Word Tutorial 4 Enhancing Page Layout and Design

Objectives • • XP Use continuous section break for page layout Format text in

Objectives • • • XP Create and modify Word. Art Insert and crop a

Visual Overview: Elements of Desktop Publishing © 2016 Cengage Learning®. May not be scanned,

Using Continuous Section Breaks to Enhance Page Layout XP • Continuous section breaks start

Using Continuous Section Breaks to Enhance Page Layout XP • In the Page Setup

Formatting Text in Columns XP • Text meant for quick reading is often laid

Formatting Text in Columns © 2016 Cengage Learning®. May not be scanned, copied or

Inserting Symbols and Special Characters XP • When creating documents in Word, you can

Inserting Symbols and Special Characters XP • To insert a symbol or special character:

Inserting Symbols and Special Characters XP • Word’s Auto. Correct feature automatically converts some

Introduction to Working with Objects XP • Inserting Graphic Objects – Objects used for

Introduction to Working with Objects XP • Distinguishing Between Inline and Floating Objects –

Introduction to Working with Objects XP – You can align an inline object just

Introduction to Working with Objects XP • Wrapping Text Around an Object – To

Introduction to Working with Objects XP • Wrapping Text Around an Object © 2016

Inserting Text Boxes XP • You can add a preformatted text box to a

Inserting Text Boxes XP • Inserting a Preformatted Text Box – Click in the

Inserting Text Boxes XP • Inserting a Preformatted Text Box – A sidebar is

Inserting Text Boxes XP • Changing the Text Wrapping Setting for the Text Box

Inserting Text Boxes © 2016 Cengage Learning®. May not be scanned, copied or duplicated,

Inserting Text Boxes XP • Adding Text to a Text Box – Text boxes

Inserting Text Boxes XP • Drawing and Formatting a Text Box Using the Shapes

Inserting Drop Caps XP • A drop cap is a large, capital letter that

Visual Overview: Editing Pictures © 2016 Cengage Learning®. May not be scanned, copied or

Formatting Text with Word. Art XP • To create special text elements, you can

Formatting Text with Word. Art XP • To start creating Word. Art, you can

Formatting Text with Word. Art XP • Modifying Word. Art – When resizing Word.

Formatting Text with Word. Art XP • Modifying Word. Art – The Transform menu

Working with Pictures XP • A picture is a photo, drawing, or other image

Working with Pictures XP • Inserting and Cropping a Picture – You can crop

Working with Pictures © 2016 Cengage Learning®. May not be scanned, copied or duplicated,

Working with Pictures XP • Searching for and Inserting Clip Art – Most clip

Working with Pictures XP • Rotating a Picture – Quickly rotate a picture by

Working with Pictures XP • Adjusting a Picture – The Adjust group on the

Working with Pictures XP • Removing a Photo’s Background – Removing a photo’s background

Working with Pictures XP • Removing a Photo’s Background – Select the photo, and

Working with Pictures XP • Removing a Photo’s Background – To mark areas to

Working with Pictures XP • Inserting and Editing a Clip Art Drawing – You

Balancing Columns XP • To balance columns on a page, meaning to make them

Balancing Columns © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or

Inserting a Border Around a Page XP • In the Page Background group of

Saving a Document as a PDF XP • A PDF, or Portable Document Format

Saving a Document as a PDF XP • On the ribbon, click the FILE

Saving a Document as a PDF © 2016 Cengage Learning®. May not be scanned,

Converting a PDF to a Word Document XP • To copy text from a

Converting a PDF to a Word Document XP • To open a PDF file

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Word Tutorial 4 Enhancing Page Layout and Design Microsoft® Office® 2013 Enhanced

Objectives • • XP Use continuous section break for page layout Format text in columns Insert symbols and special characters Distinguish between inline and floating objects Wrap text around an object Insert and format text boxes Insert drop caps © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 2

Objectives • • • XP Create and modify Word. Art Insert and crop a picture Add clip art to a document Rotate and adjust a picture Remove a photo’s background Balance columns Add a page border Save a document as a PDF Open a PDF in Word © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 3

Using Continuous Section Breaks to Enhance Page Layout XP • Continuous section breaks start a new section without starting a new page • Sections allow you to apply different page layout settings to different parts of a page © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 6

Using Continuous Section Breaks to Enhance Page Layout XP • In the Page Setup group of the PAGE LAYOUT tab, click the Breaks button, and then click Continuous © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 7

Formatting Text in Columns XP • Text meant for quick reading is often laid out in columns • Click the PAGE LAYOUT tab, and then, in the Page Setup group, click the Columns button © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 8

Inserting Symbols and Special Characters XP • When creating documents in Word, you can change some of the characters available on the standard keyboard into more polished-looking characters called typographic characters © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 10

