UNIT 4 - More Advanced Word Processing

Multiple Documents

You can work on several Word documents at once. To demonstrate, open hw1.doc that you saved on your USB drive. Now select File->New->Blank->Create to create a new, blank document. The task bar at the bottom of the screen shows that two documents are open. Click the large blue W and you will see the two documents currently opened. To change documents select the name of the file desired and click it.

Cut or copied text may be pasted from one document to another document. Highlight the entire document and select the 'Home Tab' and on the left side of the Ribbon find the scissors or copy icon, two sheets of paper slightly overlapping, just below the scissors to cut or paste the text. Remember by hovering over the icons a popup box will appear with the name of that button. However, the keyboard shortcuts are faster: Ctrl x and Ctrl c and Ctrl v. For cut, copy, and paste in that order.

Page numbers

To insert page numbers in a document go to the 'Insert Tab' and then select 'Page Number' on the Ribbon. A selection of positions is displayed. You can place the page numbers at the top or bottom of the page. The page numbers can also be placed in the right corner, center, or left corner of the document. Click one of the options. Once you choose a style of page numbering the 'Header & Footer Tools Tab' appears. Check the box 'Different First Page'. This will remove the page number from the first page.

You may NOT want a page number to appear on the first page, especially on a title page. To remove the page number from the first page go to the 'Page Layout Tab' and click on the arrow in the bottom right corner of the 'Page Set Up' tool on the Ribbon. (It's on the left side of the ribbon) The 'Page Setup' window appears. Select the 'Layout Tab' & look at the 'Different first page' check box. If it is not already checked, check it. The page numbering should begin on the second page.

To view page numbers, as they would appear in the document, go to the 'File Tab' and select 'Print'. The print preview window appears and at the bottom of the page in the center is the number of pages in the document and arrows to move through the pages. Look for the page numbering format that was chosen.

Headers and Footers

Word documents may have headers and/or footers. A header is text that appears at the top of every page of the document and a footer is text that appears at the bottom of every page. Often the date, the class, the assignment, or your name goes in a header or footer. When you insert a page number, it is put into a header or footer.

To add a header, select the 'Insert Tab' and then 'Header' drop down menu. A list of header options appears. Choose one. A blue dotted line appears at the top of the page which represents the header area. What is entered in the box will appear at the top of every page in the document. After you have typed what you want to appear, click 'Close Header and Footer' or double click in the document to close the Header & Footer editing mode.

There may be times when you do not want a header on the first page of a document, especially if it is a title page. To fix this double click in the header area this will bring up the 'Header & Footer Tools Tab'. Check the 'Different First Page' check box to create a unique header on the first page. Remember that there are frequently different ways to do the same thing in Microsoft programs. An alternative method of editing the header and footer is to do the following 'Insert Tab'->'Header'-> 'Edit Header' and this will bring up the 'Header & Footer Tools Tab' as was done above.

Apply the same instructions to insert footers into your document.

Footnotes and Endnotes

Word can insert either footnotes or endnotes in your documents. These are frequently used to cite references in scholarly papers. Word will automatically number notes and adjust the numbers as you add or delete them. If you alter the text after the footnote has been inserted, the placement of the footnote is automatically adjusted to keep it on the correct page.

To insert a footnote, move the cursor to the next space after the the place you wish to put a footnote usually at the end of a sentence. Choose the 'References Tab' then click 'Insert Footnote'. A superscript number will appear after the cursor and at the bottom of the page a number will appear representing the footnote. Type your footnote. When finished, click the mouse somewhere above the line to return to the document. Footnotes are fixed to the bottom of the page.

Endnotes, which appear at the end of the document, are inserted in the same way as footnotes. Just select Endnote instead of Footnote on the Footnote menu. Endnotes are not fixed at the bottom of the page and move in relationship to the end of the text.

Tabs

By default, Word sets left tabs every 1/2" between margins. Word supports left, right, center, decimal, and other aligned tabs. With right tab stops the text will move to the left of the cursor, which does not move. Left tab stops place the text on the screen while the cursor moves to the right. For the center tab stop the text will be evenly distributed around the position of the tab stop.

Decimal aligned tabs keep columns of decimal numbers lined up. The number moves to the left as typed until a decimal point is entered. The decimal point lines up on the tab stop and the decimal portion of the number extends to the right.

To work with tabs select the 'View Tab' and check the 'Ruler' check box. A ruler appears at the top and left side of the document. In the upper left corner is the tab selector box that, when you click it, changes. These are the different types of tab stops. These are in order of appearance Left, Center, Right, and Decimal alligned tab stops.

To set the tab stops quickly click on the tab selector box titled and select the type of tab to insert. Next on the top ruler click the position you wish to place the tab stop. You can place different tab stops in the same document. To edit or change your tabs select the 'Page Layout Tab' then the arrow in the bottom right of the 'Paragraph' Ribbon tool. This launches the 'Paragraph' Dialog Box. Click the 'Tabs...' button in the lower left of the dialog box. The 'Tabs' dialog box appears. Here you can set new tab stops, change their type, erase one tab stop or all tab stops.

Once the tabs are set, you are ready to enter information. Hit tab to get to the first tab setting. Enter the info and hit Tab once to move to the next tab stop, and so on. Be sure to hit Tab at the start of a new line otherwise the text will not start at the first tab stop.

The 'Pages' Tools

Under the 'Insert Tab' can be found the 'Pages' tool. The 'Pages' Tool has three options 'Cover Page', 'Blank Page', & 'Page Break'. The 'Cover Page' option inserts a preformatted cover page into your document as the very first page; it does not matter where the cursor is located. The cover page has a number of preformatted options to choose from. Elements of the preformatted cover page can also be deleted.

