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word 2010

Chapter 3Chapter 3

Formatting Formatting DocumentsDocuments

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• Skill 3.1 Applying Document Themes

• Skill 3.2 Using Color Themes and Font Themes

• Skill 3.3 Adding Page Borders• Skill 3.4 Creating Watermarks• Skill 3.5 Inserting Building

Blocks• Skill 3.6 Adding Headers and

Footers• Skill 3.7 Adding Date and Time

to a Header

• Skill 3.8 Inserting Page Numbers

• Skill 3.9 Inserting Property Controls

• Skill 3.10 Saving Quick Parts as Building Blocks

• Skill 3.11 Inserting Hyperlinks• Skill 3.12 Adjusting Margins• Skill 3.13 Inserting Page

Breaks and Section Breaks• Skill 3.14 Adding a Cover Page• Skill 3.15 Viewing Documents

Side by Side

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Word 2010 Formatting Documents SkillsWord 2010 Formatting Documents Skills

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• A theme is a group of formatting options that you apply to an entire document.

• Themes include color, font, and effect styles that are applied to specific elements of a document.– Theme colors limit the colors available from the color palette for

fonts, borders, and backgrounds. – Theme fonts change the fonts used for built-in styles—such as

Normal style and headings.– Theme effects control the way graphic elements in your

document appear.

• Applying a theme to your document is a quick way to take a simple piece of text and change it into a polished, professional-looking document.

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Word Skill 3.1Word Skill 3.1

Applying Document ThemesApplying Document Themes

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1. Click the Page Layout tab.

2. In the Themes group, click the Themes button.

3. Click an option in the Built-In section to apply it to your document.

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To Apply a Theme to a DocumentTo Apply a Theme to a Document

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• A color theme is a set of colors that are designed to work well in a document.

• A color theme will change the color of text, tables, and drawing objects in a document.

• When you apply a theme to a document it includes a color theme, which has default theme colors for document elements.

• You can change the color theme without affecting the other components of the theme.

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Word Skill 3.2Word Skill 3.2

Using Color Themes and Font ThemesUsing Color Themes and Font Themes

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1. Verify you are on the Home tab.

2. In the Styles group, click the Change Styles button.

3. Point to Colors and select a color theme.

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To Apply a Color Theme to a DocumentTo Apply a Color Theme to a Document

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1. On the Home tab, in the Styles group, click the Change Styles button.

2. Point to Fonts and select a font theme.

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To Apply a Font Theme to a DocumentTo Apply a Font Theme to a Document

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• Page borders are graphic elements that can give your document a more polished look.

• Page borders draw a decorative graphic element along the top, right, bottom, and left edges of the page.

• Borders can be simple lines or include 3–D effects and shadows.

• You can modify borders by changing the style and color.

• You can apply a border to the entire document or parts of a section.

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Word Skill 3.3Word Skill 3.3

Adding Page BordersAdding Page Borders

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1. Click the Page Layout tab.

2. In the Page Background group, click the Page Borders button.

3. On the Borders and Shading dialog box, in the Page Border tab, click a border setting.

4. Select a style, color, and width for the page border.

5. The Preview area shows how the border will look.

6. Click Apply to: arrow. Select the part of the document to add the page border.

7. Click OK to accept your changes and add the page border to the document.

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To Add a Border to a DocumentTo Add a Border to a Document

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1. Click the Page Layout tab.

2. In the Page Background group, click the Page Color button.

3. Select a color.

4. The page background changes from white to the color you chose.

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To Change the Page ColorTo Change the Page Color

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• A watermark is a graphic or text that appears as part of the page background. Watermarks appear faded so that the text that appears on top of the watermark is legible when the document is viewed or printed.

• There are three categories of watermarks:– Confidential —Include the text “Confidential” or “Do

Not Copy” in different layouts.– Disclaimers —Include the text “Draft” or “Sample” in

different layouts.– Urgent —Include the text “ASAP” or “Urgent” in

different layouts.

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Word Skill 3.4Word Skill 3.4

Creating WatermarksCreating Watermarks

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To add a watermark to a document:

1.Click the Page Layout tab.

2.Click the Watermark button and select an option from the gallery.

To remove a watermark to a document:

1.Click the Page Layout tab.

2.Click the Watermark button and select Remove Watermark.

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To Add or Remove a WatermarkTo Add or Remove a Watermark

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1. Click the Page Layout tab.

2. Click the Watermark button and click the Custom Watermark . . . command to open the Printed Watermark dialog box.

3. Choose different options for the text watermark.

You can add pictures as watermarks from this dialog box. When you add a picture as a watermark, it appears faded so any text on top of it is still legible.

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To Create a Custom WatermarkTo Create a Custom Watermark

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• A building block is a piece of content that is reusable in any document.

• Building blocks can be text, such as AutoText, or they can include graphics, such as a cover page.

