Microsoft Word 2
Instructor: Jonathan Barkand (412-655-8447)
This is the next level of Microsoft Word, we are going to learn how to do columns, borders, tables, bullets, line spacing, word art, and inserting pictures.
Columns
We are going to start with columns first. This setup is used mostly for newspaper articles. It could also be used to display columns of names. When working with columns you must first decide how you want your page layout to be. If the page is portrait, the space available for you to type will be very small, but if you choose landscape, then you would have more than enough room to type what you need. We are going to change the page size to landscape. To change to landscape, first click on file, then on page setup. Once the window is open click on the “paper size tab”, you should then see the word orientation. Underneath you should see the choices portrait and landscape. Please click in the white circle beside landscape, and then click ok. Your paper should then be in landscape format. We are now going to make four columns. This can be done by using the shortcut, which looks like two columns of lines, it’s in the top toolbar, about 5 buttons from the right. Please click on it. You should have a drop down menu asking you how many columns you want. We want for you move to the fourth choice and click on it. Your page should then be divided into four columns. The other way to make columns is to click on format then click on the columns choice. This way allows you to make more choices. Please do that now. A new window should pop up. In this window we can create more than 4 columns. You can increase or decrease the number of columns by pressing the up or down triangle beside the number. The maximum number of columns allowed is 14. If our paper was not landscaped we could only have 12 columns. Another benefit of creating columns this way is that we can decide how we want our columns to look. The first thing we can do is change the size of the columns. We can increase or decrease this by pressing the up or down triangles. Please increase column one and two, to whatever size you want. You will notice that the spacing between the columns stays at (.5), this is the standard distance between them. You can also increase or decrease the spacing between the columns, please change the spacing on columns one and two, to whatever you want. Another feature is you can make all of the columns and spacing equal, by clicking the box beside “equal column width”. They should all be equal sizes now. If you need to individually change the width or spacing you need to make sure this box is not checked. The final thing we can do is put lines between the columns. This is done by clicking in the box beside “line between”. This feature is used if you want to separate your columns with a line. Please press cancel because we already have our columns set. When typing your text will go down the screen and when it reaches the end of the first column you will be moved to the top of the next column. That how columns are done, use them when you need too.
Borders
We are now going to make a border. First we need a new blank page. Please click on the button below file, it looks like a plain white piece of paper. Now that we have a blank page, we can now put a border around it. Please click on the word format at the top of the screen. Then move down and click on the choice borders and shading. When making a border you have two options available to you. The first options is to put
a border around the paragraph you are working on. The second option is to put a border around the entire page. Usually when making a border it is put around the page. There is one problem with this option. No matter how you have your margins set, the border will always be about ½ inch from the sides of you paper. We are going to make a border within a border, so you can see the differences between page and paragraph borders. We are going to make the page border first, since it is going to be our outside border. Please click on the tab page border, it’s at the top of your small window. With page border we have two types of borders to choose from. The first is style. You can choose a style just by clicking on it. You can also scroll down to see others styles. After you have chosen a style it will show you what it looks like in the preview area. The next choice you have is the color of your border. To change the color please click on the downward facing triangle under color. You should then be given different colors to choose from. Please select any color by clicking on it one time. The next thing you can change is the width of the lines. Please click on the triangle under width and pick whatever size you want. The final thing you can change is the settings. You can change it to box, shadow, 3d, and custom. Box is the setting you have on already. Shadow creates a shadow, 3d makes it 3d, and custom only works if you made the border yourself. You can select any of those, if you would like, or just leave them alone. If you don’t like this style there is another one that gives you fancy artwork borders. There should be a feature below width that says artwork. If you click on the downward facing triangle, you should see all the different choices. If you like any of these, please click on the one you like. In the preview area you should see your new choice around the entire page. One word of caution, if you choose artwork, none of your other settings are applied, just the artwork of your choice. Our final important feature is options, this can help your border a lot. Please click on the option choice. You will see a areas that says “measure from:” we want that to say “text” please click on the downward facing triangle and select the option text. You will then see the margin areas change, please set those all to 10. If you leave the margins the way they are you would not have a lot of room between your text and your border. After you have changed the options, please click “ok”. You have now completed all the choices possible, please click ok, and your choices should be applied. We are now going to go through the same process, but we are only going to make a border around our paragraph. Please click on format then click on borders and shading. Then click on the tab borders. This process is exactly the same, only you can’t create art border. Go through and create your own border. When you are finished click “ok”. You should now have a border within a border. Whenever you type, the border will extend to fit your text.
