Today you will be learning about several functions in MS Word, which can be applied to any type of document that you may create for school, work, personal events, etc. This lesson will cover the following functions/tools: (not listed in any particular order)

• Change Case • Reverse Masthead • Styles and Formatting • Paint Brush • Footnote/Endnote • Find and Replace • Columns

• Breaks • Insert Image • Alignments • Show/Hide Button • Page Setup • Line Indents • Locking picture ratios when resizing

First you will need to download the Word_Day1.zip file. This file can be found in our Lab Files through WebCT. After going to our Lab Files, click on Lessons where you will see Word Day 1 Files listed under Week 2. Click on these words to obtain the Word_Day1.zip file. Save this file to a place on your computer where you can locate it easily. Locate the file, and then extract the Word_Day1 folder from the Zip file. To extract a folder when using the WinZip program, right click on top of the Zip file icon, select WinZip, and then select Extract To Here. The Word_Day1 folder should have the following files:

• tennis article.doc • clisters_sharapova.jpg • federer.jpg • kristof.jpg

Today you will be creating the last five pages of a tennis newsletter. You will format the tennis article.doc file to look appropriately professional, and will use Mail Merge to assist in the mass mailing of your Company’s newsletter. Now that you are ready with the appropriate files lets begin. Open the tennis article.doc file in MS Word. The first thing you notice is the title was left out. By default ymouse should be at the beginning of your article, blinking in front of the word Don’t. You will need to push the whole document down a couple lines by pressing enter twice on the keyboard. Now move your mouse back to the top of the document to type the title, Breakaway. Next press enter on the keyboard and type the author, By, Your Name. Now your document should look like the image below.

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The next thing you will need to do is to format the title of the document. First select the title, Breakaway. You can do this one of two ways. You can either right click to select the title, or you can put your mouse in the left column so the cursor turns into an arrow. When the arrow is shown, you can right click once, and then the whole line or the text will be selected. You will format the title by doing the following:

• Apply a Reverse Masthead by going to Format Boarders and Shading. Then select the Shading tab so that you can choose a color to apply. Usually a Reverse Masthead is used to apply a black background in the selected text’s “line” and turns the font white. Usually, black is chosen.

• Change the font size to 24 by using the Font Size drop-down menu located on the Formatting Toolbar. The title, Breakaway, should still be selected while doing this.

Alignment buttons

Now your document should look like the image below.

Next you will center align the title and the author text. Select Breakaway and By, Your Name, then use the alignment buttons in the Formatting Toolbar to center align the selected text. The alignment buttons are shown in the image with the Font Size drop-down menu. Now your document should look like the image below.

Next you will format the following section headers and sub-headers of your document by using the Style and Formatting button or Style drop-down menu.

Style drop-down menu

These are the headers that you will select with your mouse and apply a Heading 1 Style:

• The Men • The Women

These are the sub-headers that you will select with your mouse and apply a Heading 2 Style: (Note: These sub-headers are both located under The Men and The Women section of your document. Therefore, you will be looking for each of these sub-headers twice.)

• First Quarter • Second Quarter • Third Quarter • Fourth Quarter

Instead of always selecting the desired text, and then clicking on a Heading Style, you could use the Format Painter (Paint Brush) tool to copy a formatting from one text to another. First you select the text with the format that you want to copy. Then activate the Format Painter by double clicking on it so after use, it will not turn off. Now just right click and select the text that you want to copy the same formatting to. Another way format multiple words in different locations of your document is to hold down the Ctrl-key on the keyboard while you right click your additional selections. Next, you want to add color to certain words in your document so that it stands out for your readers. One way you could do this is to format one word and then use the Format Painter to select each additional word. However, by doing it this way, you may miss a word. Instead, you will use the Find and Replace function in MS Word to first find Sleeper. To do this, press Ctrl + f on the keyboard. Then the Find and Replace window will appear. Next, type the word Sleeper and press Find Next.

One of the words Sleeper should be highlighted and the Find and Replace window should still be open. Then click on the Replace tab so that you can tell MS Word what type of formatting you want to apply to all the text with Sleeper. In the Replace with: bar, type Sleeper again.

Then press on the More button so that you can reveal the other options for formatting. Click on Format Font, and the Font window should appear. Now choose the color blue from the color palette drop-down menu.

