microsoft office assignments
wshna1
131504969-t-1-0137032579officeb.pdf
with Microsoft®
Office 2010 V O L U M E 1
P E A R S O N T O W N S E N D FERRETT H A I N V A R G A S
with M i c r o s o f t
Office 2010 V O L U M E
T O W N S E N D I FERRETT I H A I N I V A R G A S
Prentice Hall Boston Columbus Indianapolis New York San Francisco Upper Saddle River
Amsterdam Cape Town Dubai London Madrid Milan Munich Paris Montreal Toronto Delhi Mexico City Sao Paulo Sydney Hong Kong Seoul Singapore Taipei Tokyo
Library of Congress Cataloging-in-Publication Data Townsend, Kris. Skills for success with Office 2010 / by Kris Townsend.
p. cm. ISBN 978-0-13-703257-0 (alk. paper) 1. Microsoft Office. 2. Business—Computer programs. I, Title.
HF5548.4.M525T692 201 I 005.5—dc22 2010016531
Editor in Chief: Michael Payne AVP/Executive Acquisitions Editor: Stephanie Wall Product Development Manager: Eileen Bien Calabro Editorial Project Manager: Virginia Gitariglia Development Editor: Nancy Lamm Editorial Assistant: Nicole Sam AVP/Director of Online Programs, Media: Richard Keaveny AVP/Dircctor of Product Development, Media: Lisa Strife Editor—Digital Learning & Assessment: Paul Gentile Product Development Manager, Media: Calhi Projitko Media Project Manager, Editorial: Alana Coles Media Project Manager, Production: John Cassar Director of Marketing: Kate Valentine Senior Marketing Manager: Tori Olscn Alves Marketing Coordinator SI/<<I« Osterlitz
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Credits and acknowledgments borrowed from other sources and reproduced, with permission, in this textbook appear on appropriate page within text. Microsoft' and Windows* are registered trademarks of the Microsoft Corporation in the U.S.A. and other countries. Screen shots and icons reprinted with permission from the Microsoft Corporation. This book is not sponsored or endorsed by or affiliated with the Microsoft Corporation. Copyright © 2011 Pearson Education, Inc., publishing as Prentice Hall. All lights reserved. Manufactured in the United States of America. This publication is protected by Copyright, and permission should be obtained from the publisher prior to any prohibited reproduction, storage in a retrieval system, or transmission in any form or by any means, electronic, mechanical, photocopying, recording, or likewise. To obtain permission(s) to use material from this work, please submit a written request to Pearson Education, Inc., Permissions Department, Upper Saddle River, New Jersey, 07458 Many of the designations by manufacturers and seller to distinguish their products are claimed as trademarks. Where those designations appear in this book, and the publisher was aware of a trademark claim, the designations have been printed in initial caps or all caps.
P r e n t i c e H a l l is an imprint of
P E A R S O N www.pearsonhighered.com
1 0 9 8 7 6 5 4 3 2
1 S B N - I 0 : 0 - 1 3 - 7 0 3 2 5 7 - 9
I S B N - 1 3 : 9 7 8 - 0 - 1 3 - 7 0 3 2 5 7 - 0
Contents in Brief
Common Features C h a p t e r 1 C o m m o n Features ot Office 2 0 1 0 2
More Skills 26
Word C h a p t e r 1 C r e a t e D o c u m e n t s with Word 2 0 1 0 3 0
More Skills 5 4 C h a p t e r 2 Format a n d Organize Text 6 4
More Skills 88 C h a p t e r 3 Work with G r a p h i c s , Tabs, a n d Tables 9 8
More Skills 122 C h a p t e r 4 Apply S p e c i a l Text, P a r a g r a p h a n d
D o c u m e n t Formats 1 3 2 More Skills 156
Excel C h a p t e r 1 C r e a t e Workbooks with Excel 2 0 1 0 1 6 6
More Skills 190
C h a p t e r 2 C r e a t e Charts 2 0 0 More Skills 224
C h a p t e r 3 M a n a g e Multiple Worksheets 2 3 4 More Skills 258
C h a p t e r 4 Use Excel Functions a n d Tables 2 6 8 More Skills 292
Access C h a p t e r 1 Work with D a t a b a s e s a n d
C r e a t e Tables 3 0 2 More Skills 326
C h a p t e r 2 M a n a g e D a t a s h e e t s a n d C r e a t e Q u e r i e s 3 3 6 More Skills 360
C h a p t e r 3 C r e a t e Forms 3 7 0 More Skills 394
C h a p t e r 4 C r e a t e Reports 4 0 4 More Skills 428
PowerPoint C h a p t e r 1 Getting Started with PowerPoint 2 0 1 0 4 3 8
More Skills 462 C h a p t e r 2 Format a P r e s e n t a t i o n 4 7 2
More Skills 496 C h a p t e r 3 E n h a n c e P r e s e n t a t i o n s with G r a p h i c s 5 0 6
More Skills 530 C h a p t e r 4 Present D a t a Using Tables, Charts,
a n d Animation 5 4 0 More Skills 564
Integrated Projects C h a p t e r 1 Integrating Word, Excel, A c c e s s ,
a n d PowerPoint 5 7 4 More Skills 598
C h a p t e r 2 More I n t e g r a t e d Projects for Word, Excel, A c c e s s , a n d PowerPoint 6 1 0 More Skills 634
Glossary 646
Index 654
Contents in Brief iii
Table of Contents
C o m m o n F e a t u r e s C h a p t e r 1 C o m m o n F e a t u r e s of O f f i c e 2 0 1 0 2
Skill 1 Start Word and Navigate the Word Window 6 Skill 2 Start Excel and PowerPoint and Work with
Multiple Windows 8 Skill 3 Save Files in New Folders 10 Skill 4 Print and Save Documents 12 Skill 5 Open Student Data Files and Save Copies
Using Save As 14 Skill 6 Type and Edit Text 16 Skill 7 Cut, Copy, and Paste Text 18 Skill 8 Format Text and Paragraphs 20 Skill 9 Use the Ribbon 22
Skill 10 Use Shortcut Menus and Dialog Boxes 24
M o r e Skills More Skills 11 Capture Screens with the Snipping
Tool 26 More Skills 12 Use Microsoft Office Help 26 More Skills 13 Organize Files 26 More Skills 14 Save Documents to Windows Live 26
W o r d C h a p t e r 1 C r e a t e D o c u m e n t s w i t h W o r d 2 0 1 0 3 0
Skill 1 Create New Documents and Enter Text 34 Skill 2 Edit Text and Use Keyboard Shortcuts 36 Skill 3 Select Text 38 Skill 4 Insert Text from Other Documents 40 Skill 5 Change Fonts, Font Sizes, and Font Styles 42 Skill 6 Insert and Work with Graphics 44 Skill 7 Check Spelling and Grammar 46 Skill 8 Use the Thesaurus and Set Proofing Options 48 Skill 9 Create Document Footers 50
Skill 10 Work with the Print Page and Save Documents in Other Formats 52
M o r e Skills More Skills 11 Split and Arrange Windows 54 More Skills 12 Insert Symbols 54 More Skills 13 Use Collect and Paste to Create a
Document 54 More Skills 14 Insert Screen Shots into Documents 54
C h a p t e r 2 F o r m a t a n d O r g a n i z e T e x t 6 4 Skill 1 Set Document Margins 68 Skill 2 Align Text and Set Indents 70 Skill 3 Modify Line and Paragraph Spacing 72 Skill 4 Format Text Using Format Painter 74 Skill 5 Find and Replace Text 76 Skill 6 Create Bulleted and Numbered Lists 78 Skill 7 Insert and Format Headers and Footers 80 Skill 8 Insert and Modify Footnotes 82 Skill 9 Add Citations 84
Skill 10 Create Bibliographies 86
M o r e Skills More Skills 11 Record AutoCorrect Entries 88 More Skills 12 Use AutoFormat to Create
Numbered Lists 88 More Skills 13 Format and Customize Lists 88 More Skills 14 Manage Document Properties 88
C h a p t e r 3 Work w i t h G r a p h i c s , T a b s , a n d T a b l e s 9 8
Skill 1 Insert Pictures from Files 102 Skill 2 Resize and Move Pictures 104 Skill 3 Format Pictures Using Styles and
Artistic Effects 106 Skill 4 Set Tab Stops 108 Skill 5 Enter Text with Tab Stops 110 Skill 6 Apply Table Styles 112 Skill 7 Create Tables 114 Skill 8 Add Rows and Columns to Tables H 6 Skill 9 Format Text in Table Cells 118
Skill 10 Format Tables 120
iv Table of Contents
M o r e S k i l l s More Skills 11 Insert Text Boxes 122 More Skills 12 Format with WordArt 122 More Skills 13 Create Tables from Existing Lists 122 More Skills 14 Insert Drop Caps 122
C h a p t e r 4 A p p l y S p e c i a l T e x t , P a r a g r a p h , a n d D o c u m e n t F o r m a t s 1 3 2
Skill 1 Create Multiple-Column Text 136 Skill 2 Insert a Column Break 138 Skill 3 Apply and Format Text Effects 140 Skill 4 Use and Create Quick Styles 142 Skill 5 Add Borders and Shading to Paragraphs
and Pages 144 Skill 6 Insert and Format Clip Art Graphics 146 Skill 7 Insert SmartArt Graphics 148 Skill 8 Format SmartArt Graphics 150 Skill 9 Create Labels Using Mail Merge 152
Skill 10 Preview and Print Mail Merge Documents 154
M o r e S k i l l s More Skills 11 More Skills 12 More Skills 13 More Skills 14
Create Resumes from Templates 156 Create Outlines 156 Prepare Documents for Distribution 156 Preview and Save Documents as Web Pages 156
E x c e l C h a p t e r 1 C r e a t e W o r k b o o k s w i t h
E x c e l 2 0 1 0 Skill 1 Create and Save New Workbooks Skill 2 Enter Worksheet Data and Merge and
Center Titles Skill 3 Construct Addition and
Subtraction Formulas Skill 4 Construct Multiplication and
Division Formulas Skill 5 Adjust Column Widths and Apply Cell Styles Skill 6 Use the SUM Function Skill 7 Copy Formulas and Functions
Using the Fill Handle
1 6 6 170
Skill 8 Format, Edit, and Check the Spelling of Data 184 Skill 9 Create Footers and Change Page Settings 186
Skill 10 Display and Print Formulas and Scale Worksheets for Printing
M o r e S k i l l s More Skills 11
More Skills 12 More Skills 13 More Skills 14
Create New Workbooks from Templates Use Range Names in Formulas Change Themes Manage Document Properties
C h a p t e r 2 Skill 1 Skill 2
Skill 3 Skill 4 Skill 5 Skill 6 Skill 7
Skill 8
Skill 9 Skill 10
C r e a t e C h a r t s Open Existing Workbooks and Align Text Construct and Copy Formulas Containing Absolute Cell References Format Numbers Create Column Charts Format Column Charts Create Pie Charts and Chart Sheets Apply 3-D Effects and Rotate Pie Chart Slices Explode and Color Pie Slices, and Insert Text Boxes Update Charts and Insert WordArt Prepare Chart Sheets for Printing
M o r e S k i l l s More Skills 11 More Skills 12 More Skills 13
Insert and Edit Comments Change Chart Types Copy Excel Data to Word Documents
More Skills 14 Fill Series Data into Worksheet Cells
188
190 190 190 190
2 0 0 204
206 208 210 212 214
216
218 220 222
224 224
224
224
172 C h a p t e r 3 M a n a g e M u l t i p l e W o r k s h e e t s 2 3 4
172 Skill 1 Work with Sheet Tabs 238
174 Skill 2 Enter and Format Dates 240 174 Skill 3 Clear Cell Contents and Formats 242
176 Skill 4 Move, Copy, Paste, and Paste Options 244
178 Skill 5 Work with Grouped Worksheets 246
180 Skill 6 Use Multiple Math Operators in a Formula 248 Skill 7 Format Grouped Worksheets 250
182 Skill 8 Insert and Move Worksheets 252
Table of Contents v
Skill 9 Construct Formulas That Refer to Cells in Other Worksheets 254
Skill 10 Create Clustered Bar Charts 256
M o r e Skills More Skills 11 Create Organization Charts 258 More Skills 12 Create Line Charts 258 More Skills 13 Set and Clear Print Areas 258 More Skills 14 Insert Hyperlinks 258
C h a p t e r 4 U s e E x c e l F u n c t i o n s a n d T a b l e s 2 6 8 Skill 1 Use the SUM and AVERAGE Functions 272 Skill 2 Use the MIN and MAX Functions 274 Skill 3 Move Ranges with Functions,
Add Borders, and Rotate Text 276 Skill 4 Use the IF Function 278 Skill 5 Apply Conditional Formatting with
Custom Formats, Data Bars, and Sparklines 280 Skill 6 Use Find and Replace and Insert
the NOW Function 282 Skill 7 Freeze and Unfreeze Panes 284 Skill 8 Create and Sort Excel Tables 286 Skill 9 Use the Search Filter in Excel Tables 288
Skill 10 Convert Tables to Ranges, Hide Rows and Columns, and Format Large Worksheets 290
M o r e Skills More Skills 11 Apply Conditional Color Scales
with Top and Bottom Rules 292 More Skills 12 Use the Payment (PMT) Function 292 More Skills 13 Create PivotTable Reports 292 More Skills 14 Use Goal Seek 292
A c c e s s C h a p t e r 1 Work w i t h D a t a b a s e s
a n d C r e a t e T a b l e s 3 0 2 Skill 1 Open and Organize Existing Databases 306 Skill 2 Enter and Edit Table Data 308 Skill 3 Create Forms and Enter Data 310 Skill 4 Filter Data in Queries 312 Skill 5 Create, Preview, and Print Reports 314 Skill 6 Create Databases and Tables 316
vi Table of Contents
Skill 7 Change Data Types and Other Field Properties 318
Skill 8 Create Tables in Design View 320 Skill 9 Relate Tables 322
Skill 10 Enter Data in Related Tables 324
M o r e Skills More Skills 11 Compact and Repair Databases 326 More Skills 12 Import Data from Excel 326 More Skills 13 Work with the Attachment Data
Type 326 More Skills 14 Work with the Hyperlink
and Yes/No Data Types 326
C h a p t e r 2 M a n a g e D a t a s h e e t s a n d C r e a t e Q u e r i e s 3 3 6
Skill 1 Find and Replace Data 340 Skill 2 Filter and Sort Datasheets 342 Skill 3 Use the Simple Query Wizard 344 Skill 4 Format Datasheets 346 Skill 5 Add Date and Time Criteria 348 Skill 6 Create Queries in Design View 350 Skill 7 Add Calculated Fields to Queries 352 Skill 8 Work with Logical Criteria 354 Skill 9 Add Wildcards to Query Criteria 356
Skill 10 Group and Total Queries 358
M o r e Skills More Skills 11 Export Queries to Other Fie Formats 360 More Skills 12 Find Duplicate Records 360 More Skills 13 Find Unmatched Records 360 More Skills 14 Create Crosstab Queries 360
C h a p t e r 3 C r e a t e F o r m s 3 7 0 Skill 1 Use the Form Wizard 374 Skill 2 Format Forms in Layout View 376 Skill 3 Use Forms to Modify Data 378 Skill 4 Use the Blank Form Tool 380 Skill 5 Customize Form Layouts 382 Skill 6 Add Input Masks 384 Skill 7 Apply Conditional Formatting 386 Skill 8 Create One-to-Many Forms 388 Skill 9 Enter Data Using One-to-Many Forms 390
Skill 10 Create Forms from Queries 392
M o r e S k i l l s More Skills 11 Validate Fields 394 More Skills 12 Add Combo Boxes to Forms 394 More Skills 13 Create Multiple Item Forms 394 More Skills 14 Create Macros 394
C h a p t e r 4 C r e a t e R e p o r t s 4 0 4 Skill 1 Create Reports and Apply Themes 408 Skill 2 Modify Report Layouts 410 Skill 3 Prepare Reports for Printing 412 Skill 4 Use the Blank Report Tool 414 Skill 5 Group and Sort Reports 416 Skill 6 Format and Filter Reports 418 Skill 7 Create Label Reports 420 Skill 8 Use the Report Wizard 422 Skill 9 Modify Layouts in Design View 424
Skill 10 Add Totals and Labels to Reports 426
M o r e S k i l l s More Skills 11 Export Reports to Word 428 More Skills 12 Export Reports to HTML Documents 428 More Skills 13 Create Parameter Queries 428 More Skills 14 Create Reports for Parameter Queries 428
P o w e r P o i n t C h a p t e r 1 G e t t i n g S t a r t e d w i t h
P o w e r P o i n t 2 0 1 0 4 3 8 Skill 1 Open, View, and Save Presentations 442 Skill 2 Edit and Replace Text in Normal View 444 Skill 3 Format Slide Text 446 Skill 4 Check Spelling and Use the Thesaurus 448 Skill 5 Insert Slides and Modify Slide Layouts 450 Skill 6 Insert and Format Pictures 452 Skill 7 Organize Slides Using Slide Sorter View 454 Skill 8 Apply Slide Transitions and View Slide Shows 456 Skill 9 Insert Headers and Footers
and Print Presentation Handouts 458 Skill 10 Add Notes Pages and Print Notes 460
M o r e S k i l l s More Skills 11 Type Text in the Outline Tab 462 More Skills 12 Use Keyboard Shortcuts 462
More Skills 13 Move and Delete Slides in Normal View 462
More Skills 14 Design Presentations for Audience and Location 462
C h a p t e r 2 F o r m a t a P r e s e n t a t i o n 4 7 2 Skill 1 Create New Presentations 476 Skill 2 Change Presentation Themes 478 Skill 3 Apply Font and Color Themes 480 Skill 4 Format Slide Backgrounds with Styles 482 Skill 5 Format Slide Backgrounds with Pictures
and Textures 484 Skill 6 Format Text with WordArt 486 Skill 7 Change Character Spacing and Font Color 488 Skill 8 Modify Bulleted and Numbered Lists 490 Skill 9 Move and Copy Text and Objects 492
Skill 10 Use Format Painter and Clear All Formatting Commands 494
M o r e S k i l l s More Skills 11 Edit Slide Master 496 More Skills 12 Save and Apply Presentation
Template 496 More Skills 13 Create Slides from Microsoft Word
Outline 496 More Skills 14 Design Presentations with Contrast 496
C h a p t e r 3 E n h a n c e P r e s e n t a t i o n s w i t h G r a p h i c s 5 0 6
Skill 1 Insert Slides from Other Presentations 510 Skill 2 Insert, Size, and Move Clip Art 512 Skill 3 Modify Picture Shapes, Borders, and Effects 514 Skill 4 Insert, Size, and Move Shapes 516 S k i l l 5 Add Text to Shapes and Insert Text Boxes 518 Skill 6 Apply Gradient Fills and Group
and Align Graphics 520 Skill 7 Convert Text to SmartArt Graphics
and Add Shapes 522 Skill 8 Modify SmartArt Layouts, Colors, and Styles 524 Skill 9 Insert Video Files 526
Skill 10 Apply Video Styles and Adjust Videos 528
M o r e S k i l l s More Skills 11 Compress Pictures 530
Table of Contents vii
More Skills 12 Save Groups as Picture Files 530 More Skills 13 Change Object Order 530 More Skills 14 Design Presentations Using
Appropriate Graphics 530
C h a p t e r 4 P r e s e n t D a t a U s i n g T a b l e s , C h a r t s , a n d A n i m a t i o n 5 4 0
Skill 1 Insert Tables 544 Skill 2 Modify Table Layouts 546 Skill 3 Apply Table Styles 548 Skill 4 Insert Column Charts 550 Skill 5 E d i t and Format Charts 552 Skill 6 Insert Pie Charts 554 Skill 7 Apply Animation Entrance
and Emphasis Effects 556 Skill 8 Modify Animation T i m i n g
and Use Animation Painter 558 Skill 9 Remove Animation and Modify Duration 560
Skill 10 Navigate Slide Shows 562
M o r e S k i l l s More Skills 11 Prepare Presentations to be Viewed
Using Office PowerPoint Viewer 564 More Skills 12 Insert Hyperlinks in a Presentation 564 More Skills 13 Create Photo Albums 564 More Skills 14 Design Presentations w i t h
Appropriate Animation 564
I n t e g r a t e d P r o j e c t s C h a p t e r 1 I n t e g r a t i n g W o r d , E x c e l , A c c e s s ,
a n d P o w e r P o i n t 5 7 4 Skill 1 Move Text between W o r d Documents 578 Skill 2 Apply Heading Styles i n W o r d 580 Skill 3 Create a PowerPoint Presentation
from a Word Document 582 Skill 4 Insert and Modify a Shape i n PowerPoint 584 Skill 5 Import a Word Table into
an Excel Workbook 586 Skill 6 Insert a Shape from PowerPoint into W o r d
and Excel 588 Skill 7 Create and Work with an Excel Table 590
viii Table of Contents
Skill 8 L i n k Data between Office Applications Using O L E
Skill 9 Create Envelopes Using Data from Access Skill 10 Create Name Tags Using Data i n Excel
M o r e S k i l l s More Skills 11 Insert Subtotals i n Excel and
L i n k Data to a W o r d Document More Skills 12 Insert Slides from Another
Presentation More Skills 13 Move and Copy Excel Worksheets
and Consolidate Data More Skills 14 Compare Shared Excel Workbooks
C h a p t e r 2
Skill 1 Skill 2 Skill 3 Skill 4
Skill 5
Skill 6 Skill 7
Skill 8 Skill 9
M o r e I n t e g r a t e d P r o j e c t s f o r W o r d , E x c e l , A c c e s s , a n d P o w e r P o i n t Create an Access Append Query Export Data from Access into Excel Create an Excel PivotTable Report Create External References between Excel Workbooks Insert a SmartArt Organization Chart into PowerPoint Insert an Excel PivotTable into PowerPoint Insert a PowerPoint Outline i n W o r d and Create a Cover Page and Table o f Contents L i n k and Embed Data from Excel into Word Export Data from Access to an R T F File and Insert the File into Word Insert Objects from PowerPoint into Word Skill 10
kills More Skills 11 Create an Excel PivotChart
and L i n k the PivotChart to Word More Skills 12 Create a Hyperlink between
PowerPoint, Word, and Excel Files More Skills 13 Insert a Total Row i n an Excel Table
and L i n k the Table to PowerPoint More Skills 14 Compare Word Documents
Glossary
592 594 596
598
598
598 598
6 1 0 614 616 618
620
622 624
626 628
630 632
634
634
634 634
646
Index 654
About the Authors Kris Townsend is an Information Systems instructor at Spokane Falls Community College in Spokane, Washington. Kris earned a bachelor's degree in both Education and Business, and a master's degree in Education. He has also worked as a public school teacher and as a systems analyst. Kris enjoys working with wood, snowboarding, and camping. He commutes to work by bike and enjoys long road rides in the Palouse country south of Spokane.
1
Robert L. Ferrett recently retired as the Director of the Center for Instructional Computing at Eastern Michigan University, where he provided computer training and support to faculty. He has authored or co-authored more than 70 books on Access, PowerPoint, Excel, Publisher, WordPerfect, Windows, and Word. He has been designing, developing, and delivering computer workshops for more than two decades.
Catherine Hain is an instructor at Central New Mexico Community College in Albuquerque, New Mexico. She teaches computer applications classes in the Business and Information Technology School, both in the classroom and through the distance learning office. Catherine holds a bachelor's degree in Management and Marketing and a master's degree in Business Administration.
f t Alicia Vargas is an Associate Professor of Business Information Technology at Pasadena City College in California. She holds a bachelor's and a master's degree in Business Education from California State University, Los Angeles and has authored numerous textbooks and training materials on Microsoft Word, Microsoft Excel, and Microsoft PowerPoint.
A S p e c i a l T h a n k You Pearson Prentice Hall gratefully acknowledges the contribution made by Shelley Gaskin to the first edition publication of this series—Skills for Success with Office 2007. The series has truly benefited from her dedication toward developing a textbook that aims to help students and instructors.We thank her for her continued support of this series.
About the Authors ix
Contributors We'd like to thank the following people for their work on Skills for Success:
Instructor Resource Authors Erich Adickes Parkland College Sharon Behrens Northeast Wisconsin Technical College Julie Boyles Portland Community College Barbara Edington St. Francis College Ranida H a r r i s Indiana University Southeast Beth Hendrick Lake Sumter Community College Susan Holland Southeast Community College—Nebraska Andrea Leinbach Harrisburg Area Community College Yvonne Leonard Coastal Carolina Community College
Technical Editors Lisa Bucki Kelly Carling Hilda W i r t h Federico Jacksonville University T o m Lightner Missouri State University Elizabeth Lockley Joyce Nielsen
Reviewers Darrell Abbey Cascadia Community College Bridget I . Archer Oakton Community College Laura Aagard Sierra College John Alcorcha MTI College Barry Andrews Miami Dade College Natalie Andrews Miami Dade College Wilma Andrews Virginia Commonwealth University School
of Business Bridget Archer Oakton Community College Tahir Aziz J. Sargeant Reynolds Greg Balinger Miami Dade College Terry Bass University of Massachusetts, Lowell Lisa Beach Santa Rosa Junior College Rocky Belcher Sinclair Community College Nannette Biby Miami Dade College David Billings Guilford Technical Community College Brenda K . B r i t t Fayetteville Technical Community College Alisa B r o w n Pulaski Technical College E r i c Cameron Passaic Community College
x Contributors
T r i n a Maurer Anthony Nowakowski Ernest Gines Stacey Gee H o l l i n s John Purcell Ann Rowlette Amanda Shelton Steve St. John Joyce Thompson Karen Wisniewski
Georgia Virtual Technical College Buffalo State College Tarrant County College—Southeast St. Louis Community College—Meramec Castleton State College Liberty University J. Sargeant Reynolds Tulsa Community College Lehigh Carbon Community College County College of Morris
Janet Pickard Linda Pogue Steve R u b i n E r i c Sabbah Jan Snyder Mara Zebest
Chattanooga State Tech Community College Northwest Arkansas Community College California State University—Monterey Bay
Gene Carbonaro Trey Cherry K i m Childs Pualine Chohonis Lennie Coper Tara Cipriano Paulette Comet
Gail W . Cope Susana Contreras de Finch Chris Corbin Janis Cox T o m i Crawford M a r t i n Cronlund Jennifer Day Ralph DeArazoza Carol Decker Loorna DeDuluc Caroline Delcourt
Long Beach City College Edgecombe Community College Bethany University Miami Dade College Miami Dade College Gateway Technical College Community College of Baltimore
Coun ty—Ca to nsville Sinclair Community College College of Southern Nevada Miami Dade College Tri-County Technical College Miami Dade College Anne Arundel Community College Sinclair Community College Miami Dade College Montgomery College Miami Dade College Black Hawk College
Contributors continued
Michael Discello Kevin Duggan Barbara Edington Donna Ehrhart Hilda Wirth Federico Tushnelda Fernandez Arlene Flerchinger Hedy Fossenkemper Kent Foster Penny Foster-Shiver Arlene Franklin George Gabb Barbara Garrell Deb Geoghan Jessica Gilmore Victor Giol Melinda Glander Linda Glassburn Deb Gross Rachelle Hall Marie Hartlein Diane Hartman Betsy Headrick Patrick Healy
Lindsay Henning Kermelle Hensley Diana Hill Rachel Hinton Mary Carole Hollingsworth Stacey Gee Hollins Bill Holmes Steve Holtz Margaret M. Hvatum Joan Ivey Dr. Dianna D. Johnson Kay Johnston Warren T. Jones, Sr. Sally Kaskocsak Renuka Kumar Kathy McKee Hazel Kates Gerald Kearns
Pittsburgh Technical Institute Midlands Technical Community College St. Francis College Genesee Community College Jacksonville University Miami Dade College Chattanooga State Tech Community College Paradise Valley Community College Withrop University Anne Arundel Community College Bucks County Community College Miami Dade College Delaware County Community College Bucks County Community College Highline Community College Miami Dade College Northmetro Technical College Cuyahoga Community College, West Ohio State University Glendale Community College Montgomery County Community College Utah Valley State College Chattanooga State Northern Virginia Community
College—Woodbridge Yavapai College Columbus Technical College Chesapeake College Broome Community College GA Perimeter St. Louis Community College—Meramec Chandler-Gilbert Community College University of Minnesota Duluth St. Louis Community College Lanier Technical College North Metro Technical College Columbia Basin College University of Alabama at Birmingham Sinclair Community College Community College of Baltimore County North Metro Technical College Miami Dade College Forsyth Technical Community College
Charles Kellermann
John Kidd Chris Kinnard Kelli Kleindorfer Kurt Kominek Dianne Kotokoff Cynthia Krebs Jean Lacoste Gene Laugh rey David LeBron Kaiyang Liang Linda Lindaman Felix Lopez Nicki Maines Cindy Manning Patri Mays Norma McKenzie Lee McKinley Sandy McCormack Eric Meyer Kathryn Miller
Gloria A. Morgan Kathy Morris Linda Moulton Ryan Murphy Stephanie Murre Wolf Jackie Myers Dell Najera
Scott Nason Paula Neal Bethanne Newman Eloise Newsome
Karen Nunan Ellen Orr Carol Ottaway Denise Passero Americus Pavese James Gordon Patterson Cindra Phillips
Northern Virginia Community College—Woodbridge
Tarrant County Community College Miami Dade College American Institute of Business NE State Tech Community College Lanier Technical College Utah Valley University Virginia Tech Northern Oklahoma College Miami Dade College Miami Dade College Black Hawk College Miami Dade College Mesa Community College Big Sandy Community and Technical College Paradise Valley Community College El Paso Community College GA Perimeter Monroe Community College Miami Dade College Big Sandy Community and Technical College,
Pike Ville Campus Monroe Community College University of Alabama, Tuscaloosa Montgomery County Community College Sinclair Community College Moraine Park Technical College Sinclair Community College El Paso Community College, Valle Verde
Campus Rowan Cabarrus Community College Sinclair Community College Paradise Valley Community College Northern Virginia Community
College—Woodbridge Northeast State Technical Community College Seminole Community College Chemeketa Community College Fulton-Montgomery Community College Community College of Baltimore County Paradise Valley Community College Clark State CC
Contributors
Contributors continued
Janet Pickard Chattanooga State Tech Community College Diane Stark Phoenix College Floyd Pittman Miami Dade College Neil Stenlund Northern Virginia Community College Melissa Prinzing Sierra College Linda Stoudemayer Lamar Institute of Technology Pat Rahmlow Montgomery County Community College Pamela Stovall Forsyth Technical Community College Mary Rasley Lehigh Carbon Community College Linda Switzer Highline Community College Scott Rosen Santa Rosa Junior College Margaret Taylor College of Southern Nevada Ann Rowlette Liberty University Martha Taylor Sinclair Community College Kamaljeet Sanghera George Mason University Michael M. Taylor Seattle Central Community College June Scott County College of Morris Roseann Thomas Fayetteville Tech Community College Janet Sebesy Cuyahoga Community College Ingrid Thompson-Sellers GA Perimeter Jennifer Sedelmeyer Broome Community College Daniel Thomson Keiser University Kelly SellAnne Arundel Community College Astrid Hoy Todd Guilford Technical Community College Teresa Sept College of Southern Idaho Barb Tollinger Sinclair Community College Pat Serrano Scottsdale Community College Cathy Urbanski Chandler Gilbert Community College Amanda Shelton J. Sargeant Reynolds Sue Van Boven Paradise Valley Community College Gary Sibbits St. Louis Community College—Meramec Philip Vavalides Guildford Technical Community College Janet Siert Ellsworth Community College Pete Vetere Montgomery County Community College— Robert Sindt Johnson County Community College West Campus Karen Smith Technical College of the Lowcountry Asteria Villegas Monroe College Robert Smolenski Delaware County Community College Michael Walton Miami Dade College Robert Sindt Johnson County Community College Teri Weston Harford Community College Gary R. Smith Paradise Valley Community College Julie Wheeler Sinclair Community College Patricia Snyder Midlands Technical College Debbie Wood Western Piedmont Community College Pamela Sorensen Santa Rosa Junior College Thomas Yip Passaic Community College Eric Stadnik Santa Rosa Junior College Lindy Young Sierra Community College Mark Stanchfield Rochester Community and Technical College Matt Zullo Wake Technical Community College
xii Contributors
I n s t r u c t o r s - Y o u a s k e d f o r it s o h e r e it is!
A M i c r o s o f t ® O f f i c e t e x t b o o k t h a t r e c o g n i z e s h o w s t u d e n t s l e a r n t o d a y -
Skills for Success with Microsoft
1 Office 2010 Volume 1
10 X 8 . 5 F o r m a t - Easy for students to read and type at the same time by simply propping the book up on the desk in front of their monitor
C l e a r l y O u t l i n e d S k i l l s - Each skill is presented in a single two-page spread so that students can easily follow along
N u m b e r e d S t e p s a n d B u l l e t e d T e x t - Students don't read long paragraphs or text, but they will read information presented concisely
E a s y - t o - F i n d S t u d e n t D a t a F i l e s - Visual key shows students how to locate and interact with their data files
S t a r t H e r e - Students know exactly where to start and what their starting file will look like
C H A P T E R
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chapter, you will be
S k i l l s L i s t - A visual snapshot of what skills they will complete in the chapter
O u t c o m e - Shows students up front what their completed project will look like
You will t d v o your filoi a t :
T J H N M I M H 7 _ S « I I | ' '
S e q u e n t i a l P a g i n a t i o n - Saves you and your students time in locating topics and assignments
I V I S U A L W A L K - T H R O U G H XIII
Skills for Success l o c k - Tells how much time students
need to complete the chapter
I n t r o d u c t i o n
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t W r i t t e n for T o d a y ' s S t u d e n t s - skills are taught with numbered steps and bulleted text so students are less likely to skip valuable information T w o - P a g e S p r e a d s - Each skill is
presented on a two-page spread to help students keep up their momentum
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D a t a Files A r e a S n a p - Students can now find their files easier than ever before with this visual map
C o l o r e d Text - Clearly shows what a student types
H a n d s - O n - Students start actually working on their skills from Step 1
D o n e ! - Students always know when they've completed a skill
X I V V I S U A L W A L K - T H R O U G H
Skills f o r S u c c e s s
UorsSkJh © U M l d t o m i o C k g c n n f M
E n d - o f - C h a p t e r M a t e r i a l - Several levels of assessment so you can assign the material that best fits your students' needs
M o r e S k i l l s - Additional skills included online
K e y T e r m s O n l i n e H e l p S k i l l s
Midi .. - .! -.. I - :T.
O n l i n e P r o j e c t - Students practice using Microsoft Help online to help prepare them for using the applications on their own
H > u » i « i i H I
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Visual Walk-Through xv
Skills f o r S u c c e s s
A l l V i d e o s
a n d I n s t r u c t o r m a t e r i a l s
a v a i l a b l e o n t h e I R C D
I n s t r u c t o r M a t e r i a l s
I n s t r u c t o r ' s M a n u a l - Teaching tips and additional resources for each chapter
A s s i g n m e n t S h e e t s - Lists all the assignments for the chapter, you just add in the course information, due dates and points. Providing these to students ensures they will know what is due and when
S c r i p t e d L e c t u r e s - Classroom lectures prepared for you
A n n o t a t e d S o l u t i o n F i l e s - Coupled with the scoring rubrics, these create a grading and scoring system that makes grading so much easier for you
P o w e r P o i n t L e c t u r e s - PowerPoint presentations for each chapter
P r e p a r e d E x a m s - Exams for each chapter and for each application
S c o r i n g R u b r i c s - Can be used either by students to check their work or by you as a quick check-off for the items that need to be corrected
S y l l a b u s T e m p l a t e s - for 8-week, 12-week, and 16-week courses
T e s t B a n k - Includes a variety of test questions for each chapter
C o m p a n i o n W e b S i t e - Online content such as the More Skills Projects, Online Study Guide, Glossary, and Student Data Files are all at w w w . p e a r s o n h i g h e r e d . c o m / s k i l l s
xvi Visual Walk-Through
with M i c r o s o f t
Office 2010 V O L U M E 1
C H A P T E R J Common Features of Office 2010 • T h e p r o g r a m s in Microsoft Office 2 0 1 0 — W o r d , Excel, PowerPoint, a n d Access—share c o m m o n
tools that you use in a consistent, easy-to-learn m a n n e r .
• C o m m o n tasks include o p e n i n g a n d saving files, entering and f o r m a t t i n g text, a n d p r i n t i n g y o u r work.
Your starting screen will look like this: S K I L L S SKILLS 1 - 1 0 TRAINING Umt Insert Pjgt 1
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A t t h e e n d o f t h i s c h a p t e r , y o u w i l l b e a b l e t o :
Skill 1 Start Word and Navigate the Word Window Skill 2 Start Excel and PowerPoint and Work with
Multiple Windows Skill 3 Save Files in New Folders Skill 4 Print and Save Documents Skill 5 Open Student Data Files and Save Copies
Using Save As Skill 6 Type and Edit Text Skill 7 Cut, Copy, and Paste Text Skill 8 Format Text and Paragraphs Skill 9 Use the Ribbon Skill 10 Use Shortcut Menus and Dialog Boxes
M O R E SKILLS
More Skills 11 Capture Screens with the Snipping Tool More Skills 12 Use Microsoft Office Help More Skills 13 Organize Files More Skills 14 Save Documents to Windows Live
2 C O M M O N FEATURES OF O F F I C E 2 0 1 0 | C O M M O N F E A T U R E S C H A P T E R 1
Outcome Using the skills listed to t h e left will enable you to create d o c u m e n t s similar to this:
Visit Aspen Falls! A s p e n F a l l s o v e r l o o k s t h e P a c i f i c O c e a n
a n d is s u r r o u n d e d b y m a n y v i n e y a r d s a n d
w i n e r i e s . O c e a n r e c r e a t i o n is a c c e s s e d
p r i m a r i l y a t D u r a n g o C o u n t y P a r k . T h e
A s p e n L a k e R e c r e a t i o n A r e a p r o v i d e s y e a r
r o u n d f r e s h w a t e r r e c r e a t i o n a n d is t h e
c i t y ' s l a r g e s t p a r k .
Local Attractions • W i n e C o u n t r y
o W i n e T a s t i n g T o u r s
o W i n e r i e s
• W o r d s w o r t h F e l l o w s h i p M u s e u m of A r t
• D u r a n g o C o u n t y M u s e u m of H i s t o r y
• C o n v e n t i o n C e n t e r
• A r t G a l l e r i e s
• G l i d e r T o u r s
Aspen Fallc Annual Events • A n n u a l S t a r v i n g A r t i s t s S i d e w a l k S a l e
• A n n u a l W i n e Festival
• C i n c o de M a y o
• V i n t a g e C a r S h o w
• H e r i t a g e D a y Parade
• H a r v e s t D a y s
• A m a t e u r Bike Races
• F a r m e r ' s M a r k e t
• A s p e n L a k e N a t u r e Cruises
• A s p e n Falls T r i a t h l o n
• T a s t e of A s p e n Falls
• W i n t e r Blues Festival
C o n t a c t Y o u r N a m e for m o r e i n f o r m a t i o n .
C o m m o n Features of Office 2010
You will save your files as: Lastname_Firstname_cfO 1 _Visit 1 Lastname_Firstname_cfO l_Visit2 Lastname_Firstname_cf01_Visit3
Common Features Chapter 1 | Common Features of Office 2010 3
I n t h i s c h a p t e r , y o u w i l l c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
A s p e n F a l l s , C a l i f o r n i a .
C o m m o n F e a t u r e s of O f f i c e 2 0 1 0 • M i c r o s o f t Office is the m o s t common software used t o create and share
personal and business documents.
• M i c r o s o f t Office is a suite o f several p r o g r a m s — W o r d , P o w e r P o i n t , Excel, Access, and o t h e r s — t h a t each have a special purpose.
• Because o f the consistent design and layout o f M i c r o s o f t Office, w h e n y o u learn to use one M i c r o s o f t Office p r o g r a m , y o u can use m o s t o f those s k i l l s w h e n w o r k i n g w i t h the other M i c r o s o f t Office programs.
• T h e files y o u create w i t h M i c r o s o f t Office need to be named and saved i n locations where they can be easily f o u n d when you need them.
C o m m o n F e a t u r e s o f O f f i c e 2 0 1 0 | C o m m o n F e a t u r e s C h a p t e r 1
Time to c o m p l e t e all 10 skills - 50 to 90 minutes
Find your student data files here:
Student data files needed for this chapter:
« cf01_Visit
• cf01_Visit_Events
cfOl Visit River
C O M M O N F E A T U R E S C H A P T E R 1 | C O M M O N FEATURES OF O F F I C E 2 0 1 0 5
• T h e Word 2010 p r o g r a m can be launched by clicking the Start b u t t o n , a n d then locating and clicking the Microsoft Word 2010 c o m m a n d .
• W h e n you start Word, a new blank d o c u m e n t displays in which you can type text.
1. In the lower left corner of the desktop, click t h e Start b u t t o n © .
2 . In the lower left corner of the Start m e n u , click the All Programs c o m m a n d , a n d t h e n c o m p a r e your screen w i t h Figure 1 . -
The Microsoft Office folder is located in the All Programs folder. If you have several programs installed on your computer, you may need to scroll to see the Microsoft Office folder.
3 . Click t h e Microsoft Office folder, and t h e n c o m p a r e your screen w i t h Figure 2. -
Below the Microsoft Office folder, commands that open various Office 2010 programs display.
4 . F r o m the Start m e n u , u n d e r the Microsoft Office folder, click Microsoft Word 2010, and then wait a few m o m e n t s for the Microsoft Word w i n d o w to display.
5 . If necessary, in the u p p e r right corner of the Microsoft Word window, click the Maximize b u t t o n B | .
• C o n t i n u e t o t h e n e x t p a g e t o c o m p l e t e t h e s
6 Common Features of Office 2010 | Common Features Chapter 1
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SKILL 1: Start Word and Navigate the Word Window
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O n the Ribbon's H o m e tab, in the Paragraph group, click the Show/Hide b u t t o n H until it displays in gold indicating that it is active. C o m p a r e your screen w i t h Figure 3 .
Above the blank Word document, the Quick Access Toolbar and Ribbon display. At the top of the Ribbon, a row of tab names display. Each Ribbon tab has buttons that you click to perform actions. The buttons are organized into groups that display their names along the bottom of the Ribbon.
In the document, the insertion point— a vertical line that indicates where text will be inserted when you start typing—flashes near the top left corner.
The Show/Hide button is a toggle button— a button used to turn a feature both on and off. The paragraph mark (f) indicates the end of a paragraph and will not print.
In the d o c u m e n t , t y p e y o u r first and last n a m e s . As you type, notice that the insertion p o i n t a n d p a r a g r a p h m a r k move to the right.
O n the H o m e tab, in the Styles group, p o i n t to—but d o n o t click—the Heading 1 t h u m b n a i l to show t h e Live Preview—a feature that displays the result of a formatting change if you select it.
Click the Heading 1 t h u m b n a i l to apply the formatting change as s h o w n in Figure 4 . If the W o r d Navigation Pane displays on the left side of the Word window, click its Close [*] b u t t o n .
You have completed Skill 1 of 10
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Common Features Chapter 1 | Common Features of Office 2010 7
• W h e n you o p e n m o r e t h a n one Office p r o g r a m , each p r o g r a m displays in its o w n window.
• W h e n you want to work with a p r o g r a m in a different window, you need to m a k e it the active window.
1 . Click t h e Start b u t t o n © , a n d t h e n c o m p a r e your screen with F i g u r e 1.
Your computer may be configured in such a way that you can open Office programs without opening the All Programs folder. The Office 2010 program commands may display as shortcuts in the Start menu's pinned programs area or the recently used programs area. Your computer's taskbar or desktop may also display icons that start each program.
2 . F r o m the Start m e n u , locate a n d then click Microsoft Excel 2010. D e p e n d i n g on y o u r computer, you may n e e d to double-click—not single click—to l a u n c h Excel. C o m p a r e your screen with F i g u r e 2 . If necessary, click the Maximize - b u t t o n mm\<
A new blank worksheet displays in a new window. The first cell—the box formed by the intersection of a row and column—is active as indicated by the thick, black border surrounding the cell. When you type in Excel, the text is entered into the active cell.
The Quick Access Toolbar displays above the spreadsheet. The Excel Ribbon has its own tabs and groups that you use to work with an Excel spreadsheet. Many of these tabs, groups, and buttons are similar to those found in Word.
On the taskbar, two buttons display—one for Word and one for Excel.
• C o n t i n u e t o t h e n e x t p a g e t o c o m p l e t e t h e s k i l l
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E x c e l c e l l s
C u r r e n t d a t e
c a l c u l a t e d a n d
d i s p l a y e d
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3 . F r o m the Start m e n u <PJ, locate a n d then click Microsoft PowerPoint 2010.
— C o m p a r e your screen with F i g u r e 3 . If necessary, Maximize N = M the Presentation 1 - Microsoft PowerPoint window.
A new, blank presentation opens in a new window. The PowerPoint window contains a slide in which you can type text. PowerPoint slides are designed to be displayed as you talk in front of a group of people.
4. In the u p p e r right corner of the PowerPoint window, click the Close b u t t o n fcgaj.
5. O n the taskbar, click the Word b u t t o n to m a k e it the active window. With the insertion p o i n t flashing to the right of y o u r n a m e , press [Enter], and then type Skills for Success C o m m o n Features Chapter
6 . In t h e u p p e r right corner of the D o c u m e n t 1 - Microsoft Word window, click the Minimize b u t t o n
The Word window no longer displays, but its button is still available on the taskbar.
7 . With the Excel w i n d o w active, in the first cell—cell A l — t y p e y o u r first n a m e . Press [Tab], a n d t h e n t y p e y o u r last n a m e .
Press (Enter), type =TODAY() and then press (Enter) to calculate the c u r r e n t date a n d to display it in the cell.
In the Excel window, click the Restore D o w n b u t t o n |jSU a n d then c o m p a r e y o u r screen with F i g u r e 4 .
The window remains open, but it no longer fills the entire screen. The Maximize button replaced the Restore Down button.
Y o u h a v e c o m p l e t e d S k i l l 2 o f 1 0
8 .
9 .
F i g u r e 4
C o m m o n F e a t u r e s C h a p t e r 1 | C o m m o n F e a t u r e s o f O f f i c e 2 0 1 0 9
• SKILL 3: Sav<
• A n e w d o c u m e n t or spreadsheet is stored in the c o m p u t e r ' s t e m p o r a r y m e m o r y (RAM) u n t i l you save it to y o u r h a r d drive or USB flash drive.
1 . If you are saving your work o n a USB flash drive, insert the USB flash drive i n t o t h e c o m p u t e r now. If the W i n d o w s Explorer b u t t o n [3 flashes o n the taskbar, right-click the b u t t o n , a n d t h e n o n the J u m p List, click Close window.
2 . O n the taskbar, click the Word b u t t o n to m a k e it the active window. O n t h e Quick Access Toolbar, click the Save b u t t o n [y].
For new documents, the first time you click the Save button, the Save As dialog box opens so that you can name the file.
3 . If you are to save your work o n a USB drive, in the Navigation p a n e scroll d o w n to display the list of drives, a n d then click y o u r USB flash drive as s h o w n in F i g u r e 1 . If you are saving y o u r work t o a n o t h e r location, in the Navigation p a n e , locate a n d t h e n click that folder or drive.
4 . O n t h e Save As dialog box toolbar, click t h e N e w folder b u t t o n , a n d t h e n i m m e d i ately type C o m m o n Features C h a p t e r 1
5 . Press [ E n t e r ] to accept t h e folder n a m e , a n d t h e n press [ E n t e r ] again to o p e n t h e new folder as s h o w n in F i g u r e 2 .
The new folder is created and then opened in the Save As dialog box file list.
• C o n t i n u e t o t h e n e x t p a g e t o c o m p l e t e t h e s k i l l
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6. In the Save As dialog box, click in the File n a m e b o x one t i m e to highlight all of t h e existing text.
7. W i t h the text in the File n a m e box still highlighted, t y p e Lastname_Firstname_ cfOl_Visitl
- 8 . C o m p a r e your screen with F i g u r e 3 , a n d t h e n click Save.
After the document is saved, the name of the file displays on the title bar at the top of the window.
9 . O n t h e taskbar, click t h e W i n d o w s Explorer b u t t o n \^\. In t h e folder w i n d o w Navigation p a n e , o p e n [ft] the drive o n which you are saving y o u r work, a n d t h e n click the C o m m o n Features Chapter 1 folder. Verify that Lastname_Firstname_ cpl_Visitl displays in file list.
1 0 . O n t h e taskbar, click the Excel b u t t o n to make it the active w i n d o w . O n the Excel Quick Access Toolbar, click the Save b u t t o n § ] .
1 1 . In the Save As dialog box Navigation p a n e , o p e n 0 t h e drive where you are saving your work, a n d t h e n click t h e C o m m o n Features Chapter 1 folder to display its file list.
The Word file may not display because the Save As box typically displays only files created by the program you are using. Here, only Excel files will typically display.
1 2 . Click in the File n a m e box, replace t h e existing value with Lastname_Firstname_ cf01_Visit2 and t h e n click the Save b u t t o n .
1 3 . O n t h e taskbar, click the W i n d o w s Explorer b u t t o n , a n d t h e n c o m p a r e y o u r screen w i t h F i g u r e 4 .
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• SKILL 4: Print an.
• B e f o r e p r i n t i n g , i t i s a g o o d i d e a t o w o r k
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1 . O n t h e t a s k b a r , c l i c k t h e Excel b u t t o n , a n d t h e n c l i c k t h e Maximize |Uey b u t t o n .
2 . O n t h e R i b b o n , c l i c k t h e View tab, a n d t h e n i n t h e Workbook Views group, c l i c k t h e Page Layout b u t t o n . C o m p a r e y o u r s c r e e n w i t h F i g u r e 1 .
The worksheet displays the cells, the margins, and the edges of the paper as they will be positioned when you print. The cell references—the numbers on the left side and the letters across the top of a spreadsheet that address each cell—will not print.
O n t h e R i b b o n , c l i c k t h e Page Layout tab. I n t h e Page Setup group, c l i c k t h e M a r g i n s b u t t o n , a n d t h e n i n t h e Margins g a l l e r y , c l i c k Wide.
C l i c k t h e File tab, a n d t h e n o n t h e l e f t s i d e o f t h e B a c k s t a g e , c l i c k Print. C o m p a r e y o u r s c r e e n w i t h F i g u r e 2.
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The Print tab has commands that affect your print job and a preview of the printed page. Here, the cell references and grid- lines—lines between the cells in a table or spreadsheet—do not display because they will not be printed.
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6. Check with your Course Assignment Sheet o r Course Syllabus, o r consult with your i n s t r u c t o r to d e t e r m i n e w h e t h e r you are to p r i n t your work for this chapter. If you are to p r i n t y o u r work, at the t o p left c o r n e r of t h e Print Settings section, click the Print b u t t o n . If you p r i n t e d the spreadsheet, retrieve t h e p r i n t o u t from the printer.
7. O n t h e File tab, click Save.
Because you have already named the file, the Save As dialog box does not display.
O n the File tab, click Exit to close the spreadsheet a n d exit Excel.
In the Word d o c u m e n t , verify that the insertion p o i n t is in the second line of text. If n o t , o n t h e taskbar, click the Word b u t t o n to m a k e it the active window.
10. O n the H o m e tab, in the Styles group, click the Heading 2 t h u m b n a i l . C o m p a r e your screen w i t h Figure 3.
11. O n the File tab, click Print to display t h e Print tab. If you are p r i n t i n g your work for this chapter, click the Print b u t t o n , a n d then retrieve y o u r p r i n t o u t from the printer.
12. O n the File tab, click Exit, a n d then c o m - pare y o u r screen with Figure 4.
When you close a window with changes that have not yet been saved, a message will remind you to save your work.
13. Read the displayed message, a n d t h e n click Save.
• You hove completed Skill 4 of 10
Figure 4 C o m m o n F e a t u r e s C h a p t e r 1 | C o m m o n F e a t u r e s o f O f f i c e 2010 1 3
• This b o o k often instructs you to o p e n a s t u d e n t data file so that you d o n o t need to start t h e project with a blank d o c u m e n t .
• T h e s t u d e n t data files are located o n the s t u d e n t C D that came with this book. Your i n s t r u c t o r may have provided an alternate location.
• You use Save As to create a copy of the stu d e n t data file o n t o your o w n storage device.
1 . If necessary, insert the student C D that c a m e with this text. If t h e AutoPlay dialog b o x displays, click Close U a 4 .
2 . Using t h e skills practiced earlier, start Microsoft Word 2010.
3 . I n t h e D o c u m e n t l - Microsoft Word w i n d o w , click the File tab, a n d then click Open.
4 . In the Open dialog box Navigation p a n e , scroll d o w n a n d then, if necessary, o p e n \V\ C o m p u t e r . In the list of drives, click t h e C D / D V D drive to display t h e c o n t e n t s of the student CD. If your i n s t r u c t o r has provided a different location, navigate to that location instead of using the s t u d e n t CD.
5. In the file list, double-click the 0 1 _ student_data_files folder, double-click t h e 01_common_features folder, and t h e n double-click the chapter_01 folder. C o m p a r e your screen with F i g u r e 1 . -
6. In the file list, click cf01_Visit, a n d t h e n click t h e Open b u t t o n . C o m p a r e your screen with F i g u r e 2 .
If you opened the file from the student CD, the title bar indicates that the document is in read-only mode—a mode where you cannot save your changes.
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7. If t h e d o c u m e n t o p e n s in Protected View, click the Enable Editing b u t t o n .
Protected View is a view applied to documents downloaded from the Internet that allows you to decide if the content is safe before working with the document.
8 . Click t h e File t a b , and t h e n click Save As.
Because this file has already been saved with a name in a specific location, you need to use Save As to create a copy with a new name and location.
9. In the Save As dialog box N a v i g a t i o n p a n e , navigate to t h e C o m m o n F e a t u r e s C h a p t e r 1 folder that you created previ o u s l y — o p e n 0 the drive o n which you are saving your work, a n d t h e n click t h e C o m m o n F e a t u r e s C h a p t e r 1 folder.
1 0 . In the File n a m e box, replace t h e existing value w i t h Lastname_Firstname_cf01_ Visit3 Be sure to use your own first a n d last n a m e s .
1 1 . C o m p a r e your screen with F i g u r e 3 , a n d t h e n click t h e Save b u t t o n .
1 2 . O n the title bar, notice the n e w file n a m e displays a n d [Read-Only] n o longer displays.
1 3 . O n the taskbar, click the W i n d o w s E x p l o r e r b u t t o n . Verify that the three files you have saved in this c h a p t e r display as s h o w n in F i g u r e 4 .
1 4 . In the W i n d o w s Explorer window, navigate to the s t u d e n t C D , a n d t h e n display the c h a p t e r _ 0 1 file list.
1 5 . Notice that t h e original s t u d e n t data file—cf01_Visit—is still located in the c h a p t e r _ 0 1 folder, a n d then Close the W i n d o w s Explorer window.
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• To edit is to insert text, delete text, or replace text in an Office d o c u m e n t , spreadsheet, o r p r e s e n t a t i o n .
• To edit text, you need to position the insertion p o i n t at the desired location or select the text you want to replace.
1 . W i t h the W o r d d o c u m e n t as the active w i n d o w , in the first line, click to the left of the w o r d Aspen. Press (Bksp) 12 times to delete the words the City of. Be sure there is o n e space between each word as shown in F i g u r e 1 .
The Backspace key deletes one letter at a time moving from right to left.
2 . In the second line of the d o c u m e n t , click to the left of the words The City of Aspen Falls. Press [ D e l e t e ] 12 times to delete the p h r a s e The City of.
The Delete key deletes one letter at a time moving from left to right.
3 . In t h e line Area Attractions, double-click t h e w o r d Area to select it. Type l o c a l a n d t h e n c o m p a r e y o u r screen with F i g u r e 2 . —
When a word is selected, it is replaced by whatever you type next.
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SKILL 6: Type a n d Edit Text
4. Place t h e pointer approximately 1 inch to t h e left of the line Convention Center. W h e n the [21 p o i n t e r displays as s h o w n in
— F i g u r e 3 , click o n e time.
Placing the pointer in the Selection bar and then clicking is a way to select an entire line with a single click. After selecting text, the Mini toolbar—a toolbar with common formatting buttons—may display briefly as you move the mouse.
5. W i t h the entire line still selected, press [Delete) to delete the line.
6. O n the Quick Access Toolbar, click the U n d o b u t t o n @ o n e time. Notice the Convention Center line displays again.
When you perform an incorrect action, clicking the Undo button often returns your document to its previous state.
7. At the end of the last line—Glider Tours— click between the last w o r d and the p a r a g r a p h formatting m a r k (If). Press [Enter] to insert a new line.
8 . W i t h the insertion p o i n t in the new line, type Contact Your N a m e for m o r e information. Be sure to use y o u r first a n d last n a m e s in place of Your a n d Name.
M C o m p a r e your screen with F i g u r e 4. 9. O n the Quick Access Toolbar, click
Save Q .
When a document has already been saved with the desired name, click the Save button—the Save As dialog box is not needed.
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»• T h e copy c o m m a n d places a copy of the selected text o r object in the Clipboard— a t e m p o r a r y storage area that holds text or an object that has been cut o r copied.
• You can move text by m o v i n g it to a n d from t h e C l i p b o a r d or by dragging the text.
1 . Click the File tab, and t h e n click Open. In t h e Open dialog box, if necessary, navigate to the s t u d e n t files and display t h e c o n t e n t s of t h e chapter_01 folder. Click cft)l_Visit_Events, a n d then click Open.
2. O n t h e right side of the Ribbon's H o m e tab, in the Editing group, click the Select b u t t o n , a n d then click Select All. C o m p a r e y o u r screen w i t h F i g u r e 1.
3 . W i t h all of the d o c u m e n t text selected, o n the left side of the H o m e tab, in t h e Clipboard group, click the Copy b u t t o n 0.
4 . In t h e u p p e r right corner of the Word w i n d o w , click Close l U o j . You d o n o t need to save changes—you will n o t t u r n in this s t u d e n t data file.
5. In Lastname_Firstname_cf01_Visit3, click to place the insertion p o i n t to the left of the line that starts Contact Your Name.
6. O n the H o m e tab, in the Clipboard group, p o i n t t o — b u t d o n o t click—the Paste b u t t o n . C o m p a r e your screen with F i g u r e 2 .
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The Paste button has two parts—the upper half is the Paste button, and the lower half is the Paste button arrow. When you click the Paste button arrow, a list of paste options display.
Continue to the next page to complete the skill ^
18 C o m m o n F e a t u r e s o f O f f i c e 2 0 1 0 | C o m m o n F e a t u r e s C h a p t e r 1
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SKILL 7: Cut, Copy, and Paste Text
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7. Click the u p p e r half of the Paste b u t t o n to paste the selected text. C o m p a r e y o u r
— screen w i t h F i g u r e 3 .
When you paste, you insert a copy of the text or object stored in the Clipboard and the Paste Options button displays near the pasted text.
Press [Esc] to h i d e the Paste O p t i o n s b u t t o n .
Scroll u p to display the line Winter Blues Festival. Place the \T\ p o i n t e r to the left of t h e W, a n d then drag d o w n and to t h e right to select two lines—Winter Blues Festival a n d Taste of Aspen Falls.
To drag is to move the mouse while holding down the left mouse button and then to release it at the appropriate time.
1 0 . O n the H o m e tab, in the Clipboard group, click t h e Cut b u t t o n 0.
The ait command removes the selected text or object and stores it in the Clipboard.
1 1 . Click to place the insertion p o i n t to t h e left of Contact Your Name, a n d t h e n in t h e Clipboard group, click the Paste b u t t o n to insert the text.
1 2 . D r a g to select the text Taste of Aspen Falls, i n c l u d i n g the p a r a g r a p h mark.
1 3 . W i t h the [§] pointer, drag the selected text to t h e left of Winter Blues Festival. W h e n t h e [¥] p o i n t e r displays to the left of Winter as shown in F i g u r e 4, release t h e m o u s e b u t t o n .
1 4 . O n the Quick Access Toolbar, click Save m.
• You have completed Skill 7 of 10
F i g u r e 4
C o m m o n F e a t u r e s C h a p t e r 1 | C o m m o n F e a t u r e s o f O f f i c e 2 0 1 0 1 9
• To format is to change t h e appearance of t h e text—for example, changing the text color t o red.
> Before f o r m a t t i n g text, you first need to select t h e text that will be formatted.
»• O n c e text is selected, you can apply f o r m a t t i n g using the Ribbon o r t h e M i n i toolbar.
1 . Scroll to the t o p of t h e d o c u m e n t , a n d t h e n click anywhere in t h e first line, Visit Aspen Falls.
2. O n t h e H o m e tab, in t h e Styles group, click t h e Heading 1 t h u m b n a i l .
When no text is selected, the Heading 1 style is applied to the entire paragraph.
3 . Click in the p a r a g r a p h , Local Attractions, a n d t h e n in t h e Styles group, click t h e H e a d i n g 2 t h u m b n a i l . Click in the p a r a g r a p h , Aspen Falls Annual Events, a n d t h e n a p p l y t h e Heading 2 style. C o m p a r e y o u r screen w i t h Figure 1.
4 . D r a g t o select the text Visit Aspen Falls! I m m e d i a t e l y p o i n t t o — b u t d o n o t click— t h e M i n i toolbar t o display it as s h o w n in Figure 2. If necessary, right-click t h e — selected text to display t h e M i n i toolbar.
C o n t i n u e t o t h e n e x t p a g e t o c o m p l e t e t h e s k i l l >
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Figure 1
Mini toolbar (your toolbar location may be different)
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Figure 2
2 0 C o m m o n F e a t u r e s o f O f f i c e 2 0 1 0 | C o m m o n F e a t u r e s C h a p t e r 1
SKILL 8: F< a n d Paragraphs
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5. O n the Mini toolbar, click the Font Size arrow I" •[, a n d t h e n from the list, click 28 to increase the size of the selected text.
6. Place the p o i n t e r approximately 1 inch to t h e left of the line Wine Country. W h e n t h e SQ pointer displays, drag straight d o w n . W h e n all t h e lines between a n d including Wine Country a n d Glider Tours are selected, release the left m o u s e b u t t o n .
7. O n the Ribbon, in the Paragraph group, click the Bullets b u t t o n IB-I a n d then c o m p a r e y o u r screen with F i g u r e 3 .
8 . Click to the left of Annual Starving Artists Sidewalk Sale. Scroll d o w n to display t h e b o t t o m of the page. Press a n d hold [ S h i f t ] while clicking to the right of Winter Blues Festival to select all of t h e text between a n d including Annual Starving Artists Sidewalk Sale a n d Winter Blues Festival.
9. In the Paragraph group, click the Bullets b u t t o n |B'L
1 0 . Scroll to the t o p of t h e d o c u m e n t . Use either t e c h n i q u e just practiced to select Wine Tasting Tours a n d Wineries.
1 1 . In the Paragraph group, click t h e Increase Indent b u t t o n [*] o n e time. C o m p a r e your screen with F i g u r e 4 .
1 2 . O n the Quick Access Toolbar, click Save [H].
• Y o u h o v e c o m p l e t e d S k i l l 8 o f 1 0
C o m m o n F e a t u r e s C h a p t e r 1 | C o m m o n F e a t u r e s o f O f f i c e 2 0 1 0 2 1
• SKILL 9: Use the Ribbon
• Each R i b b o n tab contains c o m m a n d s organized into groups. S o m e tabs display only w h e n a certain t y p e of object is selected—a graphic, for example.
1. Press a n d hold [ C t r l ] , a n d t h e n press [Homel to place t h e insertion p o i n t at the begin n i n g of the d o c u m e n t .
2 . O n t h e Ribbon, to the right of the H o m e tab, click the Insert tab. In the Illustrations group, click t h e Picture b u t t o n .
3 . In the Insert Picture dialog box, navigate as needed to display the c o n t e n t s of the s t u d e n t files in the chapter_01 folder. Click cf01_Visit_River, a n d t h e n click the Insert b u t t o n . C o m p a r e y o u r screen w i t h F i g u r e 1.
When a picture is selected, the Format tab displays below Picture Tools. On the Format tab, in the Picture Styles group, a gallery— a visual display of choices from which you can choose—displays thumbnails. The entire gallery can be seen by clicking the More button to the right and below the first row of thumbnails.
4 . O n the Format tab, in the Picture Styles group, click the More b u t t o n 0 to display the Picture Styles gallery. In the gallery, p o i n t to the fourth t h u m b n a i l in the first r o w — D r o p Shadow Rectangle—to display the ScreenTip as shown in F i g u r e 2 .
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ScreenTip
A ScreenTip is informational text that displays when you point to commands or thumbnails on the Ribbon.
5. Click t h e Drop Shadow Rectangle t h u m b n a i l to apply the p i c t u r e style.
• Continue to the next page to complete the skill •
22 Common Features of Office 2010 | Common Features Chapter l
Live Preview of Drop Shadow
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VisitAspenFalls.1I As p e n Falls -overlooks t h ^ P a r i f i c -Ocean -endis- surrounded-by r n any-\-INEYATC3-and ̂ vineries. Ocean- lecieation is -accessed primarily « t - D u r e n g o C o u n t y - Park.-The-Aspen-LelteReueaticn-Aieaprondesyear- round-fresh-water recreerion-andis-tiie-city's-largest park. 1
• L . O « A L A T L R N R T L O N » « l
• - . U ' i n e C o u n t r y ^
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F I G U R E 3
K E Y T I P S F O R
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K E Y T I P F O R I T A L I C
B U T T O N
F I G U R E 4
6. O n the F o r m a t tab, in the A r r a n g e group, click t h e Wrap Text b u t t o n , a n d then from the list of choices, click S q u a r e .
7. Point to t h e picture, a n d t h e n with t h e \%\ pointer, drag the picture to t h e right side of t h e page as s h o w n i n F I G U R E 3.
8. Click a blank area of t h e page, a n d t h e n notice the Picture Tools F o r m a t tab n o longer displays.
9. O n the Page Layout tab, in t h e T h e m e s group, click the T h e m e s b u t t o n .
1 0 . In t h e T h e m e s gallery, p o i n t t o — b u t d o n o t click—each of the t h u m b n a i l s to d i s play the Live Preview of each t h e m e . W h e n you are d o n e , click t h e Civic t h u m b n a i l .
1 1 . O n t h e View tab, in the Z o o m group, click the O n e Page b u t t o n to display t h e entire page o n t h e screen. If necessary, adjust t h e position of t h e picture.
1 2 . O n the V i e w tab, in t h e Z o o m group, click t h e 100% b u t t o n .
1 3 . Select the text Visit Aspen Falls! w i t h o u t selecting t h e p a r a g r a p h m a r k . Press [W] to display KeyTips—keys that you can press to access each Ribbon tab a n d m o s t c o m m a n d s o n each tab. Release [Ait], and t h e n press (TT) o n e t i m e to display t h e H o m e tab. C o m p a r e y o u r screen w i t h F I G U R E 4 .
With KeyTips displayed on the Home tab, pressing [T] is the same as clicking the Italic button 0. In this manner, you select Ribbon commands without using the mouse.
1 4 . Press (T) to apply the Italic format to t h e selected text.
1 5 . Save (5] t h e d o c u m e n t .
• You have completed Skill 9 of 10
C O M M O N F E A T U R E S C H A P T E R 1 | C O M M O N F E A T U R E S O F O F F I C E 2 0 1 0 2 3
• C o m m a n d s can be accessed in dialog boxes—boxes where you can select m u l t i p l e settings.
