Advanced Word Processing Page 1 - Neal's Resources · 2020-03-16 · Advanced Word Processing Page 7 Activity 6: Insert/Distribute Columns 1. With the cursor in a cell, click on Table

Advanced Word Processing Page 1

Prepared by Neal Utting

([email protected])

For use by Educational Institutions

©2010 Neal Utting

ADVANCED WORD PROCESSING v10.3 Note: This manual is for Word 2000 - 2003

(A separate version for Word 2007 is in preparation)

INDEX Introduction ............................................................................... 3 Activity 1: Copy Files for this Course to Your Flash Drive ............................. 4 Activity 2: A Table as a Heading Box ............................................................ 4 Activity 3: Enhance the Heading Box ............................................................ 5 Activity 4: Multi-Cell Tables ......................................................................... 5 Activity 5: Insert/Delete Rows ..................................................................... 6 Activity 6: Insert/Distribute Columns .......................................................... 7 Activity 7: Merge and Split Cells ................................................................... 7 Activity 8: Put Text Into a Table (1) ............................................................. 8 Activity 9: Put Text Into a Table (2) ............................................................ 8 Activity 10: Change Column Widths .............................................................. 9 Activity 11: Remove Lines in a Table ............................................................. 9 Activity 12: Borders and Shading in Text ..................................................... 10 Activity 13: Change Borders ......................................................................... 10 Activity 14: The Tables and Borders Toolbox ................................................ 12 Activity 15: A Challenge ............................................................................. 12 Activity 16: Sort Data in a Table (1) ............................................................ 13 Activity 17: Sort Data in a Table (2) ............................................................ 14 Activity 18: Sort Data in Text (1) ................................................................ 14 Activity 19: Sort Data in Text (2) ................................................................ 15 Activity 20: Columns .................................................................................. 16 Activity 21 Width of Columns .................................................................... 17 Activity 22: Turn Columns On and Off (1) ................................................... 18 Activity 23: Add a Headline in a Text Box ................................................... 18 Activity 24: Create Text Boxes for Columns ................................................. 19 Activity 25: An Alternative for Columns in Text Boxes .................................. 20 Activity 26: Insert Text in Text Boxes ........................................................ 21 Activity 27: A Heading Across Text Boxes .................................................... 21 Activity 28: Make Cards Using Text Boxes ................................................... 22 Additional Activity 1: Columns Using Tables ................................................. 23 Additional Activity 2: Use a Table as a Spreadsheet ...................................... 24 Additional Activity 3: Spreadsheet Formulas in a Table .................................. 25 Additional Activity 4: Text and Text Boxes Together ...................................... 25 Appendix A: Copy Files for this Course to Your Flash Drive .......................... 27 Appendix B: Open a File from Your Flash Drive ........................................... 28 Appendix C: Save a File on Your Flash Drive ................................................ 29 Appendix D: Setting Defaults ...................................................................... 30 Outcomes of this Course: ......................................................... 31


INTRODUCTION This is the third of a series of manuals for courses for learning word processing

(the earlier ones were Essential Word Processing and More Word Processing). It is assumed that you have either done these courses, or are familiar with the

processes which were explored in those courses. You should, therefore, know how to carry out the following:

Using the Mouse Opening a Program Typing, Backspace, Delete Correcting Errors Warning: the “Insert”

Key Numbers, Num Lock Key Caps Lock and Shift Opening a File from a

Disk Disk Drive Identification File-name Extensions Scrolling Faster Ways to Move the

Cursor and Correct Errors Saving a File Using the Tab Key Selecting Text Bold, Italic, Underline

Changing Font, Font Size

Cut, Copy, Paste, Move Text

Move/Copy Text with the Mouse

Delete, Restore, Replace Text

The Font Menu Box

Aligning Text

Setting Margins and Orientation

Zoom

Paragraphs

The Heading

Changing the Space Be-tween Paragraphs

Changing the Space Be-tween Lines

Changing the Font and Font Size Changing the Margins

Bullets and Numbering Checking Spelling Finding and Replacing The Ruler, Tabs Indenting Tabs: Right Alignment Tabs: Decimal Align-

ment Layout Leaders More Than One Docu-

ment Open Inserting Clipart Moving ClipArt Inserting WordArt Adding Another Page

The first course in this series, “Essential Word Processing”, uses WordPad (in Mi-crosoft Office XP or Windows 7) as the word processing program.

The second course, “More Word Processing”, has separate versions for Microsoft Word 97-2003 and for Word 2007. The activities could be carried out using other word processor programs, including Open Office Writer.

This course introduces further processes available in Microsoft Word 2000-2003 (there are slight differences with Word 97). A separate version is available for Word 2007. Some other Word Processing programs could be used (e.g. Open of-fice Writer), as well as in Desk Top Publishing programmes such as Microsoft Publisher.


Activity 2: A Table as a Heading Box Open a blank Microsoft Word document, view as Print [or Page] Layout,

zoom to Page Width

Click on the Insert Table icon in the Toolbar at the top; move the cursor into the square at the top left (the bar at the bottom says “1 x 1 Table”); click in the coloured cell

A long box appears on the screen, with the cursor flashing inside this; type: Congratulations!!

Select the text; make it Bold, Centre, Brush Script MT font, 72 pt

To unselect, click outside the table, or press an Arrow key Note that you can move the cursor in and out of the table, using the Arrow keys.

With the cursor in the box, click on Format (in the menu at the top); click on Borders and Shading (it should open with the “Borders” tab)

Scroll the Style menu down and click on Double line; make the Width as ¾ pt; don’t click on OK.

Click on the Shading tab; under Fill, click on the Grey 25% square (the colour appears in the bar at the side when you click on a colour box).

Click on OK (the box will now be shaded, with a double line around it)

Select the text; click on the small button beside the Font Colour icon (in the Toolbar

at the top); click on White (bottom line).

Save this document on your floppy disk as congrats.doc; don’t close

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7

7

10 10

Activity 1: Copy Files for this Course to Your Flash Drive See Appendix A, page 28: copy the folder Adv WP files from “Folders for

Courses” to your flash drive


Activity 4: Multi-Cell Tables Open a new document; go to File > Page Setup > Paper Size tab; check that

the Paper Size is set to A4 (210 x 297 mm); click on the Margins tab; make all four margins 2 cm (we will be using these settings in many Activi-ties; see Appendix C for making these the default settings).

