advanced microsoft word 2003 cis 100: introduction to computers mr. a. craig dixon spring 2006

Advanced Microsoft Word 2003Advanced Microsoft Word 2003

CIS 100: Introduction to ComputersCIS 100: Introduction to Computers

Mr. A. Craig DixonMr. A. Craig Dixon

Spring 2006Spring 2006

Advanced Microsoft Word 2003 2

Graphics and Clip ArtGraphics and Clip Art

• Word allows you to add clip art from its Word allows you to add clip art from its collection, or a graphic contained in any standard collection, or a graphic contained in any standard graphic format.graphic format.• For older formats like Computer Graphics Metafile For older formats like Computer Graphics Metafile

(.cgm), you may have to install a graphics (.cgm), you may have to install a graphics filterfilter for for Word to use your graphic file.Word to use your graphic file.

• It is tempting to use many graphics in your It is tempting to use many graphics in your documents, but each graphic is a complex element documents, but each graphic is a complex element that must be positioned, sized, and balanced that must be positioned, sized, and balanced against the whole. Use them only when against the whole. Use them only when appropriate.appropriate.


Adding Clip ArtAdding Clip Art1.1. Click Insert > Picture > Click Insert > Picture >

Clip Art…Clip Art…

2.2. The Clip Organizer is The Clip Organizer is displayed in the Task displayed in the Task Pane. Type what you Pane. Type what you are looking for into the are looking for into the search bar and click Go.search bar and click Go.

3.3. Once you have found a Once you have found a clip, click the down clip, click the down arrow beside it and then arrow beside it and then Insert.Insert.


Object Linking and Embedding Object Linking and Embedding (OLE)(OLE)

• There are two methods of adding a graphic (and There are two methods of adding a graphic (and many other types of external files) to a Word many other types of external files) to a Word document.document.

• LinkingLinking – the document points to the external file. – the document points to the external file. Changes in the file are reflected in the document. If the Changes in the file are reflected in the document. If the file is no longer present, the object is no longer file is no longer present, the object is no longer displayed.displayed.

• EmbeddingEmbedding – the document contains a copy of the – the document contains a copy of the external file. If the external file is changed, it must be external file. If the external file is changed, it must be re-embedded for the changes to be reflected in the re-embedded for the changes to be reflected in the document. Because the document contains a copy of the document. Because the document contains a copy of the file, the size of the document may be substantially file, the size of the document may be substantially larger.larger.


Linking a Graphic Into a Linking a Graphic Into a DocumentDocument

1.1. Click Insert > Picture > Click Insert > Picture > From File…From File…

2.2. The Insert dialog is The Insert dialog is displayed. Navigate to displayed. Navigate to your file.your file.

3.3. Click the down arrow Click the down arrow next to the Insert button next to the Insert button and click Link to File.and click Link to File.


Embedding a Graphic Into a Embedding a Graphic Into a DocumentDocument

1.1. Click Insert > Click Insert > Picture > From Picture > From File…File…

2.2. The Insert dialog is The Insert dialog is displayed. Navigate displayed. Navigate to your file.to your file.

3.3. Click the Insert Click the Insert button.button.


Formatting a GraphicFormatting a Graphic

• Once a graphic is inserted, it can be:Once a graphic is inserted, it can be:• ResizedResized – the picture is stretched to fit the new desired – the picture is stretched to fit the new desired

sizesize• CroppedCropped – parts of the picture are removed to fit the – parts of the picture are removed to fit the

new desired sizenew desired size• Cropping or resizing does not change the amount of storage Cropping or resizing does not change the amount of storage

capacity required for embedded graphics.capacity required for embedded graphics.

• AlignedAligned – the picture is left-aligned, right-aligned, or – the picture is left-aligned, right-aligned, or centered.centered.

• Floated over text – text is allowed to flow behind the Floated over text – text is allowed to flow behind the picturepicture


Resizing a GraphicResizing a Graphic

1.1. Click the graphic. Small boxes Click the graphic. Small boxes called called handleshandles appear at points appear at points along its border.along its border.

