cpit 102 chapter 2 using intermediate formatting techniques

CPIT 102

CHAPTER 2

USING INTERMEDIATE FORMATTING TECHNIQUES

Outline of Chapter

1. Setting Tabs2. Inserting Headers and Footers3. Inserting Section Breaks and Editing Headers and

Footers4. Using Multiple Headers and Footers in a Document5. Finding and Replacing Text6. Finding and Replacing Formatting7. Browsing Through a Document8. Moving to Specific Document Locations

USING INTERMEDIATE FORMATTING TECHNIQUES

Much of the impression you create in your documents comes from nonverbal communication elements.

These elements, or formatting include fonts, spacing, layout and graphics in documents.

1. Setting Tabs

You can quickly set up a table in Word by using custom tab stops (or tabs) markers you set to align items going across your page for small tables.

In addition to using left, center, or right alignment of items in table columns, you can use custom tabs to align a column of figures on decimals, separate columns with vertical lines, and connect the space between two tabbed items on a line with a series of dots or dashes.

1. Setting Tabs

a. To set tabs with the Tabs Dialog Box1. Position the insertion point in front of the first word on the

table and drag down and select all lines of the table. You can see grayed-out, L shaped tab markers on the

horizontal ruler. These tabs were set when the table was first created. You must remove these before you set your custom tabs.

When you see a grayed-out tab marker, it usually means that a tab was set at that location for one or more of the lines that have been selected; however, that tab was not set for every line that was selected.

1. Setting Tabs

L shape

1. Setting Tabs

2. Click Format Tabs From the Tabs dialog box you can delete all tab settings.

3. Click Clear all to remove the custom tabs and click OK to close the dialog box.

4. Click and drag the First Line Indent maker on the horizontal ruler.

1. Setting Tabs

5. Click anywhere in the heading line of the and click Format Tabs

The displays the tabs dialog box. Make sure that you select the Left option button in the alignment section.

6. In the tab stop position text box, type your value and click set. For example type 2.5

Each time you set a custom tab, you automatically remove the default tabs to the left of the custom tab.

1. Setting Tabs

Default spacing between Tab stops is listed here

Select the tab stopsAlignment style from thislist

Clear all tab stops from The paragraph

Type new tab stop positions here

This list your current tab position

Set specified tab stops

1. Setting Tabs

b. To Set Tabs with the Ruler

1. Select the lines below the heading line of the table.

2. Click the tab alignment button on the ruler until it changes to indicate a decimal tab.

Then click the lower half of the ruler. If you click past the decimal tab on the ruler’s tab alignment button, keep clicking until the decimal tab button is displayed again.

3. With the text in the table still selected, drag the tab stop to new position.

2. Inserting Headers and Footers

In multiple page documents, readers often appreciate landmarks that tell them the current page, the date that you created the document, or the facts about the document.

You can enter text or graphics in a header or footer to identify the contents of each printed page in multiple page printouts.


A Header automatically display specified text or graphics at the top of every page.

A footer automatically display specified text or graphic at the bottom of the every page.

Headers or footers also give a document a more professional appearance. They are especially useful in reports.


1. Click View Header and Footer

2. Type your text A quick way to insert the title of your document in a header

or footer is to click the Insert Auto Text button. If you want to change the text , this entry is automatically updated to display the new name.

3. Press Tab key twice. Pressing tab key twice moves the insertion point to the right

of the box. The present tab let you quickly position information in the far left, center, and far right of the boxes.


4. Click the Switch Between Header and Footer button on the header and footer toolbar.

The action switches you from the header box to the footer box. Now the view changes as Word shifts to the bottom of the page and open an empty footer box.

5. Type your text or choose Insert Auto Text button.6. Click the Close button on the Header and footer

toolbar. The header and footer toolbar disappears, and you return

to normal view. An easy way to check the general appearance of headers and footers is to use Print Preview.


7. Move the insertion point to the top of the document; then click the Print Preview button.

8. Click the multiple page button on the Print Preview tool bar, and then drag across the first two panes in the grid to display the first two pages of the document.

In print preview mode, you can see the location of document text and the location of headers and footers.

If you wont to remove the header and footer from the first page of document you shuld displaying a blank foother and header on the first page.

9. Click file page setup to display page setup dialog box. Then click the layout tab.

Use the layout tab of the page setup dialog box to control appearance of more than one header or footer in document.

10. Select the different first page check box on the layout tab then click ok.

This option ensures that the first page uses a different header and footer than other pages in the document. You are not going to specified any text for this special header or footer; so none will appear on the page.


11. Look at the pages again to see that the header and footer no longer appear on the first page.


You might need, however, to display more than two different header or footer in your document. In these cases, you divided your document in to sections. And then insert the desired headers and footers as need.

