In Module 5, you learn about Microsoft Word 2013. Chapter 1 covers creating documents. Chapter 2 deals with formatting documents. In Chapter 3, you will work with tables and objects. In Chapter 4 you will finalize and share documents.
A large part of The Chocolate Museum’s mission is to educate the public about the role of chocolate in societies throughout recorded history. You have been asked to write a short report on chocolate’s role in the Mayan society, a group of sovereign states with a common culture, which was located primarily in southern Mexico and on the Yucatan Peninsula. Chocolate had a role in the economy, mythology, and religious rites of this society. Your report will be available to visitors in a special display in the lobby of the Museum, so you want to make it both informative and attractive. In this chapter, you work with Word formatting tools to refine the report’s appearance and with references tools to make sure that all sources are accurately credited.
Formatting tools enable you to organize text by aligning it on the page or putting it into bulleted or numbered lists. You can call attention to the elements of your text and help your readers find their way through the document when you organize and arrange your text and add useful spaces within it. When writing reports or research papers, it is important that you include the appropriate citations for the sources you have used to create your document. Word offers tools to help you cite sources properly using accepted, professional styles for endnotes, citations, and works cited pages.
In this chapter you will learn how to format text so that it is attractive and easy to read. Formatting involves working with fonts and effects, such as bold, italic, and underlining. Word offers some nice shortcuts in the form of styles, which are formatting settings grouped together so that you can apply the group of settings with a single step. World also includes the Format Painter, which allows you to copy formats from one section of text to another. These tools are all accessible on the HOME tab. On the DESIGN tab, Word groups some formatting tools together in themes. Themes use unique sets of colors, fonts, and effects to make it even easier for you to give your documents a consistent look and feel.
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Fonts are character sets for the text you type. Using them effectively can add visual appeal to your documents. Some font families, such as Arial, come in several variations—in this case, Arial, Arial Bold, and Arial Narrow. You can also modify the font size to add emphasis or increase readability.
Arial will now be displayed in the Recently Used Fonts section of the Font button drop-down list.
Another Way: Click in the Font Size text box and type the number of the font size you want.
From the Font dialog box, you can make multiple changes to font formatting (including font style, font size, and font effects). Open the Font dialog box by clicking the dialog box launcher in the bottom right corner of the Font group on the HOME tab.
Word comes with many built-in fonts, as illustrated in this slide, that you can apply to some or to all of the text in your document.
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There are several ways you can format text beyond choosing the font and font size. You can apply effects such as bold, italic, underlining, and color. Bold and italics add emphasis. Italics are widely used for book and movie titles. Underlining is frequently used to indicate URLs. You can also change the font color to add visual interest and emphasize the tone of your document. Choose only a few font colors and select colors that either blend or contrast with each other. Keep in mind how your document will be viewed. If it will be viewed on-screen or printed on a color printer, emphasizing with color will work well. If it will be printed in black and white, using font colors will not help the look of your document.
You can also use the shortcuts Ctrl + U for underline, Ctrl + I for italics, or Ctrl + B for bold.
Select an option from the color palette that appears when you click the Font Color button arrow as illustrated in this slide.
More color options are available by selecting the Colors button on the DESIGN tab. You can also create and save custom themes by selecting the Customize Colors option.
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
Styles are built-in groups of formatting settings that you can apply to text with one action rather than having to perform multiple, separate formatting actions. You can even create and save your own styles for use in all documents.
If you don’t see the style you want, click the More button in the bottom right corner of the Styles gallery to display all styles.
To quickly apply a style to several areas of the document, select the first area of text, press and hold down Ctrl while you select the others, and then apply the style to all selected text with one click.
Styles are useful for creating headings in your documents, as illustrated in this slide, or for formatting your company name in a unique way.
You can quickly change the appearance of your document by applying a style set.
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
Word allows you to align text in your document in four ways relative to the margins that are set: at the left, at the right, in the center, or justified. A document’s default alignment is at the left margin. Justified alignment spreads the text out between the two margins, which can help to give your text the look of a published book or magazine.
Document titles are often centered as illustrated in this slide.
You can only apply one alignment setting to a paragraph.
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Word enables you to adjust spacing between the lines of a paragraph. The amount of white space you provide between lines can affect the readability of your document. It can also provide a visual break between the paragraphs in your text. You can apply preset spacing settings to selected text using tools in the Paragraph group on the HOME tab.
Another Way: Open the Paragraph dialog box by clicking the dialog box launcher in the Paragraph group on the HOME tab. In the Spacing section, click the arrow next to the At text box and then select an option from the drop-down list. Click OK.
Another Way: Type a value in the After measurement box.
Extra space has been added after the selected paragraphs.
The illustration in this slide displays the options available in the Line and Paragraph Spacing button drop-down list.
You can customize the spacing before and after an individual paragraph. You can also customize line spacing of the lines within an individual paragraph.
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
We all make lists that help us organize the information in our lives. In documents, lists help to set off similar items, indicate steps in a procedure, or draw the reader’s attention to certain information. Bulleted lists and numbered lists are two common types of lists that are easy to set up in Word. Bulleted lists are used for items that have no particular sequence, such as the books or magazines on your bookshelf or movies you want to see.