• Insert building blocks from specific commands on the Ribbon or from the Building Blocks Organizer.

• The Building Blocks Organizer lists the building blocks in alphabetical order by which gallery they appear in:

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Word Skill 3.5Word Skill 3.5

Inserting Building BlocksInserting Building Blocks

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To insert a building block from the Building Blocks Organizer:

1.Click the Insert tab.

2.Click the Quick Parts button and select Building Blocks Organizer . . .

3.Select a building block in the list and click the Insert button.

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To Insert a Building BlockTo Insert a Building Block

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• A header is text that appears at the top of every page, just below the top margin.

• A footer is text that appears at the bottom of every page, just above the bottom margin.

• Typically, headers and footers display dates, page numbers, document titles, or authors’ names.

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Word Skill 3.6Word Skill 3.6

Adding Headers and FootersAdding Headers and Footers

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1. Click the Insert tab.

2. In the Header & Footer group, click the Header button and select a header design from the gallery.

3. Word displays the Header & Footer Tools contextual tab and inserts a header with content controls. Click a content control and enter the information for your header.

4. To close the header and return to your document, click the Close Header and Footer button on the contextual tab.

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To Add a Header to a DocumentTo Add a Header to a Document

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1. Click the Insert tab.

2. In the Header & Footer group, click the Footer button and select a footer design from the gallery.

3. Word displays the Header & Footer Tools contextual tab and inserts a footer with content controls. Click a content control and enter the information for your footer.

4. To close the header and return to your document, click the Close Header and Footer button on the contextual tab.

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To Add a Footer to a DocumentTo Add a Footer to a Document

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1. Headers and footers appear faded out in Print Layout view. If you want to edit a header or footer, double-click it and make your changes.

2. Click the Close Header and Footer button to return to the document.

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To Edit a Header or FooterTo Edit a Header or Footer

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• You could manually type the date in the header or footer and then update the date every time you work on the document, or you could add an automatic date stamp.

• An automatic date stamp pulls the current date from the computer’s system clock and displays the date in the document.

• The date is then automatically updated when the computer’s date changes.

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Word Skill 3.7Word Skill 3.7

Adding Date and Time to a HeaderAdding Date and Time to a Header

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1. Double-click the header to switch to header view.

2. Under the Header & Footer Tools, in the Insert group, click the Insert Date and Time button.

3. In the Date and Time dialog box, click a date format in the Available formats: box.

4. Select the Update automatically check box.

5. Click OK.

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To Add an Automatic Date Stamp to a HeaderTo Add an Automatic Date Stamp to a Header

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• Headers and footers often include page numbers.– They can also include other information, such as author name,

date, and document title.

• If all you want to do is add page numbers to a document, you don’t need to use the header and footer feature. – Instead, insert simple page numbers through the

PageNumbergallery.

• When adding page numbers to a document, you should always use Word’s built-in building block. – If you type page numbers into your document manually, they will

not update when you add or remove pages.

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Word Skill 3.8Word Skill 3.8

Inserting Page NumbersInserting Page Numbers

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1. Click the Insert tab.

2. In the Header & Footer group, click the Page Number button. Point to Bottom of Page, and select an option.

3. To remove a page number, click the arrow next to the Page Number button and select Remove Page Numbers.

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To Add or Remove Page Numbers To Add or Remove Page Numbers

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• A property control is an element you can add to your document to save time entering the same information over and over again.

• When you insert a property control and then replace the text with your own information, any time you add that control again it will include your custom text.

• Word will add the text to the document and update the text automatically if any changes are made to the property control.

• By using property controls, you can be assured that all the information throughout the document is consistent.

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Word Skill 3.9Word Skill 3.9

Inserting Property ControlsInserting Property Controls

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1. Click the Insert tab.

2. In the Text group, click the Quick Parts button, point to Document Propertyand select a control.

3. Type your text in the control.

4. Select the same control from the Document Property menu to add the same text to the document.

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To Add a Property ControlTo Add a Property Control

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• Quick Parts are snippets of text that you can save and then add to any document.

• They include the text and all the formatting that has been applied to it.

• Use Quick Parts when you want text to appear a certain way throughout your documents, such as a company’s tag line.

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Word Skill 3.10Word Skill 3.10

Saving Quick Parts as Building BlocksSaving Quick Parts as Building Blocks

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1. Select the text to add to the gallery.

2. Click the Insert tab.

3. In the Text group, click the Quick Parts button and select Save Selection to Quick Part Gallery . . .

4. The Create New Building Block dialog box opens.

5. Review the information for the Quick Part and make any changes.

6. Click OK.

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To Add Text to the Quick Parts GalleryTo Add Text to the Quick Parts Gallery

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• A hyperlink is text or a graphic that, when clicked, opens another page or file. – Use hyperlinks to link to a section in the same document, to

a new document, or to an existing document, such as a Web page.

• A ScreenTip is a bubble that appears when the mouse is placed over the link. – Add a ScreenTip to include a more meaningful description

of the hyperlink.

