FFoorrmmaattttiinngg aanndd DDooccuummeenntt LLaayyoouutt Contents 1.0 USING THE KEYBOARD .......................................................................................... 2 2.0 CUT, COPY AND PASTE .......................................................................................... 3 3.0 ADVANCED FORMATTING ..................................................................................... 4 4.0 INSERTING SYMBOLS AND SPECIAL CHARACTERS .................................... 6 5.0 BULLETS AND NUMBERED LISTS ....................................................................... 7 6.0 USING THE DRAWING TOOLBAR ....................................................................... 10 7.0 FORMATTING PARAGRAPHS.............................................................................. 11 8.0 PAGE NUMBERS ..................................................................................................... 14 9.0 CREATING TABLES IN WORD ............................................................................. 15 10.0 HEADERS AND FOOTERS .................................................................................... 17 11.0 AUTOTEXT ................................................................................................................ 19 12.0 USING TABS ............................................................................................................. 21 13.0 TEMPLATES .............................................................................................................. 23 14.0 PAGE SETUP AND PRINTING. ............................................................................. 26 15.0 ADDING AND CUSTOMISING TOOLBARS ....................................................... 28 16.0 THINGS WORTH KNOWING IN WORD ............................................................... 30 Formatting and Document Layout 1.0 Using the Keyboard Although Windows has been designed to work with the mouse, the keyboard is often easier and quicker. Here are some shortcuts that you may find useful. Ctrl+Z ~ Undo. Ctrl+S ~ Save To change the line spacing - Ctrl+X ~ Cut. Ctrl+P ~ Print. Ctrl+1 – for single line spacing Ctrl+2 – for double line spacing Ctrl+C ~ Copy. Ctrl+N ~ New. Ctrl+5 – for one & half line spacing Ctrl+V ~ Paste. Crtl+O ~ Open (file). Ctrl+ ↑↑↑ ~ Moves the cursor up a paragraph. Ctrl+ ↓↓↓ ~ Moves the cursor down a paragraph. Ctrl+ →→→ ~ Moves the cursor one word to the right. Ctrl+ ←←← ~ Moves the cursor one word to the left. F1 , Help key ~ This displays the help information in any Windows program. Shift+F3 , the Switch Case key ~ To change the case of your text between all caps, lowercase, and mixed case, mark the text as a block and then press Shift+F3 until the text is the way you want it. F4 , Repeat Command key ~ A handy key if you are repeating the same command over and over. For example, if you are pasting in symbols press the F4 key after the first symbol has been placed in your document and the symbol will be repeated. Shift+F5 , the “Take me back to where I was” key ~ If you get lost in Word press Shift+F5 to get back to where you were. Ctrl+Shift+spacebar , “Prevent character space from breaking a line” key ~ Press Ctrl+Shift+spacebar where you would normally just press the space bar and the two related words will be moved to the next line together. For example, if you want Mr Browne to stay on the same line like this >>>>>>>>>>>>>>>>>>>>>>>>>>>> Mr Browne, then Crtl+Shift+spacebar is the way to go. Alt+Shift+D , the Current Date insert ~ this command inserts the current date into your document. If you want to change this to a different format, click Insert > Date Time. Select the format you want and then click the Default button. Answer “Yes” if asked do you want to change the format. In future every time you do Alt+Shift+D your chosen format will appear. 2 Formatting and Document Layout 2.0 Cut, Copy and Paste When you are using these functions, you are either copying and pasting text (so you have it duplicated on the document) or cutting and pasting (which is cutting the text out and putting it elsewhere on your document, moving it from one place to another – so you only have the text in one place on the document). a) first of all, highlight the required text b) then, click on either cut or copy c) then move your insertion point to the place you would like the text to be pasted d) select the paste icon on the toolbar It is useful to note that, once you have selected copy , you can paste the text as many times as required (and therefore have multiple copies of the text) – you may copy one block of text onto numerous documents in this way. 3 Formatting and Document Layout 3.0 Advanced Formatting There are many ways you can format your document to improve the presentation of it. 3.1 Changing font/colour/effects Toolbar icon Select the text you wish to change. Then click on the black drop down arrow next to the font colour button click on the colour your require. Your selected text will change. Format menu Select the text you