Further Word 97 Formatting Techniques

© Cheltenham Computer Training 1995-2002 Word 97 Intermediate - Further Formatting Techniques - Slide No. 1

Further Word 97 Formatting Techniques

Word 97 - Intermediate


Adding Bullets to a List

• Use the Bullets icon• Or use the Bullets and

Numbering command under the Format drop down menu– and then select the

Bulleted tab


Customizing Your Bullet Formatting• You can customize:

– The bullet symbol

– The font used

– Bullet and text Indentation


Numbering a List

• Use the Numbering icon

• Or from the Format menu– Select Bullets and

Numbering

– Select the Numbered tab

– Select from the different numbered styles that are displayed


Customizing Your List Numbering

• Customize as required!


Outline Numbering

• Sometimes referred to as multi-level lists

• Use the Tab key or the Indent More or Indent less icons to control the level within the outline list


Different Odd and Even Pages

• Allows you to control the paper size and orientation of a page

• Options include:– Section Start

– Different Odd and Even

– Different First Page

– Vertical Alignment

– Line Numbers


Borders• The Borders and Shading feature can draw lines

and boxes to enclose:– Paragraphs

– Graphics

– Table cells


Shading

• Borders can also be shaded using color or pattern shading


Line Spacing

• Keyboard shortcuts– Ctrl+1 for single line

spacing

– Ctrl+5 for 1.5 line spacing

– Ctrl+2 for double line spacing.


Paragraph Text Flow• Affects how pages are set up in the document to

avoid such things as dangling last lines, or orphans, on what is a mostly blank page

Options include:

Widow/Orphan Control

Keep with Next

Keep Lines Together

Page Break Before

Suppress Line Numbers

Don’t Hyphenate


Hyphenation

• If a word extends beyond the right-hand margin of a page, this option will insert a hyphen to divide it and wrap the remainder of the word to the next line


Tabs

• This feature allows you to set tabs to:– Left, Centred, Right,

Decimal and Dotted leader

• You can also set tabs via the Word Ruler


Columns• You can create newspaper

columns, parallel columns, and uneven columns

OR


Review Questions


Tables

Microsoft Word 97

- Intermediate -


Creating a Table

• Allows you to create tables in order to organize items in columns and rows– Instead of calculating tab settings


Table Manipulation

• It is important that you know how:– To turn off table gridlines

– To insert a column or row into the table

– To delete a column or row in a table

– To merge cells in a table

– To split cells in a table

– To split a table

Are table gridlines printed?


Formatting Tables With Table AutoFormat

• A variety of preset table formats are available


Review Questions


File Management Within Word 97

Microsoft Word 97

- Intermediate -


Word 97 User Info

• Used to add basic information concerning a document file

• Edited via the Tools/Options/User Info dialog box


Word 97 Properties

• From the File menu, choose the Properties command

• Displays information about the current document:

• Five tabs include:– General

– Summary

– Statistics

– Contents

– Custom

TIP: Defining keywords or assigning a Category can be VERY useful when performing searches at a later date!


Opening Files - A Review

• Sometimes known as loading a file

– Note: A list of the four most recently opened files is displayed under the File menu (Words default is four files)

• You can open these files by clicking on them

• If you want to increase the list of recently opened files, choose Options from the Tools menu and select the General folder. Increase the value in the Recently Used File List making sure its check box is selected


Selecting Files

• To mark sequential files– Click on the first file

– Depress the Shift key

– Click on the last file of the range you wish to select

– Release the Shift key

• To mark non-sequential files– Click on a file

– Depress the Ctrl key (and keep it depressed)

– Click on other files you wish to select

– Release the Ctrl key


Finding Files Using Word 97

• You may search for a file if you know either:– The file name

– A word of phrase contained within the file


File - “Commands and Settings”

Options Include:

•Open Read Only

•Open as Copy

•Print

•Properties

•Sorting

•Search Subfolders

•Group files by folder

•Map Network Drive

•Add/Modify FTP Locations

•Saved Searches


Copying, Deleting, Renaming Files and Creating Shortcuts

• Display the Open dialog box

• Select a file and right click using the mouse

• Select the required command from the pop-up displayed


File Saving Options

• File/Print/Options– Note the difference between

“Always Create Backup Copy” and “Automatic Save Every … Minutes”

– Embedding TrueType fonts can be very useful!