2.2. Click a handle and drag until Click a handle and drag until the outline is the appropriate the outline is the appropriate size.size.

3.3. Release the mouse button.Release the mouse button.4.4. To maintain the To maintain the aspect ratioaspect ratio

(i.e. the ratio of width to (i.e. the ratio of width to height) click and drag one of height) click and drag one of the corner handles. Failure to the corner handles. Failure to maintain aspect ratio may maintain aspect ratio may cause your picture to become cause your picture to become distorted.distorted.

Handles

Outline


Cropping a GraphicCropping a Graphic

1.1. Make sure the Picture Make sure the Picture toolbar is displayed.toolbar is displayed.

2.2. Select the crop tool.Select the crop tool.3.3. Click and drag a handle Click and drag a handle

until the outline is until the outline is around the part of the around the part of the picture you want to picture you want to keep.keep.

4.4. Release the mouse Release the mouse button.button.

5.5. Click the crop tool Click the crop tool again to deselect it.again to deselect it.

Crop tool

crops to


Aligning and Floating a GraphicAligning and Floating a Graphic

1.1. Right-click the graphic, Right-click the graphic, then click Format then click Format Picture.Picture.

2.2. Click the Layout tab.Click the Layout tab.3.3. Choose how the text Choose how the text

should behave in should behave in relation to the graphic.relation to the graphic.

4.4. Choose the graphic’s Choose the graphic’s alignment. (not alignment. (not available when “In line available when “In line with text” is selected.)with text” is selected.)


Tab StopsTab Stops

• In this class, we will talk about four types of tab In this class, we will talk about four types of tab stops (there are others):stops (there are others):• Left tab stop Left tab stop – text set at this tab will be left-aligned– text set at this tab will be left-aligned• Right tab stopRight tab stop – text set at this tab will be right-aligned – text set at this tab will be right-aligned• Center tab stopCenter tab stop – text set at this tab will be centered on – text set at this tab will be centered on

the tabthe tab• Decimal tab stopDecimal tab stop – decimal numbers set at this tab will – decimal numbers set at this tab will

have their decimals aligned under this tabhave their decimals aligned under this tab• To cycle through the available tabs, click the tab To cycle through the available tabs, click the tab

button to the left of the ruler.button to the left of the ruler.

Tab button


Setting TabsSetting Tabs

1.1. Cycle to the appropriate tab using the tab Cycle to the appropriate tab using the tab button.button.

2.2. Click on the ruler to place the tab.Click on the ruler to place the tab.3.3. Drag the tab to adjust its position if Drag the tab to adjust its position if

necessary.necessary.4.4. Once a tab is set, pressing the Tab key Once a tab is set, pressing the Tab key

while the cursor is to the left of the tab while the cursor is to the left of the tab will skip to that tab instead of the default will skip to that tab instead of the default tabs set every half an inch.tabs set every half an inch.


Formatting and Clearing TabsFormatting and Clearing Tabs

1.1. Click Format > Tabs…Click Format > Tabs…2.2. Change the tab alignment if Change the tab alignment if

desired.desired.3.3. Choose a Choose a leader leader if desired.if desired.

• A leader appears across the A leader appears across the space spanned by the tab.space spanned by the tab.

4.4. To clear a tab, select it from To clear a tab, select it from the list box and click Clear.the list box and click Clear.

5.5. To clear all custom tabs, click To clear all custom tabs, click Clear All.Clear All.


TablesTables

• The tables we are used to look like this:The tables we are used to look like this:

• However, tables can be used to lay out the look of However, tables can be used to lay out the look of a page by removing the table’s bordersa page by removing the table’s borders

Heading 1Heading 1 Heading 2 Heading 2 Heading 3Heading 3

Row Heading 1Row Heading 1 DataData DataData DataData




Creating TablesCreating Tables

1.1. Click the Table button on the Click the Table button on the Standard toolbar.Standard toolbar.

2.2. Choose the dimensions of the Choose the dimensions of the table by moving the cursor across table by moving the cursor across the resulting grid.the resulting grid.

