Chapter 2 Advanced Word Processing
Chapter Outline
Character Formatting
Tabs
Paragraph Formatting
Borders
Hanging Indent
Headers & Footers
Print Layout View
What’s wrong with this document
Review of Menus
Character Formatting
You can format your characters in any way that you want. Each character can be different. You simply highlight the character(s) that you want to change and then make the change(s).
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hat can YOU do to make the world a better place? After all it starts with you! Only you can make a difference.
Here I used most of the features that I can think of! A lot of the features can be found in Format, Font... and all are under Format.
Font -
is the style of the letter that you have chosen. This can easily be changed by
using the toolbar 
or by choosing Format, Font ….
Drop Cap - Allows you to have the ‘W’ in this case to be a larger size and drop down a few lines. Format, Drop cap ....
Larger Size - The rest of ‘what’ I
simply made to a larger size. The easiest way to do this is from the formatting
toolbar 
by clicking the down arrow and choosing the
size that you want. You can also use Format,
Font .... Here I used a font size of 14 pt. The larger the font
size the larger the characters. There are 72 points per inch in WORD.
Bold - is always an option that is available on
the formatting toolbar 
or Format,
Font ....
Superscript - ‘can’ is raised above the center of the
line so therefore it is in superscript. Normally you use superscript for mathematical
formulas and footnotes. I was being creative here. Think of superscript as
superman above. Superscript is found in Format,
Font ....
Change Case - ‘you’ was simply typed in lower case letters and I decided to have them as all capital letters. Instead of retyping them I simply highlighted the word you and chose Format, Change Case ....
Underline - is
an option that is easily available from the formatting toolbar 
or Format,
Font ....
Subscript - ‘make’ is lowered below the center of
the line so therefore it is in subscript. Normally you use subscript for
mathematical formulas. Again I was just being creative here. Think of subscript
as a submarine below. Subscript is found in Format, Font ....
Small Caps - is
a neat feature that makes capital letters the size of lower case letters. ‘The’
is in small caps, a feature found in Format,
Font ....
Italics - is an option that is easily available
from the formatting toolbar 
as well as Format, Font ....
In the case of the word better I fooled around and mixed the different effects all in one word! So do not feel that you have to format an entire word the same way. With a word processor you can create many different effects[1].
As you experiment with the many things that
you can do, let me tell you about the Undo feature. The undo feature will undo
whatever you last did. So if you format a word and do not like it, simply
choose Edit, Undo or
the toolbar button 
.
Be careful with using the undo feature as you may undo more than you planned!
The safest
thing to do is to save your document before you make
changes. This way if you do not like the changes you have made, simply close
the document and DO NOT save the
changes. This is a sure fire approach that works for all software packages.
However, the Undo feature can be very handy to use. Try it a couple of times
and look at the redo/repeat[2] 
feature as well.
Tabs
In the last chapter we briefly mentioned setting a tab stop. Let’s take a closer look at tabs and how to use them correctly. For starters when using tabs you need to have a left aligned paragraph. Tabs are a paragraph formatting feature, which means they are in place for the entire paragraph. As with most everything else if you want to change the tab stops for several paragraphs at once you must highlight all the paragraphs. Lastly you never hit ‘tab’, ‘tab’ but instead only hit the tab key once and then set the tab stop. The reason that you use a tab instead of aligning the information with the use of the space bar, is that when you print your document it may not line up correctly, where as with the tab it will.
Let’s look at the tab dialog box and go over it in detail. You can see this dialog box by choosing Format, Tabs…. I have already set four tabs and they can be seen on the ruler Figure 3 or the dialog box Figure 2. The Tab Stop Position: the text box is where you would type in the number for your tab stop. I have set tabs at 0.5”, 2.5”, 3.5”, and 4.5”. You can see these tabs listed in the list box. If you need to change a particular tab setting you would click on the tabs position in the list box and that would automatically place the position in the text box. You can then make the change desired. The tab position is measured from the left margin. You do not need to type the “ mark.