Inserting Symbols and Special Characters XP • To insert a symbol or special character: – Move the insertion point to the location where you want to insert a particular symbol or special character – Click the Insert tab, and then, in the Symbols group, click the Symbol button – If you see the symbol or character you want in the Symbol gallery, click it; for a more extensive set of choices, click More Symbols to open the Symbol dialog box – In the Symbol dialog box, locate the symbol or character you want on either the Symbols tab or the Special Characters tab – Click the symbol or special character you want, click the Insert button, and then click the Close button © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 11

Inserting Symbols and Special Characters XP • Word’s Auto. Correct feature automatically converts some standard characters into typographic characters as you type © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 12

Introduction to Working with Objects XP • Inserting Graphic Objects – Objects used for illustration purposes or to enhance the page layout are sometimes called graphic objects, or simply graphics – The INSERT tab is the starting point for adding graphics to a document – After inserting a graphic object, you need to adjust its position on the page – Your ability to control the position of an object depends on whether it is an inline object or a floating object © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 13

Introduction to Working with Objects XP • Distinguishing Between Inline and Floating Objects – An inline object behaves as if it were text; like an individual letter, it has a specific location within a line of text, and its position changes as you add or delete text – You can position a floating object anywhere on the page, with the text flowing, or wrapping, around it – A floating object is attached, or anchored, to an entire paragraph—so if you delete that paragraph, you will also delete the object © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 14

Introduction to Working with Objects XP – You can align an inline object just as you would align text – You can move a floating object independently of that paragraph © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 15

Introduction to Working with Objects XP • Wrapping Text Around an Object – To transform an inline object into a floating object, apply a text wrapping setting to it – Click the object to select it, click the Layout Options button next to the object, and then click an option in the Layout Options gallery © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 16

Introduction to Working with Objects XP • Wrapping Text Around an Object © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 17

Inserting Text Boxes XP • You can add a preformatted text box to a document or create your own text box from scratch • Preformatted text boxes are professional looking and, therefore, are usually a better choice than creating your own • You can alter the appearance of a text box by using the Shape Styles options on the DRAWING TOOLS FORMAT tab © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 18

Inserting Text Boxes XP • Inserting a Preformatted Text Box – Click in the document where you want to insert the text box – On the ribbon, click the INSERT tab – In the Text group, click the Text Box button to open the Text Box gallery, and then click a text box style to select it – In the text box in the document, delete the placeholder text, type the text © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 19

Inserting Text Boxes XP • Inserting a Preformatted Text Box – A sidebar is a text box designed to look good positioned to the side of the main document text © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 20

Inserting Text Boxes XP • Changing the Text Wrapping Setting for the Text Box – A preformatted text box inserted via the Text box button on the INSERT tab is, by default, a floating object formatted with Square text wrapping – Use the Layout Options to gain more control over the exact position of the text box on the page © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 21

Inserting Text Boxes XP • Adding Text to a Text Box – Text boxes are used to present new information or to highlight a quote from the main document – A direct quote from a document formatted in a text box is known as a pull quote – You can copy the text from the main document, and then paste it into a text box – You can type text in a text box – You can insert text from another Word document by using the Object button arrow on the INSERT tab © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 23

Inserting Text Boxes XP • Drawing and Formatting a Text Box Using the Shapes Menu – A text box is considered a shape, just like the other shapes you can insert via the Shapes button on the INSERT tab – Text boxes are typically rectangular, but you can turn any shape into a text box – With the shape selected, type the text you want – You won’t see an insertion point inside the shape, but you can still type text inside it and then format the text © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 25

Inserting Drop Caps XP • A drop cap is a large, capital letter that begins the text of a paragraph, chapter, or some other document section • To open the Drop Cap menu, click the INSERT tab and then click the Drop Cap button in the Text group © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 29

Formatting Text with Word. Art XP • To create special text elements, you can use decorative text known as Word. Art • Word. Art is text in a text box that is formatted with a text effect • The outline color is the exterior color of the characters • The fill color is the interior color of the characters • You can add rounded, or beveled, edges to Word. Art, format the text in 3 -D, and transform the text into waves, circles, and other shapes © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 32

Formatting Text with Word. Art XP • To start creating Word. Art, you can select text you want to transform into Word. Art, and then click the Word. Art button in the Text group on the INSERT tab © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 33

Formatting Text with Word. Art XP • Modifying Word. Art – When resizing Word. Art, you need to consider both the font size of the text and the size of the text box that contains the Word. Art – You change the font size for Word. Art text just as you would for ordinary text – If you choose a large font for a headline, you might also need to resize the text box to ensure that the resized text appears on a single line © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 34

Formatting Text with Word. Art XP • Modifying Word. Art – The Transform menu displays options for changing the Word. Art’s shape © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 35

Working with Pictures XP • A picture is a photo, drawing, or other image • You can copy and paste pictures into a document • You can insert pictures via either the Pictures button or the Online Pictures button, both located in the Illustrations group on the INSERT tab – Use the Pictures button to insert a picture from a file stored on your computer – Use the Online Pictures button to insert clip art • After you insert a picture, it functions as an object that you can move, resize, wrap text around, and edit © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 36