• You can also access c o m m a n d s by right-clicking objects in a d o c u m e n t .
1. In t h e p a r a g r a p h that starts Aspen Falls overlooks the Pacific Ocean, triple-click— click three times fairly quickly w i t h o u t m o v i n g the m o u s e — t o highlight the entire p a r a g r a p h .
2. O n t h e H o m e tab, in t h e lower right cor n e r of t h e Font group, p o i n t to t h e Font D i a l o g Box Launcher [|] as shown in F i g u r e 1.
The [1] buttons at the lower right corner of most groups open a dialog box with choices that may not be available on the Ribbon.
3 . Click t h e Font Dialog B o x Launcher [s] to o p e n t h e Font dialog box.
4 . In t h e Font dialog box, click t h e Advanced tab. Click the Spacing arrow, and then click Expanded.
5. To t h e right of the Spacing box, click the By s p i n b o x up arrow three times to display 1.3 pt. C o m p a r e your screen with F i g u r e 2 , a n d t h e n click OK to close the dialog b o x and apply the changes.
• Continue to the next page to complete the skill
C o m m o n F e a t u r e s o f O f f i c e 2 0 1 0 | C o m m o n F e a t u r e s C h a p t e r 1
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s e l e c t e d
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6. W i t h the p a r a g r a p h still selected, right-click—click t h e p a r a g r a p h with the right m o u s e b u t t o n — a n d then
— c o m p a r e your screen w i t h Figure 3 . When you right-click selected text, the Mini toolbar and a shortcut menu display. A shortcut menu displays a list of commands related to the type of object that you right-click.
From the displayed shortcut m e n u , click the Paragraph c o m m a n d . Alternately, o n the H o m e tab, click the Paragraph Dialog Box Launcher.
7.
8.
9.
10.
11.
In the Paragraph dialog box, u n d e r Spacing, click t h e Before spin up arrow three times to display 18 pt.
In the After box, highlight t h e existing value, a n d t h e n type 15 C o m p a r e y o u r screen with Figure 4, a n d t h e n click OK.
If your i n s t r u c t o r asks you to p r i n t y o u r work, click t h e File tab, click Print, a n d t h e n click t h e Print b u t t o n .
Click Save [5], click the File tab, a n d t h e n click Exit.
Done! You have completed Skill 10 of 10, and your document is complete!
C O M M O N F E A T U R E S C H A P T E R 1 | C O M M O N F E A T U R E S O F O F F I C E 2010 2 5
T h e f o l l o w i n g M o r e Skills a r e l o c a t e d a t www.pearsonhighered.com/skills
M o r e S k i l l s Q C a p t u r e S c r e e n s w i t h t h e S n i p p i n g T o o l
S O M E O F THE W O R K THAT Y O U D O I N T H I S B O O K C A N N O T B E G R A D E D
W I T H O U T S H O W I N G Y O U R C O M P U T E R S C R E E N S TO THE G R A D E R . Y O U C A N
U S E T H E S N I P P I N G T O O L TO CREATE P I C T U R E S O F Y O U R S C R E E N S . S N I P FILES
C A N B E P R I N T E D OR S U B M I T T E D ELECTRONICALLY.
I N M O R E SKILLS 1 1 , Y O U WILL U S E THE S N I P P I N G T O O L TO CREATE A
P I C T U R E O F Y O U R S C R E E N A N D T H E N C O P Y THE P I C T U R E I N T O A W O R D
D O C U M E N T .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE T H E N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
M o r e S k i l l s ^ U s e M i c r o s o f t O f f i c e H e l p
M I C R O S O F T O F F I C E 2 0 1 0 H A S A H E L P S Y S T E M I N W H I C H Y O U C A N
S E A R C H FOR ARTICLES THAT S H O W Y O U H O W TO A C C O M P L I S H T A S K S .
I N M O R E SKILLS 1 2 , Y O U WILL U S E T H E O F F I C E 2 0 1 0 H E L P S Y S T E M
TO V I E W A N ARTICLE O N H O W TO C U S T O M I Z E T H E H E L P W I N D O W .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE T H E N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW T H E I N S T R U C T I O N S O N THE W E B S I T E .
M o r e S k i l l s ^ O r g a n i z e F i l e s
O V E R T I M E , Y O U M A Y CREATE H U N D R E D S O F FILES U S I N G M I C R O S O F T
O F F I C E . T O FIND Y O U R FILES W H E N Y O U N E E D T H E M , T H E Y N E E D TO B E
W E L L - O R G A N I Z E D . Y O U C A N O R G A N I Z E Y O U R C O M P U T E R FILES B Y CAREFULLY
N A M I N G T H E M A N D B Y P L A C I N G T H E M I N T O FOLDERS.
I N M O R E SKILLS 1 3 , Y O U WILL CREATE, DELETE, A N D R E N A M E FOLDERS.
Y O U WILL T H E N C O P Y , DELETE, A N D M O V E FILES I N T O THE FOLDERS THAT Y O U
C R E A T E D .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE THE N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N T H E W E B S I T E .
M o r e S k i l l s S a v e D o c u m e n t s t o W i n d o w s L i v e
I F Y O U R C O M P U T E R I S C O N N E C T E D TO T H E I N T E R N E T , Y O U C A N S A V E
Y O U R O F F I C E D O C U M E N T S TO A D R I V E AVAILABLE TO Y O U FREE O F C H A R G E
T H R O U G H W I N D O W S L I V E . Y O U C A N T H E N O P E N T H E FILES F R O M O T H E R
L O C A T I O N S S U C H A S H O M E , S C H O O L , OR W O R K .
I N M O R E SKILLS 1 4 , Y O U WILL S A V E A M E M O TO W I N D O W S L I V E .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE T H E N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
C O M M O N F E A T U R E S OF O F F I C E 2 0 1 0 | C O M M O N F E A T U R E S C H A P T E R 1
K e y T e r m s
Cell 8
Cell reference 12
Clipboard 18
Copy 18
Cut 19
Dialog box 24
Drag 19
Edit 16
Format 20
Gallery 22
Grid line 12
Insertion point 7
KeyTip 23
Live Preview 7
Mini toolbar 17
Page Layout view 12
Paste 19
Protected View 15
RAM 10
Read-only mode 14
Right-click 25
ScreenTip 22
Shortcut menu 25
Toggle button 7
Triple-click 24
O n l i n e H e l p S k i l l s
1. Start f J W o r d . I n the upper right corner o f the W o r d window, click the Help button [©]. I n the Help window, click the Maximize h&H button.
2. Click i n the search box, type Create a document and then click the Search b u t t o n . I n the search results, click Create a d o c u m e n t .
3 . Read the article's introduction, and then below W h a t d o y o u want t o do, click Start a d o c u m e n t from a template. Compare y o u r screen w i t h Figure 1.
4 . Read the Start a document from a template section to see i f you can answer the following: W h a t types o f documents are available as templates? O n the New tab, under Available Templates, what are the two general locations that you can find templates?
Common Features Chapter 1 | Common Features of Office 2010
Matching M a t c h each t e r m in t h e second c o l u m n w i t h its correct definition in t h e first c o l u m n by writing t h e letter of the t e r m o n t h e blank line in front of t h e correct definition.
1, A feature that displays t h e result of a formatting change if you
select it.
2 . A line between the cells in a table or spreadsheet.
3 . A m o d e where you can o p e n a n d view a file, b u t you c a n n o t save y o u r changes.
4 . A view where you p r e p a r e y o u r d o c u m e n t or spreadsheet for p r i n t i n g .
5. Quickly click t h e left m o u s e b u t t o n two times w i t h o u t m o v i n g t h e m o u s e .
6. To insert text, delete text, o r replace text in an Office d o c u m e n t , spreadsheet, o r p r e s e n t a t i o n .
7. A c o m m a n d t h a t moves a copy of t h e selected text or object t o t h e C l i p b o a r d .
8 . A c o m m a n d that removes t h e selected text o r object a n d stores it
in t h e Clipboard.
9. To change t h e a p p e a r a n c e of t h e text.
1 0 . A m e n u t h a t displays a list of c o m m a n d s related t o t h e t y p e of object t h a t you right-clicked o n .
28 Common Features of Office 2010 | Common Features Chapter 1
A C o p y
B Cut
C Double-click
D Edit
E F o r m a t
F Grid line
G Live Preview
H Page Layout
I Read-only
J S h o r t c u t
Multiple Choice Choose the correct answer.
1 . T h e flashing vertical line that indicates where text w i l l be inserted when you start typing.
A. Cell reference B. Insertion point C. K e y T i p
2. A button used to t u r n a feature both on and off. A. Contextual button B. O n / O f f button C. Toggle b u t t o n
3 . T h e box formed by the intersection o f a r o w and column.
A. Cell B. Cell reference C. I n s e r t i o n point
4 . U n t i l you save a document, it is stored only here. A. Clipboard B. Live Preview C. R A M
5. T h e combination o f a number o n the left side and a letter on the top o f a spreadsheet that addresses a cell.
A. Coordinates B. Cell reference C. Insertion point
Topics for Discussion 1 . You have briefly worked w i t h three Microsoft Office
programs: W o r d , Excel, and PowerPoint. Based on your experience, describe the overall purpose o f each o f these programs.
6 . A temporary storage area that holds text o r an object that has been cut o r copied.
A. Clipboard B. Dialog box C. Live Preview
7. A toolbar w i t h common formatting buttons that displays after you select text.
A. Gallery toolbar B. M i n i toolbar C. Taskbar toolbar
8. Informational text that displays when you point to commands o r thumbnails on the Ribbon.
A. L i v e Preview B. ScreenTip C. Shortcut menu
9. A visual display o f choices f r o m which you can choose.
A. Gallery B. Options menu C. Shortcut menu
1 0 . A n icon that displays o n the R i b b o n to indicate the key that you can press to access R i b b o n commands.
A. K e y T i p B. ScreenTip C. T o o l T i p
2. Many believe that computers enable offices to go paperless—that is, to share files electronically instead o f p r i n t i n g and then distributing them. What are the advantages o f sharing files electronically, and i n what situations would it be best to p r i n t documents?
Common Features Chapter 1 | Common Features of Office 2010
C H A P T E R
C r e a t e D o c u m e n t s W o r d 2 0 1 0
• Microsoft Office Word is o n e of the m o s t c o m m o n p r o g r a m s that individuals use o n a c o m p u t e r .
• Use W o r d to create simple d o c u m e n t s such as m e m o s , reports, or letters a n d to create sophisticated d o c u m e n t s that include tables a n d graphics.
Your starting screen will look similar to this:
flat: 1 ol 1 i Weidv 0 J A A : - too'.i
S K I L L S SKILLS 1 - 1 0 TRAINING A t t h e e n d of t h i s c h a p t e r , y o u will b e a b l e t o :
Skill 1 Create New Documents and Enter Text Skill 2 Edit Text and Use Keyboard Shortcuts Skill 3 Select Text Skill 4 Insert Text from Other Documents Skill 5 Change Fonts, Font Sizes, and Font Styles Skill 6 Insert and Work with Graphics Skill 7 Check Spelling and Grammar Skill 8 Use t h e Thesaurus and Set Proofing
Options Skill 9 Create Document Footers Skill 10 Work with t h e Print Page and Save
Documents in Other Formats
M O R E S K I L L S
More Skills 11 Split and Arrange Windows More Skills 12 Insert Symbols More Skills 1 3 Use Collect and Paste to Create
Documents More Skills 14 Insert Screen Shots into
Documents
3 0 C R E A T E D O C U M E N T S WITH W O R A 2 0 1 0 | MICROSOFT W O R D C H A P T E R 1
Outcome Using the skills listed to the left will enable you to create d o c u m e n t s like these:
A S P E N F A L L S P U B L I C L I B R A R Y 2SS EbnStttvl
Aspen Falls. CA 93463
May 5. 2012
Dr. Janis Imlay Aspen Falls Community College 1 College Drive Aspen Fall*, CA 93464
Dv-i Dr. Imlay:
Subject: N e w Logo for Library
fhank youso much for vour letter effenng the servicesot your jraphicdesign sluoents lor libfary-
related projects. We currently have a projectiri mind thai might benefitboth the library and youi
sludents.
We want to update our losotomoicaccurately reflect the wide variety of services offered in a modern
library Alogoconteslwouldbeag-caticJea.Callmeat (805) 555 1011 to discuss this further
I have attached a listol libiaiy activities to give the sludents an idea of some ol the things we do.
Sincerely.
Douglas Hopkins, Director
Ustname_rirstn»me_w01_Ubrary
Book DiscusstonGroups
There are several different book discussion groups, all led by
volunteer moderators from the community. Some discussion groups
focus on different types of books, such as biographies, history, fiction,
classics.sdenecand technology.andSpanlsh language literature.
Comp uter Tra in ing
Computer training isoffered in the computer lab of the main branch only. The following dassesa
offered once a month and others J re offered intermittently:
• Introduction to Computers
• MicrosoltWord
• Microsoft Excel
• Adobe Photoshop
• WindowsXP and Vista
• Using the Internet
Speakers and Entertainers
T h e library brings in noted authors once a month for an ongoing lecture series. Folk singers, small jazz
ensembles, and other musical groups perform in the Hawken Community Room as they can be booked.
A second bookmobile has been added, and mutes are displayed on the library website. Bookmobiles
visiteachschool in the district at least once a week.
Story timesare available in the Hawken Community Room on Saturday m o m i n g f o r toddlers, Saturday
afternoon for early elementary students.and Sunday afternoon for kids interested in chapter books.
GamwNight
Games are played inthe HawkenCommunity Room on Friday e v e n i n g after the library closes at 6 p . m .
Among the more popular games are chess, bridge, and backgammon. Experts are available to help
patrons learn the games or improve tbeirskils.
Electronic Book Downloads
More than 1,000 c Books a re available for download t o a n M P 3 player. Library patronscan check these
books out for three weeks, and can renew them one time. T h e books range from today's popularficoon
to the classics.
Lastname_Flrstname_w01_Ubrarv
You will save these documents as: Lastname_Firstname_w01_Library Lastname_Firstname_w01_Library_2003
MICROSOFT W O R D C H A P T E R 1 | C R E A T E D O C U M E N T S WITH W O R D 2 0 1 0 3 1
I n t h i s c h a p t e r , y o u w i l l c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
A s p e n F a l l s , C a l i f o r n i a .
I n t r o d u c t i o n
• E n t e r i n g text, f o r m a t t i n g text, a n d n a v i g a t i n g w i t h i n a W o r d d o c u m e n t are t h e first b a s i c skills y o u n e e d to w o r k efficiently w i t h W o r d .
• You c a n c h a n g e t h e font a n d font size, a n d a d d e m p h a s i s to text, b u t use c a u t i o n n o t t o a p p l y t o o m a n y different f o r m a t s to y o u r text. T h i s can b e d i s t r a c t i n g t o t h e reader.
• It is easy t o i n s e r t a p i c t u r e i n t o a W o r d d o c u m e n t , a n d d o i n g so increases t h e v i s u a l a p p e a l a n d t h e r e a d e r ' s interest. P i c t u r e s s h o u l d b e clearly a s s o c i a t e d w i t h t h e s u r r o u n d i n g text a n d s h o u l d n o t b e i n s e r t e d j u s t t o have a p i c t u r e i n t h e d o c u m e n t .
• It is n e v e r a c c e p t a b l e t o have e r r o r s in spelling, g r a m m a r , o r w o r d usage in y o u r d o c u m e n t s ; y o u can use W o r d t o p r e v e n t t h i s from h a p p e n i n g .
C R E A T E D O C U M E N T S WITH W O R D 2 0 1 0 | MICROSOFT W O R D C H A P T E R 1
I
Time to c o m p l e t e all 10 skills - 50 minutes
Student data files needed for this chapter:
New blank Word document
wO l_Library_Activities
Find your student data files here:
[ W ] O p e n
(^/y^J I " 02_word • chapter.01 O r g a n i z e » N e w folder
C D M o c k u p
• 01_student_data_files
O l . c o m m c n j e a t u r e s
a 02_word
Documents library c h a p t e ' . O l
Arrange by. Folder •
chapte»_01
chapter_02
ehapter_03
c h a p t e r M
' . 03_excel
chapter_01
c h a p t e r ^
chapter_03
c h a p t e r W
> i . M . a c c e s s
chapter_01
file n a m e
N a m e
B*0A.
a]woi.
: £ ] WOL.
-aj WOL.
ÎwOl.
.Donation_Opportunrties
.Donation_Phcto
.Library .Activities
.library_Logo
.Meadows
M e a d o w s . I m p r o v e m e n t s
Meadows.Research
T r u '
T o u r _ T o p i c s
Trustees.Report
- ( A l l files
T O O T S -r
Page: l o l l | W o r d s : 0 , ; i J .
U B 3 J B ioo?i .- r +
Microsoft Word Chapter 1 | Create Documents with Word 2010
• SKILL 1: Create New Documents and Enter Text
• W h e n you start Microsoft Office Word 2010, a blank d o c u m e n t displays.
• T h e first t i m e you save t h e d o c u m e n t , give it a n a m e a n d choose a storage location. T h e n , save y o u r changes frequently.
1. O n t h e taskbar, click the Start b u t t o n F r o m the Start m e n u , locate a n d then start Microsoft Word 2010.
2. In the lower right corner of y o u r screen, if necessary, click the Print Layout b u t t o n HI.
3 . O n the H o m e tab, in t h e Paragraph group, click the Show/Hide b u t t o n H until it displays in gold indicating it is active, as s h o w n in Figure 1.
When you press (Enter), [Spacebar], or [Tab] on your keyboard, characters display in your document to represent these keystrokes. These characters do not print and are referred to as formatting marks or nonprinting characters.
4 . In all uppercase letters, type ASPEN FALLS PUBLIC LIBRARY a n d press [EnteT], Type 255 Elm Street a n d press [Enter). Type Aspen Falls, CA 93463 a n d press (Enter) two t i m e s .
5. Type May 5, 2012 a n d press [Enter] three times; type Dr. Janis Imlay a n d press (EnteT); t y p e Aspen Falls C o m m u n i t y College a n d press ||nter|> t y p e 1 College Drive a n d press [Enter); a n d type Aspen Falls, CA 93464 a n d press (Enter).
6. Type Dear Dr. Imlay: a n d press (EnteT). Type Subject: New Logo for Library a n d press [Enter]. C o m p a r e your screen w i t h Figure 2. -
Continue to the next page to complete the ski
34 C R E A T E D O C U M E N T S W I T H W O R D 2010 | Microsoft Word Chapter 1
Show/Hide button
Print Layout view displays as a sheet of paper
Print Layout button
Figure 1
Letterhead
Nonprinting paragraph mark
Inside address Small dots
indicate spaces between words
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SKILL 1: Create New Documents and Enter Text
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New paragraph added
Figure 3
New file name displays on the title bar
Depending on resolution, document may have scrolled up
New paragraphs added
Figure 4
8.
7. Type t h e following, inserting only one space after t h e p e r i o d at t h e e n d of a s e n tence: T h a n k you so m u c h for your letter offering the services of your graphic design students for s o m e library-related projects. We currently have a very good project in m i n d that m i g h t benefit b o t h the library a n d your students. C o m p a r e
— y o u r screen w i t h Figure 3.
As you type, the insertion point moves to the right. At the right margin, Word deter mines whether the word you are typing will fit within the established margin. If it does not fit, Word moves the entire word to the beginning of the next line. This feature is called word wrap. You do not need to press (Enter] until you reach the end of a paragraph.
Press [Enter], a n d t h e n type We want to u p d a t e o u r logo to m o r e accurately reflect the wide variety of services offered in a m o d e r n library. A logo contest would be a great idea. Call m e at (805) 555-1011 at any time to discuss this further.
Press (Enter] a n d t y p e Sincerely, a n d then press [Enter] two times. Type Douglas H o p k i n s , Director
10. O n t h e Quick Access Toolbar, click Save \M • Navigate to the location where you are saving y o u r files, create a folder n a m e d Word Chapter 1 a n d t h e n using y o u r o w n n a m e , Save t h e d o c u m e n t as L a s t n a m e _ Firstname_w01_Library
11. C o m p a r e y o u r screen w i t h Figure 4, a n d notice that the new file n a m e displays o n t h e title bar.
• You have completed Skill 1 of 10
9.
Microsoft Word Chapter 1 | Create Documents with Word 2010 35
You can use a c o m b i n a t i o n of keys o n t h e keyboard to m o v e quickly to t h e b e g i n n i n g o r e n d of a d o c u m e n t .
Pressing [Bksp] removes characters to t h e left of t h e insertion point, a n d pressing [Delete] removes characters t o t h e r i g h t of t h e insertion p o i n t .
1.
2.
H o l d d o w n [Ctrl], a n d t h e n press [Home].
This combination of keys—a keyboard shortcut—moves the insertion point to the beginning of the document.
If h o r i z o n t a l a n d vertical rulers d o n o t display, at t h e t o p of the vertical scrollbar, click t h e View Ruler b u t t o n H}.
3 . Move the p o i n t e r to the left of t h e first line of t h e d o c u m e n t t o display t h e SO pointer. D r a g d o w n to select t h e first t w o lines of the d o c u m e n t . O n t h e H o m e tab, in t h e Styles group, click t h e N o Spacing b u t t o n .
Extra space should be removed between the lines of the letterhead and inside address.
4.
5.
6.
7.
Locate t h e p a r a g r a p h that begins Thank you, a n d t h e n in the second line, click to p o s i t i o n t h e insertion p o i n t just t o t h e right of the w o r d good.
Press [Bksp] five times, a n d notice that b o t h the w o r d good a n d t h e extra space between very a n d good are removed, as s h o w n in Figure 1.
In t h e same p a r a g r a p h , click to position the insertion p o i n t just t o t h e left of t h e w o r d very.
Press [Delete! five times, a n d notice that t h e w o r d very a n d t h e extra space are r e m o v e d , as s h o w n in Figure 2.
Continue to the next page to complete the skill •
: View Ruler button
Word and space removed
Figure 1
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3 6 Create Documents with Word 2010 | M I C R O S O F T W O R D C H A P T E R 1
Figure 2
SKI keyboard Shortcuts
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Bottom edge of page
F I G U R E 3
Default Quick Access Toolbar Buttons Button name Button Description
Save A Saves the current document. If the document has not been saved, the button displays the Save As dialog box.
Undo Reverses the last action or series of actions.
Repeat 0 Repeats the last action; shares the same button location as the Redo button. Redo Displays instead of the Repeat button if the Undo
command has been used; reverses the action of the Undo button.
8. Press [Ctrl] + [End] to m o v e t o t h e e n d of t h e d o c u m e n t .
The insertion point is positioned at the end of the last paragraph, and the bottom edge of the page displays at the bottom of the screen.
9. In t h e last p a r a g r a p h of t h e letter body, which begins We want to update, locate t h e p h r a s e at any time. Use either [Bksp] o r [Delete] t o r e m o v e the p h r a s e a n d t h e extra space, a n d t h e n c o m p a r e your screen w i t h F I G U R E 3 .
1 0 . O n t h e Quick Access Toolbar, click t h e Save b u t t o n [H]. Alternately, hold d o w n [Ctrl), a n d t h e n press [¥).
This new saved version of your file over writes the previous version.
1 1 . Take a m o m e n t t o examine t h e default b u t t o n s o n t h e Quick Access Toolbar— y o u r toolbar m a y display additional b u t t o n s — s u m m a r i z e d in the table in F I G U R E 4.
1 2 . Press [Ctrl] + [Homel to m o v e t h e insertion p o i n t to t h e b e g i n n i n g of t h e d o c u m e n t a n d display the t o p edge of t h e page.
• You have completed Skill 2 of 10
F I G U R E 4
MICROSOFT W O R D C H A P T E R 1 | C R E A T E D O C U M E N T S WITH W O R D 2 0 1 0 3 7
• To f o r m a t text, first select the text, a n d t h e n m a k e f o r m a t t i n g changes. You can also select text a n d t h e n delete it.
• You can insert text at the insertion p o i n t by t y p i n g n e w text. You can also insert text by selecting existing text a n d t h e n t y p i n g n e w text.
1 . I n t h e first line of t h e d o c u m e n t , p o i n t j u s t t o t h e left of ASPEN. H o l d d o w n t h e left m o u s e b u t t o n , a n d t h e n drag t o t h e r i g h t to select t h e entire line, i n c l u d i n g the p a r a g r a p h m a r k . Notice t h a t selected text is highlighted.
2 . F r o m the M i n i toolbar, click t h e C e n t e r b u t t o n [5] to center t h e first line of text.
3 . Repeat this p r o c e d u r e to center t h e second a n d t h i r d lines of t h e library address.
4 . In t h e p a r a g r a p h that begins Thank you, in t h e first line, p o i n t t o the w o r d some, a n d t h e n double-click. Notice that d o u b l e - clicking in this m a n n e r selects a single w o r d a n d the M i n i toolbar displays, as s h o w n in F I G U R E 1.
5. W i t h t h e w o r d some selected, press [Delete].
When you double-click to select and delete a word, the selected word is deleted, along with its following space.
6. In t h e p a r a g r a p h Dr. Janis Imlay, p o i n t to any w o r d a n d triple-click. Notice t h a t t h e entire p a r a g r a p h is selected. O n t h e H o m e tab, in t h e Styles group, click t h e N o Spacing b u t t o n .
7. Repeat this p r o c e d u r e to remove t h e extra spacing from t h e two p a r a g r a p h s below Dr. Janis Imlay. C o m p a r e your screen w i t h F I G U R E 2 .
Continue to the next page to complete the ski •
LIBRARY ADDRESS
IS CENTERED
M I N I TOOLBAR
SELECTED WORD
F I G U R E 1
S P A C E B E T W E E N
PARAGRAPHS IS
R E M O V E D
WORD R E M O V E D
FROM PARAGRAPH
F I G U R E 2
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Subject:«ewlogo<or-IJbrarY*
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P A R A G R A P H
I N S E R T E D
library R E P L A C E S our
F I G U R E 3
S e l e c t i n g T e x t i n a D o c u m e n t
T O S E L E C T D O T H I S
A P O R T I O N O F T E X T H O L D D O W N T H E L E F T M O U S E B U T T O N A N D D R A G F R O M T H E
B E G I N N I N G T O T H E E N D O F T H E T E X T Y O U W A N T T O S E L E C T .
A W O R D D O U B L E - C L I C K T H E W O R D .
A S E N T E N C E H O L D D O W N (Ctrl), A N D T H E N C L I C K A N Y W H E R E I N T H E S E N T E N C E .
A P A R A G R A P H T R I P L E - C L I C K A N Y W H E R E I N T H E P A R A G R A P H .
A L I N E M O V E T H E P O I N T E R T O T H E L E F T O F T H E L I N E . W H E N T H E [ J ]
P O I N T E R D I S P L A Y S , C L I C K O N E T I M E .
T H E E N T I R E
D O C U M E N T
H O L D D O W N (Ctrl] A N D P R E S S (a). A L T E R N A T E L Y , D I S P L A Y T H E [jjO P O I N T E R I N T H E L E F T M A R G I N A N D T R I P L E - C L I C K .
8 . In t h e p a r a g r a p h t h a t begins We want to, click to p o s i t i o n the insertion p o i n t at t h e e n d of t h e paragraph—following t h e p e r i o d after further.
9. Press (Enter) o n e t i m e , a n d t h e n t y p e I have attached a list of o u r activities to give the s t u d e n t s an idea of s o m e of the things we do.
1 0 . I n t h e same p a r a g r a p h , double-click t h e w o r d our to select it, t y p e library a n d t h e n c o m p a r e y o u r screen w i t h F I G U R E 3.
Recall that when you select a word, phrase, sentence, or paragraph, anything you type will replace all of the selected text.
1 1 . I n t h e p a r a g r a p h that begins Thank you, m o v e t h e p o i n t e r i n t o t h e left m a r g i n area next to t h e first line of t h e p a r a g r a p h . W h e n the HO pointer displays, d o u b l e click. Notice that t h e entire p a r a g r a p h is selected.
1 2 . Click anywhere in the d o c u m e n t to dese lect t h e text. H o l d d o w n [Ctrl], a n d t h e n press [a). Notice that all of the text in t h e d o c u m e n t is selected. Alternately, display t h e SO p o i n t e r in t h e left m a r g i n a n d triple-click to select the entire d o c u m e n t .
1 3 . Press F C T R T I L O M E J .
Using a keyboard shortcut to move the insertion point also deselects any selected text.
1 4 . Save [flj t h e changes, a n d t h e n take a m o m e n t t o examine s o m e ways t o select text, described in the table in F I G U R E 4 .
Y O U H A V E C O M P L E T E D S K I L L 3 O F 1 0
F I G U R E 4
M I C R O S O F T W O R D C H A P T E R 1 | C R E A T E D O C U M E N T S W I T H W O R D 2 0 1 0 3 9
• Objects, such as a text file o r a graphic, can be inserted i n t o a d o c u m e n t .
• I n s e r t e d text displays at t h e insertion p o i n t location.
1. Press |Ctrl) + [ E N D ] to move t h e insertion p o i n t to the e n d of the d o c u m e n t .
2. Press ['Ctrl] + [Enter] to create a page break, as s h o w n in Figure 1.
A manual page break—forcing a page to end at a location you specify—is added at the end of Page 1, and a new blank page is created. A manual page break indicator also displays below the text at the bottom of Page 1.
3 . Press [Ctrl] + [Home[ to move to the top of t h e d o c u m e n t , a n d t h e n notice t h a t the active page a n d t h e n u m b e r of pages in the d o c u m e n t display o n t h e status bar. Press [Ctrl] + [ E N D ] t o m o v e to t h e e n d of t h e d o c u m e n t .
The insertion point moves to the blank paragraph at the top of Page 2 , and the top portion of Page 2 displays near the top of the Word document window.
4 . O n the Ribbon, click t h e Insert tab.
5. In the Text group, click t h e Object b u t t o n arrow, a n d t h e n c o m p a r e y o u r screen w i t h Figure 2 .
The Object button is used to insert objects—items such as graphics, charts, or spreadsheets created by Word or other pro grams—or text from another Word file.
• Continue to the next page to complete the skill •
4 0 C R E A T E D O C U M E N T S WITH W O R D 2 0 1 0 | MICROSOFT W O R D C H A P T E R 1
M A N U A L P A G E
BREAK INDICATOR
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N E W BLANK P A G E
STATUS BAR
INDICATES TWO
P A G E S IN D O C U M E N T
F I G U R E 1
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SKILL 4: Inser from Other Documents
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Insert File dialog box
Location of your student files (yours may vary)
File to be inserted
Insert button
F I G U R E 3
Text inserted from another file
Blank paragraph at the bottom of the document
F I G U R E 4
6. From the displayed list, click Text f r o m File to display t h e Insert File dialog box.
The Insert File dialog box is similar to the Open dialog box.
7. Navigate t o t h e location of y o u r s t u d e n t files, a n d t h e n click the w01_Library_ Activities file. C o m p a r e y o u r screen w i t h
— Figure 3.
8. In t h e lower right c o r n e r of t h e Insert File dialog box, click t h e Insert b u t t o n .
All of the text from the w01_Library_ Activities file is copied into the current doc ument at the insertion point location. The original file remains unchanged. The spelling and grammar errors in the inserted document will be corrected in Skill 7.
9.
1 0 .
11.
If necessary, press [Ctrl] + [End] t o move to the e n d of t h e d o c u m e n t , a n d notice t h a t an extra b l a n k p a r a g r a p h displays, as s h o w n in Figure 4.
Press [Bksp) o n e t i m e to r e m o v e t h e blank p a r a g r a p h from t h e e n d of t h e d o c u m e n t .
Press fCtri] + |Home] t o m o v e t h e insertion p o i n t t o t h e b e g i n n i n g of the d o c u m e n t , a n d t h e n Save H t h e changes.
Y O U H A V E C O M P L E T E D S K I L L 4 O F 1 0
M I C R O S O F T W O R D C H A P T E R 1 | C R E A T E D O C U M E N T S W I T H W O R D 2 0 1 0 4 1
Sizes, and Font Styles
A font is a set of characters w i t h t h e same design a n d shape.
O n e way to format text is to change t h e font o r font size. You can also a d d bold, italic, or u n d e r l i n e e m p h a s i s to m a k e text stand o u t from s u r r o u n d i n g text. Bold, italic, a n d u n d e r l i n e are referred to as font styles.
1.
2.
3 .
Click t h e H o m e tab. In the Font group, n o t i c e that Word's default font is Calibri (Body), a n d the default font size is 11.
Fonts are measured in points, with one point equal to 1/72 of an inch.
Scroll so that you can view Page 2, click anywhere in the text, a n d then notice that t h e font is Cambria (Headings) a n d the font size is 12.
Press (Ctrl] + (a] to select all of t h e text in t h e d o c u m e n t . In t h e Font group, click t h e Font arrow E^E*lZL a n d t h e n from t h e displayed list, p o i n t t o — b u t d o n o t click—Arial Black. Notice that Live Preview displays what the text w o u l d look like if you select t h e Arial Black font, as s h o w n in Figure 1.
4.
5.
6.
F r o m t h e displayed Font list, click Calibri (Body) to change all of t h e text in the d o c u m e n t to Calibri.
W i t h the text still selected, in the Font g r o u p , click the Font Size arrow 1" -L a n d t h e n click 1 1 .
O n Page 2, click anywhere in t h e text t o cancel t h e selection. Notice t h e change to t h e font a n d font size, as s h o w n in Figure 2 .
Font Size arrow
Font arrow
Arial Black selected
Live Preview displays selected
font Figure 1
Font size changed to 11 point
Font changed to Calibri
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Continue to the next page to complete the skill ̂
42 Create Documents with Word 2010 | Microsoft Word Chapter 1
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Font and font size increased, bold emphasis added
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F I G U R E 3
Bold and italic emphasis added to headings
7. Press |Ctrl] + [Home] t o m o v e to t h e b e g i n n i n g of t h e d o c u m e n t . Move t h e p o i n t e r t o t h e left of t h e first letterhead p a r a g r a p h — t h e library n a m e — t o display t h e [?D pointer, a n d t h e n click o n e t i m e to select t h e first p a r a g r a p h .
8. O n t h e M i n i toolbar, click t h e Font Size arrow I" "L a n d then click 16. W i t h t h e M i n i t o o l b a r still displayed, click the Bold b u t t o n H , click the Font arrow [gjjjggj -\, a n d t h e n click Arial Black.
9. I n t h e two p a r a g r a p h s t h a t complete t h e letterhead, select b o t h p a r a g r a p h s . O n t h e displayed M i n i toolbar, click the Italic b u t t o n 0 . Click anywhere to deselect the text, a n d t h e n c o m p a r e y o u r screen with F I G U R E 3.
10. Scroll t o view t h e t o p of Page 2. W i t h t h e [7[] p o i n t e r t o t h e left of t h e one-line p a r a g r a p h Book Discussion Groups, click to select t h e entire line. O n the M i n i toolbar, click t h e B o l d b u t t o n H , a n d t h e n click t h e Italic b u t t o n 0 .
1 1 . Select t h e h e a d i n g Computer Training, a n d t h e n hold d o w n (Ctrl] a n d select t h e head ing Speakers and Performers. O n the M i n i toolbar, apply Bold B a n d Italic 0 • Click anywhere to deselect t h e headings, a n d t h e n c o m p a r e y o u r screen with F I G U R E 4.
All of the topic headings are formatted consistently.
12. Save M t h e d o c u m e n t .
• You have completed Skill 5 of 10
F I G U R E 4
MICROSOFT W O R D C H A P T E R 1 | C R E A T E D O C U M E N T S WITH W O R D 2 0 1 0 4 3
Insert an
• You can insert clip art—graphics a n d images included w i t h Microsoft Office or o b t a i n e d from o t h e r sources—anywhere in a d o c u m e n t .
• You can also insert pictures that have been saved as files o n y o u r c o m p u t e r .
1 . Scroll t o p o s i t i o n t h e t o p of Page 2 o n y o u r screen, a n d t h e n click to position t h e insertion p o i n t to t h e left of the B in Book Discussion Groups.
2. Click the Insert tab. In t h e Illustrations g r o u p , click t h e Clip Art b u t t o n .
3 . In t h e Clip Art task p a n e , in t h e Search for box, type library
4 . Click t h e Results s h o u l d be arrow, a n d t h e n clear all of t h e check boxes except Illustrations. Select the Include Office.com content check box, a n d t h e n click t h e Go b u t t o n .
5. Scroll d o w n to display the picture s h o w n in Figure 1 . If you d o n o t see this image, Close t h e Clip A r t task p a n e . O n the Insert tab, in t h e Illustrations group, click Picture, a n d navigate to y o u r s t u d e n t files for this chapter. Select a n d insert t h e w01_Library__Logo file, and skip to Step 8.
6. In t h e Clip Art p a n e , click the library image indicated in Figure 1, a n d t h e n c o m p a r e y o u r screen w i t h Figure 2 .
The image is inserted at the insertion point location. By default, the image is inserted in the text in exactly the same manner that a character is inserted from the keyboard. Some of the text at the bottom of Page 2 moves to a new Page 3.
7. In t h e Clip Art task p a n e , click t h e Close b u t t o n E .
• Continue to the next page to complete the skill
C L I P A R T B U T T O N
S E A R C H F O R B O X
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D E S I R E D I M A G E
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Format contextual tab added to Ribbon
Wrap Text button
Text wraps around picture
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F i g u r e 3
6.5 inches on the horizontal ruler
0 inches on the vertical ruler
Picture moved
Document is two pages long
F i g u r e 4
8. If necessary, click the p i c t u r e to select it, a n d then notice that small circles and squares display at t h e corners a n d edges of t h e b o r d e r s , indicating that the picture is selected. Notice also that a new t a b — t h e Format contextual tab—is added to t h e Ribbon.
9. O n t h e Format tab, in the Arrange group, click the Wrap Text b u t t o n , and t h e n take a m o m e n t to examine t h e various o p t i o n s for text wrapping—the m a n n e r in which text displays a r o u n d an object.
10. From the displayed list, click Square, a n d — t h e n c o m p a r e your screen with F i g u r e 3 .
1 1 . Be sure the rulers display at the top a n d left of your d o c u m e n t w i n d o w ; if neces sary, click the View tab, a n d then in t h e S h o w group, select the Ruler check box.
Point to the selected picture until the [§] p o i n t e r displays.
By using the rulers as a visual guide, d r a g t h e p i c t u r e to the right, positioning the u p p e r right c o r n e r of t h e picture at 6.5 inches on the h o r i z o n t a l ruler a n d at 0 inches on the vertical ruler. C o m p a r e
— y o u r screen with F i g u r e 4 . Notice that b y w r a p p i n g t h e text a r o u n d the picture, t h e n u m b e r of pages in the d o c u m e n t r e t u r n s to two pages.
14. Adjust the position of the picture as necessary to match the figure, a n d then Save |B] the changes.
• You have completed Skill 6 of 10
12.
13.
Microsoft Word Chapter 1 | Create Documents with Word 2010 45
• You can r e s p o n d to potential spelling a n d g r a m m a r errors o n e at a t i m e , o r you can check the entire d o c u m e n t .
• T h e n u m b e r of potential g r a m m a r errors displayed by Word depends o n y o u r settings.
1 . In t h e p a r a g r a p h s near t h e p i c t u r e , notice t h e wavy red, green, a n d b l u e lines, which i n d i c a t e potential errors in spelling, g r a m m a r , a n d w o r d use as outlined in the table in F I G U R E 1 .
2.
3.
One or more of the wavy line colors may be missing, depending on your program settings.
Scroll t h r o u g h Page 2 a n d n o t i c e t h a t t h e n a m e Hawken has a wavy red u n d e r l i n e in t h r e e locations.
The wavy red underline means the word is not in the Office 2010 main dictionary. Many proper names are not in the main dictionary and are flagged as nu^spellings.
In t h e m i d d l e of Page 2, in t h e p a r a g r a p h t h a t begins The library, p o i n t to Hawken a n d right-click. C o m p a r e y o u r screen with F I G U R E 2.
Possible corrected spellings display, although this proper name is spelled correctly.
4 . F r o m t h e list, click Ignore All to remove t h e u n d e r l i n e from all instances of t h e w o r d Hawken in t h e d o c u m e n t .
5. Scroll t o t h e t o p of Page 2. Right-click t h e w o r d inn that is flagged with a wavy b l u e line, which indicates t h e potentially incor rect use of a w o r d . If y o u r w o r d is n o t flagged, select t h e w o r d inn, correct the spelling to in, a n d go to Step 7.
6. F r o m the s h o r t c u t m e n u , click in, to correct the word usage.
• Continue to the next page to complete the skill ^
F I G U R E 1
ignore all command
same word flagged as
potential spelling error
F I G U R E 2
P r o o f i n g U n d e r l i n e s
T h i s t y p e of u n d e r l i n e I n d i c a t e s
w a v y red line p o t e n t i a l s p e l l i n g error; w o r d not f o u n d in m i c r o s o f t d i c t i o n a r y . proper n a m e s a n d t e c h n i c a l t e r m s a r e o f t e n m a r k e d as potential s p e l l i n g e r r o r s .
w a v y g r e e n line p o t e n t i a l g r a m m a r error. t h e n u m b e r of g r a m m a r e r r o r s m a r k e d in a d o c u m e n t d e p e n d s on t h e p r o g r a m ' s p r o o f i n g s e t t i n g s .
w a v y b l u e line p o t e n t i a l c o n t e x t u a l spelling e r r o r — t h e w r o n g use of a c o r r e c t l y s p e l l e d w o r d , s u c h as their instead of there or to instead of too.
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7. Right-click modorators, which displays a wavy red line. Click the correct spelling moderators.
8. Right-click the text classes is, which dis plays a wavy green line indicating a p o t e n tial g r a m m a r error. C o m p a r e your screen with Figure 3 .
9. F r o m the displayed list, click classes are to correct the grammatical error.
1 0 . Scroll d o w n a n d notice that there are additional spelling a n d g r a m m a r errors in the d o c u m e n t . Press (Ctrl) + [Homel to m o v e to the b e g i n n i n g of the d o c u m e n t . Click the Review tab, a n d t h e n in the Proofing group, click the Spelling & Grammar b u t t o n . If a Verb Confusion error displays for ASPEN FALLS, click Ignore Once, a n d t h e n c o m p a r e y o u r screen with Figure 4 .
The Spelling and Grammar dialog box dis plays a potential error—a repeated word.
1 1 . In t h e Spelling and Grammar dialog box, click t h e Delete b u t t o n to delete the repeated word. For the next selected error, notice u n d e r Suggestions that the correct spelling—intermittently—is highlighted. Click the Change b u t t o n to correct the spelling.
12. For the grammatical error time are, click times are, a n d then click Change.
13. Correct t h e misspelled w o r d backgammen b y clicking Change.
14. Ignore any o t h e r errors, a n d then when a message indicates that t h e spelling a n d g r a m m a r check is complete, click OK. Save [H] your d o c u m e n t .
• You have completed Skill 7 of 10
Microsoft Word Chapter 1 | Create Documents with Word 2010 47
se th< • Proofing tools include Spelling & G r a m m a r checking, a T h e s a u r u s , a n d Research tools.
• You can set proofing o p t i o n s to p r o v i d e readability statistics for your d o c u m e n t .
1 . Scroll to the m i d d l e of Page 2 a n d locate t h e h e a d i n g Speakers and Performers.
2. Double-click anywhere in Performers t o select t h e word. O n the Review tab, in t h e Proofing group, click the Thesaurus b u t t o n . Notice t h a t a Research task p a n e displays lists of similar words, as s h o w n in F i g u r e I ,
A thesaurus lists words that have the same or similar meaning to the word you are looking up.
3 . In t h e Research task p a n e , locate a n d p o i n t to Entertainers. To t h e r i g h t of t h e w o r d , click t h e displayed arrow, and t h e n click Insert. Notice that Entertainers replaces Performers. If an extra space displays t o t h e left of Entertainers, remove t h e space.
4 . In t h e second line of t h e p a r a g r a p h t h a t b e g i n s Games are played, locate a n d click a n y w h e r e in the w o r d Specialists. In t h e Proofing group, click t h e Thesaurus b u t t o n , a n d use the technique y o u just p r a c ticed to replace Specialists w i t h Experts. C o m p a r e y o u r screen w i t h F i g u r e 2.
5. I n t h e Research task p a n e , click t h e Close b u t t o n 0 .
6. O n t h e Review tab, in t h e Proofing g r o u p , click t h e Word C o u n t b u t t o n . Notice t h a t t h e d o c u m e n t statistics dis play, a n d include t h e n u m b e r of pages, w o r d s , p a r a g r a p h s , lines, a n d characters.
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7. In t h e Word Count dialog box, click t h e Close b u t t o n .
8. Click t h e File tab. O n the left side of t h e Backstage, click Help, a n d t h e n o n the Help page, click O p t i o n s . O n the left side of the Word O p t i o n s dialog box, click Proofing, a n d t h e n c o m p a r e your screen w i t h F i g u r e 3 .
The Proofing options give you control over which potential spelling and grammar errors w i l l be flagged, and lets you choose which items or rules to ignore.
9. In t h e Word O p t i o n s dialog box, u n d e r W h e n correcting spelling and grammar in Word, select t h e Show readability statistics check b o x , a n d t h e n n e a r t h e b o t t o m of t h e dialog box, click Recheck D o c u m e n t .
10. Read t h e message, a n d t h e n click Yes t o recheck t h e spelling a n d g r a m m a r . Click OK to close t h e W o r d O p t i o n s dialog box.
11. In the Proofing g r o u p , click the Spelling & Grammar b u t t o n , a n d then ignore a n y errors that display. Notice that w h e n t h e check is complete, a Readability Statistics dialog b o x displays, as s h o w n in F i g u r e 4 .
The Readability Statistics dialog box includes some of the information found in the Word Count dialog box, but it also includes information on the length of para graphs, the number of words in sentences, and the reading level—shown at the bottom of the dialog box.
Close hi3m] the Readability Statistics dia log box. Repeat Steps 8 a n d 9, clear the S h o w readability statistics check box, a n d t h e n close the dialog box. Save \M the d o c u m e n t .
You have completed Skill 8 of 10
Microsoft Word Chapter 1 | Create Documents with Word 2010 49
12.
A header a n d footer are reserved areas for text, graphics, a n d fields t h a t display at the t o p (header) or b o t t o m (footer) of each page in a d o c u m e n t .
T h r o u g h o u t this b o o k , you will insert t h e d o c u m e n t file n a m e in t h e footer of each d o c u m e n t .
1 . Press [Ctrl] + [Home] to m o v e t o t h e b e g i n n i n g of t h e d o c u m e n t .
2. Click t h e Insert tab, a n d t h e n in t h e Header & Footer group, click t h e Footer b u t t o n . C o m p a r e y o u r screen with F i g u r e 1.
Word provides several built-in footers. When you want to enter your own text, the Edit Footer command at the bottom of the gallery is used.
3 . In t h e Footer gallery, use t h e vertical scroll b a r t o e x a m i n e t h e footer formats t h a t are available.
4 . Below the Footer gallery, click Edit Footer. Notice that at t h e b o t t o m of Page 1, below Footer, t h e insertion p o i n t is b l i n k i n g in the footer, a n d the D e s i g n c o n t e x t u a l tab displays o n t h e R i b b o n , as s h o w n in F i g u r e 2.
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5. O n t h e D e s i g n tab, in the Insert group, click the Quick Parts b u t t o n .
6. F r o m t h e displayed list, click Field.
A field is a category of data—such as a file name, a page number, or the current date— that can be inserted into a document.
7. U n d e r Field names, use the vertical scroll b a r to see what types of fields are avail able, a n d then locate t h e FileName field. C o m p a r e your screen w i t h F i g u r e 3 .
When a field name consists of two or more words, the spaces between the words are removed.
8. Under Field names, click FileName. U n d e r Format, be sure (none) is selected, a n d t h e n at the b o t t o m of t h e Field dialog box, click OK.
The file name is added to the footer.
9. O n t h e D e s i g n tab, in the Close group, click t h e Close Header and Footer b u t t o n .
1 0 . Scroll to display the b o t t o m of Page 1 a n d the t o p of Page 2, a n d t h e n c o m p a r e your screen w i t h F i g u r e 4.
The text in the footer area displays in gray because the footer is inactive; while the doc ument text is active, the footer text cannot be edited. When the footer area is active, the footer text is black, the document text is gray, and the footer text can be edited.
1 1 . Save H the d o c u m e n t .
• You have completed Skill 9 of 10
MICROSOFT W O R D C H A P T E R 1 | C R E A T E D O C U M E N T S WITH W O R D 2 0 1 0 5 1
nd Save Documents in Other Formats
• Before y o u p r i n t a d o c u m e n t , it is good practice to preview it o n your screen so t h a t y o u can see any final changes that are necessary.
- Using t h e Backstage Print page, you can c h o o s e which p r i n t e r to use, which pages to p r i n t , a n d h o w m a n y copies of the d o c u m e n t t o p r i n t .
• You can save d o c u m e n t s in different formats so t h a t people w h o d o n o t have Word can read t h e m .
1 . Press (CM) + [Home] to move to t h e begin n i n g of t h e d o c u m e n t .
2. Click t h e File tab. O n the left side of t h e Backstage, click Print, a n d t h e n c o m p a r e y o u r screen with F i g u r e 1.
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3 . Below t h e d o c u m e n t preview, click the Z o o m In I®] b u t t o n as necessary to c h a n g e t h e z o o m level of t h e preview to 100%.
4. Click the Z o o m percent to display the Z o o m dialog box. U n d e r Z o o m to, select t h e W h o l e Page o p t i o n b u t t o n , and t h e n click OK.
5. O n t h e right side of the Print page, at the b o t t o m of t h e vertical scroll bar, click the arrow H to display Page 2, as shown in F i g u r e 2. Notice that the footer text is n o longer gray in the preview.
6. At t h e t o p of t h e vertical scroll bar, click 0 to display Page 1.
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5 2 C r e a t e D o c u m e n t s w i t h W o r d 2 0 1 0 | M i c r o s o f t W o r d C h a p t e r 1
F i g u r e 2
SKILL 1 0 : Work with the Print Page a n d Save Documents in Other Formats
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LIST OF AVAILABLE
PRINTERS
F I G U R E 3
W O R D S A V E A S F I L E F O R M A T S
F O R M A T D E S C R I P T I O N S
W o r d D o c u m e n t S a v e s t h e d o c u m e n t u s i n g t h e W o r d 2 0 1 0 file f o r m a t .
W o r d T e m p l a t e S a v e s t h e d o c u m e n t so that it c a n be u s e d over a n d over, w i t h o u t altering the o r i g i n a l d o c u m e n t .
W o r d 9 7 - 2 0 0 3 D o c u m e n t
S a v e s t h e file in earlier W o r d f o r m a t s so that i n d i v i d u a l s using earlier v e r s i o n s of t h e p r o g r a m c a n o p e n t h e d o c u m e n t .
P D F Saves the d o c u m e n t in t h e popular Portable D o c u m e n t Format ( P D F ) display format, w h i c h c a n be o p e n e d on most c o m p u t e r s .
X P S D o c u m e n t S a v e s t h e d o c u m e n t in t h e Microsoft X P S d i s p l a y f o r m a t .
O t h e r F o r m a t s L e t s y o u save a d o c u m e n t as plain t e x t w i t h n o f o r m a t t i n g , in a universal file f o r m a t s u c h as R i c h T e x t F o r m a t , or as a w e b p a g e .
F I G U R E 4
7. U n d e r Printer, click the Printer b u t t o n , and then compare your screen with F I G U R E 3 .
A list of printers that are available to your computer displays, as do other document destinations.
8 . F r o m t h e Printer list, select t h e p r i n t e r y o u w o u l d like to use.
You can use the Print page to select a printer, select the number of copies to print, and specify which document pages to print.
9. Be sure that the Copies is set to 1. If y o u are p r i n t i n g your w o r k for this project, at t h e t o p of the Print page, click the Print b u t t o n — o t h e r w i s e , d o n o t click the Print b u t t o n .
1 0 . O n t h e left side of t h e Backstage, click Save As. In the Save As dialog box, click the Save as type box, a n d t h e n take a m o m e n t to examine the m o s t c o m m o n file formats for Word d o c u m e n t s , which are s u m m a r i z e d in the table in F I G U R E 4 .
1 1 . F r o m the list, click Word 97-2003 D o c u m e n t . Navigate to t h e Word Chapter 1 folder, r e n a m e the file Lastname_Firstname_\v01_Library_2003 a n d then click Save.
Saving a document in an older format enables people with older software to open the document.
1 2 . Display the footer area, right-click t h e file n a m e , a n d t h e n click Update Field. Close the footer area.
1 3 . Click the File tab, a n d then u n d e r Help, click Exit.
1 4 . Submit your p r i n t o u t or files as directed by y o u r instructor.
D E N E ! Y O U H A V E C O M P L E T E D SKILL 1 0 OF 1 0 A N D
Y O U R D O C U M E N T I S C O M P L E T E !
MICROSOFT W O R D C H A P T E R 1 | C R E A T E D O C U M E N T S WITH W O R D 2 0 1 0 5 3
T H E F O L L O W I N G M O R E S K I L L S A R E L O C A T E D A T W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S
M O R E S K I L L S ^ S P L I T A N D A R R A N G E W I N D O W S
Y O U C A N SPLIT THE W O R D S C R E E N , W H I C H LETS Y O U LOOK AT
DIFFERENT P A R T S O F THE S A M E D O C U M E N T AT THE S A M E T I M E . I N A
M U L T I P L E - P A G E D O C U M E N T , THIS I S C O N V E N I E N T FOR V I E W I N G B O T H THE
FIRST P A G E A N D THE LAST P A G E AT THE S A M E T I M E . Y O U C A N ALSO V I E W
T W O DIFFERENT D O C U M E N T S S I D E B Y S I D E A N D M A K E C O M P A R I S O N S
B E T W E E N T H E T W O .
I N M O R E SKILLS 1 1 , Y O U WILL O P E N A M U L T I P L E - P A G E D O C U M E N T ,
A N D SPLIT THE S C R E E N . T H E N , Y O U WILL O P E N A S E C O N D D O C U M E N T A N D
V I E W B O T H D O C U M E N T S AT THE S A M E T I M E .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W V . P E A R S O N H I G H E R E D . C O M / S K I H S , LOCATE THE N A M E O F YOUR
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
M o r e S k i l l s ^ I n s e r t S y m b o l s
T H E R E ARE M A N Y S Y M B O L S THAT ARE U S E D OCCASIONALLY, B U T N O T
O F T E N E N O U G H TO P U T O N A S T A N D A R D C O M P U T E R K E Y B O A R D . S O M E
E X A M P L E S O F C O M M O N L Y I N S E R T E D S Y M B O L S I N C L U D E C O P Y R I G H T A N D
T R A D E M A R K S Y M B O L S , M A T H E M A T I C A L O P E R A T O R S , A N D S P E C I A L D A S H E S
THAT ARE LONGER T H A N H Y P H E N S . T H E S E S Y M B O L S C A N B E F O U N D A N D
I N S E R T E D F R O M THE S Y M B O L S G R O U P O N THE I N S E R T T A B .
I N M O R E SKILLS 1 2 , Y O U WILL O P E N A D O C U M E N T A N D INSERT
SEVERAL S Y M B O L S F R O M THE S P E C I A L C H A R A C T E R S LIST I N T H E S Y M B O L
D I A L O G B O X .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE THE N A M E O F YOUR
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
M o r e S k i l l s U s e C o l l e c t a n d P a s t e t o C r e a t e D o c u m e n t s
T O CREATE A D O C U M E N T B Y U S I N G TEXT A N D O B J E C T S F R O M A
VARIETY O F DIFFERENT S O U R C E S , FIRST COLLECT ALL O F THE D O C U M E N T S
A N D I M A G E S I N T O THE O F F I C E C L I P B O A R D , A N D T H E N P A S T E T H E M INTO
A N E W D O C U M E N T .
I N M O R E SKILLS 1 3 , Y O U WILL O P E N A D O C U M E N T , COLLECT TWO TEXT
FILES A N D T W O I M A G E S O N THE O F F I C E C L I P B O A R D , A N D T H E N CONSTRUCT
A D O C U M E N T F R O M THE COLLECTED I T E M S .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE THE N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
M o r e S k i l l s I n s e r t S c r e e n S h o t s i n t o D o c u m e n t s
W H E N Y O U ARE W O R K I N G O N A D O C U M E N T , Y O U M A Y W A N T TO
I N C L U D E A S C R E E N S H O T F R O M Y O U R C O M P U T E R — S U C H A S A S C R E E N F R O M
A N O T H E R P R O G R A M OR A W E B S I T E — A S A G R A P H I C I N THE D O C U M E N T .
I N M O R E SKILLS 1 4 , Y O U WILL U S E A B R O W S E R TO GO TO A G O V E R N
M E N T W E B S I T E , A N D T H E N CREATE A C O P Y O F THE S C R E E N A N D STORE IT I N
THE C L I P B O A R D . Y O U WILL T H E N P A S T E THE S C R E E N I N T O A D O C U M E N T .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE THE N A M E O F YOUR
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
5 4 C R E A T E D O C U M E N T S WITH W O R D 2 0 1 0 | MICROSOFT W O R D C H A P T E R 1
Key Terms Clip art 44 Field 51 Font 42 Font style 42 Footer 50 Formatting mark 34 Header 50 Keyboard shortcut 36
Manual page break 40
Nonprinting character 34
Object 40 Point 42
Text wrapping 45
Thesaurus 48 Word wrap 35
Assessment
Online Help Skills 1. S t a r t © Word. In the u p p e r right corner of the Word window, click the Help
b u t t o n [©]. In the H e l p window, click the M a x i m i z e E3 b u t t o n .
2. Click in the search box, type page n u m b e r s a n d t h e n click the S e a r c h button {fi\. In the search results, click A d d o r r e m o v e h e a d e r s , f o o t e r s , a n d p a g e n u m b e r s .
3. Read the article's i n t r o d u c t i o n , a n d t h e n below W h a t d o y o u w a n t t o do?, click A d d a p a g e n u m b e r w i t h o u t a n y o t h e r i n f o r m a t i o n . C o m p a r e your screen w i t h Figure 1.
A d d a p a g e n u m b e r w i t h o u t a n y o t h e r i n f o r m a t i o n
ADD A ?AG£ NUMBER f ROM THE GALLERY
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4. Read the section to see if you can answer t h e following: W h a t is a quick way to o p e n a header or footer? H o w can you show page n u m b e r s in the Page X of Y format—for example, Page 3 of 12?
Microsoft Word Chapter 1 | Create Documents with Word 2 0 1 0 55
Matching M a t c h each t e r m in the second c o l u m n with its correct definition in the first c o l u m n by writing the letter of t h e t e r m o n the blank line in front of t h e correct definition.
1. A character t h a t indicates a p a r a g r a p h , tab, o r space o n your
screen, b u t that does n o t p r i n t when you p r i n t a Word d o c u m e n t .
2 . T h e color of t h e wavy line that indicates a potential spelling error.
3 . T h e color of t h e wavy line that indicates a potential g r a m m a r error.
4 . Forces a page to e n d , a n d places s u b s e q u e n t text at t h e t o p of t h e n e x t page.
5. Graphics a n d images included w i t h Microsoft Office or o b t a i n e d from o t h e r sources.
6. A technology that shows t h e result of applying a f o r m a t t i n g change as you p o i n t to it.
7. A u n i t of m e a s u r e m e n t for font sizes.
8. Automatically moves text from the right edge of a p a r a g r a p h to t h e beginning of t h e next line as necessary to fit within the m a r g i n s .
9 . A reserved area for text, graphics, a n d fields t h a t displays at t h e t o p of each page in a d o c u m e n t .
1 0 . A category of d a t a — s u c h as a file n a m e , the page n u m b e r , o r t h e c u r r e n t d a t e — t h a t can be inserted i n t o a d o c u m e n t .
5 6 C R E A T E D O C U M E N T S W I T H W O R D 2010 | M I C R O S O F T W O R D C H A P T E R 1
A Clip art
B Field
C F o r m a t t i n g m a r k
D Green
E H e a d e r
F Live Preview
G M a n u a l page break
H Point
I Red
J W o r d w r a p
Multiple Choice Choose the correct answer.
1. Formatting marks such as paragraph symbols and dots for spaces are also called:
A. Nonprinting characters B. Symbols C. Objects
2 . When you are typing text and a word will not fit within the established right margin, this Word feature moves the entire word to the next line in the paragraph.
A. AutoComplete B. Word wrap C. Alignment
3 . To delete the character to the left of the insertion point, press:
A. H B. iDeletel C. 0
4 . To delete the character to the right of the insertion point, press:
A. |ksQ) B. [Delete] C. 0
5. Pressing a combination of keys—such as [Ctrl] + (Home! to move to the top of the document— is referred to as a:
A. ScreenTip B. Live Preview C. Keyboard shortcut
Topics for Discussion 1. What kind of information do you commonly see in the
headers and footers of textbooks and magazines? Why do you think publishers include this type of informa tion? In a report, what other type of information might you put in a header or footer?
6 . A potential contextual spelling error is indicated by a wavy underline of this color:
A. Red B. Green C. Blue
7. To select a sentence, hold d o w n this key, and then click anywhere in the sentence.
A. [Aft] B. [CtrD C. (Sh§
8. A thesaurus provides: A. Correct word usage B. Words with similar meanings C. Reading level of the document
9 . To change Proofing tool settings, first display the: A. References tab B. H o m e tab C. Backstage
1 0 . A reserved area for text and graphics that displays at the bottom of each page in a document is a:
A. Footer B. Header C. Margin
2. When you check the spelling in a document, one of the options is to add unrecognized words to the dictionary. If you were working for a large company, what types of words do you think you would add to your dictionary?
Microsoft Word Chapter 1 | Create Documents with Word 2010
Skill Check (rnyjfeb) T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e s :
• N e w blank Word d o c u m e n t • w 0 1 _ D o n a t i o n _ O p p o r t u n i t i e s a w 0 1 _ D o n a t i o n _ P h o t o
Y o u w i l l s a v e y o u r f i l e a s :
•-• Lastname_Firstname_wO l _ D o n a t i o n
1. Start Word. O n t h e H o m e tab, click the Show/Hide b u t t o n until it displays in gold. In all uppercase letters, type ASPEN FALLS PUBLIC LIBRARY a n d press [Enter]. Type 255 Elm Street a n d press [Enter]. Type Aspen Falls, CA 93463 a n d press [Enter] two times. Complete t h e beginning of the letter as follows with the information s h o w n in Figure 1.
2. Press [Enter] a n d t y p e T h a n k you so m u c h for your interest in m a k i n g a d o n a t i o n to the Aspen Falls Public Library. You asked a b o u t p o t e n t i a l projects for which we need additional resources, so I have attached a list of possible projects. Press [Enter! a n d type In answer to y o u r question, o u r library does n o t have 501c3 status. However, o u r Friends of t h e Library g r o u p is a 501c3 organization, a n d all d o n a t i o n s to the library t h r o u g h t h e Friends g r o u p are fully tax deductible. Press [Enter] two times.
3 . Type Sincerely, a n d press [Enter) two t i m e s . Type Douglas H o p k i n s , Director a n d t h e n m o v e to the t o p of t h e d o c u m e n t . Select the first two lines of t h e letterhead. O n t h e H o m e tab, in the Styles group, click t h e N o Spacing b u t t o n . Repeat this p r o c e d u r e w i t h t h e first two lines of t h e inside address.
4. I n t h e p a r a g r a p h that begins Thank you, use [Bksp] to delete so much. In t h e same p a r a g r a p h , double-click potential, press [Delete], a n d t h e n c o m p a r e your screen w i t h Figure 2.
5. Press [Ctrl] + [End], a n d t h e n press [Ctrl] + [Enter] t o insert a m a n u a l page break.
6. Click t h e Insert tab, a n d t h e n in t h e Text group, click the Object button arrow. Click Text from File, a n d t h e n locate a n d insert t h e file w 0 1 _ D o n a t i o n _ Opportunities. Press [Bksp] to remove the blank p a r a g r a p h .
• Continue to the next page to complete this Skill Check
58 Create Documents with Word 2010 | Microsoft Word Chapter 1
May 17,2012
Mr. T h o m a s Aldridge
2279 Shoreline Dr.
Aspen Heights, CA 93449
Dear Mr. Aldridge:
Subject: D o n a t i o n to the Library-
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I Assessment
7. Press [Ctrl] + (X). On t h e H o m e tab, in t h e Font group, change the Font Size to 11 a n d change t h e Font to Calibri. At t h e top of the d o c u m e n t , select the library n a m e . O n t h e M i n i toolbar, change t h e Font to Arial Black, t h e Font Size to 16, a n d t h e n click Bold.
8. Save the d o c u m e n t in y o u r Word Chapter 1 folder as L a s t n a m e _ F i r s t n a m e _ w 0 1 _ D o n a t i o n Display the t o p of Page 2. Select t h e h e a d i n g Donation Opportunities, a n d t h e n on the M i n i toolbar, click Bold a n d Center.
9. Select t h e h e a d i n g Bookmobile a n d from t h e Mini toolbar, click Bold. Select the next h e a d i n g — N a m i n g Opportunities—hold d o w n [Ctrl], a n d then select t h e rest of the headings displayed in italic. O n the M i n i toolbar, click Bold.
10. Click to the left of t h e first B in t h e h e a d i n g Bookmobile. From y o u r student files, insert t h e p i c t u r e w 0 1 _ D o n a t i o n _ P h o t o . W i t h t h e picture selected, o n the Format tab, in t h e Arrange group, click the Wrap Text b u t t o n , a n d then click Square. D r a g t h e p i c t u r e to t h e right, aligning t h e right edge at approximately 6.5 inches o n t h e horizontal ruler a n d the t o p edge at approximately 1 inch o n
— t h e vertical ruler. C o m p a r e y o u r screen with F i g u r e 3 .
11. Right-click t h e w o r d , opportunaties, t h a t has a wavy red u n d e r l i n e , a n d then click opportunities. In the s a m e sentence, right-click Their are that displays a wavy blue line, a n d t h e n click There are. Move t h e insertion p o i n t to the top of Page 2.
12. O n t h e Review tab, in t h e Proofing group, click t h e Spelling & Grammar b u t t o n . M a k e t h e following c o r r e c t i o n s — y o u r m a r k e d e r r o r s may differ: For the repeated w o r d the, delete t h e w o r d . In t h e sentence that begins A picture, change to the suggested correction t h a t ends with t h e w o r d is. Correct t h e misspelled w o r d sponsored, change too t o to, a n d change languge to language. Ignore any o t h e r changes except words you m i g h t have m i s t y p e d o n Page 1.
13. O n the Insert tab, in t h e Header & Footer g r o u p , click t h e Footer b u t t o n , a n d t h e n click Edit Footer. O n t h e D e s i g n tab, in the Insert group, click the Quick Parts b u t t o n , a n d t h e n click Field. U n d e r Field names, scroll d o w n a n d click FileName. Click OK, a n d t h e n o n t h e D e s i g n tab, click Close Header and Footer.
14. Click Save. Click t h e File tab, a n d t h e n click Print. C o m p a r e your d o c u m e n t — w i t h F i g u r e 4 . Print o r s u b m i t the file as directed by y o u r instructor. Exit Word.
