Formatting Documents in MS WORD
Introduction:
This exercise will teach you how to include non-text
items in your document, such as frames, pictures, and tables. It will
also teach you how to use some of the options under the Edit
and View menus.
New Concepts:
- Headers/Footers
- Frames
- Tables
- Pictures
- Cut/Copy/Paste
- Normal and Page Layout Views
- Footnotes
- Special Symbols
Objectives:
Modify the document you are provided with to gain
experience in the items listed under New Concepts.
Hand In:
The modified document.
Reminders:
- Be sure to save your work frequently (using the Save-As
command) so that you do not lose your work.
- Only print out the material you need to hand in during lab hours.
All other printing should be done outside of lab.
- Submit your print job at least 15 minutes before the end of lab.
Instructions:
- Load the initial document. The easiest way to do this is to start
MS WORD and go to the Open option in the File
menu. On the Macs, the file should be in the Hard Drive in a folder marked
Class, in the folder marked Csci 1001. On the IBMs, the file should be on
the C: drive in the directory 1001. If you have difficulty
doing this, it may be a problem with the computer; have your TA help you.
- The document contains instructions (in parentheses) about how to alter
it. The rest of these instructions will detail how to follow the
instructions in the document.
- Header/Footer: The header and footer are pieces of text that
are displayed at the top and bottom of every page in the document. Go to
the Header/Footer option under the View menu. A window
will come up; select Header (or Footer) and click on OK. That will
move you to the place to edit the header or footer. Note that it is
possible to insert page numbers and dates in the header and footer, and
the computer will keep them up to date automatically.
- Normal and Page Layout Views: To change the view go to the
View menu and select either Normal or Page Layout.
Normal View is used mostly for typing. Page Layout View
allows you to see the document exactly as it will be printed out.
- Frames: To insert a frame, go to the Insert menu
and select the option Frame. WORD may prompt you to go into
Page Layout View ; if so, click on Yes . The mouse will
change into a crosshairs. Click the mouse where you want one corner of
the frame to be, and drag the mouse to the opposite corner. A rectangle
showing the size of the frame will move as you move the mouse. To type
in the frame, click on the mouse button inside the frame. Note that if
you type more than the fram can hold, the frame will grow.
- Editing Frames: Once you have inserted the frame, you can
edit it. First select the frame. Then move the mouse to an edge of the
frame until the mouse looks like a compass (arrows going in all four
directions). Click on the mouse, and the little black squares will
appear on the edge of the frame. Go to the option Frame under
the Format menu, and a window will appear giving you the ability
to change many things about the frame. Alternatively, you can move the
mouse to one of the black squares. You can then stretch the frame in the
direction the arrow is pointing by holding down the mouse button and
dragging the frame.
- Tables: To insert a table, go to the Insert option
in the Table menu. A window will prompt you for the number of
rows and columns that you want in the table. If you want, you can change
the number of columns and rows later, using the Delete option in
from the menu Table . To put text in a cell, simply click the
mouse button in that cell. Note that you can select cells (or groups of
cells) and put borders around them. You can also justify the text within
them.
- Footnotes: To insert a footnote, go to the option
Footnote under the Insert menu. A window will ask you if you
want automatically numbered footnotes, or a special symbol. Click on
your choice, and then click on OK. The cursor will appear next
to a footnote mark. You can then enter the text you want the footnote to
say. If you are in Normal View mode, you will be in a window at
the bottom of the screen. You can click on the Close button
when you are done typing. If you are in Page Layout mode, you
will have to use the Scroll Bar to scroll back up to the text.
- Pictures: To insert a picture, go to the option Picture
under the Insert menu. A window will appear prompting you
to designate the file for the picture you want to insert. For this
assignment, the picture will be where you got the original file, with the
filename
snowman.gif.
To edit a picture,
choose the
Picture option under the Format menu. That will give you
the ability to move the picture around, change its size, and crop out
(remove) unwanted material at the edges.
- Cut/Copy/Paste: Cut, Copy, and Paste are all options under
the Edit menu. Cut and Copy are available
whenever you have a block of text selected (by dragging the mouse cursor
over it). Cut will remove the entire section of text you have
selected, and save it in memory. Copy will also save the text
in memory, but will not remove it. Paste will take whatever
text was stored most recently by Cut or Copy and put it
on the screen at the cursor location.
- Special Symbols: There are many special symbols, such as
Greek characters, available in Microsoft WORD. To add one of
them to your document, go to the Symbol option located under the
Insert menu. A window will appear with a selection of symbols
on it. Click on the symbol you want, and then click on OK. The
symbol will then be inserted at the cursor location.
Getting Started:
Once you have read the above instructions and are ready
to begin, you may begin modifying the original document.
- Go to the word document to modify. (You will
want to download this to your diskette. Make sure to grab a copy of the
snowman picture found below).
- Download a copy of the snowman picture .
- See what the finished modified document
should look like.
Congratulations on
completing basic WORD Exercise 2 and Lab 3!