2. As the total width of A4 paper is 21 cm, with 2 cm margins the space between the margins is 17 cm.

Hold down the left mouse button on the Insert Table icon (don’t just click and release); drag down and across from the top left square, to make a 6 x 6 Table; release the button.

With the cursor in the top left rectangle (called a “cell”), press Tab; press Tab four more times (until the cursor is in the top right cell); then press Tab again.

Now hold down Shift and press Tab (i.e. Shift + Tab) several times.

6. Find what happens to the cursor in a cell of a table when you press the Left, Right, Up, and Down Arrow keys.

Use the cursor keys to move the cursor to the last cell; then press Tab

Save as table.doc (see Appendix C, page 3); don’t close the document

Activity 3: Enhance the Heading Box We can make more space around the text by changing the size of the text and the

Text Box the box, so it.

With “congrats.doc” open, select the text; click on the “72” in the Font Size box (it will become highlighted); without deleting, type “65”; press Enter.

Move the cursor onto the right end of the table (it changes to ); drag it to the right What happens when you drag the top or the bottom?

The table can be centred: move the cur-sor onto the table (a box appears at the top left corner); click on this box (the table is selected); click on “Center” in the tool-bar at the top

The table can be deleted: click on Table > Delete > Ta-ble (you can get what you have deleted back again by clicking on the Undo icon , or press Ctrl + Z

Save (File > Save), Save icon , or Ctrl + S); close the document

3

2


Activity 5: Insert/Delete Rows With the cursor in a cell in the 3rd row, click Table > Insert > Rows Below

A single row has been added; the newly-inserted row is highlighted.

2. Click in any cell; click Table > Delete > Rows 3. Move the cursor to outside the table to the

left (it changes to an arrow); click (and the row becomes selected).

4. With the cursor in the margin beside the third cell down, hold down the left but-ton and drag slowly down to select three rows of cells1.

5. Click on Table > Delete > Rows

6. Press the Down Arrow, so that the cursor is just below the table (notice that the Insert Table icon in the Toolbar has been replaced by the Insert Rows icon); click on the Insert Rows icon; make the Number of Rows as 3; click on OK2.

7. Save; don’t close the document

1Other ways to select a number of rows are: (a) click in a cell at the left, hold down the button, and drag across to the right and down (or vice versa); or (b) click at the side of the table (to select a row), hold down Shift, then click on an-other row. (Note that if you hold down Ctrl instead of Shift, you will select the whole table)

2With the cursor just below the table, you can also add multiple rows at the end of the table by Table > Insert > Rows Above

NOTE: If you just click on the Insert Table icon (and don’t hold the button down), you

can’t make a table larger than 4 x 5 . You can’t insert tabbed spaces inside cells in tables by using the Tab key — the

cursor just jumps into the next cell! (But you can do this using Ctrl + Tab.) You can use the Up and Down Arrow keys to move up and down between cells

at any time. Use the Left and Right Arrow keys to move to another cell only if the cell you

are in is empty (otherwise use Tab to go forward, Shift + Tab to go back). Pressing Tab while in the last cell inserts a new row.


Activity 6: Insert/Distribute Columns 1. With the cursor in a cell, click on Table > Insert > Columns to the Right

(the newly-inserted column is highlighted; there are now 7 columns, which are narrower to fit between the margins)

2. Click in a cell; click Table > Delete > Columns There are now 6 columns; the columns have remained the same width, so the table is now narrower (the right margin was previously at 16 cm). We’ll make these columns fit in the full width between the margins.

3. Drag the right side of the last column to about where “16cm” is (the cursor changes to when it is on the line, to allow you to do this)

4. Select the whole table by dragging from the top left cell to the bottom right cell; click on Table > Autofit > Distribute Columns Evenly

You can select the table in other ways — e.g. click at the left while holding down Ctrl, or pressing Ctrl + A (select all) — but you can’t distribute the col-umns evenly if you use these

5. Save; don’t close the document

Activity 7: Merge and Split Cells 1. Select the top row; click Table > Merge Cells; click in another cell (or press

an arrow key) to unselect (the row has become a single cell).

2. With the cursor in the top row, click Table > Split Cells; in the menu box which appears, type 3, for the Number of Columns (there is no need to de-lete the “2” which is highlighted); click on OK.

3. Experiment with merging and splitting cells and columns in the table; for ex-ample: What happens if you try to split one of the 2-column cells at the top into

3? Can you merge cells in a column? Can you merge 3 cells in a column, then split this single cell into 2 rows?

Close the document (don’t save)


Activity 9: Put Text Into a Table (2) There are several other ways besides that used in Activity 7 to put text into tables.

A: Open file1.rtf in a new document; check that the margins are all set to 2.5 cm.

Place the cursor at the beginning of the word after the heading (“Enter”. “Tap the Keys”, “Shift”, “Caps Lock”, “Delete and Backspace”, “Deleting seceral letters”); press Enter.

Select all the text (use Ctrl + A); click on Ta-ble > Convert > Text to Table ; change the Number of Columns to 2; have “Paragraph” selected for “Separate text at”; click on OK (we won’t bother changing the column widths this time).

Delete the document on the screen: Table > Delete > Table

(continue on next page)

Activity 8: Put Text Into a Table (1) 1. Open a new document; make all margins 2.5 cm; create a 6 x 2 table (6 rows,

2 columns).

2. With the cursor just below the table, click Insert > File; open file1.rtf (on your flash drive, see Appendix B, page 29) Each paragraph of the text has a heading, then a description which follows on the same line.

3. Scroll to the top of the screen; with the mouse, select the first heading of the text (“Enter”), then drag this into the top left cell [If this doesn’t work: cut (e.g. Ctrl + X), then paste (e.g. Ctrl + V) into the cell.]

4. Select and drag the rest of the paragraph into the top right cell. 5. Drag the remaining headings and text into the remaining left and right col-

umns in the table (scroll down, and delete line spaces, as necessary). When the cursor is on lines in the table, it changes to or

7. Drag the middle line to 5.5cm

8. Save this on your disk as table1.doc (see Ap-pendix C, page 30)

9. Close the document


B: Repeat (A), but press Tab instead of pressing Enter; click Tabs (under “Separate text at”); click OK.