A section is a portion of a document in which you set specific page formatting options. Unless you insert section breaks, Word considers the entire documents to be in a single section.

3. Inserting Section Breaks and Editing Headers and Footers

To Insert Section Breaks:

1. Place the insertion points at the top of the document

If you install different first page header and footer option you should remove it. Click file page setup and click the layout tab. Click the different first page option to clear the box.

2. Keeping the insertion point in front of the document heading, click Insert Break to display the Break dialog box.


3. Click the next page options in the section break types portion of the dialog box and click ok.

Not that the status bar indicates the insertion point is positioned on the pages two and in the second document section.

4. Press CTRL + HOME to move to the top of your document to see the double dotted line including the phrase section break to indicate the section break location.


To Edit Header and Footer:1. Double click the gray header to switch into the header and

footer view; Then delete the header entries on the first page.2. Click the switch between header and footer button then delete

the entries in the first page footer.3. Double click in the document area of the page to move back

in to the regular print layout view.4. Move the insertion point to the top of the document and click

file page setup click the leyout tab if necessary. 5. Make sure the This Section option is chosen in the apply to

section.


6. Click the vertical alignment drop down arrow chose center and click ok.

Now verify that oll the changes have been made to the title page.

7. Click the Zoom drop down arrow and click home page.

The text on the title page is centered horizontally and vertically. No header and footer appears on the page.

8. Click the Zoom drop down arrow again and click the page width option.


1. Place the insertion point at any text location on the second page. Then, check the status bar to see that you are in the second section of the document. You insert a new header in the second section.

By default, a link between exist between the section 1 and 2 headers, so you must first disconnect the link between the two headers.

4. Using Multiple Headers and Footers in a Document

2. Click View Header and Footer to position the insertion point inside the Header section 2 box at the top of page 2. Note that the phrase ‘same as previous’ located

on the top, right side of the header box that indicates the link between the headers in section 1 and 2.


3. Click the Same as Previous button on the Header and Footer toolbar to sever the link between the first and second section header boxes.

When the link is broken, the ‘Same as Previous’ button returns ‘Flat’ view and the phrase ‘Same as Previous’ is no longer displayed on the top, right side of the header box.

If you do not break the link between the current and previous header or footer, the information you place in the current header or footer will also be displayed in the previous section’s header or footer.


4. Type your text.

5. Click the Switch Between Header and Footer button to move in to section 2 footer box; than click ‘Same as Previous’ button to break the link with the first section footer.

6. Enter the footer text.

7. Click the Format Page Number button on the Header and Footer toolbar to display the page number dialog box.


8. Click the start at option, and if necessary, use the spinner arrow to change the number in the text box.

9. Move the insertion point in to section 3 header box; then click the ‘Same as previous button’ to break the link between the section 2 and 3.

10. Enter your footer text. Note that; you may have different headers, you can keep

the same footer running throughout the document.


A common problem with documents is recurring mistakes, such as a term consistently misused or a name repeatedly misspelled. Find and Replace feature helps you locate specific phrases quickly and easily; it can be a real time saver when you edit a document.

This feature searches through the document and finds every occurrence of a word or phrase that you specify. You can then use another word or phrase to replace the word or phrase for which you are searching.

5. Finding and Replacing Text

1. Place the insertion point at the beginning of the document.2. Click file edit

The find tab or find and replace dialog box is displayed. You may also display the find tab or find and replace dialog box by pressing CTRL+F

3. Type your word in the Find what text box.4. Click Find Next.

Clicking Find Next starts the search. By default, Word starts searching from the insertion point and proceeds down through the document. Word compares every word in the document with the text that you typed in the Find what text box. When the program finds a match, it stops and selects the word.


5. Continue clicking Find Next until Word finishes searching the document. Clicking Find Next continues the search through

the document. After the final occurrence, a message box tells you that Word has finished searching the document.

6. Click OK inside the message box to remove box; then click Cancel to close the Find and Replace dialog box.


7. Make sure that the insertion point is at the top of the document, than click Edit Replace

The find and replace dialog box opens again, this time with the replace tab selected. Notice that the find what text box still contains the text that you just searched.

If the word that you search for can be part of the another word, the find and replace feature highlights the larger words as well. To prevent such mismatches, select the ‘Find whole words only’ check box. This is one of the additional options displayed when you click More in the dialog box.


8. Click in the Replace with text box and type your word.

9. Click Find next Click Find Next starts the search again. When

Word stops on the first occurrence of the word, you can click Replace to replace this occurrence and continue searching for the next occurrence of the word. You can click ‘replace all’ also to replace every occurrence of the word without being asked to confirm.


10. Click Replace.

11. Continue to click Replace for all occurrences. In this find and replace procedure, Word ignored

the capitalization of the letter. ‘Match Case’ option, which limits Word to search only for words capitalized exactly as specified in the Find what text box.