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Word Skill 3.11Word Skill 3.11

Inserting HyperlinksInserting Hyperlinks

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1. Select the text or graphic you want to use as the link.

2. Click the Insert tab.

3. In the Links group, click the Hyperlink button to open the Insert Hyperlink dialog box.

4. Select an option under Link to: and select the file to which you want to link.

5. Type the text of the link in the Text to display: box.

6. 6. Click OK to insert the hyperlink into your document.

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To Insert a HyperlinkTo Insert a Hyperlink

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To add a bookmark:

1.Click the Insert tab.

2.In the Links group, click the Bookmark button. The Bookmark dialog box opens.

3.Type a name for the bookmark in the Bookmark name: box.

4.Click the Add button.

To return to a place in a document using bookmarks:

1.First open the Bookmark dialog box.

2.Click the name of the bookmark you want to navigate to.

3.Click the Go To button.

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To Add or Return to a BookmarkTo Add or Return to a Bookmark

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• Margins are the blank spaces at the top, bottom, left, and right of a page.

• Word’s default margins are typically 1 inch for the top and bottom and 1 inch for the left and right.

• Word 2010 comes with a number of predefined margin layout options for you to choose from:– Normal– Narrow– Wide– Mirrored

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Word Skill 3.12Word Skill 3.12

Adjusting MarginsAdjusting Margins

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To adjust the margins:

1.Click the Page Layout tab.

2.In the Page Setup group, click the Margins button and select an option for the page layout.

To set custom margins:

1.In the Page Setup dialog box, at the bottom of the Margins gallery, select Custom Margins . . .

2.Set custom margins in the Page Setup dialog box.

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To Adjust the Margins for a DocumentTo Adjust the Margins for a Document

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Two Basic Types of Breaks•Page Break —These breaks create visual breaks in your document but keep the content in the same section. Page breaks include:

• Page• Column• Text Wrapping

•Section Breaks —These breaks create new sections in your document. Section breaks include:

• Next Page• Continuous• Even Page• Odd Page

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Word Skill 3.13Word Skill 3.13

Inserting Page Breaks and Section BreaksInserting Page Breaks and Section Breaks

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To insert a hard page break:

1.Click the Page Layout tab.

2.In the Page Setup group, click the Breaks button, and select Page.

To insert a blank page:

1.Click the Insert tab.

2.In the Pages group, click the Blank Page button.

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To Insert a Hard Page Break or a Blank PageTo Insert a Hard Page Break or a Blank Page

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• When creating documents such as proposals or business plans, it is a good idea to include a cover page that contains the title of the document and the date.

• You can add other information such as a subtitle, a short description of the document, and company information.

• Word 2010 comes with a number of prebuilt cover pages that you can quickly and easily add to your documents.

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Word Skill 3.14Word Skill 3.14

Adding a Cover PageAdding a Cover Page

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1. Click the Insert tab.

2. In the Pages group, click the Cover Page button and select an option.

3. Word inserts a cover page with content controls for you to enter your own information. Click a content control and enter the information for your document.

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To Add a Cover PageTo Add a Cover Page

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• If you have two documents that are similar, you may want to compare them to each other.

• Word’s Compare Side by Side feature allows you to compare two documents at the same time.

• When you compare documents, the Synchronous Scrolling feature is on by default. This feature allows you to scroll both documents at once.

• If you scroll the active document, the other document will scroll at the same time, allowing you to carefully compare documents.

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Word Skill 3.15Word Skill 3.15

Viewing Documents Side by SideViewing Documents Side by Side

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1. Open the documents you want to compare.

2. Click the View tab.

3. In the Window group, click the View Side by Side button.

4. The two documents are displayed next to each other.

5. Scroll the active window to scroll both documents at once.

6. Click the Synchronous Scrolling button to turn the feature off and scroll each document separately.

7. Click the View Side by Side button again to turn this feature off.

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To Compare Two Documents Side by SideTo Compare Two Documents Side by Side

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• Skill 3.1 Applying Document Themes

• Skill 3.2 Using Color Themes and Font Themes

• Skill 3.3 Adding Page Borders• Skill 3.4 Creating Watermarks• Skill 3.5 Inserting Building

Blocks• Skill 3.6 Adding Headers and

Footers• Skill 3.7 Adding Date and Time

to a Header

• Skill 3.8 Inserting Page Numbers

• Skill 3.9 Inserting Property Controls

• Skill 3.10 Saving Quick Parts as Building Blocks

• Skill 3.11 Inserting Hyperlinks• Skill 3.12 Adjusting Margins• Skill 3.13 Inserting Page

Breaks and Section Breaks• Skill 3.14 Adding a Cover Page• Skill 3.15 Viewing Documents

Side by Side

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Word 2010 Formatting Documents Skills RecapWord 2010 Formatting Documents Skills Recap