3.3. Click the bottom right-most cell Click the bottom right-most cell in your dimension to insert the in your dimension to insert the table.table.

Note: Tables can only be removed by Note: Tables can only be removed by selecting them and using the selecting them and using the “cut” command“cut” command


CellsCells

• Each “compartment” of a table is called a Each “compartment” of a table is called a cellcell..• There are several things that can be done to a cell, There are several things that can be done to a cell,

including:including:• SelectingSelecting the cell the cell

• Splitting Splitting the cell into multiple cellsthe cell into multiple cells

• MergingMerging the cell with other cells the cell with other cells

• Resizing Resizing the cellthe cell

• Changing the horizontal and vertical alignment of the Changing the horizontal and vertical alignment of the cell’s contentscell’s contents


Selecting a CellSelecting a Cell

• Move the cursor to the left side of the cell. It Move the cursor to the left side of the cell. It should change to a black block arrow.should change to a black block arrow.

• Click while the cursor is a block arrow to select Click while the cursor is a block arrow to select the cell to its right.the cell to its right.

• You can select an entire You can select an entire row row (horizontal group of (horizontal group of cells) by moving the cursor to the left of a row cells) by moving the cursor to the left of a row (outside its border) and clicking.(outside its border) and clicking.

• You can select an entire You can select an entire columncolumn (vertical group of (vertical group of cells) by moving the cursor to the top of a column cells) by moving the cursor to the top of a column (it will become a down-pointing block arrow) and (it will become a down-pointing block arrow) and clicking.clicking.


Splitting a CellSplitting a Cell

1.1. Right-click a cell and select Split Right-click a cell and select Split Cells… from the resulting context Cells… from the resulting context menu.menu.

2.2. Select the number of rows and / or Select the number of rows and / or columns to split the cell into.columns to split the cell into.

3.3. Notice that only the selected cell is Notice that only the selected cell is split; an entire row or column is not split; an entire row or column is not created in the table. (We’ll see how to created in the table. (We’ll see how to do this later.)do this later.)


Merging CellsMerging Cells

1.1. Select a group of cells to merge. Select a group of cells to merge.

2.2. Right-click the selected cells and Right-click the selected cells and choose Merge Cells…choose Merge Cells…

3.3. The selected cells are merged into The selected cells are merged into a single cell.a single cell.

4.4. Notice the merged cell may span Notice the merged cell may span rows or columns.rows or columns.


Resizing a CellResizing a Cell

1.1. Select a cell or cells to resize.Select a cell or cells to resize.

2.2. Move the cursor to the border that needs to be Move the cursor to the border that needs to be resized. The cursor becomes a double-headed resized. The cursor becomes a double-headed arrow.arrow.

3.3. Click and drag the border until the cell is the Click and drag the border until the cell is the desired size.desired size.

4.4. Notice that only the selected cells are changed. Notice that only the selected cells are changed. Their columns and / or rows remain unchanged.Their columns and / or rows remain unchanged.


Changing the Cell’s Text AlignmentChanging the Cell’s Text Alignment

1.1. Right-click a cell, or select Right-click a cell, or select a group of cells and right-a group of cells and right-click the selection.click the selection.

2.2. Point to Cell Alignment.Point to Cell Alignment.

3.3. Click the alignment that Click the alignment that matches your desired matches your desired horizontal and vertical horizontal and vertical alignment.alignment.


Inserting or Deleting a Row or Inserting or Deleting a Row or ColumnColumn

1.1. Select an entire row or column as Select an entire row or column as detailed earlier.detailed earlier.

2.2. Right-click the row or column Right-click the row or column and select Insert Rows, Insert and select Insert Rows, Insert Columns, Delete Rows, or Columns, Delete Rows, or Delete Columns as appropriate.Delete Columns as appropriate.

