Format → Font from the menu. 3. Make formatting changes in the dialog box. 4. Click OK.
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Lesson 1-22: Applying Subscript and Superscript
Figure 1-43 The currently The Font dialog box. Select the font type. selected font type (Bold and/or Italic)
Select the font type Change the size of the font
Change font color L IC3 Underlining options Objective: 2.1.3.8 Special font formatting effects Req. File: Previous lesson file Preview of the current font settings Make the current font settings the default font for Figure 1-43 Word
There will likely be many occasions that require the use of superscripted or subscripted formatting in your text. Superscript text refers to text that is slightly above the line. Subscript text refers to text that is slightly below the line. For example, scientists use a subscript often to write chemical formulas, such as H2O or CO2. You’ve also probably seen numbers that use a superscript, such as April 5th. Fortunately, working with subscript and superscript is very simple. You will learn how to use both font formats in this lesson.
1. In the first paragraph, select the th in April 5th. Let’s begin by applying a superscript to the “th” in April 5th. 2. Select Format → Font from the menu. The Font dialog box appears. This is where you can control any type of formatting you want to apply to text. What we’re interested in, however, is in the Effects area. 3. Check the Superscript check box. A preview of how the formatting will appear is shown in the Preview area. Notice that the font is smaller and is higher on the line. 4. Click OK. The Font dialog box closes and you return to the original document. The font is changed from the 5th, to 5th. Let’s apply it to the other date, April 15th. 5. Select the th in April 15th. Press
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Oftentimes, Word will automatically apply superscript formatting where it is needed. In fact, some versions of Word would automatically apply superscript formatting to the date April 5th. Applying a subscript formatting is similar. Here’s how to do it… 6. In the last line, select the 2 in H2O. This common chemical formula for water is usually written with the 2 slightly below the line; subscript formatting will take care of this. 7. Select Format → Font from the menu. Again, the Font dialog box appears. 8. Check the Subscript check box. Click OK. The 2 appears slightly below the line, so the formula appears as H2O. 9. Save your changes and close the file. Superscript and subscript formatting may seem like small detail, but their importance is significant; without the correct formatting, you might communicate the wrong idea. For example, the equation E=MC2 is completely different from this one: E=MC2. Table 1-12: Font Dialog Box Formatting Options explains the different options in the Font dialog box.
Table 1-12: Font Dialog Box Formatting Options Option Description Font Displays and allows you to change the font from those installed on your computer
Font style Formats the style of the font: Regular (no emphasis), Italic, Bold, and Bold Italic
Size Displays and allows you to increase or decrease the size of the font
Underline Style Displays and allows you to change font underlining styles and colors and Color
Color Display and allows you to change the font color
Effects Allows you to add special effects to fonts as follows: Quick Reference To Apply Subscript or Strikethrough Shadow SMALL CAPS Superscript Formatting: Double strikethrough ALL CAPS 1. Select the text you want to format. Superscript EEEmmmbbbooossssss Hidden* 2. Select Format → Font from the menu. Subscript EEEnnngggrrraaavvveee 3. Check the Superscript or Subscript check box. * Hidden text does not normally appear when the document prints—it is used to 4. Click OK. keep notes to yourself that you do not want to be printed.
Default Makes the current font formatting the default font. Word will use it automatically whenever you create a new document. Be very careful about using this option!
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Lesson 1-23: Inserting a Picture
Figure 1-44 The Microsoft Clip Gallery. Figure 1-45 A clip art picture is easy to insert. Figure 1-46 The updated document with a clip art picture Figure 1-45 added. Type what you’re …or select the category Select the clip art looking for here… of clip art you want to graphic you want use. and click Insert Figure 1-44 clip.
L IC3 Trek Across Britain North Shore Travel is proud to present Trek Across Britain, a historical tour that Objective: 2.1.3.9 includes stops at two beautiful and educational destinations. Trek Across Britain will visit Stonehenge and Stratford-upon-Avon. Req. File: Pictures, Images, Charts.doc
Figure 1-46
Microsoft Office comes with several thousand graphics that you can use to make your documents more visually attractive. The Word clip art is stored and managed by a program called the Microsoft Clip Art Gallery (Microsoft never has been very imaginative when it comes to naming their products). The Clip Art Gallery program categorizes its pictures by topic—such as holidays, business, or sports—making it easier to find a clip art graphic for your specific needs.
1. Navigate to your Practice folder and open the Pictures, Images, Charts file. Save the file as British History. If you don’t know where your Practice file is located, as your instructor for help. 2. Place your insertion point below the first body paragraph, which begins North Shore Travel is proud to present. This is where we want to add a clip art picture. 3. Select Insert → Picture → Clip Art from the menu. Inserting a Clip The Microsoft Clip Gallery window appears, as shown in Figure 1-44. Your Clip Art Art Graphic Gallery window may look slightly different, depending on how much Clip Art is installed on your computer. Microsoft Office 2000 comes with a small selection of clip art pictures you can use in your documents. The pictures are categorized and indexed by keywords, making it easier to find what type of picture you want to use.
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4. Type England in the Search for clips text box. Press
Table 1-13: The Insert Picture Menu Insert Description
Clip Art Opens the Clip Gallery where you can select a clip art image to insert. Quick Reference To Insert a Clip Art From File Inserts a graphic file created in another program. Graphic: 1. Select Insert → Picture AutoShapes Inserts a ready-made shape, such as a circle, rectangle, star, arrow, etc. → Clip Art from the menu. Organization Chart Inserts a Microsoft Organization Chart object into worksheet. 2. Type the name of what WordArt Creates spectacular text effects, such as . you’re looking for in the Search for clips box and From Scanner Scans an image and inserts it at the insertion point. press
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Lesson 1-24: Inserting, Selecting and Resizing an Image File
Figure 1-47 Select the graphic file you want to The Insert Picture dialog insert. box. Figure 1-48 Resizing an image. Figure 1-49 The updated document with a resized external picture file. Figure 1-47
Stonehenge Stonehenge A Bronze Age artifact A Bronze Age artifact L IC3 Our first stop will be the mystical Stonehenge, a monolithic artifact from the Our first stop will be the mystical Stonehenge, a monolithic artifact from the Bronze Age. Many believe Stonehenge was created for astrological Bronze Age. Many believe Stonehenge was created for astrological observation. observation. Objective: 2.1.3.9 and 2.1.3.10 Req. File: Previous lesson file and stonehenge.jpg
Figure 1-48 Figure 1-49
If the Microsoft Clip Gallery doesn’t have the graphic you’re looking for, you can insert graphics created with other programs. There are many other clip art collections available that are much larger than the Microsoft Clip Gallery. Additionally, you can use graphics and pictures created with graphics programs such as Microsoft Paint (which comes with Windows) or Corel Draw. In this lesson, you will learn how to insert an image on file into a document.
Inserting a 1. Make sure you’re on page 2, and place the insertion point below the body Picture File paragraph, which begins One of our first stops will be the mystical Stonehenge. This is where you want to insert a picture. 2. Select Insert → Picture → From File from the menu. The Insert Picture dialog box appears, as shown in Figure 1-47. This is where you need to specify the name and location of the graphic file to be inserted into your document. 3. Navigate to your practice folder. All the graphic files located in your practice disk appear in the file window.
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4. Select the stonehenge file. Your dialog box may display a preview of the graphic in the right side panel of the Insert Picture dialog box. 5. Click the Insert button to insert the Stonehenge picture. Word inserts the Stonehenge picture into the current document. The picture appears The procedure is the inline in the paragraph and Word treats the picture just like a text character. same for selecting You may notice that the Stonehenge image doesn’t quite fill up the page. To make it a pictures, images, and better match for the page, let’s resize the image. But first, we have to select the image. charts: click on the object to select it. 6. Click on the Stonehenge image. Notice that eight sizing handles appear around the image, indicating that the image is selected. 7. Place your cursor on the lower right corner until the cursor changes to a The procedure is the . Click and drag down and to the right to increase the size of the image. same for resizing Once you start to drag the image, the cursor will turn to crosshairs and a dashed line pictures, images, and appears as shown in Figure 1-48. The dashed line indicates how large the image will be charts: select the when you let go of the mouse button. object, then click and drag a sizing handle to Release the mouse button. 8. resize the object. The size of the image is increased.
Table 1-14: Keystroke/Mouse Combinations Hold Down This Key While Dragging This To Do This Nothing An object’s sizing handles Resize the object
To Select a Picture, Image, or Chart: • Click on the object to select it. To Resize a Picture, Image, or Chart: 1. Select the object. 2. Place your cursor over a sizing handle. 3. Click and drag the object to the desired size, then release the mouse button.
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Lesson 1-25: Duplicating, Moving, and Deleting an Object
Figure 1-50 Use the Cut, Copy, and Paste The page with a duplicate buttons on the toolbar to picture. duplicate and move objects.
L IC3 Objective: 2.1.3.10 Req. File: Previous Lesson file
Figure 1-50
Before you can duplicate (copy), move (cut), or delete anything in a document, you have to select the object. If you already know how to copy, cut, and paste text, this lesson will be easy Copy button because the procedure to duplicate and move objects is the same. Other Ways to Copy: First, you must select the object you want to duplicate. • Select Edit → Copy from the menu. 1. Select the England picture on the first page of the document. • Press
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5. Scroll down to the second page of the document. Cut button Let’s try cutting and pasting the Stonehenge image. Other Ways to Cut: 6. Select the Stonehenge image. Select Edit → Cut from the menu. • Select Edit → Cut from As you can see, the Stonehenge image is no longer on the page; it has been moved to the menu. the clipboard so you can paste it elsewhere. • Press
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Lesson 1-26: Drawing on Your Documents
Select Object Draw Draw Insert Line Arrow 3-D Figure 1-51 Tool Arrow Oval WordArt Line Color Style Style Effects The Drawing toolbar. Figure 1-52 Drawing Rotate Insert Draw Draw Fill Object Font Color Dash Shadow The procedure for drawing menu AutoShape Line Rectangle Color Style a line or shape on a Figure 1-51 Insert Text document. Box Figure 1-53 1. Click the line or shape you want to The updated document draw on the with lines added. Drawing toolbar Black Hills, S.D.
2. Move the Philadelphia pointer to the starting point of the line or shape and click and hold the mouse button L IC3 New Orleans Objective: 2.1.3.11 Figure 1-53 Req. File: Drawing.doc 3. Drag the pointer to the ending point of the shape or line and release the mouse button
Figure 1-52
Most of Word’s drawing tools can be found by summoning the Drawing toolbar. The Drawing toolbar is the electronic equivalent to the crayons, paint brushes, scissors, and colored pencils you used in elementary school. The Drawing toolbar contains tools for drawing lines, shapes, and arrows, and for formatting graphic objects with different coloring, shadow, and 3-D effect effects. To summon the Drawing toolbar, either click the Drawing button on the Standard toolbar or select View → Toolbars → Drawing from the menu. The shapes, lines, and text boxes you can add to your documents are called drawing objects. Drawing button Here are some tips about drawing objects: Other Ways to Display • By default, most drawing objects “anchor” or attach themselves to the nearest paragraph. the Drawing toolbar: If you move the paragraph, the drawing object will move along with it. • Select View → • You can delete drawing objects from your documents by clicking them to select them and Toolbars → Drawing then pressing the
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1. Open the document named Drawing and save it as American History. In order to draw on your document, you first have to summon the Drawing toolbar… 2. Click the Drawing button on the Standard toolbar. Line button The Drawing toolbar appears, as shown in Figure 1-51. This document is supposed to show the destinations of a tour package, but if you look closely, you’ll notice that several things are missing from it—such as some of the lines which connect text labels to points on the map. Go to the next step and we’ll learn how You can create to draw a line to fix this problem. perfect circles, squares, and straight Click the Line button on the Drawing toolbar. 3. lines by holding down The pointer changes to a , indicating that you can draw the selected shape. the
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Lesson 1-27: Aligning and Grouping Objects
Figure 1-54 Aligning Objects Grouping Objects The steps for aligning 1. Select the objects 1. Select the objects you want to align by you want to group by objects with one another. holding down the holding down the
2. Select Draw → Align 2. Select Draw → → and select the Group from the alignment from the Drawing toolbar Drawing toolbar L IC3 Objective: 2.1.3.11 Req. File: Previous Lesson file
The objects are aligned with one The objects are another grouped together as a single object Figure 1-54
Figure 1-55
Documents that have lots of pictures and drawing objects scattered randomly about them look Select more than one terrible. The Align command, located under the Draw button on the Drawing toolbar, aligns object by holding down objects relative to one another. You can align objects so that they are lined up with one the
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• Hold down the
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Lesson 1-28: Layering Objects
Figure 1-56 4. Bring to Front French Rule Layer 1 (Top) Here, the Mardi Gras text 3. Bring to Front Layer 2 object appears before the Spanish Rule mask. 2. Bring to Front Layer 3 Figure 1-57 1. Bring to Front Layer 4 American Rule By clicking the Draw Layer 5 (Bottom) Figure 1-56 button on the Drawing Figure 1-58 toolbar and selecting Order → Send Backward, the Mardi Gras text object New Orleans is sent behind the mask. America’s Most Distinct City • French Quarter French Rule Figure 1-58 • Uptown and the Spanish Rule The order in which you Garden District American Rule select and send objects to Figure 1-57 • Cemeteries the front or back is very • River Road Plantations important, as shown here. Figure 1-59 Figure 1-59 The updated document with the objects properly layered. Whenever you have more than one object on the page, it’s possible for one or more objects to overlap one another. This presents you with a problem: how can you make sure one object appears in front of, or in back of, another object? Word (and most other drawing programs) solves this problem by layering objects, like a stack of papers. The first object you draw is on the bottom layer, and the last object you draw is on the top layer. Of course, you can change L IC3 the order in which objects appear in front or back, and that’s the topic this lesson. Objective: 2.1.3.11 There are four layering commands: Req. File: Previous Lesson • Bring to Front: This places the selected object to the very top layer of the document. file All other objects will appear behind the selected object. • Send to Back: This places the selected object to the very back layer of the document. All other objects will appear in front of the selected object. • Bring Forward: Brings the selected object one layer up on the document • Send Backward: Sends the selected object one layer down on the document Ready to get some layering practice? Let’s get started.
1. Click
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When you want to layer several objects in a particular sequence, the order in which you select the object and then send it to the front or back is very important. For example, if you bring object A to the front (or on top), and then bring object B to the front (or on top), object A moves down one layer, so that it would appear behind object B if the two objects overlapped each other. Confused? Let’s try layering the objects in the document’s flowchart so you’ll better understand why the order in which you select and layer objects is so important. 3. Select the arrow between Spanish Rule and American Rule, click the Draw button on the Drawing toolbar, and select Order →Bring to Front. Word brings the selected arrow to the front layer, in front of both the Spanish Rule and American Rule boxes. We want the arrow to appear in front of the American Rule box, but not in front of the Spanish Rule box. Move on to the next step to bring the Spanish Rule box in front. Quick Reference 4. Select the Spanish Rule object, click the Draw button on the Drawing To Change the Order in toolbar, and select Order → Bring to Front. Which Objects Appear on Word brings the Spanish Rule object to the front layer, in front of the arrow that had a Document: previously been on the top layer. Notice that the bottom arrow still appears on top of 1. Select the object. the American Rule box, however. 2. Click the Draw button on Go to the next step and finish layering the object in the flowchart. the Drawing toolbar, 5. Follow the sequence shown in Figure 1-58 (you’re on Step 3) and layer select Order, and select the remaining arrow and French Rule box. one of the following layering commands: When you’re finished your document should look like the one in Figure 1-59. Had you selected the objects and brought them to the front in any other sequence, the objects Bring to Front: This wouldn’t appear in the correct order. places the selected object to the very top layer of the 6. Close the file without saving your changes. document. All other objects will appear behind the selected object. Send to Back: This places the selected object to the very back layer of the document. All other objects will appear in front of the selected object. Bring Forward: Brings the selected object one layer up on the document Send Backward: Sends the selected object one layer down on the document • The order in which you select and layer objects will determine the order in which they appear on the document. For example, the last object you bring to the front will always appear on the top layer.
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Lesson 1-29: Changing the Paper Orientation and Size
Figure 1-60 Select from several preset Comparison of portrait and paper sizes… landscape page orientations. …or specify the paper size by Figure 1-61 designating its Portrait width and height. The Paper size options in the Page Setup dialog Select the page box. orientation.
Landscape Figure 1-61 Figure 1-60 L IC3 Every document you print uses one of two different types of paper orientations: Portrait or Objective: 2.1.4.1 Landscape. In Portrait orientation, the paper is taller than it is wide—like a portrait painting. Req. File: Document In landscape orientation, the paper is wider than it is tall—like a painting of a landscape. Most Formatting.doc documents are printed using Portrait orientation. However, there are times you may want to use landscape orientation for your documents, like if you want to display a sign or a large, complex table. In this lesson, you will also learn how to print on different paper sizes. People normally print on standard Letter-sized (8½ × 11) paper, but Word can also print on other paper sizes, such as Legal-sized (8½ × 14) and other custom-sized paper. This means that you can use Word not only to print letters, but also postcards, tickets, flyers, and any other documents that use a non-standard paper size.
1. Navigate to your Practice folder and open the Document Formatting file. Save the file as Complaint Letter. Word is a little bit inconsistent when you format pages, because the Page Setup dialog box is located under the File menu, not the Format menu. 2. Select File → Page Setup from the menu. The Page Setup dialog box appears. The page orientation settings are located on the Paper Size tab. 3. Click the Paper Size tab. The Paper Size tab appears, as shown in Figure 1-61. 4. In the Orientation area, click the Landscape option. Notice how the preview area displays how your document will look with the new page orientation settings. 5. Click OK. The Page setup dialog box closes, and the document is changed from portrait to landscape orientation. Since this is a business letter, it really should be formatted in portrait orientation, so undo your paper orientation changes:
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6. Click the Undo button to undo our orientation changes. Most documents and letters are Letter (8½” × 11”) sized. There are times, however,
when you may find it necessary to create a document on irregular sized paper. You can adjust the page size on the Page Size tab on the Page Setup dialog box. Undo button 7. Select File → Page Setup from the menu. If necessary, click the Paper Size tab. The Page Setup dialog box appears. 8. Click the Paper size list arrow and select Legal. Notice how the Preview section displays what our paper size changes will look like. If you had clicked OK at this point, your document would be reformatted for Legal (8½ × 14 in) paper size. You may have already noticed the most common paper size options are listed in the Paper size list, but what if you’re working with a paper size that isn’t listed? Say, for example, a card? No problem—Word lets you enter the paper’s width and height for custom paper sizes. 9. Click the Width text box down arrow until it displays 5”. Notice how the Preview area shows how our document will look on paper that is 5 inches wide. Now try adjusting the paper’s height: 10. Click the Height text box down arrow until it displays 4.5”. There! Your document is formatted to fit on paper that is 5.0” × 4.5”. NOTE: Word may support all kinds of paper sizes, but your printer may not. Make sure your printer can handle the paper size you’re using before printing, unless you want to have a paper jam (or worse). Since you are working with a standard business letter in this lesson, Letter (8.5” × 11”) is fine, so cancel our paper size changes: 11. Click Cancel to cancel the paper size changes. Quick Reference Knowing how to change the orientation of a document is another skill that can be used with To Change a Page’s many other Windows-based programs. Word documents normally use Portrait orientation, but Orientation: other Windows programs may use Landscape orientation as their default, such as Microsoft 1. Select File → Page PowerPoint. Setup from the menu, and click the Paper Size tab. 2. In the Orientation section select either the Portrait or Landscape option. To Change the Paper Size: 1. Select File → Page Setup from the menu, and click the Paper Size tab. 2. Click the Paper Size list arrow to select from a list of common paper sizes. Or… Adjust the paper size manually by entering the paper’s size in the Width and Height text boxes.
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Lesson 1-30: Adjusting Margins
Top margin Figure 1-62 A document’s margins. Left margin Right margin Figure 1-63 The Margins tab in the Page Setup dialog box. Bottom margin Figure 1-62
Adjusts the document’s margins L IC3 Adds extra Objective: 2.1.4.1 space to the Req. File: Previous Lesson inside margin for bound file documents Applies the The distance margin setting between a to the whole document’s document or header and the current footer and the section edge of the paper Makes the current Adjusts the margins so that when you Figure 1-63 margins the print on both sides of the page, the default for all inside margins of facing pages are documents the same width, and the outside margins are the same width
You’re probably already aware that margins are the empty space between a document’s text Although it’s not and the left, right, top, and bottom edges of a page. Word’s default margins are 1inch margins recommended (due to at the top and bottom, and 1.25 inch margins to the left and right. You can also change the its inaccuracy), you can default margins if Word’s are not to your liking—for example, many people have their default also adjust the margins all set at 1 inch. margins on a page by This lesson explains how to change a document’s margins. There are many reasons to change clicking and dragging the margins for a document: to make more text fit on a page, for binding documents, or for the left or right leaving a blank area on a document for notes. It’s important that you don’t confuse adjusting a margin line on the document’s margins with adjusting a paragraph’s indentation. Changing a document’s margins ruler. effects the entire document and every paragraph in it. Changing a paragraph’s Indentation indents only the selected paragraph(s)—it doesn’t affect the rest of the document. Word’s default margins are 1 inch on 1. Select File → Page Setup from the menu. Click the Margins tab if it is the top and bottom not currently in front. and 1.25 inches on the The Page Setup dialog box appears, as shown in Figure 1-63. This is where you can left and right. view and adjust the margin sizes for our document. Notice there are margins settings in the Top, Left, Right, and Gutter boxes.
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2. Type .8 in the Top Margin box or press the Top Margin box down arrow until .8” appears in the box. This will change the size of the top margin from 1.0 inch to 0.8 inch. Notice that the Preview area of the Page Setup dialog box gives you a preview of what your document will look like with your new margin settings. Now change the bottom margin. Type in the box or press the Bottom Margin box 3. .8 Bottom Margin If you intend to bind a down arrow until .8” appears in the box, and then click . OK document and require The Page Setup dialog box closes and the top and bottom margins are changed from extra space for the 1.0 inch to 0.8 inch. plastic bindings, use Use the same procedure for changing the margins for the right and left sides of the the Gutter setting on document. the Margins tab. You probably already know the importance of margins and learning how to adjust them. But you may not know that many other Windows programs, such as Microsoft Excel and PowerPoint, also use margins. Once you have mastered changing the margins in one program, the procedure is almost entirely the same in other Windows programs.
Quick Reference To Change a Document’s Margins: 1. Select File → Page Setup from the menu, and click the Margins tab. 2. Adjust the top, bottom, left, and/or right margins as necessary. Or… • Click and drag the Left or Right margin line on the ruler.
2005 CustomGuide, Inc. 72 IC3 Module 2 – Key Applications
Lesson 1-31: Previewing and Printing a Document
Figure 1-64 The Print Preview screen. Figure 1-65 The Print Preview toolbar. Figure 1-66 The Print dialog box.
Figure 1-64 Shrink Close L IC3 Print One Page Zoom to Fit Preview Objective: 2.1.4.2 and 2.1.4.3 Magnifier View Full Context Req. File: Previous Lesson Multiple Ruler Screen Sensitive Help Pages file Figure 1-65
Select the printer you want to use.
Specify which pages Specify how many of the document you copies you want to print. want to print.
Figure 1-66
Once you have created a document, you can create a printed copy of it (if your computer is connected to a printer). Before you print a document, it’s a good idea to preview it on your Print Preview button screen before sending it to the printer (and wasting paper if you see something that needs to be changed). This lesson will show you how to preview a document, how to choose print Other Ways to Preview: output options, and how to print. • Select File → Print Preview from the menu.
2005 CustomGuide, Inc. Chapter One: Common Program Functions 73
1. Click the Print Preview button on the Standard toolbar. Your document will be previewed on the screen, as shown in Figure 1-64. You can use the toolbar as shown in Figure 1-65 to view or adjust the document differently. Close the preview screen. Print button Other Ways to Print: 2. Click the Close button on the Print Preview toolbar. • Select File → Print You return to the document where you can make any changes to the document. from the menu. Now that you’ve previewed the document and it looks fine, let’s try printing the document. • Press . 3. Click the Print button on the Standard toolbar. The document is sent to the default printer connected to your computer using default settings (entire document, print on one side). NOTE: If you are covering this lesson in a classroom setting, your computer may not be set up for printing ability. If you don’t want to use the default settings, use the Print dialog box to specify print options such as which pages you want to print or number of copies. 4. Select File → Print from the menu. Quick Reference The Print dialog box appears, as shown in Figure 1-66. Using the print keystroke shortcut will open the Print dialog box as well. To Preview a Document on Let’s explore some of the options in the dialog box. Screen: 5. Look at the Page range section of the dialog box. • Click the Print Preview button on the Standard This area contains options that will allow you to specify exactly what you want to print toolbar. from the document. There are four options in this area: Or… • All: Prints all the pages in the document • Select File → Print • Current Page: Prints only the page where the insertion point is located. Preview from the menu. • Selection: Prints only selected text; this option isn’t available if you haven’t To Change Print Output selected any text in the document. Options: • Pages: Prints only the pages of the document you specify in the Pages box. 1. Click the Print button on Once you’ve specified what you want to print, you can specify how many copies you the Standard toolbar. want to print. Or… 6. Look at the Copies section of the dialog box. Select File → Print from Specify how many copies of the document you want to print here. Check the Collate the menu. check box to print the copies in binding order. Or… If you are hooked up to a network that has multiple printers, you can also choose which Press . printer you want to print from. The default printer is the one that appears in the dialog 2. Change the options in the box, but you can print from a different printer if you have multiple printers installed on Print dialog box. your computer. 7. In the Printer section at the top of the dialog box, click the Name list To Print a Document: arrow. • Click the Print button on If you have multiple printers installed on your computer, you will have multiple the Standard toolbar to options in the list. print using default settings. Once you have chosen your print options, you can click OK to print the document, or if you choose not to print, click the Cancel button. Or… 8. Click the Cancel button. • Select File → Print from the menu. The dialog box closes, and you return to the original Word document. Close out of the document and the Word program. Or… 9. Select File → Exit from the menu, and don’t save any changes. • Press . Both the document and Word program close. 2005 CustomGuide, Inc. 74 IC3 Module 2 – Key Applications Lesson 1-32: Changing Printer Settings and the Default Printer Clicking a tab lets Figure 1-67 you view and change those Right-click any printer in settings for your the Printers folder to printer change its settings. Select the port Figure 1-68 the printer uses The printer Properties dialog box will be different for every printer, depending on the printer’s features. Figure 1-67 L IC3 Objective: 2.1.4.4 Figure 1-68 Req. File: None Sometimes you may want a little more from your printer. For example, perhaps you have more than one printer connected to your computer and want to change the default printer. Maybe you want to take advantage of some of your printer’s more advanced features or are having trouble printing and want to look at your printer’s settings and find out what’s wrong. This lesson will show you how to change which printer your computer uses as the default Default Printer printer (where your computer prints everything unless you specify otherwise) and how to view and change the default settings for your printer. Quick Reference 1. Click the Start button and select Settings → Printers. To Change the Default The Printers window appears. Printer: 2. Right-click the printer you want to set as your new default printer and 1. Open the Printers folder select Set as Default from the shortcut menu. by clicking the Start The default printer displays a black checkmark ( ). Any documents you print will now button and selecting be sent to the default printer. Settings → Printers. You can also view the properties for all your printers from the Printers folder. Here’s 2. Right-click the desired how: printer and select Set as Right-click the printer whose properties you want to view and select Default from the shortcut 3. menu. Properties from the shortcut menu. The Properties dialog box for your particular printer appears, as shown in Figure 1-68. To View/Change a Keep in mind that every printer is different, so the Properties dialog box for your Printer’s Properties: particular printer may look a lot different from the one shown in Figure 1-68. All • Open the Printers folder, Printer Properties dialog boxes let you change the default options for your particular right-click the appropriate printer—what port it uses, its print quality, etc. printer, and select 4. Click Cancel to close the Properties dialog box, then close the Printers Properties from the folder. shortcut menu. 2005 CustomGuide, Inc. Chapter One: Common Program Functions 75 Lesson 1-33: Using the Print Manager Figure 1-69 The Print Manager window. L IC3 Objective: 2.1.4.4 Req. File: None Figure 1-69 The time between sending a file to a printer and the file being printed is short. In that small Other Ways to Pause, time frame, if you ever want to view a print job’s progress, pause, restart, or delete a print job, Resume, Restart, or you can do so with the print manager. Cancel printing: • Click the Document 1. After sending a file to the printer, double-click the Printer icon in the menu in the Print system tray located at the lower right corner of the screen. Manager window and The print manager icon only appears when a file has been sent to the printer. If you select an option from click this icon, a window appears on your desktop, similar to the one shown in Figure the menu. 1-69. All of the files in the printer queue appear in this window. Or… Note that there are a number of different columns in the window. These are useful for • For multiple file determining the print job’s progress and status. For example, look at the Status and commands, click the Pages columns in the window. You can tell that the print job is currently being printed, Printer menu in the and that it’s half finished (20 of the 41 pages have been printed). Print Manager window. The print manager window is also where you can control the status of the print job. 2. Right-click the print job. Select an option from the shortcut menu, as shown in Figure 1-69. Quick Reference Canceling a print job is the same as deleting it. The printer changes the status of the To View Print Job print job according to the option selected from the shortcut menu. The same options are Progress: available in the Document menu. To control the status of multiple files in the printer queue, select the Printer menu. • Double-click the printer icon in the system That’s all you need to know about printing for now. You’ll become more familiar with tray and check the file’s using properties and other print features as you use them. progress in the Print Manager. To Change Print Job Status: • Right-click the print job in the Print Manager window and select an option from the shortcut menu. 2005 CustomGuide, Inc. 76 IC3 Module 2 – Key Applications Chapter One Review Lesson Summary Opening and Closing Word • To Start the Microsoft Word Program: Click the Windows Start button and select Programs → Microsoft Word. • To Close the Microsoft Word Program: Click the Word Program Close button, or select File → Exit from the menu. Getting Help from the Office Assistant • You can ask the Office Assistant (the cute animated character) your questions in conversational English. • To Get Help from the Office Assistant: Press Changing the Office Assistant and Using the Help Button • To Change Office Assistants: If necessary, select Help → Show the Office Assistant from the menu. Right-click the Office Assistant and select Choose Assistant from the shortcut menu. Click the Next or Back buttons until you find an Office Assistant you like, then click OK. • To Hide the Office Assistant: Right-click the Office Assistant and select Hide from the shortcut menu. • To See what a Control in a Dialog Box Does: Click the dialog box Help button (located right next to the Close button) and click the control you want more information on with the pointer. Understanding the Program Screen • Be able to identify the main components of the program screen. Using Menus • To Use a Menu: Either click the menu name with the mouse pointer or press the 2005 CustomGuide, Inc. Chapter One: Common Program Functions 77 Displaying and Hiding Toolbars • To Display or Hide a Toolbar: Select View → Toolbars from the menu and select the toolbar you want to display or hide or right-click any toolbar or menu and select the toolbar you want to display or hide from the shortcut menu. • To Stack the Standard and Formatting toolbars in Two Separate Rows: Word 2000 places the Standard and Formatting toolbars together on the same row. To stack these toolbars on separate rows, select View → Toolbars → Customize from the menu and remove the check from the Standard and Formatting toolbars share one row check box. Working with Multiple Documents and Windows • To Open Multiple Adjacent Documents (Shift key): Click the Open button on the Standard toolbar, or select File → Open from the menu, or press Viewing a Document and Using Zoom • To Switch between Outline, Normal, and Print Layout Views: Click the View button on the horizontal scroll bar for the view you want or select View from the menu and select the view you want. • To Change the Zoom Level of a Document: Select the zoom level from the Zoom list box on the Standard toolbar. Or, select View → Zoom from the menu, select the zoom level you want, and click OK. • To View a Document in Full Screen Mode: Select View → Full Screen from the menu. Creating a New Document • To Create a New Blank Document: Click the New Blank Document button on the Standard toolbar or select File → New from the menu or press Opening and Closing a Document • To Open a Document: Click the Open button on the Standard toolbar, or select File Open from the menu, or press 2005 CustomGuide, Inc. 78 IC3 Module 2 – Key Applications • To Close a Document: Click the document window Close button, or select File → Close from the menu, or press Saving a Document • To Save a Document: Click the Save button on the Standard toolbar, or select File → Save from the menu, or press Saving a Document with a Different File Name or Type • To Save a Document in a New File with a Different Name: Select File → Save As from the menu, type a new name for the document and click OK. • To Save an Existing Document as a Different File Type: Select File → Save As from the menu, click the Save as type list arrow and select the file type you want to use. Click OK. Navigating Open Files • Press Inserting Text • To Insert Text in a Document: Place your insertion point in the document and begin typing. Editing and Deleting Text • To Move the Insertion Point: Use the arrow keys or move the I-beam pointer where you want with the mouse and then click. • To Insert Text: Move the insertion point where you want to insert the text and then type the text you want to insert. • To Delete Text: Use the Copying and Pasting Text • To Copy Something: Select the text and copy it using one of the following methods: 1) Click the Copy button on the Standard toolbar. 2) Select Edit → Copy from the menu. 3) Press 2005 CustomGuide, Inc. Chapter One: Common Program Functions 79 Cutting and Pasting Text • To Cut Something: Select the text and cut it using one of the following methods: 1) Click the Cut button on the Standard toolbar. 2) Select Edit → Cut from the menu. 3) Press Using Undo, Redo, and Repeat • To Undo: Click the Undo button on the Standard toolbar, or select Edit → Undo from the menu, or press Finding and Replacing Text • To Find Text: Select Edit → Find from the menu, or press Checking Your Spelling • Word automatically underlines spelling errors with red and grammar errors with green. • To Correct a Spelling Error: Right-click a spelling or grammar error to bring up a shortcut menu with suggestions for spelling, or grammar corrections for the error. Or, click the Spelling and Grammar button on the Standard toolbar and select the correct spelling from the dialog box. • Add words to the spelling dictionary by right-clicking the red underlined word you want to add and selecting Add from the shortcut suggestion menu. • Ignore spelling and grammar errors by right-clicking the red underlined word and selecting Ignore All from the shortcut suggestion menu. • To Turn Off the Spell Checker: Select Tools → Options from the menu, click the Spelling & Grammar tab, uncheck the Check spelling as you type check box, and click OK. Formatting Text • To Bold Text: Click the Bold button on the Formatting toolbar or press 2005 CustomGuide, Inc. 80 IC3 Module 2 – Key Applications • To Underline Text: Click the Underline button on the Formatting toolbar or press Applying Subscript and Superscript • Select the text you want to change and select Format → Font from the menu. Check the Superscript or Subscript check box and click OK. Inserting a Picture • To Insert a Clip Art Graphic: Select Insert → Picture → Clip Art from the menu, type the name of what you’re looking for in the Search for clips box and press Inserting, Selecting, and Resizing an Image File • To Insert an Image File: Select Insert → Picture → From File from the menu, then select the file location and name, and click OK. • To Select a Picture, Image, or Chart: Click on the object to select it. • To Resize a Picture, Image, or Chart: Click on the object to select it, drag the object’s sizing handles until the shape reaches the desired size, and release the mouse button. Duplicating, Moving, and Deleting an Object • To Duplicate (Copy) an Object: Click the Copy button on the Standard toolbar. Or, select Edit → Copy from the menu. Or, press Drawing on Your Documents • To Display the Drawing Toolbar: Click the Drawing button on the Standard toolbar or select View → Toolbars → Drawing from the menu. • To Draw an Object: Click the object you want to draw on the drawing toolbar (such as a line or circle) and draw your shape by clicking on the document with the pointer and dragging until the shape reaches the desired size. • To Resize an Object: Click the object to select it, drag the object’s sizing handles until the shape reaches the desired size, and then release the mouse button. 