C: Repeat (A), but press a key that you don’t usually use (e.g. “>”) instead of pressing Enter in each paragraph; then click the Other button (under Sepa-rate text at), and type the key (e.g. “>”) in the box; then click OK; don’t close the document the final time (we’ll use it in the next Activity)

Activity 11: Remove Lines in a Table With the table from Activity 10 on the screen, move the cursor to just out-

side the left margin, hold down Ctrl, and click (or with the cursor in a cell, press Ctrl + A) — the whole table is se-lected

Click on the menu button at the side of the “Borders” icon (a menu box with options appears)

Click on the No Borders icon — all the lines of the table have disappeared (but may remain as grey lines — these do not print)

To make more spacing between sections: select the whole table (see Step 1); click Format > Paragraph; make the Spacing After as 6 pt; click on OK

Investigate adding and removing lines from cells, rows, and columns; don’t save; close the document

A

AOutsideBorder

All Borders

Top Border

Inside Horizontal

Border

Left Border

Descending Diagonal

Horizontal line

Inside Border

No Border

Bottom Border

Right Border

Inside Vertical Border

Ascending Diagonal

Activity 10: Change Column Widths The table from Activity 7 has both columns of equal size (8 cm); we’ll change the

widths in a different way

With the cursor in the left column; click on Table > Table Properties > Col-umn tab; change the “Preferred Width” to 3 cm (don’t click on OK).

Click on Next Column; change the “Preferred Width” [or “Width of Col-umn 2”] to 13 cm; click on OK.

Save as table2.doc; don’t close.


Activity 13: Change Borders With the document from

Activity 12, place the cursor in the third para-graph (with the dashed line border).

Click Format > Borders and Shading > Borders tab; make sure that “Box” is highlighted; make “Style” a Single line (you’ll need to change this); make the “Width” ½ pt.

In the “Preview” panel, click on the button for the Top Border (this removes this border); click on it again to get the border line back

Activity 12: Borders and Shading in Text In a new document, open file1.rtf again; add a line space between each

paragraph.

Place the cursor anywhere in the first paragraph; click on the menu button at the side of the “Borders” icon (as in Activity 11); click on the “Outside Borders” icon. (If the border is not a single line, change it to this as you did in Activity 11).

With the cursor at the end of the second paragraph, click on the menu but-ton at the side of the “Borders” icon; click on Horizontal Line icon ; add a blank line after this

Place the cursor in the third paragraph; click Format > Borders and Shad-ing; in the Styles box, click on the Dashed line (4th down); click on OK. Until you change the Style, all borders will now be dashed lines.

Select the heading of the next paragraph (the words “Caps Lock”); click on the “Borders” icons menu; select “Outside Borders”

Place the cursor in the next paragraph; click on the button beside the “Bord-ers” icon; place a Left Border beside this; change the style (use Format > Borders and Shading) to a Double Line, width 1½ pt; click on OK (the line does not change); click on the “Borders” icon (which now shows “Left Bor-der”).

Place the cursor in the last paragraph; click Format > Borders and Shading; click on the Shading tab; click on a colour; click on OK

Click on the Highlight icon ; select the second paragraph,

Don’t close the document


Many of the processes with tables already explored (and more) can also be carried out using the “Tables and Borders Toolbox” (see illustration below).

This can be opened by the icon on the Toolbar (or by View > Toolbars > Tables and Borders).

You can click on the top line in the diagram for the same result; and similarly for removing or inserting the other lines. This is an alternative to using the “Borders” icon.

There should now be a single border around the paragraph; click on OK

Go back to the “Borders and Shading” box; click on the Shadow button; change the width to 2¼ pt; click on OK.

Close the document (don’t save it).

Draw Table: to draw a Table, or further lines, freehand; the lines are

drawn straight.

Line Style: as in the Borders and Shading >

Borders menu. Borders: as for the

“Borders” menu icon. Eraser: click on a line [or

wipe along it] to rub it out; and draw around the whole Table to delete it

Border Color: to draw the lines in colour.

Insert Table

Merge Cells

Split Cells

Align Text: to arrange text within a cell

Change Text Direc-tion: to rotate text

within cells; very use-ful in headings

AutoSum: for totals in columns

or rows

Sort Ascending

Sort Descending

Distribute Columns Evenly

Table Auto-Format: a number

of pre-set Table formats, which are shown in the Pre-

view panel

Distribute Rows

Evenly

Line Weight: as in the Borders and Shading >

Borders menu.

Shading Color: as in the “Borders and Shad-ing > Shading” menu.


Activity 14: The Tables and Borders Toolbox We can explore the different processes which are available on the Tables and

Borders toolbox (see previous page). Some features — “AutoSum”, “Sort Ascending”, “Sort Descending”, and “Change Text Direction” — are included in later Activities, and should be ig-nored at the moment.

On a new document, try out some of the features, especially Draw Table, Eraser, and others used already.

Close the document.

Activity 15: A Challenge The “Duty Roster” (next page), to share tasks equally and reduce arguments, was

prepared by Adam and Eve on their computer.

Read the information below before doing the Activity.

Create a copy of this table. Note the following: The left and right margins are 2.5 cm “DUTY ROSTER” and “Week Ending …” are in the top row (with the cells

merged); the top and side lines are removed later “DUTY ROSTER” is in the two left cells merged, text left aligned. “Week Ending …” is in the remaining four cells merged, text right

aligned. The column widths are adjusted to fit the text. (“Day of Week” is in a single merged cell. “Date” is in a single cell; the blank cell above has its bottom line re-

moved. Text in the table (apart from the top cell and “Notes”) is “Center aligned” Two alternatives are suggested for the “Notes”:

Either: the “Notes” section is a single merged cell, with spacing (of 5 pt) after each paragraph;

or: each “Note” is in a separate cell, with the lines between removed.

Indenting in the “Notes” section is by two tab spaces (obtained by Ctrl + Tab).

Save if you want to (or if you want to complete the Activity later).

Have you ever had a list which you wanted to put into alphabetical order, or in order of size? With tables you can do this, and there are easy ways to do it (Activities 15 -18).