3.3. Inserted rows are placed above Inserted rows are placed above the selected row; inserted the selected row; inserted columns are placed to the left of columns are placed to the left of the selected column.the selected column.


Tables as Layout ToolsTables as Layout Tools

• The true power of tables can be realized The true power of tables can be realized when we no longer see a sheet of paper like when we no longer see a sheet of paper like this…this… …and begin to see it like …and begin to see it like

this:this:


Hiding the Borders from TablesHiding the Borders from Tables

• When its borders are hidden, a table can When its borders are hidden, a table can invisibly align, group, and balance the invisibly align, group, and balance the elements on the page.elements on the page.

1.1. Point to the table; a four-headed arrow in a Point to the table; a four-headed arrow in a box appears near the upper-left corner.box appears near the upper-left corner.

2.2. Click this box to select the entire table.Click this box to select the entire table.3.3. Right-click the table and select Borders and Right-click the table and select Borders and

Shading….Shading….4.4. Select None.Select None.


Headers and FootersHeaders and Footers

• Sometimes you need to include certain Sometimes you need to include certain information at the top or bottom of every information at the top or bottom of every page of a document (e.g. the page number, page of a document (e.g. the page number, title, etc.) This can be accomplished using a title, etc.) This can be accomplished using a headerheader and / or and / or footerfooter..• The header includes approximately 3 lines of The header includes approximately 3 lines of

text above the normal editable area of the page.text above the normal editable area of the page.• The footer includes approximately 1 line of text The footer includes approximately 1 line of text

below the normal editable area of the page.below the normal editable area of the page.


Editing the Header and FooterEditing the Header and Footer

• Click View > Header and Footer.Click View > Header and Footer.• The cursor will move into the current page’s header. The The cursor will move into the current page’s header. The

following toolbar will be displayed:following toolbar will be displayed:

• Notice that left, right, and center tabs are present by Notice that left, right, and center tabs are present by default in the header. default in the header.

• In addition to the tools on the Header toolbar, you may In addition to the tools on the Header toolbar, you may type any text you wish into the header or footertype any text you wish into the header or footer

Page number

Number of pagesFormat page number

Insert date Insert timeLink to previous

Switch betweenheader andfooter


SectionsSections

• Sometimes you need different headers in different Sometimes you need different headers in different sections of a document.sections of a document.

• This is accomplished using This is accomplished using sectionssections. Each section . Each section has its own unique header and footer.has its own unique header and footer.

• A new section is created using a A new section is created using a section breaksection break..• You can create a different first page header by You can create a different first page header by

clicking File > Page Setup… and checking the clicking File > Page Setup… and checking the Different First Page Header checkbox under the Different First Page Header checkbox under the Layout tab.Layout tab.


Creating a New SectionCreating a New Section

1.1. Position the cursor at the end of Position the cursor at the end of the previous section.the previous section.

2.2. Click Insert > Break…Click Insert > Break…3.3. We will only be concerned with:We will only be concerned with:

• Page breakPage break – start a new page – start a new page without starting a new sectionwithout starting a new section

• Next page Next page – start a new section on a – start a new section on a new pagenew page

• Continuous Continuous – start a new section – start a new section herehere

Note: To ensure that each section retains its own unique header, go to each section and deselect the Link to Previous toggle button!


A Final WordA Final Word

The concepts in this lecture are best learned The concepts in this lecture are best learned through experimentation. through experimentation. PleasePlease try them out try them out for yourselves. You can learn more about for yourselves. You can learn more about these features in a couple of hours than I can these features in a couple of hours than I can teach you in days of class time. While teach you in days of class time. While complicated, I think you will find mastery of complicated, I think you will find mastery of these features highly rewarding and useful. these features highly rewarding and useful. Let me know if I can help you with them.Let me know if I can help you with them.

advanced microsoft word 2003 cis 100: introduction to computers mr. a. craig dixon spring 2006

Documents

graphic file

word document

advanced microsoft word

document points

clip art word

standard graphic format

picture clip art

insert button