2005 CustomGuide, Inc. Chapter One: Common Program Functions 81 Aligning and Grouping Objects • To Select Multiple Objects: Press and hold down the Layering Objects • To Change the Order in Which Objects Appear in a Document: Select the object, click the Draw button on the Drawing toolbar, select Order and select one of the following layering commands: Bring to Front: Places the selected object to the very top layer of the document. All other objects will appear behind the selected object. Send to Back: Places the selected object to the very back layer of the document. All other objects will appear in front of the selected object. Bring Forward: Brings the selected object one layer up on the document. Send Backward: Sends the selected object one layer down on the document. • The order in which you select and layer objects will determine the order in which they appear on the document. For example, the last object you bring to the front will always appear on the top layer. Changing the Paper Orientation and Size • To Change a Page’s Orientation: Select File → Page Setup from the menu, and click the Paper Size tab. In the Orientation section select either the Portrait or Landscape option. • To Change the Paper Size: Select File → Page Setup from the menu, and click the Paper Size tab. Click the Paper Size list arrow to select from a list of common paper sizes. Or, adjust the paper size manually by entering the paper’s size in the Width and Height text boxes. Changing the Margins • To Change a Document’s Margins: Select File → Page Setup from the menu, and click the Margins tab. Adjust the top, bottom, left, and/or right margins as necessary. Or, click and drag the Left or Right margin line on the ruler. Previewing and Printing a Document • To Preview a Document on Screen: Click the Print Preview button on the Standard toolbar, or select File → Print Preview from the menu. • To Change Print Output Options: Click the Print button on the Standard toolbar, or select File → Print from the menu, or Press . Change the options in the Print dialog box. • To Print a Document: Click the Print button on the Standard toolbar, or select File → Print from the menu, or press . 2005 CustomGuide, Inc. 82 IC3 Module 2 – Key Applications Changing the Default Printer and Printer Settings • To Change the Default Printer: Open the Printers folder by clicking the Start button and selecting Settings → Printers. Right-click the desired printer and select Set as Default from the shortcut menu. • To View/Change a Printer’s Properties: Open the Printers folder, right-click the appropriate printer, and select Properties from the shortcut menu. Using the Print Manager • To View Print Job Progress: Double-click the Printer icon in the system tray and check the file’s progress in the Print Manager. • To Change Print Job Status: Right-click the print job in the Print Manager window and select an option from the shortcut menu. Quiz 1. What is the keystroke shortcut to close a document? A. 2. The fastest, easiest way you can get help in Word is by: A. Asking the Office Assistant your question in ordinary English. B. Reading the manual that came with the program. C. Spending your day on the phone with Microsoft Technical Support. D. Pressing the 3. How do you open multiple documents in Word? (Select all that apply.) A. To select adjacent files, select the first file, press 4. You can only save documents as a Word document. (True or False?) 5. How do you view multiple documents at a time? A. You can’t: Word only displays one document at a time. B. Select Window → Arrange All from the menu. C. Select File → Arrange Windows from the menu. D. Tell the Office Assistant to arrange the windows. 6. Which key deletes text behind, or to the left of, the insertion point? A. 2005 CustomGuide, Inc. Chapter One: Common Program Functions 83 7. Which of the following are ways to save the current document? (Select all that apply.) A. Press 8. You’re working on your first novel and want to make it more dramatic. How can you replace every instance of the word “good” in your novel with “fantastic”? A. Select Edit → Replace from the menu, type “good” in the Find what text box, type “fantastic” in the Replace with text box and click Replace All. B. There isn’t any easy way – you’ll have to go through your novel and replace the words yourself. C. Click the Find and Replace button on the Standard toolbar, then follow the Find and Replace Wizard’s on-screen instructions to replace the word. D. Select Tools → Replace from the menu, type “good” in the Find what text box, type “fantastic” in the Replace with text box and click Replace All. 9. Which of the following is not a command to cut text or graphics? (Trick Question!) A. Click the Cut button on the Standard toolbar. B. Press 10. The size and orientation of Word documents cannot be changed. (True or False?) 11. You can display how a document will look when it’s printed by: A. Clicking the Print Preview button on the Standard toolbar. B. Selecting File → View Onscreen from the menu. C. Selecting View → WYSIWYG from the menu. D. Word is unable to display how documents will look when printed onscreen. 12. What does the little check mark next to a printer indicate in the Printer Folder? A. The printer power is on. B. The printer needs a maintenance check. C. The printer is broken. D. It is the default printer. 13. The Print Manager keeps track of the files waiting to be printed on a selected printer. (True or False?) Homework 1. Start the Microsoft Word program. 2. Navigate to your Practice Folder and open the Homework 1 file. 2005 CustomGuide, Inc. 84 IC3 Module 2 – Key Applications 3. Save the presentation as “Maytag Letter”. 4. Select the closing line “Wearing clean clothes,” and replace it with the text “Sincerely,” 5. Cut the text “We’d certainly appreciate it!” 6. Paste the text after “Let me know what you think!” 7. Delete the word “this” in the second line of the body paragraph and type “he” in its place. Then, insert the word “and” after the word “him” in the third line. 8. Change the font style and size of sender’s address to 14 pt Arial. 9. Click the Print Preview button on the Standard toolbar to preview your document. 10. Click the Save button on the Standard toolbar to save your document and then exit Microsoft Word. Quiz Answers 1. A. Press 2005 CustomGuide, Inc. Chapter One: Common Program Functions 85 10. False. Word documents can use portrait or landscape orientation, and the size of the page can also be changed. 11. A. Click the Print Preview button on the Standard toolbar to see how a document will look when it’s printed. 12. D. A checkmark next to a printer in the Printer Folder indicates it is the default printer. 13. True. The Print Manager keeps track of the files waiting to be printed. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions Chapter Objectives: Prerequisites • A computer with Word • Format a paragraph 2000 installed. • Create bulleted and numbered lists • How to open and close Microsoft Word. • Insert symbols and special characters • An understanding of • Insert the date and time and automatic page numbering basic computer functions (how to use • Insert comments and page breaks the mouse, keyboard, • Set, change, and remove tab stops menus and dialog boxes). • Create headers and footers • How to open and save • Add borders and shading to paragraphs a document. • Create, apply, and modify paragraph styles • Use the format painter • Use the thesaurus and word count • Track your changes • Create and modify a table Microsoft Word is a powerful word-processing software program that gives its users the tools necessary to create a variety of professional documents. Microsoft Word is the most widely used and, according to most reviews, the most powerful and user-friendly word-processing program available. This chapter includes the knowledge and skills required to perform functions specific to creating documents with a word processing program. You will learn about paragraph formatting (including line spacing, indenting, and creating bulleted and numbered lists), document formatting (including headers and footers), applying styles and other automatic formatting options, and creating and formatting tables. 88 IC3 Module 2 – Key Applications Lesson 2-1: Selecting and Replacing Text Figure 2-1 1. Position the I-beam or insertion point before or after the text that you want to Selecting several words. select. Figure 2-2 2. Click and hold down the left mouse button, drag the mouse across the text How to select text using you want to select, then release the the mouse. mouse button. Figure 2-3 3. If you want to replace the selected text, Selecting a line of text simply type in the new text – it will using the Selection bar. overwrite the selected text. Figure 2-1 Figure 2-2 L IC3 Objective: 2.2.1.2 Req. File: Memo.doc Figure 2-3 To replace text, select When you want to edit more than one character at a time, you must select it first. Many other the text you want to editing and formatting techniques, such as formatting text, also require that you select the text replace, then type the you want to modify. Actually, there are probably hundreds of reasons to select text in Word, so new text to replace it. this is a task you have to learn. 1. Open Microsoft Word. 2. Navigate to your Practice folder and open the Memo file. If you don’t know where your practice files are located, ask your instructor for help. 3. Place the insertion point in front of the words little more in the first sentence of the paragraph. Let’s select these two words using the mouse. 4. Place the insertion point in front of the words little more in the first sentence of the paragraph. Let’s select these two words using the mouse. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 89 5. Click and hold the left mouse button and drag the mouse across the words little more. When you’re done (the words should be highlighted), release the left mouse button. The words “little more” should be highlighted in black, as shown in Figure 2-1. Selecting text with the mouse can be a little tricky for some people, especially if you don’t have much experience using a mouse. You can use this same selecting method to select as little text (like a single character) or as much text (like an entire document) as you want. While text is selected, anything you type will delete the existing selected text and replace it with the new text. 6. Type less Your Organization’s Name Here 90 IC3 Module 2 – Key Applications Lesson 2-2: Formatting Paragraph Line Spacing Figure 2-4 Line spacing in the Single spacing Paragraph dialog box. Figure 2-5 Line spacing example. 1.5 line spacing Double spacing L IC3 Objective: 2.2.1.3 Figure 2-5 Req. File: Paragraph Figure 2-4 Select how much space you Formatting.doc want to appear between the lines in a paragraph. You’ve probably had a teacher, professor, or manager who would only accept double-spaced reports. Adding space between lines makes a document easier to read (and longer!). You can add as much or as little line spacing between the lines in your document as you want. This lesson shows you how. 1. Navigate to your Practice folder and open the Paragraph Formatting file. Save the file as Board Meeting. Ask your instructor for help if you don’t know where your Practice files are located. 2. Place the insertion point anywhere in the paragraph that starts with April turned out to be and select Format → Paragraph from the menu. The Paragraph dialog box appears. Look at the Line spacing text box: see how this paragraph’s line spacing is currently single spaced? You want to format this paragraph with 1.5 line spacing instead. 3. Click the Line Spacing list arrow. You have several line spacing choices: • Single: Line spacing that accommodates the largest font in that line, plus a small amount of extra space. This is the default setting for paragraphs. • 1.5 Lines: Line spacing for each line that is one-and-one-half times that of single line spacing. For example, if 10-point text is spaced at 1.5 lines, the line spacing is approximately 15 points. • Double: Line spacing for each line that is twice that of single line spacing. For example, in double-spaced lines of 10-point text, the line spacing is approximately 20 points • At least: Minimum line spacing that Word can adjust to accommodate larger font sizes that would not otherwise fit within the specified spacing. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 91 • Exactly: Fixed line spacing that Word does not adjust. This option makes all lines evenly spaced. • Multiple: Line spacing that is increased or decreased by a percentage that you specify. For example, setting line spacing to a multiple of 1.2 will increase the space by 20 percent, while setting line spacing to a multiple of 0.8 will decrease the space by 20 percent. Setting the line spacing at a multiple of 2 is equivalent to setting the line spacing at Double. In the At box, type or select the line spacing you want. The default is three lines. 4. Select 1.5 lines spacing from the list and click OK. The Paragraph dialog disappears and the selected paragraph is formatted with 1.5 line spacing. 5. Repeat Steps 1-3 for the two remaining body paragraphs that start with North Shore Travel will unveil its and The three-month long search for. Of course there are other line spacing options besides singles and 1.5 line spacing. Try formatting a paragraph with double spacing. 6. Place the insertion point anywhere in the paragraph that starts with April turned out to be and select Format → Paragraph from the menu. The Paragraph dialog box appears. 7. Click the Line Spacing list arrow and select Double spacing from the list. Click OK. The Paragraph dialog box disappears and the selected paragraph is formatted with double spacing. You don’t want the line spacing to be double-spaced, so undo the last formatting. 8. Click the Undo button to undo the previous paragraph formatting command. The selected paragraph’s line spacing returns to 1.5 line spacing. What if you want to format your paragraph’s line spacing with something that isn’t available on the Line Spacing list? For example, what if you want triple spacing? 9. Keeping the insertion point in the same paragraph, select Format → Quick Reference Paragraph from the menu. To Change Paragraph Line The Paragraph dialog box appears. Spacing: 10. Click the Line Spacing list arrow and select Exactly spacing from the 1. Select Format → list. Paragraph from the A number, probably 10 or 12-pt, will appear in the Line Spacing At text box to the menu to open the right. The Line Spacing At text box allows you to specify the exact amount of line Paragraph dialog box. spacing you want. Format the paragraph with triple line spacing, so enter 36-pt (12-pt 2. Click the Line Spacing to a line × 3 = 36-pt). list arrow and select the spacing option you want In the Line Spacing At text box type 36. 11. to use (Single, 1.5 lines, 12. Click OK. Double, At least, Exactly, or Multiple). The selected paragraph is formatted with 36-pt line spacing. 13. Click the Undo button to undo the previous paragraph formatting command. The selected paragraph’s line spacing returns to 1.5 line spacing. 14. Save your work. Your Organization’s Name Here 92 IC3 Module 2 – Key Applications Lesson 2-3: Formatting Spacing between Paragraphs Figure 2-6 The Paragraph dialog box. Enter the amount of space you want to leave before Figure 2-7 the first line of each selected paragraph. Spacing before and after a paragraph. Enter the amount of space you want to leave after each selected paragraph. L IC3 Figure 2-6 Objective: 2.2.1.3 Req. File: Previous Lesson Spanish Conquest Before paragraph file The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the Line spacing lazy dog. The quick brown fox jumps over the lazy dog. After paragraph The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. Figure 2-7 Adding space between the paragraphs in a document gives it structure and makes it easier to read. You’re probably already thinking, What’s so hard about adding space between paragraphs? All I have to do is hit the 1. Place the insertion point anywhere in the paragraph that starts with April turned out to be and select Format → Paragraph from the menu. The Paragraph dialog box appears. You need some space between this paragraph and the heading immediately above it. You could use the 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 93 3. Click OK. The Paragraph dialog disappears, and the selected paragraph is formatted with 12-pt spacing immediately above it. 4. Repeat Steps 1-3 for the two remaining body paragraphs that start with North Shore Travel will unveil its and The three-month long search for. You may have noticed that there is an After text box immediately below the Before text box in the Paragraph dialog box. That’s right, Word can also add spacing after a paragraph. 5. Place the insertion point anywhere in the first heading paragraph, The Month in Review, and select Format → Paragraph from the menu. 6. Click the up arrow to the right of the Spacing After text box so it displays 6 pt. This means you want 6 points of space to come after this paragraph. 7. Click OK. The Paragraph dialog box closes, and the selected heading is formatted with 6 pt spacing after it. Using the Paragraph dialog box to add space between paragraphs in a document is often easier than adding spacing with the Quick Reference To Adjust the Space above a Paragraph: 1. Select Format → Paragraph from the menu to open the Paragraph dialog box. 2. Specify how much space you want in the Spacing Before box. To Adjust the Space below a Paragraph: 1. Select Format → Paragraph from the menu to open the Paragraph dialog box. 2. Specify how much space you want in the Spacing After box. Your Organization’s Name Here 94 IC3 Module 2 – Key Applications Lesson 2-4: First Line and Hanging Indents Figure 2-8 First line indent Hanging indent First line indentation and Hanging indentation. Figure 2-9 First line indentation First line, Hanging, and Left indent Right indent Left indent markers on the Figure 2-9 ruler. Hanging indentation L IC3 Figure 2-8 Objective: 2.2.1.4 and 2.2.1.1 Besides the standard left and right indentations, Word also lets you create two types of special Req. File: Previous Lesson indentations: first line indentations and hanging indentations. A first line indentation lets you indent the first line of a paragraph independently of the other lines. Sometimes people indent file the first line of their paragraphs by a half-inch by pressing the Tab key, but you can also format the paragraph so that the first line is automatically indented a half-inch. It’s easier to show you what a Hanging indentation is rather than attempting to explain it—see Figure 2-8 for an example. The first line in the paragraph stays put while the other lines in the paragraph are indented. Hanging indentations are often used in bibliographies. 1. Place the insertion point anywhere in the paragraph under the heading The Month in Review and select Format → Paragraph from the menu. 2. Click the Special Indentation list arrow and select First line. Special Indentation Notice 0.5 automatically appears in the By text box, which will indent the first line of Section the paragraph a half-inch. If you wanted to indent the first line of the paragraph by an amount other than 0.5 inches, you would enter the amount in the By box. 3. Click OK. The first line of the paragraph is indented an additional half-inch. You can also use the ruler to indent the first line instead of using the Paragraph dialog box. Try it! 4. Click the Undo button to undo the previous paragraph formatting. First Line Indent 4. Market The first line of the paragraph is no longer indented. 5. Drag the First Line Indent marker on the ruler to the right, moving it to the next half-inch mark. The first line of the paragraph is indented a half-inch, just as in Step 3. Let’s move on to the other type of special indentation—the Hanging indent. 6. Place the insertion point anywhere in the paragraph under the heading Explore Canada Tour Package and select Format → Paragraph from the menu. The Paragraph dialog box appears. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 95 7. Click the Special Indentation list arrow and select Hanging. Again, 0.5 automatically appears in the By text box. 8. Click OK. The paragraph is formatted with a hanging indent, as shown in Figure 2-8. You don’t really need a hanging indent for this paragraph, so remove the special indent formatting. 9. Keeping the insertion point in the same paragraph, select Format → Paragraph from the menu. The Paragraph dialog box appears. 10. Click the Special Indentation list arrow, select (none), and then click OK. Quick Reference To Create a Hanging Indent: 1. Select Format → Paragraph from the menu. 2. Select Hanging from the Special box in the Indention section. 3. Enter the amount of the hanging indent in the By box, and click OK. Or… • Click and drag the Hanging Indent marker on the ruler (see Figure 2-8). To Indent Only the First Line of a Paragraph: 1. Select Format → Paragraph from the menu. 2. Select First line from the Special box in the Indention section. 3. Enter the amount of the hanging indent in the By box, and click OK. Or… • Click and drag the First Line Indent marker on the ruler. Your Organization’s Name Here 96 IC3 Module 2 – Key Applications Lesson 2-5: Creating Bulleted and Numbered Lists Things to buy: Figure 2-10 • Peas An example of a bulleted • Corn list. • Cod-liver Oil Figure 2-11 Bulleted List An example of a numbered list. Figure 2-10 Figure 2-12 The Bulleted tab under the How to turn on my computer: Bullets and Numbering 1. Take a deep breath. dialog box. 2. Press ON. Figure 2-13 3. Wait. Figure 2-12 The Numbered tab under Numbered List the Bullets and Numbering dialog box. Figure 2-11 Select Restart numbering if you want list numbering to start over at 1. L IC3 Select Continue previous list if you want to continue the previous list. For Objective: 2.2.1.5 example, if the last number in the Req. File: Previous Lesson previous list is 3, this list starts with 4. file Figure 2-13 You can make lists more attractive and easier to read by using bulleted lists. In a bulleted list, each paragraph is preceded by a bullet: a filled in circle or other character (•), not the type of bullet you load in a gun. Use bulleted lists when the order of the items does not matter. When the order of the items in a list does matter, try using a numbered list. Numbered lists are great when you want to present step-by-step instructions (like in this book!). When you work with a numbered list, Word takes care of the numbering for you—you can add or delete items in a list and they will always be numbered correctly. 1. Select the entire list at the end of the document, beginning with Written Bullets button formal client correspondence and ending with Purchase of a new H2O cooler. With the current formatting, it’s difficult to distinguish this as a list. Add some bullets to make it stand out. 2. Click the Bullets button on the Formatting toolbar. Bullets appear in front of each listed item. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 97 The Bullets button is really a toggle switch—clicking it once adds bullets, clicking it again removes them. Therefore, to remove bullets from a bulleted list, simply select the list and click the Bullets button. Applying numbers to a list is just as easy. 3. With the same list still selected, click the Numbering button on the formatting toolbar. Viola! The bulleted list is changed to a numbered list. The Numbering button is also a toggle switch—clicking it once adds numbers, clicking it again removes them. Therefore, to remove numbers from a numbered list, simply select the list and click the Numbering button. Place the insertion point at the end of the Purchase of a new H O 4. 2 cooler line. Numbering button 5. Press Your Organization’s Name Here 98 IC3 Module 2 – Key Applications Lesson 2-6: Creating a Document in Outline View Figure 2-14 Normal view and Print Layout view are great for editing the text in a document, but not for working with the document’s overall structure. Figure 2-15 The same document displayed in Outline view. Figure 2-14 Figure 2-15 Outline View button Figure 2-16 Promote Demote Move text Collapse Display all Hides or displays The Outlining toolbar. heading to body down one the paragraphs, character level text line heading including body text formatting Demote Move Expand Displays only Hides or displays Master heading text up the paragraphs up to (and all but the first document level one line heading including) the selected line of the body buttons L IC3 number text Figure 2-16 Objective: 2.2.1.6 Req. File: None Anytime you create a long document that contains several topics, you should consider using Word’s outlining features. Word’s Outline View helps you to organize your ideas and topics when you create a long document. You can also use Outline View to view longer documents, separating the “forest from the trees” by collapsing, or hiding, the text in the document so that only the document’s headings appear. This lesson shows you how to use Outline View to outline several topics and subtopics for a longer document. Outline View button 1. Start a new document in Word. Other Ways to Switch to Outline View: 2. Click the Outline View button located on the horizontal scroll bar near • Select View → Outline the bottom of the screen. from the menu. The main document window changes to outline view. Outline view makes it much easier to create, view, and organize an outline. 3. Type Executive Summary. Look at the Style box. Notice the line is given a Heading 1 style. In case you’re wondering, a Heading 1 style is the highest level in an outline, a Heading 2 style would be the next highest level, and so on all the way down to Heading 9. The minus symbol ( ) located to the left of the line you just typed indicates the current heading does not contain any subordinate items, such as body text or subheadings. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 99 4. Press Your Organization’s Name Here 100 IC3 Module 2 – Key Applications Lesson 2-7: Inserting Symbols and Special Characters Figure 2-17 Select a symbol or character The Symbols tab of the from a different font. Insert Symbol dialog box. Figure 2-18 Select the symbol or character you want to insert. The Special Characters tab of the Insert Symbol dialog box. Insert the selected symbol. Figure 2-17 L IC3 Objective: 2.2.1.7 Req. File: Prev. Lesson file Figure 2-18 Believe it or not, you can enter many more characters and symbols in a document than can be found on the keyboard. For example, you can insert the copyright symbol (©), accented and foreign characters (Æ), silly characters (☺), and many, many more. In this lesson, you will learn how to insert several of these special symbols into a document. 1. Move the insertion point immediately after the word Microsoft. Make sure the insertion point is immediately after Microsoft—don’t even leave a space between the word Microsoft and the insertion point! You want to insert a Federal Registration symbol () here, since Microsoft is registered in the U.S. Patent and Trademark Office. 2. Select Insert → Symbol from the menu. The Insert Symbol dialog box appears, as shown in Figure 2-17. Your computer has more than one set of fonts installed, so you need to select which font family the symbol you want to insert comes in. Most fonts contain mainly letters, numbers, and punctuation; however there are several fonts that are made just for inserting symbols. Some of these fonts include: • Symbols: Common typographical symbols, such as ©, ÷, •, and →. • Wingdings: Small typographical pictures suitable for bullets, such as , ☺, , or . 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 101 3. Verify that Symbol appears in the Font box. (If it doesn’t, click the Font box list arrow, and select Symbol from the drop-down menu.) 4. Find and click the Registered symbol. The word find is emphasized here, because you’ll probably spend a few minutes Which symbols you are looking for the tiny symbol before you find it. presented with depend 5. Click Insert. on which fonts are 5. installed on your The Registered symbol is inserted immediately after the word Microsoft. computer. NOTE: Some symbols can be inserted using the keyboard, thanks to a feature called AutoCorrect. Here are a few of them. Press the Quick Reference To Insert a Symbol or Special Character: 1. Place the insertion point where you want to insert the character. 2. Select Insert → Symbol from the menu. 3. Select the symbol you want and click OK. Your Organization’s Name Here 102 IC3 Module 2 – Key Applications Lesson 2-8: Inserting the Date and Time Figure 2-19 The Date and Time dialog box. L IC3 Objective: 2.2.1.8 Req. File: Board Meeting.doc Figure 2-19 Check to automatically update the date or time when you print the document. In addition to inserting symbols and special characters, you can also insert the current date and time into a document. This can come in especially handy when sorting through the stacks and stacks of papers that have overtaken your desk. Good thing you inserted the date onto each document—otherwise, how could you organize them into deadline-related piles? 1. Navigate to your Practice folder and open the Board Meeting file you created earlier. If you don’t know where your practice files are located, ask your instructor for help. 2. Place the insertion point anywhere in the first line of the document. You can have Word Now let’s add a new line with the date. automatically insert 3. Press 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 103 4. Select Insert → Date and Time from the menu. The Date and Time dialog box opens, as shown in Figure 2-19. Word automatically inserts the date, based on your computer’s internal clock. Make sure that the Update Automatically check box is not checked, or the date will change every time you save or print the document. 5. Click the third option from the list, as shown in Figure 2-19, and click OK. Today’s date (or the date your computer thinks it is) is inserted into the document. We will be using this file again in an upcoming lesson, so don’t close it yet! Quick Reference To Insert the Date and Time: 1. Select Insert → Date and Time from the menu. 2. Select an option from the list and click OK. Your Organization’s Name Here 104 IC3 Module 2 – Key Applications Lesson 2-9: Inserting Comments Figure 2-20 The Comment pane. Figure 2-21 Display a comment by pointing at it. Comment indicator Close the comment L IC3 pane Objective: 2.2.1.9 Type your comments Req. File: Comments.doc here. Word adds the initials of the person who added the comment. Figure 2-20 Select whose comments Record a voice annotation if you have you want to review. a sound card and microphone Not Recommended. Figure 2-21 This lesson explains how to add comments to a document. Adding a comment to a document is like a sticking a Post-It note to it. You can use Word’s comments feature to add suggestions, Insert Comment button notes, or reminders to your documents and you can add a comment virtually anywhere in a document. Once you’ve added a comment to a document they appear in bold colors and are Other Ways to Insert a almost impossible to miss. Comments are easy to read too—you simply position the pointer Comment: over the comment and a window appears, displaying the comment’s text. • Select Insert → Comment from the 1. Navigate to your Practice folder and open the Comments file. menu. If you don’t know where your practice files are located, ask your instructor for help. 2. Move the insertion point to the very beginning of the third body paragraph beginning with I am enclosing… This is where you want to insert a comment. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 105 2. Click the Insert Comment button on the Reviewing toolbar. The Comment pane opens at the bottom of the document window, as shown in Figure 2-20. This is where you can enter comments or notes about a document to yourself or Delete Comment to other users. Notice the letters at the beginning of the comment—these represent your button initials so that other users can see who added the comment. The number after the Other Ways to Delete a initials is the comment number. Comment numbers are automatically ordered Comment: sequentially as you add and delete comments. • Right-click the comment NOTE: You can find and change the user information (where Word gets the initials marker and select for comments and other revisions features) by selecting Tools → Options Delete Comment from from the menu and then clicking the User Information tab. the shortcut menu. Also, notice the button with the Insert Sound Object button (the one with the picture of a tape cassette). You can click this button and record a voice annotation instead of typing a comment if your computer is equipped with a sound card and microphone (although voice annotations take up a lot more disk space than simple text annotations). In the Comments Pane, type Can we add our web address here?, 3. Quick Reference then click Close. Word adds the comment at the insertion point. Notice a comment marker—a small, To Insert a Comment: yellow box—appears where you added the comment. You can read a comment by 1. Place the insertion point simply placing the mouse pointer over the comment marker. where you want to insert 4. Move the mouse pointer over the comment marker until the pointer the comment. changes to a . 2. Click the Insert The comment appears in a yellow pop-up window, as shown in Figure 2-21. The Comment button on the comment pop-up window disappears when you move the mouse anywhere else in the Reviewing toolbar. document. Or… 5. Right-click the comment marker in the document and select Edit Select Insert → Comment from the shortcut menu. Comment from the menu. The Comment pane appears with the selected comment. Now you can make changes to To View a Comment: the comment. • Position the mouse 6. Move the insertion point to the end of the text in the comment and type pointer over the comment It’s www.northshoretravel.com., then click Close. marker until it changes to a and wait a few 7. Press Your Organization’s Name Here 106 IC3 Module 2 – Key Applications Lesson 2-10: Setting Tab Stops with the Ruler Figure 2-22 Tab stop at 1.5”. Tab stops. Figure 2-23 Different types of tab stops at the same location. Figure 2-23 Figure 2-22 Tab Alignment Box Click on the ruler Click to toggle between left, where you want set L IC3 center, right, and decimal a new tab stop. aligned tab stops. Objective: 2.2.1.10, 2.2.1.11, and 2.2.1.1 Req. File: Board Tabs make it easy to align text. Many novice word processors mistakenly use the Spacebar to Meeting.doc align text. The Tab key is more accurate, faster, and much easier to change. Each time you press the Tab key, the insertion point moves to the next tab stop. Word’s tab stops are set at every half-inch by default, but you can easily create your own tab stops. There are several different types of tab stops available: see Table 2-2: Types of Tabs for their description. Select Window → Board Meeting from the menu. 1. Show/Hide button The Board Meeting document appears on your screen. 2. Click the Show/Hide Paragraph button on the Standard toolbar. All the hidden characters in the document (spaces, tabs, and paragraph marks) appear, making it easier for you to see any tab marks. 3. Move the insertion point to the blank line directly under the first body paragraph, ending with The bookings and destination summary for the month of April is as follows: and press 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 107 6. Click the Tab alignment box so that the center-alignment tab marker appears, then click the 2-inch mark on the ruler. See Figure 2-22 if you have trouble finding the Tab Alignment box. The tab alignment box cycles between four different types of tab stop alignment: left, center, right, and decimal. The “Bookings” heading is aligned with the center-align tab stop. 7. Click the Tab alignment box until you see the right-alignment tab marker, then click the 3.5-inch mark on the ruler. The heading “Change from Last Month” is aligned with the right-aligned tab stop at the 3.5-inch mark on the ruler. The decimal tab is the most confusing of all the tab stops. It aligns numbers by their decimal point. If the number doesn’t have a decimal point—or if it’s not a number at Decimal-Align all, but text—it will align to the left of the decimal tab stop. Marker 8. Click the Tab alignment box until you see the decimal-alignment tab marker, then click the 5-inch mark on the ruler. The heading “Total Change” is aligned with the new tab stop at the 5-inch mark on the ruler. You can’t really see how decimal tabs work unless you’re working with numbers that have decimal places. Don’t worry; we’ll add some numbers in the next step. NOTE: Tab stops are added to the current or selected paragraph(s)—not the entire document. If you want your entire document to have the same tab stops, you would have to select the entire document first (hold down the see the type of tab you Left 1,000.00 Aligns the left side of text with the tab stop. want to use (left, center, right, and decimal) and Center 1,000.00 Aligns the text so that it is centered over the tab stop. then follow the previous steps to add the tab stop. Right 1,000.00 Aligns the right side of text with the tab stop. To Adjust a Tab Stop: • Click and drag the tab stop to the desired Decimal 1,000.00 Aligns text at the decimal point. Text and numbers before the decimal point appear to the left, the text position on the ruler. and numbers after the decimal point appear to the To Remove a Tab Stop: right. • Drag the tab stop from the ruler. Your Organization’s Name Here 108 IC3 Module 2 – Key Applications Lesson 2-11: Adjusting and Removing Tabs Figure 2-24 A paragraph’s tab settings. Change tab stops by dragging Figure 2-25 them on the ruler. The Tabs dialog box. Figure 2-24 Sets the default spacing between L IC3 Enter a measurement for tab stops a new tab stop, or click Objective: 2.2.1.11 an existing tab stop and Select the tab then type a new Req. File: Prev. Lesson file alignment. measurement for it. Tab stops in the selected Specify if you paragraph want to add a Leader to a tab stop. Figure 2-25 Set a tab Clears the Clears all tab stops for stop selected a tab the selected paragraph The last lesson focused on setting tab stops by using the horizontal ruler. In this lesson, you’ll learn how to add and modify tab stops by using the other method of setting tabs stops: the Tabs dialog box. The Tabs dialog box is slightly slower to work with than setting tabs with the horizontal ruler, but it is more accurate and gives you more options. Enough talking—let’s get started! 1. Select the entire list as shown in Figure 2-24. 2. Carefully drag the third to the right tab (the right-align tab above the Change heading) on the ruler from the 3.5” mark to the 3” mark. The entire Change column moves to the left a half-inch. This is another mouse operation that requires some mouse dexterity—if you aren’t extremely precise when you select and drag a tab you may accidentally add a new tab stop. Removing tabs is even easier than adjusting them—go ahead and try removing one: 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 109 3. With the text still selected, drag the fourth to the right tab (the decimal- align tab above the Total Change heading) down and off the ruler. When you remove a tab, the tabbed text moves to the nearest available tab stop, in this case messing up your list quite a bit. Add a left-align tab to replace the right-align tab you just removed. 4. Click the Tab alignment box until you see the Left tab marker, then click the 4.5-inch mark on the ruler. The last column is aligned with the new tab. Another way to add, adjust, and remove tabs is to use the Tabs dialog box. The Tabs Clicking the Clear All dialog box lets you add and adjust tabs by entering units of measurement, like 1.5 button removes all tab inches instead of sliding tab symbols on the ruler. The Tab dialog box allows you to be stop settings for the more precise when setting tab stops, and some people find it easier to use than setting selected paragraph(s). tabs on the ruler. 5. Make sure the entire list is still selected and select Format → Tabs from the menu. The Tabs dialog box appears, as shown in Figure 2-25. 6. Select the 2” from the Tab stop position list box and click Clear. This will remove the 2” tab—the one above the “Bookings” heading. The Tabs dialog box is convenient because you can precisely enter where you want a tab stop, instead of eyeballing it on the ruler. Type 1.8 in the Tab stop position text box, make sure the alignment 7. option is set to Center, and click Set. Show/Hide button This will add a new, centered 1.8” tab. 8. Click OK. The Tabs dialog box closes, and the “Bookings” column is aligned on the 1.8” centered tab. The Tabs dialog box also offers a setting that is not available on the ruler: leaders. A Quick Reference leader is a set of periods or lines that run from one place to another. Leaders make To Adjust a Tab Stop: reading lengthy lists and reference material easier and are usually found in the table of contents section of a report or book. Try adding a leader to one of your tab settings. • Click and drag the tab stop to the desired Keeping the same list selected, select Format → Tabs from the menu. 9. position on the ruler. 10. Select the 1.8” from the Tab stop position list box. To Remove a Tab Stop: • Drag the tab stop from Under Leader, click the 2 option to place a dotted leader before the tab 11. the ruler. stop. You could have also chosen a dash leader (3) or a line leader (4). To Use the Tabs Dialog box: 12. Click the Set button and click OK to close the dialog box. • Select Format → Tabs A dotted leader now precedes the “Bookings” column. You certainly don’t need any from the menu. leaders for the type of list you’re working on, so go ahead and remove it. 13. Click the Undo button to undo the last changes made to the tab To Add a Leader to a Tab settings. Stop: Since you’re done working with tabs you don’t need to see the non-printing characters 1. Select Format → Tabs (spaces, tabs, and paragraphs) anymore. from the menu to open the Tabs dialog box. Click the Show/Hide button on the Standard toolbar. 14. 2. Select the Leader you The non-printing characters are no longer displayed. want to use from the Tabs dialog box. Your Organization’s Name Here 110 IC3 Module 2 – Key Applications Lesson 2-12: Inserting Page Breaks Figure 2-26 The Keep with next The Paragraph dialog box option keeps this paragraph on the with the Line and Page same page as the Breaks tab displayed. See next paragraph. Table 2-3: Line and Page Break Options on the following page for a description of the available options. Figure 2-27 Examples of different line The Page break and page break options. before option inserts a page break before this paragraph. Figure 2-26 L IC3 Objective: 2.2.1.12 and 2.2.1.1 Req. File: Page Breaks.doc Figure 2-27 This lesson explains how to control exactly where the page breaks in a document. 1. Navigate to your Practice folder and open the document named Page Breaks. Let’s try inserting a manual page break. 2. Move the insertion point to the very beginning of the Assessment heading and insert a page break by pressing 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 111 You can also use the Line and Page Breaks tab of the Paragraph dialog box to insert a page break before a selected paragraph. This is especially useful for headings. 5. Place the insertion point in the System Strategies heading, at the end of the first page, and select Format → Paragraph from the menu. We’re back at the Line and Page Breaks tab of the Paragraph dialog box. 6. Click the Page break before check box and click OK. The dialog box closes and a page break appears before the System Strategies heading, Page Break so now it appears at the top of the document’s third page. Indicator It’s easy to remove a paragraph’s line and page break options—simply select the paragraph, select Format → Paragraph from the menu, click the Line and Page Breaks tab, and add or remove the checks from the appropriate check boxes. Removing a manual page break, like the one we inserted back in Step 2, isn’t much harder—here’s how to delete a manual page break. 7. Switch to Normal View by clicking the Normal View button on the horizontal ruler at the bottom of the screen, or select View → Normal from the menu. Although you don’t necessarily have to be in Normal View to delete a page break, page breaks are visible in Normal View, and are therefore much easier to delete. 