D o n e ! You have completed the Skill Check
Microsoft Word Chapter 1 | Create Documents with Word 2010 59
Assess Your Skills 1 T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e s :
wOl Meadows w01_Meadows_Research • w01_Meadows_Irnprovements
Y o u w i l l s a v e y o u r f i l e a s :
LastnameJFirstname_wO 1 _Meadows
1. Start Word a n d display t h e formatting m a r k s . Click the File tab, a n d t h e n click Open. Navigate to your s t u d e n t files. Open the file w01_Meadows, save it in your Word Chapter 1 folder as Lastname_Firstname_ wO 1 _ M e a d o w s a n d then add the file n a m e to the footer.
2. In the letterhead, select the first line of text a n d change the Font to Arial Black a n d t h e Font Size to 16. Select t h e r e m a i n i n g three lines of the letterhead a n d add Bold emphasis.
3 . Press (Ctrl) + [End*]. Type Dear M s . Jefferson: a n d press [Enter]. Type Subject: Aspen Meadows Branch I m p r o v e m e n t s a n d press (Enter). Type t h e following p a r a g r a p h : T h a n k you for y o u r letter of concern about the Aspen Meadows Branch of t h e Aspen Falls Public Library. This is o u r smallest b r a n c h , a n d we are w o r k i n g hard to improve the collection a n d the services offered to o u r p a t r o n s . We have just completed s o m e i m p r o v e m e n t s , which I have detailed on the attached page. We hope these changes will answer s o m e of your concerns. Press (Enter), type Sincerely, a n d t h e n press (Enter) two times. Type Douglas H o p k i n s , Director a n d then insert a m a n u a l page break.
4. O n Page 2, insert the file w 0 1 _ M e a d o w s _ Improvements. Select all of t h e text in the new page and change the Font to Calibri
and the F o n t Size to 1 1 . Select t h e re port h e a d i n g that begins Recent Improvements, apply Bold, change t h e F o n t Size to 14, a n d C e n t e r the text. Select t h e three headings o n the page—Collection, Children s Collection, a n d Research Stations—and apply Bold a n d Italic emphasis.
5. Display the S p e l l i n g a n d G r a m m a r dialog box a n d on Page 2, fix t h e following p r o b lems: Remove the duplicate to, change a to an, a n d correct the spelling of severel to several a n d suatable to suitable. Ignore o t h e r m a r k e d words in the d o c u m e n t unless you find typing errors that you m a d e o n Page 1.
6. In t h e first line of t h e last p a r a g r a p h that begins We have added, double-click to select the w o r d deliver. Use t h e T h e s a u r u s to change deliver to p r o v i d e .
7. Move to the blank line at t h e b o t t o m of Page 2. Press (Enter), and t h e n insert t h e picture in the file w 0 1 _ M e a d o w s _ R e s e a r c h . O n the H o m e t a b , in the P a r a g r a p h g r o u p , click the C e n t e r b u t t o n to center t h e picture. Save the changes, a n d t h e n c o m p a r e y o u r d o c u m e n t w i t h Figure 1. Preview your d o c u m e n t , m a k e any necessary changes, a n d t h e n p r i n t or s u b m i t t h e file as directed by your instructor.
D o n e ! You have completed Assess Your Skills 1
Figure 1
60 Create Documents with Word 2010 | Microsoft Word Chapter 1
Assessment A s s e s s Y o u r Skills 3 a n d 4 c a n be f o u n d at www.pearsonhighered.com/skills.
MEMORANDUM
TO. i.isi v McArtttur.Spcail Services
FROM: Daâ aHnpkKLDfrcclrir
1 Toar of the Library
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Assess Your Skills 2 T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e s :
w01_Tour
-'• w01_Tour_Topics
Y o u w i l l s a v e y o u r f i l e s a s :
• Lastname Firstname wOl Tour
1. Start W o r d a n d display t h e formatting m a r k s . O p e n t h e file w01_Tour, save it in y o u r Word Chapter 1 folder as L a s t n a m e . Firstname_w01_Tour a n d then add the file n a m e to t h e footer. Select t h e first line of text a n d change t h e Font to Calibri a n d the Font Size to 36, a n d t h e n Center a n d Bold the title. Add Bold emphasis to the four words o n the left side of t h e m e m o — T O : , FROM:, DATE:, a n d RE:.
2. Move to the e n d of the d o c u m e n t , t y p e Jamie:, and t h e n press [Enter]. Type I have been t h i n k i n g a b o u t the suggestion m a d e at the Board of Trustees meeting the o t h e r night that we hire an outside c o m p a n y to design a virtual t o u r of the library. T h e virtual t o u r might consist of several different modules featuring different topics. I have listed s o m e of the m o r e interesting things on the next page. Press [Enter], type Let m e k n o w what you think, a n d then press [Enter] two times. Type D o u g a n d t h e n add a m a n u a l page break.
3. In the text you just typed, use (Bksp) o r [Delete) t o remove the p h r a s e more interesting. Double-click t h e next w o r d — t h i n g s — a n d t y p e topics to replace it. Locate a n d d o u b l e click the first instance of the word different— to t h e left of modules—and then press [Delete].
4 . Position t h e insertion p o i n t at the top of Page 2. Insert t h e file w01_Tour_Topics.
5. O n Page 2, select t h e first line of text, apply Bold emphasis, a n d Center t h e text. Select t h e five topic titles o n the left side of Page 2 a n d apply Bold emphasis. Select all of t h e text in t h e d o c u m e n t except the title on the first page, a n d change the Font Size to 12.
6. Move to the top of Page 2. Display the Spelling and Grammar dialog box. Delete t h e repeated w o r d the, change interier to interior, change databasis to databases, a n d t h e n change has to have. Correct any m i s takes you m a d e o n the first page.
7. Position the insertion p o i n t at the b o t t o m of the d o c u m e n t . Insert a n d position the clip art image s h o w n in Figure 1. Use library as t h e search term, and search only for Illustrations. (Note: If this image is n o t available, insert the picture in the s t u d e n t file w01_Library_Logo.) Close the Clip Art task p a n e .
8. Save the changes a n d c o m p a r e y o u r d o c u m e n t with Figure 1. Preview your d o c u m e n t , m a k e any necessary changes, a n d then p r i n t or s u b m i t the file as directed by y o u r instructor.
D e n e ! You have completed Assess Your Skills 2
Figure 1
Microsoft Word Chapter 1 | Create Documents with Word 2010 61
Assess Your Skills Visually T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• N e w blank Word d o c u m e n t
Y o u w i l l s a v e y o u r d o c u m e n t a s :
Lastname_Firstname_w01_Closures
Start Word. Create the d o c u m e n t s h o w n in Figure 1. Save the file as L a s t n a m e _ F i r s t n a m e _ w01_Closures in y o u r Word Chapter 1 folder. To c o m p l e t e this d o c u m e n t , use Arial Black sized at 24 p o i n t s for the tide a n d C a m b r i a sized at 12 p o i n t s for the rest of the d o c u m e n t . After the last p a r a g r a p h , insert the clip art image s h o w n in Figure 1 by searching for holidays. If you d o n o t see the same image, use any o t h e r a p p r o p r i a t e clip art. Insert the file n a m e in the footer, a n d t h e n p r i n t or s u b m i t the file as directed by your instructor.
D o n e ! You hove completed Assess Your Skills Visually
M E M O R A N D U M
TO:
FROM:
DATE:
RE:
All Library Staff
Douglas Hopkins, Director
December 15,2011
Library Closings for the 2012 Calendar Year
I have listed the days we are going to close the library in 2012.1 have listed the holidays, the in-service days, and the days we will close early.
Holidays
We will be closed on New Year's Day, Easter, Memorial Day, the Fourth of July, Labor Day, Thanksgiving, and Christmas.
In-Service Days
We will be closed on April 15th for a session on library security, and on November 7th for a session that will focus on streamlining the material handling process.
Close Early
We will close early on New Year's Eve, the day before Easter, the day before Thanksgiving, and Christmas Eve.
HAPPY HOLIDAYS!
Lastname Firstname wOl Closures Figure 1
62 Create Documents with Word 2010 | Microsoft Word Chapter 1
Skills in Context T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e s :
• N e w blank Word document • w01_Trustees_Report
Y o u w i l l s a v e y o u r d o c u m e n t a s :
• Lastname_Firstname_w01_Trustees
Using the information provided, c o m p o s e a letter from Douglas Hopkins, the Director of the Aspen Falls Public Library, to Fran Darcy, the Chair of the Library Board of Trustees. Use t h e c u r r e n t date a n d the address used in Skill 1. T h e letter is regarding the attached report on library operations for t h e previous year, a n d it should include the p u r p o s e of the letter a n d provide a very brief s u m m a r y of the attached d o c u m e n t . Save t h e d o c u m e n t as
Lastname_Firstname_w01_Trustees O n a new page, insert the r e p o r t w 0 1 _ Trustees_Report a n d at an a p p r o p r i a t e location in the d o c u m e n t , i n s e r t a representative clip art image. F o r m a t t h e d o c u m e n t appropriately. Check the entire d o c u m e n t for g r a m m a r a n d spelling, a n d t h e n insert the file n a m e in t h e footer. Submit as directed.
D o n e ! You have completed Skills in Context
Skills and You T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• N e w blank Word document
Y o u w i l l s a v e y o u r d o c u m e n t a s :
• L a s t n a m e _ F i r s t n a m e _ w O 1 C a r e e r s
Using the skills you have practiced in this chapter, c o m p o s e either a letter or a m e m o to the director of y o u r college's Career Center inquiring about the skills needed to find a j o b . Ask if t h e r e are u p c o m i n g seminars o r workshops that you m i g h t a t t e n d . If you have a picture of yourself, insert it in the m e m o as a way of i n t r o ducing yourself. You should include several instances of text
formatting s o m e w h e r e in the d o c u m e n t . Save t h e d o c u m e n t as Lastname_Firstname_w01_Careers Check the entire d o c u m e n t for g r a m m a r a n d spelling, a n d insert t h e file n a m e in t h e footer. Print or s u b m i t the file as directed by y o u r instructor.
D o n e ! You have completed Skills and You
Microsoft Word Chapter 1 | Create Documents with Word 2010 63
F o r m a t a n d O r g a n i z e T e x t • Format a d o c u m e n t to enhance page layout a n d i m p r o v e the readability of the text in t h e d o c u m e n t . • Add bulleted a n d n u m b e r e d lists to g r o u p related information; add headers a n d footers to display
i m p o r t a n t information on each page.
Your starting screen will look like this:
PUTT
tome tniert Page Layout Reference) Mailing!
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Page 1 oi J ; Woida. » 1 I < P
ROOF-TOP- GARDENS,- WHICH- HAVE- BEEN- IN- EXISTENCE- FOR- THOUSANDS- OF- YEARS,- ARE-GROWING-
MORE-POPULAR A S P E O P L E REALIZE-THE-SIGNIFICANT-BENEFITS-THEY-OFFER.-PEOPLE-LIVING-in URBAN
AREAS, • APARTMENTS, • OR- RESIDENCES-WITH- SMALL- GARDENING- SPACES, - ARE- NO- LONGER- LIMITED- TO-
THE-CONFINES-OF-THEIR-ENVIRONMENT.-SPACES-THAT-WERE-SPARSE-WITH-GREENERY-ARE-NOW-ABLE-
TOBE-CONVERTED-INTO-ROOF-TOP-GARDENS-THAT-OFFER-MORE-THANJUST-A-BEAUTIFUL-AND-RELAXING-
ENVIRONMENT.H
ENERGY-SAVINGSH
BECAUSE- THEY- U S E - MUCH- LESS- SPACE- THAN- TYPICAL- GARDENS,- ROOF- GARDENS- NOT- ONLY-OFFER-
PRIVACY- BUT-ALSO "ABSORB-A-LOT-OF-ENERGY-BY BEING-ON-TOP-OF-A-STRUCTURE.-THEY- PROVIDE-
NATURAL- NOISE- AND- THERMAL- HEAT- INSULATION,- THEREBY- CUTTING- DOWN- ON- UTILITY- BILLS."-
(DICKINSON-2008)-ADDITIONALLY,-ROOF-GARDENS-ALSOPROVIDE-HABTTATS-FOR-WILDLIFE.THUS,-WHAT-
WAS-ONCE-DEEMED-GOODFOR-THEEYE-ISALSONOWGOOD-FOR-THE-ENVIRONMENT.1L
FEASIBILITY- OF CONVERTING-FLAT-ROOFED-BUILDINGS-TO-GARDENSH
THERE-ARE- MANY-OPTIONS-FOR- THE- PLACEMENT-OF -A-ROOF-TOP-GARDEN- INCLUDING- WOOD-FRAME-
STRUCTURES.-HOWEVER.-THE-PRIMEGUIDING-PRINCIPALISTHATROOF-GARDENS-SHOULD-BEBUILTON-
STRUCTURES- THAT- ARE- STRONG- ENOUGH- TO- SUPPORT- THEM.- "ROOF-GARDENS- ARE- MORE- IDEALLY-
SUITED- TO- STEEL-FRAME- AND- REINFORCED-CONCRETE- STRUCTURES,- ON- WHICH- STRONG- SUPPORT-
PLATFORMS-CAN-BE-PRO V I D E D - A S - R E A S O N A B L E - C O S T . " - ( O S M U N D S O N - 1 9 9 9 , 1 4 ) H
WEAKER- STRUCTURES- OR- STRUCTURES- THAT- REQUIRE- ADDITIONAL- SUPPORT- BE- A D D E D , - CAN- BE-
. • i J , , . , . A C9 3 3 M
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S K I L L S rrryiffeb SKILLS 1 - 1 0 T R A I N I N G J
A T T H E E N D O F T H I S C H A P T E R , Y O U W I L L B E
A B L E T O :
S K I L L 1 S E T D O C U M E N T M A R G I N S
S K I L L 2 A L I G N T E X T A N D S E T I N D E N T S
S K I L L 3 M O D I F Y L I N E A N D P A R A G R A P H S P A C I N G
S K I L L 4 F O R M A T T E X T U S I N G F O R M A T P A I N T E R
S K I L L 5 F I N D A N D R E P L A C E T E X T
S K I L L 6 C R E A T E B U L L E T E D A N D N U M B E R E D L I S T S
S K I L L 7 I N S E R T A N D F O R M A T H E A D E R S A N D F O O T E R S
S K I L L 8 I N S E R T A N D M O D I F Y F O O T N O T E S
S K I L L 9 A D D C I T A T I O N S
S K I L L 1 0 C R E A T E B I B L I O G R A P H I E S
M O R E S K I L L S
M O R E S K I L L S 1 1 R E C O R D A U T O C O R R E C T E N T R I E S
M O R E S K I L L S 1 2 U S E A U T O F O R M A T T O C R E A T E
N U M B E R E D L I S T S
M O R E S K I L L S 1 3 F O R M A T A N D C U S T O M I Z E L I S T S
M O R E S K I L L S 1 4 M A N A G E D O C U M E N T P R O P E R T I E S
6 4 F O R M A T A N D O R G A N I Z E T E X T | M I C R O S O F T W O R D C H A P T E R 2
W o r d
Outcome Using the skills listed to the left will enable y o u to create a d o c u m e n t like this:
ith n*v» bc*n m •*<*!ra:r fix rĉ sandi of yean, air th* 11 r-..f.:*nl b-*:u tnev «. Pre** lh«nj[inUt
id Fhrtmil heat insulation f„ .. -1 ni do** o -illy, nti (ilCCl i'.OCMlr IJ1 U*J 'c *'d.'!
ilRonrtn
# gird*n* rot ortv oflw are. p'DJJ' nattaal biK 'lacbmonMOII Mill wit ontr Sftmtfl pM
-Clt pl»<»"-»o1 c* < ncf gaidtn uiehalnf acod-frarr. Jinan* pnnttpal II roof gar*r>i ihaiiO t* OuMt O
t» iliuctu'n. on wftii'i ilicnf sjpfO" platform un I * (0,mundiOfl 199?. 14)
SmtnuuHtQiii
gaidenihat mghtb
i atetig m>f i ico* garden ti n conttiw G net ontv <wngM rf rfce {at 4m bit iholltrHte netdaal hrUa J tK*i"( r.vrr.jl r.f a iorf a bjl:cif tfcler-mt * rtCf fW**V fW(UT(I .•;.il„ j ; / . " i f c . . - ^ 1997, 14) k
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'garrfni of ihe typ* of root garden, Iht final louch * to rrn ln» *p»oallot»chti.Add p metal louiiiei U» utlttg unique i
rr \al«gr yorti and jne.que nufieb. lui jauge lair*, rtt: M ID loot.* ISmmcth 230S. «3|
rttrp /,'••»» Ti«CTr-iinc ccrn/jitijejriow Saj««w<̂->«ny Co«d*m
*tO*r[A/lro.
You will save this document as: Lastname_Firstname_w02_Gardens
M i c r o s o f t W o r d C h a p t e r 2 | F o r m a t a n d O r g a n i z e T e x t 6 5
I n t h i s c h a p t e r , y o u w i l l c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
A s p e n F a l l s , C a l i f o r n i a .
I n t r o d u c t i o n
• D o c u m e n t m a r g i n s are t h e spaces t h a t display o n t h e o u t e r edges of a p r i n t e d p a g e . All f o u r p a g e m a r g i n s c a n b e a d j u s t e d i n d e p e n d e n t i y .
• To m a k e p a r a g r a p h s s t a n d o u t , a d d s p a c i n g a b o v e a n d below, c h a n g e t h e first line i n d e n t s , a n d f o r m a t s u b h e a d i n g s . T h i s h e l p s t h e r e a d e r u n d e r s t a n d t h e s t r u c t u r e of t h e d o c u m e n t , w h i c h increases t h e d o c u m e n t ' s readability.
• Lists m a k e i n f o r m a t i o n easier t o u n d e r s t a n d . Use n u m b e r e d lists w h e n i n f o r m a t i o n is displayed in a s e q u e n c e , a n d use b u l l e t e d lists w h e n i n f o r m a t i o n c a n a p p e a r in a n y o r d e r .
• I n f o r m a l b u s i n e s s r e p o r t s are often f o r m a t t e d u s i n g g u i d e l i n e s in The Gregg Reference Manual b y W i l l i a m A. S a b i n . T h e s e g u i d e l i n e s cover t h e way t h e text is f o r m a t t e d , t h e way n o t e s display, a n d t h e t y p e s of c i t a t i o n s u s e d .
F O R M A T A N D O R G A N I Z E TEXT | MICROSOFT W O R D C H A P T E R 2
T i m e t o c o m p l e t e all 10 skills - 60 t o 90 m i n u t e s
Student data files needed for this chapter:
N e w blank Word document
w02 Gardens
Find your student data files here:
Insert Page Layout Referentes Mailings R e « e « V i e w
Callb.l (Body) - 1 1 • A* A * A*' % • = ' • = • ' • ? • t £ 51 IT
Paste j B / II - riM X , x '
Page: 1 of 1 i Words: 0
Paragraph
A a B b C c D c
J tlotmal A a B b C c D c AaBbG AaBbCc r r i o S p a c i . . . Heading 1 Heading 2 _ Change
Styles •
§3 O p e n
02_word • chapter_02 » ** Sea/dl chapttr_02 Organize » N e w folder
01_student.datajiles
01_common_features
02_word
chapter.01
chapter.02
chapter.03
c h a p t e r J M
03.excel
chapter_01
chapter_02
chapter_03
chapter.04
Documents library chapter.02
N a m e
51] w 0 2 . G a r d e n s
SJ] « 0 2 _ L a n d s c a p e
51] vs02_Lighting
5JJ rt02_Parks
a l l w02 Retrofit
File na - [ A l l Files
T o o l s » Open W
^ Find -
. Replace
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Editing
• Lj] 3 3 ' 100=i -
Microsoft Word Chapter 2 | Format and Organize Text
• Margins are the spaces between t h e text a n d the top, b o t t o m , left, a n d right edges of the paper.
• Each of t h e m a r g i n s can be adjusted i n d e p e n d e n t l y of the other m a r g i n s .
1. Start @ Word. Click the File tab, click Open, navigate to y o u r s t u d e n t files, a n d then o p e n w02_Gardens. If necessary, display the formatting m a r k s .
2 . Click the File tab, a n d then click Save As. Navigate t o t h e location where you are saving y o u r files, create a folder n a m e d Word C h a p t e r 2 a n d t h e n Save the d o c u m e n t as L a s t n a m e _ F i r s t n a m e _ w 0 2 _ G a r d e n s
3 . Press [ENTER] five times. In the Font group, click t h e Font arrow ( c — n —» -|, a n d t h e n click Cambria. Type Roof Gardens: Advantages and Potential Problems a n d t h e n press (ENTER], Type By (Type your name), a n d then press (ENTER).
4. Type t h e c u r r e n t date, a n d t h e n press (ENTER).
According to The Gregg Reference Manual, the first page of an informal business report uses a 2 inch margin above the title, the author's name, and the date of the report.
5. Select the three p a r a g r a p h s you just typed. O n t h e Mini toolbar, click the Bold b u t t o n [•L a n d then c o m p a r e your screen w i t h Figure 1.
6. Click the Page Layout tab. In t h e Page Setup group, click t h e Margins b u t t o n . T h e Margins gallery displays several s t a n d a r d m a r g i n settings a n d the last c u s t o m setting (if any), as s h o w n in Figure 2. —
• Continue to the next page to complete the skill
6 8 F O R M A T A N D O R G A N I Z E TEXT | MICROSOFT W O R D C H A P T E R 2
C A M B R I A FONT
A N D BOLD APPLIED
F I G U R E 1
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1
ROOF- TOP-GARDENS,- WHICH- HAVE- BEEN- IN- EXISTENCE- FOR- THOUSANDS- OF - YEARS,- ARE-GROWING-
MO RE-POPULAR-ASPEOPIEREALIZE-THE- SIGNIFICANT-BE NEFITS-THEY-OFFER.-PEOPLE-LIVING-IN-UR BAN-
AREAS,-APARTMENTS,-OR-RESIDES ES-WRTH-SRRWLL-GARDE NI RIG-^
THE-CONFINESOF-THEIR-ENVIRONMENT.-SPACES-THAT-WERE-SPARSE-WITHGREENERY-ARE-NOW-ABLE-
TO-BE-CONVERT ED-INTO-ROOF-TOP-GARDE NS-THAT-OFFER-MORE-THAN-JUST-A-BEAUTIFUL-AND- RELAXING-
ENVIRONMENT.1
ENERGY-SAVINGSL
BECAUSE- THEY USE- MUCH- LESS- SPACE- THAN- TYPICAL- GARDENS,- ROOF-GARDENS- NOT-ONLY- OFFER-
PRIVACY- BUT-ALSO-"ABSORB-A-LOT-OF- ENERGY-BY-BEING-ON- TOP-OF-A-STRUCTURE.THEY- PROVIDE-
NATURAL- NOISE- AND- THERMAL- HEAT- INSULATION,- THEREBY- CUTTING- DOWN- ON- UTILITY- BILLS-"-
( D I C K I N S O N - 2 0 0 8 ) ADDITIONALLY.-ROOF-GARDENS ALSOPRO VI DE-HABITATS FORWILDLIFE. THUS,-SVHAT •
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MARGINS GALLERY
C U S T O M MARGINS
C O M M A N D
F I G U R E 2
1: Set Document Margins
At t h e b o t t o m of the Margins gallery, click Custom Margins.
The Page Setup dialog box provides you with document formatting options, some of which are not available on the Ribbon.
In t h e Page Setup dialog box, be sure t h e Margins tab is selected. Press [Tab] two times. U n d e r Margins, in the Left box, with 1.25" selected, click t h e down spin arrow three times to change t h e left m a r g i n to 1". Alternately, with the c u r r e n t m a r g i n selected, type the new m a r g i n in t h e m a r g i n box.
Press [tab], a n d t h e n repeat this p r o c e d u r e to change the Right m a r g i n to J ". C o m p a r e your screen w i t h Figure 3 .
1 0 . U n d e r Orientation, be sure the Portrait b u t t o n is selected. At t h e b o t t o m of the Page Setup dialog box, verify that t h e Apply to box displays Whole document, a n d then click OK.
With PORTRAIT ORIENTATION, the printed page is taller than it is wide; with LANDSCAPE ORIENTATION, the printed page width is greater than the page height. Most reports use portrait orientation.
1 1 . Click anywhere in t h e d o c u m e n t to deselect t h e text. C o m p a r e your screen with Figure 4 , a n d notice the results of the changes you m a d e to the margins.
1 2 . Save SI the d o c u m e n t .
• Y O U H A V E C O M P L E T E D SKILL 1 OF 1 0
F I G U R E 4
MICROSOFT W O R D C H A P T E R 2 | F O R M A T A N D O R G A N I Z E TEXT 69
ents
• Indents are the position of p a r a g r a p h lines in relation to the page m a r g i n s .
• Horizontal alignment is the o r i e n t a t i o n of the left o r right edges of t h e p a r a g r a p h — for example, flush with the left or right m a r g i n s .
1. Position the insertion p o i n t anywhere in the first p a r a g r a p h you t y p e d — t h e title that begins Roof Gardens.
To align a single paragraph, you need only position the insertion point anywhere in the paragraph.
2. O n the H o m e tab, in the Paragraph group, click the Align Right b u t t o n [_] to align t h e title with the right m a r g i n .
3 . In t h e Paragraph g r o u p , click the Center b u t t o n \m\ to center t h e title between t h e left a n d right m a r g i n s .
4. Select the second a n d t h i r d bold title lines. F r o m t h e M i n i toolbar, click the Center b u t t o n \ m \ , and then c o m p a r e y o u r screen w i t h F i g u r e 1.
5. Below the date title, in the left m a r g i n , p o i n t El t o the p a r a g r a p h that begins Roof top gardens a n d drag d o w n to select that p a r a g r a p h a n d the following two p a r a g r a p h s that begin Energy Savings a n d Because they use. Notice t h a t these p a r a g r a p h s are justified—the p a r a g r a p h text is aligned flush with b o t h t h e left m a r g i n a n d t h e right m a r g i n .
6. In t h e Paragraph g r o u p , click the Align Left b u t t o n ® . C o m p a r e y o u r screen w i t h F i g u r e 2, a n d then click anywhere to • deselect the text.
These paragraphs are no longer justified.
• Continue to the next page to complete the skill
70 Format and Organize Text | Microsoft Word Chapter 2
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t Roof-top̂ arderrS.̂ vhich-have-been-in-existencefor-thousands-of'years.-Bre-growing-fnore- popular asoeople realize- the- significant-be nefitsthey-offer.-Peo pie-Irving-in-urban-areas,- apartments.-orresidences-with-small gardening-spaces,-are-no-longer-fimited-to-the confines-of-
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I: Align Text and Set Indents
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R o o f - l o p - g a r d e n s , - w h i c h - h a v e - b e e n - i n - e x i s t e n c e - f o r < h o u s a n d s - o f - y e a r s , - a r e - g r o w i n g -
m o r e - p o p u l a r - a s - p e o p i e - r e a l i z e - t h e - s i g n i f i c a n t b e n e f i t s - t h e y - o f f e r . - P e o p i e - I r v i n g - i n - u r b a n - a r e a s , -
a p a r t n « n t s , - o r - r e s i d e n c e s - w H h - s r T i a l l - g a r d e n i n g s p a c e s , a r e i x > - l o
I h e i r - e n v i r o n r i w n t . - S o a c e s t h a t - w e r e - s p a r s e - w h h - g r e e n e i Y - a r e - n o w - a D l e - t o - b e - c o n v e r t e d ^
r o o f t o p - g a r d e n s t h a t o f f e r - m o r e t h a n - j u s t - a b e a u t i f u l - a n d - r e l a x i n g - e n v i r o n m e n t . i l
E n e r g y - S a v i n g s ^
B ^ a u s e - t b e y - u s e m i x r h - l e s s - s p a c e t h a n - t y p k a l g a r d e n s . - r o o f - g a r d ^
p r i v a c y - b m - a l s o - " a b s o r t > - a - l o t - o f « n e f g y - b y - b e i n g - o n - t o
r w i s e - a n d - t b e r n u l - h e a t - i n s u l a t i o n , - t h e r e b y - c u t t i n g - o V j w n - o n ^ ^ ^
A d d i t i o n a l l y , - r o o f - g a r d e n s - a l s o - p r o v i d e - h a b i t a t s - f o r - w i l d l i f e . - T h u s , - w h a t - w a s - o n c e - d e e m e d - g o o d -
f o r t h e - e y e - r s - a l s o - n o w - g o o d f o r - t h e - e n v i r o n m e n t . !
, ^ a s i h i ! i i v . - n f - r n n v ^ r t i n i » - F U t - R o n f p r t - R i i i v f i n p s - r n - G A r / i p n s a J , • 0 <2 J S J M ' - . -
First lines indented 0.5 inches
7. Below the text that you just aligned, click to the left of the p a r a g r a p h that begins Feasibility. Scroll t o t h e e n d of the d o c u m e n t , hold d o w n [Shift], a n d click to the right of the last line in t h e d o c u m e n t . O n t h e H o m e tab, in the Paragraph group, click the Align Left b u t t o n H •
8. Press [Ctrl] + [Home] to m o v e to the t o p of t h e d o c u m e n t . Below the centered titles, click to position the insertion p o i n t any w h e r e in the p a r a g r a p h that begins Roof top gardens.
9. O n the H o m e tab, in the Paragraph group, click the Paragraph Dialog B o x Launcher QU.
The Paragraph dialog box displays, which includes commands that are not available on the Ribbon.
10. U n d e r Indentation, click the Special b o x arrow, and t h e n click First line. C o m p a r e y o u r screen w i t h F i g u r e 3.
11.
The first line indent is the location of the beginning of the first line of a paragraph in relationship with the left edge of the remainder of the paragraph. In this case, the By box displays 0.5", which will indent the first line of the current paragraph one-half inch.
Click OK to i n d e n t t h e first line of the p a r a g r a p h .
12. Click anywhere in t h e p a r a g r a p h that begins Because they use, a n d repeat t h e p r o c e d u r e just practiced to i n d e n t the first line of the p a r a g r a p h by 0.5 inches. C o m p a r e your screen w i t h F i g u r e 4.
13. Save H the d o c u m e n t .
• You have completed Skill 2 of 10
F i g u r e 4 Microsoft Word Chapter 2 | Format and Organize Text 71
L I F Y L I N E A N D P A R A G R A P H S P A C I N G
• Line spacing is the v e r t i c a l d i s t a n c e b e t w e e n l i n e s o f t e x t i n a p a r a g r a p h , a n d c a n b e a d j u s t e d f o r e a c h p a r a g r a p h .
• Paragraph spacing is the v e r t i c a l d i s t a n c e a b o v e a n d b e l o w e a c h p a r a g r a p h , a n d c a n b e a d j u s t e d f o r e a c h p a r a g r a p h .
1. B e l o w t h e c e n t e r e d titles, c l i c k a n y w h e r e i n t h e p a r a g r a p h that b e g i n s Roof top gardens.
2. O n t h e H o m e tab, i n t h e Paragraph group, c l i c k t h e Line and Paragraph Spacing b u t t o n @ .
T h e current setting is 1.0—sitigle-spacing— w h i c h means that n o extra space is added between lines o f text. L i n e spacing o f 2.0— double-spacing—means that the equivalent o f a blank line o f text displays between each line o f text.
3 . I n t h e Line Spacing list, p o i n t to 2.0, a n d w i t h L i v e P r e v i e w , n o t i c e that t h e t e x t takes u p t w i c e as m u c h space.
4 . I n t h e Line Spacing list, c l i c k 1.15 t o c h a n g e t h e l i n e s p a c i n g , as s h o w n i n F I G U R E 1.
5.
T e x t w i t h a line spacing o f 1.15 has been f o u n d to be easier to read t h a n single-spaced text.
C l i c k t h e Page Layout tab. I n t h e Paragraph group, u n d e r Spacing, click t h e After up spin arrow t w o t i m e s t o c h a n g e t h e s p a c i n g after t h e p a r a g r a p h t o 12 pt.
I n t h e p a r a g r a p h t h a t b e g i n s Because they use, r e p e a t t h e s a m e p r o c e d u r e to set t h e l i n e s p a c i n g to 1.15 a n d the s p a c i n g after t o 12 pt. N o t i c e the c h a n g e i n t h e s p a c i n g b e t w e e n t h e p a r a g r a p h s , as s h o w n i n F I G U R E 2 .
C O N T I N U E TO T H E N E X T P A G E TO C O M P L E T E T H E SKILL ^
7 2 F O R M A T A N D O R G A N I Z E TEXT | MICROSOFT W O R D C H A P T E R 2
LINE A N D PARAGRAPH
S P A C I N G BUTTON
LINE S P A C I N G
C H A N G E D TO 1 . 1 5
F I G U R E 1
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T R O O F - T O P - G A R D E R A . - W H T E H - H A V E - B E E J V I R V E X R S T E N C E - F O R T H O U S A R X I S O F Y E A R S , ^ ^
M O R E - P O P U I A R - A S - P E O P L E - R E A L I Z E - T H E - S I G R A F I A N T - B E N E F I T S - T H E V ^ ^
A P A R T M E N T S . - O R - R E S I D E N C E S - W I T H - S M A L L - G A R D E R U N G - S P A C E S , A R E - N O L O N G E R - L I M I T E D - T O - T H E - C O N F I N E S - O F
T H E I R E R M R O N R R « N L - S P A C E S - T R » T " W E R E - S P A R S E - W I T R I - G R E E R A
R O O F ^ O P - G A R D E R O - T H A T - O F F E R - R R M R E - T R A R H J U S T - A - B E A I R T I F U T A N
. E N E R G Y - S A V I N G S !
B E C A U S E - T H E Y - U S E - M U C H - L E S S - S P A C E - T H A N - T Y P I C A L G A R D E N S , - R O O F U A R D E N S - N O T - O N L Y - O F F E R -
P R H / A C Y B U T A L S O " A B S O R B A K ) T - O F < M W R G Y B Y - B E I N G O T L - T O P - O F - Q S T R I K T U ^ E . ' T H E Y P R O V I D E - N A T U R A L '
N C I S E D R X J - T H E I M A L H E A T I N S U L J T I O N , T H E R E B Y - C U T T I N G D O W N - O N - UTILITY-BILLS. " ( D I C K I N S O N - 2 0 0 8 ) -
A D D I T I O N A L L Y , - R O O F G A R D E N S - A L S O - P R O V I D E - H A R J I T A T S - F O R - W I L D L I F E . - T H U S . - W H A T - W A S - O N C E - D E E M E D - G O O D '
F O R - T H E - E Y E - I S - A L S O - N O W - G O O D - F O T - T H E - E N V I R O N M E N T . !
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AFTER THE PARAGRAPH
F I G U R E 2
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1 R O O F - T O P - G A R D E N S . - W H I E H - H A V E - B E E N - I N - E X I S T E N C E - F O R - T H O U S A N D S - O F Y E A R S , - A R E - G R O W I N G
R R W R E - P O P U L A R A S F J E O P I E - R E A L I Z E - T H E S I G N I F I C A M B E N E F I T S - T H E Y O F F E R . - P E O P I E R
A P A R T M E N T S , - O R - R E S I D E R K E S - W R T L V S R R * I L L - G A R D E R I I N G - S P A C E S T - A R E - R W
T H E I R - E N V I R O N M E N T . - S P A C E S - T H A T - W E R E - S P A R S E - W I T B G
R O O F - T O P ^ A R D E M - T I I A T - O H E R I T » R E - T H A N - I U S T - A - B E A U T I F U L A N D - R E L A X I N G - E N V I R O N M E N T . ^
E N E R G Y - S A V I N G S !
B E C A U S E - T H E Y - U S E - M U C H - L E S S - S P A C E - T H A N T Y P I C A L G A R D E R K . - R O O F ^ A R D E N S - N O T - O N R Y - O F F E R -
P N V A R ^ B U T A L S O " A B S O R B - A - L O T - O F « N E F G Y B Y - B E I N G O N T O P - O F - A ^ T N X T U R E . T H E Y - P R O V I D E - N A T U R A L -
N O I S E - A N D - T H E R M A L - H E A T - I N S U L A T > O N , - T H E R E B Y - C U T T I N G - D O W N - O N - U T J R T Y - B I L K . " - < D I C L C I R T S O N - 2 0 0 8 ) -
MM A C K S T I O N A H U . R N O F « A R A . N * . « L F N - N T N » « £ L » . K A H I T « K . I O R » U I M H F I « . I H I K • W H A T . W » I . N I » - , » - C U « . M « K H . B R A N « 4 .
SKILL 3: Modify Line a n d Paragraph Spacing
1
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ByYourNamel Mareh-14,-20121
I Roof-top-gardens.whichhavebeenin-existence-for-thousands-of-years.-arê
more-popular-as-people-realize-the-significant-be nefitstheyoWer.-People-livinginurban-areas,- apartments,-or-residences-with-small-gardening-spaces,-are-nolonger-limited-to-the-confines-of- theirenwronment.-Spacesthat-vveresparsewithgreeneryarenoivableto-be-convertedinto- roof-top-gardensthatoffer-morethanjust-abeautiful-and-relaxingenvironmenL'J Energy-Savings!
Because-they-use-much-less-space-than-typical-gardens,-roofgardens-not-only-offer- privacy- butalso"absorba-lotof«nergybybeing-on-top-of«-structure.-They
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Manual line break symbol
Both lines remain part of the same paragraph
F i g u r e 3
intoaroofwr>garden.Hovvever,these-cancost-significantVnTOre-tobuild-depending-on-the- initial-weight-bearing-ca pa bility-of-that-structure.il
L Structural-Requirements! — ^ Dewtopruj-a-roof-topgarcten-does-not-n̂ ^ t hat-might-be-seen-on-top-of -a -downtown apartment-building.-Instead.-creativityisimperative- as-other-structure-types-are-cons idered.-Sorne-ofthese-altematives-include:! GaraRes-and-shedsl . _ ___
• / . a , x . it ^ | a q i t i • ur
Nonprinting text indicates manual page break location
Subheading - moved to
new page
7. At t h e t o p of the d o c u m e n t , in the first title, position the insertion p o i n t to the right of Roof Gardens:.
8. Press [Delete] to remove the space, hold d o w n [Shift], a n d t h e n press [Enter]. C o m p a r e your screen with Figure 3.
A manual line break—a line break that moves the remainder of the paragraph to a new line while keeping both lines in the same paragraph—is inserted. The manual line break symbol displays when a manual line break is inserted.
9. In the left m a r g i n area, p o i n t to the left of the first title to display t h e H pointer, a n d then drag d o w n to select all of the centered title lines.
10. O n the Page Layout t a b , in t h e P a r a g r a p h g r o u p , u n d e r Spacing, click t h e After up s p i n a r r o w two times to a d d 12 p o i n t s spacing after each p a r a g r a p h .
No extra spacing was added after the manual line break because both lines are part of the same paragraph.
11 . Near t h e b o t t o m of Page 1, click to position the insertion p o i n t to t h e left of the subheading that begins Structural Requirements. Hold d o w n [Ctrl], press [Enter], a n d then c o m p a r e y o u r screen with Figure 4.
A manual page break—a break that moves the text following it to a new page—is inserted. Here, as line spacing and paragraph spacing is changed on Page 1, the text that follows this manual page break will always start on a new page.
12. Save H the d o c u m e n t .
• You hove completed Skill 3 of 10
Microsoft Word Chapter 2 | Format and Organize Text 73
F i g u r e 4
1 Format Painter
• Use FORMAT PAINTER to copy text formatting quickly from o n e place to another.
• To use F o r m a t Painter o n multiple items, double-click t h e F o r m a t Painter b u t t o n .
1 . Near t h e t o p of the d o c u m e n t , click anywhere in the p a r a g r a p h that begins Roof top gardens.
2. O n the H o m e tab, in the Clipboard group, click the Format Painter b u t t o n \7}.
3 . Scroll d o w n a n d p o i n t anywhere in the p a r a g r a p h that begins There are many. Notice that the \&\ p o i n t e r displays. C o m p a r e y o u r screen with F I G U R E 1.
4 .
5 .
Click anywhere in the p a r a g r a p h . Notice that t h e formatting from t h e original p a r a g r a p h is applied to the new p a r a g r a p h , a n d that t h e [S] p o i n t e r n o longer displays.
Press [Call + [ H O M E ) , click anywhere in t h e title By Your Name, a n d t h e n in the Clipboard g r o u p , click the Format Painter b u t t o n 0 . In the m i d d l e of Page 1, m o v e the |5] p o i n t e r to the left of the Energy Savings s u b h e a d i n g until the S O p o i n t e r displays, a n d t h e n click. C o m p a r e y o u r screen w i t h F I G U R E 2 .
The font, bold style, centering, and para graph spacing from the original paragraph are all applied to the new paragraph.
6. W i t h the Energy Savings s u b h e a d i n g selected, o n the H o m e tab, in the Paragraph group, click t h e Align Left b u t t o n S.
7. O n the H o m e tab, in the Font group, click the Font Dialog Box Launcher
• Continue to the next page to complete the skill ^
7 4 F O R M A T A N D O R G A N I Z E TEXT | MICROSOFT W O R D C H A P T E R 2
F I G U R E 1 I
R o o f t o p - g a r d e n s , - w h i c h - h a v e b e e n - i n - e x i s t e n c e - f o r - t h o u s a n d s - o f - y e a r s , - a r e - g r o w i n g -
m o r e - p o p u l a r - a s - p e o p l e - r e a l i z e - l l > e - s i g n i f i c a n t - b e n e f i t s - l h e y - o f f e r . P e o p ! e - l i v i n g - i i v u r l ) . i i i - a i e - a s , -
a p a r l m e n t s , - o r - r e s i d e n c e s - w i t h - 5 m a l l - g a r d e n i n g - s p a c e s , - a r e - n o - l o n g e r - l i m i t e d - t o - t h e - c o n f m e s - o f -
t h e i r - e n v i r o n m e n t . S p a c e s - t h a t - w e r e - s p a r s e - w i t h - g r e e n e r y - a r e - n o w - a b l e t o - b e - c o n v e r t e d i n t o
' 0 0 f t o p - g a r d e n s t h a t - o f f e . ' - m o r e t h d n j u s t a - b e a u t i f u l a n d - r e l a x i n g - e n v i r o n m e n t . l
E n e r g y - S a v i n g s !
8 e c a u s e t h e y u s e - m u c h - l e s s - s p a c e - t h a n - t y p i c a l - g a r d e n s , r o o f - g a r d e n s - n o t - o n l y - o f f e r -
p n v a c y - b u t - a l s o - ' a b s o r t h a H o t - o f e r w r g y - b y - b e i n g - o n - t o p - o f - a - s t ^
iioise a r ^ - t h e r m a l h e a t insula t i o n , ( h e c e b y - c u t t i n g d o w n o n - u t i i i t y b i l l s . " - ( 0 i c k i n s o n - 2 0 O 8 ) -
A d d i t i o n a l l y , - r o o f -garde n s - a l s o - p r o v i d e - h a b i t a t s - f o r - w i l d l i f e . - T h u s , - w h a t - w a s - o n c e - d e e m c d - g o o d -
f o r - t h e - e y e - i s - a l s o - n o w - g o o d - f o r - t h e - e n v i r o n m e n t . i l
F e a s i b i l i t y - o f - C o n v e r t i n g F l a t - R o o t e d B u i l d i n g s - t o - G a r d e n s !
T h e r e - a r e - m a n y - o p t i o n s - f o r - t h e - p l a c e m e n t - o f - a - r o o f t o p - g a r d e n i n c l u t t n g - w o o d - f r a m e -
s t r u c t u r e s . • H o w e v e i , - t h e - p r i m e - g u i d i n g - p r i n c i p a l - i s - t h a t - r o o f g a r d e n s - s h o u l d be -built-on-
s t r u c t u r e s - t h a t - a r e - s t r o n g -e n o u g h - t o - s u p p o r t - t h e m . - " R o o f - g a r d e n s - a r e - m o re-ideally-suited- t o -
s t e e l - f r a m e - a r K l - r e i n f o r t e d - c o r K r e t e - s t r i x : t u r e s , - o n - w h i c h - s t r o n g - s u p p o r t - p l a t f o r r n s - c a n - b e -
p r o v i d e d - a s - r e a s o n a b l e - c o s t ' H O s m u n d s o n - 1 9 9 9 , - 1 4 ) !
»««» : <3> i 3 J A A • I M S I S
-
PARAGRAPH
FORMATTING
APPLIED WITH
FORMAT PAINTER
F I G U R E 2
I I 1 I !
R o o f - G a r d e n s : * '
A d v . i n t , i j j e s - - a n d - P o t e n t i a l P r o b l e m s *
B y - Y o u r - N a m e l
M a r c n - 1 4 , - 2 0 1 2 t
t
R o o f t o p - g a r d e n s , - w h i c h - h a v e - b e e n - i n e x i s t e n c e - f o r - t h o u s a n d s - o f - y e a r s , - a r e - g r o w i n g -
m o r e p o p u l a r a s p e o p l e - r e a l i z e t h e s i g n i f i c a n t - b e n e f i t s - t h e y - o t t e r . -People living-in-uraan a r e a s .
a p a r t m e n t e , - o r - r e s i c t e r c e s - w i t h - s r n a l l - g a r d e r i i n g - s p 3 c e s , - a r e - r ^
t h e i r - e n v i r o n m e n t . - S p a c e s - t h a t - w e r e - s p a r s e w i t h - g r e e n e r y a r e - n o w a b l e - t o - b e - c o n v e r t e d - i n t o -
r o o f t o p - g a r d e n s - t h a r o H e r - n - i o r e - t h a n - j i ^ a - h e a u t r f J - a n ^
- E n e r g y - S a v i n g s ^
6 * c a u s e - t h e y - u s e - m u c h - l e s s - s p a c e - t h a n - t y p k a l - g a r t e
r j r r v a c y - b u t - a l s o - " a b s o r t h a - l o t < i f « r « n j y - b y - b e i n g - o n - t o p - o f « - s t n j c t ^
r w i s e - a n d - t h e r r r a l - h e a t - i r B u t a t i o n . - t r w r e b y - c u n i n g - d o w n - o n - u t i l r t y - b i
A d d U i o n a l l y . - r o o f - g a r d e n s - a l s o - p r o v i d e - h a b t o U - f o r - w i l * ^
w M « I w ; : m u i »
SKILL 4: Format Text Using Format Painter
The-rrain-consideratiorrwhen-o>signinga-rô structure-can-witl̂ arxi-rKrt-onV the-weight-of-the-garden-b̂ ^ ™intain-the-garten.-"The-toad-bearing-poW beds.-comainefs.-and-other-heavy-features-can-be-safely-̂ benecessary then-to understand- Oie-weaknesses-and-strengthsof-a pa rtKular structure arxl design- accordingry-to-avoid-structUTal- issues.! POSSIBLE- P R O B L E M S ^
B«f o re-getting-sta rted,-rt-bimportart-to-unciersto impact-a-roof-top-garden. While-there-are-numerous-issoes-to-consider,-a-fewof-the-more- importantones-include:! Rainwater buik)-up-can-sacrifk:e-the-stnx̂ î l sourxlness of the roof-M slightly-angled-or-has proper-drainage to allow-for-water-runoff.! Selecting-plants-that-require- tcK)-much-water-can-add-considerable-weight-to-the-garden.The- best-option-is-to-research-and-urKlerstand-v/hich-flowers-and-plants-thrrve-in-a-grven-area-and- do-not-require-a-lot-of-water.! The-st̂ ture-may-be-uTiaWe-to-susuin-the-weigh1.<onsk̂ lower •weTght-but-offerthe-same-benefits-of-irvground- plants.!
Regardless-of the-type-of-roof top garden.-the-final-touch-istoensure- lhat-it-is- r̂ rsonalized-and-contains-special-toucrws.-Add-personal-toucĥ ^ show-off the-garder«r's-personafity.-AccorrJirigto-or«group-of garden̂ out. Our favontesourcesare-salvageyardsand-antique markets, but-garage-sales, estate-sales, and-trash-are-great-placesto-look."!
Small caps selected
Small caps Preview
F i g u r e 3
Formatting applied to subheading
Paragraph formatting applied with Format Painter
F i g u r e 4
8. In the Font dialog box, u n d e r Effects, select the Small caps check box. C o m p a r e y o u r screen with Figure 3.
9. At the b o t t o m of the Font dialog box, click OK.
10. W i t h t h e text still selected, on the H o m e tab, in t h e Clipboard group, double-click t h e Format Painter b u t t o n 0 •
1 1 . Using the [5] pointer, select the r e m a i n i n g three subheadings—Feasibility of Converting, Structural Requirements, a n d Possible Problems.
When you double-click the Format Painter button, it remains on until you turn it off. If you accidentally clicked another para graph, on the Quick Access Toolbar, click the Undo button @ and try again.
12. Press flsc] to t u r n off F o r m a t Painter. Alternately, click the Format Painter b u t t o n .
13. Move to the top of the d o c u m e n t , place the insertion p o i n t in the p a r a g r a p h that begins Roof top gardens, a n d t h e n in the Clipboard g r o u p , double-click t h e Format Painter b u t t o n 0 . At t h e b o t t o m of Page 1, click in the p a r a g r a p h that begins Weaker structures.
14. Move to Page 2, a n d then click anywhere in the four p a r a g r a p h s that begin Developing a roof, The main consideration, Before getting started, a n d the final d o c u m e n t p a r a g r a p h Regardless of the type.
15. Press flic] to t u r n off F o r m a t Painter, a n d t h e n c o m p a r e y o u r screen with Figure 4.
16. Save H t h e d o c u m e n t .
• You have completed Skill 4 of 10
Microsoft Word Chapter 2 | Format and Organize Text 75
T h e Find c o m m a n d is useful if you k n o w a w o r d or phrase is in a d o c u m e n t , a n d you w a n t to locate it quickly.
Using the Replace c o m m a n d , you can find a n d t h e n replace words or phrases one at a t i m e , o r all at once.
1 . Press [Ctrl] + [Home) to move to the t o p of the d o c u m e n t . O n the H o m e tab, in the Editing group, click the Find b u t t o n .
2 . In t h e Navigation Pane Search box, t y p e space Notice that three instances of t h e w o r d are highlighted, even t h o u g h two of t h e m are the plural form of t h e w o r d — spaces. If your screen differs, at the t o p of the Navigation Pane, click the Browse the results from your current search b u t t o n L _ .
In the Navigation Pane, click the t h i r d instance of the w o r d , a n d t h e n c o m p a r e y o u r screen with Figure 1.
3 .
4 . In t h e Search box, select the existing text, t y p e G A R D E N a n d notice that 24 instances of t h e w o r d are found.
5. In t h e Navigation Pane, use the vertical scroll b a r to scroll d o w n t h e list of garden instances. Scroll to the b o t t o m of the list.
The located instances include garden, gardens, gardening, and gardener.
6. Click the last item in t h e list to scroll d o w n to the location of the selected item.
7. O n the H o m e tab, in the Clipboard group, click the Cut b u t t o n to remove the selected word. In the Navigation Pane, notice that the search results are removed, as s h o w n in Figure 2.
C O N T I N U E T O T H E N E X T P A G E T O C O M P L E T E T H E S K I L L
7 6 F O R M A T A N D O R G A N I Z E T E X T | M I C R O S O F T W O R D C H A P T E R 2
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Figure 1
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Figure 2
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s t e e l - f r a m e a n d r e i n f o r c e d - c o n c r e t e - s t r u c t u r e s , - o n - w h i c h - s t r o n g - s u p p o r t p l a t f o r m s - c a n - b e -
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Word replaced
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Figure 3
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r x i v a c y - b u t - a l s o - " a b s o r b - a - l o t - o f « n e r g y - b y - b e i r H { ' O n - t o p - o f - a - ^ ^
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A d d i t io rally,- r o o f f a r d e n s - a l s o - p r o v k f e - h a b i t a t s - f o r - w i l d l i f e . - T h u s . ' W r a B t w a s - o n c e - d e e m e d - g o o d -
! CP • 3 3 3 3 S U 4 X
Number of replacements made
rooftop garden replaced with roof garden
L 5: Find a n d Replace Text
8. At t h e t o p of the Navigation Pane, click t h e Close b u t t o n @ .
9. Press fCtrTJ + (Home). O n the H o m e tab, in the Editing group, click the Replace b u t t o n . Notice that the Find a n d Replace dialog box displays with the Replace tab active, a n d that the previous search term—garden—displays in t h e Find what box.
10. In the Find what box, select the existing text, t y p e p r i m e a n d press [TabI. In t h e Replace w i t h box, type p r i m a r y
11. Click the Find Next b u t t o n t o find the first instance of prime, a n d t h e n click the Replace b u t t o n . Notice that t h e w o r d is replaced, a n d a message box displays showing that there are n o m o r e instances of prime in t h e d o c u m e n t , as s h o w n in Figure 3.
12. In t h e message box, click OK. Click anywhere in the text, a n d notice t h a t the insertion p o i n t remains at the b e g i n n i n g of the d o c u m e n t .
13. In t h e Find and Replace dialog box, in t h e Find what box, t y p e roof top garden a n d in t h e Replace w i t h box, type roof garden
14. In t h e Find and Replace dialog box, click t h e Replace All b u t t o n . Notice that a message box displays, telling you h o w m a n y replacements were m a d e , as s h o w n in Figure 4.
When you do not specify any Find and Replace settings, the replaced text will retain the capitalization used in the original word or phrase.
15. Close all o p e n dialog boxes, a n d t h e n Save 11 the d o c u m e n t .
• You have completed Skill 5 of 10
Figure 4
Microsoft Word Chapter 2 | Format and Organize Text 77
te Bulle
• A bulleted list is a list of items with each item i n t r o d u c e d by a s y m b o l — s u c h as a small circle o r check m a r k — i n which the list items can be presented in any order.
• A numbered list is a list of items with each item i n t r o d u c e d by a consecutive n u m b e r o r letter to indicate definite steps, a sequence of actions, or chronological order.
1. Near the t o p of Page 2, in the left m a r g i n area, display t h e @] pointer to t h e left of t h e p a r a g r a p h Garages and sheds, a n d then d r a g d o w n to select the three p a r a g r a p h s u p to a n d including the p a r a g r a p h Patios or decks.
2. O n the H o m e tab, in the Paragraph group, click the Bullets b u t t o n |g.»|,. C o m p a r e y o u r screen with Figure 1.
The symbols used for your bulleted list may vary, depending on the last bullet type used on your computer.
3 . W i t h the bulleted list still selected, o n t h e H o m e tab, in the Paragraph group, click the Line and Paragraph Spacing b u t t o n @ , a n d t h e n click 1.15.
4 . In the Paragraph group, click the Increase Indent b u t t o n ® o n e t i m e .
The list moves 0.25 inches to the right.
5. W i t h t h e bulleted list still selected, click t h e Page Layout tab, a n d then in t h e Paragraph group, u n d e r Spacing, click the After u p spin arrow two times to increase t h e spacing after to 12 pt.
6. Click anywhere in the d o c u m e n t , a n d notice that the space was added after the last item in the list only, as s h o w n in Figure 2 .
• Continue to the next page to complete the skill ^
Bulleted list (your bullet
symbol may vary)
Figure 1
Line spacing and indent
increased
Spacing added after last
item in list
STRUCTURAL REQUIREMENTS*
D e v e l o p * r i g - a r o o f s a r r j e n d o e s - n o t n e e d - t o b e l i m i t e d - t o t h e c o r K e p i o f - a t r a d i l i o r v i l
g a r d e n t h a t - m i g h t - b e - s e e n o n - t o p - o f - a - d o w n t o w n - a p a r t m e n t building. I n s t e a d , creativity-is
i m p e r a t r v e as o t h e r - s t r u c t u r e - t y p e s - a r e < o r t s i d e r e d . S o r n e - o f t h e s e a l t e r r t a t j v « i n d u d e : !
- GARAGES AND S H E D S !
• BALCONIES AND-TERRACES!
• PATIOTOR D E C K S !
T h e - n ^ i n - c o r B i d e r a t i o n - w r t e r v d e s i g r i n g - a - r o o f - g a r r f e r v i ^
s t r u c t u r e - c a r v v r i t h s t e r > d - r v o t - o r ^ - t h e - w e i g h t - o f < h ^
m a i n t a i n r h e - g a r d e n . - ' T b e l o a d - b e a r i n g - p o t e n t i a l - o f a - r o o f - o r - b a l c o n y - w i l l d e t e r m i n e - w h e r e
b e d s , c o n t a i n e r s . - a n d - o t h e r h e a v y - f e a t u r e s - c a n - b e s a f e t y - p l a c e d . " In d e s i g n i n g - t h e g a r d e n , it-will-
b e - n e c e s s a r y t h e n t o - u n d e r s t a n d - t h e - w e a k n e s s e s - a n d s t r e n g t h s - o f - a p a r t i c u l a r s t r u c t u r e - a n d
d e s i g n - a c c o r d i n g l y t o - a v o i d - s t n i c t i u a l - i s s u e s . !
POSSIBLE P R O B L E M S ^
B e t o i e - g e t t i n g - s t ^ r t e d . - i t - i s - i m p o r t a n t - t o - u n d e r s t a n d - t h e - p o t e n t i a l p r o b l e m s - t h a t - c a n -
i m p a c t a r o o f g a r d e n . - W h i l e - t h r r e - a r e - n u m e r o u s issues to-cortsider.-a-few-of-the m o r e - i HOW KHFFT PL̂ C
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STRUCTURAL REQUIREMENTS^
D e v e t o p i r ^ - a - r o o f g a r r f c n d o e s - r w t - n e ^ t o - b e H i m i t e d t o the-corx:ecit-ofa-tTadrrjor>al
g a r d e n t h a t m i g h t - b e - s e e r v o r H o p - o f - a o t o w n t o w n a p a r t m e n t - t x i i l d i n g . I r K ^
i m p e r a t i v e a s - o t h e r - s t r u c t u r e - t y p e s - a r e - c o n s i d e r e d . So m e - o f < h e s e - a r t e m a t r v e s - i n c l u d e : 1
C» — ( j a r ages-a rvd- sheds 1
I • -* B a l c o n i e s - a n d - t e r r a c e s !
v « - * P a b o s - o r - d e c k s !
RLO/I I M I T - . »
I r w - i i v j i i v c o n s i d e r a t . o i v w h e n - c ) e s i g n i n g a - f i ) o ( g a r d e n - i s t o c o n s i d e r v . - h e t h e r t h e -
s t r u c t u r e - c a n w i t h s t a n d - n o t - o n l y the w e i g h t - o f t l w - g a rde n but-also the w a t e r n e e d e d - t o
m a i n t a i n - t h e g a r d e n . - T h e l o a d - h e a r i n g - p o t e n t i a l - o f a r o o f - o r - b a l c o n y - w i l l - d e t e r m < n e w h e r e
b e d s , c o n t a i i x - r s . - a n d - o t h e r - l x . - a v y f e a t u r e s - c a n - b e s a f e l y p l a c e d . ' - l n - d e s i g r x n g t h e - g a r d e n -it-will
b e - n e c e s s a r y t h e n t o - u n d e r s t a n d - tlx? w e a k n e s s e s a n d s t r e n g t h s of a - p j r i i c u l . i i structure- a n d
d e s i g n - a c c o r d i n g l y t o -avo i d - s t r u c t u r a l - i s s u e s !
POSSIBLE PROBLEMS^
8 e f o i e - g e t t i n g - s t a r t e d , it i s i m p o r t a n t - t o - u n d e r s t a n d - t h e - p o t e n t i a l - p t o b l e m s t h a t - c a n - t 78 Format and Organize Text | Microsoft Word Chapter 2
• ! a S » " n n
leaders a n d Footers
Headers a n d footers can include n o t only text, b u t also graphics a n d fields—for example, file n a m e s a n d the c u r r e n t date.
You can t u r n off the headers a n d footers o n the first page of a d o c u m e n t .
1. Press |Ctrl 1 + (Home) to move to the t o p of t h e d o c u m e n t . Click the Insert tab, a n d t h e n in the Header & Footer group, click t h e Header b u t t o n . Below the Header gallery, click Edit Header. Notice that t h e Design contextual tab is a d d e d to the R i b b o n .
2. O n the D e s i g n tab, in the Header & Footer g r o u p , click the Page N u m b e r b u t t o n , a n d t h e n p o i n t to Top of Page to display the Page N u m b e r gallery, as s h o w n in Figure 1.
3. In t h e Page N u m b e r gallery, use t h e verti cal scroll b a r to scroll t h r o u g h the page n u m b e r o p t i o n s . W h e n you are t h r o u g h , scroll to the t o p of t h e list. U n d e r Simple, click Plain N u m b e r 3 to insert the page n u m b e r at t h e right m a r g i n .
4 . O n t h e D e s i g n tab, in the O p t i o n s group, select the Different First Page check box.
The page number disappears from the header for Page 1 , but will display on all other pages of the document.
Double-click anywhere in t h e d o c u m e n t to deactivate t h e header, a n d then scroll to the t o p of Page 2. Notice that the page n u m b e r displays o n Page 2, as s h o w n in Figure 2 .
5.
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a p a r t m e n t s . - o r - r e s i d e n c e s - w i t h - s m a l l - B a r r J e r u n g - s p a c e s . - a r e - n o - l o n g e r limited- t o - t h e - c o n f i n e s - o f -
t h e i r - e n v i r o n m e n t . - S p a c e s - t h a t - w e r e s p a r s e - w i t h - g r e e n c r y a r e - n o w - a b l e - t o b e - c o n v e r t e d - i n t o
r o o f g a r d e n s - t h a t - e f f e r - m o r e - t h a n - j u s t - a - b e a u t i f u l - a n d - r e l a x i n g e n v i r o n m e n t . !
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t r a n s f o r m e d - i n t o - a - r o o f - g a r d e n . - H o w e v e r , t h e s e - c a n < o s t ^ i g n r f i c a n t l y m o r e t o - b u i l d d e p e n d : ng-
o n - t b e - i n r t i a l s v e i g h t - b e a n n g c a p a b i l i t y o f - t hat s t r u c t u r e !
1 0 c u t l « - d < l lo hii« « h * c
STRUCTURAL- REQUIREMENTS^
D e v e l o p i n g - a - r o o f t t a r d e n - d o e s - n o r n e e d - t o - b e - l i m i t e d - t o - i ^
g a r d e n •thai - m i g h t - b e - s e e n - o n - t o p - o f - i i < f < j s v n t o w n - a p a r t m e r i t - b u i l d n g . I n s t e a d , -ere .it a i r y is-
i m p e r a t i v e - a s - o t h e r - s t r u c t u r e - t y p e s - a r e c o n s i d e r e d . - S o m e - o t these-alterna t i v e s - i n c l u d o : !
• • G a r a g e s a n d - s h e d s !
i m u < %
8 0 F o r m a t a n d O r g a n i z e T e x t | M i c r o s o f t W o r d C h a p t e r 2
SKILL 7 : Insert a n d Format Headers a n d Footers
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No header information on first page
No footer - information
on first page
6. Press [CtrT] + [Home), a n d notice that n o page n u m b e r displays o n Page 1.
In most business and research reports, the page number is not included on the first page.
7. Press [Ctrl] + [End] to move to the b o t t o m of Page 2. Below the text, near the b o t t o m edge of the page, right-click, a n d then from t h e m e n u , click Edit Footer to m a k e the footer active.
8. In t h e Insert group, click the Quick Parts b u t t o n , a n d t h e n click Field. Under Field n a m e s , scroll d o w n , click FileName, a n d t h e n click OK.
9. Press |Tab|, type DRAFT a n d t h e n press (Tab].
10. O n t h e D e s i g n tab, in the Insert group, click the Date & Time b u t t o n . C o m p a r e y o u r screen w i t h F i g u r e 3 .
11 . In t h e Date and Time dialog box, u n d e r Available formats, click the 1/15/2012 4:15 PM f o r m a t — y o u r date a n d time will vary. Select the Update automatically check box, a n d then click OK.
The date and time are added to the footer, and will be updated every time you open this file. In a business setting, the footer information should be removed when the report is finished.
Double-click anywhere in the d o c u m e n t 12. to deactivate the footer. Press I Ctrl 1 + [Home). Click t h e File tab, click P r i n t , a n d notice that t h e footer text does not display on Page 1, as s h o w n in F i g u r e 4 .
13. Click the H o m e tab, a n d then Save [9] the d o c u m e n t .
• You have completed Skill 7 of 10
Microsoft Word Chapter 2 | Format and Organize Text 81
F i g u r e 4
otes
• A FOOTNOTE is a reference placed at the b o t t o m of the page. An ENDNOTE is a reference placed at t h e e n d of a section or a d o c u m e n t .
• You can use either n u m b e r s or symbols to label footnotes a n d endnotes.
1. Scroll to the bulleted list near the t o p of Page 2. At the end of the first bulleted item—Garages and sheds—click to p o s i t i o n the insertion point.
2. Click the References t a b , and t h e n in t h e F o o t n o t e s g r o u p , click the I n s e r t F o o t n o t e b u t t o n .
A F O O T N O T E D I S P L A Y S AT T H E B O T T O M O F T H E
P A G E W I T H A N U M B E R 1 B E F O R E T H E I N S E R T I O N
P O I N T . A L I N E I S ALSO I N S E R T E D A B O V E T H E
F O O T N O T E A R E A TO S E P A R A T E IT F R O M T H E
D O C U M E N T TEXT.
3 . Type O n structurally weaker buildings, p o t t e d plants work best. C o m p a r e y o u r screen with F I G U R E 1.
5 .
FOOTNOTE LINE
FOOTNOTE INSERTED
F I G U R E 1
I " table IX
Content! - Hole e
A » • H l m e ' t 'iM ") J £ *<»ruo,e S * J MM Footnote - -** L-i St>t«- Chiugo '
Imert j , J Crow Hotei Crtifion - *¥ Elbliorjupny -
JIVV —J "*<'c • .'• I- ,*F • 3 . - Milk
CJltion taoie e( MMW
d e s i g n - a c c o r d i n g l y t o - 8 v o i c l - i t r u c t u r a l - i s s u e s . i l
POSSIBLE-PROBLEMS^
B e f o r e - g e t t i n g - s t a r t e d / i t - i s - i m p o r t a n t t o - u n d e r s t a n d - t h e - p o t e n t i a l p r o b l e m s - t h a t - c a n -
i m p a c t a r o o f - g a r d e n . - W h i l e - t h e r e - a r e n u r r i e r o u s i s s u e s t o - c o n s i d e r . - a ^ e w - o f ^ e - m o r e -
i m p o r t a n t - o n e s - i n c l u d e : ?
l . - » R a i n w a t e r b u i l d - u p - c a n - s a c r i f i c e t h e - s t r u c t u r a l - s o u n d n e s s - o f t h e r o o f . - M a k e s u r e - t h e -
s t r u c t u r e - i s s l i g h l l y - a n g l e d - o r - h a s p r o p e r - d r a i n a g e - t o - a l l o w - f o r - w a t e r r u n o f f . l l
2 - • r h e s t r u c t u r e m a v - r ^ - u n a b l e - t o - s u s t a i n t h e - w e i g h t . C o n s i d e r - c o m a i n e r g a r c t e r u -
w h i c h - c o n s i s t - o f - l o w e r - w e i g h t b u t o f f e r - t h e - s a m e - b e n e f i t s - o f - i n - g r o u n d - p l a n t s . ?
3 . - » S e l e c t i n g - p l a n t s - t h a t - r e q u i r e - t o o - m u c h - w a t e r - c a n - a d d - c o n s i d e r a W e - w e i g h t - t o - t he-
g a r d e n . - T h e - b e s t - o p t i o n - i s - t o - r e s e a r c h a n d - u n d e r s t a n d ' w h i c h - f l o w e r s - a n d - p l a n t s -
t h r i v e - i n - a - g i v e n - a r e a - a n d - d o - n o t - r e q u i r e - a l o t o f w a t e r . ?