wish to change. Then click on the Format menu and select Font. The font box will appear. Select your required changes then OK. Effects Whilst in the Font window note there is an Effects section. To apply one of the effects click in the box so a tick appears the Preview section displays the effect chosen. Then click OK to apply. If you wish to apply Text Effects to your document then click on the Text Effects tab on the Font box and select one. Then OK. 4 Formatting and Document Layout 3.2 Borders and Shading Position your cursor within the paragraph you wish to add a border around, or select text you wish to have border around. Please note that the following can be applied to Tables and Tabs. Toolbar icon Simple borders use the borders icon on the toolbar to view options of borders click on the black drop down arrow. Format menu Alternatively you can use the format menu and select borders and shading. The borders and shading box will appear. You can select a line style, colour and width, once you have chosen these then choose the type of setting you require. Use the preview to check before you OK. Page border If you wish to add a page border to your document click on the Page Border tab and select the border you want – note there is an Art section available where you can choose pictures. Shading To apply shading to selected text/paragraph. Click on the Shading tab. Choose the fill colour or pattern, check the preview before you OK. 5 Formatting and Document Layout 3.3 Format Painter Once you have applied formatting to areas of your document. If you wish to copy the formatting applied to one area to another area or another document then: 1. Select the formatted area. 2. Double click on the icon in the formatting toolbar. Note your mouse pointer has a paintbrush next to it. 3. Select other areas of your document to replicate the formatting. 4. When you have finished go back up to the icon on the toolbar and click to switch off. 4.0 Inserting Symbols and Special Characters To insert symbols: 1. From the menu bar select Insert > Symbol 2. The Symbol window will appear. Click on drop down list for different font areas Click on drop down list for different subset areas • To find the Euro symbol change the subset area to Currency. • To find a Tick then change the Font section to Marlett • For © copyright symbol then click on the Special Characters Tab. 6 Formatting and Document Layout 5.0 Bullets and Numbered Lists 5.1 Simple Bullets and Numbers There are 2 ways of applying bullets and numbers. The quick way is to select the appropriate icon from the formatting toolbar. For Numbered Lists For Bulleted Lists Alternatively you can select Format > Bullets and Numbering from the menu bar. The Bullets and Numbering window appears: Select a bullet point style or a numbered style and click OK. 7 Formatting and Document Layout 5.2 Customising Bullets If you wish to customise your bullet points, for example change the spacing between the bullet point and where the text starts or to change the colour or size etc. Select the bullets points you wish to change. Then select Format > Bullets and Numbering from the menu bar. Click Customize Click to access clip art bullets. The Customise window appears: Click if you wish to change bullet symbol. When finished select OK. Select Font to change colour, size, etc of bullet To alter the bullet position and text position use the indicators and watch the preview to see how the document will look. 8 Formatting and Document Layout 5.3 Customising Numbered Lists If you wish to customise your numbers for example change from numbers to roman numerals etc then. Select the numbered list then Format > Bullets and Numbering then click the customise button. Make changes and click OK to confirm. To alter number style click on drop To start the down list and numbering at a select. different point use indicators To alter the number position and text position use the indicators and watch the preview to see how the document will look. 9 Formatting and Document Layout 6.0 Using the drawing toolbar To activate the drawing toolbar (if it is not present), use View > Toolbars > Drawing. If it does not dock itself then drag and drop in the blue title line to the bottom of your screen. 6.1 Autoshapes and text boxes Line Style Fill Colour Line Colour Arrow Style Drawing Menu Free Rotate Dash Style WordArt AutoShapes Menu Text Box Font Colour Shadow 3D Click on the drop down arrow next to the word autoshapes. A menu will appear. Select an autoshape section and then an actual shape such as a block arrow. Your mouse will now be a black cross. To draw the shape hold down the left mouse button and drag out until you have the desired size then release the left button. Your shape will then be displayed as below. Use the resize squares if you wish to increase/decrease in size. You can draw any of the objects on the drawing toolbar in the same way as above. NB: If you wish to draw a square or a circle using the rectangle or oval icons on the toolbar hold the Ctrl button whilst drawing.