You need to pick an alignment for your tab stop. They are pretty self-explanatory as you can see on the ruler. When you have a left tab you can see how the L (in Left) is aligned with the tab stop, in comparison with a right tab you see the t (in Right) is aligned with the tab stop. Notice that between the nt in Center is aligned with the tab stop. If you are setting a tab for a numerical value use a decimal tab even if you use whole numbers. You can see that 1.0 the decimal is aligned with the tab stop. If there is no decimal the computer assumes it is at the end of the number. The computer knows where the decimal would be and will align your numbers up correctly.
In the above examples I have not used a tab leader in any of the tab stops, so for now just choose none. We will talk about these in a few minutes.
There are three new command buttons, Set, Clear, and Clear All. If you want to set or change a tab stop you must choose Set BEFORE you choose OK; otherwise no changes will take place. Clear will clear or delete the tab stop that is located in the position text box. Clear All will clear all of the tab stops. You can clear a tab with your mouse by clicking and dragging the tab mark above the ruler and letting go of the mouse button. After you have Set or Cleared then you may choose the OK button if you are done.
You can set the Default Tab Stops: if you need to. Simply use the arrows to scroll until you get to the number you are interested in; or just type it in the text box. Currently the default tab spacing is at 0.5”. You will notice Figure 3 on the ruler that the only default tab marker showing is at 5”. When you set a tab stop it automatically deletes any default tab stop before it. For example if we set a tab stop at 3” there will be no default tab stops before 3” inches, the first default tab stop would be at 3.5”.
Looking
at the ruler you will notice the tab alignment button on the far left. Currently this is the
tab marker for a left aligned tab. If we click with our mouse to set a tab stop
on the ruler it will be a left aligned tab. To change this we can click on the
tab alignment button and get any one of the four different tab alignments as
shown in Figure 4. These are the same marks that are shown on the ruler.
A Tab Leader is a line that will go from the place you hit the tab key to the specified tab stop. Look at the ruler in Figure 5 and you can see I have a left aligned tab stop set at 4”. Each line is a separate paragraph as well as a different tab leader so that you can see several types. You will notice that I put a space (by hitting the space bar) before I hit the tab key. I will often do this before and after I hit the tab key for cosmetic reasons; I think it looks better. You obviously will need to decide for yourself. Tab leaders are commonly used on a table of contents page.
Let’s
look at a couple of examples of when you would use tabs. In Figure 6 I
wanted to make a simple list of students and their grades. I simply set a
center tab at 2” for all the paragraphs. When making a table like this you will notice that each line is a
separate paragraph.
When writing a letter using this common format as shown in Figure 7, you want to be sure and align your heading with your signature. You should use indent settings and NOT a tab setting.
You will notice in Figure 8 that I used the indent for the first column and tab settings for the next two. It is not wrong to use a tab twice or even three times on the same line as long as they are not one after the other. I have used left aligned tabs to set up my columns for Kitchen and Bathroom. You will notice that my title is not tabbed at all, but is a center aligned paragraph. You should also notice that my headings are tabbed a little to the left. I had to set the heading tabs different from my table. I do this because I like the look. Your headings can be the same tab stop if you want. Often times I will use a center tab stop for my headings.
Sometimes you will want to have text both left aligned and right aligned on the same line. The only way to do this is to set a right aligned tab at the far right of the ruler. In this example Figure 9 I wanted the date to be right aligned. You do have to be careful because if you change your margins the date will not be right aligned at the margin anymore and you will have to manually move the tab mark. You can easily move the tab marks by using a click and drag motion with the mouse.
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Let’s look at some examples that have been done incorrectly and talk about why. In Figure 10, the student grade list, I incorrectly used the tab key twice in a row and used the space bar to move the letter grade over. In Figure 11 I simply highlighted the whole thing and changed the font from Times New Roman to Arial. You can see that Bonnie’s grade jumped way over to the right. Had I used the tabs correctly I could have made this change without a problem. Now I have to go back and edit this to make it look it right.