R e g a t d l e s s - c f - t h e - t y p e o f - r o o f - g a r d e n , t h e - f i t v a l t o u c h IS to e n s u r e - t h a t i t i s p e r s o n a i i z e d
a n d - c o n t a i n s - s p e c i a l - t o u c h e s . - A d d - p e r s o n a l t o u c h e s - b y u s i n g - u n i q u e - o b j e c t s - t h a t s h o w o f f - t h e -
g a r d e n e r " s - p e r s o n a l i t y . - A c c o r d i n g - t o - o n e - g r o u p o f d e s i g n e r s , " K e e p - a n - e y e - o u t . - O u r - f a v o r i t e -
s o u r c e s - e r e - s a l v a g e - y a r d s a n d a n t i q u e - m a r k e t s , • b u t - g a r a g e - s a l e s . - e s t a t e - s a l e s . - a n d - t r a s h a r e -
g r e a t - p l a c e s t o l o o k . * ?
1 3 I
n-structuralr/-weaker-build in gs.'potted-plants-worlc-best.f
• < g r - i c i ! : Wo'dt. SP
F O O T N O T E S ARE U S E D TO P R O V I D E S U P P L E M E N T A L
I N F O R M A T I O N THAT D O E S N O T FIT WELL I N T H E
D O C U M E N T .
4. Scroll u p to the p a r a g r a p h below the bulleted list that begins The main consideration. Position the insertion p o i n t at the end of the p a r a g r a p h .
In the F o o t n o t e s g r o u p , click the I n s e r t F o o t n o t e b u t t o n . Type Heavier materials should be located near load-bearing walls. C o m p a r e your screen with F I G U R E 2.
T H E S E C O N D F O O T N O T E D I S P L A Y S B E L O W T H E
FIRST, A N D T H E F O O T N O T E S A R E N U M B E R E D
S E Q U E N T I A L L Y .
C O N T I N U E TO THE N E X T P A G E TO C O M P L E T E THE SKILL FOOTNOTES
N U M B E R E D
SEQUENTIALLY
F I G U R E 2
1 * • TIL t a o l t e t
Content! - T»»le ot Ce
A B Imert
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i m p o r t a n t - o n e s - i n c l u d e : ?
l . - R a i n w a t e r b u i l d - u p c a n - s B c r i f i c e - t h e - s t r u c t u r a l s o u n d n e s s - o f l h e r o o f . - M a k e s u r e t h e -
s t r u c t u r e - i s - s l i g h t l y - a n g l e d - o r h a s - p r o p e r - d r a i n a g e - t o a l l o w f o r w a t e r r u n o f f . 1 1
2 . - » T h e - 5 t r u c t u r e - m a y - b e - u n a b l e - t o - s u s t a i n t h e - s v e i g h t . C o n s i d e r - c o n t a i n e r - g a r d e n s -
w h i c h - c o n s i s t - o f l o w e r - w e i g h t - b u t o f f e r - t h e s a m e b e n e f i t s o f - i n - g r o u n d - p l a n t s . ?
3 . - » S e l e c t i n g - p l a n t s - « h a t - r e q u i r e - t o o - m u c h - w a t e r - c a n - a d d - c o n v d e r a b l e - v . e i g h t - t o - t h e -
g a r d e n . - T h e b e s t - o p t i o n - i s - t o r e s e a r c h - a n d - u n d e r s t a n d - w h i c h f l o w e r s - a n d p l a n t s -
t h r i v e - i n - a g i v e n a r e a - a n d - d o n o t r e q u i r e a l o t - o f - w a t e r . ?
R e g a r d l e s s - o f - t h e t v p e - O F T O O F « a r d e n , t h e f i n a l t o u c l v i s t o - e n s u r e t h a t - i t - i s - p e r s o n a l i i e d -
a n d - c o n t a i n s - s p e c i a l - t o u c h e s . - A d d - p e r s o n a l - t o u c h e s - r ^ - u s i r i g - u n i q u e o b j e c t s t h a t - s h o w - o f f - t h e -
g a r d e n e r ' s p e r s o n a l i t y . A c c o r d i n g t o - o n e g r o u p o f - d e s i g r r e r s , " K e e p a n e y e o u t . O u r f a v o r i t e -
s o u r c e s - a r e - s a l v a g e - v a r d s a n d a n t i q u e ' m a r k e t s . b u t - g a r a g e - s a l e s , - e s t a t e - s a l e s , - a n d - t r a s h - a r e -
g r e a t p l a c e s t o l o o k . " ?
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8 2 F O R M A T A N D O R G A N I Z E TEXT | MICROSOFT W O R D C H A P T E R 2
SKILL 8: Insert a n d Modify Footnotes
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2 . - > T h e - « t u c t u r e r t w y b e u t > a b l « t o - s u s t a i n - t r » e - w e i g h t . < o m
w h i c h - c o n s i s t - o f - l o w e r - w e i g h t - r ^ - o f f e r - t r i e - M r i w - b e
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g a r d e n . T l i e b e s t o p t i o n i s t o r e s e a r c h - a n d u r i d e r s t a r i d - w h i c h f l o w e r s a n d p l a n t s -
t h r i v e - i n a - g i v e n - a r e a a n d - d o r i o l - r e q u i r e - a l o t o f - w a t e r . !
R e g a r d l e s s - o f - t h e - t y p e - o f - r o o f - g a r d e n , t h e - R n a l - t o u c h - i s - t o < n s u r e t h a t ' r t - i s - p e r s o n a l i z e d -
a n d - c o n t a i n s s p e c i a l - t o i x h e s . A o y p e r M n a l - t o u c h e s b y - u s ^
g a r d e n e r V p e r s o n a l i t y . - A c c o r d i n g - t o o n e - g r o u p - o f - d e s i g n s
s o u r c e s - a r e - s a l v a g e y a r d s - a n d - a n t i q u e - m a r k e t s . - b u t - g a r a g e - s a t e s , e s t a t e - s a l e s , -a n d - t r a s h - a r e -
g r e a t p l a c e s t o l o o k . " !
smjcturaOy-vveiker-DuJdinp. -potted<>!«riuwork b e n . f , — H « r r t r m l l e n j i i should b « l o c « l e d r i e i r - l o t a - M j r i n g w»te_?
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p r o v i d e d - a s - r e a s o n a b l e < o s t . " - ( O s m u n d s o n - 1 9 9 9 , - 1 4 ) !
W e a k e r - s t r u c t u r e s - o r - s t r u c t u r e s - t h a t - r e q u i r e - a d d i t i o n a l - s u p p o r t - b e - a d d e d . - c a n - b e -
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o n - t h e - i n i t i a l - w e i g h t - b e a r i n g - c a p a b i l i t y o f t h a t s l r u c t u r e . 3 !
R-LNTEMAL-REINFORCEMENT-IS-SUFRICIENTIN-MOST-CASES,!
STRUCTU^L REQUIREMENTS,
D e v e l o p i n g - a - f o o f - g a r d e n - d o e s - n o i - n e e d - t o - b e - l i m i t e d - t o - t h e - c o n c e p t - o f - a - t r a d i t i o n a l -
g a r d e n - t h a t - m i g h t - b e s e e n - o n - t o p - o f a d o w n t o w n aoartrt>ent_- b u i l d i n g . • | n s t e a d , c r e a t i v i t y - i s - _ _ _
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F I G U R E 4
6. Scroll to the last p a r a g r a p h o n Page 1— the o n e that begins Weaker structures or structures. Position t h e insertion p o i n t at the e n d of that p a r a g r a p h .
7. O n t h e References tab, in the F o o t n o t e s group, click the Footnotes Dialog Box Launcher QH.
In the Footnote and Endnote dialog box, you can change footnotes to endnotes or label the notes with characters other than numbers.
8. In t h e Footnote and Endnote dialog box, click Insert. Notice that t h e new footnote is n u m b e r 1, a n d t h e n type Internal reinforcement is sufficient in m o s t cases.
9. Scroll to the b o t t o m of Page 2, a n d t h e n c o m p a r e your screen with F I G U R E 3.
By default, the footnote font size is smaller than the font size in the rest of the docu ment. Here, the footnote numbers have automatically updated to 2 and 3.
10. At t h e b o t t o m of Page 2, select b o t h footnotes. O n the Mini toolbar, click the Font Size arrow I" -|, a n d t h e n click 12.
Most style manuals call for the footer text to be the same size as the document text.
11. Scroll to the b o t t o m of Page 1, select t h e footnote, a n d change the Font Size to 12. C o m p a r e y o u r screen with F I G U R E 4.
12. Save \M the d o c u m e n t .
• You hove completed Skill 8 of 10
MICROSOFT W O R D C H A P T E R 2 | FORMAT A N D O R G A N I Z E TEXT 8 3
• SKILL 9 : A d d C
»• W h e n you use q u o t a t i o n s or detailed information from a reference source, you need to specify t h e source in the d o c u m e n t .
• A c i t a t i o n is a n o t e in the d o c u m e n t that refers t h e reader to a source in t h e bibliography.
1 . Display the lower half of Page 1. Notice t h a t two citations are displayed in parentheses.
M A N Y B U S I N E S S R E P O R T S U S E A N A B B R E V I A T E D
C I T A T I O N , W H I C H C O N T A I N S T H E A U T H O R ' S L A S T
N A M E , T H E Y E A R O F P U B L I C A T I O N , A N D T H E
P A G E N U M B E R .
2. O n the References tab, in the Citations & Bibliography group, click the Manage Sources b u t t o n . C o m p a r e y o u r screen with F I G U R E 1.
3.
4 .
5.
T H E S O U R C E S U S E D I N T H E C U R R E N T D O C U M E N T
D I S P L A Y W I T H A C H E C K M A R K O N T H E R I G H T .
Close the Source Manager dialog box. Near t h e t o p of Page 2, in t h e p a r a g r a p h that begins The main, click to the right of the second quotation m a r k . O n the References tab, in the Citations & Bibliography group, be sure the Style is set to Chicago. Click the Insert Citation b u t t o n , a n d t h e n click Add N e w Source.
In the Create Source dialog box, if neces sary click the Type of Source arrow, a n d t h e n click Book. In the Author box, t y p e Stevens, David In t h e Title box, type Roof G a r d e n s , Balconies & Terraces
For the Year, type 1997 a n d for the City t y p e Milan For the Publisher, type Rizzoli International a n d then compare your screen with F I G U R E 2.
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Citation: (NASAEarth o b s e r v a t o r y 20O9)
Bibliography Entry:
NASA Earth Observatory. The WaterCycle. March 3 . 2009. h n p : / / e a n h o b s e r v a ! o r y . n a » x j c w / F e 3 t u r e s / W a t w / i v a t e r _ 2 . p r p | a c i e s s e c l
5 H . - c l - f r a m c - A P D T E I N F O R C E C L - c o i i c r r - t e - s t r i i c t i i r e s . - o n w h i c h - s t r o n g - s u p p o r t - p l a t f o r m s c a n be
p r o v i d e d a s - r e a s o n a b l e - c o s t . " ( 0 s m u n d s o n - 1 9 9 9 , - 1 4 ) !
W e a k e r s t m c t u r e s o r s t r u c t u r e s t h a t - r e q u i r e a d d i t i o n a l - s u p p o r t - b e a d d e d . - c a n b e -
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T ILL 9: A d d Citations
6. In the C r e a t e S o u r c e dialog box, click OK to insert an abbreviated citation. Click the citation o n e time. O n the right side of t h e field, click the a r r o w , a n d then from the m e n u , click Edit C i t a t i o n .
7. In t h e Edit C i t a t i o n dialog box, u n d e r Add, in the Pages box, type 14 to add the page n u m b e r to t h e citation. C o m p a r e your screen with Figure 3 .
8. In the Edit C i t a t i o n dialog box, click OK. Press (Ctrl] + [End] to move to the e n d of the d o c u m e n t . O n the References t a b , in t h e C i t a t i o n s 8c B i b l i o g r a p h y g r o u p , click the I n s e r t C i t a t i o n b u t t o n , a n d then click A d d New Source.
9. In the C r e a t e S o u r c e dialog box, click the Type of S o u r c e a r r o w , a n d then click A r t i c l e in a P e r i o d i c a l . In the A u t h o r box, type Z i m m e t h , Khristi S. For the Title, type Serenity in t h e City
1 0 . For the P e r i o d i c a l Title, t y p e Garden Ideas & O u t d o o r Living For the Year, t y p e 2008 For t h e M o n t h type Fall For the Pages, type 78-85 a n d then c o m p a r e y o u r screen with Figure 4 .
1 1 . In the C r e a t e S o u r c e dialog box, click OK. Click the citation, click the a r r o w , a n d then click Edit C i t a t i o n .
1 2 . In the Edit C i t a t i o n dialog box, in the Pages box, type 83 a n d click OK.
1 3 . In the C i t a t i o n s & B i b l i o g r a p h y g r o u p , click the M a n a g e S o u r c e s b u t t o n . Notice that y o u r new sources are added to the Source Manager.
1 4 . Close the dialog box a n d Save B the d o c u m e n t .
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SKILL 1 0 : Create Bibliographies
EDIT BUTTON
CITY FIELD EDITED
F I G U R E 3
CLICK TO U P D A T E
FIELD
BIBLIOGRAPHY
FIELD U P D A T E D
7. In the Source Manager dialog box, u n d e r Current List, select t h e Stevens, David source. At the b o t t o m of the Source Manager dialog box, notice the Preview, a n d then click the Edit b u t t o n .
8 . In t h e Edit Source dialog box, in the City- box, select Milan. Type New York and t h e n c o m p a r e your screen with F I G U R E 3 .
9. Click O K to close the dialog box, read t h e displayed message, and then click Yes.
The change will be made to both the current document and the master list.
10. In the Source Manager dialog box, u n d e r Master List, select the Stevens, David source, a n d then to the right of the Master List, click the Delete b u t t o n . Use the same procedure to remove the Zimmeih, Khristi S. source.
If you are using a computer in a lab or other public area, it I S good practice to restore any permanent changes you make to original settings—in this case, remove the sources from the master list.
1 1 . In the Source Manager dialog box, click Close. Click in the bibliography. Notice that the change from Milan to New York has n o t been made—you must manually u p d a t e fields when you change them.
12. At the top of the bibliography field, click Update Citations and Bibliography. C o m p a r e your screen with F I G U R E 4 .
The bibliography field is updated to include the change you made in the Source Manager.
13. Save S] the d o c u m e n t . Submit your p r i n t o u t or files electronically as directed by your instructor. Exit Word.
D O N E ! Y O U H A V E C O M P L E T E D SKILL 1 0 O F 1 0 A N D
Y O U R D O C U M E N T I S C O M P L E T E !
F I G U R E 4
MICROSOFT W O R D C H A P T E R 2 | FORMAT A N D O R G A N I Z E TEXT 8 7
T h e f o l l o w i n g M o r e Skills a r e l o c a t e d a t w w w . p e a r s o n h i g h e r e d . c o m / s k i l l s
M o r e S k i l l s ^ R e c o r d A u t o C o r r e c t E n t r i e s
If you enable the AutoCorrect feature in Word, when you misspell a word that is contained in the AutoCorrect list, the mis spelling is corrected automatically. You can add words that you commonly misspell as you type, or you can open a dialog box and add words or phrases that you want to be automatically corrected. This feature can also be used to create shortcuts for phrases that you type regularly.
In More Skills 11, you will open a short document and use two methods to add items to the AutoCorrect Options list.
To begin, open your web browser, navigate to www.pearsonhighered.com/skills, locate the name of your textbook, and then follow the instructions on the website.
M o r e S k i l l s Q U s e A u t o F o r m a t t o C r e a t e N u m b e r e d L i s t s
If you create a lot of numbered lists, Word has an AutoFormat feature that lets you start typing the list, and the pro gram will automatically add numbers and formatting to the list as you type.
In More Skills 12, you will open a document, set the AutoFormat options, and then create a numbered list that is formatted automatically.
To begin, open your web browser, navigate to www.pearsonhighered.com/skills, locate the name of your textbook, and then follow the instructions on the website.
M o r e S k i l l s F o r m a t a n d C u s t o m i z e L i s t s
In this chapter, you create and format numbered and bulleted lists. There are several other formatting changes you can make to lists. You can change the numbering scheme for numbered lists, and you can change the character used for the bullet symbol. You can also increase or decrease the indent of both types of lists.
In More Skills 13, you will open a document and change the numbering on a numbered list. You will also increase the indent on a bulleted list.
To begin, open your web browser, navigate to www.pearsonhighered.com/skills, locate the name of your textbook, and then follow the instructions on the website.
M o r e S k i l l s ^ M a n a g e D o c u m e n t P r o p e r t i e s
Document properties are the detailed information about your document that can help you identity or organize your files, including the name of the author, the title, and keywords. Some document properties are added to the document when you create it. You can add others as necessary.
In More Skills 14, you will open a document, open the Document Properties, and add properties where appropriate.
To begin, open your web browser, navigate to vNrww.pearsonhighered.com/skills, locate the name of your textbook, and then follow the instructions on the website.
88 Format and Organize Text | Microsoft Word Chapter 2
K e y T e r m s
Bibliography 86
Bulletedlist 78
Citation 84
Double-spacing 72
Endnote 82
First line indent 71
Footnote 82
Format Painter 74
Hanging indent 86
Horizontal alignment 70
Indents 70
Justified 70
Landscape orientation 69
Line spacing 72
Manual line break 73
Manual page break 73
Margins 68
Numbered list 78
Paragraph spacing 72
Portrait orientation 69
Single-spacing 72
O n l i n e H e l p S k i l l s
1. Start f I Word. In the u p p e r right corner of the Word window, click the Help b u t t o n [ o ) . In the Help window, click the Maximize _ _ H b u t t o n .
2. Unde r Getting started w i t h Word 2010, click Create a d o c u m e n t to be used b y previous versions of Word.
3. Read the article's i n t r o d u c t i o n , and t h e n below Turn o n Compatibility Mode, read the steps required to create a d o c u m e n t in an earlier Word format, a n d t h e n in the last sentence of t h e i n t r o d u c t i o n , click Features that behave differently i n earlier versions. C o m p a r e your screen with F i g u r e 1.
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4. Read this information to see if you can answer the following: How d o you save a d o c u m e n t in an earlier format, such as W o r d 97-2003? W h a t are three features that work in Word 2010 that d o n o t w o r k properly in Word 97-2003?
Microsoft Word Chapter 2 | Format and Organize Text 89
Matching M a t c h each t e r m in t h e second c o l u m n w i t h its correct definition in the first c o l u m n by w r i t i n g t h e letter of t h e t e r m o n the blank line in front of t h e correct definition.
1 . T h e space between the text a n d the t o p , b o t t o m , left, a n d right edges of t h e p a p e r w h e n you p r i n t the d o c u m e n t .
2 . T h e position of the first line of a p a r a g r a p h relative to t h e text in the rest of t h e p a r a g r a p h .
3 . T h e equivalent of a blank line of text displayed between each line of text in a p a r a g r a p h .
4 . T h e vertical distance above a n d below each p a r a g r a p h in a
d o c u m e n t .
5. A c o m m a n d that copies formatting from o n e place to another.
6. T h e c o m m a n d that locates text in a d o c u m e n t .
7. T h e t y p e of list used for items that are in chronological o r sequential order.
8. A reference added to the e n d of a section or d o c u m e n t .
9 . A list of sources displayed o n a separate page at the e n d of a r e p o r t .
_ 1 0 . T h e c o m m a n d used to display changes m a d e in the Source Manager to a source listed in the bibliography.
90 Format and Organize Text | Microsoft Word Chapter 2
A Bibliography
B D o u b l e - s p a c i n g
C E n d n o t e
D Find
E First line i n d e n t
F F o r m a t Painter
G Margin
H N u m b e r e d
I P a r a g r a p h spacing
J U p d a t e Field
Multiple Choice C h o o s e t h e correct answer.
1. To create your own d o c u m e n t margins, use this c o m m a n d at the b o t t o m of the Margins gallery.
A. Format Paragraph B. D o c u m e n t Settings C. C u s t o m Margins
2 . T h e placement of paragraph text relative t o t h e left and right d o c u m e n t margins is called p a r a g r a p h :
A. Alignment B. Margins C. Orientation
3 . T h e vertical distance between lines in a p a r a g r a p h is called:
A. Spacing after B. Line spacing C. Text w rapping
4. This alignment is used to position p a r a g r a p h text an equal distance between t h e left a n d right margin:
A. Justify B. Center C. Middle
5. This type of alignment positions the text so that it is aligned with both the left a n d right margins.
A. Justify B. Center C. Left
Topics for Discussion 1. You can build and save a list of master sources you have
used in research papers and reports a n d display t h e m using Manage Sources. What are the advantages of storing sources over time?
6. H o l d d o w n [Ctrl] + [Biter] to insert o n e of these: A. M a n u a l line break B. M a n u a l p a r a g r a p h break C. M a n u a l page break
7 . Items that can b e listed in any o r d e r are best p r e s e n t e d using which of the following?
A. Bulleted list B. N u m b e r e d list C. O u t l i n e list
8. In a bibliography, this t y p e of i n d e n t is used for each reference:
A. H a n g i n g i n d e n t B. First line i n d e n t C. Left a l i g n m e n t
9. To place a n o t e on the same page as the reference source, use which of these?
A. F o o t n o t e B. E n d n o t e C . C i t a t i o n
10. This refers to an e n t r y in a bibliography. A. F o o t n o t e B. Citation C. E n d n o t e
2. Paragraph text can be left aligned, centered, right aligned, o r justified. Left alignment is the most c o m monly used. In what situations would you use centered text? Justified text? Can you think of any situations where you might want to use right alignment?
Microsoft Word Chapter 2 | Format and Organize Text 91
Skill Check (̂ sHjgfc) T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• w 0 2 _ L a n d s c a p e
Y o u w i l l s a v e y o u r d o c u m e n t a s :
• L a s t n a m e _ F i r s t n a m e _ v v 0 2 _ L a n d s c a p e
1 . S t a r t Word. O p e n w 0 2 _ L a n d s c a p e . Save the d o c u m e n t in y o u r W o r d C h a p t e r 2 folder as L a s t n a m e _ F i r s t n a m e _ w 0 2 _ L a n d s c a p e
2 . O n t h e Page Layout t a b , in the P a g e S e t u p g r o u p , click the M a r g i n s b u t t o n , a n d t h e n click C u s t o m M a r g i n s . U n d e r M a r g i n s , change t h e Left a n d R i g h t m a r g i n s to 1, a n d t h e n click O K . In t h e second title line, to t h e right of By, t y p e your n a m e .
3. Press (Ctrl) + [ft]. O n the H o m e t a b , in t h e P a r a g r a p h g r o u p , change t h e L i n e s p a c i n g to 1.15. O n the Page Layout t a b , in the P a r a g r a p h g r o u p , change the spacing After to 12 p t .
4. Click in t h e p a r a g r a p h that begins Landscaping can be. O n the H o m e t a b , in the P a r a g r a p h g r o u p , change the a l i g n m e n t to Align Left. In t h e P a r a g r a p h g r o u p , display t h e P a r a g r a p h dialog box. U n d e r I n d e n t a t i o n , set the Special b o x to F i r s t l i n e , a n d t h e n click O K . C o m p a r e y o u r screen with F i g u r e 1.
5. O n t h e H o m e t a b , in the C l i p b o a r d g r o u p , double-click t h e F o r m a t P a i n t e r b u t t o n , a n d t h e n copy the c u r r e n t p a r a g r a p h formatting to the p a r a g r a p h s t h a t begin When designing, Landscape garden, Time is, Landscape design, a n d In addition; also the last three p a r a g r a p h s in the d o c u m e n t . Press [Isc] to t u r n off F o r m a t Painter.
6. N e a r the t o p of the d o c u m e n t , select t h e subheading Landscaping as a Weather Barrier. In the F o n t g r o u p , click t h e D i a l o g Box L a u n c h e r to display the F o n t dialog box. Apply Bold emphasis a n d S m a l l caps, and then click O K . C o p y the f o r m a t t i n g of this subheading to the o t h e r two subheadings: Landscaping that Attracts Butterflies, a n d Landscaping to Minimize Water Use.
7 . Press (Ctrl) + .Home). O n the H o m e t a b , in the E d i t i n g g r o u p , click the Replace b u t t o n . In the F i n d w h a t box, type insure In the Replace w i t h box, type e n s u r e a n d then click Replace All. Save the d o c u m e n t , and then c o m p a r e your screen w i t h F i g u r e 2 .
• Continue to the next page to complete this Skill Che
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92 Format and Organize Text | Microsoft Word Chapter 2
Assessment
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8. Near the b o t t o m of Page 1, locate a n d select t h e three tree n a m e s , b e g i n n i n g with Willow hybrid. In the Paragraph group, apply Bullets, a n d t h e n click t h e Increase Indent b u t t o n .
9. Near the t o p of Page 2, locate a n d select the four n o n i n d e n t e d p a r a g r a p h s , b e g i n ning w i t h Planting nectar flowers. In the Paragraph group, apply N u m b e r i n g , a n d t h e n click t h e Increase Indent b u t t o n .
10. Press [Ctrl) + (Rome). O n t h e Insert tab, in t h e Header & Footer group, click Header, a n d then click Edit Header. O n t h e D e s i g n tab, in the Header 8c Footer group, click the Page N u m b e r b u t t o n , a n d t h e n p o i n t to Top of Page. U n d e r Simple, click Plain N u m b e r 3. Move to the footer. In the Insert group, click t h e Quick Parts b u t t o n , a n d then click Field. Under Field Names, click FileName, a n d then click OK. In the Options group, select the Different First Page check box.
11. In the bulleted list, click to t h e right of Willow hybrid. O n the References tab, in the Footnotes group, insert t h e following footnote: These trees grow quickly b u t d o n o t live very long. O n Page 2, at the e n d of the second item in the n u m b e r e d list, insert the following footnote: Local nurseries can help you d e t e r m i n e which flowers to use. C o m p a r e y o u r screen w i t h F i g u r e 3 .
12. O n the H o m e tab, in t h e Editing group, click the Find b u t t o n . In t h e N a v i g a t i o n Pane, in the search box, type creating a n d notice that there is only o n e instance of t h e word. In t h e d o c u m e n t , double-click the highlighted word, a n d t h e n t y p e developing to replace t h e word. Close the Navigation Pane.
13. Press [Ctrl] + [Home]. In t h e first p a r a g r a p h below the title, that begins Landscaping can be, locate a n d click anywhere in the Erler citation. Click the citation arrow, a n d t h e n from the m e n u , click Edit Citation. U n d e r Add, in the Pages box, t y p e 2 a n d then click OK. Click t h e citation arrow again, a n d then click Edit Source. In the Edit Source dialog box, change the title of the b o o k from New Home Landscaping to New C o m p l e t e H o m e Landscaping a n d t h e n click OK.
14. Press (Ctrl) + [End], a n d t h e n press [Ctrl] + [Enter] to a d d a new page. Press [Enter) two t i m e s .
15. O n t h e References tab, in the Citations & Bibliography group, click t h e Bibliography b u t t o n , a n d then click the Bibliography thumbnail. Select the Bibliography title. F r o m the Mini toolbar, click the Center b u t t o n . Press [End] a n d then press [Biter).
16. Save the d o c u m e n t , a n d then s u b m i t as directed. C o m p a r e your document w i t h F i g u r e 4 .
D o n e ! You hove completed the Skill Check
F i g u r e 4
Microsoft Word Chapter 2 | Format and Organize Text 93
Assess Your Skills 1 T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• w02_Lighting
Y o u w i l l s a v e y o u r d o c u m e n t a s :
• Lastname_Firstname_w02_Lighting
1. Start W o r d . Locate a n d o p e n w02_Lighting, a n d t h e n Save it in your Word Chapter 2 folder as Lastname_Firstname_w02_Lighting Set t h e d o c u m e n t ' s Top m a r g i n to 1", a n d t h e Left a n d Right m a r g i n s to 1.3".
2. Press (Enter) three times a n d type H o m e Lighting For t h e second title, type By a n d y o u r n a m e , a n d t h e n for the t h i r d title, t y p e May 2 5 , 2012 Add a blank line following t h e date.
3 . Select all of the text in the d o c u m e n t . C h a n g e t h e spacing after the p a r a g r a p h s to 6pt a n d change the Line Spacing to 1.15. C h a n g e t h e p a r a g r a p h alignment from Justify to Align Left. Center all three titles a n d change their Font to Arial Black.
4. N e a r the t o p of the d o c u m e n t , locate the four questions that begin What is the function. C h a n g e the four questions to a n u m b e r e d list, a n d increase the i n d e n t o n e t i m e . F u r t h e r d o w n the page, select the four lines starting provide decorative lighting a n d e n d i n g substitute for sunlight a n d apply a bulleted list with the i n d e n t increased o n e t i m e . At the b o t t o m of the report, repeat this p r o c e d u r e with the three p a r a g r a p h s (five lines) that begin Installing a n d Turning lights a n d Understanding.
5. Near the t o p of the d o c u m e n t , locate the Interior Lighting subheading. Add Bold emphasis a n d Small Caps, a n d change t h e
Font to Arial Black. Apply the same format to the o t h e r two subheadings: Exterior Lighting a n d Lighting for Energy Efficiency.
6. For the seven r e m a i n i n g p a r a g r a p h s that are n o t titles o r lists, i n d e n t the first line by 0.5".
7. Click the Find b u t t o n a n d search for lightning—not lighting—and notice h o w m a n y misuses of the w o r d are found in the d o c u m e n t . Display t h e Find a n d Replace dialog box, a n d change each instance of lightning to lighting
8. O n Page 1, at t h e e n d of the last item in the bulleted list, a d d the following footnote: T h e color t e m p e r a t u r e p r o d u c e d by the lighting units needs to be considered.
9. Near the b o t t o m of Page 1, at the e n d of the p a r a g r a p h that begins Consider what the room, add t h e following footnote: These can include b o t h p e r m a n e n t a n d movable light fixtures. Select b o t h footnotes a n d increase the Font Size to 11 p o i n t s .
10. O n Page 1, insert a Plain N u m b e r 3 page n u m b e r header. In t h e footer, insert the file n a m e . Select t h e Different First Page o p t i o n .
11. Save the d o c u m e n t , and then print or submit the file as directed b y your instructor. Compare your completed d o c u m e n t with Figure 1.
D o n e ! You hove completed Assess Your Skills 1
94 Format and Organize Text | Microsoft Word Chapter 2
F i g u r e 1
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T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• w02_Retrofit
Y o u w i l l s a v e t h e d o c u m e n t a s :
« Lastname Firstname w 0 2 Retrofit
1. Start Word. Locate a n d open w02_Retrofit, a n d then Save it in your Word Chapter 2 folder as Lastname_Firstname_w02_Retrofit Set the document's Left and Right margins to 7".
2. Type y o u r n a m e in the second title line to the right of By.
3. Select all of t h e text in the d o c u m e n t . C h a n g e the spacing after all p a r a g r a p h s to 12 pt and change the Line Spacing t o 1.15. C h a n g e the p a r a g r a p h a l i g n m e n t from Justify to Align Left. Center the three tides a n d add B o l d emphasis.
4. For the three subheadings that begin Evaluating the Energy a n d Simple Ways a n d Energy Savings Does Not, apply Bold emphasis a n d the Small Caps style.
5. O n Page 1, select the three p a r a g r a p h s t h a t begin Check for drafts, change t h e m t o a n u m b e r e d list, a n d then increase the i n d e n t o n e time. F u r t h e r d o w n the page, select the four p a r a g r a p h s that begin Replace light bulbs, change t h e m to a bulleted list, a n d t h e n increase the indent one time.
6. At t h e top of Page 2, click to the right of t h e q u o t a t i o n m a r k at the end of the p a r a g r a p h that ends credits. Using the Chicago style, insert a new Article in a Periodical citation. In the Author box, type C o n n o r , Rachel; Stone, Laurie T h e Title is Resource & F.nergy Efficient Building T h e Periodical Title is
H o m e Power T h e Year is 2008 T h e M o n t h is January T h e Pages are 14 (one-page article). Edit the citation field to include the source's page n u m b e r .
7. Near the b o t t o m of the r e p o r t , click at the e n d of the p a r a g r a p h that begins Saving energy. Insert a new Book citation. In t h e Author box, type Clark, William H. T h e Title is Retrofitting for Energy Conservation T h e Year is 1997 T h e City is New York T h e Publisher is McGraw-Hill Edit t h e citation to a d d 15 as t h e page n u m b e r of the q u o t a t i o n .
8. At the e n d of the d o c u m e n t , use a m a n u a l page break to create a new page. At a b o u t 2 inches from the t o p edge of the last page, insert the built-in Bibliography. Center t h e title a n d a d d a blank line between the title a n d the sources. Select t h e title Bibliography, change the Font Size to 11 a n d t h e Font Color to Black.
9. O n Page 1, insert the Plain N u m b e r 3 page n u m b e r header. In t h e footer, insert the file n a m e , a n d then select the Different First Page o p t i o n .
10. Save the d o c u m e n t , a n d t h e n p r i n t or s u b mit the file as directed by your instructor. C o m p a r e y o u r completed d o c u m e n t with Figure 1.
D o n e ! You have completed Assess Your Skills 2
Microsoft Word Chapter 2 | Format and Organize Text 95
Assess Your Skills Visually T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
w 0 2 Parks
Y o u w i l l s a v e y o u r d o c u m e n t a s :
K Lastname_Firstname_vv02_Parks
O p e n the file w02_Parks, and then save it in y o u r Word Chapter 2 folder as L a s t n a m e _ Firstname_w02_Parks Create the d o c u m e n t s h o w n in Figure 1.
To c o m p l e t e this d o c u m e n t , set t h e left a n d right m a r g i n s to 1.3 inches. T h e first title s h o u l d start at a p p r o x i m a t e l y 2 inches o n the vertical ruler. All of the text is 12-point Calibri. T h e list s h o u l d align with the first line of the i n d e n t e d p a r a g r a p h s . Because this is a very s h o r t d o c u m e n t with only o n e reference—at the e n d of t h e second-to-last p a r a g r a p h — i t is placed in a footnote as s h o w n in Figure 1. Line spacing s h o u l d be 1.15, with six p o i n t s of spacing after p a r a g r a p h s . Below the file n a m e in the footer, a d d the c u r r e n t date field. Print or s u b m i t the file as directed by y o u r instructor.
D o n e ! You have completed Assess Your Skills Visually
Park Designs
By Your Name
March 15, 2012
Parks offer numerous benefits, from providing habitats for local animals and plants to serving as a psychological benefit to its occupants. The benefits of open spaces and fresh air have been well documented. Visiting a park can be relaxing and refreshing, and can even help relieve stress. Parks should be designed to accommodate local needs and conditions. Thus, when designing a park, it is important to consider:
• Who will be using the park? • What kinds of wildlife will live in the park? • What kinds of plant life are indigenous to the area?
ECOLOGICAL I M P A C T S
When considering the ecological aspect of a park, it is critical to understand who will be the natural habitants of the park and what structures or plants would foster their well-being? Gaining a thorough understanding and conduction real world observations are recommended in order to understand the local wildlife and how their presence influences the design of the park.
PARK SIZE
The available space can have a huge impact on the design of a park. Small parks "can provide a place away from but close to home, a place that is not too isolated, and a place that avoids some of the problems that can occur in larger parks, crimes, for example."1
One additional step in designing a park is to get the opinions and suggestions of the people living in the community. In doing so, it will help to ensure that the final park is something that they have helped to design and will encourage use.
1 Ann Forsyth and Laura Mussacchio, Designing Small Parks: A Manual for Addressing Social and Ecological Concerns, Wiley & Sons, New Jersey, 2005, p. 14.
Lastname_Firstname_w02_Parks September 12, 2012
Figure 1
96 Format and Organize Text | Microsoft Word Chapter 2
Assessment
Skills in Context T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
New blank Word document
Y o u w i l l s a v e y o u r d o c u m e n t a s :
Lastname_Firstname_w02_National_Parks
T h e City of Aspen Falls Planning D e p a r t m e n t is w o r k i n g w i t h the Travel and Tourism Bureau to explore ways to use t h e city as t h e base of operation for tourists w h o want to visit i m p o r t a n t sites within a day's drive. Using the skills you practiced in this chapter, create a report o n the nearby major n a t u r e attractions. These could include Yosemite National Park (250 miles), Death Valley National Park (200 miles), Sequoia National Forest (180 miles), and the C h a n n e l Islands National Park (40 miles). Research t h r e e of these (or other) national sites, and write the highlights of what a visitor m i g h t find at each. Your r e p o r t should include at least
Skills and You T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
N e w blank Word document
Y o u w i l l s a v e y o u r d o c u m e n t a s :
Lastname_Firstname_w02_My_Home
Using the skills you have practiced in this chapter, c o m p o s e a d o c u m e n t about your h o m e t o w n (or county, region, state, or province). The d o c u m e n t should include a t o p margin of two inches; other margins of one inch each, a n d a title a n d subtitle appropriately formatted. You s h o u l d include three p a r a g r a p h s of text, with appropriate line spacing and spacing after the para graphs, with the text left aligned a n d the first lines indented. You should also include a list of things to see or d o in the area, a n d at least three informational footnotes. If you need to use q u o t a t i o n s , include references and a bibliography.
Microsoft Word Chapter 2 | Format and Organize Text 97
two footnotes a n d two citations, o n e list for each site, a n d a bibliography. T h e lists s h o u l d c o n t a i n between three a n d six items each. F o r m a t the r e p o r t in t h e style practiced in the chapter.
Save the d o c u m e n t as L a s t n a m e _ F i r s t n a m e _ w02_National_Parks Insert the file n a m e a n d c u r r e n t date in the footer, and check the entire d o c u m e n t for g r a m m a r a n d spelling. Print or s u b m i t the file as directed by your instructor.
D o n e ! You hove completed Skills in Context
Add the file n a m e a n d date to the footer. Save the d o c u m e n t as L a s t n a m e _ F i r s t n a m e _ w 0 2 _ M y _ H o m e Check the entire d o c u m e n t for g r a m m a r a n d spelling. Print o r s u b m i t the file as directed by your instructor.
D o n e ! You hove completed Skills and You
W o r k w i t h G r a p h i c s , T a b s , a n d T a b l e s • You can add graphics to a d o c u m e n t to e n h a n c e the effectiveness of y o u r message o r to m a k e y o u r
d o c u m e n t m o r e attractive. • You can use tables to present data in a format of rows a n d c o l u m n s , which can m a k e c o m p l e x
information easy to u n d e r s t a n d at a glance.
Your starting screen will look similar to this:
n A" A* A . - ; = - . = • • • - • SIEGE S I 1 ! AABBCCCX A.BBCCOI A A B B C A A B B C C .
S • ; s - > • G . ; I N r r a M t N e S p a d - ntaWns.1 H e e a m g : - ^ Sexci •
A S P E N FALLS BOTANICAL GARDENS
THE NEW A S P E N FALLS BOTANICAL GARDENS IS LOCATED ON THE WESTERN EDGE OF THE MCMAHON MARSH
NATURE PRESERVE. THERE ARE 2 2 ACRES OF OUTDOOR GARDENS, AND THE LING CONSERVATORY IS FILLED WITH
TROPICAL PLANTS AND FLOWERS. THE YEAR-ROUND HOURS OF OPERATION ARE:
THE BOTANICAL GARDENS OFFERS SEVERAL SPECIAL EVENTS DURING THE YEAR. AMONG THE MOST POPULAR
SPECIAL EVENTS THIS YEAR INCLUDE THE FOLLOWING:
MEMBERSHIP RATES ARE AS FOLLOWS
PAGE LET' n w . T: QJ .
S K I L L S SKILLS 1 - 1 0 T R A I N I N G
A t t h e e n d o f t h i s c h a p t e r , y o u w i l l b e a b l e t o : S K I L L 1 I N S E R T P I C T U R E S F R O M F I L E S
R E S I Z E A N D M O V E P I C T U R E S S K I L L 2
S K I L L 3 F O R M A T P I C T U R E S U S I N G S T Y L E S A N D
A R T I S T I C E F F E C T S
S K I L L 4 S E T T A B S T O P S
S K I L L 5 E N T E R T E X T W I T H T A B S T O P S
S K I L L 6 A P P L Y T A B L E S T Y L E S
S K I L L 7 C R E A T E T A B L E S
S K I L L 8 A D D R O W S A N D C O L U M N S T O T A B L E S
S K I L L 9 F O R M A T T E X T I N T A B L E C E L L S
S K I L L 1 0 F O R M A T T A B L E S
M O R E S K I L L S
M O R E S K I L L S 1 1 I N S E R T T E X T B O X E S
M O R E S K I L L S 1 2 F O R M A T W I T H W O R D A R T
M O R E S K I L L S 1 3 C R E A T E T A B L E S F R O M E X I S T I N G L I S T S
M O R E S K I L L S 1 4 I N S E R T D R O P C A P S
9 8 W O R K W I T H G R A P H I C S . T A B S , A N D T A B L E S | M I C R O S O F T W O R D C H A P T E R 3
Outcome Using the skills listed to the left will enable you to create a d o c u m e n t like this:
A s p e n F a l l s B o t a n i c a l G a r d e n s
T h e new Aspen Falls Botanical Gardens is located on the western
edge of the McMahon Marsh Nature Preserve T h e r e are 22 acres of
outdoor gardens, and the Ling Conservatory is filled w i t h tropical
plants and flowers. T h e year-round hours of operation arts
Day. H o u r s
Monday-Wednesday 10 to 5
Thursday-Friday 10 to 6
Saturday 8 to 5
Sunday N o o n to 5
T h e Botanical Gardens offers several special events during the year. A m o n g the most popular
special events this year include the following:
E v e n t l E E C T I favi"11* R T T W B P B B H I B P B I L B Butterflies May and Conservatory display of butterflies from around
June town end around the world
Rainforest January to Wondersof the rain forests a re displayed April
Photograph July and Nature photography contest for kids, teens, and Nature August adults—photos must be from Aspen falls area
Holiday December Decorations and model trains Decorations
lastname_Fiistname_w03_Botanical
You will save your file as: Lastname_Firstname w03 Botanical
MICROSOFT W O R D C H A P T E R 3 | WORK WITH G R A P H I C S . T A B S , A N D TABLES 9 9
I n t h i s c h a p t e r , y o u w i l l c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s
o f A s p e n F a l l s , C a l i f o r n i a .
I n t r o d u c t i o n V /
• D i g i t a l i m a g e s — s u c h as t h o s e y o u h a v e s c a n n e d o r t a k e n w i t h a d i g i t a l c a m e r a — c a n b e a d d e d t o a d o c u m e n t a n d f o r m a t t e d u s i n g d i s t i n c t i v e b o r d e r s a n d o t h e r i n t e r e s t i n g a n d a t t r a c t i v e e f f e c t s .
• Y o u c a n o r g a n i z e lists i n r o w s a n d c o l u m n s b y u s i n g t a b s .
• T h e t a b l e f e a t u r e i n W o r d lets y o u o r g a n i z e lists a n d d a t a i n c o l u m n s a n d r o w s w i t h o u t n e e d i n g t o c r e a t e t a b s e t t i n g s .
• Y o u c a n u s e t a b l e s t o s u m m a r i z e a n d e m p h a s i z e i n f o r m a t i o n i n a n o r g a n i z e d a r r a n g e m e n t o f r o w s a n d c o l u m n s t h a t a r e e a s y t o r e a d .
• Y o u c a n f o r m a t t a b l e s m a n u a l l y o r a p p l y a n u m b e r o f d i f f e r e n t f o r m a t s q u i c k l y u s i n g b u i l t - i n s t y l e s .
1 0 0 WORK WITH G R A P H I C S , T A B S , A N D TABLES | MICROSOFT W O R D C H A P T E R 3
T I M E T O C O M P L E T E ALL
1 0 SKILLS - 5 5 M I N U T E S
Find your student data files here:
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Student data files needed for this chapter:
w03_Botanical_Gardens
w03_Botanical_Forest
w03_Botanical_Butterfly
• w03_Botanical_Events
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CHAPTER_02
CHAPTER.03
CHAPTER.04
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CHAPTER_03
CHAPTER_04
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. CHAPTER.02
CHAPTER.03
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chapter_03
N a m e
Q W03_BCTANICAL_BUTTERFLY
SI} VV03_BCTANICAL_EVENTS
B W03.BCTANICAL_FOREST
S ] W03_BCTANICAL_6ARDENS
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MICROSOFT W O R D C H A P T E R 3 | WORK WITH G R A P H I C S , T A B S , A N D TABLES 1 0 1
• SKILL 1 : Insert Pictures from Files
• Recall t h a t pictures are inserted at t h e i n s e r t i o n p o i n t location a n d are positioned in t h e p a r a g r a p h in the same m a n n e r as a letter o r a n u m b e r .
• You can insert pictures t h a t you have s c a n n e d or d o w n l o a d e d from the Web, or pictures from your digital camera.
1. Start © Word. Click t h e File tab, a n d t h e n click Open. Navigate to your s t u d e n t files, a n d then o p e n w03_Botanical_ Gardens. If necessary, display the f o r m a t t i n g m a r k s .
2. Click t h e File tab, a n d then click Save As. Navigate to the location where you are saving y o u r files, create a n d o p e n a folder n a m e d Word C h a p t e r 3 a n d then Save t h e d o c u m e n t as L a s t n a m e _ F i r s t n a m e _ w 0 3 _ Botanical
3 . Select the d o c u m e n t title Aspen Falls Botanical Gardens. O n the Mini toolbar, click t h e Font arrow \ - | , locate a n d t h e n click Arial Black. Click the Font Size arrow l u -|» a n d t h e n click 26. Click the Center b u t t o n [ W J , a n d then c o m p a r e y o u r screen with Figure 1.
4. In t h e p a r a g r a p h that begins The new Aspen Falls, click to position the insertion p o i n t at the beginning of t h e p a r a g r a p h .
5. Click the Insert tab. In the Illustrations group, click the Picture b u t t o n .
6. In the Insert Picture dialog box, navigate to your s t u d e n t files, select w03_Botanical_Forest, and then click Insert. C o m p a r e your screen with Figure 2.
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SKILL 1: Insert Pictures from Files
7. At the e n d of the p a r a g r a p h that begins The Botanical Gardens offers, click to position the insertion p o i n t to t h e right of the colon, a n d then press (Enter).
8. O n the Insert tab, in the Text group, click the Object button arrow, a n d then click Text from File.
9. In the Insert File dialog box, navigate to your s t u d e n t files, select w03_Botanical_ Events, a n d then click Insert to insert a table. Notice that the insertion p o i n t is in t h e second blank line below the table. C o m p a r e your screen w i t h Figure 3 .
10. With the insertion p o i n t still in the second blank p a r a g r a p h below t h e inserted tabic, press (Bksp) to r e m o v e t h e first blank p a r a g r a p h .
11. Press (Ctrl] + [End) to m o v e to the e n d of the d o c u m e n t , a n d then press (Enter] to create a new blank p a r a g r a p h .
12. On the Insert tab, in the Illustrations group, click the Picture b u t t o n . Navigate to your s t u d e n t files, select w03_Botanical_Butterfly, and then click Insert. C o m p a r e y o u r screen with Figure 4 .
Because the picture is too large to fit in the available space at the bottom of the current page, Word creates a new page.
13. Save HI the d o c u m e n t .
You have completed Skill 1 of 10
Microsoft Word Chapter 3 | Work with Graphics, Tabs, and Tables 103
• SKILL 2: Resize a n d Move Pictures
«• W h e n you select a picture, sizing handles— small squares o r circles—display a r o u n d the p i c t u r e border, a n d you can d r a g these h a n d l e s to resize the picture.
• You can also resize a p i c t u r e using the Shape Height a n d Shape W i d t h b u t t o n s o n the F o r m a t tab.
1 . At the t o p of Page 2, be sure the w03_Botanical butterfly p i c t u r e is selected—sizing handles display a r o u n d t h e picture border. Notice that a F o r m a t tab displays o n the R i b b o n .
2. If y o u r rulers d o n o t display, o n the View t a b , in the S h o w / H i d e g r o u p , select the Ruler check box.
3. O n t h e right b o r d e r of the picture, locate the m i d d l e — s q u a r e — s i z i n g h a n d l e . Point to the sizing handle to display the 0 pointer, a n d then drag to the left to 2 inches o n the horizontal ruler, as shown in F i g u r e 1.
4 .
5.
6.
The picture does not resize proportionally.
O n the Quick Access Toolbar, click the U n d o b u t t o n 0.
Scroll to display the b o t t o m of the picture. Point to the sizing h a n d l e in the lower right corner of the picture. W h e n the \ \ \ pointer displays, drag u p a n d to the left until t h e right b o r d e r of the picture aligns at approximately 2 . 5 inches on the horizontal ruler.
If necessary, scroll to view the b o t t o m of the page, and then c o m p a r e your screen w i t h F i g u r e 2.
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t h e s m a l l e r p i c t u r e fits a t t h e b o t t o m o f t h e
first p a g e o f t h e d o c u m e n t .
• Continue to the next page to complete the skill • F i g u r e 2
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SKILL 2: Resize a n d Move Pictures
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6.5 inches on the horizontal ruler
6.5 inches on the vertical ruler
F i g u r e 3
6.5 inches on the horizontal ruler
0.75 inches on the vertical ruler
Anchor symbol
Text wraps around picture
F i g u r e 4
7. Be sure t h e p i c t u r e is still selected. O n the Format tab, in the Arrange group, click the Wrap Text b u t t o n , a n d then click Square.
This setting changes the picture to a floating object, which you can move independendy of the surrounding text.
8. Point to the p i c t u r e to display the [J] pointer. Drag the p i c t u r e to the right so that the right b o r d e r is aligned approxi mately at 6.5 inches on the horizontal ruler and t h e t o p b o r d e r is aligned at approximately 6.5 inches o n the vertical ruler. C o m p a r e y o u r screen with F i g u r e 3 .
9. Press [Ctrl] + [Home], a n d then click the picture of the gardens. O n the Format tab, in t h e Size group, click the Shape Width d o w n spin arrow M••" '• I as necessary to change t h e width of the picture to 1.8".
1 0 . O n the Format tab, in the Arrange group, click the Wrap Text b u t t o n , a n d then click Square.
1 1 . Point to the picture to display t h e 30 pointer. Drag the p i c t u r e to the right, a n d align the right b o r d e r at approximately 6.5 inches o n the horizontal ruler. Align the top b o r d e r at approximately 0.75 inches on the vertical ruler. C o m p a r e your screen with F i g u r e 4 , a n d adjust your picture as necessary.
An anchor symbol to the left of the paragraph mark indicates which paragraph the picture is associated with, and the paragraph text wraps around the space filled by the picture.
1 2 . Save [§] the d o c u m e n t .
• You have completed Skill 2 of 10
MICROSOFT W O R D C H A P T E R 3 | WORK WITH G R A P H I C S , T A B S , A N D TABLES 1 0 5
• SKILL 3: Format Pictures Using Styles a n d Artistic Effects
• You can a d d special effects to the texture of a p i c t u r e to m a k e it look m o r e like a d r a w i n g o r a p a i n t i n g .
• You can also apply built-in picture styles, such as b o r d e r s a n d frames, and then f o r m a t those b o r d e r s .
1. Press [Ctrl] + [End] to m o v e to the b o t t o m of the d o c u m e n t , a n d t h e n click the p i c t u r e of t h e butterfly.
2. In the Size group, select the value in the Shape Width box law* . ;,'L type 2.75 a n d t h e n press (Enter] to change the width of the picture to 2.75 inches. Drag the picture to t h e left to align the right edge at 6.5 inches on the horizontal ruler a n d the top edge at 5.25 inches o n the vertical ruler.
When you need a size that cannot be entered using spin arrows, type the number in the spin box.
3 . O n the Format tab, in the Picture Styles group, click the Picture Effects b u t t o n . Point to Soft Edges, and then click 5 Point. Notice that the edges of the picture fade in, as shown in Figure I.
4.
5.
A soft edge with a higher number of points will result in a more dramatic fade between the picture and its border.
In the Picture Styles group, click t h e Picture Effects b u t t o n , p o i n t to Reflection, and then u n d e r Reflection Variations, in the second row, click the first effect—Tight Reflection, 4 pt offset.
Click anywhere in the text to deselect the picture, a n d then c o m p a r e y o u r screen w i t h Figure 2.
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Soft Edges effect applied to picture
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Continue to the next poge to complete the ski
106 Work with Graphics. Tabs, and Tables | Microsoft Word Chapter 3 Figure 2
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Figure 4
6. Press [Ctrl] + [Home) to move to the t o p of the d o c u m e n t , a n d then click the garden picture.
7. W i t h the p i c t u r e selected, on the Format tab, in the P i c t u r e Styles group, click t h e More b u t t o n 0. Point to several of the t h u m b n a i l s , a n d watch as Live Preview displays the picture styles.
Some of the styles add height to the picture and can force the title to the left.
8. In the first row of t h u m b n a i l s , click the second style—Beveled Matte, White.
9. W i t h t h e picture still selected, press (Tj several times until the d o c u m e n t title displays across the screen, as s h o w n in Figure 3 .
To move objects in small precise increments, you can nudge them in this manner by selecting the object and then pressing one of the arrow keys. Because the new style increased the size of the picture, the table does not stretch across the screen.
10. W i t h t h e p i c t u r e still selected, in the P i c t u r e Styles group, click the P i c t u r e Border b u t t o n .
11. U n d e r Theme Colors, in the third row of colors, click the seventh color—Olive Green, Accent 3, L i g h t e r 60%.
12. In the Adjust group, click the Artistic Effects b u t t o n . Point to several t h u m b n a i l s in the gallery to preview available effects, and then in the fourth row, click the fifth effect—Plastic Wrap.
— C o m p a r e y o u r screen with Figure 4 . 13. Save [d] the d o c u m e n t .
• You hove completed Skill 3 of 10
Microsoft Word Chapter 3 | Work with Graphics, Tabs, and Tables 107
• A TAB STOP is a specific location o n a line of text m a r k e d on the W o r d ruler to which you c a n m o v e t h e insertion p o i n t by pressing [Tab]. Tabs are used to align a n d i n d e n t text.
• Tab stop types are set w h e n you insert t h e stop; however, you can change the tab stop t y p e using the Tabs dialog box.
1 . N e a r t h e t o p of the d o c u m e n t , click at the e n d of t h e p a r a g r a p h that begins The new Aspen Falls, a n d then press [Enter], Notice t h a t t h e table expands to the w i d t h of the page.
2 . O n t h e left e n d of the horizontal ruler, n o t i c e t h e Tab Selector b u t t o n [•]—-the icon displayed in your b u t t o n m a y vary.
3 . Click t h e b u t t o n several times to view t h e v a r i o u s tab types available. Pause at each t a b stop type, a n d view the i n f o r m a t i o n in t h e table in Figure 1 to see h o w each o f — t h e t a b types is used.
If you have not added any tab stops to a paragraph, default tab stops are placed every half inch on the ruler. These default tab stops are indicated by the small marks at every half inch just below the white area of the ruler.
W i t h t h e insertion p o i n t still in the b l a n k p a r a g r a p h , click the Tab Selector b u t t o n [S] until the Left Tab icon [Ej] displays.
O n t h e horizontal ruler, p o i n t to the m a r k t h a t indicates 0.5 inches, a n d then click o n e t i m e to insert a left tab stop. C o m p a r e y o u r screen with Figure 2.
4.
5.
Continue to the next page to complete the skill
T a b A l i g n m e n t O p t i o n s
Figure 1
Type Button Description
L e f t • T h e left e d g e of t h e t e x t is aligned at t h e tab stop and e x t e n d s to t h e r i g h t .
C e n t e r T e x t is c e n t e r e d a r o u n d t h e tab s t o p .
R i g h t L U T h e r i g h t edge of t h e t e x t is aligned at t h e t a b stop a n d e x t e n d s to t h e left.
D e c i m a l T h e d e c i m a l point aligns at the tab stop.
Bar m A v e r t i c a l bar is inserted in the d o c u m e n t at the t a b stop.
First L i n e I n d e n t
n T h e first line of a paragraph is i n d e n t e d .
H a n g i n g I n d e n t / L e f t I n d e n t
T h e t o p half of t h e button indents all lines but the first line in a p a r a g r a p h . T h e bottom half m o v e s the left i n d e n t of t h e e n t i r e p a r a g r a p h .
Tab Selector displays Left
Tab icon
Left tab stop on horizontal ruler
Figure 2
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108 Work with Graphics. Tabs, and Tables | Microsoft Word Chapter 3 i 5 a a » « toes [J
SKILL 4: Set Tab Stops
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RIGHT TAB STOP ON
HORIZONTAL RULER
T A B SELECTOR
DISPLAYS RIGHT
T A B ICON
LINE S H O W S
LOCATION OF TAB
S T O P IN D O C U M E N T
F I G U R E 3
<
SELECTED TAB STOP
DOT LEADER
OPTION BUTTON
F I G U R E 4
6. Click t h e Tab Selector b u t t o n Q two times to display the Right Tab icon Q.
7. O n t h e ruler, p o i n t to the m a r k that indicates 3.5 inches. Click a n d hold d o w n the m o u s e b u t t o n . Notice that a d o t t e d line indicates the tab location in the d o c u m e n t , as s h o w n in F I G U R E 3. In this m a n n e r , you can d e t e r m i n e w h e t h e r the tab stop is exactly where you want it.
8. Release t h e m o u s e b u t t o n to insert the right tab stop.
9. O n the H o m e tab, click the Paragraph Dialog Box Launcher [3]. At the b o t t o m of the displayed Paragraph dialog box, click the Tabs b u t t o n .
10. In the Tabs dialog box, u n d e r Tab stop position, select t h e tab stop at 3.5". U n d e r Leader, select t h e 2 o p t i o n b u t t o n to a d d a dot leader to the selected tab stop. Near the b o t t o m of t h e dialog box, click the Set b u t t o n , a n d t h e n c o m p a r e your screen with F I G U R E 4 .
A leader is a series of characters that form a solid, dashed, or dotted line that fills the space preceding a tab stop; a leader character is the symbol used to fill the space. A dot leader is a series of evenly spaced dots that precede a tab stop.
11. In the Tabs dialog box, click OK, a n d then Save Q the d o c u m e n t .
• You have completed Skill 4 of 10
MICROSOFT W O R D C H A P T E R 3 | WORK WITH G R A P H I C S . T A B S , A N D TABLES 1 0 9
ILL 5: Enter Text with Tab Stops
• T h e Tab key is used to move to the next tab s t o p in a line of text.
• W h e n you w a n t to relocate a tab stop, you can d r a g the tab stop marker to a n e w location o n the horizontal ruler.
1 . Be sure y o u r insertion p o i n t is still in t h e blank p a r a g r a p h and the tab stops you entered display o n the horizontal ruler.
2 . Press (Tab] to move the insertion p o i n t to the first tab stop you placed on the ruler. Type I )ay a n d press [tab] to move to the right tab with the dot leader that you created.
3 . Type Hours a n d press (Enter). C o m p a r e y o u r screen w i t h Figure 1.
W h e n y o u r insertion point is positioned at a right tab stop and y o u begin to type, the text moves to the left. W h e n y o u press [Enter], the n e w paragraph displays the same tab stop markers on the ruler as the previous paragraph.
4. Press (Tab), type Monday-Wednesday a n d t h e n press [Tab]. Type 10 to 5 a n d then press (Enter).
Press (Tab], type Thursday-Friday a n d then press [jib). Type 10 to 6 and then press (Enter).
Press [Tab), type Saturday a n d t h e n press (Tab). Type 8 to 5 a n d t h e n press (Enter).
7. Press |Tab|, type Sunday a n d t h e n press (Tab). Type N o o n to 5 a n d c o m p a r e y o u r screen w i t h Figure 2.
5.
6.
New paragraph has the same
tab stop marks
Text to the left of the right tab
Nonprinting tab character
Dot leader
F i g u r e 1
8. Select the first line of t h e tabbed list, a n d then from the Mini toolbar, click the Bold b u t t o n |T|.
• Continue to the next page to complete the skill f
110 Work with Graphics, Tabs, and Tables | Microsoft Word Chapter 3
Tabbed list completed
F i g u r e 2
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SKILL 5 : Enter Text with Tab Stops
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-• DAY- * MONDAY-WEDNEJDAY_| -• THURSDAY-FRIDAY, -• SATURDAY. + SUNDAY
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F I G U R E 3
RIGHT TAB
STOP M O V E D
LEFT TAB
STOP M O V E D
T A B STOP C H A N G E S
REFLECTED IN T A B S
DIALOG BOX
9. Select the first four lines of the tabbed list. D o n o t select the p a r a g r a p h that begins Sunday.
10. Click the Page Layout tab. In t h e Paragraph group, u n d e r S p a c i n g , click the After d o w n spin arrow two times to change t h e space after the selected p a r a graphs to 0 pt. Click anywhere in the d o c u m e n t to deselect the text, a n d t h e n c o m p a r e your screen with F I G U R E 3 .
1 1 . To t h e left of Day, p o i n t in the m a r g i n area to display the \£} pointer. T h e n drag d o w n to select all five items in the t a b b e d list.
12. O n the h o r i z o n t a l ruler, p o i n t to the left tab m a r k at 0.5 inches o n the h o r i z o n t a l ruler. W h e n t h e ScreenTip Left Tab displays, drag left to m o v e t h e tab m a r k to 0.25 inches o n the horizontal ruler to move each selected line to the new tab location.
13. W i t h the five lines still selected, o n the h o r i z o n t a l ruler, p o i n t to the right tab m a r k at 3.5 inches o n t h e horizontal ruler. W h e n t h e ScreenTip Right Tab displays, drag left to move t h e tab m a r k to 3.25 inches on the horizontal ruler.
14. O n the horizontal ruler, p o i n t to the right tab m a r k again. W h e n the ScreenTip Right Tab displays, double-click to display the Tabs dialog box. Notice that the new tab stop position values display, as shown in F I G U R E 4 .
15. Click Cancel to close the dialog box, a n d t h e n Save Q the d o c u m e n t .
• You have completed Skill 5 of 10
F I G U R E 4
MICROSOFT W O R D C H A P T E R 3 | WORK WITH G R A P H I C S . T A B S , A N D TABLES 1 1 1
• A table consists of rows and c o l u m n s of text o r n u m b e r s . Tables s u m m a r i z e data effectively a n d efficiently.
• You can format each table element individually, or you can apply table styles to t h e entire table.
1. Scroll as needed to display the table.
The table contains five rows and three columns. Recall that the intersection of a row and a column in a table is called a cell
2. Click in any cell in the table, a n d t h e n click t h e Design tab. In the Table Styles group, notice that a n u m b e r of predesigned styles are available.
3 . Point to the third style—Light Shading - Accent 1—to view the Live Preview of t h a t style, as shown in Figure 1.
Because the styles in the first row of the Table Styles gallery display the styles that were used most recently, your first row of thumbnails may vary.
4 . In the Table Styles group, click t h e More b u t t o n 0.
5. In t h e Table Styles gallery, use the vertical scroll bar to scroll to the b o t t o m of the gallery. Locate the M e d i u m Grid 3 - Accent 3 style, a n d then p o i n t to it, as s h o w n in Figure 2 .
6. Click o n e time to apply the M e d i u m Grid 3 - Accent 3 style.
You do not have to select the entire table to apply a built-in style.
• C o n t i n u e t o t h e n e x t p a g e t o c o m p l e t e t h e skill j
112 Work with G r a p h i c s , Tabs, a n d Tables | Microsoft W o r d C h a p t e r
Predefined
table styles
Live Preview
displays Light Shading - Accent 1 style
F i g u r e 1
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SKILL 6: Apply Table Styles
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T h e - B o u n i c a l O a r d e n s c f f e r s - s e v e r a t - s p c c l a l e v e n t s - d u r i n g - t h e - y e a r . - A m o n g - t h e
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FIRST C O L U M N
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s p e d a l « v e n t s - t h i s y e a r -includo-the-follo w i n g:1
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PHOTOGRAPH- NATUR EN H o l i d a y
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W o e * IM sj- • I -' i •
TABLE CENTERED
B E T W E E N THE LEFT
A N D RIGHT MARGINS
TABLE WIDTH
REDUCED
7. O n the D e s i g n t a b , in the Table Style O p t i o n s g r o u p , notice that three of the check boxes are selected, including the First C o l u m n check box.
8 . In the Table Style O p t i o n s g r o u p , clear the First C o l u m n check box to remove t h e heavy shading from the first c o l u m n , as s h o w n in F I G U R E 3 .
T H E H E A D E R R O W AT T H E T O P O F T H E TABLE
R E T A I N S THE H E A V Y S H A D I N G , A N D T H E FIRST
C O L U M N CELLS A D O P T T H E F O R M A T T I N G O F T H E I R
RELATED R O W S .
9. Click the Layout t a b . In the Cell Size g r o u p , click the A u t o F i t b u t t o n , and t h e n click A u t o F i t C o n t e n t s .
T H E C O L U M N S , W H I C H W E R E ALL T H E S A M E
W I D T H , A D J U S T TO T H E B E S T FIT B A S E D O N T H E
C O N T E N T I N T H E CELLS, B U T T H E TABLE W I D T H
R E M A I N S U N C H A N G E D .
1 0 . In the Table g r o u p , click the P r o p e r t i e s b u t t o n . In the Table P r o p e r t i e s dialog box, be sure the Table t a b is selected. Under Size, select the P r e f e r r e d w i d t h check box. In the P r e f e r r e d w i d t h box, select the existing value, a n d then type 5.5
1 1 . In the Table P r o p e r t i e s dialog box, u n d e r A l i g n m e n t , click C e n t e r . Click OK to set the table width a n d to center the table between the left a n d right margins, as s h o w n in F I G U R E 4 .
1 2 . Save [dj the d o c u m e n t .
• You have completed Skill 6 of 10
F I G U R E 4
MICROSOFT W O R D C H A P T E R 3 | WORK WITH G R A P H I C S . T A B S , A N D TABLES 1 1 3
• To create a table, you need to specify the n u m b e r of rows a n d c o l u m n s you want to start with.
• W h e n you create a table using t h e Insert tab, the table c o l u m n s are of equal w i d t h , a n d the table rows retain the f o r m a t t i n g of the p a r a g r a p h above the t a b l e — i n c l u d i n g line spacing a n d space after a p a r a g r a p h .
1. N e a r t h e b o t t o m of the d o c u m e n t , locate a n d select the p a r a g r a p h that begins Membership rates. O n t h e Mini toolbar, click t h e Bold b u t t o n [ T ] , a n d then press (T] to move the insertion p o i n t to the blank p a r a g r a p h at t h e b o t t o m of t h e d o c u m e n t .
2. Move the butterfly picture u p to 6 inches o n the vertical ruler. Click the Insert tab. In the Tables group, click the Table b u t t o n .
3 . In the fifth row, p o i n t to the second box, a n d t h e n c o m p a r e y o u r screen with Figure 1.
The top of the Table gallery displays the size of the table, with the number of columns first, followed by the number of rows—in this instance, you are creating a 2x5 table.
4. Click o n e time to insert a 2x5 Table at the insertion p o i n t location. Notice that the table extends from t h e left m a r g i n to the p i c t u r e o n the right, as s h o w n in Figure 2. — If y o u r table extends to the right margin, u n d o the table insertion, move the picture u p to 6 inches o n the vertical ruler, a n d then t r y again.