Another Way: Click at the beginning of the first line of text to be selected, press and hold the Shift key, and then click at the end of the last line to make the selection.
Clicking the Bullets button applies the default bullet style at the beginning of each selected paragraph. You can choose different bulleted list styles, such as square or diamond shapes rather than circles, by clicking the Bullets button arrow.
The default numbered list style is applied to the selected steps.
As is true for bullets, you can choose different styles for numbered lists by clicking the Numbering button arrow. You might prefer using letters rather than numbers or choose Roman numerals over Arabic numerals. Click the Font button in the Define New Bullet dialog box to format the appearance of the bullets themselves, such as changing their font, font size, and font color, or applying bold, italic, or underline effects.
Another Way: Click a symbol instead of entering its character code.
Numbered lists are used for organizing items that go in a particular order as illustrated in this slide.
The illustration in this slide shows the Symbol dialog box with Wingdings selected in the Font option box.
You can also use the keyboard to change the levels of list items. Press the Tab key and the item indents one level. If you type text and then press Enter, the cursor automatically moves to the start of a new line at the same indent level. Press Shift + Tab to move an item up one level. Using these methods, you can modify any numbered or bulleted list to contain multiple levels.
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
Once you have formatted some of the text in your document—for example, by applying a font style, adding settings such as bold or italic, modifying the text color, or setting the line spacing and paragraph indents—you can apply those same settings to other text using Format Painter. Format Painter allows you to copy the format settings of selected text and apply them to another selection, which could be a character, a word, or an entire page of text. Format Painter saves you time and helps ensure that formatting is consistent throughout your document.
You can also use the shortcut Ctrl + Shift + C to activate the Format Painter.
Note that the formatting is copied to the destination text.
Use the Format Painter button, as illustrated in this slide, to copy the format settings of selected text and apply them to another selection. You can also use Format Painter to copy formats from one drawn shape, such as a box or circle, to another.
You can use Format Painter to copy formatting to more than one place in your document.
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
Reports and research papers include footnotes or endnotes to document sources and add information about subjects mentioned in the text. Footnotes place information at the bottom of a page, in contrast with endnotes which place them at the end of a document. You can use the REFERENCES tab to insert a footnote or an endnote reference wherever your cursor is placed in your document.
You can also use the shortcut Alt + Ctrl + F to insert a footnote. A footnote reference number is inserted and the footnote opens for editing at the bottom of the page.
The Insert Footnote button is located in the Footnotes group on the REFERENCES tab as illustrated in this slide.
If you prefer to place your notes at the end of the document rather than at the bottom of each page, use endnotes instead of footnotes. Insert an endnote by clicking the Insert Endnote button in the Footnotes group on the REFERENCES tab or by pressing Alt + Ctrl + D.
You can navigate back and forth among footnotes and endnotes to see the information there. This can save you the time of scrolling through pages of your document to find the next footnote or endnote.
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
Citations give appropriate credit to sources you have quoted or taken information from when creating a document. You can use Word’s Citation feature to create sources and insert their information within your text according to one of several accepted professional styles, such as MLA, which stands for Modern Language Association, or APA, which stands for American Psychological Association.
This option applies the Modern Languages Association professional style for citations.
Once you enter information about a resource, you can insert it again by choosing it from the drop-down list that appears when you click the Insert Citation button.
The illustration in this slide displays the Create Source dialog box that appears when you click the Add New Source option in the Insert Citation button drop-down list.
Even after you have entered source information, you may still edit it.
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
Once you have inserted citations in your document, you can create a works cited page to appear at the end of your document and give detailed information about your quoted sources. Adding citations and a works cited page ensures that you have given appropriate credit and avoided plagiarizing another individual’s work. This helps your document to be viewed as authoritative and complete.
MLA style requires the works cited list to appear on its own page at the end of the document. To insert a page break, press Ctrl + Enter instead of Enter. Ask your instructor which style he or she prefers.
This action inserts the cited works under the Works Cited heading. Traditionally, a bibliography lists all sources you used as research materials when creating your document, while a works cited page lists only those sources you cited plus particularly relevant works you consulted but did not cite.
The illustration in this slide shows the options available in the Bibliography button drop-down list.
The format of citations vary based on the professional standard for publication. Ask your instructor which standard he or she prefers.
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
Using columns in a document can help save space or set off text or lists in an interesting or helpful way. To create columns, simply select the text you want to arrange in columns and then specify the number of columns using the Columns button drop-down list.
The illustration in this slide displays the options in the Columns button drop-down list. If you need more than three columns, click the More Columns option in the drop-down list and adjust the settings in the Columns dialog box.
If you like, you can even remove the border lines around a table, which results in a layout that looks more like columns than like a table. See Chapter 3 for more about creating tables.
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
The table in this slide, which continues on the next slide, lists the tasks covered in this chapter.
The table in this slide, which continues from the previous slide, lists the tasks covered in this chapter.