DUTY ROSTER Week Ending: 31 December 4004 BC. Day of Week

Date

ADAM EVE am pm am pm

First 25 Dec Home Home Home Home

Second 26 Dec Outdoor tasks Home Home Hunting

Third 27 Dec Home Weeding Fishing Home

Fourth 28 Dec Gathering Home Home Planting

Fifth 29 Dec Home Hunting Gathering Home

Sixth 30 Dec Eradicate pests Home Home Pick apples

Seventh 31 Dec Home Relax: Golf Relax: Tennis Home

Notes: “Home” involves household cleaning, cooking, etc., and caring for Cain and Abel “Outdoor tasks” involves care of animals, and other outdoor tasks not other-wise included “Pests” include rats, lions, serpents The Seventh Day is a day of rest 25 Dec is Christmas Day, so no outdoor tasks

Activity 16: Sort Data in a Table (1) Open the file regions.rtf from your flash

drive (this file contains a list of New Zea-land’s districts, from the 2006 census; there are two columns, with the entries separated by tab spaces).

Convert to a table with two columns (see Activity 9); make the columns narrower; re-move all the lines. In Print Layout view, when you move the cur-sor onto the table there is a little box at the top left corner

3. Move the whole table by dragging this box 4. Select the figures in the right column by

clicking above it; make it Align Right

Select the top row, and make the headings Align Center and Bold.

“Auckland” has the largest population; select this row; drag and drop it on the row that says “North Shore”

(continued on next page)


Activity 18: Sort Data in Text (1)

Open the file library.rtf This is a list of a library’s books as they are jumbled on a shelf. There is a Tab space after each author’s name. But some of the authors have short names,so the titles don’t line up. We can make the list more readable by setting a tab stop.

Select all the text (e.g. Ctrl + A); click on Format > Tabs; type 3 cm in the “Tab stop position” bar; click on Set; click on OK.

(continued on next page)

Instead of using Table > Sort, as in Activities 16, the icons Sort Ascending and Sort Descending in the “Tables and Borders” Toolbox (see Activity 14) could be used. It can sometimes be more convenient to sort lists in text, without putting this into tables (Activities 17 and 18). It’s possible to sort up to three columns at a time, although we’ll only sort two.

The next largest is “Christchurch”; drag this to below “Auckland”; continue until all cities are ranked in order of size. There are simpler ways (in the next Activity); don’t close.

Activity 17: Sort Data in a Table (2) Select the left column; click on Table >

Sort (a menu box appears)

Check that “region” is in the “Sort by” bar; “Text” is in the “Type” bar; “Ascending” in the top section is checked (this sorts alphabetically, from A—Z); and that “Header row” (under “My List has”) is checked; click on OK. The cities should now be in alphabetical order. We can get back to the order by size just as easily.

Select the right column; click on Table > Sort. In the top row, “Population” should be in the “Sort by” bar; “Number” is in the “Type” bar; “Ascending” and “Header Row” are checked.

Repeat using “Descending” instead of “Ascending” (this will rank from largest to smallest); click on OK; close the document.


We’ll sort the authors alphabetically, with each author’s books listed alphabeti-cally. We can do this by converting the list to a table, then sort the titles al-phabetically first — each author’s books will then be in alphabetical order, al-though the authors won’t be. Then we’ll put the authors into alphabetical order.

Select all the text (e.g. Ctrl + A); click on Table > Convert > Text to Table; make the “Number of Columns” as 2; check “Tabs”; click on OK.

Select the second column (“Title”); click on Table > Sort; click on Header row (under “My list has”)

Note that the “Sort by” bar changes from “Column 2” to “TITLE”.

Make sure that “Ascending” is checked; click on OK (the titles should now be listed alphabetically)

Sort Column 1 in the same way (make sure to select Header row); the au-thors should now be listed alphabetically, with books in alphabetical order

Don’t close (we’ll use this in the next Activity).

Putting data into order (as in Activities 15 to 18) is one of the features of Database programs. If you didn’t want to use other features of Databases, you could store and manipulate data (e.g. books, authors, as in Activities 18 and 19) using Word.

Tables in Word can also be used as Spreadsheets. This is more complicated, so is included as Additional Activities (2 - 3) if there is time.

Activity 19: Sort Data in Text (2) There’s a simpler way to sort the lists:

Undo the sorted data: press Ctrl + Z, (or click on the “Undo” icon) twice

Select all the text (click on ); click on Table > Sort (the “Sort Text” menu box appears)

Click on the menu button by the “Sort by” bar; click on Column 1 (not necessary if this is already there).

Select Column 2 in the “Then by” bar; check that “Header row” un-der “My list has” is selected; click on OK

Close the document (don’t save unless you want to)


Activity 20: Columns Text in columns is easier to read, as our eyes don’t have to move as much. We’ll

look at several ways of putting text into columns — starting with the obvious. Open the file file2.rtf; in “Print Layout” (“View” menu), click on

the Zoom bar button ; click on Two Pages Click on the Columns icon ; click on the

second column (“2 Columns” is below) Column 3 (the first on page 2) has a blank lines at

the top; delete this. Columns look neater if the text in them is the same length. We can even up the text on Page 2, by putting a “Column Break” about halfway through the text.

Place the cursor at the end of the 4th paragraph in Column 3; click on Insert > Break; choose Column Break; click on OK; delete the two empty lines at the top of Column 4

Text in Column 1 is slightly shorter than Column 2: select all the text in Col-umn 1; click on Format > Paragraph; click on the Line Spacing menu and choose Multiple; change to 1.05 in the “At:” bar; click on OK.

Ooops! Too much. With the text still selected, change the line spacing to 1.02.

Looks better. But there is now a blank line at the top of Column 2; delete this Delete the two blank lines at the top of Column 3

We could change line spacings to make Columns 3 and 4 the same length by making line spacing for Column 3 slightly less than 1 (e.g. 0.97), or slightly more than 1 for Column 4. But we’ll make Column 4 longer by a different method. (continued on next page)

We can put text into columns in a number of ways. The first is the obvious way (Activities 20 - 22): use the “Columns” feature. We can also put text into tables, then remove the lines (rather tricky; see Addi-tional Activity 1). Another way — probably the best, especially if there is a lot of text — is to use Text Boxes (Activities 23 - 25).

Some difficulties with handling columns include: Putting headings across columns (Activities 22, 27). Turning columns on and off (Activity 22). Adjusting the length of text so that columns are even in length, especially if

columns end part-way down a page (Activity 20). Making adjustments if you later decide to add or remove text within col-

umns (easiest with Text Boxes, Activities 23 - 25).

2

2 1

1


If desired, lengths of text in columns can be evened up by: Making the line spacing of one column smaller, or increasing the spacing of

the other — or both (see Activity 20). Keep the line spacing between about 0.94 and 1.06, otherwise it starts to look a bit obvious.