By default, an inserted table extends from the left margin to the right margin unless an object is in the way.
• Continue to the next page to complete the skill •
Table button
2x5 table
Figure 1
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114 Work with Graphics. Tabs, and Tables | Microsoft Word Chapter 3
SKILL 7: Create Tables
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6.
Be sure the insertion p o i n t is located in the u p p e r left cell of the new table. Type M e m b e r s h i p s and then press (Tab]. Notice that the c o l u m n widths adjust as you t y p e .
You can use [Tab ] or the arrow keys to move among cells in a table. When you press [Enter], a second line in the same cell is created. If this happens, you can press [Bksp| or @] to remove the inserted paragraph.
Press (Tab) again to move to the first cell in the second row.
7. Type G r o u p a n d t h e n press [Tab]. Type Ages a n d t h e n press [tab]. C o m p a r e y o u r screen with F i g u r e 3.
8. With the insertion p o i n t in the first cell of the t h i r d row, type Tots a n d t h e n press llarj]. Type Under 5 a n d t h e n press [tab]. D o n o t be concerned if t h e widths of t h e c o l u m n s c o n t i n u e to change while you are t y p i n g .
9. In the first cell of the fourth row, type Children and then press (Tab). Type Under 12 a n d then press (Tab],
10. In the first cell of the last row, type Adults a n d then press [Tab], Type 18 to 60 a n d t h e n c o m p a r e your screen with F i g u r e 4.
11. Save [§j the d o c u m e n t .
• You have completed Skill 7 of 10
M I C R O S O F T W O R D C H A P T E R 3 | W O R K W I T H G R A P H I C S . T A B S , A N D T A B L E S 1 1 5
:olumns to Tables
• You can a d d rows to the beginning, middle, o r e n d of a table, a n d you can delete o n e o r m o r e rows if necessary.
• You can a d d c o l u m n s to the left or right of the c o l u m n that contains the insertion p o i n t .
1 . In the t h i r d row of the table, click a n y w h e r e in t h e Tots cell.
To delete a row, you need only position the insertion point anywhere in the row.
2 . Click the Layout tab, and then in the Rows & C o l u m n s group, click the Delete b u t t o n . From t h e displayed list, click Delete Rows. If you accidentally click Delete C o l u m n s , in the Quick Access Toolbar, click the U n d o b u t t o n 0 a n d t r y again.
3 . Be sure the insertion p o i n t is in the Children cell. In the Rows & C o l u m n s g r o u p , click the Insert Below b u t t o n . Notice that a blank row is added below t h e row that contains the insertion point.
4 . Type Students a n d then notice that a l t h o u g h the entire row was selected when you s t a r t e d typing, the text was entered i n t o t h e row's first cell. Press [Tab], a n d t h e n t y p e Under 18 Press [TabI, and t h e n c o m p a r e your screen with Figure 1.—
5. In the last row of the table, in the second c o l u m n , click to the right of 18 to 60.
6. Press [Tab] to insert a new row at the b o t t o m of the table.
7. Type Seniors a n d then press [tab]. Type Over 60 a n d then c o m p a r e your screen w i t h Figure 2.
C O N T I N U E TO THE N E X T P A G E TO C O M P L E T E T H E SKILL
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3 U 3 3 A UAS 1 1 6 WORK WITH G R A P H I C S . T A B S , A N D TABLES | MICROSOFT W O R D C H A P T E R 3
SKILL 8: A d d Rows a n d Columns to Tables
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F I G U R E 4
8 . Be sure the insertion p o i n t is positioned in a cell in the second c o l u m n of the table.
9. O n the Layout t a b , in the Rows & C o l u m n s g r o u p , click the I n s e r t R i g h t b u t t o n to insert a new c o l u m n to the right of the c o l u m n that c o n t a i n e d the insertion p o i n t , as s h o w n in Figure 3 .
When you insert a new column, the existing columns are resized to reflect the width of the text in the cells.
10. Click in the second row of t h e new c o l u m n , a n d t h e n t y p e Cost
11. Press (T) to move to the next cell in the c o l u m n , a n d t h e n t y p e Free
12. Press ( J ) , type 8.00 a n d t h e n press (Tj.
13. Type 25.00 press (7), a n d t h e n type 12.50 Notice that the c o l u m n widths adjust as you add text to the new c o l u m n .
14. In the fourth row, click to position the insertion p o i n t to the left of 8.00. If t h e entire cell is selected, p o i n t closer to the 8.00 a n d click again. Type S a n d then press [Spacebar] two times. Notice that the n u m b e r s d o n o t align o n the right, as s h o w n in Figure 4 .
A dollar sign is typically added only to the first row in a column of numbers and to the Totals row, if there is one.
15. Save (d] the d o c u m e n t .
• You have completed Skill 8 of 10
MICROSOFT W O R D C H A P T E R 3 | WORK WITH G R A P H I C S . T A B S , A N D TABLES 1 1 7
• SKILL 9: Format Text in Table Cells
• You can format text in tables in the same m a n n e r you format text in a d o c u m e n t .
• Text a n d n u m b e r s can also b e aligned in c o l u m n s .
1 .
2.
3.
4.
Position the pointer in the left m a r g i n to t h e left of the first row of t h e new table to display the [jgQ pointer, a n d t h e n click o n e t i m e to select the row.
Click the Design tab. In the Table Styles group, click the Shading button arrow a n d t h e n in the first row, click t h e seventh color—Olive Green, Accent 3.
Click t h e H o m e tab, a n d t h e n click the Font D i a l o g Box Launcher Q7].
In t h e Font dialog box, u n d e r Font style, click Bold. U n d e r Size, scroll d o w n , a n d t h e n click 14. Click the Font color arrow, a n d t h e n u n d e r Theme Colors, click the first color in t h e first r o w — W h i t e , Background 1. C o m p a r e your screen with F I G U R E 1.
5. Click OK to close the Font dialog box. Position your pointer in t h e left m a r g i n area next to the second row of the table to display the El pointer, a n d then click o n e t i m e to select t h e row.
6. O n the H o m e tab, in the Font group, click the Bold b u t t o n [FJ, In the Paragraph group, click the Center b u t t o n ® .
7. In the Font group, click the Font Color b u t t o n arrow [A*L a n d then in the first row, click the seventh color—Olive Green, Accent 3. Click anywhere in the d o c u m e n t to deselect t h e row, a n d then c o m p a r e y o u r screen with F I G U R E 2.
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FONT COLOR
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F I G U R E 1
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FORMATTED
Continue to the next page to complete the skill
1 1 8 WORK WITH G R A P H I C S . T A B S , A N D TABLES | MICROSOFT W O R D C H A P T E R 3
F I G U R E 2
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SKILL 9: Format Text in Table Cells
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8 . In the third row of the table, click anywhere in t h e cell with the text Children. D r a g d o w n to select the first cell in rows 3 t h r o u g h 6.
9. In t h e Font group, click the Bold b u t t o n H. Alternately, o n t h e M i n i toolbar, click the Bold b u t t o n .
1 0 . Scroll u p to view t h e first table, a n d t h e n in the second row, click in t h e first cell— Butterflies.
1 1 . D r a g d o w n to select the first cell in rows 2 t h r o u g h 5. In the Font group, click t h e B o l d b u t t o n H. Click anywhere to deselect the text, a n d then notice the c o l u m n widens to a c c o m m o d a t e the w i d e r bold text, as s h o w n in F i g u r e 3 .
1 2 . In t h e lower table, click in the second cell in the t h i r d row—Under 12. Drag d o w n t o select t h e r e m a i n i n g three cells in the c o l u m n . In t h e Paragraph group, click t h e Center b u t t o n [5J.
1 3 . In the lower table, click in the third cell in the t h i r d row—Free. Drag d o w n to select the r e m a i n i n g cells in the c o l u m n . On the H o m e tab, in the Paragraph group, click t h e Align Right b u t t o n ®
Aligning numbers to the right in a column of numbers makes them easier to read.
1 4 . Click anywhere in t h e d o c u m e n t to cancel t h e selection, a n d then c o m p a r e your screen with F i g u r e 4.
1 5 . Save |H t h e d o c u m e n t .
• You have completed Skill 9 of 10
Pat* l e t 1 , Warts I B • > 3 O 1 4 a • 1 0 » - F i g u r e 4
M i c r o s o f t W o r d C h a p t e r 3 | W o r k w i t h G r a p h i c s , T a b s , a n d T a b l e s 1 1 9
• SKILL 10: Format Tables
• You can change the w i d t h of table c o l u m n s by using t h e AutoFit C o n t e n t s c o m m a n d o r by c h a n g i n g the c o l u m n widths manually.
• To a c c o m m o d a t e a title that spans multiple c o l u m n s , you can merge cells t o create o n e wide cell.
1. In the lower table, click to position the i n s e r t i o n point anywhere in the first c o l u m n .
2. Click t h e Layout t a b . In the Cell Size g r o u p , click the Table C o l u m n W i d t h d o w n s p i n a r r o w N l j r : 1 as needed to n a r r o w the first c o l u m n to 1.5".
Repeat the technique just practiced to c h a n g e the second c o l u m n width to 1.1" a n d t h e third c o l u m n width to 0.8". C o m p a r e your screen with Figure 1.
3.
4.
5.
6.
W h e n y o u manually resize table c o l u m n s , it is g o o d practice to resize the columns f r o m left to right.
In the first row of the lower table, click in the first cell a n d drag to the right to select all of the cells in t h e row.
O n t h e Layout t a b , in the M e r g e g r o u p , click t h e M e r g e Cells b u t t o n . Click the H o m e t a b , and t h e n in the P a r a g r a p h g r o u p , click the C e n t e r b u t t o n [»]. Click to deselect the text, a n d then notice that the text spans all of the c o l u m n s , as shown in Figure 2 .
Click anywhere in the lower table. O n the L a y o u t t a b , in the Table g r o u p , click the Select b u t t o n , a n d then click Select Table.
Continue to the next page to complete the s -
Columns resized manually
Figure 1
Title centered in merged cells
Figure 2 120 Work with Graphics. Tabs, and Tables | Microsoft Word Chapter 3
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7. With the lower table still selected, o n t h e Page Layout tab, in the Paragraph group, click the Spacing .After d o w n spin arrow one time to reduce t h e spacing after to 6 p t .
8. O n the H o m e tab, in the Paragraph group, click the Borders button arrow, a n d then examine the Borders gallery. Notice that the borders that are active display in orange, as s h o w n in F I G U R E 3.
9. In the Borders gallery, click Left Border, a n d notice that the left b o r d e r is removed from the selected cells.
1 0 . Repeat the same technique to remove the Right Border and t h e Inside Vertical Border. Click anywhere in t h e d o c u m e n t to deselect the text.
Y O U R P R O G R A M M A Y B E S E T T O D I S P L A Y L I G H T ,
N O N P R I N T I N G G R I D L I N E S W H E R E B O R D E R S H A V E
B E E N R E M O V E D .
1 1 . In the u p p e r table, select the first row. O n the H o m e tab, in the Font group, click the Font Size arrow I" -|» a n d then click 14.
C O N S I S T E N T F O R M A T T I N G H E L P S D O C U M E N T S L O O K
P R O F E S S I O N A L . H E R E , T H E F O N T S I Z E F O R T H E T W O
T A B L E T I T L E S N O W M A T C H E S .
1 2 . Click anywhere in the d o c u m e n t to deselect the row, a n d t h e n c o m p a r e y o u r screen with F I G U R E 4.
1 3 . Add the file n a m e to the footer. Save [S] the d o c u m e n t . Print or s u b m i t the file as directed by your instructor. Exit Word.
D O N E ! Y O U H A V E C O M P L E T E D S K I L L 1 0 O F 1 0 A N D
Y O U R D O C U M E N T I S C O M P L E T E !
M I C R O S O F T W O R D C H A P T E R 3 | W O R K W I T H G R A P H I C S . T A B S , A N D T A B L E S 1 2 1
T H E F O L L O W I N G M O R E S K I L L S A R E L O C A T E D A T W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S
M o r e S k i l l s ^ I n s e r t T e x t B o x e s
T E X T B O X E S ARE FLOATING OBJECTS THAT C A N B E P L A C E D A N Y W H E R E I N A
D O C U M E N T . T H E Y ARE USEFUL W H E N Y O U W A N T TO P R E S E N T TEXT I N A DIFFER
E N T O R I E N T A T I O N FROM OTHER TEXT. TEXT B O X E S F U N C T I O N AS A D O C U M E N T
W I T H I N A D O C U M E N T , A N D THEY C A N B E R E S I Z E D OR M O V E D . T E X T I N A TEXT
B O X W R A P S I N THE S A M E M A N N E R IT W R A P S I N A N Y D O C U M E N T .
I N M O R E SKILLS 1 1 , Y O U WILL O P E N A D O C U M E N T A N D CREATE
A TEXT B O X . Y O U WILL ALSO RESIZE A N D F O R M A T THE TEXT B O X .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE THE N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW T H E I N S T R U C T I O N S O N T H E W E B S I T E .
M O R E S K I L L S Q F O R M A T W I T H W O R D A R T
W H E N Y O U CREATE A FLYER O R A NEWSLETTER, Y O U M I G H T W A N T TO I N M O R E SKILLS 1 2 , Y O U WILL O P E N A D O C U M E N T A N D CREATE
U S E A D I S T I N C T I V E A N D D E C O R A T I V E T I D E . W O R D P R O V I D E S A FEATURE A TITLE THAT U S E S W O R D A R T .
CALLED W O R D A R T THAT Y O U C A N U S E TO C H A N G E TEXT I N T O A T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
D E C O R A T I V E TITLE. W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE THE N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
M O R E S K I L L S ^ C R E A T E T A B L E S F R O M E X I S T I N G L I S T S
Y O U C A N CREATE A N E W TABLE B Y U S I N G T H E T A B L E B U T T O N O N T H E
I N S E R T T A B . Y O U C A N ALSO U S E THE T A B L E B U T T O N TO CONVERT A T A B B E D
LIST I N T O A TABLE.
I N M O R E SKILLS 1 3 , Y O U WILL O P E N A D O C U M E N T A N D CONVERT
A T A B B E D LIST I N T O A TABLE. Y O U WILL ALSO F O R M A T T H E TABLE.
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE THE N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
M O R E S K I L L S I N S E R T D R O P C A P S
W O R D P R O V I D E S A N U M B E R O F M E T H O D S TO F O R M A T TEXT
DISTINCTIVELY. T O G I V E TEXT THE P R O F E S S I O N A L L O O K Y O U O F T E N S E E I N
B O O K S A N D M A G A Z I N E S , Y O U C A N U S E A LARGE FIRST LETTER TO B E G I N THE
FIRST P A R A G R A P H O F THE D O C U M E N T .
I N M O R E SKILLS 1 4 , Y O U WILL O P E N A D O C U M E N T A N D CREATE
A D R O P C A P FOR THE FIRST CHARACTER O F T H E FIRST P A R A G R A P H .
T O B E G I N , O P E N Y O U R W E B B R O W S E R , N A V I G A T E TO
W W W . P E A R S O N H I G H E R E D . C O M / S K I L L S , LOCATE THE N A M E O F Y O U R
T E X T B O O K , A N D T H E N FOLLOW THE I N S T R U C T I O N S O N THE W E B S I T E .
1 2 2 WORK WITH G R A P H I C S . T A B S , A N D TABLES | MICROSOFT W O R D C H A P T E R 3
Key Terms Anchor 105
Dot leader 109
Floating object 105
Leader 109
Leader character 109
Nudge 107
Sizing handle 104
Tab stop 108
Table 112
Online Help Skills 1. Start 11 Word. In the u p p e r right corner of the Word window, click the Help
b u t t o n [©]. In the Help window, click the Maximize B l b u t t o n .
2. Click in t h e search box, t y p e page n u m b e r s a n d then click the Search b u t t o n @. In t h e search results, click Add or remove headers, footers, and page n u m b e r s .
3 . Read t h e article's i n t r o d u c t i o n , a n d then below What do y o u want to do?, click Add a page n u m b e r w i t h o u t any other information. C o m p a r e your screen with F i g u r e 1.
4. Read the section to see if you can answer the following: W h a t is a quick way to o p e n a header or footer? H o w can you show page n u m b e r s in the Page X ofY format—for example, Page 3 of121
Microsoft Word Chapter 3 | Work with Graphics. Tabs, and Tables 123
Matching M a t c h each t e r m in the second c o l u m n with its correct definition in t h e first c o l u m n by writing the letter of t h e term o n the blank line in front of t h e correct definition.
1. T h e feature used to change a p i c t u r e to a floating object so that it
can be moved i n d e p e n d e n t l y of a p a r a g r a p h .
2 . T h e type of sizing handle used to resize a p i c t u r e proportionally.
3 . T h e formatting feature that makes a picture's edges appear to fade i n t o t h e picture.
4 . A specific location in the d o c u m e n t , m a r k e d on the W o r d ruler, to which you can move using Tab key.
5. A series of characters that form a solid, dashed, or d o t t e d line that fills t h e space preceding a tab stop.
6. I n f o r m a t i o n presented in rows a n d c o l u m n s t o s u m m a r i z e a n d
present data effectively a n d efficiently.
7. A set of predefined table formats.
8. W h e n you create a table using t h e Insert tab, t h e table c o l u m n s will all be of this w i d t h .
9 . W i t h the insertion p o i n t in the last cell in the table, t h e key used to create a n e w row at the b o t t o m of the table.
10. T h e c o m m a n d used to m a k e the size of t h e table c o l u m n s reflect the data in t h e c o l u m n s .
124 Work with Graphics, Tabs, and Tables | Microsoft Word Chapter 3
A AutoFit C o n t e n t s
B C o r n e r
c Equal
D Leader
E Soft Edges
F Tab
G Tab Stop
H Table
1 Table Styles
J Wrap Text
Multiple Choice C h o o s e t h e correct answer.
1 . W h e n you select a picture, use these to change t h e picture height or width.
A. Arrow keys B. Sizing handles C. [PgUp| o r [PgDn]
2 . The symbol that indicates which p a r a g r a p h a picture is associated with.
A. Anchor B. Paragraph mark C. Em dash
3 . To move a selected picture small distances using an arrow key.
A. Drag B. B u m p C. Nudge
4 . A series of evenly spaced dots that precede a tab. A. Ellipsis B. Tab stop position C. D o t leader
5. When you make a change to a tab stop in the Tabs dialog box, click this button to apply the changes.
A. Set B. Clear C. Apply
Topics for Discussion 1. Tables have largely taken the place of tabs in m o s t
documents. Can you think of any situations where you might want to use tabs instead of tables? W h a t would you have to do to a table to make it look like a tabbed list?
Assessment
6 . T h e intersection of a r o w a n d c o l u m n in a table. A . B a n d e d row B. Cell C . Banded c o l u m n
7. T h e c o m m a n d used to change a p i c t u r e to m a k e it look m o r e like a d r a w i n g o r a p a i n t i n g .
A . Artistic Effects B. Picture Styles C . Picture Effects
8 . Use this key to move from o n e p a r t of a table to another.
a . @E B. QS6] C . [CtrO
9 . H o w m a n y c o l u m n s are in a 3x7 table? A. 3 B. 7 C. 21
1 0 . N u m b e r s in a table are typically aligned this way. A. Left B. Center C. Right
2. Pictures add interest to your d o c u m e n t s when used in m o d e r a t i o n . W h a t guidelines would you r e c o m m e n d for using pictures—or any other type of graphics—in a document?
Microsoft Word Chapter 3 | Work with Graphics. Tabs, and Tables 125
Skill Check ( ^ i ? ^ ) T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e s :
w03_Fitness w03_Fitness_Activities w03_Fitness_Climber
Y o u w i l l s a v e y o u r d o c u m e n t a s :
LastnameJFirstname_w03_Fitness
1. Start Word. Click the File tab, a n d then click O p en . Navigate to y o u r s t u d e n t files, a n d o p e n w03_Fitness. Click the File tab, click Save As, navigate to your Word Chapter 3 folder, Save t h e d o c u m e n t as Lastname_Firstname_w03_Fitness a n d t h e n add t h e file n a m e to the footer.
2. In t h e p a r a g r a p h that begins The following, click to position t h e insertion p o i n t at t h e b e g i n n i n g of t h e p a r a g r a p h . O n t h e Insert tab, in the Text group, click the Object b u t t o n arrow, a n d then click Text from File. Locate a n d insert w03_Fitness_Activities.
3 . Click in t h e first row of the inserted table. O n the Layout tab, in the Rows & C o l u m n s group, click the Insert Above b u t t o n . Right-click the n e w row. O n the M i n i toolbar, click t h e Center b u t t o n . In the first cell, t y p e Fitness Area a n d press (jib). In t h e second cell, t y p e Reservations a n d press |Tab|. In the third cell, t y p e Description a n d then c o m p a r e your screen with F i g u r e 1.
4 . Click the Design tab. In the Table Styles group, click the More b u t t o n , a n d t h e n u n d e r Built-in, in t h e first row, click the last style—Light Shading - Accent 6.
5. O n t h e Layout tab, in the Cell Size group, click the AutoFit b u t t o n , a n d t h e n click AutoFit Contents.
6. In t h e Table group, click the Properties b u t t o n . In the Table Properties dialog box, set t h e Preferred Width to 6", a n d t h e n u n d e r Alignment, Center the table. Click OK, a n d then c o m p a r e your screen with F i g u r e 2. Save the d o c u m e n t .
7. At the e n d of the p a r a g r a p h t h a t begins The following, position the insertion p o i n t after t h e colon, a n d then press frrter) to create a blank line.
8 . Click t h e Insert tab. In t h e Tables group, click the Table b u t t o n , a n d then insert a 2x6 table.
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T L I ' ^ H V L X Y I O R V Q U I I ' ' IFRSTMVMIONS:
TEURRFLEU* ? IKJURF RJLLHLMLLDI.UTMMK I t M M Basketball Cnartf .hnur Triuu.CCURTI I hoof
THE METRO PARK H OPEN THE FOUOWINF HOURS DURING (HE MONTHS OF ] UNE. | USY. AND AUGUST
MO.XLR.-MHi., 1 0 * M ID 9 P M SATURDAY _ 8 A M to 9 P M SUNDAY I O » M T O 6 P M
U O N A M E J IRMRVAN* _«<B_F.TF>E»
Figure 4
Assessment
9. Enter the following i n f o r m a t i o n in the table: Facility C l i m b i n g Area Soccer Fields Baseball D i a m o n d s Basketball C o u r t s Tennis C o u r t s
Reserve for 2 h o u r s 2 h o u r s 2 h o u r s 1 h o u r 1 h o u r
10. On the D e s i g n tab, apply the same table style you applied to the u p p e r t a b l e — Light Shading - Accent 6. O n the Layout tab, in the Cell Size group, click t h e AutoFit b u t t o n , and t h e n click AutoFit Contents.
11. Select the five cells that contain n u m b e r s . O n the H o m e tab, in the Paragraph group, click the Align Right b u t t o n .
12. Press [Ctrl] + [End] to position the insertion p o i n t at the end of the d o c u m e n t . O n the left side of t h e h o r i z o n t a l ruler, click the Tab Selector b u t t o n to display t h e Right Tab icon. Insert a right tab at 2.5 inches on the h o r i z o n t a l ruler.
13. Double-click the tab m a r k . In the Tabs dialog box, u n d e r Leader, select 2, click Set, a n d then click OK. Type the following tabbed list, pressing [jib] before t y p i n g the text in the second c o l u m n :
Monday-Friday 10 a.m. to 9 p . m . Saturday 8 a.m. to 9 p . m . Sunday 10 a.m. to 6 p . m .
14. Select t h e first two items in the tabbed list. O n the Page Layout tab, in t h e Paragraph group, set t h e Spacing After to 0 pt. Press (Ctrfj + [EndI, and then c o m p a r e y o u r screen with Figure 3 .
15. O n t h e Insert tab, in the Illustrations group, click the Picture b u t t o n , a n d then locate a n d Insert the w03_Fitness_Climber picture. O n the Format tab, in the Size group, select the n u m b e r in t h e Shape Width box, t y p e 2.5 a n d t h e n press (Enter). In the Arrange group, apply Square w r a p p i n g .
16. O n the View tab, in the Z o o m group, click the Two Pages b u t t o n . D r a g the picture to page 1 so that the u p p e r edge aligns at about 5.25 inches o n the vertical ruler and the right edge aligns at about 6.5 inches on the horizontal ruler. Adjust the picture position as necessary.
17. On the Format tab, in the Picture Styles group, click t h e Picture Effects b u t t o n , p o i n t to Soft Edges, and t h e n click 10 point. O n the View tab, in the Z o o m group, click the 100% b u t t o n .
18. Click anywhere to deselect the picture, and then c o m p a r e your d o c u m e n t with — Figure 4. Save the d o c u m e n t , a n d s u b m i t it as directed. Exit Word.
D o n e ! You hove completed the Skill Check
Microsoft Word Chapter 3 | Work with Graphics. Tabs, and Tables 127
Assess Your Skills 1 T O C O M P L E T E T H I S D O C U M E N T , Y O U W I L L N E E D T H E F O L L O W I N G F I L E S :
• w 0 3 _ R u n w03_Run_Start w03_Run_Finish
Y O U W I L L S A V E Y O U R D O C U M E N T A S :
Lastname Firstname w 0 3 Run
1. Start W o r d . Locate a n d o p e n w03_Run, a n d t h e n save it in y o u r Word Chapter 3 folder as L a s t n a m e _ F i r s t n a m e _ w 0 3 _ R u n
2 . A d d a new third c o l u m n to the table. In the first cell of the new c o l u m n , t y p e Start Time a n d t h e n c o m p l e t e the c o l u m n with the following:
10:00 a.m. 11:30 a.m. 1:00 p . m . 10:30 a.m. 12:00 p . m . 11:00 a.m. 12:30 p . m .
3 . Click in t h e first row of the table, a n d add a n e w row above the first row. In the first cell of t h e n e w row, t y p e Waves for 10K Run
4. Select the table, and then apply the Light Shading - Accent 6 table style. Apply AutoFit C o n t e n t s formatting. Align Right all of the cells in t h e third c o l u m n . Apply Bold f o r m a t t i n g to the titles in row 2.
5. Merge the cells in the first row of the table, a n d then Center the text. Select the table, a n d increase the Font Size to 14 p o i n t s . Center the table.
6. Move to the end of the d o c u m e n t , a n d press [Enter]. Type: There are several requirements for registration in Waves A t h r o u g h E, and these can be found on the attached registration form. Each participant will receive a T-shirt package after the race. Press [Enter].
7. Insert a left tab stop at 2 inches and a right tab stop at 4.5 inches o n the horizontal ruler. Add a dot leader to the right tab stop. Enter the following text to create a tabbed list. Be sure to press {lab] before the first item in each row.
Category Cost Men $40 W o m e n 40 Children (12 & u n d e r ) 20 Seniors (62 & older) 25
8 . In the first row of the list, Bold the tides. For t h e first four rows in the list, change the Spacing After to 0 pt.
9. Insert the w03_Run_Start picture, apply Square text w r a p p i n g , change the Width to 2.8", and then position the left edge of the p i c t u r e at the left m a r g i n a n d the t o p of t h e picture at 7 inches o n the vertical ruler. Repeat this p r o c e d u r e with the w03_Run_Finish picture, except position the picture at the right margin.
10. Add the file n a m e to the footer. Save the d o c u m e n t , and then print or submit the file as directed by your instructor. C o m p a r e your completed d o c u m e n t with Figure 1.
D O N E ! Y O U H A V E C O M P L E T E D A S S E S S Y O U R SKILLS 1
Aspen Falls 10K Run I N F O R M A T I O N
The Aspen FallsParltaend Aeoeatlcvi OrjJ.'tmartrsonceae.ainspcnicmni tfiaSpnnj 10s: Run This vtar,lnitl*dorclotfnAdownlhvrniinilrtellinlown.thcinUi«runwlllUheplM*lnth«Aic«n(.lii Malro Park. Tha raoi will Hart on the boardwalk that separates the lake fromlhe iwamp.and will and at the ioulhcndofthamld̂ akatnll.&acaaiieofthaantldpatadlncnas«lnrunn«ra,wahaveaapandrd tha number of waves 10 lawn. Whrnyou mfjstar.be sure torafiitaf for the correct wave I
W a v e , LOR 10X RUN WAVE LOKTLME START LIMA A tub 40:00 10 B0 a m . • SUB 45:00 10:30 a m . C lubSO.OO U . - 0 0 i . m 0 TUB 55-00 11:10 a m 1 l u b 60.00 1.100 p.m. f 60:00 KfcOO 12:30ram. G 9 0 : 0 0 * 1.00 p m .
Thens are several requirements for refisrratonln WavesAOinxsjh E. andthesa an be found on the attached-efirtration form Uchpa-trapjril w.iiieteiwiaT-sn.rtpackafeafteithe race
CHLDIENLUSSINDER). JO SersoolKl OLDER! A
t ^ m m ISA «_FlrWrian>e_v«»G3_Run
Figure 1
1 2 8 WORK WITH G R A P H I C S . T A B S , A N D TABLES | MICROSOFT W O R D C H A P T E R 3
A s p e n F a l l s C l e a n u p Day
Hi- annual inringCleanup Uiy.'- herearaln, and will tak.." pt*ttrthi\ yf.n on Mjy ISth. 0 nee again, the Parksand Rea«atlon Department WiB beroordlnatingthfi effort, and we hope 10 havea turnout even larjer than last year. We have Identified .1* areas that need various type, of wort don* Pleaiecall aod sipiup for on* or monj of the %*isioni Groups are welcome, .re «.wiyil Here i n [i.tcflhiiyear'. target areav
Fairs Sher Thenvcr rleanupwill b* a httle rnciPcoft»p:;caled this *i than in pan y f i i Because of low water lovtU, some
clJm*d.inen/h«l«enuric=^iTdlve*1h»*pct^rp below). Werr«edcuiteafew.trx>n<p«oo*«forth1io^el
Vetcrvti Park The part needsmostry i m h pickup, but we alio need expeneneedpecptetotrlmar^ prune weesand ihrubv
Metro Park Trait Gat you - tjctnd w and htlpdtanupth* partlThrtJob will consist monJy of trash pickup, and *hou!d be easy work.
Metro Part Wood) We needipedalJKshera.l*you have aohainsaw.there ne a number cf downed tree. lhat need lobe removed.
Mlfhwey, Oeanimour highway. I• not lhe motf |ljmorou» of the de*nupopc<>msi!ti*i butitl.vrtjJto the perceplKmcf our eOMeMPaVM by people vUtkvjlhe rty.Thbaaapod protect for orwll (roups.
ML Joy Cemetery Th.» old pioneer cemetery needs loti of mowinx timrrara^ and bnnh removal. Bni^ your own eouipment
l*»tnin>f _FirsInarTvj_w03_Cleanup
Figure
Assess Your Skills 2
Assessment A s s e s s Y o u r Skills 3 a n d 4 c a n be f o u n d at www.pearsonhighered.com/skiils.
T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e s :
• w03_Cleanup w03_Cleanup_River
Y o u w i l l s a v e y o u r d o c u m e n t a s :
Lastname_Firstname_w03_Cleanup
1. S t a r t Word. Locate a n d o p e n w 0 3 _ C l e a n u p , a n d t h e n save it in y o u r W o r d C h a p t e r 3 folder as L a s t n a m e _ F i r s t n a m e _ w 0 3 _ C l e a n u p C e n t e r b o t h d o c u m e n t titles, change the Font to Arial Black, a n d then change the Font C o l o r to t h e last color u n d e r T h e m e C o l o r s — O r a n g e , Accent 6, D a r k e r 50%. C h a n g e the Font Size of the first title to 36 p o i n t s a n d the F o n t Size of the second title to 2 4 p o i n t s . C h a n g e t h e S p a c i n g After the first title to 0 pt.
2. Select the table, a n d t h e n apply t h e last table style in t h e fourth r o w — M e d i u m S h a d i n g 1 - Accent 6. Insert a n e w r o w at the b o t t o m of the table, a n d in the new row, t y p e Mt. Joy Cemetery Press [Tab], a n d t h e n type This old pioneer cemetery needs lots of m o w i n g , t r i m m i n g , a n d b r u s h removal. Bring your own e q u i p m e n t .
3 . Set t h e W i d t h of t h e first c o l u m n to 1.5". Use t h e Table P r o p e r t i e s dialog b o x to set the P r e f e r r e d W i d t h of t h e table to 5.5 i n c h e s a n d to C e n t e r the table.
4. In t h e first row of the table, change the Font Size to 14 p o i n t s , a n d t h e n Center t h e table titles.
5. At t h e e n d of the d o c u m e n t , insert t h e p i c t u r e w03_Cleanup_River. C h a n g e t h e height of the picture to 2.5". Apply Square text w r a p p i n g , a n d then drag t h e p i c t u r e so that it is centered u n d e r the table and t h e t o p edge is a b o u t 0.25 inches below the table. If you accidentally drag t h e picture into t h e table, click the U n d o b u t t o n a n d try again. If t h e picture moves to the second page, switch to Two Pages view.
6. W i t h t h e p i c t u r e still selected, apply a Soft Edges picture effect of 10 Points, a n d t h e n apply the second artistic effect in the fourth row—Texturizer Artistic Effect.
7. Add the file n a m e to t h e footer. Save t h e d o c u m e n t , a n d then p r i n t o r s u b m i t the file as directed by your instructor. C o m p a r e y o u r completed d o c u m e n t w i t h Figure 1.
D o n e ! You have completed Assess Your Skills 2
Microsoft Word Chapter 3 | Work with Graphics. Tabs, and Tables 129
Assessment mmm
Assess Your Skills Visually T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e s :
N e w blank Word d o c u m e n t w03_Trails w03_Trails_Family w03_Trails_Marsh
Y o u w i l l s a v e y o u r d o c u m e n t a s :
Lastname_Firstname_w03_Trails
O p e n a n e w Word d o c u m e n t , and then save it in y o u r Word Chapter 3 folder as Lastname_Firstname_w03_Trails Create t h e d o c u m e n t s h o w n in Figure 1.
To c o m p l e t e this d o c u m e n t , a d d the titles a n d o p e n i n g p a r a g r a p h . T h e titles are in Arial R o u n d e d MT Bold 24 p o i n t a n d 16 point, a n d t h e space between the titles is 0 p t . Insert the table from t h e w03_Trails file, and format it as s h o w n , with the Header Row formatting r e m o v e d , t h e width of the first c o l u m n set at 1.6", a n d t h e table width 6". T h e font colors are Automatic, a n d the titles are t h e last color in the last c o l u m n u n d e r T h e m e Colors—Orange, Accent 6, Darker 50%. Add the w03_Trails_ Family a n d w03_Trails_Marsh pictures, a n d t h e n size a n d position the pictures as s h o w n in Figure 1. T h e Marsh picture has the Paint Brush Artistic Effect applied. Add the file n a m e to t h e footer, Save the d o c u m e n t , a n d then p r i n t or s u b m i t the file as directed by y o u r instructor.
D o n e ! You have completed Assess Your Skills Visually
1 3 0 WORK WITH G R A P H I C S . T A B S , A N D TABLES | MICROSOFT W O R D C H A P T E R 3
C i t y o f A s p e n F a l l s S e l f - G u i d e d T o u r s
THE A S P E N FALLS PARKS AND RECREATION DEPARTMENT HAS CREATED SEVERAL SERF -GUIDED TOURS THAT COVER THE
HISTORY OF THE CITY AND THE LOCAL ENVIRONMENT. BROCHURES FOR EACH OF THE TOURS ARE AVAILABLE AT CITY HALL,
ALL OF THE PARK OFFICES, ALL LOCAL SCHOOLS, AND THE AREA LIBRARIES.
HISTORIC H O U S E S TAKE A WALKINGTOURTHROUGH THE HISTORIC DISTRICT OF A S P E N FALLS. U S E
THE SELF-GUIDEDTOURGUIDE TO LEARN ABOUTTHE HISTORY AND
ARCHITECTURE OF S O M E OF OUR MORE INTERESTING BUILDINGS
FLOWER GARDENS T A K E A TOUR THROUGH THE HOUSES IN THE OLDER PART OF TOWN, AND S E E
S O M E SPECTACULARFLOWERGARDENS. BECAUSETHESE GARDENS ARE ON
PRIVATE PROPERTY, THE TOURS ARE O P E N ONLY ON SUNDAY AFTERNOONS
FROM 1 TO 4 P . M .
BIRD WATCHING BOTH THE NATURE TRAILS IN THE METRO PARK AND THE SHORELINE TRAILS
ALONGTHE OCEAN OFFERYOU PLENTY OF OPPORTUNITY FOR BIRDING. THE
BEST TIME OF THE DAY IS THE VERY EARLY MORNING.
MARSH LIFE A MEANDERINGBOARDWALKTRAILTHROUGHTHEMARSHAREAINTHE METRO
PARK GIVESYOU THE OPPORTUNITY TO SEETHE W I D E VARIETIESOF PLANT,
ANIMAL, AND INSECT LIFE IN THE MARSH.
WATERFALLS AND R A P I D S THERE ARE ACTUALLY TWOTRAILS, ALONGTHE FALLS RIVERANDASPENCREEK,
THAT CAN B E WALKED INDIVIDUALLY ORTOGETHER, PASSINGA N U M B E R O F
SMALL WATERFALLSAND RAPIDS—GREATFORPICTURESL
GEOLOGICAL FORMATIONS TAKE A LOOK AT THE PHYSICAL EVIDENCE OF THE STRIKE-SLIP ZONE BETWEEN
THE NORTH AMERICAN PLATE AND THE PACIFIC PLATE. INTERPRETIVE SIGNS
ARE PLACED AT INTERESTINGLOCATIONSALONGTHISSHORELINETRAIL.
LASTNAME_FIRSTNAME_W03_TRAILS
Skills in Context T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e s :
N e w blank Word document w03_Events
• w03_Events_Bird
Y o u w i l l s a v e y o u r d o c u m e n t a s :
• Lastname_Firstname_w03_Events
Each m o n t h , the City of Aspen Falls Parks a n d Recreation D e p a r t m e n t hosts events t h r o u g h o u t t h e city. Using the information in the file w03_Events, create a flyer that describes a n d lists the events that will be held d u r i n g the m o n t h of May. Begin with a title and a subtitle, followed by a s h o r t descriptive paragraph about the events. T h e n create the table of events that are going to take place during the specified m o n t h . You will need to determine the appropriate n u m b e r of c o l u m n s . In the table, include column headings; at t h e t o p of the table, include a table title that spans all of the columns. Use an a p p r o p r i a t e table style
to m a k e t h e table attractive. Locate and insert a p i c t u r e o r a clip art image that is related to o n e of the events in s o m e way; you can use the included w03_Events_Bird p i c t u r e if you w a n t . F o r m a t the picture using a p p r o p r i a t e p i c t u r e styles.
Save t h e d o c u m e n t as Lastname_Firstname_w03_Events Insert the file n a m e in the footer, a n d be sure to check the entire d o c u m e n t for g r a m m a r a n d spelling. Print or s u b m i t the file as directed by your instructor.
D o n e ! You have completed Skills in Context
Skills and You T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
New blank Word document
Y o u w i l l s a v e y o u r d o c u m e n t a s :
• Lastname_Firstname_w03_Resume
Using the skills you have practiced in this chapter, create a r e s u m e using a table for the structure. To find information o n what to include in a resume, find a book in your library or search for resume on the web. To complete y o u r resume, you will need to hide most, if not all, of the table borders. ( H i n t : In this chapter, you merged cells across a row. In the resume, you will probably want to merge cells in a column several times.)
Save the d o c u m e n t as Lastname_Firstname_w03_Resume Check the entire d o c u m e n t for g r a m m a r a n d spelling. Add t h e file n a m e to the footer. Print or s u b m i t electronically as directed by your instructor.
D o n e ! You have completed Skills and You
MICROSOFT W O R D C H A P T E R 3 | WORK WITH G R A P H I C S . T A B S , A N D TABLES
C H A P T E R 4 Apply Special Text, Paragraph, and Document Formats • Text used in a flyer is c o m m o n l y displayed in two o r three c o l u m n s . • Clip art is included w i t h Microsoft Office a n d is treated in m u c h the same way as pictures are. • You can use the mail merge feature in W o r d to create mailing labels to distribute flyers or b r o c h u r e s .
Your starting screen will look like this:
S A M l t i n g ! Rr.i • CMFLFTHM - U • A" A ' A . - T i=-|=-,v=- { J SI I A j B b C d x : A i B b C c c x A A B B O A a B b C c . fa
M l . B / B - * • X X' • ' S ' - A . - C S 9 • I S - > • _ • 'Mormn - I K I c . c H«aOin«l tUaeMgl , ^ S t l t a .
J
i
I d ^ i n j
CZZH
ASPEN FALLS WINTER NEWS
ASPEN FALLS SPONSORS WINTER JAU & BLUES FESTIVAL
ASPEN FALLS IS PROUD TO ANNOUNCE THAT THE CITY V/ILL BE THIS YEAR'S SPONSOR OF THE WINTER JATT ft
BLUES FESTIVAL. FOUNDED IN 1 9 8 0 , THE FESTIVAL TAKES PLACE AT THE ASPEN FALLS LAKEFRONT PARK JUST
SOUTHWEST OF THE CITY. TOGO ALONG WITH THE MUSIC, THE FESTIVAL ALSO FEATURES AN ARRAY OF FOOD AND
BEVERAGES FROM RESTAURANTS IN THE AREA MICRO BEERS AND WINE FROM THE ASPEN FALLS WINERY
REGION WILL ALSO BE AVAILABLE. A VARIETY OF RETAIL STORES WILL ALSO BE SELLING CDS. BOOKS, SHIRTS, HATS,
AND OTHER PARAPHERNALIA.
FOR FURTHER INFORMATION, CONTACT MARY LOU PIETELA AT ( 8 0 S ) 5 5 5 - 5 4 5 4 .
JAN & BLUES FESTIVAL WINS GREENER FESTIVAL AWARD
ASPEN FALLS WINTER JAIT ft BLUES FESTIVAL HAS BEEN AWARDED THE ENVIRONMENTALLY RESPONSIBLE
FESTIVAL AWARD TEN FESTIVALS WERE PRESENTED THE AWARDS THIS YEAR FOR THEIR EFFORTS IN PROMOTING
AND SPONSORING ENVIRONMENTALLY RESPONSIBLE FESTIVALS.
THE I RD IS BASED I
RECYCLING AND WATER
CORING IN SEVERAL AREAS SUCH AS EVENT M
LAAEMONT. POINTS ARE AWARDED FOR FESTIV
NAGEMENT, WASTE MANAGEMENT
LIS THAT CAN SHOW AN ACTIVE PLAN
EDUCE ON-SITE WASTE, RECYCLE AND COMPOST WHEREVER POSSIBLE, REUSE WATER AND USE
PtQt: 1 Cf 1 | Woidl 3 3 ,
S K I L L S SKILLS 1 - 1 0 T R A I N I N G
A t t h e e n d o f t h i s c h a p t e r , y o u w i l l b e a b l e t o :
Skill 1 Create Multiple-Column Text S k i l l 2 Insert a Column Break S k i l l 3 Apply and Format Text Effects S k i l l 4 Use and Create Quick Styles S k i l l 5 Add Borders and Shading to Paragraphs
and Pages S k i l l 6 Insert and Format Clip Art Graphics S k i l l 7 Insert SmartArt Graphics S k i l l 8 Format SmartArt Graphics S k i l l 9 Create Labels Using Mail Merge S k i l l 10 Preview and Print Mail Merge Documents
M O R E S K I L L S
More S k i l l s 11 Create Resumes from Templates More S k i l l s 12 Create Outlines More S k i l l s 13 Prepare Documents for
Distribution More S k i l l s 14 Preview and Save Documents as
Web Pages
1 3 2 Apply Special Text, Paragraph, and Document Formats | M I C R O S O F T W O R D C H A P T E R 4
W o r d
Outcome Using the skills listed to the left will enable you to create d o c u m e n t s like this:
ASPEN Yxus SPONSORS WINTER JAZZ fit BLUES FESTIVAL
Aspen Foils * proud to cnnounce that ifvt city will b* this year's sponsor of the Wmr«r J 0 2 2 & B!u«i Festival Founded n I98C. the festival takes piece a: the Aspen ccl!s Lchefrom Peri* just southwest if trie city. To go Ceng with The music, the festival also features cn array of food cr.d beverages fron restcxants n the area M»cro beers end wine from the Aspen Fails wmery region wJI a'so be available * variety of retail stores will a:so be seltag CDs. books, fhrts, hats, end ct-er pa-cphernala
For farther I "for not tor., confoct Very
Loo ftetelo at (80S) 333-3454
JAZZ & BLUES FESTIVAL WINS GREENER FESTIVAL AWARD
Ajpen Falls Winter J a z z & Blues FtftMl has been awarded the Enwonnentcly Responsible Festival Award. Ten festva's were presented the awards this year O their efforts m pronofr-g end sparser ng envronrenta'ly respcnieie festvals
based on scoring In several IS event management, waste
recycling and water Points are awarded for fesrwal! that can show cn active plan to reduce cn-site waste, recycle end compost wherever possible, reuse water and use sustcrcble power
Some of the J a z z A Blues F e s t w l efforts re luce the promotiMi of Refuse, Reuse, Reduce, Recycle, only allow
recycfcble materials within the festival site, observing the 'leave no trace' program end USR.g pcrkng mcome to help protect the nearby wetlands
Knstln Arnold 740 Turkey Pen Lane Aspen Falls. CA 93463
toward Acres Road
-Us, CA 93463
'IcArthur lipen Road Us. CA 93464
lOUM Road
Us. CA 93463
Jtevensnn rytand Avenue Us. CA 93463
Aspen FaUs.CA 93464
Mark Cole 803 |erc Lane 4320 Aspen FaUs. CA 93464
Abraham Garza 1626 Desert Brown Court •320 Aspen FaSs.CA 93464
Marsha Kcelui 2934 Damson Street Aspen Falls, CA 93463
Willie Mench 4442 tojnUD Road » C Aspen FaUs.CA 93463
MatRaretPeavcy 4571 Lucy Lane Aspen Falls. CA 93463
Cassic Simpson 1333 Conference Center Way Aspen Falls. CA 93464
Aspen FaUs.CA 93464
*_w01_fMUwl_Mcrtcd
DOSSIL* Brnadnay 4808 Oakriclgc Farm Lan Aspen Falls, CA 93464
Bryan Crum 107B Raccoon Run Aspen Falls, CA 93463
Michael Hammonds 1936 Loso Lane • 15S0 Aspen Falls. CA 93464
I m u Knowfcs 173 New Street Aspen Falls. CA 93464
Tracy Michael 4311 Core Street Aspen Falls. CA 93464
I Ida Pinto 198 Spring Street Aspen Falls, CA 93464
Leslie Spurgeon 1187 Ripple Street Aspen Falls, CA 93463
James Tmnkn son 1772 Patterson Road Aspen Falls. CA 93464
You will save your files as: Lastname_Firstname_w04_Festival Lastname_Firstname_w04_Festival_Addresses Lastname_Firstname_w04_Festival_Labels Lastname_Firstname_w04_Festival_Merged
Microsoft Word Chapter 4 | Apply Special Text. Paragraph, and Document Formats 133
I n t h i s c h a p t e r , y o u w i l l c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
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I n t r o d u c t i o n
• You can c o n v e r t text f r o m o n e c o l u m n t o t w o o r t h r e e c o l u m n s , w h i c h in a n e w s l e t t e r o r flyer is often easier t o r e a d .
• Clip a r t a n d S m a r t A r t g r a p h i c s display i n f o r m a t i o n visually a n d c a n a d d a p r o f e s s i o n a l l o o k t o a d o c u m e n t .
• To d r a w a t t e n t i o n t o a small a m o u n t of text, you c a n a d d a b o r d e r a n d s h a d i n g to t h e p a r a g r a p h .
• You c a n t a k e a n existing list of n a m e s a n d a d d r e s s e s from a n y Office a p p l i c a t i o n a n d use t h e mail m e r g e feature in W o r d t o create m a i l i n g labels.
134 Apply Special Text, Paragraph, and Document Formats | Microsoft Word Chapter 4
Time to complete all 10 skills - 60 minutes
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Microsoft Word Chapter 4 | Apply Special Text. Paragraph, and Document Formats
• SKILL 1: Create Multiple-Column Text
• In a b r o c h u r e o r flyer, using multiple c o l u m n s m a k e text easier to read.
• Two o r three c o l u m n s are typically used o n a s t a n d a r d 8 1/2" x 11" page.
1. Start « t Word. O p e n w04_Festival, create a folder n a m e d Word C h a p t e r 4 a n d t h e n Save the d o c u m e n t as Lastname_Firstname_w04_Festival Add t h e file n a m e t o t h e footer. If necessary, display formatting marks.
2. Locate t h e p a r a g r a p h that begins Aspen Falls Sponsors, a n d t h e n position the [?fl p o i n t e r to the left of the first w o r d in the p a r a g r a p h . Drag d o w n to the e n d of the d o c u m e n t — i n c l u d i n g t h e p a r a g r a p h m a r k in the last p a r a g r a p h .
3. Click the Page Layout tab. In the Page Setup group, click the Columns button, and then click Two. If necessary, scroll up, and notice that the text is formatted in two uneven columns, as shown in Figure 1.
4.
5.
A section break displays above the two- column text. A section is a portion of a document that can be formatted differently from the rest of the document. A section break marks the end of one section and the beginning of another section.
W i t h t h e text still selected, o n the Page Layout tab, in the Paragraph group, click the After d o w n spin arrow one time to change the space after t h e p a r a g r a p h s to 6 p t .
Click the H o m e tab. In the Font group, click the Font arrow -|, a n d t h e n scroll d o w n a n d select Comic Sans MS. Click t h e Font Size arrow a n d then click 11. C o m p a r e y o u r screen with Figure 2.
Continue to the next page to complete the skill •
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136 Apply Special Text. Paragraph, and Document Formats | Microsoft Word Chapter 4
SKILL 1 : Create Multiple-Column Text
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6. W i t h t h e t w o - c o l u m n text still selected, o n the H o m e t a b , in the P a r a g r a p h g r o u p , click the Justify b u t t o n ffl.
Both the left and right margins of the two columns are aligned. Justified text is often used in documents with multiple columns, although some wide gaps can occur in the text.
7. Click anywhere in the t w o - c o l u m n text to deselect the text, a n d then click the Page Layout t a b .
8 . In the Page S e t u p g r o u p , click the C o l u m n s b u t t o n , a n d t h e n below t h e C o l u m n s gallery, click M o r e C o l u m n s to display the C o l u m n s dialog box. C o m p a r e your screen with F i g u r e 3.
The number of columns and the distance between the columns display. By default, the columns are of equal width with 0.5 inches of space between them.
9. In the C o l u m n s dialog box, select the Line b e t w e e n check box, a n d then click OK to insert a line between the two c o l u m n s .
1 0 . Click the File t a b , and then click P r i n t to preview the d o c u m e n t . C o m p a r e your screen w i t h F i g u r e 4.
1 1 . Click t h e H o m e t a b to r e t u r n to the d o c u m e n t .
1 2 . Save [6] the d o c u m e n t .
• You have completed Skill 1 of 10
1 d l F i g u r e 4
Microsoft Word Chapter 4 | Apply Special Text. Paragraph, and Document Formats 137
• A column break forces the text following t h e break to the t o p of t h e next c o l u m n b u t d o e s n o t automatically create a new page.
• You can increase or decrease the space b e t w e e n the c o l u m n s to adjust the d o c u m e n t layout.
1. O n t h e Page Layout tab, in t h e Page Setup group, click the Margins b u t t o n , a n d t h e n below the Margins gallery, click C u s t o m Margins to display the Page S e t u p dialog box.
2. In t h e Page Setup dialog box, u n d e r Margins, use the d o w n spin arrows to c h a n g e t h e Top a n d B o t t o m m a r g i n s to 0.8".
3 . U n d e r Preview, click the Apply t o arrow, a n d t h e n click W h o l e document. At the b o t t o m of the dialog box, click OK to close t h e dialog box.
If the document has multiple sections, by default actions from the Page Setup dialog box apply only to the current section.
4 . Near the b o t t o m of the d o c u m e n t , in the left c o l u m n , click to position the insertion p o i n t to the left of the p a r a g r a p h that begins The award is based.
5. O n t h e Page Layout tab, in the Page Setup group, click the Breaks b u t t o n , a n d t h e n c o m p a r e your screen with F I G U R E 1. —
6. Take a m o m e n t to examine c o m m o n types of breaks displayed in the Breaks gallery a n d described in the table in F I G U R E 2. Notice that t h e breaks are divided into two categories—Page Breaks a n d Section Breaks.
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C o l u m n break M o v e s t h e t e x t f o l l o w i n g t h e break to t h e t o p of t h e next c o l u m n , w h i c h will create a new page o n l y if t h e break is m a d e in t h e r i g h t c o l u m n of a page.
N e x t Page s e c t i o n break
Moves t h e t e x t f o l l o w i n g t h e break to a n e w page a n d c r e a t e s a n e w s e c t i o n .
C o n t i n u o u s s e c t i o n break
C r e a t e s a n e w s e c t i o n f o l l o w i n g the break but does not m o v e t h e text to t h e n e x t page.
Continue to the next page to complete the skil
138 A P P L Y S P E C I A L T E X T . P A R A G R A P H , A N D D O C U M E N T F O R M A T S | Microsoft Word Chapter 4
SKILL 2: Insert a C o l u m n Break
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SlleWcii Pint \i Man • Winter-Jazz A- Blues- Festival.- Founded in* 1980.- the festival takes place at- Hit Aspen- Falls Lakefronr Park- just- southwest- of the- city. To- go- along- with- the- music,- the- festival1 also- features- an* array of- food- and- beverages- from* restaurants- in- the area.- Micro- beers and wine- from- the- Aspen- Falls- winery- regon will- also- be available- A- variety of- retail- stores- will- also be selling- CDs,- books,* shirts.-hats, and*otherparaphernalia.cj
For further information,- contact Mary Loufiete!atit(805)-555-5454.<l Jazz- &• Blues Festival- Wins Greener Festival-Award1! Aspen- Falls- Winter- Jazz- 4- Blues Festival- has- been- awarded* the Environmentally- Responsible- Festival- Award.- Ten festivals were- presented- theawards* this-year-for their efforts in- promoting- and- sponsor-rig- environmentaHyTesponsibie-fesiivals.'J
festivals- that- cor show- art active- plan- to- reduce on-site- waste,- recycle and- compost- wherever possible, reuse- water and-usesustainable-powerl
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Aspen- Falls- Sponsors- Winter-Jazz &• Blues Festive II Aspen- Falls- is- proud to- announce that the city will- be this- years sponsor of- the Winter Jazz- or Blues- Festival.- Founded- lit 1980,-the festival- takes place-at the Aspen- Falls- Lakef ront Park- just- southwest- of- the city.- To- go- along with- the music,- the f estivalalso- f eatures an-array of • food and* beverages from- restaurants in the area.- Micro- beersand- wine from- the- Aspen- Falls winery region- will- also- be available- A- variety of • retail stores- will- also- be selling- CDs.- books, shirts,- hats,- and- other paraphernalro.1
For further information,- contact- Mary Lou* Pietela at<805)-555-5454.oj Jazz cV Blues Festival- Wins Greener Festival-Award1? Aspeiv Falls Winter- Jazz 6V Blues Festival has- been awarded* the Environmentally
The- award- is- based on- scoring- in- several* areas such* as event* management,* waste management* recycling- and- water management.* Pouts* are awarded* for festivals* that* can* show an* active* plan* to* reduce on-site waste,* recycle and* compost wherever* possible,* reuse water and use sustainable-power.9 Someof • the Jazz 4- Blues- Festival- efforts include the promotion* of Refuse.* Reuse, Reduce, Recycle, only* allow* recyclable materials within the festival- site.- observing* the 'leave no- tracer* program*and* using* parking income to* help protect* the nearby-wet lands. 1
7. Click C o l u m n to insert a c o l u m n break at t h e insertion p o i n t location. Notice t h e C o l u m n Break m a r k e r at the b o t t o m of t h e first c o l u m n , as s h o w n in Figure 3 .
8 . If necessary, scroll u p until you can see t h e t o p of the t w o - c o l u m n text, a n d notice t h a t the p a r a g r a p h to the right of the insertion p o i n t moved to the t o p of C o l u m n 2 a n d t h e following p a r a g r a p h s m o v e d d o w n .
Creating an uneven column break will enable you to insert a graphic or another object. You can also break a column in the middle of a paragraph.
9. Be sure the insertion p o i n t is located in either of the two c o l u m n s . O n the Page Layout tab, in the Page Setup group, click the C o l u m n s b u t t o n , a n d t h e n below t h e C o l u m n s gallery, click More Columns.
10. U n d e r Width and spacing, click the first Spacing d o w n spin arrow two times to change the spacing between t h e c o l u m n s t o 0.3".
Both columns will remain of equal width because the Equal column width check box is selected. When you decrease the spacing between columns, the width of each column is increased, in this case from 3.0" to 3.1".
1 1 . Be sure the Apply to box displays This section, a n d then at the b o t t o m of the C o l u m n s dialog box, click OK. C o m p a r e y o u r screen with Figure 4 .
12. Save [5] the d o c u m e n t .
• You have completed Skill 2 of 10
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Figure 4 Microsoft Word Chapter 4 | Apply Special Text, Paragraph, and Document Formats 139
• SKILL 3 : Apply a n d Format Text Effects
• Text effects are decorative formats, such as o u t l i n e s , shadows, text glow, and colors, that m a k e text stand o u t in a d o c u m e n t .
• You s h o u l d use text effects sparingly in a d o c u m e n t , typically just for titles or subtitles.
1 . Move to t h e t o p of t h e d o c u m e n t . Move t h e p o i n t e r to the left of the Aspen Falls Winter News title to display the @] pointer, a n d then click o n e time to select the title a n d the p a r a g r a p h m a r k .
2. O n the H o m e tab, in the Font group, click t h e Text Effects b u t t o n I >K -1. C o m p a r e y o u r screen with Figure 1 .
A Text Effects gallery displays as well as several other text formatting options.
3 . In t h e Text Effects gallery, in the first row, click t h e fourth t h u m b n a i l — F i l l - White, Outline - Accent 1.
4 . W i t h t h e title text still selected, o n the H o m e tab, in the Font group, click t h e Font arrow lc'»""°^ -1, a n d then click Arial R o u n d e d MT Bold.
The font changes, but the text effect is still applied.
5. In the Font group, click in the Font Size box 1" -] to select the existing value. Type 38 a n d t h e n press [Enter].
By typing the font size, you are not restricted to the displayed sizes when you click the Font Size arrow.
6. O n the H o m e tab, in the Paragraph group, click the Center b u t t o n [»], and t h e n c o m p a r e your screen with Figure 2. —
Continue to the next page to complete the skill •
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AspCr city Winter Jazz- 4- Blues- Festival- Founded in- 1980; thefestivaftokes-placeat-the Aspen Foils- Lokef ronf- Park- just- southwest-of • the city.- To- go- along with the- music.- the f est ival-also- features- onorroy-of- food- and- beverages- from- restaurants in- the area.- Micro- beers-and- wine f rom- the- Aspen- Falls- winery- region- will also- be available.- A- variety of • retail- stores- will- also- be selling CDs.- books,- shirts; hats; and- other paraphernalia.J For further information,- contact- Mary Lou- Pietekvat<805)-555-W54.<l
The- award- is- based- on- scoring- in- several- areas- such- as- event- management; waste management- recycling- and- water management.- Pouts- are awarded- for festivals- that- can- show an active- plan- to- reduce on-site waste; recycle and- compost- wherever- possible.- reuse water and- use sustainoble-power.4
Some-of • the Jazz- oV Blues- Festival- efforts include the promotion- of Refuse, Reuse; Reduce, Recycle; only- allow recyclable materials within- the festival- site; observing the'leave no trace-program-and- using parking- income to- help protect- the nearby-wetlands.1?
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Aspen- Falls Sponsors- Winter Jazz- 4- Blues- FestrvalOJ Aspen- Falls is- proud- to- announce that- the city will- be this- year's sponsor of- the Winter Jaz2- 4- Blues- Festival.- Founded- in- 1980,-thefestival-takes-ptaceatthe Aspen- Falls-Lokef ront" Park just-southwest-of-the city.- To- go- along with- the- music; the f estival-olso- features- anarray of - f ood-and- beverages- from- restaurants in the area.- Micro- beers-and- wine from- the- Aspen- Falls winery regon- will- also- be available.- A- variety of - retail- stores- will also- be selling- CDs.- books, shirts; hats; and- other paraphemalia.4
The- award- is- based- on- scoring in- several areas- such- as- event- management; waste management- recycling- and- water management.- Points- are awarded- for festivals that- can- show an- active- plan- to- reduce on-site waste; recycle and-compost- wherever- possible; reuse water and- use sustainable-power.oj
Some-of- the Jazz 4- Blues- Festival- efforts include the promotion- of- Refuse, Reuse, Reduce; Recycle.- onty- allow recyclable materials within- the festival- site; observing the 'leave no- trace-program-and- using parking- income to- help protect- the nearbywet lands.4
.. - . 100* , - •
140 Apply Special Text, Paragraph, and Document Formats | Microsoft Word Chapter 4
SKILL 3: Apply a n d Format Text Effects
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Aspen- Foils- S p o n s o r s - W i n l t r - J a z z 4- Blues-
F e s l i v o l l
Aspen- Falls- is- proud- to- announce that- t h e
city- will- b e this- y e a r ' s s p o n s o r of t h e
W i n t e r J a z z - 4- Blues- F e s t i v a l F o u n d e d i n
I 9 6 0 ; t h e festival- takes- place-ot- t h e Aspen-
Falls- Lokef ront- Park- just- soul hwest- of - t h e
city,- T o - go- atang with- the- music,- t h e
f e s t i v a l a l s o - f e a t u r e s - a n - o r r a y of f o o d a n d
beverages- f r o m r e s t a u r a n t s i n t h e crea.-
Micro- beers-and- w i n e from- the Aspen- Falls-
winery- r e g i o n wilt also- b e available.- A -
v a r i e t y - o f - r e t a i l stores- w i l l also- b e selling-
C D s . - books, s h i r t s , hots, and- o t h e r
paraphernalio.4
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T h e - award- is- based- on- s c o r i n g in- several-
areas- such- as- event- management,- w a s t e
management- recycling- and- w a t e r
management.- P o m s - a r e a w a r d e d - f o r
festivals- that- c a n s h o w a n active- plan- to-
r e d u c e o n - s i t e waste.- r e c y c l e and-compost-
w h e r e v e r possible,- r e u s e w a t e r and- u s e
sustainable-power .4
S o m e - o f - t h e J a z z - 4- Blues- F e s t i v a l e f f o r t s
i n c l u d e t h e promotion- of- Refuse.- R e u s e ;
Reduce,- Recycle,- only- a l l o w r e c y c l a b l e
m a t e r i a l s w i t h i n t h e f e s t i v a l site,
o b s e r v i n g t h e 'leave no- trace"- program- a n d
u s i n g p a r k i n g i n c o m e to- h e l p p r o t e c t - t h e
n e a r b y - w e t la nds.4
Outline color changed
F i g u r e 3
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Aspen- Falls- Sponsors- W i n t e r - J a z z - 4- Blues-
F e s t i v a H
Aspen- Falls- is- proud- to- announce that- t h e
city- will- b e this- y e a r ' s sponsor of- t h e
W i n t e r J a z z - 4- Blues- Festival.- F o u n d e d i n
1980,- t h e festival- takes- place-at- t h e Aspen-
Falls- La kef ront- P a r k just-southwest- o f t h e
city.- T o - go- along w i t h the- music,- T h e
f estival-also- features- a n a r r o y of • food-end-
beverages- from- r e s t a u r a n t s i n t h e orea.
Micro- beers-and- w i n e from- the Aspen- Foils-
w i n e r y region will- also- b e available.- A -
v a r i e t y of- r e t a i l stores- will- also- b e selling-
CDs,- books,- shirts.- hats,- and- o t h e r
oaraohernalia.'l
T h e - award- is- based- on- s c o r i n g in- several-
a r e a s such- a s event- management,- w a s t e
management- recycling- and- w a t e r
management.- P o n t s - a r e a w a r d e d - f o r
festivals- that- c a n s h o w a n active- plan- to-
r e d u c e o n - s i t e waste,- r e c y c l e and-compost-
w h e r e v e r possible, r e u s e w a t e r and- u s e
s u s t a i n a b l e - p o w e r l
Some-of- t h e J a z z 4- Blues- F e s t i v a l e f f o r t s
i n c l u d e the- promotion- of- Refuse,- R e u s e ;
Reduce,- Recycle,- o n l y a l l o w r e c y c l a b l e
m a t e r i a l s w i t h i n T h e f e s t i v a l site.-
o b s e r v i n g t h e leave no trace'- program- a n d
using; parking; i n c o m e to- h e l p p r o t e c t t h e
nearbv-wetlands.4
Shadow and Glow applied to title
7. W i t h the title still selected, in the Font group, click the Text Effects b u t t o n I H.
8 . Below the Text Effects gallery, p o i n t to each of the text effect o p t i o n s , a n d then examine s o m e of t h e effects that are available. Notice that you can change o u t l i n e colors a n d also add outlines, shadows, reflections, a n d glows.
9. Point to Outline, a n d then u n d e r T h e m e Colors, in the last row, click t h e last color—Orange, Accent 6, Darker 50%.
10. Click anywhere in the d o c u m e n t to deselect the text, a n d then c o m p a r e y o u r screen w i t h F i g u r e 3.
11. Move t h e p o i n t e r to t h e left of the title to display t h e (21 pointer, a n d then click o n e time to select t h e title.
12. In the Font group, click the Text Effects b u t t o n h . - 1 . Point to Shadow, a n d t h e n u n d e r Outer, click t h e first s h a d o w — Offset Diagonal B o t t o m Right.
13. In the Font group, click the Text Effects b u t t o n | - 1 . Point t o Glow, a n d t h e n u n d e r Glow Variations, p o i n t to several of the b u t t o n s t o preview the glow effects. W h e n you are finished, click the last bevel in t h e second row—Orange, 8 pt glow, Accent color 6.
14. Click anywhere in the d o c u m e n t to deselect the text, and then c o m p a r e y o u r screen with F i g u r e 4 .
15. Save [u] the d o c u m e n t .
• You have completed Skill 3 of 10
F i g u r e 4
Microsoft Word Chapter 4 Apply Special Text, Paragraph, and Document Formats 141
3 Quick Styles
• A style is a predefined set of formats that can b e applied to text, a p a r a g r a p h , a table cell, o r a list.
• A Quick Style is a style that can be accessed from a R i b b o n gallery of t h u m b n a i l s .
• W h e n you create y o u r o w n Q u i c k Style based o n existing text formatting, t h e new Q u i c k Style is a d d e d to the Ribbon.
1 . At t h e t o p of the left c o l u m n , move the p o i n t e r to the left of the subtitle that b e g i n s Aspen Falls Sponsors to display the BQ pointer, and t h e n drag d o w n to select b o t h lines of text.
2 . O n the H o m e t a b , in the Styles g r o u p , p o i n t to H e a d i n g 1. C o m p a r e y o u r screen w i t h F i g u r e 1.
Live Preview displays the title using the
H e a d i n g 1 Q u i c k Style. T h e Q u i c k Style is
n o t applied until you click the Q u i c k Style
b u t t o n .
3 . In t h e Styles g r o u p , click the M o r e b u t t o n [3 to display the Q u i c k Styles gallery.
