Lesson 11
Enhancing Documents
Computer Literacy
BASICS: A
Comprehensive Guide
to IC3, 3rd Edition
1
Morrison / Wells
Objectives
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Lesson 11
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2
Format text in columns.
Add borders and shading to enhance the appearance
of your documents.
Use building blocks to quickly format page numbers,
headers and footers, and enter frequently used text.
Insert data elements, such as the current date,
symbols, hyperlinks, and footnotes and endnotes.
Insert, resize, and position graphics.
Use drawing tools to create your own graphics.
Objectives (continued)
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Lesson 11
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3
Create a new document based on a template.
Apply, create, and modify styles to create
effective documents efficiently.
Vocabulary
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4
AutoShape
banner
blog
boilerplate text
building blocks
clip art
crop
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desktop publishing
drawing objects
fields
footer
graphics
header
manual column
break
Vocabulary (continued)
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5
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section break
sizing handles
style
text box
thumbnails
Introduction
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6
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Desktop publishing is the process of creating
a document using a computer to lay out text
and graphics.
Word provides a number of features,
including pictures, drawing tools, data
elements, templates, and styles, which will all
help you create an attractive document.
CLASSROOM ACTIVITIES
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7
What makes a document effective?
Brainstorm some examples of different types
of documents created with desktop
publishing.
Formatting Columns, Borders, and
Shading
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One common example of desktop publishing
is newsletters.
Newsletter text is often formatted in columns.
The title of a newsletter is usually formatted
as a single-column banner, which is a
headline that spreads the full width of the
page.
Formatting Columns, Borders, and
Shading (continued)
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Lesson 11
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9
Formatting Text
in Columns:
Word provides
several multicolumn formats,
and you can
modify these
formats to meet
your needs.
Formatting Columns, Borders, and
Shading (continued)
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Lesson 11
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10
Formatting Text in Columns (cont):
If you want to format one portion of the document in one
column and another portion of the document in two
columns, you must divide the document into multiple
sections by creating a section break.
Formatting Columns, Borders, and
Shading (continued)
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11
Formatting Text in Columns (cont):
The Columns and Breaks commands are located
in the Page Setup group of the Page Layout tab.
Formatting Columns, Borders, and
Shading (continued)
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12
Adding Borders and Shading:
Word offers many options for line styles, line
weights, colors, and shading effects.
The tools to access these options are in the
Paragraph group on the Home tab.
Formatting Columns, Borders, and
Shading (continued)
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Adding Borders and Shading (cont):
The Borders and Shading dialog box contains more
options.
Lesson 11
CLASSROOM ACTIVITIES
14
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What is the keyboard shortcut for a manual column
break?
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Answer: Ctrl+Shift+Enter
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True or False? You can only use one column format
in a document.
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Answer: False. You can use more than one column format
in a document when you divide the document into
sections.
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How do you open the Borders and Shading dialog
box?
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Answer: Click the Border button arrow and the click
Borders and Shading at the bottom of the menu.
Class Discussion:
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15
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Besides newsletters, what other types of
documents would work well with multiple
columns of text?
How useful do you think the Drawing tools
are for a word-processing program?
Using Building Blocks
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Building blocks are built-in document parts that
are already designed and formatted, enabling you
to create a professional-looking document
quickly.
The building blocks include fields, which indicate
where you can insert variable text or data.
Placeholder text in the fields prompt you for the
information.
Using Building Blocks (continued)
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Inserting Page Numbers and Creating Headers and
Footers:
A header is information and/or graphics that prints in the
top margin of the page.
A footer prints in the bottom margin of the page.
The header, footer, and page number options can be
accessed in the Header & Footer group on the Insert tab.
Using Building Blocks (continued)
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Inserting Page Numbers and Creating
Headers and Footers (cont):
When the insertion point is positioned in the
header or footer, the Header & Footer Tools
Design tab is displayed.
Using Building Blocks (continued)
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Creating Your Own Building Blocks:
You can create your own text entries or other document
parts such as headers and footers and add them to Word’s
gallery of building blocks.
Use the Quick Parts button to save a selection.
Lesson 11
CLASSROOM ACTIVITIES
20
1)True or False? Placeholder text in a building
block is replaced with new data.
 Answer: True.
2)What is the advantage of formatting a header
or footer rather than just inserting page
numbers?
 Answer: You can include text with the page
number.
Inserting Data Elements
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Developing a document often requires inserting
special data elements such as dates and times,
footnotes, copyright and trademark notations,
hyperlinks, and footnotes.
Inserting the Date and Time:
You can insert a field to show the current date
and/or time.
AutoComplete can make entering the current date
easy and accurate.
Inserting Data Elements
(continued)
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Inserting Symbols and Creating Hyperlinks:
You can insert special characters and symbols using
the Symbol dialog box.
Inserting Data Elements
(continued)
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Inserting Symbols and Creating Hyperlinks (cont):
You can create links in Word documents to connect users
to other Word documents, other application documents, emails, and Web pages.
Inserting Data Elements
(continued)
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Inserting Footnotes and Endnotes:
You can add footnotes to documents to provide additional
information or comments for the reader.
Lesson 11
CLASSROOM ACTIVITIES
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1)When you insert a date and time field and
choose to have it update automatically, when
does it update?
 Answer: The field updates when you open
the document or send it to the printer queue.