Deleting or adding blank lines. Changing the spacing between paragraphs (see Activity 20). Changing the size of margins on pages. Changing the width of columns, and/or the spaces between these (see Ac-

tivity 21). Sometimes the length of text in columns may change unexpectedly, especially if a

single line of a paragraph might otherwise be at the bottom or top of a column.

Activity 21: Width of Columns “Width” is the width of each column — these may be all the same width, or

different. Spacing is the distance between the columns. The widths and spacing can be changed — the totals of these must be the width between margins.

With the document from Activity 20 open: place the cursor anywhere in the text; click on Format > Columns; change the widths of both Columns 1 and 2 to 7.6 cm; click on OK. Notice that some text has moved (there are head-ing at the bottom of Columns 2 and 3)

Put the cursor at the beginning of these head-ings; press Enter until the heading moves to the next column (and column lengths are no longer equal)

Click on Format > Columns; notice that the “Spacing” has changed (it was 1.25 cm). Changes made to the widths and spacing of columns in this way apply through the whole document. (Also, columns cannot be switched off so that you can continue typing full-width — but see Activity 22). However, if text is selected, then the width and spacing can be changed, as well as the number of columns.

Select the text on page 2; change the width of the columns to 7 cm; check whether the width of columns on page 1 has changed.

Select the text on page 1; click on the “Columns” icon in the Toolbar, make this 3 columns.

Close the document (don’t save).

Select Column 4; click Format > Paragraph; change the “Spacing After” to “1”; click OK (if this isn’t enough, change it to “2”)

Don’t close the document.


Activity 22: Turn Columns On and Off Sometimes we may want to have some text in columns, and other text full-width

(especially for “banner headlines”).

Open file2.rtf (from your flash drive); press Enter twice

With the cursor in the top line, type A QUICK GUIDE TO WORD PROC-ESSING; make this text Bold, Center, 18 pt.

In “Two Pages” view, select all the text except the headline; click on the “Columns” icon in the Toolbar, make this 2 columns

With the cursor at the end, click on Format > Columns (notice that this is only 1 column)

Delete the heading; save; don’t close (we’ll use this for the next Activity)

If you have already typed the heading in a document, then wish to insert text from a saved file: open the saved file in a new document; select and copy the text; paste this into the first document.

Activity 23: Add a Headline in a Text Box Another way to add a heading (or to place boxes of text in other places) is to use

a Text Box.

With the document from the previous Activity open, click on Insert; click on Text Box (the cursor becomes a large “+”).

Using the mouse, click and “draw” a rectangle in the space above the top margin, the full width of the margins The Text Box can be resized by dragging the small boxes at the corners or on the sides. A the Text Box is selected (with dotted lines around it) by clicking on it. The Text Box tool-bar should appear whenever it is selected. The Text Box toolbar can be dragged up beside the Toolbars at the top (and can be dragged down again). This toolbar will then be there whenever the Text Box is selected.

With the cursor in the Text Box, type in the same headline as in Activity 21 (Bold, Center, 18 pt)

Use the small circles on the border to change the size and shape of the box to make the heading fit evenly in the box


Activity 24: Create Text Boxes for Columns Open a new, blank document; make all Margins 2.5 cm (and make sure that

the Paper Size is A4).

Zoom to Two Pages; press Ctrl + Enter (to create a second page); press the Left Arrow key (this will return the cursor to the first page).

We’re going to place two columns on each of the pages. They will be at the left and right margins, and we’ll make a gap of 1 cm between them. The total page width is 21 cm, the outside margins are 2.5 cm, and the centre gap will be 1 cm. Thus the useable space is 15 cm; each Text Box will be 7.5 cm wide. The height of A4 paper is 29.7 cm; we have made the margins 2.5 cm (a total of 5 cm) — so the height of the Text Boxes will be 24.7 cm.

When you click on the border of a Text Box, the cursor changes to a 4-pointed arrow, and the shading around the box changes from diagonal stripes to dots. The box may then be dragged (with the cursor on the border) to a new posi-tion, or moved using the cursor keys.

Move the Text Box down to just above the text, with its top border at the top of the top line of text.

If the Text Box covers the text: with the Text Box selected, click on Format > Text Box > Layout; click on Square (you can delete blank lines if there is too much space between the box and the text)

Remove the border around the Text Box: with the Text Box selected, click on Format > Text Box > Colors and Lines tab; click on the menu button beside the Color bar (under “Line”); click in the No Line box; click on OK.

Open Format > Text Box Colors and Lines; experiment with changing the “Fill” and “Line”

Try changing the size and shape of the Text Box and moving it to different positions

Close the document (don’t save).

A further way to arrange text in columns is by putting all the text in Text Boxes.

Text boxes have the advantage that they can be “linked”, so that the text flows from one to the next. If you add or remove text later, the text adjusts for this automatically, just as it does with columns (but not with tables).

Another advantage is that Desk Top Publishing programs use Text Boxes in the same way.

This means that if you learn to use Text Boxes in a Word Processor program, then there’s not much more to learn to use a Desk Top Publishing program.


Activity 25: An Alternative for Columns in Text Boxes Open a new document; check that all margins are 2.5 cm, and the paper size

is A4; make the view to Two Pages;

Click on Tools > Options > View tab; click on the “Text boundaries” box; click on OK

Create a further page (see Activity 24); turn Two columns on; click on For-mat > Columns; make the spacing between the columns 1 cm.

Draw a Text Box on the column guide for the left column on page 1; copy this (as in Activity 24) onto the other column guides.

Unselect the Text Boxes by clicking on a blank space outside them; click on the “Columns” icon; click on 1 Column.

Remove the Text boundaries; don’t close.

Insert a Text Box starting from the top of the cursor; drag the right side to about 6 cm on the ruler, and drag the bottom down to about 22 cm.

Click on Format > Text Box > Size tab; make the Height at 24.7 cm, and the Width at 7.5 cm; (don’t click on OK); then:

Select the Layout tab; click on the Left button (under “Horizontal Align-ment”); click on Advanced. For “Absolute Position” (under “Vertical”): choose Margin in the “Below” bar, make the left bar 0 cm; click on OK; click on OK.

With the Text Box selected, hold down Ctrl and Shift and drag the box (by the shaded border) to the right hand side of page 1, with a gap between the boxes; release.