4. Point to several of the Quick Styles. Notice the different formats that are available, and also notice that the subtitle font changes with the different styles but the text in the rest of the d o c u m e n t remains the same.
5. F r o m the Q u i c k Styles gallery, click the H e a d i n g 2 style.
6. W i t h t h e text still selected, in the F o n t g r o u p , click the F o n t Size a r r o w [•• -|, a n d t h e n click 16. In the P a r a g r a p h g r o u p , click the C e n t e r b u t t o n \*\. Click anywhere to deselect t h e title, a n d t h e n c o m p a r e your screen with F i g u r e 2 .
T h e black square to the left o f the subtitle
indicates that it will always stay w i t h the
next paragraph.
• Continue to the next page to complete the skill
Heading 1 style
Heading 1 preview
F i g u r e 1
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• Aspen-F allsSponsors-Winter-'azz- &BluesFestival"" Aspen- Falls- is proud- to- announce that- the city- .Mil be- th.s- year's sponsor of- the Winter Jazz- cV Blues- Festival- Founded- in- 1980. the festival- takes place-at- the Aspen- Falls- Lakef rent- Park- just- southwest- of • the city.- To- go- atong- with- the- music.- the f est ival-also- features- an-array-of-food-ond- beverages from restaurants in- the area. Micro- beers- and- wine from- the- Aspen- Falls winery- region- will- also- be available. A variety of - retail- stores- will- also- be selling- CDs- books,- shirts- hats.- and- other
The- award- is- based- on scoring- in- several- areas such- as event management, waste management- recycling and water manogement. Pouts- are awarded- for festivals- that- can show an- octtve- plan to- reduce on-site waste.- recycle and-compost wherever possible,- reuse water and- use sujtoinablepower.rj
Some-of • the Jazz cV Blues- Festival efforts include the promotion of- Refuse.- Reuse,- Reduce,- Recycle,- only- allow recyclable materials withm the festival site, observing- the 'leave no- iroce-- program- and- using- parking- income to- help protect the nearby wet lands.<J
Indicates the title will remain with next paragraph
Heading 2 style applied to subtitle
F i g u r e 2
Aspen-Falls-Sponsors-Wi liter- |azz-&-Rliic's-l estivaltj
.Secoon evea* [Contrwxa.) ™
Aspen- Falls- is- proud- to announce that- the city- will- be this- year's sponsor of- the Winter Jazz A- Blues- Festival- Founded- in- 19BO.-thefestr«ltakesploce-attheAsperr Folls Lokef ront Park just • southwest of - the city.- To- go- abng- with- the- music.- the f est rual-also- features an-arroyof food-and- beverages from- restaurants m the area. Micro- beers-and- wine from- the- Aspen- Falls winery- region- will also- be available- A- variety of- retail stores- will also- be selling- CDs, books,- shirts, hats,- and- other n n m n h a r n n l M i 01
Pioriori / w s i a _ s
The- award- is- based- on- scoring; m se/erol areas such- as event- management.- waste maragement- recycling- and- water nvjnagernenf.- Points are awarded- for festivals- that- can- show an- octive- plan- to- reduce on-site waste; recycle and-compost- wherever possible; reuse water and- use sustojnablepower.tj Some- of the Jazz* Blues Festival- efforts include the promotion- of Refuse, Reuse. Reduce.- Recycle, only allow recyclable materials within- the festival site, observing- the leave no- trace- program- and using parking- income to help protect- the nearbv-wellands/l
QCJ3 1 •
142 Apply Special Text. Paragraph, and Document Formats | Microsoft Word Chapter 4
SKILL 4: Use a n d Create Quick Styles
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|AZZ-C4BLUESFESTIVALH
Aspen- Falls- is- proud- to- announce Thar the city will- be this year's sponsor of the Winter Jazz- 4- Blues- Festival.- Founded in* 1980,-thefestival takes placeatthe Aspen- Falls- Lakefronr Park- Just- southwest- of - the city.- To- go- along with- the- music, the f est ivalalso- features onarray of food and- beverages from restaurants in- the area.- Micro-beersand* wine from- the-Aspen- Falls winery- region- will- also- be available A variety-of - retaif stores- will- also- be selling- CDs,- books, shirts,- hats.- and other paraphernalia.4 For further information,- contact Mary Lou- Pietela-oT<805)-555-M54.4 Jazz 4- Blues Festival- Wins Greener
The award- is- based on- scoring- in- several-areas such- as event- mcnogernent; waste rricuiagement- recycling and M a t e r management.- Pouts* are awarded- for festivols* that coir show an* active* plan* to reduce on-site waste; recycle and* compost- wherever possible, reuse water and use sustainable-power 4 Someof • the Jazz 4- Blues* Festivaf efforts include the promotion* of* Refuse,* Reuse.* Reduce,* Recycle,* on!/- allow recyclable materials within* the festival- site, observing the leave no* trace** program* and* using* parking* income to help protect the nearby •wetlands.'!
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Small caps and color applied to subtitle
1980,-thef estiva l-takesplaceat* the Aspen Falls Lakef ronr Park just* southwest of the city.* To* go* along with the* music, the f est ivalalso- features an-arroyof-food-and- beverages from- restaurants in- the area.* Micro- beers-and* wine from* the* Aspen* Falls winery region* will* also- be available* A- variety of* retail stores* will* also- be selling- CDs.- books,- shirts, hots, and* other paraphernalia.'! For further information,* contact Mary Lou Pieieto*ot<805)*555-5454.<?
|A2Z & BLUES-FESTIVAL W I N S G R E E N E R - F E S T I V A L - A WARD-JI
Aspen- Falls Wiiter Jazz 4- Blues Festival- has* been awarded the Environmentally Responsible* Festival* Award.* Tor festivals were presented the awards* this* year- for their- efforts- in promoting* and* sponsoring environmentally •responsible-festrvals.a'
reduce on-site waste,* recycleond* compost* wherever possible,* reuse water and* use sustainable-power 1 Someof • the Jazz 4* Blues- Festival* efforts include the promotion* of* Refuse.- Reuse; Reduce, Recycle, only* allow recyclable materials within- the festival* site,* observing the 'leave no* trace* program- AND using- parking income to- help protect- the nearby-wet lands 4
u y u J • U M -*
7. Move the p o i n t e r to the left of the subtitle that begins Aspen Falls Sponsors to display the [7Q pointer, a n d then drag d o w n to select b o t h lines of text.
8. O n the H o m e t a b , in the F o n t g r o u p , click the F o n t D i a l o g Box L a u n c h e r El In the F o n t dialog box, u n d e r Effects, select the Small c a p s check box.
9. Click t h e F o n t C o l o r a r r o w . Under T h e m e C o l o r s , in the last row, click the last c o l o r — O r a n g e , Accent 6, D a r k e r 5 0 % . Click OK, a n d then c o m p a r e your screen with Figure 3 .
10. W i t h the text still selected, in the P a r a g r a p h g r o u p , click t h e Line S p a c i n g b u t t o n HI], a n d then click 1.0 to move the subtitle lines closer together. O n the Page Layout t a b , in the P a r a g r a p h g r o u p , click t h e After u p s p i n a r r o w one t i m e .
11. W i t h the subtitle text still selected, o n t h e H o m e t a b , in the Styles g r o u p , click t h e M o r e b u t t o n 0, and t h e n below the Styles gallery, click Save Selection as a N e w Q u i c k Style.
12. In the C r e a t e New Style from F o r m a t t i n g dialog box, u n d e r N a m e , t y p e Aspen Subtitle a n d t h e n click OK. In the Q u i c k Styles gallery, notice that t h e new style displays as the first style.
13. Locate the second subtitle, which begins Jazz & Blues Festival. Click anywhere in t h e subtitle.
14. O n the H o m e t a b , in the Styles g r o u p , click the A s p e n S u b t i t l e Quick Style to apply the formatting from the first subtitle to the second subtitle, as s h o w n in Figure 4 .
15. Save 19] the d o c u m e n t .
• You have completed Skill 4 of 10 F i g u r e 4
F i g u r e 3
Custom Quick Style displays on Ribbon
Style applied to second subtitle
Microsoft Word Chapter 4 | Apply Special Text. Paragraph, and Document Formats 143
ading to Paragraphs a n d Pages
To m a k e a p a r a g r a p h stand o u t in a d o c u m e n t , a d d a p a r a g r a p h border. Add s h a d i n g a n d color for even m o r e impact. You can use page borders to frame flyers o r posters, giving the d o c u m e n t a m o r e professional look.
1.
2.
3.
4.
5 .
6.
Scroll to display the m i d d l e of the first c o l u m n . Select the last p a r a g r a p h in the first article, beginning with For further information. Be sure to include t h e p a r a g r a p h m a r k to the right of the t e l e p h o n e n u m b e r .
O n the H o m e t a b , in the P a r a g r a p h g r o u p , click the B o r d e r s b u t t o n a r r o w P R .
F r o m t h e B o r d e r s gallery, click O u t s i d e B o r d e r s , and then c o m p a r e your screen w i t h Figure 1.
With t h e text still selected, in the P a r a g r a p h g r o u p , click t h e C e n t e r b u t t o n [«]. In the F o n t g r o u p , click the Bold b u t t o n H .
In the F o n t g r o u p , click the F o n t C o l o r a r r o w \£"\> a n d t h e n u n d e r T h e m e C o l o r s , in the last row, click the last color— O r a n g e , Accent 6, D a r k e r 5 0 % . Click a n y w h e r e in t h e d o c u m e n t to deselect the text, a n d t h e n c o m p a r e y o u r screen with Figure 2 .
The font color matches the document title and subtitles.
Select all of the b o r d e r e d text, including the p a r a g r a p h mark. O n the H o m e t a b , in t h e P a r a g r a p h g r o u p , click the S h a d i n g b u t t o n a r r o w \¥^\. Un d er T h e m e C o l o r s , click t h e last color in the third r o w — O r a n g e , Accent 6, L i g h t e r 6 0 % .
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F i g u r e 1
WINTER JAZZ- 4V BLUES- FESTIVAL- FOUNDED- IN-
1 9 8 0 / THE F EST IVAR TAKES- PLOCEAT- THE-ASPEN
FALLS- LAKEF ROOT- PARK- JUST- SOUTHWEST- OF • THE
CITY.- TO- GO- ABNG- WITH- THE- MUSIC ,* THE
FESTIVAL-ALSO- FEATURES- ON-ARPOY-OF- FOOD- AND-
BEVERAGES FROM RESTAURANTS IN- THE- AREA
MICRO- BEERS-AND- WINE FROM- THE- ASPEN- FALLS
WINERY- REGION- WILL- ALSO- B E AVAILABLE.- A
VARIETY OF - RETAIL- STORES- WILL- ALSO- B E SELLING-
CDS.- BOOKS.- SHIRTS.- HATS, AND- OTHER
PCRAPHERNALIA 1
FOR FURTHER INFORMATION; CONTACT MARY LOU
PI«TELA-AT<BG5)-555-54!>4.4
• | A Z Z & B L U E S F E S T I V A L \ V ' I N S -
G R E E N E R F E S T I V A L - A W A R D U
ASPEN- FALLS WINTER JAZZ- A- BLUES- FESTIVAL-
HAS- BEEN- AWARDED- THE ENVIRONMENTALLY
RESPONSIBLE- FESTIVAL- AWARD.- TEN- FESTIVALS
WERE- PRESENTED- THE AWARDS THIS-YEAR FOR
THEIR EFFORTS TV PROMOTING- AND- SPONSORING-
ENVIRONMEN TALLY RESPONSIBLEFESTIVOLS.<L
REDUCE ON-SITE WASTE; RECYCLE AND- COMPOST-
WHEREVER POSSIBLE; REUSE WATER AND- USE
SUSTAINABLE POWER.1
S O M E O F THE JAZZ- 4- BLUES- FESTIWILEF FORTS
INCLUDE THE PROMOTION- OF- REFUSE. REUSE;
REDUCE,- RECYCLE; ONLY- ALLOW- RECYCLABLE
MATERIALS WITHIN- THE FESTIVAL- SITE;
OBSERVING THE 'LEAVE NO- TRACE' PROGRAM- AND-
USING PARKING- INCOME TO- HELP PROTECT- THE
NERIRBY-WETLANDS.4
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F O N T COLOR C H A N G E D
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WINTER JAZZ & BLUES- FESTIVAL FOUNDED- IN-
1 9 8 0 , - THEF ESTIVAR TAKES PLACE AT-THE ASPEN
FALLS- LAKEF RONT- PARK JUST- SOUTHWEST- OF- THE
CITY.- TO- GO- ABNG- WITH- THE- MUSIC; THE
FESTIVALALSO-FEATURESANARRAYOFFOOD-AND
BEVERAGES FROM- RESTAURANTS LIT THE AREA."
MICRO- BEERSAND- WINE FROM- THE-ASPEN- FALLS
WINERY REGON- WILL- ALSO- B E AVAILABLE.- A-
VARIETY- OF - RETAIL- STORES- WILL- ALSO- B E SELLING
CDS,- BOOKS; SHIRTS; HATS.- AND- OTHER
PARAPHERNALIA.1!
FOR-FURTHER INFORMATION, CONTACT-MARY-
LOU PITTELO OF ( 8 0 5 ) - 3 5 5 - 5 4 5 4 . 9
| A 2 Z - & B I . U E S F E S T I V A L - W I N S
G R E E N E R - F E S T I V A L - A W A R D 1 |
ASPEN- FALLS WINTER JAZZ- Sr BLUES FESTIVAL-
HAS- BEEN- AWARDED THE ENVIRONMENLALRY-
RESPONSIBLE- FESTIVAL- AWARD • TEN- FESTIVALS
WERE- PRESENTED THE AWARDS- THIS-YEAR- FOR
THEIR- EFFORTS- AT-PROMOTING-AND- SPONSORING
ENVIRONMENTALLY-RESPONSIBLEFESTIVALS.1
REDUCE ON-SITE WASTE.- RECYCLE AND-COMPOST
WHEREVER POSSIBLE; REUSE WATER AND USE
SUSTAINABLEPOWER.1
S O M E O F • THE JAZZ- & 8LUES- FESTIVAL EFFORTS
INCLUDE THE PROMOTION OF REFUSE.- REUSE;
REDUCE; RECYCLE- ONLY- ALLOW- RECYCLABLE
MATERIALS WITHIN- THE FESTIVAL- SITE,
OBSERVING THE LEAVE NO- TRACE"- PROGRAM-AND-
USING PARKING INCOME TO- HELP- PROTECT THE
NEORBY-WETKINDSL
144 A P P L Y S P E C I A L T E X T , P A R A G R A P H , A N D D O C U M E N T F O R M A T S | Microsoft Word Chapter 4
SKILL 5: A d d Borders a n d Shading to Paragraphs a n d Pages
LB A*-
New border style
Border preview
Border color
F i g u r e 3
WINTER JAZZ- TV BLUES- FESTIVAL.- FOUNDED- IN-
1980,-1HE F EST IVAL- TAKES PLACE-AT THE ASPEN-
FALLS- LO KEF RONT-PARK JUST-SOUTHWEST- OF-THE
CITY.- TO- GO- ALONG- WITH- THE- MUSIC,- THE
F EST IVAL-ALSO- FEATURES AN-ARROY OF • FOODAND-
BEVERAGES FROM- RESTAURANTS IRR THE AREA.-
MICRO-BEERS-AND WINE FROM THE-ASPEN-FALLS
WINERY REGION- WILR ALSO- BE AVAILABLE.- A-
VARIETY OF- RETAIL- STORES- WILL- ALSO- BE SELLING-
CDS.- BOOKS,- SHIRTS.- HATS.- AND OTHER
PARAPHERNALIA.?
REDUCE ON-SITE WASTE,- RECYCLE AND- COMPOST
WHEREVER POSSIBLE,- REUSE WATER AND- USE
SUSTAINABLE-POWER.O)
SOMEOF • THE JAZZ 4- BLUES FESTIVAL- EFFORTS
INCLUDE THE PROMOTION- OF- REFUSE,- REUSE,-
REDUCE.- RECYCLE, ONK/- ALLOW- RECYCLABLE
MATERIALS WITHIN THE FESTIVAL SITE,-
OBSERVING- THE 'LEAVE NO- TRACE'- PROGRAM- AND-
USING- PARKING- INCOME TO HELP- PROTECT THE
NEARBY WETLANDS.1
F o r f u r t h e r i n f o r m a t i o n , c o n t a c t M a r y
L e » i P i e t » l o - a t ( 8 0 5 ) 3 3 5 - 5 4 5 4 . ?
• | A Z Z & B I . U E S F E S T I V A L V V I N S -
GREENER-FESTIVAL-AWARDTJ
ASPEN- FALLS WINTER JAZZ- SR BKIES FESTIVAL-
HAS BEEN AWARDED- THE ENVIRONMENTALLY
RESPONSIBLE- FESTIVAL AWARD - TEN F ESTIVALS-
WERE- PRESENTED- THE AWARDS THIS-YEAR FOR
THEIR EFFORTS IT- PROMOTING- AND SPONSORING
ENWRONMENTALLY-RESPO RISIBLE-FESTIVALS.?
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Page border applied
Shading added
Border formatted
7. W i t h t h e text still selected, in t h e Paragraph group, click t h e Borders b u t t o n arrow [ I F L a n d below the Borders gallery, click Borders and Shading.
8. In t h e Borders and Shading dialog box, b e sure the Borders tab is active. U n d e r Style, scroll d o w n a n d select t h e first line style with a thick u p p e r line a n d a thin b o t t o m line.
9. Click the Color arrow, a n d t h e n u n d e r Theme Colors, click the last color in t h e last row—Orange, Accent 6, Darker 50%. Notice that a preview of the box displays in the Preview area, as s h o w n in F i g u r e 3.
10. At the b o t t o m of t h e Borders and Shading dialog box, click OK. Click anywhere in t h e d o c u m e n t to deselect the text.
1 1 . In t h e Paragraph group, click t h e Borders b u t t o n arrow [EJ]> a n d t h e n click Borders and Shading.
12. In the Borders and Shading dialog box, click the Page Border tab. U n d e r Setting, click Box. Click the Color arrow, a n d t h e n u n d e r T h e m e Colors, click the last color in the last r o w — O r a n g e , Accent 6, Darker 50%. Click the W i d t h arrow, a n d then click lV2pt.
13. Click OK to close the dialog box, a n d t h e n c o m p a r e your screen with F i g u r e 4.
14. Save H the d o c u m e n t .
• You have completed Skill 5 of 10
F i g u r e 4
Microsoft Word Chapter 4 | Apply Special Text, Paragraph, and Document Formats 145
• SKILL 6: Insert a n d Format Clip Art Graphics
• Clip art is a set of images, drawings, p h o t o g r a p h s , videos, a n d s o u n d included with Microsoft Office or accessed from Microsoft Office O n l i n e .
• You insert clip art from the Clip Art task p a n e .
1 . Near the t o p of the first c o l u m n , in t h e p a r a g r a p h that begins Aspen Falls is proud, click t o position the insertion p o i n t at the b e g i n n i n g of the p a r a g r a p h .
2. Click t h e Insert tab. In the Illustrations group, click the Clip Art b u t t o n .
The Clip Art task pane displays on the side of the screen.
3. In the Clip Art task p a n e , in t h e Search for box, type jazz Click the Results s h o u l d be arrow, select the Illustrations check box, a n d then clear all of the o t h e r check boxes.
4 . Click anywhere in the Clip Art task p a n e , a n d t h e n be sure the Include Office.com content check box is selected. Near t h e t o p of t h e Clip Art task p a n e , click Go. C o m p a r e your screen w i t h Figure 1.
The position of your clip art images may vary.
5. Locate the Jazz & Blues image identified in Figure 1. Point t o t h e image, a n d then click t h e image arrow. If you d o n o t have access to Microsoft Office Online, choose a n o t h e r image a n d adjust it as necessary.
6. F r o m t h e m e n u , click Insert, and then c o m p a r e your screen w i t h Figure 2. Close [x] the Clip Art task p a n e .
The image is placed at the insertion point as an inline image—as if it were a character from the keyboard.
• Continue to the next page to complete the skill ̂
Clip Art task pane
Search for box
Search Microsoft Office Online
Desired image
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ASPEN FOILS- is- PROUD TO- ANNOUNCE- THAT- THE
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FESTIVAL-ALSO- FEATURES ON ARRAY OF FOOD AND
BEVERAGES FROM- RESTAURANTS- M- THE AREA.-
MICRO- BEERS-AND WANE FROM- THE-ASPEN- FALLS
WINERY- REGAIN WILL- ALSO- BE AVAILABLE- A
VARIETY- OF - RETAIL- STORES- WILT ALSO- BE SELLING-
CDS.- BOOKS, SHIRTS, HOTS, AND OTHER
PARAPHERNALIA.1
AREAS- SUCH- AS- EVENT MANAGEMENT, WO
MANAGEMENT RECYCLING AND
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G R E E N E R - F E S T I V A L AVV.XRDFL
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FROM RESTAURANTS- IN- THE- AREA- MACRO- BEERS-
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SHIRTS.HATS.-ANDTITHERPARAPHEMALAA.AI
THEIR EFFORTS- TR PROMOTING; AND SPONSOR'
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FOR FURTHAJR'INFORMATION, CONTACT MARY
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S O ci A • iat««
146 Apply Special Text. Paragraph, and Document Formats | Microsoft Word Chapter 4
SKILL 6 : Insert a n d Format Clip Art Graphics
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Founded- in- I960,- the- festival takes- ploce at- the Aspen- Falls Lakefronr Pork just southwestofthe-city.-To go-along-with-the music,- the f estivah also- features an array of - f cad-and- beverages from- restaurants in the area - Micro beers- and wine from- the Aspen Falls winery region- will- also- be available-A varietyof-retait stores-wilfalso- be selling- CDs,- books, shirts, hats, and other paraphernolia.'l
For -father mf ocmenon. context-Mary Louf_»*lt«lfl or (805) 99S-&454 1
enuronmentalfy-responsible-festivals.I
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Aspen- Falls is proud- to- announce that the city will be this year's sponsor of the Winter Jazz- A Blues Festival- Founded in- I960, the- festnah takes- pbce at- the- Aspen Falls- Lakefronr Park- jusr southwest- of- the city. To- go- along; with- the music; the festival- also features on array of food and- beverages from- restaurants- in the area.-
The- award- is based- on- scoring- in several- areas such as event management; waste rtvinogement recycling- and- water management Pot-its- are awarded for
festivals that- can- show an- active ptan- to reduce on-site waste.- recycle- and composr wherever possible, reuse water and use sustainable power.4 Some of the Jazz- 4- Blues Festival efforts- incbde the promotion- of Refuse. Reuse. Reduce, Recycle; only allow
recvctable mo'erols within the festival
7. W i t h the clip art image still selected— sizing handles display a r o u n d the border—click the Format tab if necessary.
8. In the Arrange group, click the Wrap Text b u t t o n , and then click Square.
9. O n the Format tab, in the Size group, click the Height button up spin
Text wraps arrow Iliu- : | as necessary to change the around the image height of the image to 2.3". C o m p a r e your
screen with F i g u r e 3.
T h e d o c u m e n t text wraps a r o u n d the image,
and the text from c o l u m n 2 is forced to the
next page.
10. Point to t h e image to display the [§] pointer.
1 1 . D r a g the image to center it horizontally on the page, with the t o p at approximately 2.5 inches on t h e vertical r u l e r — y o u r text m a y w r a p differently. Notice that the line between the c o l u m n s looks o u t of place with the image a n d the b o r d e r e d p a r a g r a p h .
12. Click in o n e of the c o l u m n s to deselect t h e image. Click the Page Layout tab. In the Page Setup group, click the C o l u m n s b u t t o n , a n d then click More C o l u m n s . In the C o l u m n s dialog box, clear the Line between check box, and then click OK to close the dialog box.
13. Scroll to the top of the d o c u m e n t , c o m p a r e y o u r screen with F i g u r e 4 , a n d then use the position shown in the figure to adjust t h e location of your clip art image.
F i g u r e 3
Image moved
Line between columns removed
J J i 3 a iocs -
T o nudge the i m a g e — m o v e it in small increments—select the image, and then
press the a r r o w keys o n the keyboard.
14. Save H the d o c u m e n t .
• You have completed Skill 6 of 10
F i g u r e 4
Microsoft Word Chapter 4 | Apply Special Text, Paragraph, and Document Formats 147
• SKILL 7: Insert Smart Art Graphics
• A SmartArt graphic is a visual r e p r e s e n t a t i o n of i n f o r m a t i o n .
• You can choose from m a n y different S m a r t A r t layouts to c o m m u n i c a t e y o u r message or ideas.
1 . Press [Ctrl] + [End 1 to move t h e insertion p o i n t to the end of the d o c u m e n t , a n d t h e n press [Enter] to create a blank line.
2. Click t h e Insert tab. In the Illustrations group, click the SmartArt b u t t o n .
3 . In t h e C h o o s e a SmartArt Graphic dialog b o x , scroll d o w n a n d look at the various types of layouts that are available.
4. O n t h e left side of the dialog box, click Process. Click the third layout in the sixth row—Vertical Process (the exact location of this SmartArt may vary). Notice t h a t a preview a n d a description of t h e layout display in the preview area o n the right side of the dialog box, as shown in Figure 1. -
5. At the b o t t o m of t h e C h o o s e a SmartArt Graphic dialog box, click OK, a n d then c o m p a r e your screen with Figure 2.
The Vertical Process SmartArt graphic dis plays at the insertion point, with the graphic width equal to the width of the column. Two SmartArt Tools contextual tabs are added to the Ribbon—a Design tab and a Format tab.
The SmartArt outline displays sizing handles, which consist of a series of dots, and a Text Pane button, which displays on the left of the SmartArt border.
• Continue to the next page to complete the skill •
w A i • r- SmartArt button
Preview area Process type
Vertical Process layout
F i g u r e 1
Text Pane button Placeholder text
SmartArt graphic
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i l l features arr array of- food-and- beverages- from-restaurants- in- the area-Micro- beers-and- wine from- the-Aspen- Falls winery region- will- also be available.- A-variety-of- retail- stores- will also- be selling-CDs.- books.- shirts,- hats,- and- other paraph ernalia.4 ™ * i
For-further-Information. contocT Mary Lou fi«feloat(803) 355-34541
Festival- efforts- include- the promotion- of Refuse, Reuse; Reduce; Recycle; only allow recyclable- materials- within- the festival-site.- observing the leave no- trace'- program-and- using- parktig income to- help protect the-nearbywetkmds.SI
I a z z & B l u e s F e s t i v a i . W i n s -
G r e e n e r F e s t i v a l A v v a r u H Aspen- Falls Winter Jazz- A- Blues- Festival has- been- awarded the Environmentally Responsible- Festival- Aivtird.- Ten- festivals were- presented- the awards this-year for their- efforts- ar promoting and- sponsoring environmentally -responsible-f estivals.1
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F i g u r e 2 mnaii <i> 148 Apply Special Text, Paragraph, and Document Formats | Microsoft Word Chapter 4
SKILL 7: Insert SmartArt Graphics
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f e a t u r e * an- a r r a y of- f o o d
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Add Shape button
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New bullet point
Added point makes shapes and text smaller
F i g u r e 4
6. Click in the t o p [Text] shape, type Refuse a n d then notice that the shape resizes as you type. T h e font size also adjusts automatically.
[Text] is placeholder text—reserved space in shapes into which you enter your own text. If no text is entered, the placeholder text will not print.
7. In t h e second shape, click t h e [Text] placeholder, a n d then t y p e Reuse
To move to the next [Text] shape, you must click in the shape—you cannot use [Tab] to move from one shape to the next.
8. On the Design tab, in the Create Graphic group, click the Text Pane b u t t o n . Notice that the items in the shapes are displayed as a bulleted list, as shown in Figure 3 .
9. In the Text p a n e , if necessary, click in t h e third [Text] placeholder, a n d then type Reduce Notice that while you t y p e in t h e bulleted list, the text also displays in the third SmartArt shape.
To move to the next [Text] shape in the Text pane, you can also press f t ] or [T].
10. O n the Design tab, in the Create Graphic group, click the Add Shape b u t t o n to display a n o t h e r bullet point. Type Recycle a n d then c o m p a r e y o u r screen with Figure 4 . Notice that the shapes a n d the text in the shapes b e c a m e smaller w h e n you added an item to the list.
11. Close [*] the Text pane, a n d then Save (d] the d o c u m e n t .
• You have completed Skill 7 of 10
Microsoft Word Chapter 4 | Apply Special Text, Paragraph, and Document Formats 149
• W h e n you change t h e height or width of a SmartArt graphic, the shapes a n d the text will automatically adjust to fit the available space.
• In a SmartArt graphic, you can also format t h e text, the b a c k g r o u n d s , a n d the borders of t h e shapes.
1 . Click the b o r d e r of t h e SmartArt graphic to select it. O n t h e F o r m a t t a b , click the Size b u t t o n .
2. In the displayed list, click the H e i g h t b o x u p s p i n a r r o w as necessary to increase the height of the graphic to 3". C o m p a r e your screen with F i g u r e 1.
When you change the height or width of a SmartArt graphic, the graphic width is not resized proportionally; however, the text font size increases to fit the new shape size.
3 . Click anywhere on the b o r d e r of the top shape—Refuse. H o l d d o w n [Ctrl], a n d then click t h e o t h e r three shapes to select all four shapes in the SmartArt graphic.
4 . W i t h all four shapes selected, click t h e Size b u t t o n . Click the W i d t h b o x u p s p i n a r r o w as necessary to increase the width of t h e graphic to 2 . 5 " .
5. In t h e S h a p e Styles g r o u p , click the S h a p e Fill b u t t o n . Under T h e m e C o l o r s , click the last color in t h e last r o w — O r a n g e , Accent 6, D a r k e r 5 0 % .
6. In the W o r d A r t Styles g r o u p , click the Text Fill b u t t o n . U n d e r T h e m e C o l o r s , click t h e last color in the third r o w — O r a n g e , Accent 6, L i g h t e r 6 0 % . C o m p a r e y o u r screen w i t h F i g u r e 2.
C O N T I N U E T O T H E N E X T P A G E T O C O M P L E T E T H E S K I
•
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F i g u r e 1
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FEATURES ON- ARRAY OF- FOOD
AND- BEVERAGES- FROM
RESTAURANTS* IN- THE- AREA.-
MICRO- BEERS-AND WINE F ROM- THE- ASPEN- FALLS
WINERY REGION- WILL- ALSO- BE AVAILABLE.- A-
VARIETY-OF• RETAIL- STORES WILL- ALSO- BE SELLING-
CDS,- BOOKS,- SHIRTS,- HATS,- AND OTHER
PARAPHERNALIA.1
FESTIVAL- EFFORTS- INCLUDE- TL G| WMT 3-R
PROMOTION- OF- REFUSE,- REUS ^
REDUCE,- RECYCLE.- ONLY ALL s M p j i w o h t
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SITE.- OBSERVING- THE 'LEAVE NO TRACER- PROGN J " : L ! " '
AND- USING- PORKIIG- INCOME TO- HELP- PROTECT-
THE-NEARBY WETLANDS?
FOR FURTHER INFORMATION, CONTACT MERY-
LOU PIET«LPAT(805) 5 5 3 - 5 4 5 4 . 1
• | A Z Z - & - B L U E S - F E S T I V A L W I N S -
G R E E N E R - F E S T I V A L - A W A R D 1 |
ASPEN- FALLS WRITER JAZZ- 6V BLUES FESTIVAL-
HAS- BEEN AWARDED- THE ENVIRONMENTALLY
RESPONSIBLE- FESTIVAL- AWARD.- TEN- FESTIVALS
WERE- PRESENTED- THE AWARDS THIS YEAR FOR
THEIR EFFORTS N- PROMOTING- AND SPONSORING-
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F i g u r e 2
J i l l FEATURES AN- ARRAY OF- FOOD-
END- BEVERAGES FROM
RESTAURANTS IN- THE AREA.-
MICRO- BEERS-AND- WINE FROM- THE- ASPEN- FALLS
WINERY- REGION WILL- ALSO- BE AVAILABLE.- A-
VARIETY OF - RETAIL- STORES- WILL- ALSO- BE SELLING
CDS,- BOOKS,- SHIRTS,- HATS, AND- OTHER
PARAPHERNALIA.?
FESTIVAL- EFFORTS INCLUDE- THE
PROMOTIOIR OF- REFUSE, REUSE,
REDUCE.- RECYCLE,- ONLY ALLOW
RECYCLABLE MATERIOLS WITHIN- THE FESTIVAL-
SITE,- OBSERVING THE 'LEAVE NO- TRACE'- PROGRAM-
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THENEARBYWCTLANDS.S/
FOR FURTHER INFORMOFION, CONTACT MARY
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ASPEN- FALLS WRITER- JAZZ &• BLUES FESTIVAL-
HAS- BEEN AWARDED- THE ENVIRONMENTALLY
RESPONSIBLE- FESTIVAL- AWARD. TEN- FESTIVALS
WERE- PRESENTED- THE AWARDS- THIS-YEAR- FOR
THEIR EFFORTS- IN-PROMOTING-AND- SPONSORING
ENVIRONMENTALLY-RESPONSIBLE-FESTIVALS.?
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150 A P P L Y S P E C I A L TEXT. P A R A G R A P H , A N D D O C U M E N T F O R M A T S | Microsoft Word Chapter 4
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JJ features- an- array of- food and- beverages' from restaurants in- the area. Micro- beersond- wine f rom- the- Aspen- Falls winery region- will also- be available- A- variety of- retail- stores- will- also be selling CDs,- books,- shirts, hats,- and- other paraphernalia 9
^ Festival- efforts- include- the promotion- of- Refuse; Reuse; Reduce; Recycle; only allow
recyctable materials within the festival- site.' observing- the 'leave no- trace1-program- and- using parking- income to help- protect 1 henearby wet lands.<J-
For-further-irtfrjriiuition. contoct Mary Lou-Pieteks-ot (805) SS5-5454.«J
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SKILL 8: Format SmartArt Graphics
Shape Effects button
Preset 5 effect applied
F i g u r e 3
One Page button
7. With all four shapes still selected, in the S h a p e Styles g r o u p , click t h e S h a p e Effects b u t t o n .
8 . Take a m o m e n t to p o i n t to several of the categories, a n d t h e n p o i n t to some of the effects and watch as Live Preview shows you what y o u r layout would look like using each effect.
9. Point to Preset, a n d then u n d e r P r e s e t s , click the first effect in the second r o w — Preset 5. C o m p a r e y o u r screen with Figure 3 .
1 0 . With all four shapes still selected, in t h e W o r d A r t Styles g r o u p , click the Text Effects b u t t o n . Point to Reflection, a n d then u n d e r Reflection V a r i a t i o n s , click the first effect in the first r o w — T i g h t Reflection, t o u c h i n g .
1 1 . Click anywhere in the text in o n e of the c o l u m n s to deselect t h e SmartArt graphic.
1 2 . O n the View t a b , in t h e Z o o m g r o u p , click the O n e Page b u t t o n . C o m p a r e y o u r screen with Figure 4. If necessary, adjust the location of the clip art image and t h e size of the SmartArt graphic to match the ones in the figure.
1 3 . In the Z o o m g r o u p , click the 100% b u t t o n . Save [ y ] the d o c u m e n t .
1 4 . Print or s u b m i t the file as directed by y o u r instructor, a n d then Exit W o r d .
• You have completed Skill 8 of 10
Tight Reflection, touching effect applied to shapes
F i g u r e 4
Microsoft Word Chapter 4 | Apply Special Text, Paragraph, and Document Formats I W
.Is Using Mail Merge
• T h e mail merge feature in W o r d is used to c u s t o m i z e letters or labels by c o m b i n i n g a m a i n d o c u m e n t with a data source.
• T h e main document contains the text that r e m a i n s constant; the data source contains t h e i n f o r m a t i o n — s u c h as n a m e s a n d a d d r e s s e s — t h a t changes with each letter o r label.
1. Start © Word. Click the File tab, Open the d o c u m e n t w04_Festival_Addresses, a n d t h e n Save the d o c u m e n t in y o u r Word Chapter 4 folder as L a s t n a m e . Firstname_w04_Festival_Addresses A d d the file n a m e to the footer.
2 . Take a m o m e n t to examine the table of n a m e s a n d addresses.
This table will be the data source for the mailing labels you will create to use with the festival flyer you created earlier in this chapter.
3. Scroll to the b o t t o m of the table. Right- click in the b o t t o m row of the table. F r o m t h e s h o r t c u t m e n u , p o i n t to Insert, a n d t h e n click Insert Rows Below. Enter the i n f o r m a t i o n for D u n c a n McArthur 1894 Bullpen Road Aspen Falls CA 93464 1805) 355-1853 a n d then c o m p a r e y o u r screen with F i g u r e 1. Save H the d o c u m e n t and Exit Word.
4 . Start Word. Save the d o c u m e n t in y o u r Word Chapter 4 folder as Lastname_Firstname_w04_Festival_Labels If necessary, display formatting m a r k s .
5. Click the Mailings tab. In the Start Mail Merge group, click the Start Mail Merge b u t t o n , and then click Labels to o p e n the Label O p t i o n s dialog box, as s h o w n in F i g u r e 2.
C o n t i n u e t o t h e n e x t p a g e t o c o m p l e t e t h e s k
152 A P P L Y S P E C I A L TEXT, P A R A G R A P H , A N D D O C U M E N T F O R M A T S
N e w a d d r e s s
a d d e d t o t a b l e
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leO.ee Seufftofia ! l l ' < « ' < Streets Aipen Fa,:i= CAS 9 3 4 6 1 s IIOSI5S5-0194B I -
r m s a Srwnoa U H f 1 W»f e s t * . C*i.«i A,oS" R » I U CAB 9J464a II35I5S5-4909S 1
l t l * w . s Streets Aioer rata CAR 9 3 4 6 4 s — m i l m m •
- Marts Co»ee l 3 ) M S l a « e a a l i o s Aioen «eSis CAB 514 64C |«05>555-7209a 1
Ai.i*rc T»ac«'" 1701 W.llson Streets s i s Aioen Ffchc CAt 914640. (•05|555-0277a 1
Thtn\aiS ! : i . e i o n : m U n W Averues s AiOen Ffciis CAS •awn i : : i 5 i i u s : ; »
Claras SS9 J Ofh'n.ri Bo«nt OrSeE I Aioen Failia CAS 91451C II3JUSS-6160S 1
s o w s Ne*.trk« 4646 School howm Roads • IMS Aioen 'a3ib CAB S3461C (8O5I455-6201S 1
M a l u M G<v:ar 1 6 : 6 0 c l c t flroon* Courts al.'Cs Aioen raT.-x CAB S1464D I805I555-26ISS I
••ucnaeis 19!6tol>> U W I sujob Aioen Fans: CAE 914640 li05}5SS-4712B 1
UrBtna Arnolds 740 turkey Pen ^anes . Aioen -aSts CAB 91461s H05ISS5-2737S 1 Oej-.ea 4 I O I O « n d | e Fi/m l a n e s a Aipen'aiiis CAE 9 1 4 6 4 0 SOS«S5-34i -c 1
Traeva M c h w i c 4 i U G o r e Streets. Aipen Filly: CAE 93464C I835I5S5-71SJB 0
MarihB3 ret''"" : 9 i 4 0 i . ' ' . i c 5 i r e e t s Aioen Fata CAR 9 1 4 6 1 s ISOSIS55-4049E a
Crurra 1 0 7 i Raccoon Runs • Aioen 'WIS CAE 9 3 4 6 3 s U05I555-6926B i
Castles Snrpuma l l l l C o r t e r e n c e Center Wa,a s Aipen =l!!ts CAB 4 - t805]555-6645B 0
Robert! S36Selnl CM Streets t o a Aioen Fal-.B CAB 9 1 4 6 4 0 11051555-2«>5s a
- w.il.es 4442-r'rrAfT'. ROWS a o a Aioen ' M i s CAR 9 3 4 6 1 0 IB35W55-6I14E ' f i . r . : 4S7UuCYlar.«B . Aipen 'ilUs CAS 9 1 4 6 1 0 I603I55S-S191B i
I s . h c t s 2514Pubk V.'or>: Ol.ves R1442B Aipen Fa/iB CAB 9 1 4 6 3 0 !635I55S-»;0S» •
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U K Pmtos I S I S o n r i Streets • Aipen Fat.ss CAS 9 3 4 6 4 s 16051SSS-4SS3S
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M e r g e b u t t o n
Label O p t i o n s
d i a l o g b o x ( y o u r
o p t i o n s m a y vary)
F i g u r e 2
Microsoft Word Chapter 4
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SKILL 9: Create Labels Using Mail Merge
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button
Label structure
displayed in
document
F i g u r e 3
6. U n d e r Label information, click the Label vendors arrow, a n d then click Avery US Letter. U n d e r Product number, scroll d o w n about halfway t h r o u g h the list, a n d then click 5160 Easy Peel Address Labels.
T h e A v e r y 5 1 6 0 a d d r e s s l a b e l is a c o m m o n l y
u s e d l a b e l . T h e p r e c u t sheets c o n t a i n t h r e e
c o l u m n s o f 10 l a b e l s e a c h .
7. At the b o t t o m of the Label O p t i o n s dialog box, click OK. If t h e grid lines d o n o t display, on the Layout tab, in the Table group, click the View Gridlines b u t t o n . Notice that a table s t r u c t u r e displays in your d o c u m e n t , as s h o w n in F i g u r e 3 .
8 . O n the Mailings tab, in t h e Start Mail Merge group, click the Select Recipients b u t t o n , a n d then click Use Existing List.
9. In the Select Data Source dialog box, nav igate to your Word Chapter 4 folder, click the Lastname_Firstname_w04_Festival_ Addresses file, a n d t h e n click Open.
1 0 . In the Start Mail Merge group, click the Edit Recipient List b u t t o n . In the row of c o l u m n headings, click t h e Last_Name h e a d i n g o n e t i m e t o sort the list on last names, a n d t h e n click OK.
1 1 . In the Write & Insert Fields group, click the Address Block b u t t o n . In the Insert Address Block dialog box, click OK to accept the default settings.
1 2 . In the Write & Insert Fields group, click t h e Update Labels b u t t o n to update all of the labels, a n d then c o m p a r e your screen with F i g u r e 4.
1 3 . Save Q the d o c u m e n t .
• You hove completed Skill 9 of 10
F i g u r e 4
Microsoft Word Chapter 4 | A p p l y Special Text, P a r a g r a p h , a n d D o c u m e n t Formats 153
Update Labels
button
Address Block
button
Address Block
fields inserted
in document
• It is good practice to preview y o u r labels before p r i n t i n g t h e m so you can see w h e t h e r f o r m a t t i n g changes are necessary.
• You can check the final results of your mail merge by p r i n t i n g first to plain paper instead of the m o r e expensive p r e p r i n t e d label sheets.
1. O n t h e M a i l i n g s t a b , in the P r e v i e w R e s u l t s g r o u p , click the P r e v i e w R e s u l t s b u t t o n . Verify that the Address Block fields display actual data. Notice that there is a large space between the lines of each label a n d that the b o t t o m s of t h e labels that have two address lines—those with a p a r t m e n t n u m b e r s — a r e cut off, as s h o w n in F i g u r e 1.
2.
3 .
4 .
In t h e first label, move the insertion p o i n t to t h e left of the first line of text, a n d drag d o w n to select all three p a r a g r a p h s of the address label.
Click the Page Layout t a b . In the P a r a g r a p h g r o u p , click the S p a c i n g Before d o w n s p i n a r r o w to change t h e spacing before each p a r a g r a p h to 0 p t . Notice that the spacing changes only for the first label; the rest of the labels r e m a i n u n c h a n g e d .
O n the H o m e t a b , in the F o n t g r o u p , click t h e F o n t a r r o w [ g g g j -|» and then click C a m b r i a . Click the F o n t Size a r r o w 1" -j, a n d t h e n click 12. C o m p a r e y o u r screen w i t h F i g u r e 2.
P R E V I E W RESULTS
BUTTON
B O T T O M O F
LABEL IS CUT OFF
F i g u r e 1
FONT AND FONT
S I Z E C H A N G E D FOR
FIRST LABEL ONLY
S P A C I N G BEFORE
C H A N G E D FOR
FIRST LABEL ONLY
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5. Scroll to the b o t t o m of the d o c u m e n t a n d click anywhere in the b o t t o m row. O n the Layout t a b , in the Rows & C o l u m n s g r o u p , click the Delete b u t t o n , a n d then click Delete Rows. Move to the top of the d o c u m e n t .
• C O N T I N U E T O T H E N E X T P A G E T O C O M P L E T E T H E SKILL •
F i g u r e 2
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^ ] Find Recipient
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740-TurkeyPeniane?
Aspenfalls.CA-93463?
Carrol-Bruno?
161Bel-Meado-.vOnve?
Aspenfalls,CA-93464?
JoshuaEugley?
2514-Publ-c-Works-Onve!
M 4 4 2 ?
A i m n r a ' J ' i . f A - U t f H *
Edward-Howard!
61-GreenAcresftoad?
Aspenfalls,CA-93463?
Duncan-McArthur?
1894-BultpenRoad?
Aspenfalls.CA-93464?
Rose-NewKuk?
Page 1 of 1 i YYoidr !U .>
Robert Bingham?
536-Salnt-ClalrStreet!
DDI
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Mark-Cole?
803-Jettcane?
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Asnenfalk C A 4 U l j r .
AbrahamCjarza?
1626 Desert-BroomCoiirt?
M 2 0 1
A ^ n e n f a l U . f A - l - U r i m .
MarshaKeelin?
2934 DavissonStreet?
Aspen-falls.CA-93463?
Wdle-Mench?
4442- Ingr-amRoad?
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Alnenfi<!K.<-A-9346M'
Margarel-Peavey?
Dessie-Broadnry!
4808-Oakndgefarm-Lane?
Aspenfa:is.CA-93464?
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1078- Raccoon-Run?
Aspenfalls.CA-93463?
Michael-Hammonds?
1936- losh-lane?
015501
A-snenf alls CA-934S4? 1 Irma-Knowles?
173-Newitreet?
Aspenfalls.CA-93464?
Tracy Michael?
4311-Gore«treet?
AspenfaKs.CA-93464?
iida-Pjito?
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154 A P P L Y S P E C I A L TEXT. P A R A G R A P H , A N D D O C U M E N T F O R M A T S | Microsoft Word Chapter 4
SKILL 10: Preview a n d Print Mail Merge Documents
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All labels are reformatted
F i g u r e 3
New file merges main document and data source
Fjje 1 <st 1 . w w d i 3T* ' C
- J J - • I K - -
6. O n t h e Mailings tab, in t h e Write & Insert Fields group, click the Update Labels b u t t o n to apply the formatting of the original address block to all of t h e
~ labels, as s h o w n in Figure 3 .
To reformat labels, you can first change the original address block, and then update the remaining labels in this manner, or you can select all of the labels and make the changes.
7. O n the Mailings tab, in the Finish group, click the Finish & Merge b u t t o n , a n d t h e n click Edit Individual D o c u m e n t s . In t h e Merge to N e w D o c u m e n t dialog box, click OK. Notice that a n e w d o c u m e n t n a m e d Labelsl is created.
The Labelsl document has merged two documents—the main document and the data source. Combining the two enables you to work in a single document.
8 . Click the Save b u t t o n [fl], a n d then save the d o c u m e n t in y o u r Word Chapter 4 folder as Lastname_Firstname_w04_ Festival_Merged A d d t h e file n a m e to the footer.
9. O n t h e H o m e tab, in the Paragraph group, click the Show/Hide b u t t o n H to t u r n off the formatting m a r k s . Press [Ctrl) + [Home], a n d t h e n c o m p a r e your screen with Figure 4 .
10. Save 11, a n d then Close i—£3—11 the merged d o c u m e n t . Close U a ^ Lastname_ Firstname_w04_Festival_Labels but d o n o t save o r s u b m i t . Print or s u b m i t the files as directed by your instructor. Exit Word.
Done! You have completed Skill 10 of 10 and your document is complete!
F i g u r e 4
Microsoft Word Chapter 4 | Apply Special Text, Paragraph, and Document Formats 155
o r e Sk
T h e f o l l o w i n g M o r e S k i l l s a r e l o c a t e d at w w w . p e a r s o n h i g h e r e d . c o m / s k i l l s
M o r e S k i l l s ^ C r e a t e R e s u m e s f r o m T e m p l a t e s
Templates are predesigned document structures that enable you to create a new document quickly. Word templates are available for many document types, including memos, letters, business cards, and fax cover sheets. Several different resume templates are also available.
In More Skills 11, you will open a resume template, and then complete the resume.
To begin, open your web browser, navigate to www.pearsonhighered.com/skills, locate the name of your textbook, and then follow the instructions on the website.
M o r e S k i l l s ^ C r e a t e O u t l i n e s
When you work with a document, assigning oudine levels to various parts of the text can be helpful. When you use oudine levels, you can move blocks of text around in a document just by moving an outline item—all associated text moves with the oudine item.
In More Skills 12, you will open a document, switch to Outline view, create outline levels, and move oudine text.
To begin, open your web browser, navigate to www.pearsonhighered.com/skills, locate the name of your textbook, and then follow the instructions on the website.
M o r e S k i l l s ^ P r e p a r e D o c u m e n t s f o r D i s t r i b u t i o n
Before sharing a document with colleagues, it is good practice to remove any hidden data or personal information embedded in the document. Word can inspect your document and remove any features that you do not want to share.
In More Skills 13, you will open a document that has comments and other document properties, inspect the document, and then remove all personal information.
To begin, open your web browser, navigate to www.pearsonhighered.com/skills, locate the name of your textbook, and then follow the instructions on the website.
M o r e S k i l l s Q P r e v i e w a n d S a v e D o c u m e n t s a s W e b P a g e s
You can preview a document to see what it would look like as a web page. When you have the document formatted the way you want, you can save the document in a format that can be used on the web.
In More Skills 14, you will open a document, add a hyperlink to text in the document, preview the document as a web page, and finally save the document as a web page.
To begin, open your web browser, navigate to www.pearsonhighered.com/skills, locate the name of your textbook, and then follow the instructions on the website.
156 Apply Special Text, Paragraph, and Document Formats | Microsoft Word Chapter 4
Key Terms Clip art 146 Column break 138
Data source 152
Mail merge 152
Main document 152 Nudge 147
Placeholder text 149 Quick Style 142
Section 136 Section break 136
SmartArt graphic 148 Style 142
Text effect 140
Online Help Skills 1. Start © Word. In the u p p e r right corner of the Word window, click the Help
b u t t o n \o\. In the Help window, click the Maximize U£ri b u t t o n .
2. Click in t h e search box, t y p e mail merge a n d t h e n click t h e Search b u t t o n 0. I n t h e search results, click Use mail merge to create and print letters and other documents.
3. Read the article's i n t r o d u c t i o n , a n d t h e n click t h e blue text in step. Add placeholders. C o m p a r e y o u r screen w i t h Figure 1.
Add pltdMdM called mail merge field,, in the document * V . ^ R . . , , • . 1 . . . . . „
•ajaKaaajatjaaajaasaaj M O u l v u i ' i t e i i n . : , .
W» NMWl aaaft M MMM Mat aaaaaat Ha calaa-- T I L . . * • <
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8î ».u*.a. Figure 1
4. Read the section to see if you can answer the following: W h a t fields are included in an address block? How would you add individual fields, such as a first n a m e or last n a m e , to a form letter?
Microsoft Word Chapter 4 | Apply Special Text, Paragraph, and Document Formats 157
Matching Match each t e r m in the second c o l u m n with its correct definition in the first c o l u m n by w r i t i n g the letter of the t e r m on the blank line in front of the correct definition.
1 . In mail merge, the c o m m a n d used to modify all labels based on changes m a d e to the original label.
2 . In t h e C o l u m n s gallery, the c o m m a n d that displays the C o l u m n s
dialog box.
3 . A style displayed o n the Ribbon.
4 . A set of decorative formats that m a k e text stand o u t in a d o c u m e n t .
5. A p o r t i o n of a d o c u m e n t that can b e formatted differently from the rest of the d o c u m e n t .
6. A format that makes a p a r a g r a p h stand o u t from the rest of the text.
7. A set of images, p h o t o g r a p h s , videos, a n d s o u n d provided by Microsoft that is available on y o u r c o m p u t e r or oiiline.
8. To move an object in small i n c r e m e n t s by selecting the object, a n d
t h e n pressing o n e of t h e arrow keys.
9 . Text that reserves space in a SmartArt shape b u t does n o t p r i n t .
1 0 . A feature that c o m b i n e s a m a i n d o c u m e n t a n d a data source to create customized letters or tables.
158 Apply Special Text, Paragraph, and Document Formats | Microsoft Word Chapter 4
A Border
B Clip art
C Mail merge
D M o r e C o l u m n s
E N u d g e
F Placeholder
G Q u i c k Style
H Section
I Text effects
J U p d a t e Labels
Multiple Choice C h o o s e t h e c o r r e c t answer.
1 . T h e default width assigned to c o l u m n s . A. Pr opor t i onal B . Equal C. Unbalanced
2. A predefined set of text formats that can be applied from the Ribbon.
A. Quick Style B . SmartArt C. Clip art
3 . A picture is inserted into a d o c u m e n t using this format.
A. Centered B . Text w r a p p e d C. Inline
4 . Moves the text to the right of the insertion p o i n t t o the t o p of the next c o l u m n .
A. Page break B . C o l u m n break C. C o n t i n u o u s break
5. A type of break that is used to create a n e w section that can be formatted differently from the rest of t h e d o c u m e n t .
A. Page B . C o l u m n C. C o n t i n u o u s
Topics for Discussion 1 . In this chapter, you practiced inserting a clip art image
in a docum ent . When do you t h i n k clip art images are most appropriate, and in what kind of d o c u m e n t s might clip art images be inappropriate. If you h a d to create a set of rules for using clip art in a d o c u m e n t , what would the top three rules be?
Assessment
6. To change t h e color of the b a c k g r o u n d in a p a r a g r a p h , a d d this to t h e text b a c k g r o u n d .
A. Shading B . A b o r d e r C. Text emphasis
7. Reserved spaces in shapes into which you enter y o u r o w n t e x t
A. Text effects B . Placeholder text C. Data sources
8. A graphic visual representation of i n f o r m a t i o n . A. Text effects B . Clip art C. S m a r t A r t
9. Used by a mail merge d o c u m e n t , this file contains information such as n a m e s a n d addresses.
A. D a t a source B . M a i n d o c u m e n t C. Merge d o c u m e n t
10. In a mail merge d o c u m e n t , this d o c u m e n t contains the text that r e m a i n s c o n s t a n t .
A. D a t a source B . Main d o c u m e n t C. Merge d o c u m e n t
2. In this chapter, you used the mail merge feature in Word to create labels and n a m e tags. With mail merge, you can also insert one field at a t i m e — a n d the fields d o not have to be just names and addresses. Can you think of any situations where you might want to insert fields in a letter or another document?
Microsoft Word Chapter 4 | Apply Special Text, Paragraph, and Document Formats 159
Skill Check ( ^ i f e k ) To complete this document, you will need the following files:
• w 0 4 _ C a r s • w 0 4 _ C a r s _ J u d g e s
You will save your documents as: L a s t n a m e _ F i r s t n a m e _ w 0 4 _ C a r s
- L a s t n a m e _ F i r s t n a m e _ w 0 4 _ C a r s _ L a b e l s
1. S t a r t Word, and open w04_Cars. Save the d o c u m e n t in your W o r d C h a p t e r 4 folder as Lastname_Firstname_w04_Cars Add the file n a m e to the footer.
2 . Locate t h e p a r a g r a p h This Year's Show, a n d t h e n select the d o c u m e n t text from t h a t p o i n t t o t h e end of the d o c u m e n t . O n t h e H o m e t a b , in the P a r a g r a p h g r o u p , Justify the text. O n the Page Layout t a b , in the Page S e t u p g r o u p , click t h e Colujnins b u t t o n , a n d t h e n click Two.
3 . Position the insertion p o i n t at t h e b e g i n n i n g of t h e p a r a g r a p h Featured Cars. O n the Page Layout t a b , in the Page S e t u p g r o u p , click the B r e a k s b u t t o n , a n d then click C o l u m n . C o m p a r e y o u r screen with Figure 1.
4 . Select t h e d o c u m e n t title. O n t h e H o m e t a b , in the Styles g r o u p , click t h e M o r e b u t t o n , a n d t h e n click Title.
5. In t h e F o n t g r o u p , click the Text Effects b u t t o n , a n d then in the f o u r t h row of the gallery, click the first t h u m b n a i l — G r a d i e n t Fill - Blue, Accent 1, O u t l i n e - W h i t e , G l o w - Accent 2. C e n t e r the title, a n d t h e n change the F o n t Size to 42 pt.
6. Select t h e subtitle This Year's Show. In the F o n t g r o u p , click the D i a l o g Box L a u n c h e r . U n d e r F o n t style, click Bold. U n d e r Size, click 16. Click the F o n t C o l o r a r r o w , a n d then u n d e r T h e m e C o l o r s , click the sixth color in the first r o w — R e d Accent 2. U n d e r Effects, select t h e Small c a p s check box, a n d then click O K . In the P a r a g r a p h g r o u p , click the C e n t e r b u t t o n .
7. In t h e Styles g r o u p , click the M o r e b u t t o n , a n d then click Save s e l e c t i o n as a N e w Q u i c k Style. In the C r e a t e N e w Style f r o m F o r m a t t i n g dialog box, u n d e r N a m e , t y p e Cars Subtitle a n d t h e n press [Enter].
8. Select t h e second subtitle—Featured Cars. O n the H o m e t a b , in the Styles g r o u p , click the C a r s S u b t i t l e Q u i c k Style. C o m p a r e y o u r screen with Figure 2.
• Continue to the next page to complete this Skill Check
160 Apply Special Text. Paragraph, and Document Formats | Microsoft Word Chapter 4
I T T
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The-theme-IQ. t ^ - y e ^ V e v i ^ v n r b e - T h e - Datrolt- Three-- Hietdredr of- cerv from- Gerwrt!-Motors. Crv-y*ler. and-Forfl-wn-be- orvUltlor-vlewtt^.ThJt-vear'. featured cars- Include- the?- Ford' Mustang, Ford' Thunderblrd.- Chevy Camero.- Chevr Corvette. GIO. and- Dodge' Charier.- An- auctlon- wttl- be held- Saturday- evvnlrvr for nr-erBuvlirti ll») i | X f X » M . * i M »
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Figure 4
9. Click anywhere in t h e d o c u m e n t . O n t h e I n s e r t t a b , in t h e I l l u s t r a t i o n s g r o u p , click t h e C l i p A r t b u t t o n .
10. In the C l i p A r t task p a n e , in the S e a r c h for box, t y p e sports car a n d t h e n click — G o . Click the i m a g e s h o w n in Figure 3 ( o r a similar image if this o n e is n o t
available). Close the C l i p A r t pane. O n t h e F o r m a t t a b , in t h e A r r a n g e g r o u p , click t h e W r a p Text b u t t o n , a n d then click T i g h t . O n t h e F o r m a t t a b , in the Size g r o u p , change t h e W i d t h to 2.5". Move t h e image t o the position s h o w n in Figure 3 .
11. Select the last p a r a g r a p h in the d o c u m e n t . In t h e P a r a g r a p h g r o u p , click the B o r d e r s b u t t o n a r r o w , a n d t h e n click O u t s i d e B o r d e r s . In t h e P a r a g r a p h g r o u p , click the S h a d i n g b u t t o n a r r o w . U n d e r T h e m e C o l o r s , click t h e s e c o n d color in t h e sixth c o l u m n — R e d , Accent 2, L i g h t e r 8 0 % .
12. Click anywhere in the d o c u m e n t . O n t h e I n s e r t t a b , in t h e I l l u s t r a t i o n s g r o u p , click the S m a r t A r t b u t t o n . Click P r o c e s s , click t h e F u n n e l layout—the f o u r t h layout in the t e n t h r o w — a n d t h e n click OK. Click t h e b o r d e r of t h e S m a r t A r t image. O n t h e F o r m a t t a b , click the A r r a n g e b u t t o n . Click the P o s i t i o n b u t t o n , a n d t h e n u n d e r W i t h Text W r a p p i n g , in t h e t h i r d row, click the second b u t t o n . Click t h e Size b u t t o n , a n d increase t h e H e i g h t to 2.2".
13. O n the D e s i g n t a b , in t h e S m a r t A r t Styles g r o u p , click t h e M o r e b u t t o n , a n d t h e n click t h e first style u n d e r 3-D—Polished. In t h e C r e a t e G r a p h i c g r o u p , click t h e Text P a n e b u t t o n . For t h e four bullets, t y p e Chevy a n d Chrysler a n d Ford a n d Classic Cars a n d t h e n C l o s e t h e Text p a n e . Deselect t h e SmartArt graphic, a n d t h e n c o m p a r e y o u r d o c u m e n t w i t h Figure 3 . Save a n d Exit W o r d .
14. S t a r t Word. O n the M a i l i n g s t a b , in t h e S t a r t M a i l M e r g e g r o u p , click t h e S t a r t Mail M e r g e b u t t o n , a n d t h e n click Labels. U n d e r Label i n f o r m a t i o n , select Avery U S Letter. U n d e r P r o d u c t n u m b e r , click 5160, a n d t h e n click OK. In t h e S t a r t M a i l M e r g e g r o u p , click Select R e c i p i e n t s , click Use E x i s t i n g List, a n d t h e n locate a n d o p e n w 0 4 _ C a r s _ J u d g e s .
15. In t h e W r i t e & I n s e r t Fields g r o u p , click t h e A d d r e s s Block b u t t o n , a n d t h e n click OK. In the W r i t e & I n s e r t Fields g r o u p , click the U p d a t e Labels b u t t o n .
16. In the P r e v i e w R e s u l t s g r o u p , click t h e P r e v i e w R e s u l t s b u t t o n . In t h e F i n i s h g r o u p , click t h e F i n i s h 8c M e r g e b u t t o n , click E d i t I n d i v i d u a l D o c u m e n t s , a n d then click OK. Delete the last row in t h e table. Save the d o c u m e n t in your W o r d C h a p t e r 4 folder as Lastname_Firstname_w04_Cars_Labels a n d a d d t h e file
— n a m e to t h e footer. C o m p a r e your d o c u m e n t w i t h Figure 4 .
17. Save a n d then s u b m i t y o u r d o c u m e n t s as directed. Exit W o r d b u t d o n o t save changes to any o t h e r d o c u m e n t s .
D o n e ! You have completed the Skill Check
Microsoft Word Chapter 4 | Apply Special Text, Paragraph, and Document Formats 161
Assessment
Assess Your Skills 1 T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• w 0 4 _ C r u i s e s
Y o u w i l l s a v e y o u r d o c u m e n t a s :
Lastname_Firstuame_w04_Cruises
1. Start Word. Locate a n d o p e n w04_Cruises, save it in your Word Chapter 4 folder as L a s t n a m e _ F i r s t n a m e _ w 0 4 _ C r u i s e s a n d then a d d the file n a m e to the footer. Select t h e title Aspen Lake Cruises—including the p a r a g r a p h m a r k — a n d then o n the H o m e tab, apply t h e Intense Quote Quick Style.
2 . W i t h t h e title still selected, change t h e title font size t o 36 p o i n t s . Apply t h e Gradient Fill - Blue, Accent 1 text effect—the f o u r t h effect in t h e t h i r d row. T h e n apply a n Offset D i a g o n a l B o t t o m Left text effect s h a d o w — u n d e r Outer, the t h i r d effect in t h e first row.
3 . Starting w i t h t h e Aspen Lake Nature Cruise subtitle, select all of the text t o the e n d of t h e d o c u m e n t , a n d t h e n change it to a t w o - c o l u m n format. Justify the t w o - c o l u m n text. Display t h e C o l u m n s dialog box, a n d t h e n change t h e Spacing between the c o l u m n s to 0.3". At the left side of t h e Valentine's Day Cruise! subtitle, insert a c o l u m n break.
4 . Select t h e Aspen Lake Nature Cruise subtide, a n d t h e n apply Bold, Italic, a n d Center a l i g n m e n t . C h a n g e t h e font size to 16 p o i n t s , t h e font color to Blue, Accent 1, a n d t h e n apply t h e Small Caps effect.
5. Create a new Quick Style n a m e d Cruise Subtitle based o n t h e s u b t i d e you just formatted. Apply the Cruise Subtitle Quick Style t o t h e Valentine's Day Cruise! subtitle.
6. Position t h e insertion p o i n t at t h e b e g i n n i n g of t h e last p a r a g r a p h , which begins Book online or call. Use the Clip A r t task p a n e to search the Clip A r t m e d i a t y p e for cruise ship a n d t h e n insert the image s h o w n in F i g u r e 1.
7. C h a n g e t h e w i d t h of t h e clip art image to 2.5". C h a n g e t h e Wrap Text t o Top and B o t t o m , a n d t h e n center t h e image h o r i z o n tally in the c o l u m n , as s h o w n in F i g u r e 1.
8. At the b o t t o m of the first c o l u m n , select the last paragraph, mcluding the p a r a g r a p h mark. Add an Outside Border to t h e paragraph. Display t h e Borders and S h a d i n g dialog box. C h a n g e the b o r d e r w i d t h to IV2 pt, t h e b o r d e r color to Dark Blue, Text 2, a n d the shading fill to Blue, Accent 1, L i g h t e r 8 0 % — t h e fifth color in t h e second row.
9. A d d a B o x style page b o r d e r that is V2 pt wide, with a Color of Dark Blue, Text 2.
10. C o m p a r e y o u r d o c u m e n t w i t h F i g u r e 1. Save your d o c u m e n t , a n d t h e n s u b m i t it as directed.
D e n e ! You have completed Assess Your Skills 1
162 Apply Special Text. Paragraph, and Document Formats | Microsoft Word Chapter 4
Aspen Lake Cruises
ASFCU LAXF NATUDC CBUISE
Lee. then an hour a m y froM Acpon Fall, ii an m n i n g o f fun and relaxation aboard the Aepen Lake Nature Cnoee. Open all yoar. tho tour t o i . i you en a journey around Aspen Lo>.« where you oan view natura at iff boat.
Brine your ccaoera and enjoy the wonderful aajarHc oak I n fhot hare made Aspen U k o famous- A geological wonder, those t r e e s hart boon in adffance for about a hundred yoar. and cascade o f f tho rock cliff, fhot run along the laka.
October otto o f f e r , tho changing colon o f tho M O . o n cs rou diecovsr peaceful aufet coves and foot eountUcf species of bird*, door, entelebe. and other anieeuo aaiong the vast vegetation.
For further detail, or to owke reoei witkai. book online or ceil Aepsn Lake at (BOS) BW-7714.
VAISNTNJFS DAY CBUISEI
Moke your reservations noi* for tho •pociol Valentine'. Day Dir...- & Dance on February J4th f r o . 7:30 to 10:30 pjo. for only $149 per couple. The c o . t includes a bottle of chofopagno. o photo of you boarding tho boat, a .fecial doner for two. d e i v r t . end a rod RAT
Hllili ill iiit,
took online or call Aopon Lake for a w n mfonnatlon or to eioke reiervetioni. A •oral dance band will be on hand to pnwida the wuek for on-deck adnckig. Dorrt wad m thlf popular event akooet etwayi books up oarlyl
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To complete this document, you will need the following files: • w 0 4 _ C o m p e t i t i o n • w04_Competition_Addresses
You will save your documents as: • L a s t n a m e _ F i r s t n a m e _ w 0 4 _ C o m p e t i t i o n • L a s t n a m e _ F i r s t n a m e _ w 0 4 _ C o m p e t i t i o n _ L a b e l s
1. S t a r t Word. Locate a n d o p e n w 0 4 _ C o m p e t i t i o n , save it in your W o r d C h a p t e r 4 folder as L a s t n a m e _ F i r s t n a m e _ w 0 4 _ C o m p e t i t i o n a n d then a d d t h e file n a m e to t h e footer.