8. Press Your Organization’s Name Here 112 IC3 Module 2 – Key Applications Lesson 2-13: Inserting Automatic Page Numbering Figure 2-28 Select where you want the page number to The Page Numbers dialog appear on the page. box. Preview where the Select how you want page number will be Figure 2-29 the page number to be located on the page. aligned on the page. The Page Number Format Click to specify further dialog box. Choose whether or how the page not you want the Figure 2-28 numbers will appear page number to in the Page Number appear on the first Format dialog box. page. L IC3 Choose the number format you want to use (Arabic, Objective: 2.2.1.13 Check this box to include Roman, etc.) Req. File: Board the chapter number with the page number. Then Meeting.doc decide how you want the chapter and page numbers to appear together. Use continuous numbering, or specify the number you want to start at. Figure 2-29 This lesson will show you the ins and outs of applying page numbering to a document. Inserting automatic page numbering is quick and easy. Let’s get a move on! 1. Select Window → Board Meeting from the menu. The Board Meeting file appears, once again, on your screen. 2. Select Insert → Page Numbers from the menu. The Page Numbers dialog box appears. There are quite a few options that allow you to control how and where you want the page number to appear. First, decide where you want to the page number to appear. 3. Click the Position list arrow. You are given two choices: Top of Page, or Bottom of Page. 4. Select Top of Page (Header) from the list. Now decide how the number will be aligned in the header. 5. Click the Alignment list arrow. This list has a few more options. 6. Select Outside from the list. Look at the Preview area of the dialog box. The outside and inside options are good to use in documents that will be printed and bound like a book. This document isn’t very long, so use a different alignment. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 113 7. Click the Alignment list arrow and select Right from the list. The document will be numbered in the top right corner of each page. Before we close this dialog box, notice the Format button. This opens another dialog box with more options or formatting the page number, as shown in Figure 2-29. 8. Click OK. The dialog box closes and a gray number field appears in the upper right corner of the document. That’s all there is to inserting page numbering! 9. Close the document without saving changes. Quick Reference To Insert Page Numbering: 1. Select Insert → Page Numbers from the menu. 2. Verify where on the page (top or bottom) you want the number to appear, and the alignment. 3. (Optional) Click the Format button to further format the page numbering. 4. Click OK. Your Organization’s Name Here 114 IC3 Module 2 – Key Applications Lesson 2-14: Creating Headers and Footers Figure 2-30 A header that has been inserted. Figure 2-31 The header and footer toolbar, which lets you insert the date, time, and page number. Figure 2-30 Make the header or footer the same as L IC3 the previous section Switch Close Insert an AutoText Insert the total Insert the between the header/footer Objective: 2.2.1.14 entry number of pages date Page setup header/footer view Req. File: Document Formatting.doc Insert the Format the Inserts the Show/hide Display the Figure 2-31 page page number time document text previous/next number header or footer Documents with several pages often have information—such as the page number, the document’s title, or the date—located at the top or bottom of every page. Text that appears at Center button the top of every page in a document is called a header, while text appearing at the bottom of each page is called footer. In this lesson, you will learn how to use both. 1. Navigate to your Practice Folder and open the Document Formatting file. If you don’t know where your practice files are located, ask your instructor for help. 2. Select View → Header and Footer from the menu. Word displays the Header area and the Header and Footer toolbar, as shown in Figure 2-30. Anything you type in the Header area (the outlined rectangle) will appear at the top of every page in your document. Notice that you can’t edit text outside the header while viewing the Header or the Footer. 3. Click the Center button on the Formatting toolbar, and then click the Bold button. Type the following: North Shore Travel. Click the Bold button and press 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 115 5. Click the Switch Between Header and Footer button on the Header and Footer toolbar to view the document’s footer. The Switch Between Header and Footer button takes you back and forth between a Switch Between Header and document’s header and footer. Word displays the document’s footer. In the footer area, Footer button you can type text you want to appear at the bottom of every page. 6. Click the Insert Date button on the Header and Footer toolbar Don’t like how the date is formatted? Then instead of clicking the Insert Date button, select Insert → Date and Time from the menu and select the date format you want. Insert Date 7. Press Word inserts the current page number. Now try something a little more advanced— Number button inserting the total number of pages in the document. 9. Press the Your Organization’s Name Here 116 IC3 Module 2 – Key Applications Lesson 2-15: Adding Footnotes and Endnotes Figure 2-32 The Footnote and Endnote dialog box. Figure 2-33 A footnote can be inserted into a document. Figure 2-32 L IC3 Objective: 2.2.1.15 Req. File: Footnotes.doc Figure 2-33 Footnote Footnote number You’re probably already familiar with footnotes and/or endnotes if you have ever had to write a paper for an English class. Footnotes and endnotes explain, comment on, or provide references for text in a document. Footnotes appear at the end, or foot, of each page in a document, while endnotes appear at the end of a document. Other than that, they both work the same way. Footnotes and endnotes have two linked parts: the note reference mark (usually a number) and the corresponding footnote or endnote. Word automatically numbers footnotes and endnotes marks for you, so when you add, delete, or move notes, they are automatically renumbered. The button in the Footnote and 1. Navigate to your Practice folder and open the Footnotes file. Endnote dialog box If you don’t know where your practice files are located, ask your instructor for help. gives you more 2. Go to page 2 of the document and place the insertion point at the end of numbering and the text in the Network Internet Connection. placement options for endnotes and Insert a footnote here. footnotes. 3. Select Insert → Footnote from the menu. The Footnote and Endnote dialog box appears, as shown in Figure 2-32. This is where you can insert a footnote or endnote. Here’s the difference between the two: • Footnote: Appears on the same page as the text it explains. • Endnote: Appears at the end of the section or document. We want to insert a footnote for this exercise—and since that’s the default option, we don’t need to change anything in the dialog box. 4. Click OK. Word inserts a footnote at the insertion point and moves the insertion point to the bottom of the page, where you can type your footnote. NOTE: If you are in Normal view, a separate area appears where you can edit your footnote, like the one shown in Figure 2-33. If you are in Print Layout view, you edit the footnote right on the bottom of the page. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 117 5. Type Using Fast-Connect! as an Internet Service Provider. in the footnote area. Preview your document on screen so that you can see how the footnote looks. Click the Print Preview button on the Standard toolbar. 6. Word displays a preview or how the document will look when it’s printed. Notice the Print Preview endnote at the bottom of the page. button 7. Click the pointer near the bottom of the page to magnify it. Word zooms in so you can view the footnote better. 8. If you are in Normal View click Close to return to the document. If you are in Print Layout View, simply click anywhere in the body of the document. You can easily read a footnote—here’s how: 9. Position the pointer over the footnote number until it changes to a , and leave it there for several seconds. Viewing a After a few seconds, the contents of the footnote appear in a small pop-up window. To Footnote edit an existing footnote, double-click the footnote number. 10. Double-click the footnote number to edit it. Word jumps to the text for the footnote. Quick Reference 11. Edit the footnote so it reads Using Quick-Connect! instead of Using Fast-Connect! To Insert a Footnote or Endnote: You can return to the rest of your document once you’ve finished editing the footnote. 1. Place the insertion point 12. If you’re in Print Layout View, click anywhere in the text of the document. where you want the Otherwise, click Close to return to the document if you’re in Normal footnote or endnote View. inserted and select Insert There’s just one more thing you should know about footnotes and endnotes: how to → Footnote from the delete them. To delete a footnote or endnote, just select or highlight the footnote or menu. endnote number and press the Your Organization’s Name Here 118 IC3 Module 2 – Key Applications Lesson 2-16: Adding Borders to Paragraphs Line Width Add Borders Figure 2-34 The Tables and Borders toolbar has several Line Style Border Color Shading Color buttons for adding and Figure 2-34 formatting borders. Figure 2-35 The table with the modified borders. Add borders from one of the preset Select the border’s settings… line style. Or by clicking the sides of the diagram or Select the border’s L IC3 clicking the border line color. buttons to add or Objective: 2.2.1.16 remove the currently Select the border’s selected border(s). Req. File: Paragraph line width. Formatting.doc Figure 2-35 Borders are lines you can add to the top, bottom, left, or right of paragraphs to make paragraphs stand out, and are great for emphasizing headings. Like just about every Border button formatting command in Microsoft Word, you can add borders to your documents in one of Other Ways to Add a two ways: By using the Formatting or Tables and Borders toolbar (fast and easy method), or Border to a Paragraph: by selecting Format → Borders and Shading from the menu (slow but more powerful • Select Format → method). We’ll format several paragraphs using both methods in this lesson. Borders and Shading from the menu and click 1. Navigate to your Practice folder and open the Paragraph Formatting where you want to add file. Save the file as Month in Review. the border on Preview If there is already a Month in Review file on your computer, replace it. diagram. 2. Place your insertion point in the heading The Month in Review, click the Border button arrow on the Formatting toolbar, and select the single bottom border (located in the third column of the second row). A single, thin border appears below the heading. If you want to do anything more than add a simple line to a paragraph, you will need to summon the Tables and Borders toolbar or open the Borders and Shading dialog box by selecting Format → Borders and Shading from the menu. Let’s try using the Tables Line Width list and Borders toolbar to format the border we just added. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 119 3. Right-click any toolbar and select Tables and Borders from the shortcut menu. The Tables and Borders toolbar appears, as shown in Figure 2-35. The Tables and Borders toolbar has a Border button (just like the Formatting toolbar) that you can use to add or remove borders from your paragraphs. It also has several additional buttons you can use to change the style, size, and color of a border. NOTE: If your pointer changes to a pencil, it means you have to turn off the Draw Adding a Border Table tool. Just click the Draw Table button on the Tables and Borders in the Preview toolbar. Section 4. Click the Line Weight list arrow from the Tables and Borders toolbar and select the 3-pt option. Now reapply the bottom border and see what happens. 5. Repeat Step 1 to apply a 3-pt bottom border to The Month in Review Quick Reference heading. To Add a Border to a The paragraph’s border changes to the thicker 3-pt line weight. Paragraph: We’ll add a border to the next heading using another method for adding and formatting paragraph borders—the Borders and Shading dialog box. 1. Select Format → Borders and Shading 6. Place your insertion point in the heading Explore Canada Tour from the menu and click Package and select Format → Borders and Shading from the menu. the Borders tab. The Borders and Shading dialog box appears, with the Borders tab in front, as shown 2. Click the side(s) (top, in Figure 2-35. bottom, left, and/or right) 7. Click the Width list arrow and select 1½ pt. of the Border Preview This will give you a thicker, bolder border, just like Step 3 did. Notice there are also section where you want lists in the Borders and Shading dialog box that let you change the style and color of a the borders. border. Or… On the right side of the Borders and Shading dialog box is the Preview section. The • Click the Border button Preview section is a “model” paragraph. By clicking the top, bottom, left and/or right, list arrow on the you can add borders above, below, and to the left and right of your paragraph. Here’s Formatting toolbar and how to add a border to the bottom of the paragraph: select the border you wish 8. Click the top of the page in the preview section of the Borders and to add. Shading dialog box. To Summon the Tables A line appears above the model paragraph, letting you to see how the paragraph will and Borders toolbar: look once it has a border above it. • Right-click any toolbar 9. Click OK to close the dialog box. and select Tables and The “Explore Canada Tour Package” heading now has a border above it. Borders from the shortcut menu, or select View → Place your insertion point in the heading New Communications 10. Toolbars → Tables and Director Position and select Format → Borders and Shading from the Borders from the menu. menu. So far, you’ve been adding borders underneath paragraphs. You can also add borders to To Format the Style of a the left, right, and/or top of a paragraph by clicking on the Preview diagram where you Border Line: want to add the borders—or you can select one of the preset borders settings: • Select Format → 11. Click the Box option under Setting then click OK. Borders and Shading from the menu and select The selected paragraph is surrounded by a box—borders on the left, right, top, and the formatting options. bottom. Or… • Format the Border using the Tables and Borders toolbar. Your Organization’s Name Here 120 IC3 Module 2 – Key Applications Lesson 2-17: Adding Shading Fill Color Figure 2-36 Select the fill color you want for the The Shading tab of the shading or click None to remove the shading color. Border and Shading dialog box. Shade Figure 2-37 Click the shading style you want to apply "over" the fill color. Click The table with the new Clear to apply only the fill color (no shading options. pattern color). Click Solid to apply only the pattern color (no fill color). Color Click a color for the lines and dots in the selected shading pattern. L IC3 The Color box is unavailable if you Figure 2-36 click Clear in the Style box. Objective: 2.2.1.16 Req. File: Prev. lesson file Add shading to a paragraph by selecting the paragraph(s) and selecting the color you want to add from the Shading button. Figure 2-37 Adding shading, colors, and patterns to a paragraph is similar to adding borders—select the shading options from either the Shading button on the Tables and Borders toolbar or by Shading Button selecting Format → Borders and Shading from the menu and clicking the Shading tab. This Other Ways to Apply lesson will give you some practice adding colors, shading, and patterns to text. Shading: • Select Format → 1. Place your insertion point in the heading: The Month in Review. Borders and Shading This is where you want to apply shading. from the menu, click the 2. Click the Shading button arrow on the Tables and Borders toolbar. Shading tab, and A color palette appears below the Shading button. specify the shading options. 3. Select the yellow color. The paragraph is shaded with a yellow color. As with adding borders, you can also apply shading to a paragraph using the Borders and Shading dialog box. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 121 4. Place your insertion point in the Explore Canada Tour Package heading, select Format → Borders and Shading from the menu, and click the Shading tab. The Shading tab of the Borders and Shading dialog box appears, as shown in Figure 2-36. The Borders and Shading dialog box gives you more colors, patterns, and shading options than the Shading toolbar. 5. Click the Style list, scroll all the way down to familiarize yourself with the available shading and patterns, and then scroll back up. Select the 10% option and click OK. The Borders and Shading dialog box closes, and Word formats the paragraph with the specified 10% shading. Now that you understand how to apply shading to a paragraph, undo the ugly shading you added to the paragraphs. 6. Click the Undo button twice to undo the last shading commands. Since we’re finished working with borders and shading for now, you can hide the Tables and Borders toolbar. 7. Hide the Tables and Borders toolbar by right-clicking any toolbar and selecting Tables and Borders from the shortcut menu. 8. Close the file without saving changes. Quick Reference To Add Shading to a Paragraph: 1. Select the paragraph(s) you where you want to apply the shading or patterns. 2. Click the Shading list arrow on the Tables and Borders toolbar and select the color you want to apply. Or… • Select Format → Borders and Shading from the menu, click the Shading tab and select a shading option. Your Organization’s Name Here 122 IC3 Module 2 – Key Applications Lesson 2-18: Creating and Applying Paragraph Styles Figure 2-38 A paragraph style can be created. Figure 2-39 A Style List is available for use on the Formatting toolbar. 1. Select a paragraph that 2. Type a name 1. Select the text 2. Select the Style contains the formatting for the new or paragraph you want to apply that you want to use in style in the you want to from the Style List. your style. Style List. format. Figure 2-38 Figure 2-39 L IC3 Objective: 2.2.1.17 Styles save a lot of time and ensure that your documents are formatted in a consistent manner. Req. File: Paragraph A style is a group of characters and paragraph formatting settings that are stored under a Style.doc single name. When you apply a style to text or a paragraph, you apply several formatting settings in a single step. Imagine you want to format all the headings in a long document using 14 point Arial boldfaced font. Instead of having to select each of these formatting options one at a time, you could apply them all at once using a style. If you make changes to a style, every character or paragraph formatted with that style is automatically updated to reflect the style changes. For example, if the headings of your document use a 14-point Arial boldfaced font and you later decide you want your headings to use a 16-point font, you don't have to reformat every heading in the document. Just change the heading style properties. Paragraph styles are There are two different types of styles: identified by a ¶ symbol to the left of • Character Styles: A combination of any of the character formats in the Font dialog the style name. box. • Paragraph Styles: A combination of character, paragraph, tab, border, and bullets and numbering formats. There are two ways to create and/or modify a paragraph style: • By Example: The quickest and easiest way to create a new paragraph style or modify an existing style is to find and select a paragraph that contains the formatting you want to use in your style, or else format a paragraph with the formatting options you prefer. Once you have selected the formatted paragraph, you create a new style based the style on the formatting of the selected characters or paragraph. • From Scratch: You can create and/or modify both character and paragraph styles by opening the Style dialog box (click Format → Style from the menu) and then specifying the style’s formatting options. In this lesson, you’ll learn how to create a paragraph style by example. You will get a chance to create a character style using the Style dialog box in the next lesson. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 123 1. Navigate to your Practice folder, open the Paragraph Style document, and save it as Agent Meeting. This document contains several different types of headings. You could format each Style List heading individually, but we’ll save the time and effort by using a style instead. Other Ways to Create a Style by Example: Select the line Introduction to the RVB Reservation Program. 2. • Select the paragraph First, we have to format a paragraph with the settings we want to include in the style. that contains the 3. With the text still selected, click the Bold button on the Formatting formatting you want to toolbar, select Arial from the Font list, and select 14 from the Font Size use for your style, and list. open the Style dialog The selected text is formatted with Arial, 14-pt. boldface font. Now let’s format the box by selecting paragraph. Format → Style from 4. With the text still selected, select Format → Paragraph from the menu. the menu. Click New and type a new name The Paragraph dialog box appears. for the style. 5. Click the Spacing Before box up arrow twice so it displays 12 pt. This will add a 12-point space—the equivalent of a blank line—above the paragraph. 6. Click OK. The Paragraph is formatted with 12 pt of space before it. In Steps 1-5 you applied several different font and paragraph formatting options to the line “Introduction to the RVB Reservation Program.” Instead of repeating each of the these steps to apply the same character and paragraph formatting options to the other headings, you could create a style based on the “Introduction to the RVB Reservation Program” paragraph and then use the style to apply all the formatting options at once. Here’s how to create a style by example: 7. Make sure the paragraph you want to base the style on (Introduction to the RVB Reservation Program) is selected. Then click in the Style list on Quick Reference the Formatting toolbar. To create a style based on the selected paragraph, all you have to do is type a name for To Create a Paragraph the new style in the Style list. Style by Example: 8. Type Seminar over the existing style name in the Style list and then 1. Select a paragraph that press Your Organization’s Name Here 124 IC3 Module 2 – Key Applications Lesson 2-19: Modifying a Style Figure 2-40 Update the style to reflect the current changes: Changes the style definition to match the formatting of The Modify Style dialog the current selection box. Reapply the formatting of the style to the Figure 2-41 selection: Restores the formatting of the selection to that of the original style definition When you modify a Style, every character and/or Figure 2-40 paragraph based on that Style is updated to reflect the change. L IC3 Objective: 2.2.1.17 Req. File: Prev. lesson file Modify a style… Figure 2-41 …and every character and/or paragraph based on that style changes. Now that you know how to create and apply character and paragraph styles, you can move on to what’s really cool about styles—modifying them. You can modify the formatting options for a style in much the same way that you can modify the formatting options for a paragraph. However, when you modify the formatting options for a style, every character or paragraph that is based on that style is updated to reflect the formatting changes! So if your boss tells you to change the font in the 50+ headings in a 300-page report before lunch, you won’t have to frantically go through the entire document, fixing each heading. Just modify the style the heading is formatted with and… Viola! All the headings are reformatted with only a few clicks of the mouse. Just like creating a style, there are two ways to modify an existing style: by example or by opening the Style dialog box, selecting Format → Style, and changing the style’s formatting options. This lesson explains both methods. First, we’ll learn how to modify a style by example (the fast and easy way). 1. Select the line Introduction to the RVB Reservation Program. You need to format a paragraph—with an existing style. 2. With the same text still selected, click the Font Size list arrow on the Formatting toolbar, and then scroll to and click 16. The font size of the selected text changes from 14 to 16. Here’s how you can modify the Seminar style based on the currently selected text: 3. Click the Style list arrow on the Formatting toolbar and select Seminar. The Modify Style dialog box appears, as shown in Figure 2-40. You are presented with two options: 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 125 • Update the style to reflect recent changes: This modifies the selected style by example—the style to match the formatting of the current selection. This is the default setting. • Reapply the formatting of the style to the selection: This reapplies or restores the formatting of the selection to that of the original style settings. Since the first option, “Update the style to reflect recent changes”, is selected, you can click OK to modify the Seminar style by example. Adding a Border 4. Click OK. to a Paragraph Every paragraph based on the Seminar style is automatically updated to reflect the 16-point font size. Look how much time you just saved by modifying the Seminar style! If you hadn’t used a style, you would have had to reformat each seminar heading Quick Reference manually—plus there’s always the chance that you might miss reformatting one of the To Modify an Existing headings. Style by Example: Modifying an existing style with the Style dialog box is more involved than modifying 1. Select the text or a style by example, but it allows you to format the style with greater precision. paragraph that contains 5. Select Format → Style from the menu. the formatting that you The Style dialog box appears. want to copy to an 6. Select Seminar from the Style list (you may have to scroll to find it) and existing style. click Modify. 2. Select the style you want to modify from the Style The Modify Style dialog box appears. This is where you can modify a style’s list on the Formatting formatting options or specify additional formatting options. toolbar. Click the Format button. 7. 3. Select the Update the A list of elements that you can format appears. style to reflect recent 8. Select Border from the Formatting list. changes option and click The Borders and Shading dialog box appears. Add a border beneath the Seminar style OK. to make it stand out. To Modify an Existing 9. Click the bottom of the page in the preview section of the Borders and Style using the Style Shading dialog box. Dialog Box: A line appears under the model paragraph, allowing you to see how the paragraph will 1. Select Format → Style look once it has a border below it. from Quick the menu. Reference 2. Select the style you want 10. Click OK to close the Borders and Shading dialog box. To Modify an Existing to change from the Style A border is added to the Seminar style and the Borders and Shading dialog box closes. Style by Example: list and click Modify. Click OK to close the Modify Style dialog box. 1. Find a paragraph (or 11. 3. Click the Format button characters) based on the The Modify Style dialog box closes. and select the element existing style you want to Click to close the Style dialog box and apply your changes. you want to change. 12. Apply modify. The Style dialog box closes. Notice that all the seminar headings formatted with the 4. Change the formatting 2. Format the paragraph (or Seminar style are updated with borders underneath. options for the selected characters) they way you element. 13. Save your work and then close the document. want the style to appear. 5. Click OK, OK, Apply to 3. Select the paragraph (or close the various dialog characters) and select the boxes. style you want to modify Tofrom Delete the a Style Style: list in the • SelectFormatting Format toolbar. → Style 4. fromMake the sure menu, the Update select the stylethe style from tothe reflect Style list, andrecent click changes Delete. option is selected and click OK. Your Organization’s Name Here 126 IC3 Module 2 – Key Applications Lesson 2-20: Using the Format Painter Figure 2-42 Selected text with the formatting you want to copy. Figure 2-43 Text that has been Click or double- formatted with the Format click the Format Painter. Painter button L IC3 Objective: 2.2.1.18 Figure 2-42 Figure 2-43 Req. File: Format Painter.doc If you find yourself applying the same formatting to characters and/or paragraphs again and again, then you need the Format Painter tool. The Format Painter allows you to copy the formatting of text and apply it elsewhere. Sound confusing? It won’t after you walk through this lesson. 1. Navigate to your Practice file and open the Format Painter file. Format Painter If you don’t know where your practice files are located, ask your instructor for help. button 2. Select the heading The Month in Review. You want to use the same formatting in “The Month in Review” for the other two headings in the document. 3. Keeping the same text selected, double-click the Format Painter button. Single-click the Double-clicking the Format Painter button allows you to copy the same formatting Format Painter button several times. If you had clicked the Format Painter button only once it would only to apply any copied allow you to apply the copied formatting one time. Notice that the pointer changes to a formatting. Double- . click the Format 4. Move the pointer to the very beginning of the heading, Explore Painter button to apply Canada Tour Package. Click and hold the mouse button and drag the any copied formatting pointer across the heading. Release the mouse button at the end of the several times. Click heading. the Format Painter Like other mouse-intensive operations, this one can be a little tricky for some people button again when the first time they try it. The formatting from the first heading is applied to the selected you’re finished. heading. Because you double-clicked the Format Painter button, you can keep applying the formatting you copied to other paragraphs. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 127 5. Drag the pointer across the remaining heading, New Communications Director Position. The formatting is applied to the last heading in the document. 6. Click the Format Painter button to deactivate the Format Painter. 7. Deselect the text by clicking anywhere on the screen, and then close the document without saving changes. Quick Reference To Copy Formatting with the Format Painter: 1. Select the text or paragraph with the formatting options you want to copy. 2. Click the Format Painter button on the Standard toolbar. 3. Drag the Format Painter pointer across the text or paragraph where you want to apply the copied formatting options. To Copy Selected Formatting to Several Locations: 1. Select the text or paragraph with the formatting options you want to copy. 2. Double-click the Format Painter button. 3. Drag the Format Painter pointer across the text or paragraph where you want to apply the copied formatting options. 4. Click the Format Painter button when you’re finished. Your Organization’s Name Here 128 IC3 Module 2 – Key Applications Lesson 2-21: Correcting Your Grammar Figure 2-44 Word identifies grammar errors by underlining them in green. Figure 2-45 The Spelling & Grammar tab of the Options dialog Grammar error box lets you specify which spelling and grammar errors you want to check. Figure 2-46 The Settings button lets you specify which types of Suggestion grammar errors you want shortcut menu Figure 2-44 Word to check. Check to have Word spell-check your document as you type (default) L IC3 Objective: 2.2.1.19 Select the writing style you want Word to Req. File: Preparation2.doc check in the document Specify which grammar errors you want Word to check Figure 2-45 Figure 2-46 In this lesson, you will learn how to use the spell checker’s sidekick: the grammar checker. Word not only identifies grammar errors, but also repeated words as well. What’s more, Word checks for these errors as you type, highlighting grammar errors with a green underline. 1. Navigate to your Practice folder and open the Preparation2 file. The first error in the document is a grammar error, indicated by a green underline under the word “in” in the first paragraph of the memo. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 129 2. Right-click the green-underlined word in at the beginning of the first body paragraph of the memo. Another shortcut menu appears, this time displaying any possible grammar corrections. Word only presents you with a single grammar suggestion—the properly capitalized word “In”. 3. Select the grammar suggestion In from the shortcut menu. Word capitalized the word “In.” The next error in the document is the repeated word Suggestion “the.” shortcut menu 4. Right-click the green-underlined word the located near the end of the first paragraph in the memo. 5. Select the from the suggestion menu. Word deletes the extra word. Unless your grandmother is an English professor, you would probably be less concerned about grammatical usage in an informal letter to her than you would in a cover letter to prospective employer. Microsoft recognizes that different types of documents use different writing styles, so you can specify what types of grammatical errors you want checked. 6. Select Tools → Options from the menu and click the Spelling & Grammar tab. The Spelling & Grammar tab of the Options dialog box appears, as shown in Figure 2-45. Here you can specify which spelling and grammar “errors” you want Word to Quick Reference check. You can also specify whether or not you want Word to check your spelling as To Correct a Grammar you type. You can specify the writing style by which you want Word to check the Error: grammar by selecting it from the Writing style list. • Right-click the grammar 7. Click Close to close the Options dialog box. error and select the NOTE: Microsoft Word’s grammar checking function isn’t the greatest and should correction from the probably take a few remedial English courses. The grammar checker often shortcut menu. mistakenly indicates grammar problems where there are none while ignoring Or… blatantly obvious errors in the same sentence. Think of the grammar checker • Correct the grammar error as a tool that sometimes catches simple grammar errors—just don’t expect it by retyping it. to be as accurate as the spelling checker or make you a better writer. To Ignore a Grammar No doubt about it, Word’s grammar checker is a great tool to assist you in creating accurate Error: documents. It’s important to note, however, that Word will not catch all of your spelling and grammar errors. For example, if you mistyped the word “hat” when you meant to type “had” • Right-click the grammar Word wouldn’t catch it because “hat” is a correctly spelled word. error and select Ignore All from the shortcut menu. To Change How Word Checks for Grammar and Spelling Errors: • Select Tools → Options from the menu, click the Spelling & Grammar tab, make your specifications, and click OK. Your Organization’s Name Here 130 IC3 Module 2 – Key Applications Lesson 2-22: Using the Thesaurus and Word Count Figure 2-47 Finding a synonym for a selected word. Figure 2-48 The Word Count dialog box. L IC3 Select Synonyms from Objective: 2.2.1.19 and the shortcut menu and 2.2.1.21 select a replacement Req. File: Prev. Lesson file for the selected word. Figure 2-47 Right-click the word you want to look up. Figure 2-48 This lesson will explain how you can use Word’s built-in Thesaurus to help you find just the right word. Word’s Thesaurus will look up synonyms for a selected word and allow you to replace that word with another. For example, you can use the Thesaurus to replace the ho-hum word “good” with “commendable”, “capital”, or “exemplary.” This lesson also explains how you can use the Word Count feature to find out how many words are in your document. 1. Right-click the word further near the end of the last sentence in the memo. A shortcut menu appears near the word. To look up a word in the Thesaurus, select Synonyms from the shortcut menu. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 131 2. Select Synonyms from the shortcut menu. Other Ways to Use the Several synonyms for the word “further” appear in the shortcut menu, as shown in Thesaurus: Figure 2-47. Now all you have to do is select the word you want to use. • Select the word and 3. Select the word additional from the synonym list box. press Quick Reference To Use the Thesaurus: • Right-click the word you want to look up, select Synonyms from the shortcut menu and select a synonym from the list. Or… • Select the word you want to look up and select Tools → Language → Thesaurus from the menu or press Your Organization’s Name Here 132 IC3 Module 2 – Key Applications Lesson 2-23: Tracking Changes Figure 2-49 The Highlight Changes dialog box. Figure 2-50 Tracked and highlighted Figure 2-49 changes in a document. L IC3 Objective: 2.2.1.20 Req. File: Tracking.doc These bars indicate that a revision has been made Addition Deletion TRK indicates that Word is tracking revisions Figure 2-50 If you have a supervisor who makes changes to your document, and if he or she uses Microsoft Word, you should considering photocopying this lesson and giving a copy of it to him or her. Seriously. Revising a document in Word works just like revising a document with a printed copy and a red pen; you can easily see the original text and any additions, deletions, or changes made to the document. Using Word to make revisions differs from the traditional method in that the revisions are made, you can review them and then decide if you want to accept or reject the revisions, instead of having to manually retype the changes yourself.. 1. Navigate to your Practice folder and open the Tracking document. 2. Select Tools → Track Changes → Highlight Changes from the menu. The Highlight Changes dialog box appears, as shown in Figure 2-49. The Highlight Changes dialog box lets you specify if you want to see and track changes made on the screen as you edit a document. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 133 3. Check the Track changes while editing box, make sure the two other boxes are checked, and then click OK. Now any changes, additions, or deletions you make to the document will be tracked Other Ways to Track and highlighted on the screen. Notice the TRK indicator appears in black on the status Changes: bar, indicating that you are currently tracking revisions. • Display the Reviewing 4. Place the insertion point in the first body paragraph. Add the sentence toolbar by selecting Thank you for your interest in North Shore Travel! at the View → Toolbars → very beginning of this paragraph. Reviewing from the Notice the new text is underlined and colored, indicating that it has been added to the menu, click the Track document. Changes button on the 5. Find and select the word yourselves in the last sentence of the second Reviewing toolbar. body paragraph. Press the Your Organization’s Name Here 134 IC3 Module 2 – Key Applications Lesson 2-24: Accepting and Rejecting Tracked Changes Save Insert Previous Delete Previous Accept Version Figure 2-51 Comment Comment Comment Change Change Highlight The Reviewing toolbar. Figure 2-52 The Accept or Reject Edit Next Track Next Reject Send to Mail Create Comment Comment changes Change Change Recipient Changes dialog box. Microsoft Outlook task Figure 2-51 Find and go to L IC3 previous revision Objective: 2.2.1.20 Find and go to next Req. File: Prev. lesson file revision Accept Reject Accept all Reject all Undo a previously revision revision revisions in a revisions in a accepted revision document document Figure 2-52 Once a document has been revised using Word’s revisions feature, you can review the changes and decide if you want accept the changes and make them part of the document, or reject the changes. Revising documents using Word’s revision features can save a lot of time, because the changes are already there and typed in your document—you merely have to accept the changes to incorporate them into your document instead of manually typing the changes yourself. Although you can accept and reject revisions using the menu, it’s faster and easier to work with revisions if you use the Reviewing toolbar. Next Change 1. Select View → Toolbars → Reviewing from the menu. button The Reviewing toolbar appears, as shown in Figure 2-51. The Reviewing toolbar contains useful reviewing and group collaboration commands. 2. Press Now you can begin reviewing the changes made to the document. Accept Change 3. Click the Next Change button on the Reviewing toolbar. button Word selects the first change in the document, the inserted sentence “Thank you for you interest in North Shore Travel!” You can accept this change. 4. Click the Accept Change button on the Reviewing toolbar. Reject Change Word accepts the added text change and removes the underlining and color from the inserted sentence. Now find the next document change. button 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 135 5. Click the Next Change button on the Reviewing toolbar, and then click the Accept Change button. Word finds and accepts the deleted “yourselves” change. 6. Click the Next Change button on the Reviewing toolbar, and then click the Accept Change button. Word finds and accepts the inserted “Pleasant Hills” change. Now try rejecting a change to the document. 7. Click the Next Change button on the Reviewing toolbar. Word finds the deleted word “great.” Reject this change and keep the original text. 8. Click the Reject Change button on the Reviewing toolbar. Word rejects the deleted “great” change and restores the word, removing its color and strikethrough. Now reject the inserted “wonderful” text change. 9. Click the Next Change button on the Reviewing toolbar, then click the Reject Change button. Quick Reference Word rejects the “wonderful” text insertion and removes it from the document. 10. Select Tools → Track Changes → Accept or Reject Changes from the To Accept and/or Reject menu. Revisions using the Review Toolbar: The Accept or Reject Changes dialog box appears, as shown in Figure 2-52. Accepting and/or rejecting document revisions using this dialog box is pretty self-explanatory: 1. Display the Review click the Find buttons to move to the next or previous revision, and then click the toolbar by selecting View corresponding Accept, Reject, Accept All, or Reject All buttons. → Toolbars → Reviewing from the Close the Accept or Reject dialog box and close this file without saving 11. menu. changes. 2. Click the Next Change See how much time you can save using Word’s revisions feature? Imagine how much longer it button to move through would have taken if you had to manually type all the previous changes instead of merely the revisions in your accepting them. document. 3. Click either the Accept Change button or the Reject Change button on the Reviewing toolbar. To Accept and/or Reject Revisions using the Accept or Reject Changes dialog box: 1. Select Tools → Track Changes → Accept or Reject Changes from the menu. 2. Click Find to move through the revisions in your document. 3. Click either the Accept or the Reject button. You can also accept or reject all the changes at once by clicking the corresponding button. Your Organization’s Name Here 136 IC3 Module 2 – Key Applications Lesson 2-25: Creating a Table and Inserting Data Figure 2-53 The Insert Table button. Figure 2-54 The new table. Figure 2-55 The Insert Table dialog Click the Insert Table box. button and drag to select how many columns and rows you want L IC3 Figure 2-53 Objective: 2.2.2.1 and 2.2.2.2 Req. File: Tables.doc Figure 2-55 Figure 2-54 In this lesson, you will learn how to create a table and then enter information into it. To create a table, you must specify how many columns (which run up and down) and rows (which run left to right) you want to appear in your table. Cells are small, rectangular-shaped boxes where the rows and columns of a table intersect. The number of columns and rows will determine how many cells will be in table and how much information your table can contain. If you’re not certain how many columns and rows you want in your table, take an educated guess—you can always add or delete columns and rows from a table later. 1. Navigate to your Practice folder, open the Tables document, and save it as Explore Canada Table. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 137 2. Press 5. Type Destination, then press Your Organization’s Name Here 138 IC3 Module 2 – Key Applications Lesson 2-26: Working with a Table and Editing Data Figure 2-56 Techniques for selecting a table’s cells, rows, and columns. Select a Single Cell Select a Column Select a Row Select Several Cells Figure 2-57 Click the left edge of the Click the column's top Click to the left of the Drag across the cell, row, or cell. border (the pointer will row. column; or select a single The Tables and Borders change to a ). cell, row, or column, and toolbar (your Tables and then hold down Figure 2-56 Distribute Sort L IC3 Split Cells Rows Evenly Descending Draw table tool Change Text Objective: 2.2.2.2 (Freehand) Border Width Add Borders Insert Table Direction Req. File: Prev. lesson file Eraser tool Border Style Border Cell Shading Align List Table AutoSum (Freehand) Color Color AutoFormat (Total) Merge Cells Distribute Sort Figure 2-57 Columns Evenly Ascending Other Ways to Select a Working with tables is not much different, but it can be a little tricky the first few times you Row or Column: try it. You have to be extra careful when selecting a table’s cells, rows, and columns—and • Place the insertion point many users have difficulty selecting information in a table the first few times they try it. You in the row or column already know that once you select text in a document, you can format it, delete it, move or you selected and select copy it, or replace it by typing. The same rules apply to tables—you have to select cells, rows, Table → Insert Row or and columns if you want to format, delete, or move them. This lesson explains how to select a Insert Column from the table’s cells, rows, and columns, and how to use the Tables and Borders toolbar to help make menu. working with tables easier. 1. Select the first row in the table by moving the pointer to the far left of the table until the pointer changes directions, from to . Click to select the row. If you’re having problems selecting a row using the mouse, you can also select the row by placing the insertion point in the row you want to select and select Table → Select Center button → Row from the menu. If you had wanted to select more than one row, you would have clicked and held the mouse button, and then dragged the pointer down to select the rows. Now that you have selected the row, you can format its text. Bold button 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 139 2. With the row still selected, click the Center button and the Bold button on the Formatting toolbar. The text in the selected row appears in bold and is centered in each row. Tables and Borders button Select the last column in the table (Projected Income) by moving the 3. Other Ways to Display pointer over the very top of the column, until it changes to a . Click to the Tables and Borders select the column. toolbar: As with selecting rows, you can also select a column by placing the insertion point in • Right-click any toolbar the row you want to select, and select Table → Select → Column from the menu. You or menu and select can also select more than one column by holding the mouse button, and dragging the Tables and Borders. pointer across the columns you want to select. • Select View → 4. Click the Bold button on the Formatting toolbar two times. Toolbars → Tables The contents of the selected column appear in bold. and Borders from the 5. Select the Ottawa cell by clicking just inside the left side of the cell (the menu. pointer should change directions, like ). Remember that anything you type replaces the current selection—and the contents of a cell are no exception to this rule. 6. Type Montreal and press the Your Organization’s Name Here 140 IC3 Module 2 – Key Applications Lesson 2-27: Inserting and Deleting Rows and Columns Figure 2-58 The table shortcut menu showing how to delete a row. Figure 2-59 The table shortcut menu showing how to delete a column. Figure 2-60 Our table with new rows and columns. Figure 2-58 Figure 2-59 L IC3 Objective: 2.2.2.3 Req. File: Prev. lesson file Other Ways to Insert a Column: • Select the column that you want the new Figure 2-60 column to be inserted in front of and select In the previous lessons, you learned how to adjust the size of rows and columns. In this Table → Insert → lesson, you will learn how to delete entire columns and rows (and any text they contain), and Column to the Right or how to insert new columns and rows into a table. Column to the Left from the menu. 1. Place the insertion point anywhere in the Montreal row. Here’s how to delete the current row: 2. Select Table → Delete → Rows from the menu. Other Ways to Insert a The Montreal row is deleted. Now try inserting a new row. Row: 3. Place the insertion point in the Nova Scotia row. • Select the row that you Now you can insert a row above the current row. want the new row to be inserted above and 4. Select Table → Insert → Rows Above from the menu. select Table → Insert A new row is inserted immediately above the Nova Scotia row. → Row Above or Row Below from the menu. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 141 5. Place the insertion point in the first cell in the new row, type Quebec, press Your Organization’s Name Here 142 IC3 Module 2 – Key Applications Lesson 2-28: Adjusting Column Width Type an inch measurement or a Figure 2-61 percentage (for Web pages). You can use the mouse to adjust column width. Drag the right edge of a border Figure 2-62 to change its width The Column tab of the Table Properties dialog box. L IC3 Objective: 2.2.2.3 Req. File: Tables2.doc Figure 2-62 Select the previous Choose whether you or next column in want to measure the Figure 2-61 the table. column width in inches or as a percentage (if the Other Ways to Select table will be viewed Rows, Columns, or the in a Web browser). Entire Table: • Place the insertion point When you create a table, all of the rows and columns normally appear the same size. As you in the row, column or enter information in a table, you will quickly discover that some of the columns are not wide table you want to select enough to properly display the information they contain. This lesson explains how to change and select Table → the width of a column. Select → Table, Column, Row, or Cell. 1. If necessary, find and open the Tables2 document and save it as Explore Canada Table. If you do not know where your practice files are located, ask your instructor for assistance. Here’s how to resize the width of a column… Other Ways to AutoFit a 2. Carefully position the pointer over the very last column border, after the Column: heading Projected Income, until it changes to a , as shown in Figure • Double-click the right 2-61. Click and hold the mouse button, drag the pointer to left, to the 6- edge of the column. inch mark on the horizontal ruler (as shown in Figure 2-61), and then release the mouse button. The width of the “Projected Income” column is now much smaller. 3. Select the last column (Projected Income). Now that the column is selected, you can adjust its width using the menu. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 143 4. Select Table → Table Properties from the menu. The Table Properties dialog box appears. 5. Click the Column tab to bring the column settings to the front of the Distribute dialog box. Columns Evenly button The Column tab appears, as shown in Figure 2-62. Here, you can adjust column width Other Ways to Distribute and the amount of spacing between columns. Columns Evenly: 6. Type 1 in the Preferred width box. • Select Table → This will change the column width to one inch. Notice the “Measure in” to the left of AutoFit → Distribute the Preferred width box. There are two ways you can measure the width of a column: Columns Evenly. • Inches: Measure column width with a fixed measurement. Unless you are using Word to create Web pages, this is the setting you will almost always use. • Percent: Choose percent if the table will be viewed in a Web browser. In Web layout view, the column width is measured as a percentage of the screen. Close the dialog box. Click OK. 7. Quick Reference The dialog box closes and Word automatically adjusts the width of the selected column to 1 inch. Another fast and easy way to adjust a column’s width is to use Word’s To Adjust the Width of a AutoFit feature. AutoFit adjusts the width of a column automatically to fit the text of Column: the column. • Click and drag the 8. Make sure the Projected Income column is still selected, and then select column’s right border to Table → AutoFit → AutoFit to Contents from the menu. the left or right. Word automatically adjusts the width of the selected column so the text fits in it. Or… Another neat trick you should know when adjusting the width of columns is that you 1. Place the insertion point can distribute columns evenly, which changes the selected columns or cells to equal in the column. column width. 2. Select Table → Table 9. Click anywhere inside the table, and then click the move handle in the Properties from the upper-left corner of the table. menu and click the The entire table is selected. Column tab. NOTE: You must be in Print Layout View or the move handle won’t appear when 3. Specify the column width you select the table. If you don’t see the table’s move handle, click and click OK. anywhere inside the table. To Adjust the Width of a When the entire table is selected, any height or width adjustments made will affect Column using AutoFit: every column or row in the entire table. Move on to the next step to use the Distribute • Select the column and Columns Evenly Command, which changes the selected columns or cells to equal column width. select Table → AutoFit → AutoFit to Contents 10. Click the Distribute Columns Evenly button on the Tables and Borders from the menu. toolbar. To Distribute Columns Word adjusts the width of all the columns in the selected table so that they are equal. Evenly in a Table: 11. Click anywhere inside the table. • Select the columns and click the Distribute Columns Evenly button on the Tables and Borders toolbar. Or… • Select Table → Distribute Columns Evenly from the menu. Your Organization’s Name Here 144 IC3 Module 2 – Key Applications Lesson 2-29: Adjusting Row Height Figure 2-63 The Row tab of the Cell Enter a measurement for the Height and Width dialog row height. Select one of the following: box. • At Least: Specifies a minimum row height. If the cell contents Select the previous or next cause the cell to exceed the Figure 2-64 row in the table. height specified, Word will adjust The mouse can adjust the the height of the row to fit the contents. height of a row. • Exactly: Specifies a fixed row height. If cell contents exceed the fixed height, Word prints only the contents that fit in the cell. Figure 2-63 L IC3 Objective: 2.2.2.3 Req. File: Prev. Lesson file Drag a row’s bottom border up or down to change its height (only works in Print Layout view). Figure 2-64 In the previous lesson, you learned how to change the width of a column. In this lesson, we’ll look at changing the height of a row. You will seldom need to change a row’s height because, unless you specify otherwise, rows automatically expand to the tallest cell in the table—the one that contains the most lines of text. 1. Place the insertion point anywhere in the first row. Now you can change the height of the current row. 2. Select Table → Table Properties from the menu and click the Row tab. The Table Properties dialog box appears with the Row tab selected, as shown in Figure 2-63. Here, you can adjust the row height, alignment of text in the cells, indentation for the cells, and if you want to allow the row to break across pages or not. The Specify Height box is especially important: 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 145 • Specify Height Box Unchecked: Automatically adjusts the row height for the tallest cell in the row (the one with the most text in it). This option makes it Print Layout View easy to change a row’s height—just press Your Organization’s Name Here 146 IC3 Module 2 – Key Applications Lesson 2-30: Merging and Splitting Cells Figure 2-65 1. Select the cells you want to merge. Cells merging. Figure 2-66 2. Click the Merge Cells button on the Tables and Borders toolbar (or use any Cells splitting. of the alternative methods). Figure 2-67 The selected cells are merged into a single, larger cell. The Split Cells dialog box. Figure 2-65 L IC3 1. Select the cell(s) 2. Click the Split 3. Specify the number of The selected cells are Objective: 2.2.2.3 you want to split Cells button on columns and/or rows you split into several Req. File: Merging.doc the Tables and want to split the cell(s) smaller cells. Figure 2-66 Borders toolbar. into, and if they should be merged before being split. Merge Cells Other Ways to Merge Cells: • Select cells you want to merge and select Table Figure 2-67 → Merge Cells from If you have been working with tables for a while, you may find times when you wish you the menu. could have a single, large cell that spanned across several smaller columns. The Merge Cells • Select cells you want to command merges or combines several smaller cells into a single larger cell that spans the merge, click the space the previous cells occupied. Merged cells and non-merged cells can be broken into selection with the right several smaller cells by using the Table Spilt Cells command. Merging and splitting cells mouse button, and sounds more confusing than it really is, so let’s get started with this lesson and it will make select Merge Cells more sense to you. from the shortcut menu. • Use the Eraser button 1. Open the Merging document and save it as Two Year Cash Flow. Click on the Tables and the Tables and Borders button to display the Tables and Borders Borders toolbar to erase toolbar. the lines between cells. First, we need to select the cells we want to merge. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 147 2. Select all the cells in the top row. Once you select several cells, you can merge them or combine them into a single, larger cell. Split Cells button 3. Click the Merge Cells button on the Tables and Borders toolbar to Other Ways to Split merge the selected cells. Cells: The selected cells are merged into a single cell that spans across the entire table, as • Select cell(s) you want shown in Figure 2-65. to split and select Table → Split Cells from the Select the four cells in the second row, starting with 1999 and merge 4. menu. them into a single cell that spans across all four quarters, and then click the Center button on the Formatting toolbar. • Select cell(s) you want to split. Click the 5. Select the four cells in the second row, beginning with 2000 and merge selection with the right them into a single cell that spans across all four quarters, and then click mouse button and the Center button on the Formatting toolbar. select Split Cells from The procedure for splitting a single cell into several smaller cells is almost as easy as the shortcut menu. merging cells. • Use the Draw Table 6. In the first column, select 5 cells beginning with the Flights and ending button on the Tables with Total, as shown in Figure 2-66. and Borders toolbar to draw lines to create You want to split the selected cells into several smaller cells. new cells. 7. Click the Split Cells button on the Tables and Borders toolbar. The Split Cells dialog box appears, as shown in Figure 2-66. 8. Verify that the number 2 appears in the Number of Columns box and uncheck the Merge cells before split box. This split the selected cell into 2 columns. You may notice that under the Number of Columns text box is a Number or Rows text box—if you wanted to split a cell into Quick Reference multiple rows, you would type the number of rows here. The Merge cells before split option, when selected, would merge the selected cells into a single, larger cell before To Merge Cells: splitting them into multiple cells. Checking the Merge cells before split option makes it • Select the cells you want easy to quickly reconfigure a table (for example, to change a 3-by-3 table to a 4-by-4 to merge, then select table) if it doesn’t contain any information. You should remove the check from the Table → Merge cells Merge cells before split if the cells you want to split already contain information. from the menu 9. Click OK. Or… The dialog box closes and the selected cells are each split into two smaller cells, as • Select the cells you want shown in Figure 2-66. to merge, then click the 10. Using either the cut and paste method or the drag and drop method, Merge Cells button on move the row labels from the first column into the newly created second the Tables and Borders column. toolbar. All the row labels—Flights, Tour Packages, Cruises, Other Income, Total—should To Split a Cell: appear in the new, second column, as shown in Figure 2-67. • Select the cell you want to Now let’s merge the empty cells into a single larger cell. split, then select Table → 11. In the first column, select the 5 empty cells, beginning with the cell to the Split cells from the left of Flights and ending with the cell to the left of Total. Then click the menu. Merge Cells button on the Tables and Borders toolbar. Or… Now see if you can split and merge the expense accounts. • Select the cell you want to 12. Select the 10 cells in the first column, starting with Advertising and split and click the Split ending with Total and repeat Steps 7-11, splitting the cells, moving their Cells button on the contents, and creating a single blank merged cell. Tables and Borders toolbar. 13. Compare your table to the one in Figure 2-67. Your Organization’s Name Here 148 IC3 Module 2 – Key Applications Lesson 2-31: Orienting, Aligning, and Spacing Cell Contents Figure 2-68 The Text Direction dialog box. Figure 2-69 Use the Spacing Before and After boxes in the Paragraph dialog box to specify how much space Figure 2-68 should appear before and after the text in a cell. Figure 2-70 Figure 2-69 The completed table. L IC3 Objective: 2.2.2.3 Req. File: Prev. Lesson file Figure 2-70 In this lesson, you will learn how to align text horizontally and vertically in a cell. You can even change the text direction in a cell. So, for example, you could change the text direction in a cell from horizontal orientation to vertical orientation. Like other table operations, aligning and orienting cell contents is easiest if you use the Tables and Borders toolbar. 1. Select the merged cell to the left of the Flights label. Drag the cell’s right border so that the column width is about a quarter-inch, as shown in Figure 2-70. If you don’t select the cell before changing the border, you will change the width of the entire column, and you don’t want to do that. 2. Select the merged cell to the left of the Advertising label. Repeat Step 1 to change the cell’s width. 3. Place the insertion point in the merged cell to the left of the Flights label and click the Change Text Direction button on the Tables and Borders toolbar two times. Clicking the Change Text button cycles through three different text orientations. You Change Text want the orientation. Direction button 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 149 4. Type Income. Notice the text appears in a vertical direction, from the bottom of the cell to the top. You may find it easier to orient text using the Text Orientation dialog box. 5. Place the insertion point in the merged cell to the left of the Advertising label and select Format → Text Direction from the menu. The Text Orientation dialog box appears, as shown in Figure 2-68. The Text Orientation dialog box allows you to preview and select a text orientation. 6. Select the vertical bottom-to-top text orientation and click OK. The dialog box closes and Word vertically orients the text from the bottom to the top of the cell. 7. Type Expenses. Again, the text appears in a vertical direction, from the bottom of the cell to the top. Alignment button Here’s how to align the contents of a cell horizontally and vertically. 8. With the insertion point still in the second merged cell, click the Alignment button list arrow on the Tables and Borders toolbar and select the Align Center option. Notice that the image on the Formatting toolbar’s Center button changes to indicate that it will center text vertically. The Center Vertically button on the Tables and Borders toolbar centers the text vertically between the left and right of the cell, and the Center button centers the text between the top and bottom of the cell. Quick Reference 9. Place the insertion point in the first merged cell and repeat Step 8 to align the text vertically and horizontally within the cell. To Align a Cell’s Contents: You can also align paragraphs inside of a cell. • Select the cell(s) and 10. Select the 1999 and 2000 merged cells in the second row. select an alignment from the Alignment button on If you want to specify how much space appears between the cell contents and the top the Tables and Borders and bottom of the cell, use the Format → Paragraph command and adjust the spacing toolbar. Before and After the paragraph, as shown in Figure 2-70. 11. Select Format → Paragraph from the menu. To Vertically Align a Cell’s Contents: The Paragraph dialog box appears, as shown in Figure 2-70. • Select the cell(s) and click 12. Change the Before box to 12 pt and the After box to 6 pt. the Align Top, Center, This will add a 12-pt space before the paragraph and a 6-pt space after the paragraph. If Vertically, or Align a cell has more than one paragraph, you would have to adjust the spacing before the Bottom button on the first paragraph in the cell and the spacing after the last paragraph in the cell. Tables and Borders 13. Click OK. toolbar. The dialog box closes and the spacing before and after the contents of the selected To Change Text Direction: paragraphs is adjusted. • Click the Change Text 14. Compare your table to the one in Figure 2-70. Save your work and close Direction button on the the document. Tables and Borders toolbar to toggle between the three different text directions. Or… • Select Format → Text Direction from the menu and select the text direction. Your Organization’s Name Here 150 IC3 Module 2 – Key Applications Lesson 2-32: Modifying Borders Figure 2-71 Add borders from The Borders tab of the one of the preset settings… Borders and Shading Select the border’s dialog box. line style. or by clicking the sides of the Select the border’s Figure 2-72 diagram or clicking line color. The table with the the border buttons to add or remove Select the border’s modified borders. the currently line width. selected border(s). Figure 2-71 L IC3 Objective: 2.2.2.4 Add borders to a table by selecting the cells and Req. File: Tables3.doc selecting the type of borders you want to add from the Border button. Figure 2-72 Borders improve table appearance, giving them a polished, professional image. Borders can often also make it easier to read the table’s information, especially numbers. When you create You can find the a table, Word automatically adds borders or lines around every cell in the table, but it’s very Border button on both easy to change, add, or remove your tables’ borders. The easiest way to add borders to your the Formatting toolbar tables is to use the Border button on either the Formatting toolbar or Tables and Border and Tables and toolbar. Borders toolbars. This lesson will give you some practice working with borders. For the purpose of this exercise, we’ll start by removing all the borders that Word automatically adds whenever you create a new table. 1. If necessary, navigate to your Practice folder, open the Tables3 document, and save it as Explore Canada Table. If you don’t know where your practice files are located, ask your instructor for help. No border 2. Select the entire table by clicking the move handle in the upper-left corner of the table. In order to practice adding borders to a table, you’ll need to remove the table’s default borders. NOTE: If you don’t see the table’s move handle, click anywhere inside the table. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 151 3. Click the Border button arrow on either the Standard toolbar or the Tables and Borders toolbar. A list appears with several border options. 4. Select the No Border option from the border list. Word removes all the borders from the table. The table’s gridlines remain to help you see what cell you’re working on. Unlike borders, gridlines don’t print. Some people like to use tables without any borders to help them align text. 5. Select the table’s top row, click the Border button arrow and select the Outside Border option. Word adds an outside border around the selected cells. Now add a border to a single cell. 6. Select Toronto’s Projected Income cell—the cell that contains Line Weight $68,250. button You want to add a thick, dark border to the bottom of this cell. Here’s how to change the border’s width: 7. Click the Line Weight button arrow on the Tables and Borders toolbar Quick Reference and select 2¼ pt. from the list. To Add a Border to a Now that you’ve selected the border’s width (or weight), you can add the border. Table: Click the arrow and select the 8. Border button Single Bottom Border 1. Select the cells where you option. want to apply the borders. Word adds a thick border to the bottom of the cell. 2. Click the Border It is easy to modify and apply borders with the Borders and Shading dialog box. Style list arrow on the 9. Select the table’s top row. Select Format → Borders and Shading from Tables and Borders the menu. Click the Borders tab. toolbar and select the The Borders tab of the Borders and Shading dialog box appears, as shown in Figure border option you want. 2-71. Here you can find every conceivable option for adding, removing, and Or… configuring your table’s borders. Select Format → Let’s reapply the borders in the top row to be orange, using a light dash for line style. Borders and Shading 10. Select the second option in the Style list. from the menu, click the 10. Borders tab, and add the This changes the line style. Now change the border color. borders by clicking the 11. Click the Color list arrow and select Orange. preview area. The border color will be orange. Now apply these properties to the selected cells. To Modify Borders: 12. Click the Box option in the Setting area on the left side of the dialog box. 1. Select the cells you want This applies a border around the selected cells. Close the dialog box and see how it to change. looks. 2. Use buttons on the Tables 13. Click OK to apply the border and close the Borders and Shading dialog and Borders toolbar to box. change properties: Line The Borders and Shading dialog box closes and the top row of the table is surrounded Weight, Line Style, with an orange dotted border. Compare your table with the one shown in Figure 2-72. Border Color. Or… Select Format → Borders and Shading from the menu, click the Borders tab, modify border properties and click OK. Your Organization’s Name Here 152 IC3 Module 2 – Key Applications Lesson 2-33: Adding Shading and Patterns Fill Color Figure 2-73 Select the fill color you want for the The Shading tab of the shading or click None to remove the shading color. Border and Shading dialog box. Shade Figure 2-74 Click the shading style you want to apply "over" the fill color. Click The table with the new Clear to apply only the fill color (no pattern color). Click Solid to apply shading options. only the pattern color (no fill color). Color Click a color for the lines and dots in the selected shading pattern. Figure 2-73 The Color box is unavailable if you L IC3 click Clear in the Style box. Objective: 2.2.2.4 Req. File: Prev. lesson file Add shading to a table’s cells by selecting the cells and selecting the color you want to add from the Shading button. Figure 2-74 Adding shading, colors, and patterns to a table is similar to adding borders—you select the cells and then select the shading options from either the Shading button on the Tables and Shading button Borders toolbar, or by selecting Format → Borders and Shading from the menu and clicking Other Ways to Apply the Shading tab. This lesson will give you some practice adding colors, shading, and patterns Shading: to your table. • Select Format → Borders and Shading 1. Select the top row of the table. from the menu, click the This is where you want to apply shading. Shading tab, and Click the Shading button arrow on the Tables and Borders toolbar. specify the shading 2. options. A color palette appears below the Shading button. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 153 3. Select the Yellow color. The selected row is shaded with a yellow color. As with borders, you can also apply shading to a table using the Borders and Shading dialog box. 4. Select the bottom six rows of the table. Select Format → Borders and Shading from the menu and click the Shading tab. The Shading tab of the Borders and Shading dialog box appears, as shown in Figure 2-73. The Borders and Shading dialog box gives you more colors, patterns, and shading options than the Shading toolbar. 5. Click the Style list, scroll all the way down to familiarize yourself with the available shading and patterns, and then scroll back up and select the 10% option. Click OK. Deselect the cells. The Borders and Shading dialog box closes, and Word formats the selected cells with the specified 10% shading. 6. Save your work. Quick Reference To Add Shading to a Table: 1. Select cells where you want to apply the shading. 2. Click the Shading list arrow on the Tables and Borders toolbar and select the shading color you want. Or… Select Format → Borders and Shading from the menu, click the Shading tab, and select a shading option. Your Organization’s Name Here 154 IC3 Module 2 – Key Applications Lesson 2-34: Sorting Data in a Table Figure 2-75 The table sorted in descending order, by the Destination column. Figure 2-76 The Sort dialog box. Figure 2-75 Select the type of data you want to sort—text, Figure 2-77 numbers, or dates. The table sorted in Sort by this column first… ascending order, by the Destination column. … then by this Specify the sort order. column (optional). Select this option so the first header L IC3 row is not included Objective: 2.2.2.5 in the sort. Figure 2-76 Req. File: Tables4.doc Figure 2-77 Another of Word’s many useful functions is its ability to sort information. Word can sort items in a list alphabetically, numerically, or chronically (by date). In addition, Word can sort information in ascending (A to Z) or descending (Z to A) order. You can sort an entire table or any portion of a table by selecting what you want to sort. You can even sort information that isn’t in a table at all, as long as you select it first. This lesson will show you several techniques you can use to sort information in your tables. 1. If necessary, open Tables4 in your Practice folder, save it as Explore Canada Table, and click the Tables and Borders button to display the Tables and Borders toolbar. You need to select the column you want to sort first. 2. Click any cell in the Destination column. You want to sort the table by this column. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 155 3. Click the Sort Ascending button on the Tables and Borders toolbar. The table is sorted in an ascending way- alphabetically based on the names in the Destination column. Yes, that means the last row in the table appears near the top, thus Sort Ascending messing up the formatting of your borders. You could have prevented this by button temporarily typing a ‘Z’ in the blank cell, sorting the table, and then erasing the Z. Or you can also sort information with the Sort dialog box, which offers more sorting options. 4. Make sure the insertion point is in the table and select Table → Sort from the menu. The Sort dialog box appears, as shown in Figure 2-76. The Sort dialog box lets you specify how you want the information in your table sorted. You can select the column by which you want to sort your table, the sort order, and if you want to sort the table again by any additional columns. For example, you could sort a table by last name, and then by first name. 5. Make sure Destination appears in the Sort by list and click the Descending option. This will sort the table in descending order—alphabetically from Z to A, or numerically from the largest to the smallest value. 6. In the “My list has” section, make sure the Header row option is selected. This button ensures Word does not sort the first row of the table, the column heading row. 7. Click OK. The dialog box closes and the table is sorted in descending order based on the values in the Destinations column. Compare your table to the one in Figure 2-75. Table 2-5: Sort Examples Order Alphabetic Numeric Date Ascending A, B, C 1, 2, 3 1/1/99, 1/15/99, 2/1/99 Quick Reference Descending C, B, A 3, 2, 1 2/1/99, 1/15/99, 1/1/99 To Sort Data in a Table: 1. Select the cells or information you want to sort. 2. Select Table → Sort from the menu, then specify the order you want to sort (ascending or descending). Or… Depending on how you want information sorted, click either the Sort Ascending button or the Sort Descending button on the Tables and Borders toolbar. Your Organization’s Name Here 156 IC3 Module 2 – Key Applications Lesson 2-35: Using AutoFormat Figure 2-78 Select from a list of The Table AutoFormat preset formats dialog box. Figure 2-79 Select what you The table after being want to be formatted with the Colorful formatted 2 AutoFormat setting. Specify these options to emphasize the heading rows, first column, first row, and last column Figure 2-78 L IC3 Objective: 2.2.2.4 Req. File: Prev. Lesson file Figure 2-79 Since we’ve been working with rather difficult concepts—such as inserting and deleting rows, columns, and cells—in this lesson you’ll get a break. This incredibly easy lesson explains how Word can automatically format your tables with the Table AutoFormat command. AutoFormat is a built-in collection of formats such as font sizes, patterns, and alignments that you can quickly apply to a table. AutoFormat lets you select from 40 different preset formats. AutoFormat is a great feature if you want your table to look sharp and professional, but don’t have the time to format it yourself. Quick Reference 1. Place the insertion point anywhere in the table and select Table → Table AutoFormat from the menu. To Format a Table using The Table AutoFormat dialog box appears, as shown in Figure 2-78. The 40 preset AutoFormat: formats are listed in the Formats list. You can control what type of formatting to apply 1. Place the insertion point by adding or removing the checkmarks to the option in the Formats to Apply section. If anywhere in the table and you want AutoFormat to skip one of the formatting categories, simply uncheck the select Table → Table appropriate box. To see what a preset format looks like, select it from the Format list AutoFormat from the and look at the Preview area of the dialog box. menu. 2. Ensure that the Heading rows and First column boxes are checked. 2. Select a preset format This will emphasize these cells—notice they appear in the Preview box. from the list. 3. Select the Colorful 2 option from the Formats list and click OK. The dialog box closes and the selected cell range is formatted with the Colorful 2 formatting options, as shown in Figure 2-79. 4. Close this file without saving changes, then close Microsoft Word. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 157 Chapter Two Review Lesson Summary Selecting and Replacing Text • To Select Text: Move the insertion point to the beginning or end of the text you want to select. Click and hold the left mouse button, drag the insertion point across the text and release the mouse button once the text is selected. Or, hold down the Formatting Paragraph Line Spacing • To Change Paragraph Line Spacing: Select Format → Paragraph from the menu, click the Line Spacing list arrow and select the spacing option you want to use (Single, 1.5 lines, Double, At least, Exactly, or Multiple). Formatting Spacing between Paragraphs • To Adjust the Space above a Paragraph: Select Format → Paragraph from the menu and specify how much space you want in the Spacing Before box. • To Adjust the Space below a Paragraph: Select Format → Paragraph from the menu and specify how much space you want in the Spacing After box. First Line and Hanging Indents • Hanging Indents (Using the Paragraph Dialog Box): Select Format → Paragraph from the menu and select Hanging from the Special box in the Indentation section. Enter the amount of the hanging indent in the At box, and click OK. • Hanging Indents (Using the Ruler): Click and drag the Hanging Indent marker on the ruler. • To Indent Only the First Line of a Paragraph (Using the Paragraph Dialog Box): Select Format → Paragraph from the menu and select First line from the Special box in the Indentation section. Enter the amount of the hanging indent in the At box, and click OK. • To Indent Only the First Line of a Paragraph (Using the Ruler): Click and drag the First Line Indent marker on the ruler. Creating Bulleted and Numbered Lists • To Create a Bulleted List: Click the Bullets button on the Formatting toolbar, or select Format → Bullets and Numbering from the menu, click the Bullets tab, and select the bulleting option you want to use. • To Create a Numbered List: Click the Numbering button on the Formatting toolbar, or select Format → Bullets and Numbering from the menu, click the Numbering tab, and select the numbering option you want to use. Your Organization’s Name Here 158 IC3 Module 2 – Key Applications Creating a Document in Outline View • Outline View helps you to organize your ideas and topics and see the overall structure of a long document. • A plus symbol by a heading indicates the heading contains subordinate text that is currently collapsed, or hidden. A minus symbol by a heading indicates the heading’s subordinate text is expanded, or displayed. • To View a Document in Outline View: Click the Outline View button located on the horizontal scrollbar near the bottom of the screen, or select View → Outline View from the menu. • To Demote the Current Heading: Do any of the following: - Press Inserting Symbols and Special Characters • To Insert a Symbol or Special Character: Place the insertion point where you want to insert the character, select Insert → Symbol from the menu, select the symbol you want and click OK. Inserting the Date and Time • To Insert the Date and Time: Select Insert → Date and Time from the menu, select an option from the list, and click OK. Inserting Comments • To Insert a Comment: Place the insertion point where you want to insert the comment and click the Insert Comment button on the Reviewing toolbar or select Insert → Comment from the menu. • To View a Comment: You can view a comment by positioning the mouse pointer over the comment marker until it changes to a and waiting a few seconds. • To Review a Document’s Comments: Click the Next Comment button on the Reviewing toolbar to browse from comment to comment. • To Edit a Comment: Right-click the comment marker and select Edit Comment from the shortcut menu. • To Delete a Comment: Right-click the comment marker and select Delete from the shortcut menu. Setting Tab Stops • Tab stops can be aligned to the left, center, right, and to decimal points. • To Add a Tab Stop: Click on the ruler where you want to add the tab stop or select Format → Tabs from the menu and specify where you want to add the tab stop(s). 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 159 • To Change the Tab Alignment: Click the Tab selector box on the ruler until you see the type of tab you want to use (left, center, right, and decimal) and then follow the previous steps to add the tab stop. • To Adjust a Tab Stop: Click and drag the tab stop to the desired position on the ruler. • To Remove a Tab Stop: Drag the tab stop from the ruler. Adjusting and Removing Tabs • To Adjust a Tab Stop: Click and drag the tab stop to the desired position on the ruler. • To Remove a Tab Stop: Drag the tab stop from the ruler. • To Use the Tabs Dialog box: Open the Tabs dialog box by selecting Format → Tabs from the menu. • To Add a Leader to a Tab Stop: Select Format → Tabs from the menu to open the Tabs dialog box and select the Leader you want to use from the Tabs dialog box. Inserting Page Breaks • To Insert a Manual Page Break: Place the insertion point where you want to insert the page break and press Inserting Automatic Page Numbering • To Insert Page Numbering: Select Insert → Page Numbers from the menu. Verify where on the page (top or bottom) you want the number to appear, and the alignment. (Optional) Click the Format button to further format the page numbering. Click OK. Creating Headers and Footers • To Add or View a Document Header or Footer: Select View → Header and Footer from the menu. • To Switch Views Between the Header and Footer: Click the Switch between Header and Footer button on the Header and Footer toolbar. • To Insert a Page Number in a Header or Footer: Display the header or footer and position the insertion point where you want the page number. Click the Insert Page Number button on the Header and Footer toolbar. Adding Footnotes and Endnotes • To Insert a Footnote or Endnote: Place the insertion point where you want the footnote or endnote inserted and select Insert → Footnote from the menu. Specify if you want to insert a footnote or endnote, click OK, and type the footnote or endnote. • To View a Footnote or Endnote: Position the pointer over the footnote or endnote number for several seconds. • To Edit a Footnote or Endnote: Double-click the footnote or endnote number. Your Organization’s Name Here 160 IC3 Module 2 – Key Applications • To Delete a Footnote or Endnote: Select the footnote or endnote number and press the Adding Borders to Your Paragraphs • To Add a Border to a Paragraph: Select Format → Borders and Shading from the menu, click the Borders tab, and click the side(s) (top, bottom, left, and/or right) of the Border Preview section where you want the borders. You can also add borders by clicking the Border button arrow on the Formatting toolbar and selecting the border you wish to add. • To Summon the Tables and Borders toolbar: Right-click any toolbar and select Tables and Borders from the shortcut menu, or select View → Toolbars → Tables and Borders from the menu. • To Format the Style of a Border Line: Select Format → Borders and Shading from the menu and select the formatting options. Format the Border using the Tables and Borders toolbar. Adding Shading • To Add Shading to a Paragraph (Toolbar): Select the paragraph(s) where you want to apply the borders, click the Shading list arrow on the Tables and Borders toolbar, and select the color you want to apply. • To Add Shading to a Paragraph (Menu): Select Format → Borders and Shading from the menu, click the Shading tab, and select a shading option. Creating and Applying Paragraph Styles • Select the paragraph you want to format with the style. Click the Style list arrow on the Formatting toolbar and select the paragraph style you want to apply to the selected paragraph. Modifying a Style • When you modify a style’s formatting options, every paragraph and/or character formatted with that style in the document is updated to reflect the changes. • To Modify an Existing Style by Example: Select the text or paragraph that contains the formatting that you want to copy to an existing style, select the style you want to modify from the Style List on the Formatting toolbar, select the Update the style to reflect recent changes option, and click OK. • To Modify an Existing Style using the Style Dialog Box: Select Format → Style from the menu, select the style you want to change from the Style list, and click Modify. Click the Format button and select the element you want to change, change the formatting options for the selected element, and then click OK, OK, Apply to close the various dialog boxes. • To Delete a Style: Select Format → Style from the menu, select the style from the Style list, and click Delete. Using the Format Painter • The Format Painter lets you copy character and paragraph formatting and apply or paste the formatting to other characters and paragraphs. • To Copy Formatting with the Format Painter: Select the text, paragraph, or object with the formatting options you want to copy. Click the Format Painter button on the Standard toolbar and drag the Format Painter pointer across the text or paragraph where you want to apply the copied formatting options. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 161 • To Copy Selected Formatting to Several Locations: Double-click the Format Painter button to apply formatting to several locations. Click the Format Painter button again when you’re finished. Correcting Your Grammar • Word automatically underlines grammar errors in green. • To Correct a Grammar Error: Right-click the grammar error to bring up a shortcut menu with suggestions for corrections. Or, correct the grammar error by retyping it. • Ignore grammar errors by right-clicking the error and selecting Ignore All from the shortcut suggestion menu. • To Turn Off the Grammar Checker: Select Tools → Options from the menu, click the Spelling & Grammar tab, make your specifications, and click OK. Using the Thesaurus and Word Count • To Use the Thesaurus: Right-click the word you want to look up, select Synonyms from the shortcut menu and select a synonym from the list or select the word you want to look up and select Tools → Language → Thesaurus from the menu or press Tracking Changes • To Track Revisions: Select Tools → Track Changes→ Highlight Changes from the menu. Check the Highlight Changes check box and click OK. Edit the document—your revisions will be highlighted. • To Stop Tracking Revisions: Select Tools → Track Changes→ Highlight Changes from the menu, uncheck the Highlight Changes check box, and click OK. Accepting and Rejecting Tracked Changes • To Accept and/or Reject Revisions (using the Review Toolbar): Display the Review toolbar by selecting View → Toolbars → Reviewing from the menu. Click the Next Change button to move through the revisions in your document. Click either the Accept Change button or the Reject Change button on the Reviewing toolbar. • To Accept and/or Reject Revisions (using the Accept or Reject Changes dialog box): Select Tools → Track Changes → Accept or Reject Changes from the menu. Click Find to move through the revisions in your document. Click either the Accept or the Reject button. You can also accept or reject all changes at once by clicking the corresponding button. Creating a Table and Inserting Data • To Create a Table Using the Standard Toolbar: Click the Insert Table button on the Standard toolbar and drag inside the grid to select how many columns and rows you want. • To Create a Table Using the Menu: Select Table → Insert → Table from the menu, specify the number of rows and columns you want, and click OK. • To Move from Cell to Cell in a Table: Move between cells by pressing Your Organization’s Name Here 162 IC3 Module 2 – Key Applications • To Insert a New Row: Press Working with a Table and Editing Table Data • To Edit Data: Select the data in the cell and edit the text. • To Select a Cell: Click the left edge of the cell. • To Select a Row: Click to the left of the row. • To Select a Column: Click the column's top gridline or border (the pointer will change to a ). • To Select Several Cells: Drag across the cell, row, or column (or select a single cell, row, or column) and then hold down Inserting and Deleting Rows and Columns • To Delete a Column or Row Using the Right Mouse Button: Select the column or row you want to delete. Click the right mouse button and select Delete Columns or Delete Rows from the shortcut menu. • To Delete a Column or Row Using the Menu: Select the column or row you want to delete, then select Table→ Delete Columns or Delete Rows from the menu. • To Insert a Column: Select the column that you want the new column to be inserted in front of. Click the right mouse button and select Insert Columns from the shortcut menu, or select Table → Insert → Columns to the Left or Columns to the Right. • To Insert a Row: Select the row that you want the new row to be inserted above. Click the right mouse button and select Insert Rows from the shortcut menu, or select Table → Insert → Rows Above or Rows Below from the menu. Adjusting Column Width • To Adjust the Width of a Column: Click and drag the column’s right border to the left or right. You can also adjust a column’s width by placing the insertion point in the column, selecting Table → Table Properties from the menu and clicking the Column tab. Specify the column width and click OK. • To Adjust the Width of a Column using AutoFit: You can use AutoFit to adjust a column’s width to fit the column’s widest entry. Select the column and select Table → AutoFit → AutoFit to Contents from the menu. • To Distribute Columns Evenly in a Table: Select the columns and click the Distribute Columns Evenly button on the Tables and Borders toolbar. Or, select the columns and select Table → Distribute Columns Evenly from the menu. Adjusting Row Height • To Adjust the Height of a Row: Select the row, select Table → Table Properties from the menu, click the Row tab, enter the height of the row, and click OK. You can also adjust a row’s height by being in Print Layout View and dragging the row’s bottom border up or down. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 163 • To Adjust the Height of a Row using AutoFit: Select the row and select Table → AutoFit → AutoFit to Contents from the menu. • To Distribute Rows Evenly in a Table: Select the column and click the Distribute Rows Evenly button on the Tables and Borders toolbar. Or, select Table → AutoFit → Distribute Rows Evenly from the menu. Merging and Splitting Cells • You can merge multiple cells into a single, larger cell by selecting the cells you want to merge and selecting Table → Merge cells from the menu, or by clicking the Merge Cells button on the Tables and Borders toolbar. You can also use the Draw Table button on the Tables and Borders toolbar to split cells by drawing lines between them. • You can split a cell into several smaller, multiple cells by selecting the cell you want to split and selecting Table → Split cells from the menu, or by clicking the Split Cells button on the Tables and Borders toolbar. You can also use the Eraser button on the Tables and Borders toolbar to merge cells by erasing the lines between them. Orienting, Aligning, and Spacing Cell Contents • To Horizontally Align a Cell’s Contents: Select the cell(s) and click the Align Left, Center, or Align Right button on the Formatting toolbar, or select Format → Paragraph from the menu and select the alignment. • To Vertically Align a Cell’s Contents: Select the cell(s) and click the Align Top, Center, Vertically, or Align Bottom button on the Tables and Borders toolbar. • To Change Text Direction: Click the Change Text Direction button on the Tables and Borders toolbar to toggle between the three different text directions, or select Format → Text Direction from the menu and select the text direction. Modifying Borders • To Add a Border to a Table: Select the cells where you want to apply the borders, click the Border Style list arrow on the Tables and Borders toolbar, and select the border option you want. Or, select Format → Borders and Shading from the menu, click the Borders tab, and add borders by clicking the preview area. • To Modify Borders: Select the cells you want to change and use buttons on the Tables and Borders toolbar to change properties: Line Weight, Line Style, Border Color. Or, select Format → Borders and Shading from the menu, click the Borders tab, modify border properties and click OK. Adding Shading and Patterns • To Add Shading to a Table: Select the cells where you want to apply the shading, click the Shading Style list arrow on the Tables and Borders toolbar, and select the shading you want. Or, select Format → Borders and Shading from the menu, click the Shading tab and add the shading options. Sorting Data in a Table • Using the Menu: Select the cells or information you want to sort, select Table → Sort from the menu, and specify the order you want to sort (ascending or descending). Your Organization’s Name Here 164 IC3 Module 2 – Key Applications • Using the Toolbar: Click either the Sort Ascending button or the Sort Descending button on the Tables and Borders toolbar. Using AutoFormat • AutoFormat lets you quickly format all elements of a table, including its fonts, borders, and shading option by selecting from 40 preset formats. • To AutoFormat a Table: Make sure the insertion point is located in the table, and then select Table → Table AutoFormat from the menu. Quiz 1. Your research paper isn’t long enough. How can you double-space it to make it longer? A. Select Tools → Format from the menu, click the Line Spacing arrow, and select Double. B. Select Tools → Paragraph Formatting from the menu, click the Line Spacing arrow, and select Double. C. Select Format → Paragraph from the menu, click the Line Spacing arrow, and select Double. D. Click the Paragraph Spacing arrow on the Formatting toolbar and select Double. 2. How can you change the bullet character that is used in a bulleted list? A. Click the Bullets arrow on the Formatting toolbar and select the character. B. You can’t change the bullet character. C. Select Edit → Bullet Symbol from the menu, select the bulleted list you want to use, click Customize, and select the character you want to use. D. Select Format → Bullets and Numbering from the menu, select the bulleted list you want to use, click Customize, and select the character you want to use. 3. To insert a symbol or special character: A. Click the Symbol button on the Standard toolbar. B. Select Edit → Symbol from the menu. C. Select Insert → Symbol from the menu. D. Select Format → Symbol from the menu. 4. You see that some text in a document is highlighted as having a comment. How can you view the comment? A. Select Tools → Comments from the menu. B. Position the pointer over the comment marker. C. Click the View Comments button on the Standard toolbar. D. Click the TRK indicator on the Status bar. 5. Which of the following are types of tab stops? (Select all that apply.) A. Left. B. Center. C. Right. D. Decimal. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 165 6. What is a page break? A. A type of document formatting you can use to control where text ends and begins on a page. B. An area of the document that does not follow the paper’s thesis. C. Where the page ends in Print Layout view. D. There is no such thing in Word. 7. You’re working on a school report and need to cite a source. How can you add a footnote to your document? A. Select View → Header and Footer from the menu. B. Select Tools → Footnote from the menu. C. Select Insert → Footnote from the menu. D. Click the Foot button on the Standard toolbar. 8. You want to add a border at the bottom of the paragraph. How can you do this? A. Click the Border button arrow on the Formatting toolbar and select the bottom option. B. Select the paragraph and click the Underline button on the Formatting toolbar. C. Select Edit → Border from the menu and click where you want to add the border on the paragraph diagram. D. Select Insert → Border from the menu. 9. When you modify a Style’s formatting options, every character or paragraph formatted in a document based on that Style is updated to reflect the Style change. (True or False?) 10. You want to use the Format Painter to apply formatting to multiple lines of a document that are not next to each other. How can you do this? A. Click the Format Painter button on the Standard toolbar. B. Double-click the Format Painter button on the Standard toolbar. C. This isn’t possible. D. Open the Copy and Apply Formatting dialog box by selecting Format → Copy Formatting from the menu. 11. What color are grammar errors? A. Red B. Blue C. Yellow D. Green 12. How can you count how many words are in a document? A. Select Tools → Language → Word Count from the menu. B. Press Your Organization’s Name Here 166 IC3 Module 2 – Key Applications 13. The letters TRK appear on Word’s status bar. What does this mean? A. TRK indicates that several versions of this document have been saved in the same file. B. TRK stands for “Try Remedial Komputing” because Word has noticed you have been making a lot of stupid mistakes lately. C. TRK indicates that Word is tracking changes or revisions made to the document. D. TRK indicates that the macro recorder is tracking what you are doing. 14. Which of the following is NOT a way to create a table? A. Select Table → Insert → Table from the menu. B. Click the Insert Table button on the Standard toolbar. C. Select Insert → Table from the menu. D. Select View → Toolbars → Tables and Borders to view the Tables and Borders toolbar and click the Draw Table button on the Tables and Borders menu. 15. Which keys can you use to enter information and navigate a table? A. 16. How can you adjust the height of a row? A. Click the Row button on the Tables and Borders toolbar. B. Drag the row’s bottom border up or down in Print Layout View. C. Select Tables → Row Height from the menu. D. None of the above. 17. You have four cells that you would like to combine into one. Which of the following methods can you use to combine the cells? (Select all that apply.) A. Select the four cells and click the Merge Cells button on the Tables and Borders toolbar. B. Select the four cells and select Table → Merge Cells from the menu. C. Select the four cells and select Table → Combine Cells from the menu. D. Select the four cells and press 18. How can you sort items in a table into alphabetical order? A. Select Tools → Sort from the menu. B. Click the Sort Ascending (A to Z) button on the Tables and Borders toolbar. C. Click the Sort Ascending (A to Z) button on the Formatting toolbar. D. Select Edit → Sort from the menu. Homework 1. Start Microsoft Word, open the “Homework 2” document, and save it as “Broncos”. 2005 CustomGuide, Inc. Chapter Two: Word Processing Functions 167 2. Add a border below the sender’s address: Place the insertion point in the last line of the address, click the Border list and select the Bottom Border option. 3. Create a bulleted list: Select the paragraphs beginning with “I’ve noticed that there have been some terrible injuries in recent years…” and ending with “Now there’s excitement!” Click the bullets button on the Formatting toolbar. 4. Create a numbered list: With the same paragraphs still selected, click the Numbering button on the formatting toolbar. 5. Double-space the body of the letter. 6. Set a left tab stop: Select the closing paragraphs, starting with “Sports are vital,” and ending with “P.S. Do you have any spare (XL) jerseys?” Click the 2.5 inch mark on the ruler. 7. Place the insertion point at the very beginning of the “Sports are vital,” paragraph and press the Quiz Answers 1. C. Select Format → Paragraph from the menu, click the Line Spacing arrow, and select Double to double-space a paragraph. 2. D. To change the bullet character used in a bulleted list, select Format → Bullets and Numbering from the menu; select the bulleted list you want to use; click Customize; and select the character you want to use. 3. C. Select Insert → Symbol from the menu to insert a symbol or special character. Your Organization’s Name Here 168 IC3 Module 2 – Key Applications 4. B. To view a comment, simply point at the comment marker for a few seconds. 5. A, B, C, and D. All of these are types of tab stops. 6. A. A page break is a type of document formatting you can use to control where text ends and begins on a page. 7. C. Select Insert → Footnote from the menu to insert a footnote or endnote. 8. A. Click the Border button arrow on the Formatting toolbar and select the bottom option to add a border to the bottom of a paragraph. 9. True. 10. B. Double-click the Format Painter button to apply formatting to multiple areas of a document. Click the Format Painter button when you’re finished. 11. D. Grammar errors are underlined in green, while spelling errors are underlined in red. 12. C. Select Tools → Word Count from the menu to count the number of words in a document. 13. C. The TRK indicator means that Word is tracking any changes or revisions you are making to a document. 14. C. You would think selecting Insert → Table would be the way to insert a table using the menu, but the actual command is Table → Insert → Table. 15. A. Press 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions Chapter Objectives: Prerequisites • A computer with • Select information with the keyboard and mouse Microsoft Excel 2000 • Insert and modify cell contents installed. • How to start Microsoft • Cut, copy, and paste cells Excel. • Select, insert, and delete cells, rows, and columns • How to use menus, toolbars, dialog boxes, • Modify table structure and shortcut • Insert and delete worksheets keystrokes. • Change cell alignment and merge cells • Format cells • Sort data • Work with formulas • Work with charts Microsoft Excel is a powerful spreadsheet software program that allows you to make quick and accurate numerical calculations. Entering data onto a spreadsheet (or worksheet as they are called in Excel) is quick and easy. Once data has been entered in a worksheet, Excel can instantly perform any type of calculation on it. Excel can also make your information look sharp and professional. The uses for Excel are limitless: businesses use Excel for creating financial reports, scientists use Excel for statistical analysis, and families use Excel to help manage their investment portfolios. Microsoft Excel is by far the most widely used and, according to most reviews, the most powerful and user-friendly spreadsheet program available. This chapter includes the knowledge and skills required to analyze information in an electronic spreadsheet and to format information using functions specific to spreadsheet formatting. You will learn how to use formulas and functions, sort data, modify the structure of a worksheet, and edit and format data in worksheet cells. 170 IC3 Module 2 – Key Applications Lesson 3-1: Selecting a Cell and Entering Labels Figure 3-1 Entering text labels in a worksheet. Enter, Cancel, and Edit Formula buttons L IC3 Objective: 2.3.1.1 and 2.3.1.2 Labels Req. File: Data.xls Figure 3-1 Once you learn how to get around in Excel, you’ll probably want to start entering data. In order to begin this task, you should know a thing or two about how a spreadsheet is organized. Columns are the cells that run up and down in a worksheet, and rows run left to right. Each cell in a worksheet is identified by a column and row number, such as A1, which identifies the cell in the top left corner of a worksheet. There are two basic types of information you can enter in a cell: • Labels: Any type of text or information not used in any calculations. • Values: Any type of numerical data: numbers, percentages, fractions, currencies, dates, or times, usually used in formulas or calculations. This lesson focuses on labels. Labels can be used for worksheet headings as well as row and column headings, making your worksheets easy to read and understand. Labels identify information in the corresponding columns and/or rows and are very important when it comes to organizing a worksheet, especially a worksheet that contains more than one table. Labels usually contain text, but can also consist of numerical information not used in any calculations, such as serial numbers and dates. Excel treats information beginning with a letter as a label and automatically left-aligns it inside the cell. 1. Start the Excel program, navigate to your practice folder, open the workbook named Data, and save it as Labeling Practice. If you do not know where your practice files are located, ask your instructor for assistance. First, you need to select a cell. 2. Click cell A1 to make it the active cell. Formula bar This is where you want to add a title for your worksheet. Don’t worry if the cell already contains text—anything you type will replace the old cell contents. 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 171 3. Type Income and Expenses. If you make a mistake while you’re typing a cell entry you can press the Your Organization’s Name Here 172 IC3 Module 2 – Key Applications Lesson 3-2: Selecting a Range of Cells and Entering Values Figure 3-2 Selecting an adjacent range of cells. Click the first cell of the range you want to select. L IC3 Objective: 2.3.1.2 and 2.3.1.3 Req. File: Prev. Lesson file Drag the mouse pointer to the last cell of the range. Ranges are identified by the first and last cells in the range, so this range would be Figure 3-2 F7:G10. In the previous lesson, you learned how to enter labels into a worksheet. In this lesson, you will be working with the other basic type of worksheet information: values. Values are usually used in calculations. A value can be any type of numerical data: numbers, percentages, fractions, currencies, dates, and times. Excel treats information that contains numbers, dates or times, and certain numerical punctuation as a value and automatically right-aligns it in the cell. Values don’t have to contain only numbers. You can also use numerical punctuation including the period (.) for a decimal point, the hyphen (-) for negative values, the dollar sign ($) for currencies, the percent sign (%) for percentages, and the comma (,) (for separating numbers like 1,000). Entering values into a worksheet is no different from entering labels: you simply type the value and confirm the entry by clicking the Enter button, pressing 1. Click cell E7 to make it the active cell, type 2500, and press 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 173 2. Type 400, press NOTE: To select a non-adjacent range of cells, simply press and hold the Your Organization’s Name Here 174 IC3 Module 2 – Key Applications Lesson 3-3: Selecting the Entire Worksheet and Entering Dates Figure 3-3 You can enter dates into a worksheet using a variety of formats. No matter which method you use to enter dates, they will be Press displayed according to L IC3 Figure 3-3 Both of these cells contain the same Objective: 2.3.1.2 and date value—they’re just formatted 2.3.1.3 differently. Req. File: Dates.xls Normally, Excel treats dates in your worksheets as values rather than labels. The reason for this is simple—so you can perform calculations and formulas with them. For example, you can subtract one date from another to find how many days are between them. You can enter dates using many different types of date formats, as shown in Table 3-1: Examples of Valid Date and Time Entries. Before we get to dates, let’s discuss another, convenient feature that Microsoft Excel has to offer – the Select All button. This feature allows you to quickly select all of the cells in a worksheet, so that you might make sweeping formatting changes. 1. Navigate to your Practice folder, open the workbook named Dates, and save it as Mileage Reimbursement. If you do not know where your practice files are located, ask your instructor for assistance. Select All button 2. Click the Select All button. Notice that all of the cells look shaded in. This means that they are all selected and ready to be formatted. 3. Click the Bold button on the Formatting toolbar. All of the text is now Bold. You don’t really want your text to be Bold, so… 4. Click the Bold button on the Formatting toolbar. All of the text returns back to its original formatting. Click on any cell in the worksheet to deselect the entire page. Bold button Now you’re ready to add some dates to your worksheet. 5. Click cell A11, type 2/24 and press 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 175 October 10, 1954. Excel assumes any two-digit years entered between 01/01/00 and 12/31/29 are in the 21st century, so when you enter 10/3/15 Excel assumes you mean October 10, 2015. You don’t have to enter your dates using a 10/5/98 format. Excel understands a variety of date formats. Try entering a date using a different format. 6. Type Feb 27 and press Table 3-1: Examples of Valid Date and Time Entries Date Entries Time Entries October 17, 1995 5:45 PM 10/17/95 5:45 AM 10-17-95 5:45 (Excel assumes that it’s 5:45 AM) 17-Oct-95 17:45 (5:45 PM on a 24-hour clock) Oct-17 (Excel assumes that it’s the current year) 17:45:20 (5:45 PM and 20 seconds) Quick Reference To Select the Entire Worksheet: • Click the Select All button. Or… • Press Your Organization’s Name Here 176 IC3 Module 2 – Key Applications Lesson 3-4: Editing, Clearing, and Replacing Cell Contents Figure 3-4 Pressing the Figure 3-5 Typing replaces the Figure 3-4 contents of a cell. L IC3 Type any text Objective: 2.3.1.3 Req. File: Prev. Lesson file Figure 3-5 You can change or clear the contents of your cells any time. To clear a cell entry, simply select the cell or cell range you want to delete and press the 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 177 Click cell to make it active, type , 6. A1 Reimbursable Mileage Report and press Your Organization’s Name Here 178 IC3 Module 2 – Key Applications Lesson 3-5: Cutting, Copying, and Pasting Cells Figure 3-6 Selecting and cutting a range of cells. Figure 3-7 Pasting the selected cells in a new location in the workbook. L IC3 Objective: 2.3.1.4 Req. File: Prev. Lesson file Figure 3-6 Figure 3-7 You already know how to select a cell and ranges of cells using the mouse or keyboard. Once you have selected a cell or cell range, you can cut it, removing it from its original location, and then paste it in another location in the worksheet. Copying is similar to cutting, except the cells are copied instead of removed. Whenever you cut or copy something, it is placed in a temporary storage area called the Clipboard. The Clipboard is available in any Windows Copy button program, so you can cut and paste between different programs. Other Ways to Copy: Cutting and copying cell entries is one of the more common tasks you’re likely to use in Excel • Select Edit → Copy (and in many other programs, too). This lesson will give you some practice cutting, copying, from the menu. and pasting in Excel. • Press 1. Click cell B5 to make it active. You want to copy this cell to the clipboard so you can paste it in a different location in the worksheet. There are several different methods of copying something—we’ll look at all of them. Try out each method and then use the method you prefer. 2. Click the Copy button on the Standard toolbar. Paste button A line of marching ants appears around the selected cell and the message “Select destination and press ENTER or choose Paste” appears on the status bar. Now you Other Ways to Paste: must move the cell pointer to the location where you want to paste the copied cell. • Select Edit → Paste Select cell B11. from the menu. 3. This is where you want to paste the cell you copied. There are several methods you can • Press 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 179 4. Click the Paste button on the Standard toolbar. The contents you copied from cell B5 are pasted into the active cell, B11, replacing its original contents. When you use the Paste command, Excel still keeps the copied cells in the Clipboard so that you can paste them again in other locations. Try pasting the Cut button copied cell in another location. Other Ways to Cut: 5. Select cell B12 and repeat Step 4 to paste the copied cell again. • Select Edit → Cut from The copied cell is inserted in the active cell. the menu. Now that you’re familiar with copying, let’s try cutting several cells. You can cut (or • Press Your Organization’s Name Here 180 IC3 Module 2 – Key Applications Lesson 3-6: Selecting, Inserting, and Deleting Cells, Rows, and Columns Figure 3-8 The Insert dialog box. Figure 3-9 The Delete dialog box. Figure 3-10 Figure 3-8 Figure 3-9 Selecting a cell range to insert. Figure 3-11 An inserted row. Figure 3-10 Existing cells move to make room for the L IC3 inserted cells. Objective: 2.3.1.2 and Figure 3-11 2.3.1.4 Req. File: Cells.xls While working on a worksheet, you may need to insert new cells, columns, or rows into your worksheet. Other times, you may need to delete existing cells, columns, or rows. When you insert cells, you must shift any existing cells down or to the right to make room from the new cells. Likewise, when you delete cells (which is not the same as clearing the cell contents) you must shift any existing cells to fill the space left by the deletion. In this lesson, you will get some practice inserting and deleting cells, rows, and columns. 1. Navigate to your practice folder, open the workbook named Cells, and save it as Driving Log. If you do not know where your practice files are located, ask your instructor for help. First, you need to specify where you want to insert the new cell. Select rows and 2. Select the cell range A2:F2. columns by clicking the This is where you want to insert the new cells. heading for first row 3. Select Insert → Cells from the menu. or column you want to select, then dragging The Insert dialog box appears, as shown in Figure 3-8. You can choose to shift the existing cells to the right or down, or you can insert an entire row or entire column. The the mouse pointer to “Shift cells down” option is selected by default. This is the option you want to use. the last row or column You’re going to be inserting a new row of cells. heading. 4. Click OK. Excel inserts six new cells and shifts the cells below down one row. 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 181 You can also insert entire columns and rows using a couple different methods: • Menu: Select the column or row heading where you want to insert the new column or row and select Insert → Rows or Insert→ Columns from the menu. • Shortcut Menu: Right-click the selected row or column heading(s) and select Insert from the shortcut menu. To select a row, all you have to do is click the desired row’s heading. 5. Select the second and third rows by clicking the row 2 heading, dragging the pointer to the row 3 heading, and then releasing the mouse button. NOTE: If you want to select rows that are non-adjacent, simply press and hold the Your Organization’s Name Here 182 IC3 Module 2 – Key Applications Lesson 3-7: Modify Column Widths and Row Heights Figure 3-12 Adjusting the width of a column. Figure 3-13 Adjusting the height of a row. Figure 3-14 The Row Height dialog Figure 3-12 Click and drag the line that Figure 3-13 Click and drag the line that box. separates column headers to separates row headers to change the width of a column change the height of a row Figure 3-15 The Column Width dialog box. IC3 L Figure 3-14 Figure 3-15 Objective: 2.3.1.4 When you start working on a worksheet, all of the rows and columns are the same size. As Req. File: Columns and you enter information into the worksheet, you will quickly discover that some of the columns Rows.xls and rows are not large enough to display the information that they contain. This lesson explains how to change the width of a column and the height of a row. 1. Navigate to your practice folder, open the Columns and Rows workbook, and save it as Expenses. If you do not know where your practice files are located, ask your instructor for help. 2. Carefully position the pointer over the line between the B and C in the column header area, until it changes to a . Once the pointer is positioned over the column line and appears as a , you can adjust the column width to make it smaller or wider. 3. Click and hold the mouse button and drag the line to the right until Column B is wide enough to see all of the Type labels, as shown in Figure 3-12. Column Header Shortcut menu Notice that while you are dragging the column line, a tip box appears displaying the current width of the column. Click to select all the Position the pointer over the line between the D and E in the column cells in a worksheet 4. header area, until it changes to a , then double-click the left mouse button. Excel automatically adjusts the width of the selected column so that it can hold the widest cell entry. This neat feature is called AutoFit. You can also use AutoFit by Select All button selecting Format → Column (or Row) → AutoFit from the menu. 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 183 The procedure for adjusting the height of a row is almost the same as adjusting the width of a column: 5. Carefully position the pointer over the line between the 3 and 4 in the row header area, until it changes to a . Once the pointer is positioned over the column line and appears as a , you can adjust the row height to make it smaller or wider. 6. Click and hold the left mouse button and drag the line down until the height of Row 3 is doubled, as shown in Figure 3-13. Notice that while you are dragging the column, a tip box appears displaying the current height of the row. Quick Reference In most instances, using the mouse is the fastest and easiest method to adjust the height To Adjust the Width of a of a row or the width of a column. There are times, however, when you may want to Column: adjust the height of a row or the width of a column by using a dialog box. For example, • Drag the column header’s you can select and adjust the width of several columns at the same time with a dialog box. right border to the left or the right. 7. Click the Select All button (the gray rectangle in the upper-left corner of the worksheet where the row and column headings meet) to select the Or… entire worksheet. • Right-click the column Excel selects all the cells in the worksheet. header(s), select Column Width from the shortcut 8. Select Format → Row → Height from the menu. menu and enter the The Row Height dialog box appears, as shown in Figure 3-14. Here you can enter an column width. exact measurement to adjust the row height. The default row height is 12.75. Or… Type in the Row Height text box and click OK. 9. 14 • Select the column The height of all the rows in the worksheet changes to 14. Notice, however that the header(s), select Format new row height is not sufficient to accommodate the worksheet’s title, so you will need → Column → Width to adjust the height of row A. You can use the AutoFit feature to automatically adjust from the menu, and enter the height of row 1. the column width. 10. De-select the entire worksheet by clicking any cell in the worksheet. To Adjust the Height of a The entire worksheet is no longer selected. Row: 11. Double-click the line between the 1 and 2 in the row header area. • Drag the row header’s Excel automatically adjusts the height of the first row so the title Expense Report fits in bottom border up or the row. A faster way to open either the Row Height or the Column Width dialog box is down. to use the right mouse button shortcut menu. • Right-click the row 12. Right-click the A column heading. header(s), select Row A shortcut menu containing the most commonly used commands used with columns Height from the shortcut appears. Had you right-clicked a row heading, a shortcut menu with the most menu and enter the row commonly used Row commands would have appeared. height. 13. Select Column Width from the shortcut menu. • Select the row header(s), The Column Width dialog box appears, as shown in Figure 3-15. Here you can enter an select Format → Row exact measurement to adjust the column width. The default column width is 8.43. → Height from the menu and enter the row height. 14. Type 10 in the Column Width box and click OK. To Automatically Adjust The width of the selected column, column A, changes to 10. the Width of a Column 15. Save your work and close the current workbook. or Row (AutoFit): Splendid! In just one lesson you’ve learned how to adjust the width of columns and height of • Double-click the right rows using several different methods. border of the column or the bottom border of a row. Your Organization’s Name Here 184 IC3 Module 2 – Key Applications Lesson 3-8: Inserting and Deleting Worksheets Figure 3-16 Delete confirmation dialog box. Figure 3-17 The Insert dialog box. Error! Reference Error! Reference L IC3 An Excel workbook contains three blank worksheets by default. You can easily add and delete Objective: 2.3.1.4 worksheets to and from a workbook, and you’ll learn how to do it in this lesson. Req. File: Worksheets.xls 1. Start Microsoft Excel. 2. Navigate to your practice folder, open the Worksheets workbook, and save it as Airline Reservations. If you do not know where your practice files are located, ask your instructor for assistance. 3. Right-click the Comments tab. A shortcut menu appears with commands to insert, delete, rename, move or copy, select all sheets, or view the Visual Basic code in a workbook. 4. Select Delete from the shortcut menu. A dialog box appears warning you that the selected sheet will be permanently deleted. 5. Click OK to confirm the worksheet deletion. The Comments worksheet is deleted from the workbook. 6. Delete the Foreign, Domestic, Receipts, and Summary sheets from the workbook. There are several worksheets that you need to add to the Weekly Reservations workbook—a worksheet for Monday’s reservations and another to summarize the entire week. Inserting a new worksheet to a workbook is just as easy as deleting one. 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 185 7. Select Insert → Worksheet from the menu. Excel inserts a new worksheet tab labeled Sheet1 to the left of the selected sheet. You can also insert worksheets using a right mouse button shortcut menu. 8. Right-click any of the sheet tabs and select Insert from the shortcut menu. The Insert dialog box appears. 9. Verify that the Worksheet option is selected and click OK. Excel inserts another worksheet tab labeled Sheet2 to the left of the Sheet1. 10. Save your work. Quick Reference To Add a New Worksheet: • Right-click on a sheet tab and select Insert from the shortcut menu. Or… • Select Insert → Worksheet from the Insert dialog box. To Delete a Worksheet: • Right-click on the sheet tab and select Delete from the shortcut menu. Or… • Select Edit → Delete Sheet from the menu. Your Organization’s Name Here 186 IC3 Module 2 – Key Applications Lesson 3-9: Creating a Custom Number Format Figure 3-18 Entering a custom number Displays how the custom format in the Format Cells number format will appear dialog box. Enter the Format codes for the custom number format Figure 3-19 here Cells formatted using custom number formats. Figure 3-20 Example of how to use Format codes to create a custom number format. Figure 3-18 Figure 3-19 L IC3 Figure 3-20 Objective: 2.3.1.5 You learned how to format values (numbers) in a previous lesson in this chapter. Excel comes Req. File: Formats.xls with a huge number of predefined number formats you can use. With so many available number formats, it is unlikely that you will ever need to create your own custom number, but if you do, this lesson explains how to do it. 1. Navigate to your Practice folder, open the workbook named Formats and save it as Expense Report. 2. Select cell A19 to make it active, type 6125555555 and press 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 187 6. Double-click the right border of the A column heading. Excel automatically adjusts the width of the A column. There’s the phone number! If you find that none of the formatting options is satisfactory, here’s how to create your own: 7. Enter 521876 into cell A20. The number you just entered is the employee ID. This number should be displayed like 52-1876. Since there isn’t a number format like this, you’ll have to create your own. 8. Make sure cell A20 is the active cell and select Format → Cells from the menu and click the Number tab. The Format Cells dialog box appears. 9. Select Custom under the Category list. This is where you can create your own number formats. You create a custom number format by specifying format codes that describe how you want to display a number, date, time, or text. Table 3-2: Format Codes for Numbers and Dates gives some examples of how to use these codes when creating custom number formats. 10. In the Type box replace the word “General” with ##-#### and click OK. The dialog box closes and Excel formats cell A20 with the custom number format you created. NOTE: The sample area of the number dialog box becomes very important when you’re creating custom number formats. Watch the sample area carefully to see how the custom number format you create will be displayed. 11. To verify that cell A20 is selected, select Format → Cells from the menu and click the Number tab. Now create a new custom number format. 12. Select Custom under the Category list, type ”Employee ID:” ##-#### in the Type field and click OK. The dialog box closes and the new custom number format is applied to the cell, as shown in Figure 3-19. You can create custom number formats by entering format codes that describe how you want Quick Reference to display a number, date, time, or text. Table 3-2: Format Codes for Numbers and Dates shows several examples which demonstrate how you can use number codes to create your To Create a Custom own custom number formats. Number Format: 1. Select the cell or cell range you want to format. Table 3-2: Format Codes for Numbers and Dates 2. Select Format → Cells Numbers Dates and Times from the menu and click To Display Use this Code To Display Use this Code the Number tab. 1234.59 as 1234.6 ####.# 1/1/99 as 1-1-99 m-d-yy 3. Select the Custom 12499 as 12,499 #,### 1/1/99 as Jan 1, 99 mmm d, yy category and type a number format in the 12499 as 12,499.00 #,###.## 1/1/99 as January 1, 1999 mmmm, d, yyyy Type box using the format codes shown in Table 3-2: 1489 as $1,489.00 $#,###.## 1/1/99 as Fri 1/1/99 ddd m/d/yy Format Codes for .5 as 50% 0% 1/1/99 as Friday, January 1 dddd, mmmm, d Numbers and Dates. .055 as 5.5% 0.0% 4:30 PM as 4:30 PM h:mm AM/PM Hide value ;; 4:30 PM as 16:30 h:mm Your Organization’s Name Here 188 IC3 Module 2 – Key Applications Lesson 3-10: Changing Cell Alignment and Merging Cells Figure 3-21 Merged cell Examples of how different cell alignment options. Figure 3-22 The worksheet with new alignment formatting. Figure 3-23 Figure 3-21 Merged cell The Alignment tab of the Format Cells dialog box. Figure 3-22 Select how text is aligned horizontally in L IC3 a cell Objective: 2.3.1.7 Select how text is Wrap text into multiple aligned vertically in a Req. File: Prev. Lesson file lines in a cell cell Reduce the displayed font size of a cell so Specify how much that all data fits in it text should be indented in a cell Combines two or more selected cells into a single cell Figure 3-23 By default, the contents of a cell appear at the bottom of the cell, with values (numbers) aligned to the right and labels (text) aligned to the left. This lesson explains how to control how data is aligned in a cell using the Formatting toolbar and the Format Cells dialog box. 1. Select the cell range A4:G4 and click the Center button on the Center button Formatting toolbar. Excel centers the selected headings inside the cells. Notice the Center button on the Formatting toolbar is depressed, indicating the cells are center aligned. 2. Select the cell range A5:A17 and click the Center button on the Formatting toolbar. The dates in column A are centered. 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 189 3. Select cell G2, then click the Align Right button on the Formatting toolbar. Excel aligns the label to the right side of the cell. Notice the text spills over into the cells to the left of the cell, since they are currently unoccupied. Align Right button 4. Select the cell range A1:G1 and click the Merge and Center button on the Formatting toolbar. Excel merges, or combines, the seven selected cells into a single larger cell that spans across seven columns, and centers the text inside the single merged cell. A merged cell is a single cell created by combining two or more selected cells. The cell reference for a merged cell is the upper-left cell in the original selected range. Merge and Center button 5. Select the cell range E19:G21. You want to combine all the cells in the selected range into a single merged cell. 6. Select Format → Cells from the menu and click the Alignment tab. The Format Cells dialog box appears with the Alignment tab in front, as shown in Figure 3-23. Here you can specify more advanced cell alignment options. Increase Indent 7. Select the Merge cells check box and click OK. button The Format Cells dialog box closes and the selected cell range is merged into a single cell. Hey! The new merged cell is large enough to hold all of the notes text, so why is only a single line of text displayed? To display multiple lines of text in a cell you must select the Wrap text option on the Alignment tab of the Format Cells dialog box. 8. With the merged cell still selected, select Format → Cells from the menu. Decrease Indent button The Format Cells dialog box reappears with the Alignment tab in front. 9. Select the Wrap text check box and click OK. The notes wrap on multiple lines so that all the text fits inside the merged cell. Sometimes you might want to indent the contents of several cells to make a worksheet Quick Reference appear more organized and easier to read. 10. Select the cell range B5:B17 and click the Increase Indent button on To Change Cell Alignment: the Formatting toolbar. 1. Select the cell or cell range you want to align. The labels in the selected cells are indented one space to the right. 