In Figure 12, I have repeatedly hit the tab key to align the information at 4 inches. If I decided to change my font size the same thing will happen as it did before.
A common error in using tabs is to set too many. You should delete any unnecessary tab stops. In Figure 13 I only wanted a right tab stop at 2”. I was click happy with my mouse so I have two extra tab stops! You should delete the extra tabs by click and dragging them above the ruler.
Paragraph Formatting
When
you create a table using tab stops, you will want to keep the table together on
one page. Often times what will happen is that the middle of your table falls on
the page break. There is a paragraph formatting feature that can keep your
table all on the same page automatically. We need to look at the Text Flow,
which is part of the paragraph dialog box. To get the dialog box as shown in
Figure 14 choose Format, Paragraph ....
The options I want to talk about are Keep Lines Together and Keep with Next. The other options are not in the scope of this course but you can simply choose help and read about them; they may be important to you.
Keep Lines Together is used to prevent a paragraph from breaking in two parts at the page break. If you format your paragraph as keep lines together, then if that paragraph is split in two with half of it on one page and half of it on the next page[3] this feature will automatically move the entire paragraph to the next page. This is useful if you are typing a quote and would like to keep this information together. It pays to format the paragraph regardless of where it is in relation to the page. This is because you may make revisions to your document that would push the quote over the edge of the page and you may not notice it. If you start to use columns (next chapter) keep lines together will cause the text to go to the next column.
In the case of a table, each line would be a separate paragraph. In this case we simply highlight all but the last paragraph and format these as Keep with next. This will keep all the paragraphs together automatically moving the whole group to the next page. The reason that you do not highlight the last paragraph is because the feature is keep with next, and you do not care if the following paragraph goes on to the next page since it is not part of your table.
Word processors allow us to format text in most any way that we want. We can also format the paragraph in various ways to make them stand out. There are several things that we can do. It is common to take a quote and have it look something like this quote in Figure 15.
The first thing that I notice is that the paragraph is all in italics. Instead of having a left-aligned paragraph I chose to use a full justified paragraph meaning both the left and right sides are smooth. I do not recommend having an entire paper with full justification, as it is harder on the eyes than plain left alignment. I have also used a smaller sized font. The other main difference is the paragraph indents. I have set the normal 0.5” first line indent[4] but I have also set the left indent to 1” and the right indent to 1”. You can easily see this on the ruler for this paragraph as shown in Figure 15.
To
format this paragraph, simply put the cursor on the paragraph that you want to
change[5] and
choose Format, Paragraph
.... Then set the left indent to 1”, the right indent to 1” and the first
line indent to 0.5” as shown in the dialog box Figure 16. Also notice that
I have set the Line spacing and the paragraph alignment as well.
Borders
Another new feature is putting a border around a paragraph. You can specify a border on just the top, bottom, left, right, or any combination. Choose Format, Borders & Shading ... to get the dialog box Figure 17.
Most of the dialog box you should be able to understand without any further explanation. If you want a border all the way around your paragraph you simply choose the preset box border. You can then change the width of the line, the distance the border is from the text, and the line style; whether it is a solid line, double line, or a dashed line. We have not discussed color yet but I am sure you can figure out how to change the color of your borders. Here is a border around an entire paragraph.
Border around the paragraph!
I
would like to talk a little about the Border
section of the dialog box. This is the section in which you can specify a
border for the different sides individually. You will notice several shapes (
) around the
sample text. If you click between these marks it will put the border type that
you have specified between the two marks.
If you click between the lines again it will remove the border. You can
have each border different. For example, you could have a single line on the
top and a double line on the bottom. The border section would look like
Figure 18. It can be a little tricky but after you try it a few times I
think you will get the idea.
Remember that borders are a paragraph feature and if you want the border to be smaller in size you will need to change your left and right indents. The following border is around a paragraph that has both the left and right indent set to 2”. The paragraph is also centered. The border is a little smaller than the previous example.
Border again.