2. Select the d o c u m e n t title. C h a n g e the title text to Arial Black, 42 p o i n t s , and C e n t e r the text. C h a n g e the title L i n e S p a c i n g to 1.0, a n d t h e S p a c i n g After to 0 p t . With the title still selected, apply the G r a d i e n t Fill - O r a n g e , Accent 6, I n n e r S h a d o w text effect—the second effect in t h e f o u r t h row. Apply an O r a n g e , 5 p t glow, Accent c o l o r 6 G l o w text effect—the last Glow effect in t h e first row.
3 . Press (Ctrl] + [End] t o move to t h e e n d of t h e d o c u m e n t . Insert a Cycle S m a r t A r t graphic using t h e R a d i a l Cycle l a y o u t — t h e first style in t h e t h i r d row. In the center circle, t y p e Best in Show
4 . Display t h e Text P a n e , a n d t h e n fill in t h e e m p t y bullet p o i n t s w i t h t h e following text:
Vintage Classic H o t Rod C u s t o m
5. Close the Text p a n e . C h a n g e the S m a r t A r t H e i g h t t o 3 " a n d the W i d t h to 6.5". O n t h e
D e s i g n t a b , apply the C a r t o o n S m a r t A r t S t y l e — t h e t h i r d style u n d e r 3-D.
6. W i t h the SmartArt graphic still selected, C h a n g e C o l o r s t o C o l o r f u l - Accent C o l o r s — t h e first style u n d e r Colorful.
7. Insert a S h a d o w page b o r d e r w i t h t h e O r a n g e , Accent 6, D a r k e r 5 0 % color a n d a w i d t h of 3 p t . Save y o u r d o c u m e n t , a n d t h e n Exit Word.
8. Create a new blank d o c u m e n t . Start t h e mail merge process to create Labels using Avery US Letter, P r o d u c t n u m b e r 5160. Use the w 0 4 _ C o m p e t i t i o n _ A d d r e s s e s d o c u m e n t as t h e data source. Add an A d d r e s s Block, a n d accept all address block defaults, a n d t h e n U p d a t e Labels. In the first label, remove t h e spacing before the address block. U p d a t e Labels a n d t h e n preview the results. Merge all t h e labels into a single d o c u m e n t . Delete t h e two b o t t o m rows of t h e table.
9. Save the mail merge d o c u m e n t in your W o r d C h a p t e r 4 folder as Lastname_ Firstname_w04_Competition_Labels a n d t h e n a d d the file n a m e to t h e footer. C o m p a r e y o u r completed d o c u m e n t s w i t h Figure 1. Exit W o r d — d o n o t save t h e original mail merge d o c u m e n t . P r i n t o r s u b m i t your d o c u m e n t s as directed.
D o n e ! You have completed Assess Your Skills 2
Microsoft Word Chapter 4 | Apply Special Text, Paragraph, and Document Formats 163
Assess Your Skills Visually T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• w 0 4 _ H e r i t a g e _ D a y s
Y o u w i l l s a v e y o u r d o c u m e n t a s :
L a s t n a m e _ F i r s t n a m e _ w 0 4 _ H e r i t a g e _ D a y s
S t a r t W o r d , a n d o p e n w 0 4 _ H e r i t a g e _ D a y s . Create a flyer as s h o w n in F i g u r e 1. Save the file as Lastname_Firstname_w04_Heritage_Days in y o u r W o r d C h a p t e r 4 folder.
To c o m p l e t e this d o c u m e n t , apply t h e Title Q u i c k Style, with a font size of 26 p t . Break t h e c o l u m n as indicated. In the b o r d e r e d text, apply t h e D a r k Blue, Text 2 text a n d b o r d e r colors, a n d Blue, Accent 1, L i g h t e r 8 0 % shading. Use t h e s a m e b o r d e r color for the page border. Set all b o r d e r w i d t h s to 3 p t . Insert the Clip A r t image s h o w n in F i g u r e 1 using old west as the search t e r m , a n d change its H e i g h t to 2".
For t h e subtitles, use an 18 p o i n t font size, S m a l l c a p s , a n d C e n t e r the titles. Use t h e same color you used for the borders. For the SmartArt graphic, in t h e R e l a t i o n s h i p category, apply the C o n v e r g i n g Radial layout. Adjust the graphic to 6.5" wide a n d 3 " high, a n d t h e n apply t h e W h i t e O u t l i n e SmartArt style. Insert t h e file n a m e in t h e footer, and then p r i n t or s u b m i t it electronically as directed.
D o n e ! You have completed Assess Your Skills Visually
H e r i t a g e D a y P a r a d e
T H I S Y E A R ' S P A R A D E
The Heritage Day Parade is being sponsored this year by the City of Aspen Falls among numerous of other sponsors. The Heritage Day Parade is a
celebration of the founding pioneers, who first established homesteadsinthe Aspen Falls area in 1850.
The parade features characters from the old westwhosettled in the area after the
beginningof the California Gold Rush.
The parade will be held on Saturday, July 21st on Main Street at noon. For further
Information, call (805) 555-1850.
H I S T O R Y O F T H E P A R A D E
The history of Aspen Falls Heritage Parade began when a town of tents for hopeful prospectors was erected and then later became a boomtownas roads,churches, schools, and other buildings were established in response to the increasing excitement aboutthe possibility of discovering gold.
Eventually, laws governing the town were established to helpclean up the town and allow families to establish homes in the area. Today, the parade takes you back to the days of prospecting and the Wild, Wild West where unruly cowboys and gunslingers populated the town. Enjoy reenactmentsof gun showsin the streets of Aspen Falls, learn how to prospectfor gold and view some of the original quilts made by the pioneers of the time.
Lastname_Firstname_w04_Heritage_Days
F i g u r e 1
164 Apply Special Text, Paragraph, and Document Formats | Microsoft Word Chapter 4
Assessment
Skills in Context T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
New blank Word document
Y o u w i l l s a v e y o u r d o c u m e n t a s :
Lastname_Firstname_w04_Attractions
Create a flyer about the attractions a r o u n d Aspen Falls. Use the web to research n o r t h e r n California for ideas—you could research attractions such as sailing, n a t u r e trails, bird watching, waterfalls, wineries, a n d so on. T h e flyer s h o u l d have a formatted title a n d a subtitle, and then t w o - c o l u m n text describing the area's attractions. Your completed d o c u m e n t should include a page border, a paragraph or paragraphs with a p a r a g r a p h b o r d e r a n d shading, a clip art image, and a SmartArt graphic of your choice. You can include a picture if you w o u l d like to d o so.
Save the d o c u m e n t as Lastname_Firstname_w04_Attractions Insert the file n a m e in t h e footer, a n d be sure to check the entire d o c u m e n t for g r a m m a r a n d spelling. Print o r s u b m i t the file electronically as directed.
D o n e ! You have completed Skills in Context
Skills and You T o c o m p l e t e t h i s d o c u m e n t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• New blank Word document
Y o u w i l l s a v e y o u r d o c u m e n t a s :
Lastname_Firstname_w04_Family
Using the skills you have practiced in this chapter, create a flyer to send to family m e m b e r s about family events c o m i n g u p d u r i n g the next year. The flyer should have a formatted title a n d a subtitle, and then two-column text describing the various events. Your completed d o c u m e n t should include a page border, a paragraph with a paragraph b o r d e r and shading, a clip art image, and a SmartArt graphic of your choice.
Save the d o c u m e n t as Lastname_Firstname_w04_Family Check the entire d o c u m e n t for g r a m m a r a n d spelling. Print o r s u b m i t the file electronically as directed.
D o n e ! You have completed Skills and You
Microsoft Word Chapter 4 | Apply Special Text. Paragraph, and Document Formats 165
C H A P T E R
C r e a t e W o r k b o o k s w i t h E x c e l 2 0 1 0 • Microsoft Office Excel 2010 is used w o r l d w i d e t o create w o r k b o o k s a n d to analyze data t h a t is
organized i n t o c o l u m n s a n d rows.
• After data is entered i n t o Excel, you can p e r f o r m calculations o n the n u m e r i c a l data a n d analyze the data to m a k e informed decisions.
Your starting screen will look similar to this:
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S h M t l S.1WU 5r.e«3 ' J ELtL ] ! » < > . -
S K I L L S V Skills 1-10 Training J At the end of this chapter, you will be able to: Skill 1 C r e a t e a n d Save N e w W o r k b o o k s Skill 2 E n t e r W o r k s h e e t Data a n d M e r g e a n d
C e n t e r T i t l e s Skill 3 C o n s t r u c t A d d i t i o n a n d S u b t r a c t i o n
F o r m u l a s Skill 4 C o n s t r u c t Multiplication a n d Division
F o r m u l a s Skill 5 A d j u s t C o l u m n W i d t h s a n d A p p l y Cell
Styles Skill 6 Use t h e S U M Function Skill 7 C o p y F o r m u l a s a n d Functions Using t h e
Fill H a n d l e Skill 8 Format, Edit, and Check t h e Spelling of Data Skill 9 C r e a t e F o o t e r s and C h a n g e Page Settings Skill 10 Display a n d Print Formulas a n d Scale
W o r k s h e e t s for Printing
MORE SKILLS More Skills 11 C r e a t e N e w W o r k b o o k s f r o m
T e m p l a t e s More Skills 12 Use Range N a m e s in Formulas More Skills 13 C h a n g e T h e m e s More Skills 14 M a n a g e D o c u m e n t Properties
166 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
Outcome Using t h e skills listed to t h e left will enable y o u to create a worksheet like this:
• • • '
Location Children Bike Rentals at Aspen Lake Recreation Area Adult Total Difference Rental Fee Total Fees
North 139 51 190 88 $ 6 $ 1.140 South 108 60 168 48 7 1,176 Central 153 93 246 60 7 1,722 East 175 82 257 93 10 2,570 West 246 170 416 76! 7 2,912 Total 821 456 1277 $ 9,520
Bikes Rented 26.894
Percent of Adult North
Bikes Rented 26.894
Percent of Adult North
Bikes Rented 26.894
South 35.7% Central 37.8% East 31.9% West 40.9%
Parks and Recreation
You will save your workbook as: Lastname Firstname eOl Bikes
Lastname Firstname eOl Blkes.xlsx 4 / 2 9 / 2 0 1 0
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 167
I n t h i s c h a p t e r , y o u w i l l c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
A s p e n F a l l s , C a l i f o r n i a .
I n t r o d u c t i o n
• Excel is u s e d t o p e r f o r m c a l c u l a t i o n s o n n u m b e r s . W h e n y o u m a k e c h a n g e s t o o n e o r m o r e n u m b e r v a l u e s , y o u c a n i m m e d i a t e l y see t h e effect of t h o s e c h a n g e s in totals a n d c h a r t s t h a t rely o n t h o s e values.
• A n Excel w o r k b o o k can c o n t a i n a large a m o u n t of d a t a — u p t o 16,384 c o l u m n s a n d 1,048,576 r o w s .
• T h e b a s i c skills y o u n e e d to w o r k efficiently w i t h Excel i n c l u d e e n t e r i n g a n d f o r m a t t i n g d a t a , a n d n a v i g a t i n g w i t h i n Excel.
• W h e n p l a n n i n g y o u r w o r k s h e e t , t h i n k a b o u t w h a t i n f o r m a t i o n will f o r m t h e rows a n d w h a t i n f o r m a t i o n will f o r m t h e c o l u m n s . Generally, r o w s are u s e d to list t h e i t e m s a n d c o l u m n s t o g r o u p o r d e s c r i b e t h e i t e m s in t h e list.
168 C R E A T E W O R K B O O K S WITH EXCEL 2 0 1 0 | Microsoft Excel Chapter 1
Time to complete all 10 skills - 50 to 90 minutes
Student data file needed for this chapter:
• N e w blank Excel workbook
Find your student data files here:
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 169
• SKILL 1 : Create a n d S< # • Starting Excel displays a new blank workbook—a file that you can use to
organize various kinds of related i n f o r m a t i o n . A w o r k b o o k contains worksheets, also called spreadsheets—the p r i m a r y d o c u m e n t that you use in Excel to store a n d work with data.
• T h e worksheet forms a grid of vertical c o l u m n s and horizontal rows. The small box where one column a n d o n e row meet is a cell.
1.
2.
3.
4.
Start O Microsoft Excel 2010. In t h e lower right, if necessary, click the N o r m a l b u t t o n H ] . To t h e right of the b u t t o n , n o t i c e the z o o m — m a g n i f i c a t i o n level.
Your zoom level should be 100%, but most figures in this chapter are zoomed to 130%.
Verify t h e cell in t h e u p p e r left corner is t h e active cell—the cell outlined in black in w h i c h data is entered w h e n you begin t y p i n g . Notice t h a t c o l u m n s have alpha betical headings across the t o p , a n d rows have n u m e r i c a l headings d o w n the left side, as s h o w n in F i g u r e 1.
When a cell is active, the headings for the column and row in which the cell is located are highlighted. The column letter and row number that identify a cell is the cell address, also called the cell reference.
In cell A l , type Aspen Falls Parks a n d Recreation a n d t h e n press (Enterl to store the entry.
In cell A2, type Bike Rentals at Aspen Lake Area a n d t h e n press [Enter]. C o m p a r e y o u r screen with F i g u r e 2.
Continue to the next page to complete the skill ^
Column headings — Cell reference in
Name Box Column A and
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170 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
SKILL 1: Create a n d Save New Workbooks
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C o m m o n W a y s t o M o v e o r S c r o l l T h r o u g h a W o r k s h e e t
Press Description
(Enter) M o v e d o w n o n e row.
ds M o v e o n e c o l u m n to t h e r i g h t . (Shjftl + [tab] M o v e o n e c o l u m n to t h e left.
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M o v e o n e cell in the d i r e c t i o n of t h e arrow.
[Ctrl] + [Home] M o v e to cell A l .
(CM) + (End) M o v e to t h e lowest row a n d t h e c o l u m n f a r t h e s t to t h e r i g h t that c o n t a i n s d a t a . Figure 4
5. Type Location a n d press (Tab] t o m a k e t h e cell to t h e r i g h t — B 3 — a c t i v e .
6. With cell B3 the active cell, type the follow ing titles, pressing (Tab] between each tide:
Children Adult Total Difference Rental Fee Total Fees
Titles above columns help readers understand the data.
To correct typing errors, click a cell and retype the data—the new typing will replace the existing data.
7. Click cell A 4 , t y p e N o r t h a n d t h e n press [Tab 1. Type 139 a n d press [Tab]. Type 51 a n d t h e n press [Enter].
Data in a cell is called a value. You can have a text value (North) or a number value (139). A text value is also referred to as a label.
8. Notice t h a t the text values align at t h e left cell edge, a n d n u m b e r values align at t h e
— right cell edge, as s h o w n in Figure 3.
9. O n the Q u i c k Access Toolbar, click Save [H]. In the Save A s dialog box, navigate to t h e location w h e r e you are saving your files. Click N e w folder, t y p e Excel C h a p t e r 1 a n d t h e n press [Enter] two times. In t h e File n a m e box, using your own n a m e , n a m e t h e w o r k b o o k Lastname_ Firstname_eO l_Bikes a n d t h e n press [Enter].
Common methods to move between cells in an Excel worksheet are summarized in the table in Figure 4.
You have completed Skill 1 of 10
Microsoft Excel Chapter 1 | Create W O R K B O O K S with Excel 2 0 1 0 171
• SKILL 2: Enter Wor S311=1=311
• Multiple cells can b e selected by dragging so t h a t t h e selection can b e edited, formatted, copied, o r moved.
1 . I n cell A 5 , t y p e Soutth a n d press [Tab). (You will correct t h e spelling in Skill 8.)
2 . In cell B 5 , t y p e 108 a n d press [Tall. In cell C 5 , t y p e 60 a n d press [Enter].
3 . I n r o w 6 a n d row 7, enter t h e following d a t a :
Easst 75 32 West 246 170
4 . In cell A 8 , type Total a n d press [Enter]. C o m p a r e your screen w i t h Figure 1.
5. Click cell B l , t y p e Worksheet a n d press [Enter[. Notice that t h e text in cell A l is truncated—cut off.
When text is too long to fit in a cell and the cell to the right of it contains data, the text will be truncated.
6. Click cell A l , a n d t h e n above c o l u m n D, locate t h e formula bar—a b a r below the R i b b o n t h a t displays the value c o n t a i n e d in t h e active cell a n d is used to enter o r edit values o r formulas. C o m p a r e y o u r screen w i t h Figure 2.
Data displayed in a cell is the displayed value. Data displayed in the formula bar is the underlying value. Displayed values often do not match their underlying values.
7. O n t h e Q u i c k Access Toolbar, click t h e U n d o b u t t o n @ to remove the text in cell B l . Notice t h a t t h e text in cell A l n o w overlaps t h e cells to t h e right because those cells are empty.
• C O N T I N U E T O T H E N E X T P A G E T O C O M P L E T E T H E SKILL •
172 C R E A T E W O R K B O O K S WITH EXCEL 2 0 1 0 | Microsoft Excel Chapter 1
D A T A E N T E R E D —
CELL A9 ACTIVE
F i g u r e 1
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ASPEN FALLS PARKS AND RECREATION
BIKE RENTALS AT ASPEN LAKE AREA
LOCATION CHILDREN ADULT TOTAL
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8 . Point to t h e m i d d l e of cell A l to display t h e [G] pointer. H o l d d o w n the left m o u s e b u t t o n , a n d t h e n drag to the right to select cells A l t h r o u g h G l . C o m p a r e your screen
— w i t h Figure 3.
The selected range is referred to as A1:G1 (Al through G l ) A range is two or more cells on a worksheet that are adjacent (next to each other). A colon (:) between two cell references indicates a range of cells that includes the two cell references and all the cells between them.
When you select a range, a thick black line surrounds the range, and all but the first cell in the range are shaded. The first cell reference will be displayed in the Name Box—an area by the formula bar that displays the active cell reference.
9. O n t h e H o m e tab, in t h e Alignment group, click t h e Merge & Center b u t t o n [Ml.
The selected range, A1:G1, merges into one larger cell, and the data is centered in the new cell. The cells in Bl through Gl can no longer be individually selected because they are merged into cell Al.
1 0 . Using the t e c h n i q u e just practiced, select t h e range A2:G2, a n d then click t h e Merge & Center b u t t o n [ B L .
1 1 . H o l d d o w n (Ctry, a n d press [Homel to m a k e cell A l t h e active cell. O n the Quick Access Toolbar, click the Save b u t t o n H I a n d t h e n c o m p a r e y o u r screen with Figure 4.
• Y O U H A V E C O M P L E T E D SKILL 2 O F 1 0
F i g u r e 4
Microsoft Excel Chapter 1 | C R E A T E W O R K B O O K S WITH EXCEL 2 0 1 0 173
• A cell's u n d e r l y i n g value can be a text value, a n u m b e r value, or a formula. A formula is a n e q u a t i o n t h a t performs m a t h e m a t i c a l calculations o n n u m b e r values in t h e worksheet.
• F o r m u l a s begin with an equal sign a n d often i n c l u d e an arithmetic operator— a s y m b o l t h a t specifies a m a t h e m a t i c a l o p e r a t i o n such as a d d i t i o n o r s u b t r a c t i o n .
1. Study t h e symbols t h a t Excel uses t o p e r f o r m m a t h e m a t i c a l o p e r a t i o n s , as s u m m a r i z e d in the table in Figure 1.
2 . I n cell D 4 , type = B 4 + C 4 a n d t h e n press [Enter].
The total number of bikes rented for the North location equals the sum of the values in cells B4 and C4, which is 190, the sum of 139 and 51.
When you type a formula, you might see a brief display of function names that match the first letter you type. This Excel feature, called Formula AutoComplete, assists in inserting formulas.
3 . In cell D 5 , type the formula to a d d cells B5 a n d C 5 , = B 5 + C 5 a n d then press [Enter).
4 . I n cell D 6 , type = a n d then click cell B6. Notice that B6 is inserted i n t o t h e formula, a n d cell B6 is s u r r o u n d e d b y a m o v i n g b o r d e r indicating that it is p a r t of an active formula as s h o w n in Figure 2 . —
5. Type + Click cell C6, a n d then press [Enter] t o display t h e result 107.
You can either type formulas or construct them by pointing and clicking in this manner.
• Continue to the next page to complete the skill )
174 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
S y m b o l s U s e d i n E x c e l f o r A r i t h m e t i c O p e r a t o r s
• F i g u r e 1
Operator Symbol Operation
+ ( p l u s s i g n ) A d d i t i o n
- ( m i n u s s i g n ) S u b t r a c t i o n (also n e g a t i o n )
* ( a s t e r i s k ) M u l t i p l i c a t i o n
/ ( f o r w a r d s l a s h ) D i v i s i o n
% ( p e r c e n t s i g n ) P e r c e n t A ( c a r e t ) E x p o n e n t i a t i o n
Displayed values in D4 and D5
Moving border around B6
Beginning of formula in D6
F i g u r e 2
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It 1 2 I 3 LOCATION 4 NORTH
ASPEN FALLS PARKS AND RECREATION
BIKE RENTALS AT ASPEN LAKE AREA
CHILDREN ADULT TOTAL DIFFERENCE RENTAL FEE TOTAL FEES
1 3 9 5 1 F L 9 0
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SKILL 3 : Construct Addition a n d Subtraction Formulas i C ?; : * ;? ^
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B F C D j E | Aspen Falls Parks and Recreation Bike Rentals at Aspen Lake Area
Location Children Adult Total Difference Rental Fee Total Fees
North 139| 5l] 19o|=B4-C4
Soutth 108 60 168 Easst 75 32 107 West 246 170 416 Total
Cancel button
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Subtraction
formula in E4
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3 Location Children Adult Total 4 North 139 51 190 5 Soutth 108 60 168 6 Easst 75 32 107 7 8
West Total
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c d e 1 f 1 s : Aspen Falls Parks and Recreation Bike Rentals at Aspen Lake Area
Difference Rental Fee Total Fees 88 6 " 48 7
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6. In cell D 7 , use p o i n t a n d click to c o n s t r u c t a f o r m u l a t h a t a d d s cells B7 a n d C 7 .
7. In cell E4, t y p e =B4-C4 O n t h e formula bar, notice that t h e Cancel a n d Enter b u t t o n s display to the left of t h e f o r m u l a as s h o w n in F i g u r e 3.
If you make an error entering a formula, you can click the Cancel button and then start over. Alternately, you can press the [Esc] key.
8. O n t h e formula bar, click t h e Enter b u t t o n 0 to confirm the e n t r y while keeping cell E4 t h e active cell. Notice t h a t t h e u n d e r l y i n g value for cell E4 displays as a formula in t h e formula bar a n d t h e display value, 8 8 , displays in t h e cell as a result of t h e formula.
9. In cell E5, use p o i n t a n d click to enter t h e formula =B5-C5 t o display t h e difference for t h e S o u t h location. (You will c o m p l e t e the c o l u m n E formulas in Skill 7.)
10. Type the following data using t h e (T) to move t o t h e next row, a n d t h e n c o m p a r e y o u r screen w i t h F i g u r e 4.
Cell F 4
F5 F 6
F 7
Value 6 7 10 7
11. Save £3 the w o r k b o o k .
• Y o u h a v e c o m p l e t e d Skill 3 of 10
F i g u r e 4
Microsoft Excel Chapter 1 | C r e a t e Workbooks with Excel 2010 175
• SKILL 4 : Construct Multiplical
• T h e four m o s t c o m m o n o p e r a t o r s for a d d i t i o n ( + ) , s u b t r a c t i o n (-), m u l t i p l i c a t i o n (*), a n d division (/) can b e f o u n d o n t h e n u m b e r keypad at t h e right side of a s t a n d a r d keyboard.
1. In cell G 4 , t y p e = D 4 * F 4 — t h e formula t h a t m u l t i p l i e s t h e total N o r t h bikes r e n t e d by its rental fee. O n t h e F O R M U L A B A R , click t h e Enter b u t t o n 0 , a n d t h e n c o m p a r e y o u r screen w i t h F I G U R E 1.
The underlying formula—the formula as displayed in the formula bar—multiplies the value in cell D4 (190)—by the value in cell F4 (6) and displays the result in cell G4 (1140).
2 . I n t h e range G5:G7, enter t h e following formulas:
3.
Cell G5 G6 G7
Formula =D5*F5 =D6*F6 =D7*F7
I n cell A l l , t y p e Percent of Adull Bikes Rented a n d t h e n press [Enter].
4 . Select cells A 1 1 : B 1 1 . O n t h e H o m e tab, i n t h e A l i g n m e n t group, click t h e Merge & Center b u t t o n arrow [M], a n d t h e n o n t h e displayed list, click Merge Across. C o m p a r e y o u r screen w i t h F I G U R E 2.
Merge Across will merge the selected cells without centering.
• Continue to the next page to complete the skill •
UNDERLYING VALUE IN
THE FORMULA BAR
D I S P L A Y E D
VALUE IN G 4
F I G U R E 1
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BIKE RENTALS AT ASPEN LAKE AREA
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FORMULAS E N T E R E D 5 SOUTTH 1 0 8 6 0 1 6 8 4 8 7 1 1 7 6
INTO G 4 : G 7 6 EASST 7 5 3 2 1 0 7 1 0 1 0 7 0
7 WEST 2 4 6 1 7 0 4 1 6 7 _ 2 9 1 2
8 TOTAL
A 1 1 : B 1 1 M E R G E D
W I T H TEXT TRUNCATED
F I G U R E 2
ASPEN FALLS PARKS AND RECREATION
BIKE RENTALS AT ASPEN LAKE AREA
PERCENT OF ADULT BIKE
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176 C R E A T E W O R K B O O K S WITH EXCEL 2 0 1 0 | Microsoft Excel Chapter 1
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3 Location Children Adult Total Difference Rental Fee Total Fees 4 North 139 51 190 88 6 1140 5 Soutth 108 60 168 48 7 1176 6 Easst 75 32 107 10 1070 7 West 246 170 416 7 2912 8 Total 9 10 11 Percent of Adult Bike: 'nT North | 0.268421 13 Soutth 14 Easst 15 West 16 17 18 19 20 21
Underlying value in the formula bar
Displayed value in B12
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139 51 190 88 6 1140 108 60 168 48 7 1176 75 32 107 10 1070
246 170 416 7 2912
Bike Rentals at Aspen Lake Area Location Children Adult Total Difference Rental Fee Total Fees North Soutth Easst West Total
Percent of Adult Bike: North 0.26842 Soutth 0.35714 Easst 0.29907 West I 0.408651
Displayed values in B12:B15
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5. Select t h e range A4:A7, a n d t h e n o n t h e H o m e tab, in t h e Clipboard group, click the Copy b u t t o n | § . M a k e cell A12 t h e active cell, a n d t h e n in t h e Clipboard group, click t h e Paste b u t t o n .
The four location labels are copied to the range A12:A15.
6. Press [Esc] to remove t h e m o v i n g b o r d e r a r o u n d t h e copied cells.
7. In cell B12, c o n s t r u c t t h e f o r m u l a to divide t h e n u m b e r of Adult bikes r e n t e d from t h e N o r t h location b y t h e Total bikes rented in t h e N o r t h location, = C 4 / D 4 a n d t h e n o n t h e formula bar, click t h e Enter b u t t o n 0 - C o m p a r e y o u r screen with
— Figure 3 .
The underlying formula in B12 (-C4/D4) divides the value in cell C4 (51) by the value in cell D4 (190) and displays the result in cell B12 (0.268421).
Percentages are calculated by taking the amount divided by the total and will be displayed in decimal format.
C o n s t r u c t t h e formulas to calculate t h e Percent of Adult Bikes r e n t e d for each location using t h e (T) to move to t h e n e x t row, a n d t h e n c o m p a r e y o u r screen w i t h Figure 4 .
8.
Cell B13 B14 B15
Formula = C 5 / D 5 = C 6 / D 6 = C 7 / D 7
9. Save [a] t h e w o r k b o o k .
• You have completed Skill 4 of 10
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 177
• T h e letter that displays at the t o p of a c o l u m n is t h e column heading. T h e n u m b e r t h a t displays at t h e left of a r o w is t h e row heading.
• Recall that f o r m a t t i n g is the process of specifying t h e a p p e a r a n c e of cells o r t h e overall layout of a worksheet.
1 . At t h e t o p of c o l u m n A, p o i n t t o the right b o r d e r of the c o l u m n A h e a d i n g to display t h e \±\ pointer.
2. D r a g to the right u n t i l t h e ScreenTip indicates Width: 13.00 (96pixels) as s h o w n in Figure 1.
The default column width will display 8.43 characters when formatted in the standard font. Here, the width has been increased to display more characters.
3 . Release t h e m o u s e b u t t o n . In the c o l u m n B h e a d i n g , p o i n t anywhere to display t h e f±] pointer, a n d t h e n drag right to select c o l u m n s B t h r o u g h G.
4 . W i t h c o l u m n s B:G selected, p o i n t to t h e r i g h t b o u n d a r y of any selected c o l u m n h e a d i n g to display t h e [+1 pointer, a n d t h e n d r a g to t h e right until t h e w i d t h in t h e ScreenTip indicates Width: 12.00 (89 pixels) as s h o w n in Figure 2.
5. Release t h e m o u s e b u t t o n . Point to t h e row 1 h e a d i n g , a n d t h e n w i t h t h e 0 pointer, click to select t h e entire row. Point t o the b o t t o m b o u n d a r y of t h e r o w h e a d i n g to display t h e \±\ pointer, a n d t h e n d r a g d o w n until t h e h e i g h t in t h e ScreenTip indicates Height 22.50 (30 pixels). Release t h e m o u s e b u t t o n .
• C O N T I N U E T O T H E N E X T P A G E T O C O M P L E T E T H E SKILL
•
178 C R E A T E W O R K B O O K S WITH EXCEL 2 0 1 0 | Microsoft Excel Chapter 1
PPI
C O L U M N H E A D I N G S — K B
S C R E E N T I P
1+1 POINTER
R O W H E A D I N G S -
•
F i g u r e 1
LOCATION
NORTH
SOUTTH
EASST
WEST
TOTAL
CHILDREN ADULT TOTAL DIFFERENCE RENTAL FEE TOTAL FEES
1 3 9 5 1 1 9 0 8 8 6 1 1 4 0
1 0 8 6 0 1 6 8 4 8 7 1 1 7 6
7 5 3 2 1 0 7 1 0 1 0 7 0
2 4 6 1 7 0 4 1 6 7 2 9 1 2
9
1 0
1 1 PERCENT OF ADUL BIKES REM
1 2 NORTH
1 3 SOUTTH
1 4 EASST
1 5 WEST
L 7
1 8
1 9
2 0
X L
• M . . . J L - . 1 . . - - J ? I . 1 . . . ASPEN FALLS PARKS AND RECREATION
BIKE RENTALS AT ASPEN LAKE AREA
0 . 2 6 8 4 2
0 . 3 5 7 1 4
0 . 2 9 9 0 7
0 . 4 0 8 6 5
Sheet 1 S h w a S"ect3 .. .E.<I Rtld) — > • - *v
S C R E E N T I P
E L P O I N T E R
C O L U M N S
: G SELECTED
F i g u r e 2
1 2_\ 3^ LOCATION
4 NORTH
5 SOUTTH
6 EASST
7 WEST
8 TOTAL
9
1 0
1 1 PERCENT OF ADUL
1 2 NORTH
1 3 SOUTTH
1 4 EASST
ASPEN FA IS PARKS AND RECREATION
CHILDREN ADULT
1 3 9
1 0 8
7 5
2 4 6
BIKE REN
5 1
6 0
3 2
1 7 0
BIKES RENTED
0 . 2 6 8 4 2 1 0 5
0 . 3 5 7 1 4 2 8 6
0 . 2 9 9 0 6 5 4 2
0 . 4 0 8 6 5 3 8 5
ALS AT ASPEN U KE AREA
TOTAL
1 9 0
1 6 8
1 0 7
4 1 6
DIFFERENCE RENTAL FEE TOTAL FEES
8 8 6 1 1 4 0
4 8 7 1 1 7 6
1 0 1 0 7 0
7 2 9 1 2
Sheet 1 Shoca Sheets -"J :7I« » v m » « - 3 1 M 3 S « S 5 Count 3 ; June S»W33AJ i 3D 3 3 130* - .
SKILL 5 : Adjust Column Widths a n d Apply Cell Styles
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A Bike Rentals at Aspen Lake Area
I -
i 2
3
4
5
6
7
8
9
1 0
1 1 P E R C E N T O F A D U L T B I K E S R E N T E D
B I K E R E N T A L S A T A S P E N L A K E A R E A
L O C A T I O N
N O R T H
S O U T T H
E A S S T
W E S T
T O T A L
T O T A L D I F F E R E N C E R E N T A L F E E
1 3 9 5 1 1 9 0
1 0 8 6 0 1 6 8
7 5 3 2 1 0 7
2 4 6 1 7 0 4 1 6
T O T A L F E E S
1 1 4 0
1 1 7 6
1 0 7 0
2 9 1 2
1 2 N O R T H
1 3 S O U T T H
1 4 E A S S T
1 5 W E S T
1 6
1 7
1 8
1 9
2 0
W T K I I ; shMti
0 . 2 6 8 4 2 1 0 5
0 . 3 5 7 1 4 2 8 6
0 . 2 9 9 0 6 5 4 2
0 . 4 0 8 6 5 3 8 5
ShMt2 5heet3 Rudy ; • i S 3 f £ L 130*.
! » E J
A s p e n Falls P a r k s a n d R e c r e a t i o n
B I K E R E N T A L S A T A S P E N L A K E A R E A
'Localion Total Difference RentolT-ee Total Fees
4 North 1 3 9 5 1 1 9 0 8 8 6 1 1 4 0
5 Soutth 1 0 8 6 0 1 6 8 4 8 7 1 1 7 6
6 Easst 7 5 3 2 1 0 7 1 0 1 0 7 0
7 West 2 4 6 1 7 0 4 1 6 7 2 9 1 2
8 Total
9
1 0
1 1 P E R C E N T O F A D U L T B I K E S R E N T E D
1 2 N O R T H
1 3 S O U T T H
1 4 i E A S S T
1 5 W E S T
1 6
1 7
1 8
1 9
2 0
A « » H S l H * t l
o«*dr |
0 . 2 6 8 4 2 1 0 5
0 . 3 5 7 1 4 2 8 6
0 . 2 9 9 0 6 5 4 2
0 . 4 0 8 6 5 3 8 5
S h w i 2 ShteO . "i H i t J t f L Counts JAIL 3 S B I M S '--j
R o w 1 height
adjusted t o 22.50
(30 pixels)
Accent6 cell style
and font size 16
applied to A1
F i g u r e 3
Italic applied to
cells A 3 : G 3 a n d
cells A 4 : A 8
40% - Accente cell style applied to A 2
6. Click cell A l , which is a merged a n d centered cell. In t h e Styles group, click the Cell Styles b u t t o n . In t h e Cell Styles gallery, u n d e r Titles and Headings, use Live Preview to view cell A l as you p o i n t to Heading 1 a n d t h e n Heading 2.
A cell style is a prebuilt set of formatting characteristics, such as font, font size, font color, cell borders, and cell shading.
7. U n d e r T h e m e d Cell Styles, click t h e Accent6 style. In t h e Font group, click t h e Font Size arrow |» a n d t h e n click 16. Click cell A2, a n d t h e n c o m p a r e your screen w i t h F i g u r e 3.
8. In cell A2, using t h e t e c h n i q u e y o u just practiced, from t h e Cell Styles gallery, apply t h e 4 0 % - Accent6 cell style. In t h e Font group, click the Increase Font Size b u t t o n \&\ o n e t i m e t o change t h e font size to 12.
9. Select t h e range A3:G3. W i t h the | | p o i n t e r positioned anywhere over t h e selected range, right-click to display a s h o r t c u t m e n u a n d t h e M i n i toolbar. O n t h e M i n i toolbar, click the Italic b u t t o n \T\ to apply italic to the text within each of t h e selected cells.
10. Select t h e range A4:A8. Display t h e M i n i toolbar, a n d t h e n apply Italic t o t h e selected range. C o m p a r e y o u r screen w i t h F i g u r e 4.
11. Save H the workbook.
• Y o u h a v e c o m p l e t e d Skill 5 o f 1 0
F i g u r e 4
Microsoft Excel Chapter 1 | C r e a t e Workbooks W I T H Excel 2 0 1 0 179
• SKILL 6 : Use the SUM Function
• You can create y o u r o w n formulas, o r you can use a function—a prewritten Excel f o r m u l a that takes a value o r values, p e r f o r m s an operation, a n d r e t u r n s a value or values.
• T h e S u m b u t t o n is used to insert c o m m o n functions into a worksheet.
• W h e n cell references are used in a f o r m u l a o r function, editing the values in those cells results in t h e formula o r function automatically recalculating a new result.
1 . Click cell B8. In t h e Editing group, click the S u m b u t t o n [§]. Notice t h a t t h e range B4:B7 is s u r r o u n d e d by a m o v i n g border, a n d =SUM(B4:B7) displays in cell B8 a n d in t h e formula bar as s h o w n in Figure 1. -
SUM is an Excel function that adds all the numbers in a range of cells. The range in parentheses, (B4:B7), indicates the range of cells on which the SUM function will be performed.
When the Sum button is used, Excel first looks above the selected cell for a suitable range of cells to sum. When no suitable data is detected, Excel then looks to the left and proposes a range of cells to sum.
2. Press (ENTER) to display t h e function result— 568.
3 . Select t h e range C 8 : D 8 . O n t h e H o m e tab, i n t h e Editing group, click t h e Sum b u t t o n M , a n d t h e n c o m p a r e y o u r screen w i t h Figure 2.
• C O N T I N U E T O T H E N E X T P A G E T O C O M P L E T E T H E SKILL
180 C R E A T E W O R K B O O K S WITH EXCEL 2 0 1 0 | Microsoft Excel Chapter 1
S U M BUTTON
R A N G E OF CELLS
TO B E S U M M E D
SURROUNDED BY
M O V I N G BORDER
S U M FUNCTION
WITH RANGE IN
P A R E N T H E S E S
S C R E E N T I P
P R O V I D E S ADDITIONAL
INFORMATION A B O U T
THE FUNCTION
F i g u r e 1
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X • A : =SUM(B4:B7]
B
A S P E N FALLS P A R K S A N D R E C R E A T I O N
Location North Soutth Easst West Total
BIKE RENTALS AT A S P E N LAKE AREA Adult Total Difference Rental Fee Total Fees T I L ) ] 5 1 1 9 0 8 8 6 1 1 4 0
1 0 8 | 6 0 1 6 8 4 8 7 1 1 7 6
7 5 ! 3 2 1 0 7 1 0 1 0 7 0
2 4 6 1 1 7 0 4 1 6 7 2 9 1 2
= S U M ( | Sul.l'numberl. . l r . u n i b » 2 l [
PERCENT OF ADULT BIKES RENTED
NORTH
SOUTTH
EASST
WEST
0 . 2 6 8 4 2 1 0 5
0 . 3 5 7 1 4 2 8 6
0 . 2 9 9 0 6 5 4 2
0 . 4 0 8 6 5 3 8 5
Slieetl Shee-J ShttQ
RESULT O F S U M
FUNCTION D I S P L A Y S
IN CELLS
F i g u r e 2
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I Location Oi [North Soutth lEasst •VEST 8 1 Total
9 !
1 0 I
1 1 J PERCENT OF ADULT BIKES RENTED
1 2 J NORTH 0 . 2 6 8 4 2 1 0 5
1 3 I SOUTTH 0 . 3 5 7 1 4 2 8 6
1 4 ! EASST 0 . 2 9 9 0 6 5 4 2
1 5 ;WEST 0 . 4 0 8 6 5 3 8 5
1 6
R E C R E A T I O N
BIKE RENTALS AT A S P E N LAKE AREA Adult Total Difference Rental Fee Total Fees 1 3 9 5 1 1 9 0 8 8 6 1 1 4 0
1 0 8 6 0 1 6 8 4 8 7 1 1 7 6
7 5 3 2 1 0 7 1 0 1 0 7 0
2 4 6 170 4 1 6 7 2 9 1 2 5 6 8 | 313 SSLL
Sheet I S-ei:2 5-st-.: - v w j j s S - N C o u n t ; SUB* 11*4 130S - "
SKILL 6: Use the SUM Function
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I 2 1 2 3 LOCATION CHILDREN ADULT 4 Afort/i 5 Soutt/i 6 ] EASST 7_i West 8_!roto/ 9 10 11 Percent of Adult Bikes Rented 12 North 0.26842105
Aspen Falls Parks and Recreation Bike Rentals at Aspen Lake Area
TOTAL DIFFERENCE RENTAL FEE TOTAL FEES 139 51 190 88 6 1140 108 60 168 48 7 1176 75 32 107 10 1070 246 170 416 7 2912 568 313 881 1 6298|-
13 Soutth 14 Easst 15 !West 16 ; 17 18 19 20] I'T'TH S h e e t l
0.3S714286 0.29906542 0.40865385
Underlying SUM function
Displayed value is 6298
Sheet? Snee:3 - J
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H T - J •
Fs;» lay 31.1
••it - A" B I 11 - _ •
Aspen Falls Parks and Recreation LOCATION NORTH SOUTTH EASST WEST TOTAL
Bike Rentals at Aspen Lake Area ADULT TOTAL DIFFERENCE
REN TALFEE TOTAL FEES 139 108 1751 246 668 170 363
L
190 168 257 416 1031
10 11 Percent of Adult Bikes Rented 12 North 0.26842105 13 Soutth 0.35714286 14 Easst 0.31906615 15 West 0.40865385 16 17 18 19 20 B u a / 1
£n?st2 S~eeC3 * J
6 1140 7 1176 10 2570 7 2912
7798 J
B6 and C6 numeric values changed
Total values recalculated Percent recalculated
F i g u r e 4
5.
6.
4 . Click cell C8, a n d t h e n in t h e formula bar, verify that the S U M function adds t h e values in t h e range C4:C7.
Click cell D 8 , a n d verify t h a t the S U M function a d d s t h e values in the range D 4 . D 7 .
Using t h e t e c h n i q u e j u s t practiced, in cell G8, insert t h e SUM function t o a d d t h e values in t h e r a n g e G4:G7. Select cell G8, a n d t h e n c o m p a r e y o u r screen with
— Figure 3 .
7. In cell B6, t y p e 175 Watch t h e total in cell B8 u p d a t e as you press [Tab].
In cell B8, the displayed value changed to 668, but the underlying formula remained the same.
8. In cell C6, type 82 a n d t h e n press [Enter) t o u p d a t e t h e values in cells t h a t c o n t a i n formulas referring to cell C 6 as s h o w n in
— Figure 4 .
9. Save [60 t h e w o r k b o o k .
• You have completed Skill 6 of 10
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 181
SKILL 7 : C o p y Forn
Text, n u m b e r s , formulas, a n d functions can b e c o p i e d d o w n rows a n d also across c o l u m n s to insert formulas a n d functions quickly.
W h e n a f o r m u l a is copied to a n o t h e r cell, Excel adjusts t h e cell references relative to the new location of t h e formula.
2.
3.
1. Click c e U E 5 .
To use the fill handle, first select the cell that contains the content you want to copy— here the formula -B5-C5.
W i t h cell E5 selected, p o i n t t o the fill handle—the small black square in t h e lower right corner of t h e selection— u n t i l t h e L±] p o i n t e r displays as s h o w n in F i g u r e 1.
D r a g the |+J p o i n t e r d o w n to cell E7, a n d t h e n release t h e m o u s e b u t t o n .
4 . Click cell E6, a n d verify t h e f o r m u l a c o p i e d from E5 is =B6-C6. Click cell E 7 , a n d verify t h e copied formula is -B7-C7 as s h o w n in F i g u r e 2 .
In each row, Excel copied the formula but adjusted the cell references relative to the row number—B5 changed to B6 and then to B7. This adjustment is called a relative cell reference because it refers to cells based on their position in relation to (relative to) the cell that contains the formula.
• C o n t i n u e t o t h e n e x t p a g e t o c o m p l e t e t h e skill ^
S pointer
displays over
the fill handle
of cell E5
F i g u r e 1
B5 changed to 8 7
and
C5 changed to C7
Inlflt • Z '
J * DtMl • $ •
• r - w- 21 ' "** 0 F a r m i n g - s . liBle • S:,«i • . ^ F ° ^ * • , '
Location North Soutth Eosst West Total
Children Bike Rentals at Aspen Lake Area
Adult Total Difference 139 51 190 108 60 168| 175 82 257 246 170 416 668 363 1031
Rental Fee Total Fees 6 1140 7 1176
10 2570 7 2912
7798
10 11 Percent of Adult Bikes Rented 12 North 13 Soutth 14 Easst 15 West 16 17 18 19 20
i T T r w ; sheen
0.26842105 0.35714286 0.31906615 0.40865385
Shaet2 5hs*t3
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j S i . 2 3 130% •'- I f l J
F i g u r e 2
i a
A s p e n Falls P a r k s a n d R e c r e a t i o n Bike Rentals at Aspen Lake Area
Location Children Adult Total Difference Rental Fee Total Fees North 139 51 190 88 6 1140 Soutth 108 60 168 48 7 1176 Easst 175 82 257 93 10 2570 West 246 170 416| 76| 7 2912 Total 668 363 1031 7798
Percent of Adult Bikes Rented North 0.26842105 Soutth 0.35714286 Easst 0.31906615 West 0.40865385
Sheetl S.k««-.2 SPH-3 182 C r e a t e Workbooks with Excel 2010 | Microsoft Excel Chapter 1
SKILL 7: C o p y Formul sing the Fill Handle
D • EE-
f o r t
• A A
J . - A
Gineral
U : =SUM(B4:B
Location North Soutth Easst West Total
Children 1
2
3
4
5
6
7
8
9
1 0 ;
11
12 Percent of Adult Bikes Rented
13 North 0.26842105
14 Soutth 0.35714286
15 Easst 0.31906615
16 West 0.40865385
17
Aspen Falls Parks and Recreation Bike Rentals at Aspen Lake Area
Adult Total Difference Rental Fee Total Fees 139 51 190 88 6 1140 108 60 168 48 7 1176 175 82 257 93 10 2570
246 170 416 76 7 2912
668| 363 1031 7798
Function range adjusted to include new row
New blank row 6
Slwctl >-.««2 Si*<-3 jJLI as urn — Figure 3
h me_Rrj|
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Children Adult 139
108
153
175
246
821
3 Location 4 _ North
5 Soutt/i 6 Central 7 Easst 8 West
9 Toto/
10
11
12 Percent of Adult Bikes Rented
13 North 0.26842105
14 Soutth 0.35714286
15 Easst 0.31906615
16 West 0.40865385
17
18
19
20
< < > B Sheetl "Sht«a" 5Kt€t3 _± 1
Aspen Falls Parks and Recreati Bike Rentals at Aspen Lake Area
Total Difference 51' 60
93J
82
170
456
Rental Fee Total Fees TT4CT1 168 246
48
60
257
416
1277
1176
1968
2570 K
2912
9766
Hil Reeff/ Count-i SuwSMl Li3 3(33 IWi'r
Values in D5:G5 copied to D6:G6
Auto Fill Options button
Number value changes to 8
5.
6.
8.
9.
F i g u r e 4
Click cell A6. In t h e Cells group, click t h e Insert b u t t o n arrow, a n d t h e n click Insert Sheet Rows. Click cell B9, a n d t h e n c o m p a r e y o u r screen w i t h Figure 3 .
The function in cell B9 automatically updates to include the new row.
When you insert a new row or column, the cell references and the ranges in formulas or in functions adjust to include the new row or column.
In cell A 6 , t y p e Central a n d t h e n press [Tab], Notice t h a t t h e formatting (italic) from cell A7 was applied t o t h e inserted row.
7. In cell B6, t y p e 153 a n d t h e n press pTabl to enter t h e value a n d u p d a t e t h e c o l u m n total in cell B9 to 821.
In cell C 6 , t y p e 93 a n d press [Tab).
Select cells D5:G5. Point t o the fill h a n d l e so that the [+) p o i n t e r displays, a n d t h e n drag the 0 p o i n t e r d o w n o n e row. Release t h e m o u s e b u t t o n , and notice t h e Auto Fill O p t i o n s b u t t o n | | ] displays as s h o w n in Figure 4.
When you copy number values using the fill handle, the numbers automatically incre ment for each row or column. Here, the number value in cell F5 increased by one when it was copied to cell F6.
10. Click t h e Auto Fill O p t i o n s b u t t o n H, a n d t h e n click Copy Cells.
With the Copy Cells option, number values are literally copied and do not increment. Here, the number value in cell F6 changes to 7.
11. Save H t h e w o r k b o o k .
• You hove completed Skill 7 of 10
Microsoft Excel Chapter T | Create Workbooks with Excel 2010 183
• Always check spelling after you have finished f o r m a t t i n g a n d editing y o u r w o r k s h e e t data.
1 . Click cell A15, a n d repeat the t e c h n i q u e used previously to insert a n e w row.
2. I n cell A15, t y p e Central a n d t h e n press [Enter]. Click cell B14, a n d t h e n use t h e fill h a n d l e t o copy t h e formula d o w n to cell B15. C o m p a r e y o u r screen w i t h F i g u r e 1. -
3 . Click cell A2. Click in t h e formula bar, a n d t h e n use the a r r o w keys to m o v e to t h e left of t h e w o r d Area. Type Recreation A d d a space as needed, a n d t h e n press (Enter).
4 . Click cell F4, a n d t h e n with t h e [O] pointer, d r a g r i g h t from cells F4 to G4. H o l d d o w n fCtifl, a n d t h e n click cell G9.
You can select nonadjacent ranges by holding down [ Ctrl 1.
5. In t h e Styles group, click t h e Cell Styles b u t t o n , a n d t h e n u n d e r N u m b e r Format, click Currency [0].
6. Select t h e range B13:B17. In t h e N u m b e r g r o u p , click t h e Percent Style b u t t o n [%], a n d t h e n click the Increase Decimal b u t t o n [Ml o n e t i m e .
The Increase Decimal and Decrease Decimal buttons do not actually add or remove deci mals, but they change how the underlying decimal values display in the cells.
7. Select t h e range B9:D9. H o l d d o w n IctiT), a n d t h e n click cell G9. In t h e Styles g r o u p , click t h e Cell Styles b u t t o n . U n d e r Titles a n d Headings, click t h e Total style. Click ceD A10, a n d t h e n c o m p a r e y o u r screen w i t h F i g u r e 2.
• Continue to the next page to complete the skill
184 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
V
Central entered in new row
Formula copied to B15
F i g u r e 1
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K M * < S / D 5 - A B C D E F G H 1 » •
1 Aspen Falls Parks and Recreation 2 Bike Rentals at Aspen Lake Area
3 Locution Children Adult Total Difference Rental Fee Total Fees 4 North 139 51 190 88 6 1140
•
5 Soutth 108 60 168 48 7 1176 6 Central 153 93 246 60 7 1722
7 Eosst 175 82 257 93 10 2570
8 West 246 170 416 76 7 2912
9 Total 821 456 1277 9520 10
11
12 Percent of Adult Bikes Rented
13 North 0.26842105
14 Soutth 0.35714286
Central 0.37804878
16 Easst 0.31906615 K
17 West 0.40865385
18
19
20
S h M t l S h « « U S M « t 3
0.347SJXI9 C « M * 5uwO.JJ5IM«K >EAi3£l 1 5 0 " . ' - H I
Subtitle edited
Currency [0] style applied
Total style applied
Percent style applied
F i g u r e 2
• A
m * * a- g - §t TabK * Stile, •
S c r t l tint &
Aspen Falls Parks and Recreation
3 Location
4 North
5 Soofth
6 Central
Bike Rentals at Aspen Lake Recreation Area
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F i g u r e 3
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Styles b u t t o n , a n d t h e n u n d e r N u m b e r Format, click C o m m a [0]. Select cell A12. Click t h e Cell Styles b u t t o n , and t h e n click 4 0 % - Accent6.
9. Press fCtrT) + [Home) t o m a k e cell A l active. O n the Review tab, in t h e Proofing group, click t h e Spelling b u t t o n .
The Spelling checker starts with the active cell and moves to the right and down, so making cell Al the active cell before beginning is useful.
10. In t h e Spelling dialog box, u n d e r N o t in Dictionary, notice the w o r d Soutth, as s h o w n in Figure 3 .
F i g u r e 4
This word is not in the Office dictionary; however, words not in the dictionary are not necessarily misspelled. Many proper nouns or less commonly used words are not in the Office dictionary.
1 1 . U n d e r Suggestions, verify that t h e correct spelling, South, is selected, a n d t h e n click the Change b u t t o n t o correct t h e spelling a n d to m o v e to the next w o r d n o t in t h e Office dictionary.
12. U n d e r Suggestions, verify that t h e correct spelling. East, is selected, a n d t h e n click t h e Change All b u t t o n t o correct its spelling in t h e entire worksheet.
13 . C o n t i n u e to use the Spelling checker to correct any r e m a i n i n g e r r o r s . W h e n t h e message T h e spelling check is complete for the entire sheet displays, as s h o w n in Figure 4, click OK.
When words you use often are not in the Office dictionary, you can click Add to Dictionary to add them.
14. Save __] the w o r k b o o k .
• You have completed Skill 8 of 10
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Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 185
• In Excel, Page Layout view is used to change the page orientation, work with page headers a n d footers, o r set m a r g i n s for p r i n t i n g .
1. Click t h e I n s e r t t a b , a n d t h e n in t h e Text g r o u p , click t h e H e a d e r & F o o t e r b u t t o n t o switch to Page L a y o u t v i e w a n d to o p e n the H e a d e r area.
2. O n t h e D e s i g n t a b , in t h e N a v i g a t i o n g r o u p , click t h e G o t o F o o t e r b u t t o n t o m o v e t o t h e Footer area. Click just above t h e w o r d Footer t o place t h e insertion p o i n t in t h e left section of t h e Footer area. C o m p a r e y o u r screen w i t h F i g u r e 1.
3 . In t h e H e a d e r & F o o t e r E l e m e n t s g r o u p , click t h e File N a m e b u t t o n to insert t h e &[File] placeholder into t h e left section of t h e F o o t e r area.
Predefined headers and footers insert placeholders with instructions for printing. Here, the &[File] placeholder instructs Excel to insert the file name when the worksheet is printed.
4 . Click in t h e m i d d l e section of t h e Footer area, a n d t h e n click t h e C u r r e n t D a t e b u t t o n . Click t h e r i g h t section of t h e Footer area, a n d t y p e Parks a n d Recreation Click in a cell just above t h e footer to exit t h e Footer area.
5. Click t h e Page L a y o u t t a b . In the S h e e t O p t i o n s g r o u p , u n d e r G r i d l i n e s , select t h e P r i n t check box. In t h e Page S e t u p g r o u p , click t h e M a r g i n s b u t t o n , a n d t h e n below t h e M a r g i n s gallery, click C u s t o m M a r g i n s . In t h e Page S e t u p dialog box, u n d e r C e n t e r o n p a g e , select t h e H o r i z o n t a l l y check box, a n d t h e n c o m p a r e y o u r screen w i t h F i g u r e 2 .
Continue to the next page to complete the skill
Header & Footer Tools Design
contextual tab
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Edges of paper display in Page
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F i g u r e 1
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86 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
SKILL 9: Create Footers a n d C h a n g e Page Settings
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Gridlines will print
File name, date, and text display in footer area
F i g u r e 3
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line - Sheetl renamed
Sheet2 and Sheet3 deleted Normal button on status bar
6. In t h e Page Setup dialog box, click Print Preview, a n d t h e n c o m p a r e y o u r screen with F i g u r e 3 .
In the Backstage, the Print page displays a preview of the worksheet and is used to modify print settings.
7. Click t h e H o m e tab. O n the lower right side of t h e status bar, click the Normal b u t t o n [§§ t o r e t u r n to N o r m a l view, a n d t h e n press [Ctrl] + [Home].
Normal view maximizes the number of cells visible on the screen. The page break—the dotted line between columns G and H— indicates where one page ends and a new page begins.
8. At the b o t t o m of y o u r worksheet, click t h e Sheet2 sheet tab to display Sheet2. H o l d d o w n |Ctrl), a n d t h e n click the Sheet3 sheet tab. O n t h e H o m e tab, in the Cells group, click the Delete button arrow, and t h e n click Delete Sheet.
Deleting unused worksheets saves storage space and removes any doubt that additional information is in the workbook. When you delete a worksheet with data, Excel displays a warning so you can cancel the deletion.
9. At the b o t t o m of your worksheet, right- click the S h e e t l sheet tab, a n d t h e n from the s h o r t c u t m e n u , click Rename. Type Bike Rentals a n d then press [Enter). C o m p a r e y o u r screen w i t h F i g u r e 4 .
10. Save B t h e w o r k b o o k . Click t h e File tab, a n d then click Print. If you are directed by your i n s t r u c t o r to p r i n t , click t h e Print b u t t o n .
• You have completed Skill 9 of 10
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 1*7 F i g u r e 4
U n d e r l y i n g formulas a n d functions can be displayed a n d p r i n t e d .
W h e n formulas are displayed in cells, t h e o r i e n t a t i o n a n d worksheet scale m i g h t need to be changed so that the worksheet p r i n t s o n a single page.
1.
2.
3.
4.
Click t h e Formulas tab, a n d t h e n in t h e Formula Auditing group, click the Show Formulas b u t t o n to display t h e u n d e r l y i n g formulas in the cells as s h o w n in F i g u r e 1.
Columns often become wider when formulas are displayed. Here, the printed worksheet extends to a second page.
Display the Page Layout tab. Click t h e Page Setup Dialog Box Launcher 0. In the Page Setup dialog box, click the Print Preview b u t t o n .
Below the preview of the printed page, I of 3 indicates that the worksheet will print on three pages.
In t h e Backstage, o n the b o t t o m of t h e P r i n t page, click the Next Page b u t t o n H two times to view the second a n d the third pages. C o m p a r e your screen w i t h Figure 2. - O n t h e Print page, u n d e r Settings, click the Portrait Orientation b u t t o n , a n d then click Landscape Orientation so that the o r i e n t a t i o n will be wider t h a n it is tall.
Continue to the next page to complete the skill ^
Show Formulas button
Formulas display in cells
Page break
Figure 1
188 C R E A T E W O R K B O O K S WITH EXCEL 2010 | Microsoft Excel Chapter 1
Page 3 of 3 Figure 2
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SKILL 10: Display a n d Print Formulas a n d Scale Worksheets for Printing
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Click t h e Page Layout tab. I n the Scale t o Fit group, click t h e Width b u t t o n arrow, a n d t h e n click 1 page. Click t h e H e i g h t b u t t o n arrow, a n d t h e n click 1 page. T h e scaling is o n e page wide by o n e page tall as s h o w n in Figure 3.
Scaling adjusts the size of the printed worksheet to fit on the number of pages that you specify.
Click t h e File tab, a n d t h e n click Print. C o m p a r e y o u r screen w i t h Figure 4.
lofl displays at the bottom middle of the Print page to notify you that the worksheet will now print on one page.
If you are directed by y o u r instructor t o s u b m i t a p r i n t o u t of your formulas, click the Print b u t t o n .
Click t h e Formulas tab. In t h e Formula Auditing g r o u p , click t h e S h o w Formulas b u t t o n .
The values are displayed.
9. Save H t h e w o r k b o o k , a n d t h e n Close Excel.
10. S u b m i t y o u r p r i n t o u t s o r file as directed b y y o u r instructor.
Done! You have completed Skill 10 of 10 and your document is complete!
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 189
T h e f o l l o w i n g M o r e Skills a r e l o c a t e d a t w w w . p e a r s o n h i g h e r e d . c o m / s k i l l s
M o r e S k i l l s ^ C r e a t e N e w W o r k b o o k s f r o m T e m p l a t e s
Templates are used to build workbooks without having to start from scratch. You can save one of y o u r o w n workbooks as a template to use again, or you can download one of many predefined templates from Microsoft Office Online.
In More Skills 11, you will modify a T i m e C a r d template downloaded from Microsoft Office Online and then use the template to create a new weekly time card.
T o begin, open your web browser, navigate to www.pearsonhighered.com/skills, locate the name of your textbook, and then follow the instructions on the website.
M o r e S k i l l s ^ U s e R a n g e N a m e s i n F o r m u l a s
Instead of using cell references in formulas and functions, you can assign names that refer to the same cell or range. Range names can be easier to remember than cell references, and they can add meaning to formulas, making them easier for you and others to understand.
In More Skills 12, y o u will open a workbook and practice various ways to name cell ranges. You will then use the names in formulas.
T o begin, open y o u r web browser, navigate to www.pearsonhighered.com/skills, locate the name o f your textbook, and then follow the instructions o n the website.
M o r e S k i l l s ^ C h a n g e
Office themes are used to apply a coordinated set of colors, fonts, and graphic effects with a single click. You can use the Office themes, which were developed by graphics professionals, to provide a consistent and polished look and feel for all of your worksheets.
In More Skills 13, you will open a workbook, examine vari ous Office themes, and then change the theme of the worksheet.
To begin, open y o u r web browser, navigate to www.pearsonhighered.com/skills, locate the name o f your textbook, and then follow the instructions on the website.
M o r e S k i l l s ^ M a n a g e D o c u m e n t P r o p e r t i e s
Document properties are the detailed information about your workbook that can help you identify or organize your files, including the name of the author, the tide, and keywords. Some workbook properties are added to the workbook when you create it. You can add others as necessary.
I In M o r e Skills 14, you will open a workbook, open the
D o c u m e n t Information Panel, and add document properties.
T o begin, open y o u r web browser, navigate to www.pearsonhighered.com/skills, locate the name o f your textbook, and then follow the instructions on the website.
• 90 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
K e y T e r m s
Active cell 170 Arithmetic operator 174
Cell address 170
Cell reference 170
Cell style 179 Column heading 178
Displayed value 172 Fill handle 182
Formula 174 Formula AutoComplete 174
Formula bar 172
Function 180
Label 171
Name Box 173 Normal view 187
Number value 171 Page Layout view 186
Range 173 Relative cell reference 182
Row heading 178
Spreadsheet 170
SUM 180
Text value 171 Truncated 172 Underlying formula 176
Underlying value 172
Value 171
Workbook 170
Worksheet 170
O n l i n e H e l p S k i l l s
1. Start @ Excel. In the u p p e r right corner of the Excel window, click the Help b u t t o n In the Help window, click the Maximize ______ b u t t o n .
2. Click in t h e search box, t y p e insert c o l u m n s a n d t h e n click the Search b u t t o n \fi}. In the search results, click Insert or delete cells, rows, and c o l u m n s .
3 . Read t h e article's i n t r o d u c t i o n , a n d then below in this article, click Insert c o l u m n s o n a worksheet. C o m p a r e y o u r screen w i t h Figure 1.
Insert columns on a worksheet
Delete celts, rows, or columns
Figure 1
4. Read the section to see if you can answer the following: Explain h o w to insert m u l t i p l e c o l u m n s a n d why you might use this feature.
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 191
M a t c h i n g M a t c h each term in the second c o l u m n with its correct definition in the first c o l u m n by writing the letter of t h e t e r m o n the blank line in front of t h e correct definition.
1 . An Excel file that contains o n e or m o r e worksheets.
2 . T h e p r i m a r y d o c u m e n t that you use in Excel to store a n d work w i t h data, a n d which is formatted as a p a t t e r n of uniformly spaced h o r i z o n t a l a n d vertical lines.
3 . A n o t h e r n a m e for a worksheet.
4 . T h e cell, s u r r o u n d e d by a black border, ready to receive data o r be affected by the next Excel c o m m a n d .
5. T h e identification of a specific cell by its intersecting c o l u m n letter
a n d row n u m b e r .
6. D a t a in a cell—text or n u m b e r s .
7. D a t a in a cell m a d e u p of text only.
8. D a t a in a cell m a d e u p of n u m b e r s only.
9. A n o t h e r n a m e for a text value.
10. An Excel w i n d o w area that displays t h e address of a selected cell.
192 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
A Active cell
B Cell reference
C Label
D N a m e Box
E N u m b e r value
F Spreadsheet
G Text value
H Value
I W o r k b o o k
J Worksheet
M u l t i p l e C h o i c e C h o o s e t h e c o r r e c t answer.
1. T h e data displayed in a cell. A. Viewed value B. Inspected value C. Displayed value
2. An equation that performs m a t h e m a t i c a l calculations o n n u m b e r values.
A. M e t h o d B. Formula C . System
3 . A view that maximizes the n u m b e r of cells visible on the screen.
A. Page Layout view B. Standard view C. N o r m a l view
4 . T h e column letter and row n u m b e r that identify a cell.
A. Cell w i n d o w B. Cell address C. Cell file n a m e
5. An Excel window area that displays the value contained in the active cell.
A. Formula b a r B. W o r k b o o k C. N a m e Box
T o p i c s f o r D i s c u s s i o n 1. What is the advantage of using cell references instead of
actual n u m b e r values in formulas a n d functions?
2. W h a t are some things you can d o to make your worksheet easier for others to read a n d understand?
Assessment
6. Symbols that specify m a t h e m a t i c a l operations such as a d d i t i o n or s u b t r a c t i o n .
A. Hyperlinks B. B o o k m a r k s C. Arithmetic operators
7. T h e n u m b e r that displays at t h e left of a row. A. Row h e a d i n g B. Row n a m e C. Row b o r d e r
8. A prewritten Excel formula. A. A formula B. A function C . An e x p o n e n t
9. T h e small black square in t h e lower right corner of the active cell.
A. Border B. Fill h a n d l e C. Edge
10. Page headers a n d footers can b e changed in this view.
A. Print preview B. Page Layout view C. N o r m a l view
According to the Introduction to this chapter, how d o you decide which information to p u t in columns and which to p u t in rows?
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 193
Assessment
Skill C h e c k ( ^ ) T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• N e w blank Excel d o c u m e n t
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• Lastname_Firstname_e01_Sales
1 . Start Excel. In cell A l , type Aspen Falls Parks and Recreation a n d t h e n in cell A2, type Concession Sales at D u r a n g o C o u n t y Park In cell A3, type Location and then pressing [Tab] after each tide, type Food, Drinks, Total Sales, a n d Difference.
2. In rows 4 t h r o u g h 8, enter the following data starting in cell A4: Carol's Ice Cream 5794 3448 Joe's C a n d y 5821 4721 Jerry's Fudge 3950 2520 Alice's Fresh Fruit 9515 8661 Ray's Tacos 7488 7015
3 . In cell D 4 , type = B 4 + C 4 and then in cell E4, t y p e =B4-C4 Select t h e range D4:E4. Point t o t h e fill h a n d l e , a n d t h e n drag d o w n t h r o u g h r o w 8. C o m p a r e y o u r screen w i t h F i g u r e 1.