Tables
We are now going to make tables. Tables can be very useful if you want to insert pictures in certain areas, without messing up the text. Also the individual portions of the table are called cells. We need to create another blank document so click on the button new blank document. We are now going to insert a table. At the top of your screen you should see the word “table”. Please click on it. Then move your arrow over insert, and then click on table. You should then get a window that asks you how many columns or rows you would like. We are going to have 4 columns and 5 rows. Please increase or decrease, till you have 4 and 5, then press the “ok” button. You should then see your table appear. You will automatically be placed in the top left, but you can type in any of the tables, just by clicking in the table of your choice. The table itself has different properties, which can be changed. To change the table properties, click on the menu “table” then go down and click on “Table properties”. The first tab is table. Alignment is the first option that’s important. This is the alignment of the table itself, it can be center, left or right on the page. Please click on the box that says center. Another option is the button labeled borders and shading. You should be familiar with how to use borders, this is exactly the same. The one thing I didn’t show you was how to not have a border. In the case of tables this is useful, you may have noticed that there is a single black line around the table, if you don’t want this you have to select the setting “none”. When you print you will not have the box around your text. Please select “none” and press the “ok” button. Another feature is “options”, please click on the “options” button, it’s the button right beside “borders and shading”. At the top of the new window you should see margin settings, these are the settings for your table, they have nothing to do with your page margins. You can increase or decrease these to whatever you need, but we are not going to change them. The next thing we can change is the spacing between cells. This feature just allows you to separate the individual cells, you can have whatever spacing you want, but we are not going to change this either. The most important feature is the last one. The feature “Automatically resize to fit contents” can be good and bad. This changes our settings to fit the text, this is mostly bad because we are going to change our settings to exactly what we want. Please uncheck the box beside “Automatically resize to fit contents”. Then click the “ok” button. I would now like you to click on the tab “row”. To specify the height you must first click in the white box beside specify height. We are going to increase the row height to 1 inch. If we did not increase the row height, the row would keep increasing as we typed. The other important feature is we can choose either at least 1 inch, or exactly 1 inch. This is done by clicking on the downward facing triangle beside “at least”. Please click on it now, we want our row height exactly 1 inch. This sort of setup would most commonly be used to do labels, because labels are certain sizes and if we type bigger than their size, we will print outside the label. Please click on exactly. We are now done with “row”, please click on the next tab called “columns”. We are going to change our column width to 1 inch, so please increase or decrease, till you have 1 inch. That’s it for columns please click on the “cells” tab. The first feature you don’t have to worry about because cell size is what we just changed with rows and columns. Vertical alignment is important, we can have our text at the top, center, and bottom of the cell. We are going to center our text vertically, so please click on center. We have now changed just about everything we can. So we can finally press “ok” and apply all of our settings. The first thing you will notice is that we still have a border around our cells. Don’t worry that is only for us, when we print it will not show up. We are going to type into our cells, the first row is going to be our headers. They can be whatever we want, but an example would be name, address, phone number, location. Then please fill in the information for at least 4 people(when typing names it is best to use last name, first name). To move across the table it can be very easily done using the “TAB” button on your keyboard. Also if you are at the end of your table and you press “Tab” you will create another row.
Alphabetizing (Sorting)
Sorting is used if you want to put anything in alphabetical order. Highlight the first column, then click on the word “table” at the top of the screen. You should then see the choice “Sort”. Please click on sort. After you do that it’s going to open a new window will appear. There are only a few important features. Ascending or Descending order, depending upon which way you want to sort you would select that choice. Another important feature is whether or not we have a header row. We do have a header and if we make sure we click on “Header Row” our header will be ignored. Without this option we would have our header alphabetized too. Sorting also works for number, but whatever column you select it will automatically make the correct decision for sorting. We are going to sort in ascending order (A to Z) please click on “ok”; all your names should now be sorted.
Bullets
We are now going to create bullets. I would like you to create a new blank document, please click on the button “new blank document”. Bullets can be numbers or pictures, we are going to create both kinds, but first we are going to do pictures. Please click on the word format in the upper toolbar, then scroll down and click on “Bullets and Numbering”. After you do that you should have a new window on the bulleted tab. It is very simple to create bullets, click on the bullet of your choice and then click on “ok”. Your bullet should then be in your document, please type “this is a test”. Then press enter, to move down to the next line. As you might have noticed when you pressed enter your bullet was put on the next line, if you want a space between your bullets, please press enter again. When you press enter again, your second bullet will disappear, the only way to get your bullet again is to go through the bullet process again. Microsoft word is not set up to have bullets that are spaced. So that is exactly what we are going to do, except this time we are going to use numbers. Please click on the word format in the upper toolbar, then scroll down and click on “Bullets and Numbering”. When the window opens this time, we are going to click on the “Numbered” tab. Then choose whatever number or letter bullets you want, this time we are going to change the color of our bullets, so after you select your bullet choice, click on the “customize” button. Once the new window opens, click on the button that says “font”. Then where it says font color, click on the downward facing triangle and pick whatever color you want. Then click the “ok” button, then click “ok” again. You should now have a new number system, in the color of your choice. Please type, “this is a test”, then press enter. This can make your numbering or lettering much easier, each time you type something and press enter, the bullet will change to the next letter or number. Once you are all done with your numbering or lettering process, you just have to press enter twice, and it will stop your bullets.
Line Spacing
The next thing we are going to do is line spacing. This is very easy to do. First click on the word “format”. Then scroll down and click on “paragraph”. After you do that, you should have a new window. Then where it says, “line spacing”, click on the downward facing triangle, then click on “double”, then click on “ok”. Your page should now be double-spaced.
Graphics
WordArt
I would now like you to create a new blank document. Our final thing to do is graphics. There are two types, WordArt and pictures. I am going to explain WordArt first. To create word art you must click on “insert”, then scroll down to pictures, then move over and click on “WordArt”. You should then have a new window, this is where you choose your WordArt style. Please click on whatever style you like the best. Then click on “ok”. You then have to type the word or words you would like to be WordArt. We are going to type “test”. After you type “test” you can change the type of text, the size, and whether you want it to be bold, italics or both. Please change each of these settings to whatever you want. After you have changed them click on “ok”. Your text should then appear in your document. There is a chance the word art might not be in the place you want it to be in, it can be moved very easily. All you have to do, is left click and hold in the middle of the word art and move your curser the direction you want the word art to move. Once you have moved it where you want it to go, you let go of the left mouse button. Another thing you can change is the size of the word art itself, if you put your arrow in the upper left corner, over the white square box. Your single arrow should change to a double arrow, you then left click and hold, and drag the box outward or inward. If you drag outward it gets bigger, if you drag inward it gets smaller. Once it is the size you want, you just let go of the left mouse button. That is about all you can change. To delete your WordArt all you have to do is press the delete button. Make sure you have a box around your WordArt first. Please delete the WordArt now.