One way to improve the appearance and readability of many documents is to adjust the amount of white space between section headings and corresponding paragraphs of text.

You may use the Find and Replace feature to find out and replace formatting codes that will adjust spacing between a section heading and section text.

6. Finding and Replacing Formatting

To find Formatting Codes Press Shift+F1 to change the pointer to the

‘What’s this?’ pointer. You can also click the Help menu and the click ‘What’s this?’ to accomplish this task.

Click the pointer inside the text to see a message box listing the paragraph and font formatting for the current paragraph.


3. Click the paragraph of text below your choice and note the differences in the font settings.

4. Press Esc to cancel the ‘What’s this?’ pointer and return to the normal pointer.

5. Click Edit Replace. If necessary, click More to display additional search options

You can find searchable formatting options, such as paragraph marks, tabs, and other special characters, in the Special pop-up list.


6. Place insertion point in the Find what text box. If the text remains from the previous Find procedure, it should be selected. Click special to display a list of formatting marks; then select Paragraph mark.

If the Special button is dimmed, make sure none of the other search options, such as sounds like or Find all word forms is selected.

Word attaches all information about paragraph formatting to the paragraph mark. When you change paragraph formatting with the Find and Replace dialog box, Word attaches the specific characteristics that you identified to the paragraph.

A symbol representing paragraph mark (^p) appears in the Find what box.


7. Click format in the find and replace dialog box to display the format list. Then click Font to display the Find Font dialog box.

Word searches for the attributes you select in the Find Font dialog box. Notice that the check marks under Effects are grayed out, Word does not consider the area’s attribute during search. If you select one of those boxes, Word searches for text containing the corresponding attributes. If you clear a check box, Word searches for text that does not contain the corresponding attribute.


8. Choose your searching font and style in the list and then click OK. Now that you have told Word what to look for,

you must tell it what to change when it finds a paragraph with this formatting. When you click OK, the find and replace dialog box returns.


To specify Replacement Formatting1. Click in to Replace text box; then click Paragraph

Mark from the special pop=up list.2. Click paragraph from the Format pop-up list to

display the Replace Paragraph dialog box. If necessary click the indents and spacing tab.

3. Set to adjust the spacing between paragraphs.4. Click replace all.

When Word finishes replacing the headings, a message tells you how many replacement made.


When working with long documents, it can be quite tedious to scroll through each page to find a particular line of text or text formatted in certain manner. You can use the Find dialog box to locate a specific part of your text, but if you need to make an edit, you must move out of the dialog box and into the document to make correction.

Navigator buttons the three buttons beneath vertical scrollbar can be used to quickly move among similar document locations, such as headings.

7. Browsing Through Document

1. Place the insertion point at the top of the document.

2. Click the Select Browse Object button located below the vertical scrollbar to display the grid of browse choices. Rest the pointer on a button in the grid to display

a Screen tip indicating what object type will be selected when you click the button.


3. Click the find button to display the find and Replace dialog box. If necessary, click the Less button to reduce the size of the dialog box.

4. Click Find next to move the paragraph.5. Move the pointer over the paragraph mark below

and click twice to display the insertion point in the document. The first click activates the document; the second click positions the insertion point.

You are now ready to make the edit the document and return to the Find dialog box.


6. Delete the paragraph mark. This reduces the space between the heading and the text

and improves the document appearance.

7. Click find next To make the next correction you would need to leave the

Find dialog box again and enter the document.

8. Close the Find dialog box

9. Delete the paragraph mark


The navigator buttons are useful for browsing through your document; there are times, however; when you know just the location where you need to start working. In these instances, you may prefer using Word’s document Map or the Go To feature.

8. Moving to Specific Document Locations

1. Click View Normal to display the document in normal view.

2. Click the document map button on the standard toolbar. A pane appears to the left of the document

window. This pane includes the document headings. You can click any heading in the left panel to jump quickly to that section.


3. Click a heading in the document map pane to move that area.

When you click a heading in the document Map pane, the insertion point jumps to that heading in the document; the heading is displayed at the top of the window, and the heading is highlighted in the Document Map.

4. Click another heading.

5. Click the document Map button again to turn off the Document Map pane.


6. Click Edit, Go To The find and replace dialog box appears with the

Go To tab selected. After you select how you want to browse in the Go To what list, the box to the right of the instructs you type a number for the category that you select.

You can use the options in the Go To what list box to move through your document in different ways. For example, you can go to a specific line or footer number.


7. Select line in the Go to what list; then click in the Enter line number text box and type line number.

8. Click Go To button The insertion point jumps to the line

9. click close to close the Find and Replace dialog box.

10. You can also open the find and replace dialog box pressing CTRl+G


cpit 102 chapter 2 using intermediate formatting techniques

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