Working with Pictures XP • Inserting and Cropping a Picture – You can crop part of a picture as well as use several more advanced cropping options – You can crop to a shape, which means trimming the edges of a picture so it fits into a star, an oval, an arrow, or another shape – You can crop to a specific ratio of height to width – Once you crop a picture, the part you cropped is hidden from view; it remains a part of the picture in case you change your mind and want to restore the cropped picture to its original form © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 37

Working with Pictures XP • Searching for and Inserting Clip Art – Most clip art websites include a search box where you can type some descriptive keywords to help you narrow the selection down to a smaller range © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 39

Working with Pictures XP • Rotating a Picture – Quickly rotate a picture by dragging the Rotation handle that appears on the photo’s border when the photo is selected – To access preset rotation options, click the Rotate button in the Arrange group to open the Rotate menu – To quickly rotate a picture 90 degrees, click Rotate Right 90° or Rotate Left 90° in the Rotate menu – Click Flip Vertical or Flip Horizontal in the Rotate menu to flip a picture © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 42

Working with Pictures XP • Adjusting a Picture – The Adjust group on the PICTURE TOOLS FORMAT tab provides several tools for adjusting a picture’s overall look – Some, such as the Remove Background button, only work for photos – Others, such as the Color button, provide some options that work only for photos and some that work for both photos and line drawings © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 44

Working with Pictures XP • Removing a Photo’s Background – Removing a photo’s background can be tricky, especially if you are working on a photo with a background that is not clearly differentiated from the foreground image – Start by clicking the Remove Background button in the Adjust group, and then making changes to help Word distinguish between the background that you want to exclude and the image you want to keep © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 45

Working with Pictures XP • Removing a Photo’s Background – Select the photo, and then on the PICTURE TOOLS FORMAT tab, in the Adjust group, click the Remove Background button – Drag the handles on the border to include any parts of the photo that have been incorrectly marked for removal – To mark areas to keep, click the Mark Areas to Keep button in the Refine group on the BACKGROUND REMOVAL tab, and then use the drawing pointer to select areas to keep © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 47

Working with Pictures XP • Removing a Photo’s Background – To mark areas to remove, click the Mark Areas to Remove button in the Refine group on the BACKGROUND REMOVAL tab, and then use the drawing pointer to select areas to remove – Click the Keep Changes button in the Close group © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 49

Working with Pictures XP • Inserting and Editing a Clip Art Drawing – You can insert the clip art drawing by clicking the Online Pictures button in the Illustrations group on the INSERT tab and then typing some keywords © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 51

Working with Pictures XP • Inserting and Editing a Clip Art Drawing – You can resize a drawing, apply a picture style, wrap text around it, and position it on the page © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 52

Balancing Columns XP • To balance columns on a page, meaning to make them equal length, you can insert a continuous section break at the end of the last column • Word adjusts the flow of content between the columns so they are of equal or near equal length • The columns remain balanced no matter how much material you remove from any of the columns later • The columns also remain balanced if you add material that causes the columns to flow to a new page; the overflow will also be formatted in balanced columns © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 53

Inserting a Border Around a Page XP • In the Page Background group of the DESIGN tab, click the Page Borders button to open the Borders and Shading dialog box © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 55

Saving a Document as a PDF XP • A PDF, or Portable Document Format file, contains an image showing exactly how a document will look when printed • Because a PDF can be opened on any computer, saving a document as a PDF is a good way to ensure that it can be read by anyone • All PDFs have a file extension of. pdf • By default, PDFs open in Adobe Acrobat Reader, a free program installed on most computers for reading PDFs, or in Adobe Acrobat, a PDF-editing program available for purchase from Adobe © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 56

Saving a Document as a PDF XP • On the ribbon, click the FILE tab • In the navigation bar, click Export to display the Export screen with Create PDF/XPS Document selected • Click the Create PDF/XPS Document button; the Publish as PDF or XPS dialog box opens • To save a document as a PDF and attach it to an email message in Outlook, click the FILE tab, click Share in the navigation bar, click Email, and then click Send as PDF © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 57

Converting a PDF to a Word Document XP • To copy text from a PDF file, drag the mouse pointer to select the text you want to copy, press the Ctrl+C keys, return to your Word document, and then press the Ctrl+V keys to paste the text into your document • To reuse the entire contents of a PDF, it is easier to convert it to a Word document – A very useful option with PDFs that consist mostly of text – For more complicated PDFs, the results are less predictable © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 59

Converting a PDF to a Word Document XP • To open a PDF file in Word: – Click the FILE tab to display Backstage view – In the navigation bar, click Open – Click the arrow to the right of the File name box, and then click All Files – Select the PDF file, click the Open button, and then, if you see a dialog box explaining that Word is about to convert a PDF to a Word document, click the OK button © 2016 Cengage Learning®. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 60