Holding down Ctrl while you drag copies the selected object or text.

Holding down Shift as well keeps the object at the same level.

7. Make two further copies on the second page; make the horizontal alignment of the left box on Page 2 as above.

8. For the horizontal alignment of the right-hand boxes: Word 2000: make the “Horizontal Alignment” Right (instead of “Left”).

9. Save this as txtboxcols.doc; don’t close.

(For an alternative method, see the next Activity).


Activity 26: Insert Text in Text Boxes Open file2.rtf from your flash drive in a new document; select all, copy

With the cursor in the first Text Box (Activity 25, still in Two Pages view), paste; (only part of the text fills this Text Box).

Click on the Link icon in the Text Box toolbar (see Activity 20); move the cursor into the second Text Box (it changes to a small jug pouring), and click (more of the text fills this Text Box).

With the cursor in the second Text Box: click on the Link icon; click the cursor (pouring jug) in the third Text Box (the rest of the text is now in this box, which is about half full); link the third and fourth boxes; don’t close.

3

Activity 27: A Heading Across Text Boxes We can put headings across linked Text Boxes, making the boxes shorter.

1. Continuing from Activ-ity 25, zoom to Page Width; create a further Text Box across the top of the boxes on the first page, and insert the headline used previ-ously (Activity 22); make it Bold, Center, 18 pt. Putting a Text Box on top of others covers those underneath, but does not move any text in them.

Place the cursor in the first Text Box; hold down Shift and click in the sec-ond box (both boxes will be selected).

Move the tops of these down to below the bottom of the headline box, by dragging one of the little circles at the top (be careful that you drag a little box, and not the whole of the Text Boxes) — or use the cursor keys.

With the first Text Box selected, drag one of the little boxes on its right side slightly to the left to make the box narrower, until a heading and paragraph begin in the next box. Note: text in one column may be one line longer than in the other.

Delete any line space at the bottom of the first box or at the top of the sec-ond box; scroll to the bottom of the second box, and make it slightly wider (on its left side), so that a paragraph ends in this box.


Activity 28: Make Cards Using Text Boxes Text Boxes are especially useful in designing and making cards.

Open a new file; zoom to “Whole Page”

Insert a Text Box which fills most of the page; set the Font to something with impact (“Broadway” was used in the example); make the Font Size to 100 pt (highlight the number in the Font Size bar, type 100, and press Enter)

Type ANNOUNCING; click twice on the Change Text Direction icon (in the Text Box toolbar).

Make the Text Box narrower, so the text fits in it; remove the Text Box border; move it so that it is positioned evenly on the page (you can use the keyboard Arrow keys to move the whole box while it is selected).

Insert another Text Box, from about half-way down in the space to the right; use the same font, set to 120 pt; align Center.

Type IT’S A GIRL; adjust the Text Box so the text fits; remove the border.

With the cursor outside the Text Boxes, click on Insert > Picture > Clip Art; click on “Type one or more words” (this becomes se-lected); type baby; press Enter

8. Scroll down to see further pictures; choose a picture and click on it; click on Insert Clip (the top icon); close the “Insert ClipArt” window. Some Clip Art pictures are stored in the computer, and can be loaded; others are on a disk (the message “The file ….. is stored on a disc called …. Please insert this disc” will appear). If the disk is available, insert it and proceed, otherwise try other pictures until you find one which is available. If no pictures are available, insert baby.wmf which is on your flash drive.

AN

NO

UN

CIN

G

IT’S A

GIRL

On the second page, delete any line space at the top of the first box; zoom to “Two Pages”; select both boxes; move the bottom of these boxes up, so that about half of the text is in the left box (and ending at a convenient place).

Go back to “Page Width” view; click in the third box; move the sides of these boxes (their inner sides) to even them up.

Use the Next and Previous Text Box icons (in the Text Box toolbar) to jump between the Text Boxes

Close the document (save it if you want to)


The inserted picture should be somewhere on the page. If the picture has a black border with small black boxes: it cannot be moved, but can be resized. We can make it able to be moved:

Right-click on the picture; click on Format Picture > Layout tab > Square icon; click on OK (there should be white boxes, with no border).

If the options (“Square”, etc) are all dimmed, then create a Text Box and put the picture in that.

Move and resize the picture and Text Boxes (by dragging the white boxes).

Save as card.doc; don’t close if you want to enhance it (Additional Activity 5).

Additional Activity 1: Columns Using Tables Text in columns can be achieved using a table, then removing the lines. Full-width

(merged) cells can be used for headings, and a narrow centre cell can be used to separate the columns. This method is easiest if you type the text as you go. If the text extends to more than one page, a new table needs to be created for each further page.

Create a 2 (row) x 3 (column) table; merge the cells in the top row; move the lines of the middle cell in the second row to 7.5 cm and 8.5 cm.

Type A QUICK GUIDE TO WORD PROCESSING in the top cell; make the text Bold, Center, 18 pt.

Place the cursor in the left cell of the second row; click on Insert > File; in-sert file2.rtf from the floppy disk; change to Two Pages view. The left column of the table has now extended, mainly on pages 1 and 2 (all the text is in this column).

4. Select all the text on page 2 (but not line spaces at the top and bottom); drag this into the right-hand column on page 1.

Put the cursor at the bottom line in the empty left cell on page 2; press Backspace several times, until the part of the table on page 2 disappears (if the cursor moves to the bottom of the left cell on page 1, press the Left Arrow key and continue).

Select all the table, and remove all lines; close the document.


Be careful, when using “=SUM(ABOVE)”, that there are no numbers in the headings. This activity originally had “Salesman 1”, “Salesman 2”, and “Sales-man 3”; the totals included the “1”, “2” and “3”! Don’t include years.

In a Spreadsheet, the columns are labelled from the left as A, B, C, etc, and the rows are label-led from the top as 1, 2, 3 etc. (as in the illustration, which is from a similar word processing program).

So the top cell in the second col-umn (“Salesman A”) is B1; the one below it is B2, and those below this are B3, B4, B5, B6, and B7.

In a Spreadsheet there are many formulas, many of which can be quite complicated. There are a number which can be used in a table in Word (to see those which are available, click on Table > Formula; click on the small button at the side of the “Paste function” bar).

Additional Activity 2: Use a Table as a Spreadsheet Tables can be used as Spreadsheets, which allow calculations to be carried out. The

following illustrates how a Spreadsheet works. You can create and use your own similar tables quite simply.