2. Click the appropriate With the same cell range selected, click the Decrease Indent button on 11. alignment button(s) on the the Formatting toolbar, then save your work. Formatting toolbar. Or… Table 3-3: Alignment Formatting Buttons on the Formatting Toolbar 1. Select the cell or cell Button Name Example Formatting range you want to align. Align Left Left Aligns the cell contents to the left side of the cell 2. Either right-click the selection and select Center Center Centers the cell contents in the cell Format Cells from the shortcut menu or select Merge and Center Center Merges the selected cells and centers the cell contents Format → Cells from the menu. Right Aligns the cell contents to the right side of the cell Align Right 3. Click the Alignment tab and select the desired Increase Indent Indent Indents the cell contents by one character alignment option. Decrease Indent Indent Decreases indented cell contents by one character Your Organization’s Name Here 190 IC3 Module 2 – Key Applications Lesson 3-11: Adding Borders Figure 3-24 The View tab of the Options dialog box. Figure 3-25 The Expense Report worksheet with borders added. Figure 3-26 The Border tab of the Figure 3-25 Format Cells dialog box. Figure 3-24 Display/Hide gridlines Preset border formats L IC3 Adds a border around only the outside edge, inside the grid, or Objective: 2.3.1.6 Select a line size and removes any borders style for a border Req. File: Prev. Lesson file from the selected cell range. Click one or more buttons Select a line color for to add or remove borders a border for the selected cells Figure 3-26 Borders make worksheets more visually attractive. Adding borders to ranges of similar cells also makes them more organized and easier to read. Just like any other formatting attributes, you can add a variety of borders to the cells in your worksheet using the Formatting toolbar (specifically, the Border button) or the Format cells dialog box. Just like the previous formatting lessons, we’ll cover both methods of adding borders in this lesson. Although it isn’t absolutely necessary, removing the gridlines in the worksheet makes it easier to see any borders. 1. Select Tools → Options from the menu and click the View tab. The Options dialog box appears with the View tab selected, as shown in Figure 3-24. Here you can change how the worksheet is displayed. You’re only interested in one view option here: you want to remove the cell gridlines in this worksheet so you can more easily see the borders you will be adding in this lesson. Border button 2. Click the Gridlines check box to remove the check mark and click OK. The dialog box closes and the cell gridlines no longer appear on the worksheet. Don’t worry—the worksheet works exactly the same with or without the gridlines. Gridlines are only a visual aid to help to you determine which column and row a cell is in. 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 191 3. Select the cell range A4:G4, click the Border button arrow on the Formatting toolbar, and select the single bottom border option (located in the second column of the first row). A single, thin border appears at the bottom of the selected cells. You can choose from several different border styles. Try using a different border style in the next step. 4. Select the cell G17, click the Border button arrow on the Formatting toolbar and select the double bottom border option (located in the first column, second row). Excel adds a double-lined border to the bottom of the selected cell. The Border button is usually the fastest and easiest way to add borders to your worksheets, but you can also add borders using the Borders tab of the Format Cells dialog box. Selecting a Thick 5. Select the cell range A5:G17, select Format → Cells from the menu and Border Line click the Border tab. The Format Cells dialog box appears with the Border tab selected, as shown in Figure 3-26. The Border tab of the Format Cells dialog box gives you more options for adding borders than the Borders button on the Formatting toolbar does. 6. Select the thickest line style in the Style list (the second to the last option in the second column). Click the Color list arrow and select a dark blue color, then click the Outline button to apply the specified border style to the outside of the selected cell range. Selecting an This will add a thick, dark blue border around the outside of the selected cell range. Outline Border 7. Click OK. The Format Cells dialog box closes and the borders you specified are added to the selected cell range. Let’s add a different border style inside the cell range. 8. With the cell range A5:G17 still selected, select Format → Cells from the menu. The Format Cells dialog box appears. 9. Select the thinnest solid line style (the last option in the first column). Click the Color list arrow and select Automatic, then click the Inside Quick Reference button to apply the specified border style to the inside of the selected To Add a Border: cell range. 1. Select the cell or cell Notice that a preview of how your borders will look appears in the Border section of range you want to add the dialog box. the border(s) to. 10. Click OK. 2. Click the Border Style list The Format Cells dialog box closes and the borders you specified are added to the arrow on the Formatting selected cell range, as shown in Figure 3-26. toolbar and select the 11. Select the cell range E19:G19 (the merged notes cell), click the Border border you want. button arrow, and select the thick outline border option (located in the Or… last column and last row) and click OK. Either right-click the Excel adds a thick border around the outside of the selected cells. You decide you want selection and select to remove the border. It is just as easy to remove a border as it is to add it. Format Cells from the 12. With the cell range E19:G19 selected, click the Border button arrow shortcut menu or select and select the No Border option (located in the first column and first Format → Cells from the row). menu. Click the Border tab and select the The border is removed from the selected cell range. Before we finish this lesson we border(s) you want to must once again display the worksheet gridlines. add. 13. Select Tools → Options from the menu, click the View tab, check the Gridlines check box and click OK. Your Organization’s Name Here 192 IC3 Module 2 – Key Applications Lesson 3-12: Applying Colors and Patterns Figure 3-27 The Patterns tab of the Format Cells dialog box. Figure 3-28 The Expense Report with Pattern formatting. L IC3 Objective: 2.3.1.6 Figure 3-27 Figure 3-28 Req. File: Formats2.xls In the last lesson, you learned how to add borders to the cells in your worksheet. In this lesson, you will see how you can change the background colors and patterns of cells. Applying colors and patterns to cells is actually a very, very easy procedure, so let’s get started! 1. If necessary, navigate to your Practice folder, open the Formats2 workbook, and save it as Expense Report. If you don’t know where your practice files are located, ask your instructor for help. 2. Click cell E19 (the merged cell that contains the notes) to make it active, click the Fill Color button arrow on the Formatting toolbar and select the Yellow color from the color palette. The background of the selected cell changes to the yellow. Like all other formatting options in Excel, you can also change the background color of cells with the Format Cells dialog box. 3. Select the cell range A5:G17, select Format → Cells from the menu and Selecting a Fill click the Patterns tab. Color The Format Cells dialog appears with the Patterns tab selected, as shown in Figure 3-27. Here you can add both colors and patterns to the background of cells. 4. Select a light purple color and click OK. The dialog box closes and the selected purple color is applied to the selected cell range. The procedure for adding a pattern to the background of a cell range is the same as adding colors. 5. Click cell A1 to make it active and select Format → Cells from the menu. The Format Cells dialog appears with the Patterns tab selected. Click the Pattern list arrow, select the thin horizontal stripe option and 6. click OK. Pattern List The Format Cells dialog box closes and the selected pattern, the thin horizontal stripe, is applied to the background of the cell. 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 193 NOTE: If you intend on printing a worksheet, be careful which colors and patterns you use, especially if you don’t have a color printer. Some colors may look great on the computer screen, but not when printed. Some background colors and patterns can even cause the cell information to be illegible when printed. You are usually better off if you use lighter background colors and patterns, such as yellow, light gray, or light blue. 7. All these colors and patterns look pretty gaudy, huh? Go ahead and remove the colors and patterns you just applied using the Undo function. 8. Save your work. 8. Selecting a Pattern Quick Reference To Apply Background Colors and Patterns: 1. Select the cell or cell range you want to format. 2. Click the Fill Color list arrow on the Formatting toolbar and select the color you want. Or… • Either right-click the selection and select Format Cells from the shortcut menu, or select Format → Cells from the menu. Click the Patterns tab and select the color or pattern you want to use. Your Organization’s Name Here 194 IC3 Module 2 – Key Applications Lesson 3-13: Using AutoFormat Figure 3-29 The AutoFormat dialog box. Figure 3-30 Preview of the selected A worksheet format AutoFormatted with the Colorful 2 option. Select which elements you want AutoFormat to apply Figure 3-29 Select the present format you want to use L IC3 Objective: 2.3.1.8 Req. File: Prev. Lesson file Figure 3-30 Congratulations! You’re just about finished with the chapter. This lesson explains how Excel can automatically format your worksheets with the AutoFormat command. AutoFormat is a built-in collection of formats such as font sizes, patterns, and alignments you can quickly apply to a cell range or entire worksheet. AutoFormat lets you select from 16 different preset formats. AutoFormat is a great feature if you want your worksheet to look sharp and professional but don’t have the time to format it yourself. 1. Place the cell pointer anywhere in the table (the cell range A4:G17). Excel will automatically determine the table’s boundaries. You can also manually select the cell range. 2. Select Format → AutoFormat from the menu. The AutoFormat dialog box appears, as shown in Figure 3-29. The 16 present formats are listed in the Table format list. You can see what a present format looks like by selecting it and looking at the sample area of the dialog box. 3. Click the Options button. The AutoFormat dialog box expands to show six check boxes. You can control the type of formatting that is applied by checking or unchecking any of the boxes. If you want AutoFormat to skip one of the formatting categories, simply uncheck the appropriate box. 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 195 4. Select the Colorful 2 option from the Table format list and click OK. The dialog box closes and the selected cell range is formatted with the Colorful 2 formatting options, as shown in Figure 3-30. 5. Save your work and close the workbook. Quick Reference To Format a Table Using AutoFormat: 1. Place the cell pointer anywhere within a table you want to format, or else select the cell range you want to format. 2. Select Format → AutoFormat from the menu. 3. Select one of the 16 AutoFormats from the list and click OK. Your Organization’s Name Here 196 IC3 Module 2 – Key Applications Lesson 3-14: Sorting Data Figure 3-31 An unsorted list. Figure 3-32 The same list, sorted in ascending order by last name. Figure 3-33 The Sort dialog box. L IC3 Figure 3-31 Figure 3-32 Objective: 2.3.2.1 Req. File: Sorting Data.xls First sort field Second sort field Third sort field Make sure the Header row option is selected to make sure the field labels will not be included in the sort Figure 3-33 Normally, when you enter new records to a list, you add them to the end of the list, in the order you receive them. That’s fine, but what if you want the list’s records to appear in Sort Ascending button alphabetical order? Another of Excel’s useful functions is its ability to sort information. Excel can sort records alphabetically, numerically, or chronically (by date). Additionally, Excel can sort information in ascending (A to Z) or descending (Z to A) order. You can sort an entire list or any portion of a list by selecting it. This lesson will show you several techniques you can use to sort information in your lists. 1. Navigate to your Practice folder, open the Sorting Data workbook, and Sort Descending save it as Database List. button 2. Click cell B1 to make it active. You want to sort the list by the last name, so you have selected the Last field. 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 197 2. Click the Sort Ascending button on the Standard toolbar. Excel sorts this list, ordering the records in ascending (A-Z) order by last name, as shown in Figure 3-32. You can also sort a list in descending (Z-A) order. 3. Click cell A1 to make it active, then click the Sort Descending button on the Standard toolbar. The list is sorted in descending (Z-A) order by the First field. So far, you have sorted the list by a single field. You can sort lists by up to three fields by using the Sort dialog box found under Data → Sort. 4. Select Data → Sort from the menu. The Sort dialog box appears, as shown in Figure 3-33. You want to sort the list by the last name and then by the first name. 5. Select Last from the Sort by list arrow and make sure the Ascending option is selected. The list will be sorted in ascending order (A-Z) by the last name. Next, specify the second field you want to sort the list by. 6. Click the first Then by arrow, select First, and make sure the Ascending option is selected. You’re ready to sort the list. 7. Click OK. The Sort dialog box closes and the list is sorted in ascending order, first by the last names, and then by first names. 8. Save your work. Quick Reference The information you sorted in this lesson was in a list, but you can use the same sorting To Sort a List by One techniques to sort information anywhere in a worksheet, whether it is in a list or not. Field: 1. Move the cell pointer to Table 3-4: Sort Examples the column you want to use to sort the list. Order Alphabetic Numeric Date 2. Click either the Sort Ascending A, B, C 1, 2, 3 1/1/99, 1/15/99, 2/1/99 Ascending button or Sort Descending Descending C, B, A 3, 2, 1, 2/1/99, 1/15/99, 1/1/99 button on the Standard toolbar. To Sort a List by More than One Field: 1. Make sure the cell pointer is located within the list and select Data → Sort from the menu. 2. Select the first field you want to sort by from the drop-down list and specify Ascending or Descending order. 3. Repeat Step 2 for the second and third fields you want to sort by (if desired). Your Organization’s Name Here 198 IC3 Module 2 – Key Applications Lesson 3-15: Working with Absolute and Relative Cell References Figure 3-34 Using AutoFill to copy a formula to other cells. Click the fill …and drag to handle of a select the cell Figure 3-35 selected cell or where you cell range… want to copy Relative vs. absolute cell the cell. references. Figure 3-34 Relative cell references Absolute cell references are based on their always refer to a L IC3 position relative to the particular cell address. cell that contains the They do not change if Objective: 2.3.2.2 formula. The cell the cell is moved to a Req. File: References.xls references change if the new location. cell is moved to a new location. Figure 3-35 One of the more difficult Excel concepts you need to understand is the difference between relative and absolute cell references. You should already know that a cell reference identifies a cell or a range of cells on a worksheet and tells Microsoft Excel where to look for values you want to use in a formula. Here is the description and differences between absolute and relative cell references: • Relative: Relative references tell Excel how to find another cell starting from the cell that contains the formula. Using a relative reference is a lot like giving someone directions based on where they’re standing right now. When a formula containing relative references is moved, it will reference new cells based on their location to the formula. Relative references are the default type of references used in Excel. • Absolute: Absolute references always refer to the same cell address, even if the formula is moved. 1. Navigate to your practice folder, open the workbook named References, and save it as Mileage Report. If you do not know where your practice files are located, ask your instructor for assistance. First we need to create a simple formula… 2. Click cell E5, type the formula =D5-C5 and press 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 199 3. Click cell E5 and position the pointer over the fill handle of cell E5, until it changes to a , click and hold the mouse and drag the fill handle down to cell E12 and release the mouse button, as shown in Figure 3-34. Poof! AutoFill copies the formula you entered in cell E5 to the cells you selected, saving you a lot of time if you manually entered the formulas yourself. Now let’s take a look at what is meant by a relative cell reference. Fill Handle 4. Click cell E6 to make it active. Look at the formula bar. The formula that Excel copied to this cell isn’t exactly the one A1 you entered in cell E5. Instead of the original formula you entered, =D5-C5, this cell Relative contains the formula =D6-C6. Do you see what happened? Excel copied the formula, Reference but substituted new cell references so that although the location of the cell has $A$1 changed, its relationship with the cells in the formula hasn’t. This is an example of relative cell addresses—they are based on their position relative to the cell that Absolute contains the formula. Reference Relative cell addresses are almost always the best way to reference other cells in formulas, which is why they are the default way Excel uses to reference cells. Sometimes, however, you might want a cell reference to always refer to a particular cell address. In this case, you would use an absolute cell reference, which always refers to a specific cell address, even if you move the formula to a new location. Create another formula to see how to use an absolute cell reference. 5. Select cell F5, type =, click cell E5 (the total miles), type * (the Press the Your Organization’s Name Here 200 IC3 Module 2 – Key Applications Lesson 3-16: Entering Formulas Figure 3-36 Entering a formula in Excel to find the Net Income. L IC3 Objective: 2.3.2.3, 2.3.2.4 and 2.3.2.5 Req. File: Formula.xls Figure 3-36 This lesson introduces what spreadsheet programs are really all about: formulas. A formula is a value that performs calculations, such as adding, subtracting, and multiplying. Formulas start with the equal sign (=), which tells Excel you want to perform a calculation. After the equal sign, you must specify two more types of information: the values you want to calculate and the arithmetic operator(s) or function name(s) you want to use to calculate the values. Formulas can contain explicit values, such as the numbers 4 or 5, but more often will reference the values contained in other cells. For example, the formula =A3+A4 would add together whatever values were in the cells A3 and A4. Look at Table 3-5: Examples of Operators, References, and Formulas to see a variety of formulas that contain different operators, references, and values. 1. Navigate to your Practice folder, open the Formula workbook, and save it as Sales Totals. If you do not know where your practice files are located, ask your instructor for assistance. 2. Click cell A13, type Net Income, and press 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 201 5. Press Table 3-5: Examples of Operators, References, and Formulas Operator or Function Name Purpose Example Quick Reference = All formulas must start with an equal sign To Enter a Formula: 1. Click the cell where you + Performs addition between values =4+3 want to insert the formula. 2. Press = (the equals sign) - Performs subtraction between values =A1-B1 to begin any formula. 3. Enter the formula. * Performs multiplication between values =B1*2 4. Press Your Organization’s Name Here 202 IC3 Module 2 – Key Applications Lesson 3-17: Fixing Errors in Your Formulas Trace Precedents Remove All Arrows Clear Validation Circles Figure 3-37 Trace Dependents New Comment The Auditing toolbar. Figure 3-38 A worksheet with several error values. Remove Precedent Trace Error Circle Invalid Arrows Data Figure 3-39 Remove Dependent Arrows Tracing the source of an Figure 3-37 Figure 3-38 error using the Auditing toolbar. Figure 3-39 L IC3 Sometimes Excel comes across a formula that it cannot calculate. When this happens, it Objective: 2.3.2.6 and displays an error value (see Table 3-6: Excel Error Values). Error values occur because of 2.3.2.8 incorrectly written formulas, referencing cells or data that doesn’t exist, or breaking the Req. File: Errors.xls fundamental laws of mathematics, like division by 0. In this lesson, you will learn about the error values you might encounter in Excel, and what you can do to fix them. 1. Navigate to your practice folder and open the Errors workbook. If you do not know where your practice files are located, ask your instructor for assistance. This workbook, created by a user who is not as proficient in Excel as you are, contains several common errors that you will likely encounter. Notice cells B7, B8, B10, and B12 all have a string of #####’s in them, as shown in Figure 3-38. Technically, this isn’t an error—the numerical information in the cells is just too large to be displayed in the current cell width. To fix the problem you simply need to widen the column. 2. Double-click the line between the B and C column headers. Excel automatically adjusts the width of the selected column so that it can display the widest cell entry and the #####’s disappear. Next let’s find out what went wrong in cell D5. This cell displays #DIV/0!. This error code results when Excel tries to divide a number by zero. You can use the Auditing toolbar to track what caused the error. 3. Select Tools → Auditing → Show Auditing Toolbar from the menu. The Auditing toolbar appears, as shown in Figure 3-37. The Auditing toolbar helps you find cells that have a relationship to a formula, displays formulas affected by changes made to the cell, and tracks down the sources of error values. 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 203 4. Click cell D5, and then click the Trace Error button on the Auditing toolbar. An arrow appears from the active cell, D5, to the cells that caused the error. Notice cell B5 contains a value, while cell C5 is blank—the source of the #DIV/0! error in cell D5. To fix the error, you must enter a value in cell C5. Trace Error button 5. Click cell C5, type 1,and press are related in some way to the formula. Remove All 6. Click cell B12 and click the Trace Precedents button on the Auditing Arrows button toolbar. Arrows appear from the cell range B4:B10 to cell B12. You can now easily see the source of the problem: the cell range includes both the sales totals and the sum of the sales totals, doubling the value used to calculate commission. Fix the error. Edit the formula in cell B12 so it reads =B10*0.05 and press Table 3-6: Excel Error Values Error Value Description ##### The numeric value is too wide to display within the cell. You can resize the column by dragging the boundary between the column headings. Quick Reference #VALUE! You entered a mathematical formula that references a text entry instead of a numerical entry. To Display or Hide the Auditing Toolbar: #DIV/0! You tried to divide a number by zero. This error often occurs when you create a • Select Tools → Auditing formula that refers to a blank cell as a divisor. → Show Auditing #NAME? You entered text in a formula that Excel doesn't recognize. You may have Toolbar from the menu. misspelled the name or function, or typed a deleted name. You also may have To Correct Formula entered text in a formula without enclosing the text in double quotation marks. Errors: #N/A This error occurs when a value is not available to a function or a formula. If • Refer to Table 3-6: Excel certain cells on your worksheet contain data that is not yet available, enter #N/A Error Values. in those cells. Formulas that refer to those cells will then return #N/A instead of attempting to calculate a value. #REF! The #REF! error value occurs when a cell reference is not valid. You probably deleted the cell range referenced to in a formula. #NUM! The #NUM! error value occurs when you used an invalid argument in a worksheet function. #NULL! You specified an intersection of two ranges in a formula that do not intersect. Your Organization’s Name Here 204 IC3 Module 2 – Key Applications Lesson 3-18: Calculating Value Totals with AutoSum Figure 3-40 Using the AutoSum function to find the column AutoSum button totals. L IC3 Objective: 2.3.2.7 and 2.3.2.9 Req. File: AutoSum.xls AutoSum totals any adjacent cells above, to the right, or that are selected. Figure 3-40 You already know that a formula performs calculations, such as adding, subtracting, and multiplying. Formulas contain information to perform a numerical calculation, such as adding, subtracting, multiplying, or even finding an average. A cell with the formula =5+3 will display the result of the calculation: 8. All formulas in Excel You’re already familiar with some of the arithmetic operators used in Excel formulas: they must begin with an include math symbols such as the plus sign (+) to perform addition between values and the equal sign (=). minus sign (-) to perform subtraction. Functions are used in formulas to perform calculations that are more complicated. For example, the SUM function adds together a range of cells, and the PMT function calculates the loan payments based on an interest rate, the length of the loan, and the principal amount of the loan. In this lesson, you will learn how to use one of the most commonly used functions in Excel, the SUM function, which finds the total of a block of cells. 1. Navigate to the Practice folder, open the workbook named AutoSum and save it as Sales Expenses. If you don’t know where your practice files are located, ask your instructor for help. 2. Click cell B11 to make it the active cell. This is where you want to enter a formula to total the expenses in B column. The easiest way to add together several number values in a cell range is to use the AutoSum AutoSum button button. The AutoSum button inserts the SUM function (which adds all the values in a range of cells) and selects the range of cells Excel thinks you want totaled. 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 205 3. Click the AutoSum button on the Standard toolbar. Excel enters =SUM(B7:B10) in cell B11. Notice that the cells included in the formula range—B7, B8, B9, and B10—are surrounded by what looks like a line of marching ants. The AutoSum function is quite good at guessing which cells you want to total, but sometimes you will want to modify the cell selection. In our case, AutoSum has correctly selected the cells. NOTE: Excel is usually smart enough to determine which cells you want to total; Finding the Total of a Cell Range however, if the suggested range is incorrect, select the range you want using the mouse to select the cells and press Your Organization’s Name Here 206 IC3 Module 2 – Key Applications Lesson 3-19: Creating a Chart Figure 3-41 Step One of the Chart Wizard—selecting a type of chart. Figure 3-42 Step Three of the Chart Wizard—specifying chart options. Figure 3-43 Figure 3-42 The new chart. Figure 3-41 L IC3 Objective: 2.3.2.10 Req. File: Charts.xls Figure 3-43 Charts illustrate data, relationships, or trends graphically. Like the saying “a picture is worth a thousand words,” charts are often better at presenting information than hard-to-read numbers in a table or spreadsheet. You can plot most of the information in a worksheet on a chart—and that’s what this lesson is about! This lesson will give you practice creating a chart based on data that’s already been Chart Wizard button entered in a worksheet. The most common (and by far the easiest method) of creating a chart is to use the ChartWizard. Get that image of mysterious old bearded men wearing purple Other Ways to Insert a robes and pointy hats with stars and moons on them out of your mind—the ChartWizard is an Chart: Excel feature that walks you through the process of creating a chart. • Select Insert → Chart from the menu. 1. Open the workbook named Charts and save it as Survey Results. If you do not know where your practice files are located, ask your instructor for assistance. 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 207 The first step in creating a chart is to select the cells that contain both the values and labels you want to chart. 2. Select the cell range A4:E7 then click the Chart Wizard button on the Standard toolbar. The Chart Wizard opens, as shown in Figure 3-41. The first step in creating a chart is selecting the type of chart you want to create from the Chart type list. You can preview how your data will appear in each type of chart by selecting the chart type and then clicking the Press and hold to view sample button. You want to create a Column Chart Placed as a chart, and since the Column chart type is already selected you can move on to the next New Sheet step. 3. Click Next to accept the Column chart type and move to the second step in the Chart Wizard. The second step in the Chart Wizard lets you select the cell range you want to chart. Chart Placed as You also have to specify if the data series (the information you’re plotting in your an Embedded chart) is from the rows or columns of the worksheet. You want to use the rows option Object so your chart will be plotted by destination. Since this is the current selection you don’t need to change anything. The cell range A4:E7 appears in the Data range text box because you have already selected the cell range before starting the Chart Wizard. Since the chart options here are correct, you can move on to the next step. 4. Click Next to move to the third step in the Chart Wizard. Quick Reference The third step in the Chart Wizard presents you with a sample of your chart, as shown To Create a Chart with the in . Here you can add data labels, gridlines; a legend and data table; and Figure 3-42 ChartWizard: titles to the chart and axis. 1. Select the cell range that 5. If necessary, click the Titles tab. Then, click the Chart title box and type contains the data you Travel Purpose Survey Results. want to chart and click the The Chart title appears in the Sample Chart. Chart Wizard button on 6. Click Next to move to the fourth step in the Chart Wizard. the Standard toolbar. The forth and final step in the Chart Wizard is to determine the chart’s location. There Or… are two options: Select the cell range and • As new sheet: The chart will be placed on a separate, new sheet in the select Insert → Chart workbook. You can enter a name for this new sheet, or accept Excel’s default from the menu. sheet name. 2. (Step 1 of 4) Select the • As object in: The chart will be placed on the same sheet as the data. chart type and click Next. You want to place your chart on the current worksheet, which is already selected, so 3. (Step 2 of 4) Verify (or you can finish the Chart Wizard. change) the cell range used in the chart and click 7. Click Finish to complete the Chart Wizard. Next. The Chart Wizard dialog box closes, and the column chart appears in the active 4. (Step 3 of 4) Adjust the worksheet, as shown in Figure 3-42. Your chart may be covering a large portion of the chart options by clicking worksheet data—don’t worry about it. You’ll learn how to move and resize a chart in the categorized tabs and the next lesson. selecting any options then 8. Save your work. click Next. Congratulations! You’ve just created your first chart. Turn the page to learn how you can 5. (Step 4 of 4) Specify format and edit objects in a chart. where you want to place the chart (as an embedded object or on a new sheet) and click Finish. Your Organization’s Name Here 208 IC3 Module 2 – Key Applications Lesson 3-20: Formatting and Editing Objects in a Chart Figure 3-44 The Patterns tab of the Format Data Series dialog box. Figure 3-45 The Placement tab of the Format Legend dialog box. Figure 3-46 The Font tab of the Format Chart Title dialog Figure 3-44 Figure 3-45 box. Figure 3-47 The reformatted chart. L IC3 Objective: 2.3.2.10 Req. File: Prev. Lesson file Figure 3-47 Figure 3-46 Here’s an important fact you need to know: you can select, format, and edit every object in a chart. For example, you can change the style, size, and color of any of the fonts used in a chart, or the background color of the chart. After you’ve completed this lesson you’ll be a pro at formatting anything and everything in a chart. Some items that can be formatted and edited in a chart include: • Chart Title • Chart Background Area • Any Data Series • Chart Plot Area The Chart Object list • Chart’s Gridlines • Data tables Other Ways to Select an • Chart Legend • Category Axis Object: There are two methods you can use to select a chart object. The first method is to simply click • Click the object. an object to select it. Sometimes when selecting a chart object it can be tricky to know exactly where or what to click (for example, what would you click to select the chart’s plot area?). In these cases it is easier to use the second method: select the object from the Chart Object list on the Chart toolbar. 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 209 1. Click the chart to select it. The first object you want to format on the chart is the Pleasure Data series. Of course, you must first select the Pleasure Data series before you can format it. You can select Format Object the Pleasure Data series from the Chart Object list on the Chart toolbar. button Other Ways to Format Click the Chart Objects list arrow on the Chart toolbar and select Series 2. an Object: "Pleasure" from the list. • Double-click the object. NOTE: If the Chart toolbar doesn’t appear on your screen, you can display it by • Right-click the object selecting View → Toolbars → Chart from the menu. and select Format Selection boxes appear on the three columns of the Pleasure data series in the chart. Object from the Now that you’ve selected the Pleasure series, you can format it. shortcut menu. 3. Click the Format Object button on the Chart toolbar and click the • Click the object to Patterns tab if necessary. select it and select The Format Data Series dialog box appears, as shown in Figure 3-44. You are Format → Selected presented with a variety of different formatting options that you can apply to the Object from the menu. selected data series. We’ll take a closer look at how to format a data series in an upcoming lesson. For now, just change the color of the data series. 4. Click a green color from the color palette in the Area section and click OK. The dialog box closes and the color of the Pleasure data series changes to green. Next, try formatting the chart’s legend so you can place it in a better location on the chart. 5. Double-click the chart legend to format it and select the Placement tab. The Format Legend dialog box appears, as shown in Figure 3-45. 6. Select the Bottom option and click OK. The dialog box closes and the legend appears at the bottom of the chart. The last thing to format in this lesson is the chart’s title. Quick Reference 7. Double-click the chart title (Travel Purpose Survey Results) to format To Format a Chart Object: it, and click the Font tab. 1. Double-click the object. The Format Chart Title dialog box appears, as shown in Figure 3-46. Change the font Or… of the chart’s title as follows: Select the object and 8. Select Bold Italic from the Font Style list, click the Color list arrow and click the Format Object select a Blue color, then click OK. button on the Chart The dialog box closes and the chart title is formatted with the font options you selected. toolbar. 9. Compare your chart to the one in Figure 3-47 and save your work. Or… Select the object and There are so many different types of chart objects, each with their own individual formatting select Format → Format options, that it would take days to go through all of them. Instead, this lesson has given you a Object from the menu. general guideline to follow to select and format any type of chart object you encounter. 2. Click the tab that contains the items you want to format and specify your formatting options. To Select a Chart Object: • Click the Chart Objects list arrow on the Chart toolbar and select the object. Or… • Click the object. Your Organization’s Name Here 210 IC3 Module 2 – Key Applications Lesson 3-21: Changing a Chart Type and Working with Pie Charts Figure 3-48 A pie chart plotted by columns. Figure 3-49 The steps on pulling a slice from a pie chart. Figure 3-48 L IC3 Objective: 2.3.2.10, 2.3.2.11, and 2.3.2.12 Req. File: Charts2.xls 1. Click the chart area to 2. Click a slice of the 3. Hold down the mouse 4. Release the mouse enter Edit Mode chart to select it button and drag the button to drop the slice away from the slice Figure 3-49 chart Just as some lures are better than others for catching certain types of fish, different types of charts are better than others for presenting different types of information. So far, you have Chart Type List been working on a column chart, which is great for comparing values for different items, but button not so great for illustrating trends or relationships. In this lesson, you will learn how and when to use different types of charts. You will also learn a valuable tip when working with pie charts: how to pull a slice of the pie away from the chart. 1. If necessary, open the Charts2 workbook and save it as Survey Results. If you don’t know where your practice files are located, ask your instructor for help. 2. Click the chart to select it. 3. Click the Chart Type list arrow from the Chart toolbar and select the Pie Chart. The chart changes to a pie chart. Notice that there are four pieces of the pie. This is because Excel is still plotting the data by rows (destinations) instead of by columns Selecting a Pie (purpose). Chart NOTE: Sometimes when you change chart types, the formatting options for one chart type may not be appropriate for another chart type. An improperly formatted chart appears cluttered and difficult to read. To solve this problem: Select Chart → Chart Type from the menu. Select the chart type and sub-type you want to use. Select the Default formatting check box and click OK. 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 211 4. Click the By Column button on the Chart toolbar. Excel changes the data series for the chart from rows to columns and displays the chart. You decide you want to pull the business slice of the pie away from the pie chart to emphasize it. By Column button 5. Click the actual chart plot area to enter edit mode. The chart plot area is the actual chart, in this case, the circular pie chart. Sizing handles appear on the business slice. 6. Click the business slice of the pie to select it (selection handles should appear on the slice) and then click and drag it away from the chart about a half-inch. Because Excel offers so many different types of charts and graphs, you should have a general Chart Plot Area idea which type of chart to use in which circumstances. Table 3-7: Types of Charts and Graphs shows some of the more commonly used charts and graphs and gives explanations on how and when they are used. Table 3-7: Types of Charts and Graphs Chart or Graph Type Description Column charts are used when you want to compare different values vertically side-by-side. Each value is represented in the chart by a vertical bar. If there are several series, each series is represented by a different Quick Reference Column color. To Change the Chart Type: Bar charts are just like column charts, except they display information in horizontal bars rather than in vertical columns. • Select the chart and select Chart → Chart Bar Type from the menu. Or… Line charts are used to illustrate trends. Each value is plotted as a point on the chart and is connected to other values by a line. Multiple items are • Click the Chart Type list plotted using different lines. arrow on the Chart Line toolbar. Area charts are the same as line charts, except the area beneath the To Chart by Rows or lines is filled with color. Columns: • Select the chart and click Area either the By Columns button or the By Rows Pie charts are useful for showing values as a percentage of a whole. The button on the Chart values for each item are represented by different colors. toolbar. Pie To Drag a Piece from a Pie Chart: Scatter charts are used to plot clusters of values using single points. 1. Click the chart to select it. Multiple items can be plotted by using different colored points or different point symbols. 2. Click the piece of the Scatter chart you want to move to select it. Combination charts combine two different types of charts together. For 3. Click and drag the piece example, a combination chart might contain both a column chart and a away from the rest of the line chart. chart. Combination Your Organization’s Name Here 212 IC3 Module 2 – Key Applications Lesson 3-22: Adding Titles, Gridlines, and a Data Table Figure 3-50 The Titles tab of the Chart Options dialog box. Figure 3-51 The Gridlines tab of the Chart Options dialog box. Figure 3-52 The Chart with value labels and gridlines Figure 3-50 Y-axis title Chart title added. L IC3 Objective: 2.3.2.10 Req. File: Prev. Lesson file Figure 3-52 X-axis title Figure 3-51 There are a lot of ways you can make a chart easier to read and understand. You can add titles to the chart’s X- (horizontal) axis or Y- (vertical) axis, add gridlines, and a legend. This lesson explains how to add and modify these items, and how you can enhance your charts to make them easier to understand. 1. Make sure the chart is selected, then select Chart → Chart Type from the menu, select the Column chart type from the Chart type list, click the Default formatting check box and click OK. The chart is changed from a pie chart to a column chart. Selecting the default formatting check box removes any previous formatting you've applied to the chart type and returns the chart to the default appearance. The selected chart changes from a pie chart to a column chart. Next, you need to change the data source for the chart. 2. Select Chart → Source Data from the menu, select the cell range A4:E7 (click the Collapse dialog button if you need to) and press Select Chart → Chart Options from the menu and click the Titles tab. Data Table 3. button The Titles tab of the Chart Options dialog box appears as shown in Figure 3-50. The chart title was removed when you applied the default formatting to the chart, so you will have to re-enter it. 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 213 4. Click the Chart Title text box and type Survey Results. Now add titles to the X- and Y-axis. Quick Reference 5. Click the Category (X) axis text box and type Purpose, then click the Category (Y) axis text box and type Reservations. To Add or Remove Next, add some data labels to the data series. Gridlines from a Chart: 6. Click the Data Labels tab and click the Show value option in the Data 1. Select the chart, select labels section. Chart → Chart Options The chart preview area displays a sample chart with the added data labels. from the menu, and click the Gridlines tab. Click the Data Table tab, check both the Show data table and Show 7. 2. Check or uncheck the legend keys check boxes. appropriate gridline check A data table displays the numbers the chart is based on. Since you’re working with an boxes. embedded chart (instead of a chart on a separate sheet) this information is already displayed in the worksheet, so you don’t really need a data sheet. But, for practice’s To Add or Change Titles to sake, try adding a data sheet. a Chart: 8. Click OK. 1. Select the chart, select Chart → Chart Options The Chart Options dialog box closes and the chart is updated to reflect the changes you from the menu, and click made. You can remove the data table since you don’t need it. the Titles tab. Click the Data Table button on the Chart toolbar. 9. 2. Enter or modify the text in The data table disappears from the chart. Next, see how the chart will look if you add the text boxes that some gridlines. correspond to the desired 10. Select Chart → Chart Options from the menu, click the Gridlines tab, chart titles. make sure the Major Gridlines check box for the (Y) Axis and the Major To Add or Remove a Data Gridlines check box for the (X) Axis are both checked. Table: 11. Click OK. • Click the Data Table The Chart Options dialog box closes, and the chart reflects the changes you made, as button on the Chart shown in Figure 3-52. toolbar. 12. Save your changes and exit the Excel program. Or… 1. Select the chart, select Chart → Chart Options from the menu, and click the Data Table tab. 2. Check or uncheck the appropriate check boxes to hide or display a data table. 