– Files can be password protected or designed to be opened as read-only


Using Word 97 Scraps Within Windows

• Select all or part of a Word 97 document and then drag it directly to the Windows Desktop– NOTE: This assumes you are NOT running

Word 97 full screen!


Inserting a File into a Document

• Use the Insert/File command• Select the File and click on OK


Review Questions


Using Find and Replace

Microsoft Word 97

- Intermediate -


Using Find and Replace• Under the

Edit drop down menu


Go To

• Go To allows you to move to any page in a current document, or between different elements of a document, such as sections


Review Questions


AutoCorrect

Microsoft Word 97

- Intermediate -


AutoCorrect

• Under the Tools drop down menu– Add commonly

miss-spelt words or abbreviations


Review Questions


AutoText

Microsoft Word 97

- Intermediate -


AutoText

• Used to store words, phrases or graphics which can be inserted into any document at a later date

TIP:Autotext also works with GRAPHICS!


Review Questions


Mail Merge, Envelopes and Labels

Microsoft Word 97

- Intermediate -


Mail Merging to Labels

• Use the Mail Merge Helper to step through the required stages


Mail Merging Form Letters

• The Mail Merge Helper will lead you through the required stages


Mail Merging Addresses for Envelopes

• The Mail Merge Helper will lead you through the required stages


Printing an Addressed Envelope and Letter

NOTE: this is NOT a Mail Merge operation, but a ‘one off’ procedure


Review Questions


Text Boxes, Graphics and WordArt

Microsoft Word 97

- Intermediate -


Drawing

• From the View menu, select Page Layout– This is the only mode in which you can draw

objects in a Word document


Creating and Manipulating Text Boxes

• Can not be used in Normal View, use Page Layout View

• Will display a Text Box toolbar• Allows you to insert text or graphics

into a document and to control the text flow around the text box


The Text Box Toolbar

• Icons include:– Create Text Box Link

– Break Forward Link

– Previous Text Box

– Next Text Box

– Change Text Direction


Linking Text Boxes Together

• You can create a number of text boxes and then link them together

• This means that when you enter text into the first text box, when the text box is full, then the text automatically flows to the next text box in the chain of text boxes that you have linked together

The text starts here and then

flows here when the first box is “full”

First Text Box Second Text Box


Formatting Text Boxes

• Text box formatting options include:– Colors and Lines

– Size

– Position

– Wrapping

– Picture

– Text Box


Modifying Text Box Colors and Lines


Text Box Fill Effects

• Instead of filling a text box with a background color you can instead use a fill effect

A text box with a picture as a background


Formatting Text Box Size and Position


Controlling Text Box Wrapping

• Text can wrap around your text boxes!


Modifying Text Box Internal Margins


Inserting Pictures

• Only works in Page Layout view


WordArt• Allows you to produce

special effects with text


What is a Watermark?

• An image or phrase set into the “background” of a document

• An example is a banknote


Creating a Picture Watermark


Creating a WordArt Watermark


• Insert as a header or footer

• REMEMBER: You can use text AND graphics within a header/footer!

Repeating a Watermark Throughout a Document


Review Questions


OLE (Object Linking and Embedding)

Microsoft Word 97

- Intermediate -


What is Object Linking and Embedding?

• OLE introduced with Windows 3.1– Facilitated by Windows, and used by the applications

– Word 97 has extensive features built into it to make better use of OLE

OLE Links

Embedding

OR If disk space is a consideration, you should use linking rather than embedding


Paste Special

• Allows linking or embedding of objects copied to the Clipboard

Embedding

Linking


Embedding an Object

• Objects are types of data such as Clipart, pictures, sounds, and video clips which can be inserted into a document


Embedding a Picture

• Allows pictures with many different formats to be inserted into a document


Review Questions

Documents

Further Word 97 Formatting Techniques