Open the file table3.rtf (saved in Activity 10) from your floppy disk; convert this to a Table with 4 columns (the separators are Tab spaces); make the col-umns a bit narrower.

Select the top row, and make it Align Center; use the mouse to select all the cells in the last three columns, apart from the top row, and make these Align Right.

With the cursor in the last cell, press Tab; type TOTALS in the first cell of the new row.

Move the cursor to the next cell (press Tab); click Table > Formula — a menu box (next page) appears, with the “Formula” as “ =SUM(ABOVE)”; click on OK.

Repeat this for the next cells in this row; select the last column; insert a fur-ther column (this is inserted to the right).

Type TOTALS in the heading space of the last column; use the formula =SUM(LEFT) to find the daily total for Monday; do this for Tuesday. Ooops! If you try to work down in this way, after the first you get =SUM(ABOVE)! So we’ll try another way.

Delete the totals for Monday and Tuesday. Find totals, using =SUM(LEFT), be-ginning from the bottom of the column and working upwards.

Don’t close the document.


Additional Activity 3: Spreadsheet Formulas in a Table Delete the total for “Salesman A” ($3900.90, in cell B7) by selecting this and

pressing Delete.

Use Table > Formula; change “=SUM(ABOVE)” to =SUM(B2:B6); click on OK; check that the total is the same as before You could also use the formula =(B2+B3+B4+B5+B6).

Change the formula for the total for Monday ($1095.30, in cell E2), to =SUM(B2:D2).

4. Change the formula in cell E7 ($10109.05) to =SUM(B2:D6) — why does this work?

With the cursor in the last cell, press Tab to add a further row; type AVER-AGES in the left column.

For “Salesman A”: use Table > Formula; make the formula =SUM(B2:B6)/5

In spreadsheet formulas,“*” is used for “multiplied by”, and “/” is used for “divided by”. So, in the formula above, the average is the total of cells B2 to B6 divided by 5.

For “Salesman B”: use Table > Formula; make the formula =C7/5; that is, this average is the amount in cell C7 (i.e. the total of the cells above) divided by 5.

For “Salesman 2”: use Table > Formula; delete “SUM(ABOVE)” (leave the “=”); click on the button at the right of “Paste function”; click on AVER-AGE; the cursor will be inside the brackets; type in D2:D6; click on OK. Note that there are a number of other spreadsheet functions available under “Paste function”.

Close the document (save it as spreadsheet.doc if you want to).

Additional Activity 4: Text and Text Boxes Together In this Activity we will combine text in a Text Box with text in the rest of the page.

Open file1.rtf (“Print [or Page] Layout”, “Page Width” view).

Create a narrow Text Box at the left side of the first page, to just below the bottom of the text.

Make the width of the box 3 cm (leave its height as it is); align it to the left and top margins; if the text is covered, make the “Layout” Square; click on OK.

Select the heading of the first section (“Enter”), plus the space after it; drag this into the Text Box alongside. If this doesn’t work, cut it (e.g. Ctrl + X), then paste it (e.g. Ctrl + V) into the Text Box.


If the heading isn’t in line with the text in the paragraph, hold down Shift (to keep it in line), and drag the Text Box slightly up or down.

Place the cursor at the end of the first paragraph, and press Enter; place the cursor after the heading in the box, and press Enter until the cursor is level with the top of the paragraph in the text.

Continue moving the rest of the headings, and putting spaces after para-graphs (if the box isn’t long enough, select it and make it longer by dragging one of the boxes at the bottom). We’ll try making a smaller spacing between the paragraphs.

Delete the line spacings between paragraphs, and between the headings in the Text Box.

Select the text not in the box (Ctrl + A); make the paragraph spacing after each 6 pt; do the same with the headings in the Text Boxes; press Enter after the heading “Enter” to line “Tap the Keys” up with its paragraph. The heading and paragraph don’t line up! This is because each space between headings is in effect a “paragraph”, so 6 points of spacing was added after each of these.

Press Backspace to delete the line spaces you added; with the cursor in the first heading (“Enter”), make the paragraph spacing after this 6 pt; click OK.

Move the cursor to the beginning of the next heading (“Tap the Keys”); press Enter until this heading is in line with its paragraph.

With the cursor at the beginning of the next heading, make its paragraph spacing 6 pt, then move to the next heading and press Enter; continue for all headings (note that most headings are on more than one line!)

Remove the border from the Text Box (see Activity 22).

Close (don’t save unless you want to).


APPENDIX A

Copy Files for this Course to Your Flash Drive 1. Plug your flash drive into the USB port or cable; if a

window (shown at right) opens, close it 2. Put the disk with the course files into the CD/DVD

drive (or USB port if files are on a flash drive) 3. If a window (shown at right) opens, scroll down and

click on Open folder to view files; click on OK Windows Explorer should open, with “DVD Drive (D:)” (or “Removable Disk” drive if files are on a flash drive) highlighted.

4. If not, open Windows Explorer; click on by “Computer” and “Drive (D:)” for disk (or “Removable Disk” drive if files are on a flash drive )

5. Right-click on the folder for this course

6. Click on Send To 7. Click on Removable Disk (E:)

(or other name/drive letter for flash drive)

Vista, Win 7

3

4

4

6

7

5

Copy Files for this Course to Your Flash Drive 1. Plug your flash drive into the USB port or cable; if a

window (shown at right) opens, close it 2. Put the disk with the course files into the CD/DVD drive

(or USB port if files are on a flash drive) 3. If a window (shown at right) opens, scroll down and click

on Open folder to view files; click on OK Windows Explorer should open, with “DVD Drive (D:)” (or “Removable Disk” drive if files are on a flash drive) highlighted.