The 'Blank Page' inserts a blank page after the cursor. So if the cursor is in the middle of a paragraph and you select 'Blank Page' the text of the paragraph is separated by a blank page. So if the paragraph is on page 1 and the cursor is in the middle of the paragraph and you click 'Blank Page' a blank page is inserted as page 2 and the second half of the paragraph appears on page 3. This method always adds a blank page.

A 'Page Break' forces the text after the cursor to the next page. If the cursor is in the middle of a paragraph on page 1 and you click the 'Page Break' button the first half of the paragraph remains on page 1 and the second half is pushed to page 2.


Tables

A table is a block of rectangles made of cells. Each cell can be formatted differently. The text in a cell wraps at cell boundaries. You can have multiple paragraphs in one cell by hitting Enter. To move from cell to cell, use the mouse or arrow keys or hit Tab. By default columns are the same size and rows are one line high.

To create a table place the cursor where the table is to be inserted.
o Select the 'Insert Tab' then the 'Table' tool
o This displays a menu of options to create a table
o You can choose to create the table using the squares for each row and column
o Alternately you could choose the 'Insert Table' option where you can enter the number of columns and rows.

Tables can be manipulated to fit your need. Once a table is created the entire table can be selected. In the upper left hand corner of the table a four headed arrow appears. Click this arrow and the table will become grey indicating it is highlighted/selected. Right clicking the table in this state will bring up the Context Menu. There are many options for modifying the table on this toolbar. Some of these options will be used in the Exercises/Homework.

To make the first column 1/2" wide:
o Click anywhere inside the first column.
o Right click in the cell and select 'Table Properties'.
o Make sure the Column tab is selected.
o Check the box in front of the Preferred Width box, if not checked already.
o Replace the number in the Preferred Column Width box with the number 0.5.
o Click OK

To change the width of the entire table:
o Click anywhere inside the table.
o Right click in the cell and select 'Table Properties'.
o Make sure the Table tab is selected.
o Click the box in front on the words Preferred Width.
o Replace the number in the box with the new width and click OK.

To align the contents at the top, center, or bottom in a particular column:
o Select the column by moving the mouse just above the top of the column until you get a thick arrow pointing down.
o Now left click to highlight the cells.
o Right click in the highlighted column and select 'Table Properties'.
o Select 'Column'.
o In the Alignment box, choose the desired alignment 'Top', 'Bottom', 'Center' and click OK. Remember that under the 'Home Tab' you can 'Left', 'Right', or 'Center' the contents of the column as well.

Adding Rows and Columns

Rows and columns can be added and deleted as needed. Highlight the row or column then right click and select the 'Insert' option. Now choose where to insert the row or column.

Formatting the for the 'Title' in a table. In a title row, all cells need to be merged into a single cell. When formatting a table, merging cells is left until the last because any future changes in the table will not be reflected in the merged cells. To merge cells highlight the first row of cells. This is accomplished by moving the cursor on the left margin of the top leftmost cell until an large black upward angled arrow appears, double click. The top row will turn grey indicating the cells are highlighted. Right click to get the Context Menu and select 'Merge Cells'. The top row is now one cell spanning all of the columns in the table. This is where the title of the table will go. If you did not leave a row for the title insert a row as described above.

Tables have borders by default. To modify the borders
o Click anywhere in the table.
o Right click in the cell and select 'Table Properties'.
o In the 'Table Properties' menu box select the 'Borders and Shading...' button.
o Under the 'Borders and Shading' menu box tabs for modifying the 'Borders', 'Page Border' and 'Shading can be found.

Outlines

Word makes outlines easy, taking care of indention and numbering for you. To start go to the 'Home Tab' and select the 'Multilevel List' menu button . This will bring up some preset options for your outline and the option to choose a custom outline if so desired. Once you select your outline style the first level will appear in the Word document next to the cursor. Once the first level is defined you can type the desired information after the first level symbol. Hit enter to go to the next value in the first level. If you want the next level press Tab. To go up a level press Shift and Tab together or hit enter.

Hit backspace on an empty level (the level is there but no data) to stop outlining. Select View->Print Layout to view your outline.




Levels can be added or deleted to existing outlines; e.g., to add Pink Lady to the list of Fruit, place the cursor after the word Fuji. Hit Enter and type Pink Lady. To delete entries, highlight the text and press the Delete key. Use the tab and shift+tab and enter to adjust the table how you would like it.

Changes may also be made to the outline format once it is created. Many style experts say that outline labels should be I., A., 1., a. To change the fourth level label to a bullet point, highlight the entire outline. Select the Outline button and on the drop down menu select 'Define a New Multilevel List...'. Choose Level 4 by clicking on the 4 in the box at the in the left pane. In the 'Number style for this level:' drop box select a bullet style. Click OK.

Find & Replace

To find occurrences of words in a document select the 'Home Tab' and then the 'Editing' drop down menu.

Find is a VERY USEFUL and important tool that can be used in many types of documents and web pages. It is best accessed through its keyboard shortcut Ctrl f (hold down the Ctrl key then press the f key).


To replace a word occurring multiple times in the document with another select the 'Home Tab' then the 'Editing' drop down box and selecting 'Replace'. The Find and Replace dialog box appears. Enter the item you are searching for in the 'Find what:' field and then the text to replace it with in the 'Replace with:' field. You can replace all of the instances of the item or move through the text one item at a time and manually select which ones to replace. To replace words one at a time click the 'Find Next' button and the word will be highlighted in the text. Choose 'Replace' to replace that instance of the word then click 'Find Next' to move to the next instance.