Hanging Indent
In the last chapter we talked about setting your first line indent at 0.5” to start your paragraphs. You can set your first line indent to -0.5” and your left indent to 0.5” to create what is called a hanging indent. You would use this format for a bibliography.
When
you choose Hanging it automatically makes the first line a
negative number, therefore you choose 0.5”. This will also automatically set your
left indent to 0.5”. Let’s look at the paragraph dialog box Figure 19 as
it would look for a hanging indent. Your left indent is set to zero but if you
look at the ruler it will be set at 0.5” (the word Hanging takes care of it
all).
We simply choose Special, Hanging, and put the By to 0.5”. In the old days this was done by setting the left indent to 0.5” and the first line indent to ‑0.5”. In either case this is what the ruler displays so that is why I am telling you. Here is an example Figure 20 of a hanging indent and what the ruler would look like.
You will notice that the second line is spaced over to the 0.5 mark on the ruler and the first line is -0.5” from the left indent. Remember the first line indent is measured from your left indent. Another example of a hanging indent would be a bulleted[6] item on your resume Figure 21.
To create the bullet choose Insert, Symbol and look for the bullet symbol l. You can change the size by highlighting the bullet and change the size like you would for any font. Another way is to use Format, Bullets and Numbering. Try looking in Help, it is really easy to do. You may need to also look at the Customize command button when using bullets and numbering (play around with it to see what happens).
Now you can create a hanging indent larger than 0.5 inches. In Figure 22 I have set the hanging indent to 1”. If I read the ruler, I have a left indent of 1”, a first line indent of -1” and I also have set a left tab, with a leader, at 0.63”[7]: This example also uses several forced line breaks to keep all the lines as one paragraph.
A Forced Line Break is used when you want to continue the same paragraph but on a new line. This is done by pressing Shift+Enter. The non-printing character for a line break looks like this ¿. There are not many times that you need to use a line break but I have used them on the sample above. You may find that you need to use one sometime.
When you create a bibliography, you need to start a new page. You can force a paragraph to start a new page by inserting a page break. The easiest way to do this is by pressing Ctrl+Enter. I do not recommend using a forced page break except for your bibliography page. A forced page break does not conform to the basics of word processing. In the pursuit of using less paper use your judgment as to whether it really is worth the paper to have your bibliography page all by itself. It may be feasible to simply set space before to 18 or 24 pts. to set the bibliography by itself, thereby saving a piece of paper.
Headers & Footers
A lot of times you want to insert page numbers in your document. This is best done with the use of a Header or Footer. A header will show up on the top of every page. A footer will show up on the bottom of every page. You can suppress the header and footer so they do not show on the first page. If you want to have only page numbers, all you need to do is to choose Insert, Page Numbers.... This will give you the dialog box as shown in Figure 23.
This
will automatically create the footer with the page number code right justified. You do have the option of
having the page numbers in the header as well. Simply choose the Position list box and choose header. There are several
different alignment types and the easiest way to describe them is to choose the
one you want and look at the preview to see where they come out.
If you choose the Format... command button you can then specify whether you want 1, 2, 3 or A, B, C, or I, II, III, etc. This is also where you would specify what you want the first page number to start with. For example, each chapter of this book is a separate file; however the page numbers are all in order. I simply look to see how many pages the first chapter is and then start the second chapter on the next number.
In order to see your header and footer you need to look in print preview. There is another way to see your header and footer and that is to choose View, Header & Footer. This will gray out your text and show you the header at the top like shown in Figure 24.
You can also use the Header and Footer toolbar buttons shown in Figure 25 to switch back and forth from header to footer and page to page. The first button switch between header and footer will switch you to your footer. I find it easier to use the page numbers here instead of the menu option Insert Page Numbers. I believe it gives me more flexibility.
You are not limited to page numbers for your header and footer as you can put most anything in the space provided. The space for the header or footer can also be enlarged by typing the information and hitting the enter key. It will automatically adjust the header and footer space. A common style for research papers is to put your last name and the page number all right justified in the header and to suppress the header on the first page[8].