4. If not, open Windows Ex-plorer; click on + by “My Computer” and “Drive (D:)” for disk (or “Removable Disk” drive if files are on a flash drive )

5. Right-click on the folder for this course

6. Click on Send To 7. Click on Removable Disk (E:)

(or other name/drive letter for flash drive)

XP

3

4

6

4

5

7


APPENDIX B

Open a File from Your Flash Drive 1. With Word open, insert your flash drive into the USB cable

(if a window opens, close it) 2. Click on the “Open” icon in the menu bar

3. Click on My Computer in the LEFT panel 4. In the RIGHT panel: Double-click on Removable Disk

(E:) (note that this may have another name/other drive, or may be shown by an icon)

4. Double-click on the folder with files for this course

5. Double-click on the file you wish to open

4

3

5

XP

Open a File from Your Flash Drive 1. With Word open, insert your flash drive into the USB cable (if a window

opens, close it) 2. Click on the “Open” icon in the

menu bar 3. Click on the at the right of the

“Look in” bar

4. Double-click on Removable Disk (E:) (this may have another name/other drive)

5. Double-click on the folder with files for your course (has the files for this course)

6. Double-click on the file you wish to open 6

5

Vista, Windows 7

3

4

6


APPENDIX C (also see next page: “Save” and “Save As”)

Save a File on Your Flash Drive Files must NOT be saved on the Learning Centre Computers You MUST do the following:

1. Insert your flash drive into the USB cable (if it is not al-ready there)

2. Click on “Save” icon in the menu bar at the top

3. Click on My Computer in the LEFT panel 4. In the RIGHT panel: double-click on Removable Disk (E:)

(this may have another name/other drive, or be shown by an icon)

5. Double-click on the folder of files for this course 6. In the “File name” bar, type the name for the file you are

saving (you do not need to delete the highlighted name that is already there, or type a filename extension, e.g. “.rtf” or “.doc” — that will be added automatically)

7. Check that the format for the saved file — e.g. “Rich Text Format (*.rtf)” or “Word Document (*.doc)” — is in the lower bar

8. Click on the Save button

XP

5

3

4

6 8 7

Save a File on Your Flash Drive

Files must NOT be saved on the Learning Centre Computers You MUST do the following:

1. Insert your flash drive into the USB ca-ble (if it is not already there)

2. Click on “Save” icon in the menu bar at the top

3. Click on the at the right of the “Look in” bar

4. Double-click on Removable Disk (E:) (this may have an-other name/other drive)

5 - 8. Carry out Steps 5 - 8 as for XP (see above)

5

3

4

7

8

6

Vista, Windows 7


APPENDIX D: Setting Defaults When you open Microsoft Word on your computer, you may find that the font is

Times New Roman, 10 pt (especially in Word 97 and earlier), the Paper Size is “US Letter”, the margins (especially left and right) are too big, and the Units of Measurement are in inches — and you would like to change these.

Set the Screen Display to 800 x 600 pixels: minimise all windows which are open; right-click on the Desktop; click on Properties > Settings tab; move the slider (under “Screen [or Desktop] area”) to “800 x 600 pixels”; click on OK; click on OK.

Set the Default Font Size (if not 12 pt): click on Format > Font; change the “Font Size” to 12 pt; click on Default > Yes.

Set the Default Paper Size: click on File > Page Setup > Paper Size tab; change the “Paper Size” to A4 (210 x 297 mm); click on Default > Yes.

Set the Default Margins (it is convenient to set all margins to 2.5 cm): click on File > Page Setup > Margins tab; highlight the “Top” bar; type in 2.5 (there is no need to type “cm”); press Tab (the cursor jumps to the next bar); type in 2.5; press Tab; continue for all four margins; click on Default > Yes.

Set “cm” as Measurement Units (if currently in inches): click on Tools > Options > General tab; click on small button at right of “Measurement units” bar; click on Centimeters; click on OK. You have probably found that, when you select part of a word and wish to se-lect one or more further words, the whole word becomes selected. We can switch this off:

Allow Parts of Words to be Highlighted (when more than one word is selected; do not leave this change on computers at the Centre): click on Tools > Options > Edit tab; remove the tick from “When selecting, automatically select entire word” box; click on OK.

Note: “Save” and “Save As” 1. There are other ways to save a file besides File > Save As: e.g. click on the

“Save” icon in the toolbar, or press Ctrl + S

2. If the file has not been saved previously: the “Save As” window opens, regardless of which of these is used

3. If the file has been saved previously, then opened: whichever of method is used, the file is saved to its location and replaces the saved file (the original is lost); no window opens

4. If you want to save a file which has been changed, and keep the original: use File > Save As and either save with a different filename, or save to a different location


At the end of this course you should be able to:

Activity 1: Copy Files to a Flash Drive ................................................... ( ) Activity 2: Insert a single-cell table for a heading .................................. ( ) Activity 3: Enhance the single-cell table ................................................ ( ) Activity 4: Insert a multi-cell table ...................................................... ( ) Activity 5: Insert and delete rows in a table ........................................... ( ) Activity 6: Insert and distribute columns in a table ................................ ( ) Activity 7: Merge and split cells in a table ............................................. ( ) Activity 8: Add text to a table cell; move text between cells; change width of columns ..................................................... ( ) Activity 9: Convert text to a table ......................................................... ( ) Activity 10: Change column width from the Table Properties window ......... ( ) Activity 11: Remove grid lines from a table ............................................ ( ) Activity 12: Apply borders and shading to a paragraph ............................ ( ) Activity 13: Change borders around paragraphs ....................................... ( ) Activity 14: Use the options in the Tables and Borders toolbox ................. ( ) Activity 15: Prepare a table with information inserted ............................. ( ) Activity 16: Sort data in a table manually .............................................. ( ) Activity 17: Sort data in a table using the Table Sort window ................... ( ) Activity 18: Sort data in a list in text by converting to a table ................. ( ) Activity 19: Sort data in a list by Fields ................................................. ( ) Activity 20: Create columns of text and adjust the length of these ............ ( ) Activity 21: Change the width of columns .............................................. ( ) Activities 22,23: Turn columns on and off .............................................. ( ) Activity 24: Add a heading above columns ............................................. ( ) Activities 25,26: Create Text Boxes for columns ...................................... ( ) Activity 27: Insert text in Text Boxes .................................................... ( ) Activity 28: Add a heading across Text Boxes .......................................... ( ) Activity 29: Make a card involving Text Boxes ........................................ ( ) Additional Activity 1: Create columns using a table ................................. ( ) Additional Activity 2: Use a table as a spreadsheet .................................. ( ) Additional Activity 3: Spreadsheet formulas in a table ............................. ( ) Additional Activity 4: Work with text and Text Boxes together ................. ( ) Tutor: …………………………………………… Date: …………………….

Documents

Advanced Word Processing Page 1 - Neal's Resources · 2020-03-16 · Advanced Word Processing Page 7 Activity 6: Insert/Distribute Columns 1. With the cursor in a cell, click on Table