3. Select one of the placement options for the legend. To Add or Remove Chart Data Labels: 1. Select the chart, select Chart → Chart Options from the menu, and click the Data Labels tab. 2. Check or uncheck the appropriate check boxes to display or hide data labels. Your Organization’s Name Here 214 IC3 Module 2 – Key Applications Chapter Three Review Lesson Summary Selecting a Cell and Entering Labels • To Select a Cell: Click the cell that you want to make the active cell. • To Confirm a Cell Entry: Click the Enter button on the Formula bar, or press the Selecting a Range of Cells and Entering Values • To Select a Cell Range: Click the first cell of the range, and then drag the mouse pointer to the last cell. Or, make sure the active cell is the first cell of the cell range, and then press and hold the Selecting the Entire Worksheet and Entering Dates • To Select the Entire Worksheet: Click the Select All button. Or, press Editing, Clearing, and Replacing Cell Contents • To Clear a Cell’s Contents: Select the cell and press the 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 215 Cutting, Copying, and Pasting Cells • To Cut a Cell or Cell Range: Select the cell or cell range and cut it using one of the following methods: 1) Click the Cut button on the Standard toolbar. 2) Select Edit → Cut from the menu. 3) Press Selecting, Inserting, and Deleting Cells, Rows, and Columns • To Select a Cell: Click the desired cell to make it active. • To Select a Column: Click the column heading to make it active. • To Select a Row: Click the row heading to make it active. • To Insert a Row or Column: Select the row or column headings where you to insert the column or row, right-click the selected row or column heading(s) and select Insert from the shortcut menu. Or select the row or column headings where you want the row or column to be inserted, and select Insert → Columns or Rows from the menu. • To Delete a Row or Column: Select the row or column heading(s) you want to delete and either right-click the selected row or column heading(s) and select Delete from the shortcut menu or select Edit → Delete from the menu. • To Delete a Cell Range: Select the cell range you want to delete, either right-click the selection and select Delete from the shortcut menu, or select Edit → Delete from the menu, and then specify how you want adjacent cells shifted. Modify Column Widths and Row Heights • To Adjust the Width of a Column: There are three methods: 1.) Drag the column header’s right border to the left or right. 2.) Right-click the column header(s), select Column Width from the shortcut menu and enter the column width. 3.) Select the column header(s), select Format → Column → Width from menu and enter the column width. Your Organization’s Name Here 216 IC3 Module 2 – Key Applications • To Adjust the Height of a Row: There are three methods: 1.) Drag the row header’s bottom border up or down. 2.) Right-click the row header(s), select Row Height from the shortcut menu and enter the row height. 3.) Select the row header(s), select Format → Row → Height from menu and enter the row height. • To Automatically Adjust the Width of a Column or Row (AutoFit): Double-click the right border of the column, or click the column heading to select the column and select Format → Column → AutoFit from the menu. Inserting and Deleting Worksheets • To Add a New Worksheet: Select Insert → Worksheet from the menu or right-click on a sheet tab, select Insert from the shortcut menu, and select Worksheet from the Insert dialog box. • To Delete a Worksheet: Select Edit → Delete Sheet from the menu or right-click on the sheet tab and select Delete from the shortcut menu. Creating a Custom Number Format • To Create a Custom Number Format: Select the cell or cell range you want to format, select Format → Cells from the menu and click the Number tab, and select the Custom category. Type a number format in the Type box using the appropriate format codes. Changing Cell Alignment and Merging Cells • To Change Cell Alignment Using the Formatting Toolbar: Select the cell or cell range and click the appropriate alignment button (Left, Center, Right, or Merge and Center) on the Formatting toolbar. • To Change Cell Alignment Using the Format Cells Dialog Box: Select the cell or cell range and either right-click the selection and select Format Cells from the shortcut menu or select Format → Cells from the menu. Click the Alignment tab and select the desired alignment option. • To Merge Cells: Select the cells that you want to merge, select Format → Cells from the menu, click the Alignment tab, select the Merge cells check box and click OK. Adding Borders • To Add Borders Using the Formatting Toolbar: Select the cell or cell range you want to add a border(s) to and click the Border Style list arrow on the Formatting toolbar and select the border you want. • To Add Borders Using the Format Cells Dialog Box: Either right-click the selection and select Format Cells from the shortcut menu or select Format → Cells from the menu. Click the Border tab and select the border(s) you want to add. Applying Colors and Patterns • To Apply Colors and Patterns Using the Formatting Toolbar: Select the cell or cell range and click the Fill Color list arrow on the Formatting toolbar and select the color you want. • To Apply Colors and Patterns Using the Format Cells Dialog Box: Either right-click the selection and select Format Cells from the shortcut menu, or select Format → Cells from the menu. Click the Patterns tab and select the color or pattern you want to use. 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 217 Using AutoFormat • AutoFormat automatically formats your worksheets using one of sixteen 16 preset formatting schemes. • Select Format → AutoFormat from the menu and select one of the 16 AutoFormats from the list. Sorting a List • To Sort a List by One Field: Move the cell pointer to the column you want to use to sort the list and click either the Sort Ascending button or Sort Descending button on the Standard toolbar. • To Sort a List by More than One Field: Make sure the cell pointer is located within the list and select Data → Sort from the menu. Select the first field you want to sort by from the drop-down list and specify Ascending or Descending order. Select the second and third fields you want to sort by (if desired). Working with Absolute and Relative Cell References • To Create a Relative Reference in a Formula: Click the cell you want to reference, for example, click cell B4. Or, Type the address of the cell, for example, type B4. • To Create an Absolute Reference in a Formula: Press and hold the Entering Formulas • Every formula must start with the equal symbol (=). • To Enter a Formula: Click the cell where you want to insert the formula, press = (the equals sign), enter the formula, and press Fixing Errors in Your Formulas • Be able to identify and correct any error values. • The Auditing toolbar helps track the cause of an error. Display it by selecting Tools → Auditing → Show Auditing Toolbar. Calculating Value Totals with AutoSum • To Use the AutoSum Function to Find the Totals of a Cell Range: Click the cell where you want to insert the total and click the AutoSum button on the Standard toolbar. Verify the cell range selected by AutoSum is correct. If it isn’t, select the cell range you want to total. Complete the formula by pressing Creating a Chart • To Create a Chart with the ChartWizard: (1) Select the cell range that contains the data you want to chart and click the Chart Wizard button on the Standard toolbar or select Insert → Chart from the menu. (2) Select the chart type and click Next. (3) Verify (or change) the cell range used in the chart and click Next. (4) Adjust the chart options by clicking the categorized tabs and selecting any options then click Next. (5) Specify where you want to place the chart (as an embedded object or on a new sheet) and click Finish. Your Organization’s Name Here 218 IC3 Module 2 – Key Applications Formatting and Editing Objects in a Chart • To Select a Chart Object: Click the object or click the Chart Objects list arrow on the Chart toolbar and select the object. • To Format a Chart Object: Double-click the object or select the object and click the Format Object button on the Chart toolbar. You can also format a chart object by right-clicking the object and selecting Format Object from the shortcut menu. Changing a Chart Type and Working with Pie Charts • The most common types of charts are column, bar, line, area, pie, and scatter. • To Change the Chart Type: Click the Chart Type list arrow on the Chart toolbar or select Chart → Chart Type from the menu. • To Chart by Rows or Columns: Click either the By Columns button of the By Rows button on the Chart toolbar. • To Drag a Piece from a Pie Chart: Click the chart to select it, click the piece of the chart you want to move to select it, drag the piece away from the rest of the chart. Adding Titles, Gridlines, and a Data Table • To Add or Remove Gridlines from a Chart: Select Chart → Chart Options from the menu, and click the Gridlines tab. Check or uncheck the appropriate grid line check boxes. • To Add or Change Titles to a Chart: Select Chart → Chart Options from the menu, and click the Titles tab. Enter or modify the text in the text boxes that correspond to the desired chart titles. • To Add or Remove a Data Table: Click the Data Table button on the Chart toolbar. • To Add or Remove Chart Data Labels: Select Chart → Chart Options from the menu, and click the Data Labels tab. Check or uncheck the appropriate check boxes to display or the chart hide data labels. Quiz 1. Which is the fastest method of replacing the contents of a cell? A. Press 2. Which of the following will NOT cut information? A. Clicking the Cut button on the Standard toolbar. B. Pressing 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 219 3. You can edit a cell by: (Select all that apply.) A. Double-clicking the cell to edit it in-place. B. Selecting Edit → Edit Workbook → Edit Worksheet → Edit Cell from the menu. C. You can’t—you’re just going to have to retype all that information over again. D. Clicking the Formula bar. 4. You discover you’ve made minor calculation error in a worksheet. How can you replace every instance of the word “profit” in your worksheet with the word “loss”? A. Select Edit → Replace from the menu, type “profit” in the Find what text box, type “loss” in the Replace with text box and click Replace All. B. There isn’t any easy way—you’ll have to go through your worksheet and replace the words yourself. C. Click the Find and Replace button on the Standard toolbar, then follow the Find and Replace Wizard’s on-screen instructions to replace the word. D. Select Tools → Replace from the menu, type “profit” in the Find what text box, type “loss” in the Replace with text box and click Replace All. 5. How do you insert a row? (Select all that apply.) A. Right-click the row heading where you want to insert the new row and select Insert from the shortcut menu. B. Select the row heading where you want to insert the new row and select Edit → Insert Row from the menu. C. Select the row heading where you want to insert the new row and click the Insert Row button on the Standard toolbar. D. Select the row heading where you want to insert the new row and select Insert → Row from the menu. 6. How do you delete a column? (Select all that apply.) A. Right-click the column heading you want to delete and select Delete from the shortcut menu. B. Select the column heading you want to delete and select Edit → Delete from the menu. C. Select the column heading you want to delete and select the Delete Row button on the Standard toolbar. D. Select the column heading you want to delete and select Insert → Delete from the menu. 7. The numbers in your worksheet look like this: 1000. You want them to look like this: $1,000.00. How can you accomplish this? A. Click the Currency Style button on the Formatting toolbar. B. Select Format → Money from the menu. C. You have to re-type everything and manually add the dollar signs, commas, and decimals. D. None of the above. Your Organization’s Name Here 220 IC3 Module 2 – Key Applications 8. Which of the following statements is NOT true? A. Clicking the Center button centers the text or numbers inside the cell. B. The Merge and Center button merges several cells into a single larger cell and centers the contents inside the cell. C. You can change cell alignment by clicking Format → Cells from the menu and clicking the Alignment tab. D. Cells can only display one line of text—they can’t wrap text inside the cell. 9. What is the procedure(s) for adding a border above and below a selected cell range? (Select all that apply.) A. Select Format → Cells from the menu, click the Borders tab, click the top and bottom lines in the border preview diagram, and click OK. B. Type several underscore (_) characters cells above and below the cell range. C. Click the Border button arrow on the Formatting toolbar, and select the appropriate border formatting from the list. D. Click the Underline button on the Formatting toolbar. 10. AutoFormat automatically formats your worksheet using one of sixteen present formatting styles. (True or False?) 11. You can sort a group of cells in ascending or descending alphabetical order, but not in ascending or descending numerical order. (True or False?) 12. Relative references always refer to a particular cell address. They don’t change if they are moved to a new location (True or False?) 13. Which button do you click to add up a series of numbers? A. The AutoSum button. B. The Formula button. C. The Total button. D. The QuickTotal button. 14. You want to track the progress of the stock market on a daily basis. Which type of chart should you use? A. Line chart. B. Column chart. C. Row chart. D. Pie chart. 15. All of the following are methods to edit or format a chart object except… A. Double-click the object B. Right-click the object and select Format from the shortcut menu. C. Select the object from the Chart Object list on the Chart toolbar and click the Format Object button. D. Select Chart → Format from the menu, select the object from the Object list and click Format. 2005 CustomGuide, Inc. Chapter Three: Spreadsheet Functions 221 Homework 1. Open the Homework 3 workbook and save it as “Doodads”. 2. Change the worksheet title in cell A1 to “2000 Manufacturing Summary”. 3. Copy the labels in cell range A4:A7 to the cell range A11:A14. 4. Add a column between columns B and C. 5. Delete row 15. 6. Change cell range B4:C7 to currency formatting. 7. Add a bottom border to cell range A14:E14. 8. Merge cell range A1:E1 into a single cell that spans the worksheet. 9. In cell B15, calculate the sum of cell range B11:B14. 10. Save your work and close the worksheet. Quiz Answers 1. B. Typing replaces the previous contents of a cell. The other methods also work—they’re just not nearly as fast. 2. B. Your Organization’s Name Here 222 IC3 Module 2 – Key Applications 7. A. The currency button on the Formatting toolbar applies the currency number formatting. 8. D. Cell can display multiple lines of text. Select Format → Cells, click the Alignment tab, and check the Wrap Text check box. 9. A and C. You can add a border to a select cell range by selecting a border from the Border button on the Formatting toolbar or by selecting Format → Cells from the menu and clicking the Borders tab. 10. True. AutoFormat automatically applies one of sixteen formatting styles to your worksheet. 11. False. You can sort data both in numerical and alphabetical ascending or descending orders. 12. False. Relative cell references are based on their position from the cell that contains the formula, and change if the cell that contains the formula is moved. 13. A. Click the AutoSum button. 14. A. Line charts are used to illustrate trends. If you used the other three chart types to track the stock market, there would be too many data points. 15. A. You change the data source for a chart by selecting Chart → Source Data from the menu and selecting the new cells. 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software Chapter Objectives: Prerequisites • A computer with • Insert slides and change slide layout PowerPoint 2000 • Duplicate, move, and delete slides installed. • An understanding of • Add, edit, and format text basic computer • Work with bulleted and numbered lists functions (how to use the mouse and the • Insert, resize, duplicate, move, and delete objects keyboard). • Apply design formatting and templates • How to start Microsoft PowerPoint. • Change slide view • How to use menus, • Use slide transitions toolbars, and dialog boxes. • Create different output elements • Deliver a presentation on a computer Welcome to Microsoft PowerPoint 2000! PowerPoint is a desktop presentation program that turns your ideas into professional, convincing presentations. If you’ve ever used an overhead projector, flip chart, or even a blackboard, you’re going to love Microsoft PowerPoint. PowerPoint lets you create slides that include text, graphics, charts, and even digital movies. Once you have created a presentation, you can display it as an electronic slide show on any computer. Or you can print your slides so that you can display them as transparencies or 35mm slides. This chapter will introduce you to the PowerPoint “basics”—what you need to know in order to communicate effectively with presentation software. You will learn how to use simple functions specific to creating and editing presentations, create and modify slides in a presentation, create different types of presentation output, and identify the most effective ways to use a presentation program to communicate with others. 224 IC3 Module 2 -– Key Applications Lesson 4-1: Inserting Slides and Changing Slide Layout Figure 4-1 The New Slide dialog box—select the layout you Select the layout you want to want for your new slide. use for your new slide Figure 4-2 The title of the selected layout A blank Bulleted List is displayed here layout has placeholders for the slide’s title and text. Figure 4-1 Figure 4-3 The completed slide. Click to add title Historical Destinations • Click to add text • Mexico L IC3 • Middle East Objective: 2.4.1.2, 2.4.1.3, • Europe and 2.4.1.5 • Asia Req. File: Views.ppt Figure 4-2 Figure 4-3 Slides are the most basic components of a presentation. Without slides, PowerPoint would just New Slide button sit there and do nothing, like a broken projector. To make it easy to add slides to your presentation, PowerPoint comes with 24 preset AutoLayouts. AutoLayouts help you choose Other Ways to Add a Slide: what you want your slide to look like. There are AutoLayouts with titles, bulleted lists, clip art, charts, and even video clips. You will probably use Title slides and Bulleted slides the • Select Insert → New most. Slide from the menu. This lesson will walk you through adding a slide to an existing presentation. • Press 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 225 Placeholders normally 5. Click OK. grow and shrink to accommodate any text A new slide appears after the current slide in your presentation. Every slide has areas that you enter. where you can type called placeholders. These placeholders are hard to miss, since they’re labeled “Click to add title” or “Click to add text.” Notice there are two placeholders on this slide: one for the title of the slide and the other for the bulleted list. To add text to a placeholder, all you have to do is click and type. 6. Click the title placeholder (the placeholder near the top of the slide.) An insertion point () appears in the placeholder, indicating that you can add text to the placeholder. 7. Type Historical Destinations. Now let’s add some text to the bulleted list placeholder. 8. Click the bulleted list placeholder. Type Mexico and press • Click the appropriate text Organization Chart Inserts an organizational chart. placeholder and type the text. Clip Art Inserts a picture, such as clip art or a graphic file. To Change Slide Layout: 1. Click the Common Tasks Media Clip Inserts music, sound, or a video clip. button on the Formatting toolbar. Object Inserts an OLE object, such as an Excel worksheet. 2. Select the slide layout you want to use and click Apply. Your Organization’s Name Here 226 IC3 Module 2 -– Key Applications Lesson 4-2: Duplicating, Moving, and Deleting Slides in Slide Sorter View Figure 4-4 Rearranging the slide order by dragging and dropping in Slide Sorter view. Figure 4-5 The Slide Sorter view toolbar. L IC3 Figure 4-4 Create a Common Objective: 2.4.1.2 and Open the Slide Add or change animation effects Transition to the slide, such as how text and Hide the summary Tasks 2.4.1.8 dialog box. objects appear and move. selected slide. slide. button Req. File: Prev. Lesson file Figure 4-5 Select a slide Preview the Rehearse Show Speaker transition Slide timings. Notes. effect. Animation. When you create a presentation, Normal view and Outline view are the views you’ll use the most to work on your slides, but both of these views have a serious limitation: They don’t let you view all the slides in your presentation at the same time. That’s where Slide Sorter view comes in. When you put pictures into a photo album, you probably lay all the pictures on the table or floor so that you can look at all of them and decide in which order they should go. Slide Sorter view works on the same principle—it allows you to see thumbnails of all the slides in your presentation so that you can: • Sort your slides into an order that works best for your presentation. • Delete slides. • Hide slides that you don’t want to include in a presentation or show any hidden slides (more on this in another lesson). • Add animation and control how the slides appear and disappear (known as slide transitions—more on this in another lesson). • Determine how long a slide should be displayed on the screen if you’re creating an automated, stand-alone show (more on this in another lesson). 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 227 As you can see, a lot of the power behind Slide Sorter view has to do with delivering your presentation—and that’s the topic of a later chapter. In this lesson, you’ll learn how to use Slide Sorter View Slide Sorter view to rearrange your slides, duplicate an entire slide, and delete a slide. button 1. Click the Slide Sorter View button on the horizontal scroll bar. Other Ways to Switch to Slide Sorter View: PowerPoint displays the presentation in Slide Sorter view, as shown in Figure 4-4. To move a slide, click and drag it to a new location. Move to the next step to give it a try. • Select View → Slide Sorter from the menu. 2. Click Slide 4 (the “Prices” slide), hold down the mouse button, drag the slide immediately after Slide 2 (the “Historical Destinations” slide), and then release the mouse button. You’ve just changed the order of your presentation, so that the “Prices” slide will Other Ways to Duplicate appear as the third slide in the presentation instead of the fourth slide, as shown in a Slide: Figure 4-4. • Select the slide you want to duplicate and Since Slide Sorter view lets you view all the slides in your presentation at once, there press Your Organization’s Name Here 228 IC3 Module 2 -– Key Applications Lesson 4-3: Adding Text in Outline View Figure 4-6 A presentation in Outline Promote view. Demote Figure 4-7 Move Up The Outlining toolbar. Move Down Collapse Expand Collapse All Expand All Summary L IC3 Slide Show/Hide Objective: 2.4.1.3 Formatting Req. File: Text.ppt Figure 4-6 Figure 4-7 You’ve probably already noticed that most of the slides in PowerPoint contain nothing more than headings and bulleted lists. This might seem simple—perhaps a bit boring—but it’s an extremely effective method for getting your point across. Since most presentations are highly structured, containing many points and subpoints, it makes sense to work with them as outlines—and that’s the purpose of PowerPoint’s Outline view. Outline view displays the title and text of each slide. Other distracting objects, such as pictures and charts, don’t even appear in Outline view, so you can concentrate on the content of your presentation. This lesson will introduce you to Outline view. Here are a few more notes about Outline view before we start: • A numbered heading represents each slide in the outline. Notice that each slide also has a symbol next to it, indicating that it’s a slide. • Each slide’s body text appears as an indented heading under the slide’s main title heading. Outline View 1. Navigate to your Practice folder, open the file named Text, and save it as button Travel Agency. If you do not know where your practice files are located, ask your instructor for assistance. 2. Click the Outline View button on the horizontal scroll bar. The presentation appears in Outline view. Now you can easily view the content of the entire presentation. 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 229 3. Press Your Organization’s Name Here 230 IC3 Module 2 -– Key Applications Lesson 4-4: Editing Text Figure 4-8 Use the keyboard or the mouse to move the insertion point within a presentation. Move the insertion Or use the mouse L IC3 point with the arrow to click where you keys on your want to place the Objective: 2.4.1.3 computer’s insertion point with Req. File: Prev. Lesson File keyboard. the pointer. Figure 4-8 After typing a presentation, you will usually discover that you need to make some changes to your text—perhaps you want to rephrase or even delete a sentence. Or maybe you inherited your boss’s feeble attempt at creating a PowerPoint presentation and have to make a lot of changes. Editing a presentation by inserting and deleting text is very simple. You can make changes to the text contained in your slides, or to the text within the Notes pane. To insert text, you move the insertion point (the blinking bar) wherever you want to insert the text. You move the insertion point by using the arrow keys on the keyboard or by using the mouse to click where you want to move the insertion point, as shown in Figure 4-8. Once the insertion point is where you want, just start typing. There are a couple ways to delete text. One way to delete text is to place the insertion point to the left of the text you want to delete and press the 1. Press 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 231 3. Press and hold the <→> Right Arrow key to move until the insertion point is located immediately after the word Education. 4. Type al. The text is inserted at the insertion point, so the word “Education” becomes “Educational.” You’ve just learned how to edit text in a slide—pretty easy, huh? 5. Move the insertion point to the very beginning of the Latin and South The Your Organization’s Name Here 232 IC3 Module 2 -– Key Applications Lesson 4-5: Formatting Text Promote Figure 4-9 Font Size Increase Animation Numbering Font list list Bold Font Size Effects The Formatting toolbar. Underline Center Figure 4-10 Changing a font size. Figure 4-9 Font list Font Size Italic Align Align Bullets Decrease Demote Common Tasks arrow list arrow Left Right Font Size button Text Shadow 1. Select the text you want to format. L IC3 Objective: 2.4.1.3 Req. File: Formatting 2. Click the Font Size list Practice.ppt arrow ( ) and select the font size. Click here to scroll down the list. 3. The font size of the selected text is changed. Figure 4-10 You can emphasize text in a presentation by making the text darker and heavier (bold), slanted (italics), larger, or in a different typeface (or font). One of the easiest ways to apply character formatting is to use the Formatting toolbar. The Formatting toolbar includes buttons Bold button for applying the most common character and paragraph formatting options. Other Ways to Bold: • Select Format → Font 1. Navigate to your Practice folder, open the presentation named from the menu, select Formatting Practice and save it as History of Mexico. Bold from the Font 2. If you are not already in Slide view, click the Slide View button. style box, then click OK. 2. First, let’s make the title of the presentation “Mexican History” stand out by making it • Press Font list 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 233 3. Select the Mexican History text and click the Bold button on the Formatting toolbar. The selected text “Mexican History” appears in boldface (although it may not appear to change very much, since you’re using such a large font). Hmm… Since applying bold didn’t really do much for the presentation’s title, you can also try changing the type and style of the font. Keeping the title selected, click the Font list arrow on the Formatting 4. toolbar. Font Size list A list appears with all the fonts that are available on your computer, listed in alphabetical order. Since there isn’t enough room to display all the font types at once, you may have to scroll up or down the list until you find the font type you want. Scroll up the Font list until you see the Arial font, then click the Arial 5. font. Italic button The title is formatted using the Arial font. You can also change the font size, making text appear larger or smaller. Other Ways to Italicize: 6. Keeping the title selected, click the Font Size list arrow on the • Select Format → Font Formatting toolbar, then click 60. from the menu, select Italic from the Font The selected text “Mexican History” appears in a larger font size (60-point type instead style box, then click OK. of the previous 44-point type). Wow! That font formatting really makes the heading stand out from the rest of the slide, doesn’t it? Font sizes are measured in points (pt.) • Press Formatting toolbar. To Change Font Type: • Select the font type from the Font list on the Formatting toolbar. Your Organization’s Name Here 234 IC3 Module 2 -– Key Applications Lesson 4-6: Working with Bulleted and Numbered Lists Figure 4-11 Adding bullets to a series of paragraphs. Figure 4-12 The Bullets and Numbering dialog box. Figure 4-13 Figure 4-11 1. Select the 2. Click the Bullets 3. PowerPoint applies bullets to each of The Picture Bullet dialog paragraphs that button on the the items. box. need bullets. Formatting toolbar. Select the L IC3 bullet type. Objective: 2.4.1.3 and 2.4.1.1 Req. File: Prev. Lesson File Figure 4-12 Select the bullet Click to select a color. picture for the bullets. Figure 4-13 Click to select a character or symbol for the bullets. You’ve probably already noticed that most presentations include several bulleted lists—a list of items accented by a special character known as a bullet. By default, PowerPoint uses a no-nonsense • character as a bullet, but you can use any character you want as a bullet, such as , , or even *. This lesson explains how to add bullets to several paragraphs and how to change the bullet character. 1. Press the 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 235 The Bullets button is really a toggle switch—clicking it once adds bullets, clicking it again removes them. Therefore, to remove bullets from a bulleted list, simply select the list and click the Bullets button. Insert clip button If you think the bullets PowerPoint uses are rather dull, you can choose a different bullet character. Here’s how: 4. With the bulleted list still selected, select Format → Bullets and Numbering from the menu. The Bullets and Numbering dialog box appears, with the Bulleted tab in front, as shown in Figure 4-12. Here you can specify which character to use for your bullet, the color of the bullet, or the size of the bullet compared to the paragraph (if you like any of the characters displayed in the Bullets and Numbering dialog box). 5. Click the Character button. The Bullet dialog box displays all the characters in the current font set. Symbol, Wingdings, and Webdings are three fonts that contain many interesting characters suitable for bullets. We don’t want to use any of these for our bullet at this time so… 6. Click Cancel. PowerPoint 2000 has the ability to use any picture or graphical object as a bullet. Quick Reference 7. Click the Picture button. To Add Bullets to Several In this window, you can see a variety of pictures that you can use as a bullet. Let’s find Paragraphs: one appropriate for our slide. 1. Select the paragraphs Scroll down until you find the option (first column, four from the 8. that need bullets. bottom). Click the and then select the Insert clip button from the menu. 2. Click the Bullets button on the Formatting The Picture Bullet dialog box closes, and the selected bullet picture replaces the toolbar. existing ones. To Add Numbers to NOTE: The Numbering button works like the Bullets button and is also a toggle Several Paragraphs: switch. You add numbered bullets in a similar way: Select Format → Bullets 1. Select the paragraphs and Numbering and then select the Numbered tab. There you can change the that need numbers. numbering to lettering, change the size or color of the numbers/letters, or change the starting number/letter. 2. Click the Numbering button on the Formatting NOTE: Make sure not to include too many bulleted points on a single slide—it is toolbar. always best to keep your presentations simple and to the point. To Change or Format the Save your changes and close the History of Mexico presentation. 9. Bullet Symbol: 1. Select Format → Bullets and Numbering from the menu. 2. Click Character to use a symbol as the bullet(s) or Picture to use a picture or graphic as the bullet(s). 3. If you select Character, select the symbol you want to use and click OK. If you select Picture, select the picture you want to use, click the picture, and select the Insert clip button. Your Organization’s Name Here 236 IC3 Module 2 -– Key Applications Lesson 4-7: Inserting and Resizing an Image Figure 4-14 Type what you’re The Microsoft Clip Gallery. looking for here… Figure 4-15 Inserting clip art from the …or select the gallery. category of clip art you want Figure 4-16 to use. The updated slide with a clip art picture added. Figure 4-14 Figure 4-15 Select the clip-art graphic you want and click Insert clip. L IC3 Objective: 2.4.1.3 and 2.4.1.1 Req. File: Pictures.ppt Figure 4-16 PowerPoint comes with several thousand graphics that you can use to illustrate your ideas and make your presentations more visually attractive. The PowerPoint clip art is stored and managed by a program called the Microsoft Clip Gallery (Microsoft never has been very imaginative when it comes to naming its products). The Clip Gallery program categorizes its pictures by topic—such as Special Occasions, Business, or Sports & Leisure— and indexes them by keywords, making it easier to find a clip-art graphic for your specific needs. 1. Navigate to your Practice folder, open the file named Pictures, and save it as Patriotism. If you do not know where your practice files are located, ask your instructor for assistance. 2. Go to Slide 4. This is the slide to which we want to add a clip-art picture. Inserting a Clip Art Graphic 3. Select Insert → Picture → Clip Art from the menu. The Insert Clip Art window (which displays the Clip Gallery) appears, as shown in Figure 4-14. (Your Clip Gallery window may look slightly different, depending on how much clip art is installed on your computer. Microsoft Office 2000 comes with a small selection of clip art pictures you can use in your slides.) 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 237 4. Click the Academic category. The Clip Gallery is updated to display academic-related clip art. Make sure not to overrun your NOTE: Don’t be concerned if different clip art pictures appear on your computer from presentations with clip what is shown in Figure 4-15—your computer is just set up differently. art. A little goes a long 5. Browse through the clip art pictures, and click Keep Looking at the way! bottom of the screen until you find a picture similar to the one shown in Figure 4-15. Now insert the graphic into your slide. Here’s how: 6. Click the graphic you want to insert and select the Insert clip button. The selected graphic is inserted into the slide. Insert clip button NOTE: Depending on how PowerPoint is installed and configured on your computer system, you may get a “The file is not available…” or similar error message. This means PowerPoint cannot locate the clip art. If you are in a classroom environment, ask your instructor for assistance. You may need to insert either the Office 2000 or PowerPoint 2000 CD-ROM into your computer. 7. Close the Insert ClipArt window. Yikes! The clip art graphic is huge! Resize clip art just like any other object: by Quick Reference selecting it and dragging it by its sizing handles or by adjusting the size on the Size tab To Insert a Clip Art of the Format dialog box. Graphic: 8. Position the pointer over the clip-art picture’s lower-left sizing handle, 1. Select Insert → Picture until the pointer changes to a , then click and hold the left mouse → Clip Art from the button and drag the mouse diagonally up and to the right until the menu. picture is roughly one-fourth of its original size, then release the mouse 2. Type the name of what button. you’re looking for in the The clip art picture is properly sized, but it still needs to be moved to a better location. Search for clips box and 9. Drag the clip art picture up and to the right so that it appears centered press Your Organization’s Name Here 238 IC3 Module 2 -– Key Applications Lesson 4-8: Inserting and Resizing Pictures . Figure 4-17 The Insert Picture dialog Select the graphic file you want to insert. box. Figure 4-18 A preview of the selected picture appears here. The updated slide with an external picture file inserted. Figure 4-17 L IC3 Objective: 2.4.1.3 and 2.4.1.1 Req. File: Prev. lesson file and Philadelphia.jpg Figure 4-18 If the Microsoft Clip Gallery doesn’t have the graphic you’re looking for, you can insert graphics created with other programs. There are many other clip-art collections available that are much larger than the Microsoft Clip Gallery. Additionally, you can use graphics and pictures created with graphics programs such as Microsoft Paint (which comes with Windows) or CorelDRAW. In this lesson, you will learn how to insert a picture into a slide. 1. Make sure you’re on Slide 4 and select Insert → Picture → From File from the menu. The Insert Picture dialog box appears, as shown in Figure 4-17. Here you need to specify the name and location of the graphic file to be inserted into your slide. 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 239 2. Navigate to your Practice folder. If you do not know where your Practice files are located, ask your instructor for assistance. All of the graphic files located in your practice folder appear in the file window. 3. Select the Philadelphia file. PowerPoint displays a preview of the graphic in the right side panel of the Insert Picture dialog box. Inserting a 4. Click the Insert button to insert the Philadelphia picture. Picture from a PowerPoint inserts the Philadelphia picture into the current slide. First, let’s resize the File picture. 5. Position the pointer over the Philadelphia picture’s lower-left sizing handle. The pointer should change to a . Then, click and hold the left mouse button and drag the mouse diagonally down and to the left until the picture is roughly the same size as the one shown in Figure 4-18. Make sure to use Now the picture is the right size, but it still needs to be moved to the proper location. graphics ONLY when they illustrate 6. Drag the Philadelphia picture to the right so that it appears centered relevant points in a below the text “U.S. Constitution.” presentation. Compare your slide with the one in Figure 4-18. 7. Save your work and close the presentation. There are several common graphic file formats. Take a look at Table 4-4: Common Graphic File Formats to learn more about them. Table 4-4: Common Graphic File Formats Format File Size Description BMP Large Also known as a bitmap, this is a generic graphics format used by Quick Reference Paintbrush and many other programs. To Insert a Graphic CGM Small Clip-art pictures often come in Computer Graphics Metafile format. Created in Another Program: GIF Small Picture file format commonly used on the Internet. 1. Select Insert → Picture JPG Small Digital photographs are usually saved as JPEG files. Because of their small → From File from the size, JPEG files are also commonly used on the Internet. menu. WMF Small Another file format used for clip-art pictures 2. Select the file location and name and click TIF Large A file format used by scanners, fax programs, and some drawing programs. Insert. To Resize an Object: • Click the object to select it, grab one of its sizing handles, and drag and release the mouse button when the object reaches the desired size. • Hold down the Your Organization’s Name Here 240 IC3 Module 2 -– Key Applications Lesson 4-9: Creating a Chart Figure 4-19 Click to add title A blank Chart slide Figure 4-20 The Microsoft Graph program contains sample Double click to add chart data for an example chart. Figure 4-21 Enter what you want the chart to plot in the data Figure 4-19 Figure 4-20 sheet. Enter the headings for your chart in the Figure 4-22 first column… …and in the first row. The chart illustrating the data you entered. L IC3 Objective: 2.4.1.3 and Figure 4-21 2.4.1.1 Req. File: None Figure 4-22 You already know what a chart is—charts illustrate data, relationships, or trends. Like the idiom “a picture is worth a thousand words,” charts are often much better at presenting information than hard-to-read numbers in a table. PowerPoint comes with a great built-in program for creating charts called Microsoft Graph. This lesson introduces charts and explains how to create a chart slide. Let’s start with a new presentation. 1. Click the New button on the Standard toolbar. The New Slide dialog box appears. Chart layout 2. Click the Chart layout and click OK. A blank chart slide appears, as shown in Figure 4-19. Let’s add the slide title before we create the actual chart. Cell Cell Column Cell Cell 3. Click the Title placeholder and type Survey Results. Cell Cell Now let’s create the chart. Row 4. Double-click the Chart placeholder. Columns, Rows, The Microsoft Graph program window appears and creates a sample chart from and Cells make-believe data, as shown in Figure 4-20. To create a chart, you have to replace the sample data in the data table with your own information. The datasheet is made up of columns and rows and works like a simple spreadsheet program. There are several ways that you can enter information and move between the cells in the datasheet: 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 241 • Use the mouse to click the cell that you want to select or edit with the pointer. • Use the arrow keys to move the active cell. • Press Your Organization’s Name Here 242 IC3 Module 2 -– Key Applications Lesson 4-10: Applying Colors and Shadow Figure 4-23 The Font dialog box—see Table 4-5: Font Formatting Options for a description on everything. Figure 4-24 The re-formatted presentation. Figure 4-23 L IC3 Objective: 2.4.1.3 Req. File: History of Mexico.ppt Figure 4-24 The Formatting toolbar is great for quickly applying the most common formatting options to text, but it doesn’t offer every available formatting option. To see and/or use every possible character formatting option, you need to use the Font dialog box, which can be found by selecting Format → Font from the menu or by right-clicking text and selecting Font from a shortcut menu. This lesson looks at how to format characters with the Font dialog box. 1. Navigate to your Practice folder and open the History of Mexico file. If you don’t know where your practice files are located, ask your instructor for help. 2. Press the 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 243 5. Click the Shadow check box. This will add a shadow behind your text, which can make it stand out against its background. 6. Click the Color list arrow. A list of colors you can apply to the selected text appears. NOTE: In PowerPoint, the Font Color list initially displays only eight colors. These Font Color list eight colors are determined by the color scheme that you are currently using. A color scheme determines the background, text, lines, shadows, and fill colors in your presentation. Instead of having to choose from more than 16 million colors, you can use a coordinated color scheme, carefully put together by design professionals. We’ll talk more about color schemes later on in the chapter. NOTE: If you’re looking for the Font Color list button on the Formatting toolbar, as is the case in Microsoft Word and Excel, you’re not going to find it there. The Font Color list button is located on the Drawing toolbar, usually located at the bottom of the screen in PowerPoint. 7. Select Follow Accent and Hyperlink Scheme Color (the second to the last option). The Colors dialog box closes and we return to the Font dialog box. Just one more font formatting change to make before we leave… 8. Select 36 from the Size list. This will change the size of the selected text to 36 point. 