2)Where is the Insert Symbol button located?
 Answer: The Insert Symbol button is
located in the Symbols group on the Insert
tab.
Class Discussion:
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1)What is superscript?
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Inserting and Formatting Graphics
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To illustrate an idea presented in a document, or
to make a document more functional, you can
include graphics, which are non-text items such as
digital photos, scanned images, and pictures.
The Illustrations group on the Insert tab provides
buttons to add images to a document.
Inserting and Formatting Graphics
(continued)
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Inserting Clip Art and Images:
You can access clip art that is
stored in the Office Collections
folder; clip art you have saved;
and if you have an Internet
connection, clip art at the
Microsoft Web site.
Search results appear in the
task pane as thumbnails.
Inserting and Formatting Graphics
(continued)
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Resizing, Cropping, and Aligning a Graphic:
Sizing handles are small circles and squares on the border of the
graphic.
When a graphic is selected, you can resize, cut, copy, paste,
delete, and move it.
Inserting and Formatting Graphics
(continued)
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Resizing, Cropping, and Aligning a Graphic (cont):
Use a corner circle sizing handle to reduce or enlarge a graphic
proportionally.
When you crop a graphic, you cut off portions of the graphic that
you do not want to show.
Inserting and Formatting Graphics
(continued)
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Resizing, Cropping, and Aligning a Graphic
(cont):
By default, Word inserts graphics in the line of
text.
A text-wrapping format must be applied to the
graphic before you can reposition the graphic
in your document.
Inserting and Formatting Graphics
(continued)
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Inserting Lines, AutoShapes, and Text Boxes:
You can use drawing objects, which are shapes,
curves, and lines, to create your own graphic.
AutoShapes are predesigned drawing objects,
such as a star, an arrow, or a rectangle.
A text box is a drawing object that enables you to
add text to artwork.
Inserting and Formatting Graphics
(continued)
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Inserting Lines, AutoShapes, and Text Boxes (cont):
The Shapes button and Text Box button are located on
the Insert tab.
Inserting and Formatting Graphics
(continued)
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Using SmartArt Graphics:
SmartArt graphics are built-in, predesigned, and
formatted graphics which you can use to illustrate
concepts and ideas.
Inserting and Formatting Graphics
(continued)
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Using SmartArt Graphics (cont):
SmartArt graphics include fields with XML tags, and
you can replace the field placeholder text.
Inserting and Formatting Graphics
(continued)
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Creating WordArt Objects:
WordArt is a feature that enables you to
transform text into a graphic.
The WordArt button is located in the Text
group of the Insert tab.
Lesson 11
CLASSROOM ACTIVITIES
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1)What is a thumbnail?
 Answer: Thumbnails are miniature
representations of pictures.
2)True or False? WordArt is a type of graphic.
 Answer: True.
3)True or False? Text boxes can be resized.
 Answer: True.
Lesson 11
CLASSROOM ACTIVITIES
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4)True or False? The SmartArt button is
located on the Page Layout tab.
 Answer: False. The SmartArt button is
located on the Insert tab.
Using Templates and Styles
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Word has predesigned document templates for
almost any purpose you can imagine.
Some templates are already installed on your
computer, and hundreds more are available at the
Microsoft Web site.
One type of template Word provides is a blog
post. A blog is a journal maintained by an
individual or group and posted on a Web site for
public viewing and comment.
Using Templates and Styles
(continued)
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Lesson 11
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Creating a New Document Based on a
Template:
Fields in the document help to ensure that you
enter the variable data in the correct places,
so if you leave a field blank, the field
placeholder text will not appear in the printed
copy of the document.
Using Templates and Styles
(continued)
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Working with Styles:
A style is a set of formatting characteristics that you
can apply to characters, paragraphs, tables, and
numbered and bulleted lists.
When you apply a style, you apply a whole group of
formats in one simple step. For example, instead of
taking multiple steps to format your title as 14 point,
Arial, bold, and center-aligned, you can achieve the
same result in one step by applying a title style.
Lesson 11
CLASSROOM ACTIVITIES
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1)True or False? Word provides a template for
a blog.
 Answer: True.
2)True or False? The blank document
template contains a set of styles already
created for you.
 Answer: True.
Class Discussion:
Lesson 11
1)What is the difference between styles and
templates?
43
Lesson 11
Summary
44
In this lesson, you learned:
 Text can be arranged in a variety of multicolumn
formats, all within the same document.
 Borders and shading are effective tools for
enhancing the appearance and effectiveness of
a document. You can choose from a variety of
options for line styles, colors, and shading
effects.
Summary (continued)
Lesson 11
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45
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Word provides a gallery of building blocks for
quickly adding page numbers and headers
and footers to a document. You can also
create your own building blocks and add
them to the gallery.
Word also provides several tools to insert
data elements such as footnotes and
endnotes, the date and time, symbols, and
hyperlinks.
Summary (continued)
Lesson 11
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46
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Clip art and other pictures also help to enhance the
appearance and effectiveness of a document. You
can resize and crop the graphic, and choose from
several options to align the graphic in the document.
You can create your own artwork using the drawing
tools, AutoShapes, and the WordArt feature.
Word templates and styles provide a uniform
appearance for your documents and can increase
the speed and quality of your work by providing
predesigned documents and preset formats.