After selecting the font color blue, you should see that the Replace with: Sleeper’s Format is set to Font color: Blue, while the Find what: Sleeper’s Format has nothing on it. If you initially did not select the Replace with: Sleeper, by default it will format the Find what: Sleeper. If this happens, press s the No Formatting

button to start all over. Press okay. Then press the button Replace All in the Replace section. MS Word should have a window appear saying that there were 8 replacements made.

Next press OK. You can close the Find and Replace window so you can check to see that your Sleeper text was changed to blue. Now do the same thing with Semifinalist but apply a red font.

There should be a total 9 replacements. If you end up with more than 9 replacements, it is because you typed a lowercase Replace with: semifinalist. It needs to be a capital Semifinalist. Now you will change the text format of the whole document. Instead of right clicking with the mouse and scrolling all the way up, or down (depending where you begin), press Ctrl + a on the keyboard. Your whole document should be highlighted. Then use your Font drop-down menu to apply a Comic Sans font.

Since this is a newsletter, you want to apply columns to your document. However, you know that you will be adding a detachable form for your readers to mail in to you if they choose to do so. You do not yet know what will be written, or what it may look like so you will apply continuous break so that when columns are applied, it will not affect the whole document, just the selection. To do this, go to Insert Break, and the Break Window should appear.

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After applying anytype of breayou may not see where ilocated and may think that you did not insert a break. To reassure yourself that a break does exist, use the

Show/Hide button, or the paragraph symbol-looking button in your Standard Toolbar to activate paragraph marks and to reveal where breaks are located.

If you are unable to locate the Show/Hide button, you may have to activate it by going to the Standard Toolbar drop-down menu, and then selecting Add or Remove Buttons Standard Show All.

Now you are ready to format columns to your document. Put your cursor after the question mark (?) at the end of the document. When doing this your cursor should be blinking between the question mark and the continuous break. Now click and drag upward to select all of the text before the continuous break. Next, go to Format Columns.

The Columns window should open up. Apply the following changes to the Column formats:

• Select Two • Change the Spacing to 0.3 either by typing it in, or using the up and down arrow buttons • Make sure that it says Apply to: Selected sections

When you are finished, press OK. After applying columns, you should notice that only that area above the continuous break has rulers that show columns while

the spacing below the continuous break has a horizontal ruler that shows “one column” or a “regular page” with no column formatting.

The next think you want to do is to add pictures so that it gives a little color to your document. To insert pictures, you select Insert Picture From File. There are three

pictures that you will be inserting in your document. The first picture will be of Roger Federer,

and you will insert this picture on Page 1, underneath the text Semifinalist: Roger Federer. The file name is federer.jpg. When the Insert Picture window opens, by default it will take you to your My Pictures folder. If you have saved the Word_Day1 folder to a different location, you will need to use the drop-down menu to go to that destination.

The next picture you will insert is of Kristof Vliegen on Page 3. The kristof.jpg image should be inserted underneath the text Sleeper: Kristof Vliegen . The tall… Just like how you inserted federer.jpg. The last image that will be inserted into your document is called clisters_sharapova.jpg. This image file will be inserted on the same page as the kristof.jpg image, except you will insert it under the text Semifinalist: Maria Sharapova. Your page should look like this after inserting the image.

You decide that you want Kristof to be facing the other way, so you need to flip the image horizontally but still keeping the image ratio consistent with the original dimensions. In order to do that, first double click the kristof.jpg image and change the layout to Square. Nowresizing nodes should be whitecircles. Place your mouse over a corner node so that there two-sided arrow that points in

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an angle. Then hold the Ctrl key, and right click the white corner node and drag your moushorizontally to the other side. While doing this you should see an anchor appear on the side of the image so that the image stays in place. You will also see a dotted square outline on your image and it will shrink and expand as you completely move the mouse horizontally to the other side of the image. After letting go of the mouse and Ctrl key, your image should be flipped horizontally. You can also flip it vertically by dragging your mouse to an upper corner instead of horizontally (if starting from a bottom resizing node).