9. Click OK and deselect the text to see the changes. The Font dialog box closes and the formatting options you select are applied to the selected text. 10. Save your work. Refer to the table below for a description of options in the Font dialog box. Table 4-5: Font Formatting Options Option Description Quick Reference Font Allows you to change the font from the defaults installed on your computer. To Open the Font Dialog Box: Font style Formats the style of the font: Regular (no emphasis), Bold, Italic, and Bold Italic • Select Format → Font Size Displays and allows you to increase or decrease the size of the font. from the menu. Color Displays and allows you to change the font color. To Change a Font’s Color: Effects Allows you to add special effects to fonts as follows: • Click the Font Color button list arrow on the Underline Shadow EEEmmmbbbooossssss Drawing toolbar and Superscript Subscript select the color. Default for new Makes the current font formatting the default font formatting. (Be very careful To Apply Shadow: objects about using this option!) • Click the Shadow check box in the Font dialog box. Your Organization’s Name Here 244 IC3 Module 2 -– Key Applications Lesson 4-11: Applying a Design Template Figure 4-25 The Apply Design Template dialog box. Select a A preview of the template design selected to apply to your template Figure 4-26 presentation. appears here. The presentation with the applied Expedition template. Figure 4-25 L IC3 Objective: 2.4.1.3 Req. File: Slides.ppt Figure 4-26 If you’re halfway through creating a presentation and you suddenly realize that you hate how your presentation looks, don’t worry—you can apply a new design template to a presentation at any time. Other Ways to Apply a Template Design: 1. Navigate to your Practice folder and open the Slides file. • Select Format → If you don’t know where your Practice folder is located, ask your instructor for help. Apply Design 2. Press 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 245 4. Take some time to preview the various templates. Move on to the next step when you’ve seen enough of PowerPoint’s available templates. 5. Select the Expedition template and click Apply. The Apply Design Template dialog box closes and the Expedition template’s design is applied to all the slides in your presentation. When you apply a design template, the colors of the text and background change to match the new design. 6. Click on the slide and press Quick Reference To Apply a Design Template to a Presentation: 1. Select Format → Apply Design Template from the menu. Or… Double-click the template name on the status bar at the bottom of the screen. 2. Select the template you want to use and click Apply. Your Organization’s Name Here 246 IC3 Module 2 -– Key Applications Lesson 4-12: Changing Slide View Figure 4-27 Use the View buttons to change how your presentation is displayed. Here, PowerPoint is displaying the presentation in Outline view. L IC3 Objective: 2.4.1.4 Req. File: Expeditions.ppt Figure 4-27 View buttons Because there are several phases of developing a presentation, PowerPoint provides five different views: Normal, Outline, Slide, Slide Sorter, and Slide Show. Each view allows you to work with your presentation differently. In this lesson you’ll be introduced to each of these five views and learn how to quickly switch between them. 1. Select Window → Expeditions from the menu. Remember this presentation? This was the file we worked on at the very beginning of the chapter. 2. Click the Outline View button located above the Drawing toolbar. PowerPoint displays the presentation in Outline view, as shown in Figure 4-27. 3. Refer to Table 4-6: PowerPoint View Buttons as you switch between each View buttons of the views and read their descriptions. Other Ways to Switch Don’t worry if you find the purpose of some of these views a little confusing right Views: now—they’ll make more sense later on when you actually get a chance to use them. • Select View from the NOTE: Normal, Slide Sorter, and Slide Show views are also listed in the View menu. menu and then select a Notes Page—accessible only through the View menu—displays a smaller view: Normal, Slide image of a slide and a box you can use to add notes on your slides. Sorter, Notes Page, and Now let’s switch back so that the entire slide appears on the screen. Slide Show. 4. Select View → Normal from the menu. Normal view is where a lot of your work will probably take place in PowerPoint because you can work with the slide contents and design at the same time. 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 247 Views are such an important part of PowerPoint that you should put a bookmark here so that you can refer to Table 4-6: PowerPoint View Buttons until you have all the views down. Table 4-6: PowerPoint View Buttons View Description Normal View includes panes for your presentation’s outline, the current slide, and notes for that slide. You will probably spend more time in Normal view than in any other view. Normal View Outline View focuses on the content of your presentation instead of its appearance. Use Outline view when you want to develop your presentation and add large amounts of text. Outline View Slide View displays the slides one at a time, as they will appear when they are printed or displayed in a presentation. Use Slide view when you want to enhance your slide’s appearance. (This view is not available under the View menu.) Slide View Slide Sorter View displays all the slides in your presentation as Quick Reference thumbnails (itty-bitty pictures). Use Slide Sorter view when you want to rearrange the slides in your presentation and add transition effects To Switch between between them. Normal, Outline, Slide Sorter, and Slide Show Views: • Click the view button on Slide Sorter View the horizontal scroll bar. Slide Show View displays your presentation as an electronic slide Or… show. Use Slide Show View when you want to deliver your • Select View from the presentation. menu and then select the desired view. Slide Show View Your Organization’s Name Here 248 IC3 Module 2 -– Key Applications Lesson 4-13: Changing Background Color Figure 4-28 The Background dialog box. Figure 4-29 The Gradient tab of the Fill Select the Effects dialog box. background for your slide(s). Figure 4-30 Figure 4-28 The presentation with a Check if you don’t want to keep the Master Slide’s graphics. preset Parchment gradient background. Figure 4-29 L IC3 Objective: 2.4.1.6 Req. File: Prev. lesson file Figure 4-30 You can change the background of a slide to produce dramatic and eye-catching effects. You can even apply a background setting to a single slide, or to multiple slides at a time. This lesson explains how to do just that. 1. Press 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 249 3. Select Fill Effects from the Background fill list. The Fill Effects dialog box opens. 4. Click the Gradient tab. Click the Preset option in the Colors section. This indicates that you want to fill the background using a Preset color. PowerPoint comes with a number of professionally designed background gradients. 5. Click the Preset colors list arrow and select Parchment from the list. A preview of the Parchment color gradient appears in the sample window at the bottom right of the dialog box. Compare your Fill Effects dialog box with the one in Figure 4-29. 6. Click OK. We’re back at the Background dialog box. When you’re changing a slide’s background, you have to decide whether you want to keep the Master’s graphics and text or not. Check the “Omit background graphics from master” box if you don’t want to keep the Master’s graphics. 7. Click the Preview button. PowerPoint temporarily applies the background to your presentation so you can see how it will look. 8. Click Apply. The background is applied to the selected slide. 9. Scroll down to the next slide in the presentation. Presentations usually look better if all the slides look the same, so reapply the background to all the slides. 10. Select Format → Background from the menu. The Background dialog box appears. 11. Click the Background fill list arrow and select Fill Effects from the list. Quick Reference Select the effect from the Fill Effects dialog box. 12. Click the Gradient tab and click the Preset option in the Colors section. To Change the Slide Background: 13. Click the Preset colors list arrow and select Parchment from the list. 1. Select Format → Click OK. Background from the Now apply the gradient to all the slides in the Background dialog box. menu. 14. Click Apply to All button in the Background dialog box. 2. Select a color from the Background fill list. The dialog box closes and all the slides are formatted with a parchment background. Or… The table below describes the other tabs in the Fill Effects dialog box. Select Fill Effects from the Background fill list, Table 4-7: Types of Fill Effects click a tab (Gradient, Fill Pattern Tab Example Description Texture, Pattern, or Picture), select the fill Gradient Fills the background or objects with a gradient that gradually effect you want to use, changes from one color to another color. and click OK. 3. Click Apply to apply the Texture Fills the background or objects with a texture. background to the selected slide. Pattern Fills the background or objects with a pattern. Click Apply to All to apply the background to Picture Fills the background or objects with a graphic or picture file. all the slides in the presentation. Your Organization’s Name Here 250 IC3 Module 2 -– Key Applications Lesson 4-14: Using Slide Transitions Figure 4-31 Open the Slide Add or change animation effects Common The Slide Sorter toolbar. Transition to the slide, such as how text and Hide the Create a Tasks dialog box. objects appear and move. selected slide. summary slide. button Figure 4-32 A transition is how Figure 4-31 PowerPoint gets from one Select a slide Preview the Rehearse Show speaker slide to the next during an transition slide timings. notes. online slide show. effect. animation. Figure 4-33 The Slide Transition dialog box. Click to display a preview of the selected transition and speed it Select the slide occurs during a slide transition. show. Select the speed L IC3 at which the slide transition Objective: 2.4.1.7 occurs. Select a sound you want to accompany the Req. File: Transitions.ppt slide transition effect. Figure 4-33 Figure 4-32 A transition is how PowerPoint advances from one slide to the next during an onscreen slide show. Normally, PowerPoint transitions from slide to slide by having the new slide instantly replace the old, just like an older 35mm slide projector. PowerPoint’s slide transition feature lets you make transitions more interesting by using any of 40 different special effects to move between slides. For example, you can have one slide slowly dissolve and be replaced by the next slide. You set up slide transitions in Slide Sorter view, so let’s start this lesson there. 1. Open the Transitions presentation, and save it as Millennium Tours. If you do not know where your practice files are located, ask your instructor for assistance. 2. Switch to Slide Sorter view by clicking the Slide Sorter View button on the horizontal scroll bar or by selecting View → Slide Sorter from the menu. Once you’re in Slide Sorter view, you can add transition effects to your slides. First, you need to select the slide(s) you want to transition to. 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 251 Other Ways to Add Slide 3. Click Slide 2 to select it. Transitions: Let’s add a transition effect to the selected slide. • Select Slide Show → 4. Click the Slide Transition Effects list arrow on the Slide Sorter toolbar Slide Transition from and select the Checkerboard Across effect. the menu. A lightning-quick preview of the slide transition appears when you select it from the list, giving you an idea of what the transition looks like. Notice the small icon that appears at the bottom of Slide 2, which indicates that the slide has a transition effect. NOTE: The Slide Sorter toolbar has two list boxes: The first one is for transition effects (and is the one we’ll be using in this lesson). The second is for adding Quick Reference animation to the text and objects on the selected slide(s)—more about that list To Add Slide Transitions in the next lesson. using the Slide Sorter You can add a transition effect to several slides at once by selecting each slide to which Toolbar: you want to add the effect. To select several slides, hold down the Your Organization’s Name Here 252 IC3 Module 2 -– Key Applications Lesson 4-15: Adding Notes to Your Slides Figure 4-34 Enter notes for each slide in the Notes pane. Select the slide for which you want to add notes. Notes pane: Enter speaker notes for the L IC3 slide here. Objective: 2.4.1.9 Req. File: Notes.ppt Figure 4-34 Unless you have a perfect memory, you’re going to need notes to help you remember what to say about each slide when you deliver a presentation. PowerPoint’s notes are like the cue cards you use during a speech, reminding you to tell a joke, make eye contact, and mention any key points you want to make. Notes don’t appear on the slide-show presentation itself, but they can be printed so that you can use them when you deliver your presentation. 1. Navigate to your Practice folder, open the ShowTime presentation, and save it as Y2K Tours. If you do not know where your practice files are located, ask your instructor for help. 2. Click the Outline View button and then select Slide 2. PowerPoint returns to Outline view. To add speaker notes to a slide, all you have to do is click the Notes pane as shown in Figure 4-34 and begin typing. 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 253 3. Click in the Notes pane and type the following paragraph: North Shore Travel will kick off the new “Expeditions into the Past” tour packages by offering historical tours to four exciting international destinations: Mexico, Israel and Egypt, Western Europe, and Asia. Each tour will explore the regions’ most important and interesting historical sites. For example, those who enroll in the Middle East tour will be visiting Jerusalem, Cairo, the Egyptian pyramids at Giza, and many famous sites from Christian, Jewish, and Muslim traditions. Let’s take a closer look at each of the new “Expeditions into the Past” tour packages. (I should really try to tell some witty joke here to keep my audience awake!) Compare your slide to the one shown in Figure 4-34, and then… 4. Save your work. Quick Reference To Add Notes to a Slide: • Switch to Normal View, Outline View, or Notes Page View and begin typing your notes in the Notes pane. Your Organization’s Name Here 254 IC3 Module 2 -– Key Applications Lesson 4-16: Page Setup for Handouts and Transparencies Figure 4-35 Specify the types of The Page Setup dialog slides you want to make. box is where you can Specify the orientation of change the size and If you select a custom your slides (Landscape is size, use these boxes to the default setting). orientation of your slides, determine the size of your Specify the orientation of notes, handouts, and slides. your notes, handouts, and outlines. outline (Portrait is the Enter the starting number default setting). Figure 4-36 for the first slide to start Figure 4-35 numbering your slides Comparison of Portrait from a number other and Landscape page than “1.” orientations. Portrait L IC3 Objective: 2.4.1.9 Req. File: Prev. Lesson File Landscape Figure 4-36 Most people deliver their PowerPoint presentations on their computer screen or on an overhead projection unit connected to a computer, so changing the page setup—the height, width, and orientation of the page—is not nearly as important as in other programs, such as word-processing and spreadsheet programs. However, if you want to deliver your presentation on printed paper or transparencies, there are two steps of the process. First, you need to specify the types of slides you want to make in the Page Setup dialog box. That’s what we’ll cover in this lesson. Secondly, you need to print the handouts or transparencies. That will be covered in the following lesson. This lesson also explains how to change the page orientation. Everything you print uses one of two different types of paper orientations: Portrait or Landscape. In Portrait orientation, the paper is taller than it is wide—like a painting of a person’s portrait. In Landscape orientation, the paper is wider than it is tall—like a painting of a landscape. Landscape orientation is the default setting for your PowerPoint slides—and it’s the orientation you’ll use 99 percent of the time for your slides. Portrait orientation is the default orientation for your notes, handouts, and outline. Here is how to change the page setup so you can print handouts or transparencies: 1. Select File → Page Setup from the menu. The Page Setup dialog box appears, as shown in Figure 4-35. 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 255 2. Click the Slides sized for list. As you can see in the Slides sized for list, there are several types of slides you can make: • On-screen Show (the default setting) • Letter Paper • A4 Paper • 35mm Slides • Overhead (transparencies) • Banner • Custom (use the Width and Height boxes below to specify the size of the page) For this exercise, we’ll be creating handouts. 3. Click the Slides sized for list arrow and select Letter Paper (8.5 x 11in) from the list. Specifying a different slide size will usually be the only change you’ll need to make in the Page Setup dialog box, but let’s try changing the page orientation. Quick Reference 4. Click the Portrait option in the Slides pane and click OK. To Create Handouts: Yikes! Everything is all squished together. Go ahead and change the paper orientation 1. Select File → Page back to landscape. Setup from the menu. 5. Select File → Page Setup from the menu. 2. Click the Slides sized for The Page Setup dialog box reappears. Now change the paper orientation. list and select the Letter Paper (8.5 x 11 in) Click the Landscape option in the Slides pane and click OK. 6. option. The Page Setup dialog box closes and the slides are returned to the original, landscape 3. Click OK to close the orientation. Page Setup dialog box. Guess what? You’re almost finished! Move on to the next lesson to learn how to deliver this presentation on a computer. To Create Transparencies: 1. Select File → Page Setup from the menu. 2. Click the Slides sized for list and select the Overhead option. 3. Click OK to close the Page Setup dialog box. To Change a Slide’s Orientation: 1. Select File → Page Setup from the menu. 2. In the Orientation section, select either the Portrait or Landscape option. To Change the Paper Size: 1. Select File → Page Setup from the menu. 2. Click the Slides sized for list to select from a list of common page sizes. Your Organization’s Name Here 256 IC3 Module 2 -– Key Applications Lesson 4-17: Delivering a Presentation on a Computer Figure 4-37 Tours for the New Millennium In Slide Show view, each slide fills the entire screen. Figure 4-38 Egypt China The Set Up Show dialog box allows you to change basic settings of your Germany show, including the Figure 4-38 starting and ending slide Japan Peru numbers. Figure 4-37 As you have already learned, you can deliver a PowerPoint presentation in several ways: by L IC3 giving everyone paper handouts of your presentation, by creating overheads or 35mm slides Objective: 2.4.1.10 and and then displaying them with an overhead projector, or by running the presentation on a 2.4.1.11 computer. Running a presentation on a computer is the preferred method because it gives you the most control over the presentation and allows you to use multimedia, animation, and other Req. File: Prev. Lesson file nifty effects. You can even use a mouse pen to doodle on your slides just like sports announcers when they illustrate football plays. First, decide which slide to start the show with. 1. Select Slide Show → Set Up Show from the menu. The Set Up Show dialog box appears. Here, you can choose the type of show, set the pen color, and determine what advancement style you like best. Right now, let’s change the start and end slide numbers. 2. Click the From option in the Slides pane. Now you can enter the slide number that you would like to start the presentation. 3. Type 2 in the From text box. Your show will start from slide 2. Next, enter the desired end slide’s number. 4. Type 5 in the To text box and click OK. The Set Up Show dialog box closes. If you were to start your presentation now, slides 2, 3, 4, and 5 would be the only slides to show. You want to show all of the slides, so let’s change it back. 5. Select Slide Show → Set Up Show from the menu, click the All option in the slides pane, and click OK. Everything is back to normal. The presentation will show in its entirety. Are you ready to view the presentation? Click the Slide Show Here’s how… menu button to display a list of slide show commands. 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 257 6. Start the onscreen slide show by clicking the Slide Show button on the horizontal scroll bar. Slide Show The first slide in the presentation fills the entire screen, as shown in Figure 4-37. In button Slide Show view, you display your presentation as an electronic slide show. Advancing Other Ways to Switch to through the slides in your presentation is so easy that you probably don’t even need any Slide Show View: instructions. Simply click the mouse and press the starting slide number into the From text box, enter Change annotation pen to an arrow Press Your Organization’s Name Here 258 IC3 Module 2 -– Key Applications Chapter Four Review Lesson Summary Inserting Slides and Changing Slide Layout • To Insert a Slide into a Presentation: Click the New Slide button on the Standard toolbar. Or, select Insert → New Slide from the menu. Or, press Duplicating, Moving, and Deleting Slides in Slide Sorter View • To Switch to Slide Sorter View: Click the Slide Sorter View button on the horizontal scroll bar or select View → Slide Sorter from the menu. • To Move a Slide (in Slide Sorter View): Click the slide that you want to move. To select and move multiple slides, hold down the Adding Text in Outline View • To Switch to Outline View: Click the Outline View button on the horizontal scroll bar. • To Demote a Paragraph: Select the paragraph(s) and press the Editing Text • To Move the Insertion Point: Use the arrow keys, or click where you want to place the insertion point with the pointer. • To Insert Text: Move the insertion point to where you want to insert the text, and then type the text you want to insert. • To Delete Text: The 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 259 Formatting Text • To Boldface Text: Click the Bold button on the Formatting toolbar, or press Working with Bulleted and Numbered Lists • To Add Bullets to Several Paragraphs: Select the paragraphs that need bullets and click the Bullets button on the Formatting toolbar. • To Add Numbers to Several Paragraphs: Select the paragraphs that need numbers and click the Numbering button on the Formatting toolbar. • To Change the Format of the Bullet Symbol: Select Format → Bullets and Numbering from the menu. Click Character to use a symbol as the bullet(s), or Picture to use a picture or graphic as bullet(s). If you select Character, select the symbol you want to use and click OK. If you select Picture, select the picture you want to use, click the picture, and click the Insert clip button. Inserting and Resizing an Image • To Insert a Clip Art Graphic: Select Insert → Picture → Clip Art from the menu. Type the name of what you’re looking for in the Search for clips box (or select a clip art category), and press Inserting and Resizing Pictures • To Insert a Graphic Created in Another Program: Select Insert → Picture → From File from the menu. Select the file location and name and click Insert. • To Resize an Object: Click the object to select it, grab one of its sizing handles, and drag and release the mouse button when the object reaches the desired size. Hold down the Creating a Chart • To Insert a Chart Slide: Click the New Slide button on the Standard toolbar, select the Chart layout, and click OK. Double-click the Chart placeholder to open Microsoft Graph and replace the sample information in the datasheet with your own information. • To Move Around in the Datasheet: - Use the mouse to click the cell that you want to select or edit with the pointer. - Use the arrow keys to move the active cell. - Press Your Organization’s Name Here 260 IC3 Module 2 -– Key Applications Applying Colors and Shadow • To Open the Font Dialog Box: Select Format → Font from the menu. • To Change a Font’s Color: Click the Font Color arrow on the Drawing toolbar and select the color. • To Apply Shadow: Check the Shadow checkbox in the Font dialog box. Applying a Design Template • To Apply a Design Template to a Presentation: Select Format → Apply Design Template from the menu, or double-click the template name on the status bar at the bottom of the screen. Select the template you want to use and click Apply. Changing Slide View • To Switch between Normal, Outline, Slide, Slide Sorter, and Slide Show Views: Click the view button on the horizontal scroll bar for the view you want. • To Switch between Normal, Slide Sorter, Notes Page, and Slide Show Views: Select View from the menu bar and select the view from the menu. • To Change the Zoom Level of a Presentation: Select the zoom level from the Zoom list on the Standard toolbar. Or, select View → Zoom from the menu, select the zoom level you want, and click OK. Changing Background Color • To Change the Slide Background: Select Format → Background from the menu. Then, select a color from the Background fill list, or select Fill Effects from the Background fill list, click a tab (Gradient, Texture, Pattern, or Picture), select the fill effect you want to use, and click OK. Click Apply to apply the background to the selected slide. Or, click Apply to All to apply the background to all the slides in the presentation. Using Slide Transitions • A transition is how PowerPoint advances from one slide to the next during an onscreen slide show. You can choose from over 40 different special effects to move between slides. • To Add Slide Transitions using the Slide Sorter Toolbar: Switch to Slide Sorter view, and click the slide where you want to add a transition. To select multiple slides, hold down the Adding Notes to Your Slides • To Add Notes to a Slide: Switch to Normal view, Outline view, or Notes view and begin typing in your notes in the Notes pane. 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 261 Page Setup for Handouts and Transparencies • To Create Handouts: Select File → Page Setup from the menu. Click the Slides sized for list and select the Letter Paper (8.5 x 11 in) option. Click OK to close the Page Setup dialog box. • To Create Transparencies: Select File → Page Setup from the menu. Click the Slides sized for list and select the Overhead option. Click OK to close the Page Setup dialog box. • To Change a Slide’s Orientation: Select File → Page Setup from the menu. In the Orientation section, select either the Portrait or Landscape option. • To Change the Paper Size: Select File → Page Setup from the menu. Click the Slides sized for list to select from a list of common page sizes. Delivering a Presentation on a Computer • To Display a Slide Show: Click the Slide Show button on the horizontal scroll bar near the bottom of the screen. Or, Select View → Slide Show from the menu. • To Advance to the Next Slide: Click the left-mouse button or press the Quiz 1. Which view allows you to concentrate on the content of your presentation? A. Slide view B. Slide Sorter view C. Outline view D. Notes view 2. How can you add a new slide to a presentation? (Select all that apply.) A. Select Slide → Insert Slide from the menu. B. Select Insert → New Slide from the menu. C. Click the New Slide button on the Standard toolbar. D. Click the Slide View button in the lower left-hand corner of the screen. 3. To switch views of your presentation, which of the following methods can you use? (Select all that apply.) A. Select View from the menu and then select the view you want to use. B. Select File from the menu and then select the view you want to use. C. Select Edit from the menu and then select the view you want to use. D. Click any of the View buttons located in the lower left-hand corner of the screen. 4. To change the background of your slides, which of the following methods should you use? Your Organization’s Name Here 262 IC3 Module 2 -– Key Applications A. Select Format → Slides from the menu. B. Click the Change Slide Background button located on the Standard toolbar. C. Select Format → Background from the menu. D. Right-click the slide and select Colors from the list. 5. How do you apply a design template to a presentation? (Select all that apply.) A. Select Format → Apply Design from the menu. B. Select Insert → Design Template from the menu. C. Right-click any slide in the presentation and select Design Template from the shortcut menu. D. Double-click the name of the template on the status bar, located at the bottom of the PowerPoint screen. 6. Because animation and transition effects are so awesome, you should try to include as many of them as possible in your presentations. (True or False?) 7. Which of the following is the correct procedure for inserting an image into a PowerPoint presentation? A. Press Homework 1. Open the Homework 4 presentation and save it as “Circus”. 2. Go to Slide 2 and change the cost from $16.50 to $4.00 for both adults and children. 3. Switch to Outline view by clicking the Outline view button on the horizontal scroll bar, located at the bottom of the screen. 4. Place the insertion point anywhere in the paragraph that contains the text, “June 8, 3:00 to 5:00.” Demote the paragraph by pressing the 2005 CustomGuide, Inc. Chapter Four: Communicating with Presentation Software 263 5. Switch to Slide view, go to Slide 2, and add a new slide to the presentation by clicking the New Slide button on the Standard toolbar, selecting the Bulleted List layout and clicking OK. 6. Copy the slide title from Slide 2 and paste it in the slide title area of the newly added Slide 3. 7. Delete Slide 3: Click Slide 3 to select it and then press the Quiz Answers 1. C. Outline view is the best place for working on a presentation’s content. 2. B and C. Either click the New Slide button on the Standard toolbar or select Insert → New Slide from the menu to add a new slide to a presentation. 3. A and D. Use the View buttons or the View menu to change the view of your presentation. 4. C. To change the slide background, select Format → Background from the menu. 5. A and D. Either of these are ways to apply a design template to a presentation. 6. False. It is important to remember that although transition and animation effects are cool, they can also distract from the content of your presentation. 7. D. To add clip art to your presentation, select Insert → Picture → Clip Art from the menu. Your Organization’s Name Here Index 265 Index bullets ...... 96 " Bullets button ...... 96, 234 "What's This?" button...... 16 C A Cancel button...... 171 absolute cell references...... 198 Cell ranges Align Right button...... 189 definition of ...... 172 aligning restricting the cell pointer...... 173 objects with alignment command ...... 64 selecting...... 173 paragraphs...... 102 cell references table contents...... 148 absolute...... 198 alignment relative...... 198 horizontal...... 188 cells Alignment aligning...... 188 tab, Format Cells dialog box...... 188 color, changing ...... 192 annotations, inserting...... 104 pattern, changing ...... 192 arrows Cells drawing...... 62 adding borders to ...... 190 Auditing toolbar...... 202 clearing...... 176 AutoComplete...... 174 copying...... 180 AutoFit...... 183 cutting...... 180 AutoFit to Contents ...... 143 deleting...... 180 AutoFormat...... 194 editing...... 176 AutoLayouts for slides...... 224 inserting...... 180 AutoSum...... 204 moving...... 180 pasting ...... 180 center alignment ...... 188 B CGM graphics file format ...... 239 background color ...... 248 Change Text Direction button...... 148 Backspace key ...... 41, 177, 230, 231 characters, formatting...... 52 BMP graphics file format ...... 239 Chart Type button ...... 210 Bold button ...... 52, 232 charts Border button...... 118, 150 adding gridlines ...... 212 Border(s)...... 190 Area ...... 211 borders Bar ...... 211 adding ...... 118 column...... 211 removing...... 118 Combination ...... 211 Bring Forward command...... 66 creating...... 206 Bring to Front command...... 66 data tables...... 212 bullet, changing ...... 234 datasheets...... 240 Your Organization’s Name Here 266 IC3 editing ...... 208 Crop button...... 58, 238 fonts ...... 208 cropping...... 58, 238 fonts, formatting...... 208 Cut button ...... 44, 60, 179 labels...... 240 Cut command...... 44 Line...... 211 cutting objects in...... 208 objects...... 60 Pie ...... 211 text ...... 44 pie charts...... 210 Cutting ...... 179 Scatter ...... 211 titles...... 212 D types, changing ...... 210 Data Charts entering in a worksheet...... 172, 204 colors, changing...... 209 Data Table button...... 213 ChartWizard...... 206 Database Clearing cell contents...... 176 sorting ...... 196 clip art Dates adding ...... 56 entering ...... 174 Clip Art Gallery ...... 56, 236 decimal tab stop ...... 106 clip art, inserting ...... 236 Decrease Indent button ...... 189 Clipboard ...... 180 default printer ...... 74 Close button ...... 13 Delete key...... 41, 176, 230, 231 closing deleting documents ...... 30 objects...... 60 collaboration text ...... 40, 230 inserting comments ...... 104 Deleting collaboration cells, columns, and rows...... 180 accepting changes ...... 134 worksheets ...... 184 rejecting changes...... 134 Demote button ...... 229 reviewing changes...... 134 demoting paragraphs...... 229 tracking ...... 132 demoting, headings in Outline View...... 98 color direction of text, changing ...... 148 cell background...... 192 Distribute Columns Evenly button...... 143 chart objects ...... 208 DIV/0! Error ...... 203 slide background...... 248 documents Color adding text to ...... 38 borders ...... 190 closing...... 30 Column Width dialog box...... 182 multiple, working with...... 24 columns navigating ...... 36 adjusting width...... 142 opening ...... 30 deleting ...... 140 saving...... 32 inserting ...... 140 saving under a different file type ...... 34 Columns viewing ...... 26 adjusting width of ...... 182 double spacing, paragraph ...... 90 deleting ...... 180 Draw button inserting ...... 180 Align or Distribute command ...... 64 selecting ...... 180 Group command ...... 64 Copy button ...... 42, 60, 178 Order command ...... 66 copying drawing formatting ...... 126 aligning objects...... 64 objects...... 60 arrows ...... 62 text ...... 42 cropping...... 58, 238 Copying...... 178 grouping objects...... 64 creating inserting clipart ...... 236 new document...... 28 inserting pictures...... 58, 238 2005 CustomGuide, Inc. Index 267 layering objects...... 66 superscript ...... 54 lines ...... 62 Table AutoFormat...... 156 shapes ...... 62 Formatting Drawing toolbar...... 62 AutoFormat ...... 194 creating a custom number format ....186 E Formatting toolbar...... 22, 52 editing formulas text...... 40 entering...... 200 Editing error values...... 202 cells...... 176 Formulas editing text...... 230 definition of ...... 204 endnotes...... 116 entering...... 204 Enter button ...... 171 errors in formulas...... 202 G exiting Word ...... 72 GIF graphics file format ...... 239 grammar checking ...... 50, 128 F graphics, inserting ...... 58, 236, 238 F1 key...... 14 graphs files datasheets...... 240 printing ...... 75 labels...... 240 Fill Color button ...... 192 grouping Fill Effects objects...... 64 described...... 249 gradient...... 249 H pattern...... 249 headings picture...... 249 demoting...... 98 texture...... 249 promoting ...... 98 finding Height, row...... 182 text...... 48 help font Contents tab...... 14 size, changing ...... 52 hidden characters, displaying ...... 26 type, changing...... 52 hiding Font dialog box...... 242 slides...... 253 fonts highlight changes...... 132 colors ...... 242 formatting ...... 52 I selecting...... 232 Image Control button...... 58, 238 shadows ...... 242 Increase Indent button ...... 189 size...... 232, 243 indenting footnotes ...... 116 first line ...... 94 foreign characters, inserting...... 100 hanging...... 94 Format Painter button ...... 126 insert formatting slide, new...... 224 automatic page numbering...... 112 Insert Clip button...... 57 bullets ...... 96 Insert Table button...... 137 chart objects...... 208 inserting copying with the Format Painter...... 126 charts ...... 206, 240 fonts...... 52 clipart...... 236 line spacing...... 90 comments...... 104 numbered lists...... 96 footnotes and endnotes ...... 116 paragraph styles ...... 122 graphics ...... 58, 238 spacing, between paragraphs ...... 92 graphs ...... 240 subscript...... 54 picture...... 58, 238 Your Organization’s Name Here 268 IC3 symbols...... 100 NUM! error...... 203 text ...... 41 Numbered List button...... 96 Inserting numbered lists...... 96 worksheets ...... 184 insertion point ...... 19, 230 O Italics button ...... 52, 232 objects copying ...... 60 J cutting ...... 60 JPG graphics file format ...... 239 deleting ...... 60 pasting...... 60 L Office Assistant...... 14 Labels...... 170 changing...... 16 entering numbers as ...... 171 Online Layout View...... 26 truncated ...... 171 Open button ...... 30 landscape orientation ...... 254 opening Landscape orientation ...... 68 documents...... 30 layering objects...... 66 operators ...... 200 layouts for slides ...... 224 Order command ...... 66 leaders, tabs...... 108 orientation...... 254 Line button...... 62 landscape ...... 254 line spacing ...... 90 portrait ...... 254 lines orientation, page ...... 68 drawing ...... 62 Outline View...... 26 Lists creating outlines...... 98 sorting ...... 196 working in...... 228 lists, bulleted ...... 234 outlines creating ...... 98 Outlining toolbar...... 228 M margins, adjusting...... 70 Maximize button...... 25 P Merge and Center button...... 189 page breaks ...... 110 merging cells...... 146 page formatting Microsoft Clip Art Gallery...... 56, 236 margins, adjusting...... 70 Microsoft Graph...... 240 page orientation ...... 68 Microsoft Word Page Layout View...... 26 starting ...... 12 page numbers...... 112 modifying page setup styles ...... 124 orientation...... 255 Moving paper size ...... 255 cells...... 178 Page Setup command...... 254 Page Setup dialog box ...... 68, 70 paragraphs N alignment ...... 102 N/A error...... 203 line spacing...... 90 NAME? Error ...... 203 shading, add to...... 120 New Blank Document button...... 28 special indenting ...... 94 new document styles ...... 122 creating ...... 28 paragraphs, spacing above and below....92 New Slide button ...... 224 Paste button...... 42, 44, 60, 178 Normal View...... 26 Paste command ...... 44 Notes Page View pasting adding notes pages ...... 252 objects...... 60 notes pages...... 252 text ...... 42, 44 NULL! error...... 203 Pasting ...... 178 2005 CustomGuide, Inc. Index 269 patterns reviewing changes ...... 134 in cells...... 192 Reviewing toolbars...... 134 in chart objects...... 208 revisions Picture toolbar ...... 22, 58, 238 accepting changes...... 134 pictures, inserting...... 58, 236, 238 rejecting changes ...... 134 Pie charts ...... See charts reviewing changes ...... 134 portrait orientation ...... 254 revisions Portrait orientation...... 68 inserting comments...... 104 presentation tracking...... 132 deliverying...... 256 rows previewing adjusting height ...... 142, 144 documents...... 72 deleting...... 140 Print button ...... 72 inserting...... 140 Print command...... 72, 75 Rows Print Layout View button...... 145 adjusting height of ...... 182 Print Manager ...... 75 deleting...... 180 Print Preview button ...... 72 inserting...... 180 Print Preview command...... 72 selecting...... 180 printers Ruler...... 19 default, changing ...... 74 printing S document ...... 72 Save button...... 32 handouts...... 254 saving options ...... 75 documents...... 32 selecting printers...... 75 under a different file type ...... 34 transparencies ...... 254 scroll bars ...... 36 programs Select Browse Object ...... 36 printing from...... 75 selecting Promote button ...... 229 chart objects...... 208 promoting paragraphs...... 229 multiple objects ...... 64 promoting, headings in Outline View ....98 text...... 88 Selecting R cell ranges...... 172 ranges entire worksheet ...... 182 charting...... 206 Send to Back command...... 66 Ranges shading selecting...... 176 paragraphs, adding to...... 120 recording, voice annotations...... 104 Shading button...... 120, 152 Records shapes ...... 62 sorting...... 196 shapes, drawing ...... 62 Redo button ...... 46 Show/Hid button...... 26 Redo command...... 46 single spacing, paragraph ...... 90 REF! error...... 203 slide references size, changing ...... 254 absolute...... 198 Slide Layout button ...... 225 relative ...... 198 Slide Show button ...... 256 relative cell references...... 198 slide shows Repeat command ...... 46 deliverying...... 256 replacing text ...... 48, 88 Slide Transistion button...... 251 Restore button...... 25 slides reviewing adding new ...... 224 comments...... 104 changing order of...... 226 revisions...... 132 chart layout...... 240 Your Organization’s Name Here 270 IC3 copying ...... 226 aligning text with ...... 106 duplicating ...... 226 center align ...... 106 hiding ...... 253 clearing ...... 108 moving ...... 226 decimal align...... 106 transistioning between ...... 250 default tab stops ...... 106 Sorting information...... 196 leaders...... 108 sorting, tables...... 154 left align...... 106 spacing, between paragraphs...... 92 right align...... 106 spacing, paragraph ...... 90 setting...... 106 speaker notes...... 252 templates spell checking ...... 50, 128 applying design from ...... 244 splitting cells...... 146 text Standard toolbar...... 19, 22 adding color ...... 242 start, Microsoft Word ...... 12 adding shadow ...... 242 Status bar...... 19 adding subscript...... 54 Style List button...... 122 adding superscript...... 54 styles copying ...... 42 heading...... 98 cutting ...... 44 modifying...... 124 deleting ...... 40, 230 paragraph, creating by example ...... 122 editing ...... 40, 230 subscript...... 54 entering ...... 38 SUM formula ...... 205. See also formulas finding...... 48 superscript...... 54 inserting ...... 41, 230 symbols, inserting ...... 100 pasting...... 42, 44 replacing ...... 48, 88 T selecting...... 88 Table AutoFormat command...... 156 Text ...... See labels tables thesaurus ...... 130 adding borders...... 150 TIF graphics file format...... 239 adding color ...... 152 Title bar...... 19 adding patterns...... 152 toolbars adding shading ...... 152 customizing...... 22 adjusting column width...... 142 Drawing ...... 62 adjusting row height...... 142, 144 Formatting ...... 52 aligning contents of...... 148 Formatting toolbar ...... 22 cells...... 136 Picture...... 58, 238 changing text direction...... 148 Picture toolbar...... 22 columns...... 136 Reviewing...... 134 creating ...... 136 Standard toolbar...... 22 deleting rows and columns...... 140 Tables and Borders...... 119, 138 editing table data...... 138 Toolbars entering data...... 136 Outlining toolbar...... 228 inserting rows and columns ...... 140 Trace Error button...... 203 merging cells...... 146 Trace Precedents button...... 203 removing borders ...... 150 tracking changes ...... 132 rows...... 136 transistions, slide selecting cells, rows, and columns .. 138 described...... 250 sorting ...... 154 splitting cells...... 146 U Table AutoFormat, using...... 156 Underline button ...... 52, 232 working with...... 138 Undo button ...... 46 Tables and Borders button...... 139 Undo command...... 46 Tables and Borders toolbar ...... 119, 138 ungrouping objects...... 64 tabs 2005 CustomGuide, Inc. Index 271 V W VALUE! error...... 203 Width, column ...... 182 Values ...... 170, 172 windows, working with ...... 24 entering...... 172 WMF graphics file format ...... 239 in formulas...... 204 word count...... 130 View buttons...... 26 Word, Microsoft views starting...... 12 Normal view ...... 246 WordPad Outline view ...... 246 printing ...... 75 Slide Show...... 256 Worksheets Slide Show view ...... 246 deleting...... 184 Slide Sorter view ...... 246 inserting...... 184 Slide view ...... 246 switching between ...... 246 Z Zoom button ...... 26 Your Organization’s Name Here . . B. Select File → Save from the menu. C. Click the Save button on the Standard toolbar. D. Click Save on the Windows Start button. . B. Click the Insert Clip Art button on the Formatting toolbar. C. Select File → Insert Image from the menu. D. Select Insert → Picture → Clip Art from the menu.