If you choose File, Page Setup Layout, you will get the dialog box shown in Figure 26. Notice the two check boxes under the Headers and Footers group.
Different Odd & Even enables you to put a different header/footer on the odd pages (1, 3, 5 etc.) then you have on the even pages (2, 4, 6 etc.). Notice this book. On the odd pages the page numbers are on the right side and the even pages they are on the left side. In Figure 27 you can see the even page header. You will need to pay attention to the what header you are on. The border is simply 10 pt. from the text on the bottom only and is inserted the same way as any other paragraph.
Figure 28 shows the odd page header. Keep in mind that most likely anything that you can do in a regular paragraph you can do in the header and footer sections as well. These figures show only the header but the footer section would also indicate whether it was odd or even.
Different First Page will give you a different header/footer on your first page Figure 29. After all the first page is probably a cover page or title page and you really do not want a header or footer on that page. Sometimes you may want your first page header/footer to be a larger font (i.e. newsletter) or different shading features or whatever (or possibly a different one).
Remember that a header/footer is a section formatting feature so each section in your document can be set up differently. If you are having trouble with your header/footers not changing like you think they should, look to see if it is a section problem. One section problem may deal with Same as previous, Figure 30. Same as previous will have this header/footer exactly the same as the section before it. You will notice the Same as Previous toolbar button is pushed in as well the text on the right. To turn this off, simply click the toolbar button.
Print Layout View
We have always been looking at our document in what is called Normal View. Then we switched to Header and Footer view to see our headers and footers while our text was grayed out. There is another way to view your document that is often used and it is called Print Layout View. You can choose this by choosing View, Print Layout. Print layout view will show you your Header and Footers but they will be grayed out. Print layout view is similar to print preview in that it will show you your margins on the screen. As you scroll down your document you will see the bottom of the page and then the top of the next page. Each view has its own advantages and disadvantages. Up to this point either way is just as good as the other. If you do not like print layout simply change back to normal. How you view your document does not change anything in the document. It is still the same paper; you are just looking at it in a different way.
What’s wrong with this document
Looking at Figure 31 we can see that the typist word-wrapped to the second line but hit the tab key to create the hanging indent.
It looks okay but if we decided we want to change the font from Times New Roman to Arial look at the results in Figure 32!
The tab is still there only it is in the wrong place. Again if you are going to do a job you might as well do it right the first time instead of having to go back and fix it later.
One last example is in Figure 33. What is wrong with the following borders?
This looks harder than it really is. The second paragraph is not indented the same as the other ones. Check the paragraph indents for the third paragraph to see what they are on the ruler (as shown above). Then fix the second paragraph to match. There is another way to fix this problem and I will try to explain. Borders and tabs are both paragraph formatting features in which the format feature is for the entire paragraph. These paragraph formatting features are embedded in the paragraph mark symbol. If you highlight the paragraph marker for the third paragraph and copy it, then highlight the paragraph marker for the second paragraph, and paste, you will replace the paragraph formatting feature. Try it a few times until you understand what I mean.
Review of Menus
Menu Pull Down Menu Key Board Toolbar
Edit
Undo Ctrl+Z
Redo/Repeat
Ctrl+Y 
View
Print
Layout 
Header and Footer
Insert
Break
Page Break
Page Numbers
Position
Alignment
Format
Number Format
Start At
Symbol
Format
Font
Font
Style 
Bold Ctrl+B 
Italic Ctrl+I
Underline Ctrl+U 
Size 
Format
Tabs
Tab Stop Position
Alignment
Left 
Center 
Right 
Decimal 
Leader
Set
Clear
Clear All
Setting and moving Tabs with Mouse on Ruler
Format
Drop Cap
Format
Paragraph
Text Flow
Keep Lines Together
Keep with Next
Indents & Spacing
Left Indent (grab square) 
Right Indent 
Special - Hanging Indent 
Format
Borders and Shading
Borders