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Next you notice that there are a few unfamiliar player names, and you want to add a little snippet of information for your readers to know a little about them. So you will insert a footnote after the text Semifinalist: Jelena Jankovic. This text is also on Page 3. Place your mouse at the end of this text and then go to Insert Reference Footnote. You want to use the asterisk as a custom symbol since you will only be inserting one footnote. Make sure that it says Apply changes to: This section. Press Insert. Next, your cursor should be taken to the bottom of the page where the footnote will be inserted. Now type the text Serbian player with 4 career titles.

A footnote is a reference that is inserted at the end of the page, while an endnote is inserted at the end of the whole document. If you were to insert an endnote, you would still go to Insert Reference Footnote. All you will need to do is to change the selection of a footnote to an endnote.

Footnote

Next you will create the detachable form to be addressed to your readers. Place your cursor on the second Show/Hide symbol (paragraph symbol) that is after the continuous break. Now type the following italicized text: Dear <customer>, We have just recently installed a new online payment system to allow you faster payment service. If you would like for us to create an account for you, please detach the form below and mail it with a stamp. Sincerely, Your Name Now you will add a horizontal and dotted line to separate the letter you just wrote to your customer, and then to show where the detachable line will be. To insert a horizontal line, place your cursor above Dear. Press the dash ( - ) key three times ( - - - ) and then press enter on the keyboard.

Next you will apply a dashed line to be placed underneath Your Name. Place your cursor underneath Your Name and then open the Borders and Shading window (Format Borders and Shading).

Make sure the Borders tab is activated. Select a dashed style line. Then you are going to uncheck (right click once) the top border and the right and left border that is pictured in the preview area. Now you should only have a dashed line in the preview located at the bottom. Also, make sure that it says Apply to: Paragraph. Press OK.

A dashed line should appear below your “paragraph” or below Your Name.

The last thing you will be creating is the self addressed form and a textbox to show where the stamp should go. You may not have two Show/Hide symbols showing like the image above. In order to activate your lines, place the mouse below the dotted line, and double-click your mouse. Now you can create the self addressed form. On the second Show/Hide line, you will type the following italicized text: <first> <last> <address> <city> <state> <zip> The Tennis Company 1432 Orange Lane Austin, TX 96817 Normally, you don’t see the addressee part of an envelope left aligned. Instead of hitting tab or the space bar, because the alignments may not be the same, you will use your First Line Indent. Now select the three lines of the addressee:

The Tennis Company 1432 Orange Lane Austin, TX 96817

Then while it is selected, you will left-click over the First Line Indent (the arrow with the point down) in the horizontal ruler, and drag it between 2 and 3 inches. The selected text should still look left aligned, but the lines begin about

in the middle of the page like the image below.

The next thing you will create is a text box with the text Place Stamp Here to appear in the top right corner of your form. At the bottom of your screen you should have a drawing toolbar. If not then go to View Toolbars Drawing. Select the textbox icon. The icon looks like a mini-one page document with a capitalized A in the top left corner. When you activate your Text Box, it will open the drawing canvas which may or may not shift around things in your document Don’t worry about it. As long as you do not draw the text box inside of the drawing canvas, it will go away.

So anywhere outside of the canvas draw a rectangle that would be similar in shape to a stamp.

After letting go of the mouse, you will have a text box, and the canvas area will disappear. Inside of the text box type Place Stamp Here. Initially you may not be able to see all of your text, so you may need to increase the size of the text box. Now, center align everything in your textbox

in two steps. Initially your text box place holder shows diagonal lines. If you click on the place holder once, it will change to dotted lines. Dotted lines mean that when you apply a format, everything in that place holder will be affected. It’s like pressing Ctrl +a to select all in a document. So change the diagonal lines to dotted lines. Then using your alignment buttons, center align your text. Now move your stamp place holder in the upper right hand corner. And now your form looks complete.

Now you realize that you don’t really like how the title looks as Sentence case. You decide that you want all the letters to be capitalized. So go back to the top of your document. Either scroll up, or press PgUp on the keyboard until you reach the first page. Select the title Breakaway and then go to Format Change Case.

A Change Case dialog window will appear. Choose UPPERCASE and press OK. Now the title should be all capitalized.

Lastly, change the left and right margins to 1 inch instead of the default 1.25 inches. You can do this one of two ways.Either go to File Page Setup or

press

Alt +f +u on the keyboard. Make the appropriate changes and press OK. Now you are done.