4 . Save t h e w o r k b o o k in your Excel Chapter 1 folder with the n a m e L a s t n a m e _ Firstname_e01_Sales
5. O n t h e Insert tab, in the Text group, click t h e Header 8c Footer b u t t o n . In the N a v i g a t i o n group, click the Go to Footer b u t t o n , a n d t h e n click in t h e left footer. In t h e Header 8c Footer Elements group, click the File N a m e b u t t o n . Click in a cell just above the footer. O n the lower right side of the status bar, click the N o r m a l b u t t o n . Press (CtrQ + IHomel.
6. In cell A9, type Totals a n d then select the range B9:D9. O n t h e H o m e tab, in the Editing group, click the Sum b u t t o n .
7. Select cell A7. In t h e Cells group, click the Insert button arrow, a n d t h e n click Insert Sheet Rows. In the new row 7, type the data David's Biscotti, 7183, a n d 5492
8. Select t h e range D6:E6, a n d then use the fill h a n d l e to copy the formulas d o w n o n e row.
9. In cell A13, type Drinks as a Percent of Total Sales
10. Select t h e range A4:A9, a n d then o n t h e H o m e tab, in the Clipboard group, click the Copy b u t t o n . Click cell A14, a n d t h e n in the Clipboard group, click the Paste b u t t o n . Press [Esc], a n d then c o m p a r e y o u r screen w i t h F i g u r e 2.
• Continue to the next page to complete this Skill Check •
194 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
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3 location Food Dtmks Total Sale* Dilfpicncp 4 Carol's Ice 5794 3448 9242 2346 5 Jetty's FIK 3950 25?0 6470 1430 • W t l j t O 7488 7015 14503 473 7 Joe's O n d 5821 4721 10542 1100
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3 Location Food Drinks Total Sates Difference 4 Carol's Ice 5794 3448 9242 2346 5 Jetty's Fuc 3950 2520 6470 1430 6 Ray's Taco 7488 7015 14503 473 7 David's Sit '183 5492 12675 1691 8 Joe's Cand 5821 4721 10542 1100 9 Alice's F i r 9515 8661 18176 854 10 Totals 39751 31857 71608
13 Dilnksasa Percent of Total Sales
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Concession Sales at Durango Countv Park
Location food Drinks TotaJ Sales Difference
4 Carol'sIce 5794 3448 9242 2346
) « f n / ' i Fuc 3950 2520 6470 1430
E Ray's Taco 7488 7015 14503 473
! David's Bit 7183 5492 12675 1691
1 loe'sCand 5821 4721 10542 1100
9 Alices Fre 9515 8661 18176 8S4
10 Totals 39751 31857 71608
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14 Carol's lei 0 37308
16 J Ray's T a a 0.48369
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F i g u r e 3
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1 • • • • • • 3 iocorxy food Drinks Total Soles Differ ence •'. Carol's Ice Cream $ 5,794 S 3,448 S 9,242 S 2.3*6 S Jerry's Fudge 3,950 2.520 6,470 1.430 6 Roy's ToCOi 7,488 7,015 14,503 473 7 David's Bisconi 7,183 5.492 12,675 1.691 8 Joe's Candy S.821 4.721 10,542 1.100 9 Alice's fresh fniH 9,515 8,661 18.176 854 10 Totals T 39,751 3 1 J 5 7 S 71.601
13 D - m i i a s j P n c M of Total Sates
Carol's Ice Cream
Jerry's Fudge
Ray's Tacos
David's Brscotti
toe's Candy
Mce's Fresh Fruit
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F i g u r e 4
1 1 . In cell B14, type = C 4 / D 4 a n d then o n t h e formula bar, click the Enter b u t t o n . I n cell B14, use the fill h a n d l e to copy t h e formula d o w n t h r o u g h row 19. C o m p a r e
— y o u r screen with F i g u r e 3 .
12. Select t h e range A1.E1, a n d t h e n o n t h e H o m e tab, in t h e Alignment group, click the Merge & Center b u t t o n . In the Styles group, click t h e Cell Styles b u t t o n , a n d then click Accent4. In the Font group, click the Font Size arrow, a n d then click 16. Select the range A2:E2, a n d then in the Alignment group, click the Merge & Center b u t t o n . Click the Cell Styles b u t t o n , a n d then click 60% - Accent4.
13. Select c o l u m n s A:E, p o i n t to the right b o u n d a r y of any selected c o l u m n heading, d r a g t o a c o l u m n w i d t h of 16.00 (117pixels), a n d then release t h e m o u s e b u t t o n .
14. Select the range A3:E3. H o l d d o w n [Ctrl,, a n d then select the range A4:A10. In t h e Font group, click the Italic b u t t o n .
15. Select range B4:E4. H o l d d o w n fCtrfl, a n d t h e n select t h e range B10:D10. In t h e Styles group, click t h e Cell Styles b u t t o n , a n d t h e n click Currency [0]. Select t h e range B10:D10. Click t h e Cell Styles b u t t o n , a n d t h e n click the Total style. Select t h e range B5:E9, click t h e Cell Styles b u t t o n , a n d then click C o m m a [0].
16. Select t h e range A13.B13. In the Alignment group, click the Merge & Center button arrow, a n d t h e n click Merge Across. Click the Cell Styles b u t t o n , a n d then click 4 0 % - Accent4.
17. Select t h e range B14.B19. In t h e N u m b e r group, click the Percent Style b u t t o n , a n d t h e n click t h e Increase Decimal b u t t o n o n e time.
18. Press [Ctrl] + [Home). O n t h e Review tab, in t h e Proofing group, click the Spelling b u t t o n , a n d then correct any spelling errors.
19. Click t h e Sheet2 sheet tab. Hold d o w n (CtrF), a n d then click t h e Sheet3 sheet tab. O n the H o m e tab, in t h e Cells group, click t h e Delete b u t t o n arrow, and then click Delete Sheet.
20. Right-click the S h e e t l sheet tab, a n d from the s h o r t c u t m e n u , click Rename. Type Concessions a n d t h e n press [Enter). Save, a n d then c o m p a r e y o u r screen with
— F i g u r e 4 . If asked by your instructor, p r i n t t h e worksheet. If asked by your instructor, display a n d format the worksheet formulas as described in Skill 10, a n d t h e n p r i n t the worksheet.
21. Exit Excel. Submit the p r i n t o u t s o r file as directed by y o u r instructor.
D o n e ! You have completed the Skill Check
Microsoft Excel Chapter 1 | C r e a t e W o r k b o o k s w i t h E x c e l 2010 >°5
Assess Your Skills 1 T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• e01_Fees
Y o u w i l l s a v e y o u r w o r k b o o k a s :
Lastname Firstname eOl Fees
1. Start Excel. F r o m your s t u d e n t data files, o p e n e01_Fees. Save the w o r k b o o k in y o u r Excel Chapter 1 folder as Lastname_ Firstname_e01_Fees Add the file n a m e to the worksheet's left footer, a d d the c u r r e n t date to t h e center footer, a n d then type Tax Rates in t h e right footer. Return to N o r m a l view.
2. For the range A1:E1, merge a n d center a n d apply the Accent5 cell style. Increase the font size to 18 p o i n t s . For t h e range A2:E2, merge a n d center a n d apply the 4 0 % - Accent5 cell style. W i d e n c o l u m n A to 20.00 (145 pixels). For all c o l u m n a n d row titles, apply Italic.
3. For the range E5:E13, insert the SUM function to a d d the three fees for each row. In the range B14:E14, insert the SUM function to provide totals for each c o l u m n .
4 . Select t h e nonadjacent ranges B5:E5 a n d B14.E14. Apply t h e Currency [0] cell style.
5. Select t h e range B6:E13, a n d then apply the C o m m a [0] cell style. Select t h e range B14:E14, a n d t h e n apply the Total cell style.
6. Insert a new row above row 7. In cell A7, t y p e Silkworth Hiking Area a n d as t h e fees for the new location, type 14257 a n d 9625 a n d 10925 Use the fill h a n d l e to copy t h e f o r m u l a in cell E6 to cell E7.
7. Copy t h e location n a m e s from the range A5:A14 to the range A20.A29.
8. In cell B19, t y p e New Tax Rate In cells B20 a n d B21, t y p e .03 In cells B22 a n d B23, t y p e .05 a n d in cell B24, t y p e .06 Use t h e fill h a n d l e to copy the value in cell B24 d o w n t h r o u g h cell B29. Select t h e range B20.B29, a n d t h e n apply the Percent Style n u m b e r format.
9. In cell C19, type New Tax Collections In cell C20, enter a formula that calculates the new tax charged by the city by multiplying cell E5 by cell B20. In cell C20, use the fill handle to copy the formula d o w n t h r o u g h cell C29.
10. Rename the Sheetl sheet tab as City Fees and then delete Sheet2 a n d Sheet3.
11. Use Page Setup to center the worksheet Horizontally. Set the Gridlines to print.
12. Check a n d correct any spelling errors, ignoring the proper names.
13. Print o r submit the w o r k b o o k electronically as directed by your instructor. If you are instructed to d o so, display the worksheet formulas, scale the worksheet to print o n o n e page, a n d then print.
14. C o m p a r e your completed worksheet with F i g u r e 1. Save the workbook, a n d then Exit Excel.
D o n e ! You have completed Assess Your Skills 1
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9.31S S 6.965* 9*2S I Zees Total fen U.61S 5 J9.5K LOUS S 1,94 J
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F i g u r e 1
196 C r e a t e Workbooks with Excel 2010 | Microsoft Excel Chapter 1
ASPEN LAKE RECREATION ARC,I
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45 t o e
1X143 1 19.975 I7.4M I U »
14343 13.469 17.570
TI.JO* 14.511 K.W 17.47S
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TOTAL 141.1/6 117.4S7 U U l l
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F i g u r e
A S S E S S Y O U R S K I L L S 3 A N D 4 C A N B E F O U N D A T
W W W . P E A R S O N H I G I I E R E D . C O M / S K I L L S . Assess Your Skills 2 ™ T O C O M P L E T E T H I S P R O J E C T , Y O U W I L L N E E D T H E F O L L O W I N G F I L E :
• e0T_Visitors
Y O U W I L L S A V E Y O U R W O R K B O O K A S :
• Lastname_Firstname_e01_Visitors
1. Start Excel. From the student data files, o p e n e01_Visitors. Save the w o r k b o o k in your Excel Chapter 1 folder as L a s t n a m e _ Firstname_e01_Visitors A d d the file n a m e to the worksheet's left footer, a n d then a d d the C u r r e n t Date to the right footer. Return to Normal view.
2. In cell D 5 , construct a f o r m u l a to a d d cells B5 a n d C5. In cell E5, c o n s t r u c t a formula to s u b t r a c t cell C5 from B5. Use the fill h a n d l e to copy t h e formulas in D5:E5 d o w n t h r o u g h row 11.
3 . In cell A12, type Total a n d then in row 12, insert the SUM function to total columns B:D.
4. Insert a new row above r o w 7, a n d t h e n in t h e new cell, A7, t y p e 10 t o 18 In cell B7, t y p e 27791 a n d in cell C7 t y p e 25114
5. Use the fill h a n d l e to copy t h e formulas in t h e range D6:E6 d o w n o n e row.
6. Merge a n d center the range A1:E1, a n d t h e n apply the Accent3 cell style. Increase t h e font size to 18. Merge a n d center the range A2.E2, a n d t h e n apply the 40%-Accent3 cell style. Increase the font size to 14.
7. Widen column A to 10.00 (75 pixels), a n d then widen c o l u m n s B:E to 14.00 (103 pixels).
8. For the column a n d row titles, apply Italic. In the range B5.E13, apply the C o m m a [0] cell style, and then in range B13:D13, apply t h e Total cell style.
9. In cell A16, type Aspen Forest Visitors as a Percent of Total Visitors For the range A16:D16, apply the Merge Across a l i g n m e n t a n d the 40%-Accent3 cell style.
10. Copy the age groups from t h e range A5:A12, a n d Paste t h e m to the range A17-.A24.
11. In cell B17, c o n s t r u c t a formula to divide Aspen Forest visitors—cell C5 by Total Visitors—cell D5. In cell B17, apply the Percent n u m b e r style a n d display one decimal. Use t h e fill handle to copy t h e formula d o w n t h r o u g h r o w 24.
12. Rename t h e sheet tab Park Visitors a n d t h e n delete the worksheets Sheet2 a n d Sheet3.
13. Check a n d correct any spelling errors.
14. Use Page Setup to center t h e page Horizontally. Set t h e Gridlines to print, a n d then Save t h e w o r k b o o k .
15. Print o r s u b m i t the w o r k b o o k electronically as directed by your instructor. If you are instructed t o d o so, display the worksheet formulas, scale the worksheet to p r i n t on o n e page, a n d t h e n print.
16. C o m p a r e y o u r completed worksheet with Figure 1. Save a n d t h e n Exit Excel.
D O N E ! Y O U H O V E C O M P L E T E D A S S E S S Y O U R S K I L L S 2
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 l * 7
Assess Your Skills Visually T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• N e w blank Excel workbook
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• Lastname_Firstname_e01_Boats
O p e n a n e w blank w o r k b o o k , a n d t h e n Save the w o r k b o o k as Lastname_Firstname_e01_Boats Create t h e worksheet shown in Figure 1. T h e w i d t h of c o l u m n A is 14.00 (103 pixels) a n d t h e w i d t h of c o l u m n s B:F is 11.00 (82 pixels). C o n s t r u c t formulas that display the results s h o w n in c o l u m n s D a n d F, row 11, a n d t h e range B15:B21. T h e title uses the Accent6 cell style, a n d the font size is 14. T h e subtitle uses the 40%-Accent6 cell style, a n d the font size is 12. T h e title a n d subtitle s h o u l d b e merged a n d centered. Using Figure 1 as your guide, apply the Currency[0] cell style, the C o m m a [0] cell style, t h e Total cell style, t h e Percent n u m b e r style, a n d the Italic format. O n the range A14:C14, use Merge Across a n d apply t h e 40%-Accent6 cell style. R e n a m e the Sheet 1 sheet tab as Boat Rentals a n d delete any u n u s e d worksheets. Check a n d correct any spelling errors. Add the file n a m e to the left footer. Save t h e w o r k b o o k , a n d t h e n p r i n t or submit the file as directed by your instructor.
D o n e ! You have completed Assess Your Skills Visually
Aspen Falls Parks and Recreation H o u r l y B o a t R e n t a l s a t A s p e n L a k e R e c r e a t i o n A r e a
Location Canoes Kayaks Total Hours Hourly Fee Total Fees North l 7 ? 1 7 5 3 5 3 S 5 0 S 1 7 , 6 5 0 South 2 5 1 1 5 8 4 0 9 6 0 2 4 , 5 4 0 Central 1 1 2 148 2 6 0 7 5 1 9 , 5 0 0 Main Entrance 4 0 1 3 7 0 7 7 1 8 0 6 1 , 6 8 0 Kid's Corner 4 9 1 2 9 6 7 8 7 4 0 3 1 , 4 8 0 East 2 9 2 1 8 9 481 5 0 2 4 , 0 5 0 West 1 4 3 193 3 3 6 5 0 1 6 , 8 0 0 T o t a l 1 , 8 6 8 1 , 5 2 9 3 , 3 9 7 S 1 9 5 , 7 0 0
C a n o e H o u r s as a P e r c e n t o f T o t a l H o u r s
North 5 0 . 4 % S o u t n 6 1 . 4 %
Central 4 3 . 1 % Main Entrance 5 2 . 0 % Kid's Corner 6 2 . 4 % f o s t 6 0 . 7 %
West 4 2 . 6 %
L a s t n a m e F i r s t n a m e e O l Boats.xlsx
F i g u r e 1
198 Create Workbooks with Excel 2010 | Microsoft Excel Chapter 1
Skills in Context T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• e01_Employees
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• Lastnaine_Firstnarne_e01_Employees
O p e n t h e w o r k b o o k e01_Employees, a n d then save t h e w o r k b o o k as Lastname_Firstname_e01_Employees T h e city of Aspen Falls wants to total a n d compare the n u m b e r of employees at its recreation areas. Using the skills you practiced in this chapter, insert formulas that calculate the total workers for each park, t h e total workers in each job category, a n d t h e Aspen Lakes employees
as a percentage of t h e total employees. F o r m a t the worksheet as a p p r o p r i a t e , a n d adjust c o l u m n w i d t h s as necessary to display all data. Insert the file n a m e in the footer, and check for spelling e r r o r s . Save the w o r k b o o k , a n d t h e n p r i n t o r s u b m i t t h e file as directed by y o u r instructor.
D o n e ! You have completed Skills in Context
Skills a n d You T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• N e w blank Excel workbook
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• Lastname_Firstname_e01_My_College
Select six p o p u l a r courses at your college, for example, Algebra, Introduction to Computers, Biology, American History, a n d so o n . Consult your college's course schedule, a n d n o t e t h e n u m b e r of sections for each course that are offered in t h e Fall t e r m a n d in the Spring term. Using the skills you have practiced in this chapter, create a worksheet to calculate t h e total n u m b e r of sections for each course. SUM the total n u m b e r of courses for t h e
Fall term a n d for the Spring t e r m . Below this data, calculate the Fall sections of each course as a percentage of t h e total courses offered by y o u r school. A d d a p p r o p r i a t e titles a n d formatting. Save t h e w o r k b o o k as Lastname_Firstname_e01_My_College a n d t h e n add the file n a m e to t h e left footer. Delete u n u s e d worksheets, check the worksheet for spelling, and t h e n save the w o r k b o o k . Print o r s u b m i t the file as directed by your instructor.
D o n e ! You have completed Skills and You
Microsoft Excel Chapter 1 | Create Workbooks with Excel 2010 199
C r e a t e C h a r t s • After data is entered i n t o Excel, you can create a visual representation of t h e data in the form of
charts. Excel provides v a r i o u s types of charts t h a t can m a k e y o u r data easier to u n d e r s t a n d — f o r example, pie charts show t h e size of items p r o p o r t i o n a l to the s u m of t h e items.
• C h a r t s can b e e n h a n c e d w i t h effects such as 3-D a n d soft shadows t o create compelling graphical s u m m a r i e s .
Your starting screen will look similar to this: S K I L L S s o SKILLS 1 - 1 0 TRAINING
H Home INSERT PIOEL • Fonmrtas Oiti Re.iew View Addons
1 " Crtbrl • 18 1 3 A -
A " * " m • _ 5 ? " 3 ? Genetll • m r t t r i — " 2 3-lniert - Z -^ 3 * Delete- | L - ¥ i i Fail j B i a • _j • Formatting- Format Cell . . . > Table • Stales • i ] Formal" ^ > S o r t i F l n n i Filter • Select -
ClrObeiro >v Font •» a:t3n-.ent Ntiatbei tyti Cells Ectt-na
AL - ' Projected 1st Quarter REVENUE - A B C D E F 6 H 1 J K
1 P r o j e c t e d 1st Q u a r t e r R e v e n u e 2 REVENUE JANUARY QUARTER T i PERCENT OF QUARTER REVENUE
3 INCOME TAX 2 1 8 0 0 0 2 1 0 0 0 0
4 WATER 1 1 3 0 0 0 1 1 4 0 0 0 # # # #
5 SALES TAX 2 8 3 0 0 0 2 8 5 0 0 0 # # # #
6 UTILITY TAX 5 6 0 0 0 5 7 0 0 0
7
8
TRANSFERS & 1 1 7 0 0 0 0
PROPERTY TAX 4 5 3 0 0 0
1 7 2 0 0 0
4 5 5 0 0 0 uutm 9 NON-TAX REV 4 0 5 0 0 0 4 1 0 0 0 0 # # # «
10 OTHER LOCAL - 2 6 8 0 0 0 2 7 0 0 0 0 ttuttu 1 1 TOTAL REVENUE
1 2
1 3
1 4
1 5
1 6
1 7
1 8
1 9
2 0
21 - 2 2
! L I > M REVENUE r J - £ j . . ("1
/ 1 — I i s t̂ D 01] i - C S
A t t h e e n d o f t h i s c h a p t e r , y o u w i l l b e a b l e t o :
S k i l l 1 O p e n Existing W o r k b o o k s a n d A l i g n T e x t S k i l l 2 C o n s t r u c t a n d C o p y Formulas Containing
A b s o l u t e Cell References S k i l l 3 F o r m a t N u m b e r s S k i l l 4 C r e a t e C o l u m n Charts Skill 5 F o r m a t C o l u m n Charts S k i l l 6 C r e a t e Pie Charts a n d C h a r t Sheets S k i l l 7 A p p l y 3-D Effects a n d Rotate Pie
C h a r t Slices S k i l l 8 E x p l o d e a n d Color Pie Slices, a n d Insert
T e x t Boxes S k i l l 9 U p d a t e Charts a n d Insert W o r d A r t S k i l l 10 P r e p a r e C h a r t Sheets for Printing
M O R E S K I L L S
M o r e Skills 11 Insert and Edit C o m m e n t s M o r e S k i l l s 12 C h a n g e Chart T y p e s M o r e Skills 13 C o p y Excel Data t o W o r d D o c u m e n t s M o r e Skills 14 Fill Series Data into W o r k s h e e t Cells
200 C R E A T E C H A R T S | Microsoft Excel Chapter 2
Outcome Using the skills listed to the left will enable you t o create a worksheet a n d charts like these:
<Asp©n F&lIs Projected I st Quarter Revenue
Percent c4
FUvanue January February March Quarter Total Quarter
ReveniK
Income Tax
$ 218.000 $ 210,000 S 205,000
t 633.000
10.2%
Woier 113.000 223.000 275.000 613.000 9 9%
Saks Tax 283,000 285,000 290.000 858000 138%
UtiitfTax 56.000 57,000 58000 171.000 Z 8 X
Transfers 170.000 172.000 174,000 516.000 83%
Property Tax 453.000 455,000 457.000 1.365.000 220%
Non-Tax Revenue 405.000 410.000 415.000 1-230.000 19.8%
Other Uxd Texts 268.000 270,000 275.000 813.000 13.1%
Toto/ Revenue % 1.966,000 S 2,084,000 $ 2,149,000 S 6,199,000
Aspen Fails Projected 1st Quarter Revenue
N o n - T u Revenue O t h e r Local Teixes
Unoarrtt. FHuurne e02 Reveno*.>dix
You will save your workbook as: Lastname_Firstname_e02_Revenue
Microsoft Excel Chapter 2 | Create Charts 201
I n t h i s c h a p t e r , y o u w i l l c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
A s p e n F a l l s , C a l i f o r n i a .
I n t r o d u c t i o n
• Excel h e l p s y o u find e r r o r s by d i s p l a y i n g e r r o r v a l u e s , s u c h as # # # # w h e n a c o l u m n is n o t w i d e e n o u g h t o display t h e c o n t e n t , o r # D I V / 0 ! w h e n a f o r m u l a ' s d i v i s o r is 0 o r refers t o a n e m p t y cell.
• Excel p r o v i d e s v a r i o u s n u m b e r f o r m a t s so t h a t y o u can f o r m a t t h e w o r k s h e e t w i t h p r o p e r a c c o u n t i n g f o r m a t .
• P i e c h a r t s i l l u s t r a t e h o w each p a r t relates t o t h e w h o l e . Pie c h a r t s display t h e relative sizes of i t e m s in a single d a t a series.
• C o l u m n c h a r t s s h o w d a t a c h a n g e s over a p e r i o d of t i m e o r i l l u s t r a t e c o m p a r i s o n s a m o n g i t e m s .
• A s p r e a d s h e e t c a n b e q u i c k l y f o r m a t t e d b y c h a n g i n g its overall t h e m e o r b y c h a n g i n g its t h e m e c o l o r s , f o n t s , o r effects.
202 Create Charts | Microsoft Excel Chapter 2
T i m e to c o m p l e t e all
10 skills - 5 0 to 9 0 m i n u t e s
:
Student data file needed for this chapter:
• e02 Revenue
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Microsoft Excel Chapter 2 | Create Charts 203
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• T h e Text wrap format displays text o n multiple lines within a cell.
• A document theme—a set of design elements that provides a unified look for colors, fonts, a n d graphics—can be applied to a w o r k b o o k .
1 . Start «•» Excel. Click the File t a b , a n d then click O p e n . In the O p e n dialog box, navigate to y o u r s t u d e n t data files. Select e02_Revenue, a n d then click the O p e n b u t t o n . C o m p a r e your screen with F i g u r e 1.
2.
3.
4.
5.
Click the File tab, and then click Save As. Navigate to the location where you are saving your files, create a folder named Excel Chapter 2 and then Save the workbook as Lastname_Firstname_e02_Revenue
Click the Insert tab, a n d then in the Text group, click t h e Header & Footer b u t t o n . In the Navigation group, click t h e Go to Footer b u t t o n . Click just above the w o r d Footer, a n d t h e n in the Header & Footer Elements group, click the File N a m e b u t t o n . Click a cell above the footer. O n the status bar, click the N o r m a l b u t t o n la], a n d t h e n press (Ctrl! + [Home].
In t h e c o l u m n h e a d i n g area, p o i n t to the right b o u n d a r y of c o l u m n A to display t h e \±\ pointer, as s h o w n in F i g u r e 2.
W i t h t h e [_S p o i n t e r displayed, d o u b l e click to AutoFit t h e c o l u m n — a u t o matically change t h e c o l u m n w i d t h to a c c o m m o d a t e t h e longest entry.
Continue to the next page to complete the skill ̂
204 C R E A T E C H A R T S | Microsoft Excel Chapter 2
C E L L E 2 T E X T
I S T R U N C A T E D
C O L U M N I S T O O
N A R R O W T O
D I S P L A Y V A L U E S
F i g u r e 1
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3 I N C O M E T A X 2 1 8 0 0 0 2 1 0 0 0 0 mm
4 W A T E R 1 1 3 0 0 0 1 1 4 0 0 0 mm
5 S A L E S T A X 2 8 3 0 0 0 2 8 5 0 0 0 mm
6 U T I L I T Y T A X 5 6 0 0 0 5 7 0 0 0 mm
7 T R A N S F E R S & 1 1 7 0 0 0 0 1 7 2 0 0 0 mm
8 P R O P E R T Y T A X 4 5 3 0 0 0 4 5 5 0 0 0 mm
9 N O N - T A X R E V 4 0 5 0 0 0 4 1 0 0 0 0 mtmt 1 0 O T H E R L O C A L 7 2 6 8 0 0 0 2 7 O O O O mtmt 1 1 T O T A L R E V E N U E
1 2
1 3
1 4
1 5
1 6
1 7
1 8
1 9
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SKILL 1 : O p e n Existing Workbooks a n d Align Text
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P r o j e c t e d 1st C u a r t e r R e v e n u e Per RENT of
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Revenue
3 income lax
4 Water
5 Sales Tax
6 Utility Tax
7 Transfers & Proceeds
8 Property Tax
9 Non-Tax Revenue
1 0 Other Local Taxes
1 1 Total Revenue
1 2
1 3
1 4
1 5
1 6
1 7
1 8
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1 1 5 0 0 0
2 9 0 0 0 0
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5 8 0 0 0
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4 5 7 0 0 0
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Wrap Text button
Middle Align button
Columns widened
Column titles formatted
C o u n t * i'ia'323 130S - ' - F i g u r e 3
- - j -j Finer- S f i e d - [Siting
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- A B C D E F
Projected I st Quarter Revenue
2
Revenue January February March Quarter Total
3 Income Tax 2 1 8 0 0 0 2 1 0 0 0 0 2 0 5 0 0 0 6 3 3 0 0 0 " ^
4 WATER 1 1 3 0 0 0 1 1 4 0 0 0 1 1 5 0 0 0 3 4 2 0 0 0
S Sales TAX 2 8 3 0 0 0 2 8 5 0 0 0 2 9 0 0 0 0 8 5 8 0 0 0
6 Utility TAX 5 6 0 0 0 5 7 0 0 0 5 8 0 0 0 1 7 1 0 0 0
7 Transfers & Proceeds 1 7 0 0 0 0 1 7 2 0 0 0 1 7 4 0 0 0 5 1 6 0 0 0
8 Property TAX 4 5 3 0 0 0 4 5 5 0 0 0 4 5 7 0 0 0 1 3 6 5 0 0 0
9 Non-TAX Revenue • 4 0 5 0 0 0 4 1 0 0 0 0 4 1 5 0 0 0 1 2 3 0 0 0 0
1 0 Other Local Taxes 2 6 8 0 0 0 2 7 0 0 0 0 2 7 5 0 0 0 8 1 3 0 0 0
I I
1 2
Total Revenue 1 9 6 6 0 0 0 1 9 7 3 0 0 0 1 9 8 9 0 0 0 5 9 2 8 0 0 0 ] I I
1 2 V
i
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Quarter
Revenue
R e v e n u e .
A e n j c atHXO Count 4 Sum 1 U U O X S f l S I 1MH -
SUM function in ranges E3:E10 and B11:E11
F i g u r e 4
6. In the c o l u m n h e a d i n g area, select c o l u m n s B:F. In the Cells group, click t h e Format b u t t o n , a n d then click Column Width. In the Column Width dialog box, type 13 and then click OK.
7. Click cell B2. Point at t h e fill handle t o display t h e [+] pointer, drag right t h r o u g h cell D 2 , and then release the m o u s e b u t t o n .
The headings February and March display in cells C2 and D2.
8. Select the range A2:F2. In the Alignment group, click the Wrap Text button [ B ] , the Middle Align b u t t o n H , a n d the Center b u t t o n O C o m p a r e y o u r screen with Figure 3 .
9. O n the Page Layout tab, in the Themes group, click t h e T h e m e s b u t t o n . Scroll d o w n , a n d t h e n click Solstice to apply t h e Solstice t h e m e colors, fonts, a n d effects to the entire w o r k b o o k .
10. With t h e range A2:F2 still selected, o n the H o m e tab, in the Styles group, click the Cell Styles b u t t o n , a n d t h e n click 20% - Accent2.
1 1 . Select the range A3:A11, a n d t h e n in the Font group, click t h e Italic b u t t o n 0 .
12. Select the range E3.E10, and then in the Editing group, click the Sum b u t t o n @. Select the range B11:E11, a n d t h e n click the Sum b u t t o n @. Compare your screen w i t h Figure 4 .
13. Save Q the w o r k b o o k .
• You have completed Skill 1 of 10
Microsoft Excel Chapter 2 | C R E A T E C H A R T S 205
• SKILL
• Excel uses rules to check for formula errors. W h e n a formula breaks o n e of t h e rules, t h e cell displays an error indicator—a green triangle that indicates a possible error in a formula.
• In a formula, an absolute cell reference is a cell reference that remains the same when it is copied or filled to o t h e r cells. To m a k e a cell reference absolute, insert a dollar sign before the row and c o l u m n reference.
1. Click cell F 3 , a n d then t y p e =E3/E11 O n t h e f o r m u l a b a r , click the E n t e r b u t t o n 0 to display 0.106781377. In t h e N u m b e r g r o u p , click the Percent Style b u t t o n [*j to display 11%.
2. Double-click cell F3 to display the range finder, a n d t h e n c o m p a r e your screen with Figure 1.
The range finder outlines all of the cells referenced in a formula. It is useful for verifying which cells are used in a formula and for editing formulas. Here, Income Tax revenue is divided by Total Revenue to determine that Income Tax is 11% of the city's total revenue.
3 . Press (Esc 1 to leave the range finder while k e e p i n g cell F3 active. Point to the cell F3 fill h a n d l e , d r a g d o w n t h r o u g h cell F10, a n d t h e n release the m o u s e b u t t o n . C o m p a r e your screen w i t h Figure 2.
Error values are messages that display whenever a formula cannot perform the calculations in a formula. The #DIV/0l error value displays in a cell whenever the under lying formula attempts to divide by zero.
• Continue to the next page to complete the skill
UNDERLYING
FORMULA
CELLS REFERENCED
IN FORMULA
F i g u r e 1
ERROR VALUE
ERROR INDICATOR
ng Abs i
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Projected I st Q u a r t e r Revenue
Revenue
Income Tax
Wacer
Sales Tax
Utility Tax
Transfers & Proceed;
January February March Quarter Total
Percent of
Quarter
Revenue
8 Property Tax
9 Non-Tax Revenue
10 Other Local Taxes
11 Total Revenue
12
13
14
218000 2I0000 205000: 6330O0J =E3/E I I
I 13000 I 14000 IIS0O0 342000
283000 28SOO0 290000 858000
S6000 57000 58000 I7I000
170000 172000 174000 516000
453000 455000 457000 1365000
405000 410000 415000 1230000
268000 270000 275000 813000
1966000 1973000 1989000 5928000
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A B c D E F I Projected 1 st Q u a r t e r Revenue
Percent of
Revenue January February March Quarter Total Quarter
2 Revenue
3 Income Tax 1 1 8 6 0 0 llOOOO 1 0 5 0 6 6 6 3 3 0 0 0 •j 1 IX
4 Water 113000 114000 1I50O0 342000 #OIV/0!
s Sales Tax 283000 28S000 290000 858000 #DIV/0T 6 Utility Tax 56000 57000 58000 171000 #DIV/0!
7 Transfers & Proceeds 170000 172000 174000 516000 #DIV/0!
8 Property Tax 453000 455000 457000 1365000 #DIV/0!
9 Non-Tax Revenue 405000 410000 415000 1230000 #DIV/0!
I0 Other Local Taxes 268000 270000 275000 813000 #DIV/0!
11 Total Revenue 1966000 1973000 1989000 5928000
F i g u r e 2
206 C R E A T E C H A R T S | Microsoft Excel Chapter 2
SKILL 2: Construct a n d C o p y Formu
REVENUE
Projected I st Q u a r t e r Revenue
JANUARY FEBRUARY MARCH QUARTER TOTAL
INCOME TAX
WATER
SALES TAX
UTILITY TAX
TRANJFERS & PROCEEDS
8 PROPERTY TAX
9 NON-TAX REVENUE
1 0 OTHER LOCAL TAXES
11 TOTAL REVENUE
1 2
1 3
1 4
2 1 8 0 0 0
I 1 3 0 0 0
2 8 3 0 0 0
5 6 0 0 0
1 7 0 0 0 0
4 S 3 0 0 0
4 0 5 0 0 0
2 6 8 0 0 0
1 9 6 6 0 0 0
2 1 0 0 0 0
1 1 4 0 0 0
2 8 5 0 0 0
5 7 0 0 0
1 7 2 0 0 0
4 5 5 0 0 0
4 1 0 0 0 0
2 7 0 0 0 0
1 9 7 3 0 0 0
2 0 5 0 0 0 ^
I 1 5 0 0 0
2 9 0 0 0 0
5 8 0 0 0
1 7 4 0 0 0
4 5 7 0 0 0
4 1 5 0 0 0
2 7 5 0 0 0
1 9 8 9 0 0 0 *
PERCENT OF
QUARTER
REVENUE
6 3 3 0 0 0 ) = E 3 / $ E $ I I
3 4 2 0 0 0
8 5 8 0 0 0
1 7 1 0 0 0
5 1 6 0 0 0
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REVENUE JANUARY FEBRUARY MARCH QUARTER TOTAL QUARTER
2 REVENUE
3 INCOME TAX 2 1 8 0 0 0 2 1 0 0 0 0 2 0 5 0 0 0 6 3 3 0 0 0 1 1 %
4 WATER 1 1 3 0 0 0 1 1 4 0 0 0 1 1 5 0 0 0 3 4 2 0 0 0 | 6 % |
5 SALES TAX 2 8 3 0 0 0 2 8 5 0 0 0 2 9 0 0 0 0 8 5 8 0 0 0 1 4 %
6 UTILITY TAX 5 6 0 0 0 5 7 0 0 0 5 8 0 0 0 1 7 1 0 0 0 3 %
7 TRANSFERS & PROCEEDS 1 7 0 0 0 0 1 7 2 0 0 0 1 7 4 0 0 0 5 1 6 0 0 0 9 %
CO PROPERTY TAX 4 5 3 0 0 0 4 5 5 0 0 0 4 5 7 0 0 0 1 3 6 5 0 0 0 2 3 X
9 NON-TAX REVENUE 4 0 5 0 0 0 4 1 0 0 0 0 4 1 5 0 0 0 1 2 3 0 0 0 0 2 I X
1 0 OTHER LOCAL TAXES 2 6 8 0 0 0 2 7 0 0 0 0 2 7 5 0 0 0 8 1 3 0 0 0 1 4 %
I I TOTAL REVENUE 1 9 6 6 0 0 0 1 9 7 3 0 0 0 1 9 8 9 0 0 0 5 9 2 8 0 0 0 I
1 2
1 3 1 1 4 1 5
K • N Revenue ' J
Absolute row reference
Absolute column reference
F i g u r e 3
Relative reference changed from cell E3 to cell E4
Divisor is still $E$11
4 . Click cell F4. To the left of t h e cell, p o i n t to the displayed E r r o r Message b u t t o n L^jj to display the ScreenTip—The formula or function used is dividing by zero or empty cells.
5 . Double-click cell F4 to display the r a n g e finder.
The formula was copied with a relative cell reference. In the copied formula, the cell reference to cell E4 is correct, but the formula is dividing by the value in cell El2, an empty cell. In this calculation, the divisor must always be cell El 1.
6 . Press (lie], a n d t h e n double-click cell F 3 . Move t h e insertion p o i n t to t h e end of t h e f o r m u l a — t o the right of Ell—and t h e n press [ F4 ) to m a k e the cell reference absolute. Notice that a dollar sign is inserted in front of t h e c o l u m n reference E a n d that a dollar sign is inserted in front of t h e row reference 11, as shown in Figure 3 .
7. O n t h e f o r m u l a b a r , click t h e E n t e r b u t t o n 0- In cell F3, p o i n t to t h e fill h a n d l e , a n d then drag the fill handle to copy the formula d o w n t h r o u g h cell F10.
8. Click cell F4. Notice t h a t t h e divisor refers to cell E l 1, as s h o w n in Figure 4 .
The cell reference for the Water Quarter Total changed relative to its row; however, the value used as the divisor—Total Revenue in cell Ell—remained absolute.
9. Press the (T) repeatedly, a n d notice that the divisor remains c o n s t a n t — $ E $ 1 1 — while t h e q u o t i e n t changes relative to t h e row.
10. Save [y] the w o r k b o o k .
• You hove completed Skill 2 of 10
F i g u r e 4
Microsoft Excel Chapter 2 | Create Charts 207
• A number format is a specific way that Excel displays n u m b e r s . By default, Excel displays t h e General format—a n u m b e r format that does n o t display c o m m a s o r trailing zeros to the right of a decimal point.
• T h e Accounting number format applies c o m m a separators where a p p r o p r i a t e , inserts a fixed dollar sign aligned at the left edge of the cell, applies two decimal places, a n d leaves a small a m o u n t of space at b o t h the right a n d left edges of the cell to accom m o d a t e parentheses for negative n u m b e r s .
• T h e Comma cell style adds c o m m a s where a p p r o p r i a t e a n d applies the same formatting as t h e Accounting n u m b e r format b u t w i t h o u t a dollar sign.
1. Click cell B 3 , a n d then o n the H o m e t a b , in the N u m b e r g r o u p , notice that General displays, as s h o w n in Figure 1.
2 . Select the range B3:E3, hold d o w n fctrTI, a n d t h e n select the range B11.E11.
3 . W i t h the two nonadjacent ranges selected, o n the H o m e t a b , in the N u m b e r g r o u p , click t h e A c c o u n t i n g N u m b e r F o r m a t b u t t o n [»3> a n d then click the D e c r e a s e D e c i m a l b u t t o n @j two times to remove t h e decimal places. C o m p a r e your screen w i t h Figure 2 .
Financial worksheets typically display dollar signs only in the first row and in the total row.
• Continue to the next page to complete the skill >
GENERAL
N U M B E R FORMAT
F i g u r e 1
A C C O U N T I N G
N U M B E R
FORMAT BUTTON
D E C R E A S E
D E C I M A L BUTTON
N O N A D J A C E N T
RANGES SELECTED
A N D FORMAT
A P P L I E D
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L Projected 1 st Q u a r t e r Revenue PERCENT OF
REVENUT JANUARY FEBRUARY MARCH QUARTER TOTAL QUARTER
2 REVENUE
3 INCOME TAX 2 I 8 0 0 0 | 2 1 0 0 0 0 2 0 5 0 0 0 6 3 3 0 0 0 1 1%
4 WATER 1 1 3 0 0 0 1 1 4 0 0 0 1 1 5 0 0 0 3 4 2 0 0 0 6 %
5 SALES TAX 2 8 3 0 0 0 2 8 S O O 0 2 9 0 0 0 0 8 5 8 0 0 0 1 4 %
6 UTILITY TAX 5 6 0 0 0 5 7 0 0 0 5 8 0 0 0 1 7 1 0 0 0 3 %
7 TRANSFERJ & PROCEEDS 1 7 0 0 0 0 1 7 2 0 0 0 1 7 4 0 0 0 5 1 6 0 0 0 9 %
CO PROPERTY TAX 4 5 3 0 0 0 4 S 5 0 O 0 4 5 7 0 0 0 1 3 6 5 0 0 0 2 3 %
9 NON-TAX REVENUE 4 0 5 0 0 0 4 1 0 0 0 0 4 1 5 0 0 0 1 2 3 0 0 0 0 2 1 %
1 0 OTHER LOCAL TAXES 2 6 8 0 0 0 2 7 0 0 0 0 2 7 5 0 0 0 8 1 3 0 0 0 14%
11
1 2
1 3
1 4
1 5
TOTAL REVENUE
h Revenue °J
1 9 6 6 0 0 0 1 9 7 3 0 0 0 1 9 8 9 0 0 0
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h Revenue °J - - -
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F i g u r e 2
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PERCENT OF
REVENUE JANUARY FEBRUARY MARCH QUARTER TOTAL QUARTER
REVENUE
NCOME TAX
4 $ 2 1 8 . 0 0 0 $ 2 1 0 . 0 0 0 $ 2 0 5 . 0 0 0 S 6 3 3 . 0 0 0 1 1 %
WATER 1 1 3 0 0 0 1 1 4 0 0 0 1 1 5 0 0 0 3 4 2 0 0 0 6%
SALES TAX 2 8 3 0 0 0 2 8 5 0 0 0 2 9 0 0 0 0 8 5 8 0 0 0 14%
UTILITY TAX 5 6 0 0 0 5 7 0 0 0 5 8 0 0 0 1 7 1 0 0 0 3°C
TRANSFERS & PROCCCI S 1 7 0 0 0 0 1 7 2 0 0 0 1 7 4 0 0 0 5 1 6 0 0 0 9 %
PROPERTY TAX 4 S 3 0 0 0 4 5 5 0 0 0 4 5 7 0 0 0 1 3 6 5 0 0 0 2 3 %
NON-TAX REVENUE 4 0 5 0 0 0 4 1 0 0 0 0 4 1 5 0 0 0 1 2 3 0 0 0 0 2 1 %
OTHER LOCAL TAXES
TOTAL REVENUE ^ R*
2 6 8 0 0 0
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208 C R E A T E C H A R T S | Microsoft Excel Chapter 2
SKILL 3: Format Numbers
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January February Quarter Total
Percent of
Quarter
Revenue
Income Tax
Water
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Transfers & Proceeds
8 Property Tax
9 Non-Tax Revenue
10 Other Local Taxes
11 Total Revenue
12
13
14
15
218.000 $ 210.000 $ 205.000 $ 633.000
I 13.000
283.000
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170.000
453.000
405.000
268.000
114.000
285.000
57.000
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455.000
410.000
270.000
115.000
290.000
58.000
174.000
457.000
415.000
275,000
342.000
858.000
171.000
516.000
1,365.000
1.230.000
813.000
I 1%
6%
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_ 2 2 L
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21%
14%
1.966.000 $ 1.973.000 $ 1.989.000 $ 5.928.000
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II
12
13
14
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Total Revenue
January
218.000 $
i 13.000
283.000
56.000
170.000
453.000
405.000
268,000
1,966,000 $
February
210.000
I 14.000
285.000
57.000
172.000
455.000
410.000
270.000
1.973,000
205.000
115.000
290.000
58.000
174.000
457.000
415.000
275.000
Quarter Total
$ 633.000
342.000
858.000
171.000
516.000
1.365.000
I.230.OOO
813.000
Percent of
Quarter
Revenue
10.7%
5.8%
143%
2.9%
8.7%
23.0%
20.7%
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Increase Decimal button
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Total cell style format applied
5.
4 . Select the range B4.E10. In the Styles group, click the Cell Styles b u t t o n , a n d t h e n u n d e r N u m b e r Format, click C o m m a [ 0 ] . C o m p a r e your screen with
— Figure 3.
The Comma[0] cell style inserts commas and rounds the values so that no decimals display.
Select the range F3:F10. In the N u m b e r group, click the Increase Decimal b u t t o n @j one t i m e to add one decimal to the applied Percent style. In the Alignment group, click the Center b u t t o n PI
Select the range B11:E11. In the Styles group, click the Cell Styles b u t t o n , a n d t h e n u n d e r Titles and Fleadings, click Total.
The Total cell style applies a single top border, which indicates that calculations were performed on the numbers above, and a double bottom border, which indicates that the calculations are complete.
7. Right-click cell A l l to select t h e cell a n d t o display the M i n i toolbar. O n t h e M i n i toolbar, click t h e Bold b u t t o n H-
— C o m p a r e your screen with Figure 4.
Save | U ] t h e w o r k b o o k .
6.
8.
You hove completed Skill 3 of 10
Microsoft Excel Chapter 2 | Create Charts 209 F i g u r e 4
• SKILL 4 : Create Col
• A CHART is a graphic representation of data used to show c o m p a r i s o n s , p a t t e r n s , a n d t r e n d s .
• A COLUMN CHART is useful for illustrating c o m p a r i s o n s a m o n g related n u m b e r s .
1. Select t h e range A 2 : D 1 0 — d o not include the Quarter Total c o l u m n o r the Total Revenue row in your selection. O n t h e Insert tab, in the Charts group, click the C o l u m n b u t t o n to display the C h a r t gallery, as s h o w n in F i g u r e 1.
2. In t h e Chart gallery, u n d e r 2-D C o l u m n , click t h e first chart—Clustered Column. O n t h e Ribbon, u n d e r Chart Tools, notice that the Design, Layout, a n d F o r m a t c o n textual tabs display as s h o w n in F i g u r e 2. -
When you insert a chart, borders surround the chart data and an embedded chart is inserted. An EMBEDDED CHART is a chart that is placed on the worksheet containing the data. Embedded charts are beneficial when you want to view or print a chart with its source data.
3 . Along the b o t t o m of the chart, locate the n a m e s of the revenue categories.
An AXIS is a line bordering the chart plot area used as a frame of reference for measurement. The CATEGORY AXIS is the axis that displays the category labels. A CATEGORY LABEL is nonnumeric text that identifies the categories of data. Here, the worksheet's row tides are used for the category labels. For column charts, the category axis is the X-AXIS—the horizontal axis of a chart.
Continue to the next page to complete the skill •
Clustered column chart
Chart gallery
Range A2:D10 selected
F i g u r e 1
Chart Tools contextual
tabs display
Borders around chart data
Embedded column chart
Category axis
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405.000 268.000
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$ 1.966.000 $ 1,973.000 $ 1,989,000 J $
Quarter Total
S 633.000 341000 858,000 171.000 516.000
1.365.000 I.230.OOO 813.000
5,928,000
Percent of Quarter Revenue 10.7% 5.8% 14.5% 2.9% 8.7% 23.0% 20.7% 13.7%
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• March
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cjunts* ss»s»aco) aaa ison - 210 Create Charts | Microsoft Excel Chapter 2
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TRANSFERS & PROCEEDS
PROPERTY TAX
NON-TAX REVENUE
OTHER LOCAL TAXES
TOTAL REVENUE
$ 5 0 0 , 0 0 0 $ 4 5 0 , 0 0 0 $ 4 0 0 , 0 0 0 $ 3 5 0 , 0 0 0 $ 3 0 0 , 0 0 0 $ 2 5 0 , 0 0 0 $ 2 0 0 , 0 0 0 $ 1 5 0 , 0 0 0 $ 1 0 0 , 0 0 0
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F I G U R E 4
4 . O n the left side of the chart, locate the numerical scale, a n d t h e n o n the right side, locate the m o n t h s displayed in t h e legend. C o m p a r e y o u r screen with Figure 3 .
In the worksheet, each cell bordered in blue is referred to as a data point—a chart value that originates in a worksheet cell. Each data point is represented in a chart by a data marker—a column, a bar, an area, a dot, a pie slice, or another symbol that represents a single data point.
The value axis is the axis that displays the worksheet's numeric data. In a column chart, the value axis is the y-axis—the vertical axis of a chart.
Data points that are related to one another form a data series, and each data series has a unique color or pattern represented in the chart legend—a box that identifies the pat terns or colors that are assigned to the data series or categories in the chart. Here, each month is a different data series, and the leg end shows the color assigned to each month.
5. Point to the u p p e r b o r d e r of the chart to display the pjf] pointer, a n d then move t h e chart to position its u p p e r left corner in cell A14.
6. Scroll d o w n to display r o w 36, and t h e n p o i n t to t h e lower r i g h t corner of the chart. W i t h the 0 pointer, drag to position the lower right corner in the m i d d l e of cell F36, as s h o w n in F i g u r e 4.
Save H t h e workbook.
You hove completed Skill 4 of 10
Microsoft Excel Chapter 2 J C R E A T E C H A R T S 211
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• You can customize individual chart e l e m e n t s by using the b u t t o n s o n the C h a r t Tools contextual tabs.
• You can modify the look of a c h a r t by applying a CHART LAYOUT—a prebuilt set of c h a r t elements that can include a title, a legend, or labels—or by applying a CHART STYLE—a prebuilt chart format that applies an overall visual look to a chart by m o d i f y i n g its graphic effects, colors, a n d b a c k g r o u n d s .
1 . If necessary, click the b o r d e r of t h e chart t o select t h e chart. O n the D e s i g n tab, in t h e Type group, click the Change Chart Type b u t t o n . In the displayed Change Chart Type dialog box, u n d e r C o l u m n , click 3- D Column, a n d then click OK.
The chart is changed from a two- dimensional chart to a three-dimensional chart. 3-D, which is short for THREE- DIMENSIONAL, refers to an image that appears to have all three spatial dimensions—length, width, and depth.
2. In the Chart Layouts group, click the More b u t t o n 0, a n d then click Layout 9 to a d d t h e chart title a n d the axis titles as s h o w n in Figure 1.
3.
4.
At the t o p of the chart, click the text Chart Title, a n d t y p e Projected 1 st Q u a r t e r Revenue Notice t h e text is inserted in the f o r m u l a bar. Verify that your text replaced a n y text, a n d t h e n press lEnter] to accept the text.
In the Chart Styles group, click the More b u t t o n 0, a n d t h e n click Style 26. C o m p a r e y o u r screen w i t h Figure 2.
Continue to the next poge to complete the skill >
Design contextual tab
Chart type changed to
3-D Column
Chart title and axis titles added
F i g u r e 1
Chart title changed
Chart style applied
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212 Create Charts I Microsoft Excel Chapter 2
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VERTICAL AXIS
TITLE DELETED
M A J O R VERTICAL
GRIDLINES DISPLAY
HORIZONTAL AXIS
TITLE C H A N G E D
F i g u r e 3
C H A R T T Y P E S C O M M O N L Y U S E D I N E X C E L
C H A R T T Y P E U S E T O
C o l u m n Illustrate data c h a n g e s o v e r a p e r i o d of t i m e or i l l u s t r a t e c o m p a r i s o n s a m o n g i t e m s .
L i n e Illustrate t r e n d s over t i m e , w i t h t i m e d i s p l a y e d along t h e h o r i z o n t a l axis a n d the d a t a point v a l u e s c o n n e c t e d by a l i n e .
Pie Illustrate t h e relationship of parts to a w h o l e .
Bar Illustrate comparisons a m o n g individual items.
A r e a E m p h a s i z e the magnitude of c h a n g e over t i m e . F i g u r e 4
5. Below the horizontal axis, click t h e text Axis Title. Type Revenue Sources Verify that y o u r text displays in the formula bar, a n d then press [ENTER].
6. In the chart, right-click t h e Revenue Sources axis title to display the s h o r t c u t m e n u a n d the Mini toolbar. O n t h e M i n i toolbar, click the Font Size arrow I" -|» a n d t h e n click 12.
7. To the left of the vertical axis, click the text Axis Title. Press [Delete] to delete the vertical axis title.
The vertical axis tide is deleted, and the chart automatically resizes to use the addidonal space.
8. O n the Layout tab, in the Labels group, click the Legend b u t t o n . From the dis played list, click S h o w Legend at Top to move t h e legend to t h e t o p of the chart.
When you move chart elements such as the legend, the chart automatically resizes.
9. In the Axes group, click t h e Gridlines b u t t o n . Point to Primary Vertical Gridlines, a n d t h e n click Major Gridlines to display vertical grid lines between each category.
1 0 . Click cell G16 to deselect the chart. Save H the w o r k b o o k , a n d t h e n c o m p a r e y o u r screen w i t h F i g u r e 3 .
1 1 . Take a m o m e n t to examine the various types of charts available in Excel, as s u m m a r i z e d i n F i g u r e 4.
Y O U H A V E C O M P L E T E D SKILL 5 O F 1 0
Microsoft Excel Chapter 2 | C R E A T E C H A R T S 213
*• A pie chart displays the relationship of parts to a whole.
• A chart sheet is a w o r k b o o k sheet that contains only a chart and is useful when you want to view a chart separately from the worksheet data.
1. Select the range A3:A10. Hold d o w n fctril a n d then select t h e range E3:E10 to select t h e nonadjacent q u a r t e r totals.
2. O n t h e I n s e r t t a b , in the C h a r t s g r o u p , click the Pie b u t t o n . U n d e r 3-D Pie, click t h e first c h a r t — P i e in 3-D.
The row labels in the range A3:A10 identify the slices of the pie chart. The quarter totals in the range E3:E10 are the data series that determines the size of each pie slice.
3 . O n the D e s i g n t a b , in the L o c a t i o n g r o u p , click the Move C h a r t b u t t o n . In t h e Move C h a r t dialog box, select the N e w s h e e t o p t i o n b u t t o n . In t h e N e w s h e e t box, replace the highlighted text Chartl by typing Revenue C h a r t as shown in Figure 1.
4 . In t h e Move C h a r t dialog box, click OK to m o v e the pie chart to a chart sheet.
O n t h e D e s i g n t a b , in the C h a r t Layouts g r o u p , click the M o r e b u t t o n EL a n d then click L a y o u t 5. C o m p a r e your screen with Figure 2.
5.
With Chart Layout 5, the chart title displays at the top of the chart, the legend is deleted, and the category names display in each pie slice.
6. Use t h e t e c h n i q u e practiced earlier to c h a n g e the C h a r t T i t l e to Aspen Falls Projected 1st Q u a r t e r Revenue
• Continue to the next page to complete the skill >
214 Create Charts I Microsoft Excel Chapter 2
art Sheets
Move Chart button
Move Chart dialog box
New sheet option button
New sheet name
F i g u r e 1
Chart title added
Chart layout applied
Category names
Chart sheet created
F i g u r e 2
Format Data Labels dialog box
Category Name and Percentage selected
Inside End selected
F i g u r e 3
7. O n the Layout tab, in the Labels group, click the Data Labels b u t t o n , and then click More Data Label Options.
8. In the Format Data Labels dialog box, o n t h e right, u n d e r Label Contains, verify that the Category N a m e check box is selected, a n d then select t h e Percentage check box. Clear any o t h e r check boxes in this g r o u p . U n d e r Label Position, select the Inside End o p t i o n b u t t o n , a n d then c o m p a r e y o u r screen with F i g u r e 3 .
9. In the left side of the Format Data Labels dialog box, click Number. Under Category, click Percentage. In the Decimal places box, replace the value with I a n d t h e n click Close.
10. In the Current Selection group, verify that Series 1 Data Labels displays as shown
- i n F i g u r e 4 . If necessary, click the C h a r t Elements arrow, a n d then click Series 1 Data Labels.
You can use the Chart Elements list to select any chart element.
11 . Right-click any of the selected data labels to display t h e M i n i toolbar, click t h e Bold b u t t o n H, a n d t h e n change the Font Size to 12.
12. O n the Insert tab, in the Text group, click the Header & Footer b u t t o n . In the Page Setup dialog box, click the Custom Footer b u t t o n . Verify that the insertion p o i n t is in the Left section box, a n d then click t h e Insert File N a m e b u t t o n [Ml- Click OK two times to insert a footer that will dis play w h e n t h e chart sheet is printed.
13. Save [ J ] the workbook.
• You hove completed Skill 6 of 10
Microsoft Excel Chapter 2 | Create Charts 215
• You can modify chart elements by changing t h e fill color o r texture, o r by a d d i n g an effect such as a shadow, glow, reflection, o r bevel.
• You can rotate pie chart slices to present a different visual perspective of the chart.
1. Click the edge of any pie slice to deselect t h e data labels and to select all of the pie slices—Series 1. C o m p a r e your screen w i t h F i q u r e 1.
4 .
5.
6.
2. O n the Format tab, in t h e Shape Styles group, click the Shape Effects b u t t o n . Point to Bevel, a n d then at the b o t t o m of t h e Bevel gallery, click 3-D O p t i o n s .
3 . In the Format Data Series dialog box, u n d e r Bevel, click the Top b u t t o n . In the gallery, u n d e r Bevel, p o i n t to the first t h u m b n a i l to display the ScreenTip Circle, a n d t h e n click the Circle t h u m b n a i l . Click t h e B o t t o m b u t t o n , a n d then click the Circle t h u m b n a i l .
U n d e r Bevel, in the four Width a n d Height spin boxes, replace the existing value with 512 pt a n d then c o m p a r e y o u r screen w i t h F i g u r e 2 .
In t h e Format Data Series dialog box, u n d e r Surface, click the Material b u t t o n , a n d then u n d e r Standard, click the third t h u m b n a i l — P l a s t i c . In t h e lower right c o r n e r of the dialog box, click the Close b u t t o n .
O n the Format tab, in the Shape Styles group, click the Shape Effects b u t t o n , a n d t h e n p o i n t to Shadow. At t h e b o t t o m of t h e Shadow gallery, u n d e r Perspective, click t h e t h i r d t h u m b n a i l — B e l o w .
• Continue to the next page to complete the skill •
Selection handles surround
pie chart
F i g u r e 1
Spin box Widths and Heights
set to 512 pt
Material button
Shape effects applied to
pie chart
F i g u r e 2
216 Create Charts | Microsoft Excel Chapter 2
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F i g u r e 4
8.
9.
7. Notice t h e position of the Utility Tax slice in the chart. O n the Layout t a b , in the B a c k g r o u n d g r o u p , click t h e 3- D R o t a t i o n b u t t o n . In t h e F o r m a t C h a r t Area dialog box, u n d e r R o t a t i o n , in the X spin box, replace t h e value with 55 as
— s h o w n in F i g u r e 3 .
In the F o r m a t C h a r t Area dialog box, click t h e Close b u t t o n .
The order in which the data series is plotted is determined by the order of the data on the worksheet. The pie chart slices can be rotated up to 360 degrees. Here, the slices were rotated to bring the Utility Tax slice to the front of the pie chart.
O n the F o r m a t t a b , in the C u r r e n t Selection g r o u p , verily that the C h a r t E l e m e n t s box displays the text Chart Area. In the S h a p e Styles g r o u p , click the S h a p e Effects b u t t o n , p o i n t to Bevel, a n d t h e n u n d e r Bevel, click t h e t h i r d t h u m b n a i l in t h e second r o w — C o n v e x .
This effect adds a convex beveled frame around the entire chart.
10. O n t h e F o r m a t t a b , in t h e C u r r e n t Selection g r o u p , click t h e F o r m a t Selection b u t t o n . In t h e F o r m a t C h a r t A r e a dialog box, select the Solid fill o p t i o n b u t t o n . Click t h e C o l o r b u t t o n a r r o w , a n d t h e n u n d e r T h e m e C o l o r s , click t h e sixth color in t h e t h i r d r o w — G o l d , Accent 2, L i g h t e r 6 0 % . Click the Close b u t t o n , a n d then c o m p a r e y o u r screen w i t h F i g u r e 4.
11. Save [d] t h e w o r k b o o k .
• You have completed Skill 7 of 10
Microsoft Excel Chapter 2 | Create Charts 217
• You can explode—pull o u t o n e o r m o r e slices—of a 3-D pie chart to emphasize a specific slice or slices in a pie chart.
1. Click in the shaded area outside the pie chart to deselect all elements. O n t h e pie chart, click the o u t e r edge of the Utility Tax slice o n c e to select the entire pie chart, a n d t h e n click the U t i l i t y Tax slice again to select only the o n e pie slice.
2. Point to the U t i l i t y Tax slice to display t h e pointer, and t h e n drag the slice away from t h e center of the pie, as s h o w n in F i g u r e 1.
3 . Release t h e m o u s e b u t t o n t o see the Utility Tax pie slice e x p l o d e d — p u l l e d away from t h e pie.
4 . W i t h t h e Utility Tax slice still selected, o n t h e F o r m a t tab, in the C u r r e n t S e l e c t i o n g r o u p , click the F o r m a t Selection b u t t o n . In t h e left side of the F o r m a t Data P o i n t dialog box, click Fill. O n t h e right, select the S o l i d fill o p t i o n b u t t o n . Click t h e C o l o r b u t t o n a r r o w , a n d t h e n u n d e r T h e m e C o l o r s , click t h e n i n t h color in t h e f o u r t h r o w — B r o w n , Accent 5 , L i g h t e r 40%. C o m p a r e your screen w i t h F i g u r e 2 . •
5. In t h e dialog box, click t h e C l o s e b u t t o n .
6. Click t h e i n n e r edge of t h e W a t e r pie slice t o select only that pie slice. Use the tech n i q u e just practiced to change t h e Water pie slice solid fill color to the last color in t h e f o u r t h r o w — I n d i g o , Accent 6, L i g h t e r 40%. Click t h e Close b u t t o n .
• Continue to the next page to complete the skill
8 Create Charts | Microsoft Excel Chapter 2
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F i g u r e 2
SKILL 8: Explode a n d Color ces, a n d Insert Text Boxes
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7. O n the Layout tab, in the Insert group, click the Text B o x b u t t o n .
8. Position the displayed Q] pointer just u n d e r and to the right of the U t i l i t y Tax pie slice. Hold d o w n the left m o u s e b u t t o n , and t h e n drag d o w n a n d to the right to draw the text b o x approximately
— as s h o w n in Figure 3. 9. Release the m o u s e b u t t o n to insert the
text box. With t h e insertion p o i n t blinking inside t h e text box, type Utility taxes have decreased a n d should no longer be a b u r d e n on the taxpayers
10. Select all the text in the text box, a n d then right-click the text to display the Mini toolbar. On the Mini toolbar, click the Font Size arrow 1" -[, a n d then click 12. If necessary, resize the text box to display all t h e text.
11. Click in the C h a r t Area to deselect the text box. O n the chart, click the Utility Tax category label o n c e to select all data labels, a n d t h e n click t h e Utility Tax data label again to select only that one data label. Point to the Utility Tax data label's b o t t o m border, a n d t h e n with the \%\ pointer, d r a g the Utility Tax data label to t h e edge of t h e exploded slice as s h o w n in F i g u r e 4 . Adjust the size a n d position of the data label o r text b o x as needed.
12. Save ( 3 the w o r k b o o k .
• You hove completed Skill 8 of 10
Microsoft Excel Chapter 2 | C R E A T E C H A R T S 21°
• Recall that a chart's data series a n d category labels are linked to the source data in t h e worksheet. W h e n worksheet values are changed, the chart is automatically u p d a t e d .
• Sheet tabs are the labels along t h e lower b o r d e r of the w o r k b o o k w i n d o w that identify each worksheet or chart sheet.
1. In the sheet tab area at the b o t t o m of the w o r k b o o k , click t h e Revenue sheet tab to display the worksheet. If necessary, scroll d o w n , a n d in the c o l u m n chart, note the height of the Water data m a r k e r s for F e b r u a r y a n d March.
2. Click cell C4, type 225000 a n d t h e n press (Enter) to accept the new value. If necessary, scroll d o w n to view the chart. Notice t h e Water value for t h e m o n t h of February is u p d a t e d as s h o w n in Figure 1.
The data marker—the column—represent ing this data point is updated on the column chart.
3. Click cell D 4 , type 275000 a n d t h e n press [Enter]. In cell F4, notice the Water revenue n o w represents 9.9% of the projected 1st Q u a r t e r Revenue.
4. Click t h e Revenue C h a r t sheet tab to display the pie chart a n d then move the Utility tax data label to the edge of the slice. Verify that in t h e pie chart, the slice for Water displays 9.9% as s h o w n in F i g u r e 2.
When underlying data is changed, the pie chart percentages and pie slices are automatically recalculated and resized.
Continue to the next page to complete the skill •
February data marker updated
F i g u r e 1
Water data marker updated
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220 Create Charts | Microsoft Excel Chapter 2
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9 WATER
10 SALES TAX
11 UTILITY TAX
12 TRANSFERS
13 PROPERTY TAX
14 NON-TAX REVENUE
15 OTHER LOCAL TAXES
16 TOUL REVENUE
17
18
P R O J E C T E D 1 S T Q U A R T E R R E V E N U E
JANUARY February QUARTER TOTAL
218.000 S 210,000 $ 205,000 $ 633,000
113,000 225.000 275.000 613.000
283.000 285.000 290,000 858.000
56,000 57,000 58.000 171.000
170,000 172,000 174,000 516.000
453.000 455,000 457,000 1.365,000
405,000 410.000 415,000 1.230.000
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INCOME TAX % 218.000 $ 210,000 $ 205.000 $ 633.000 10.2%
9 WATER 113.000 225.000 275,000 613,000 9.9%
1 0 SALES TAX 283.000 285,000 290.000 858,000 13.8%
I I UTILITY TAX 56.000 57.000 58.000 171,000 2.8%
12 TRANSFERS 170.000 172.000 174.000 516.000 8.3%
13 PROPERTY TAX 453,000 455.000 457,000 1.365,000 22.0%
14 NON-TAX REVENUE 405,000 410.000 415,000 1.230.000 19.8%
1 5 OTHER LOCAL TAXES 268,000 270.000 275.000 813.000 13.1%
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5. Click t h e Revenue sheet tab, a n d then in cell A7, change Transfers & Proceeds to Transfers Press [Enter], a n d then scroll d o w n to verify that the c o l u m n chart category label also changed.
Click the Revenue Chart sheet tab, a n d verify that the data label displays as Transfers.
Click the Revenue sheet tab, a n d t h e n select the range A1:F5. O n the H o m e tab, in the Cells group, click the Insert b u t t o n arrow, a n d then click Insert Sheet Rows to insert five blank rows.
8. O n the I n s e r t tab, in the Text group, click the W o r d A r t b u t t o n . In the displayed W o r d A r t gallery, click the fourth style i n the t h i r d r o w — G r a d i e n t Fill - Aqua, Accent 1. I m m e d i a t e l y t y p e Aspen Falls
9. Point to the t o p b o r d e r of the WordArt box, a n d t h e n with t h e [§] pointer, d r a g to position t h e WordArt object in the u p p e r left corner in cell B l , as shown in Figure 3 .
10. Verify t h a t the WordArt object is still selected. O n t h e F o r m a t tab, in the W o r d A r t Styles group, click the Text Effects b u t t o n Q . Point to S h a d o w , a n d then u n d e r Outer, click the second effect in the first row—Offset Bottom.
1 1 . Click t h e Text Effects b u t t o n LZ3 again, p o i n t to Bevel, a n d t h e n u n d e r Bevel, click the t h i r d t h u m b n a i l in the second r o w — C o n v e x . Click cell A5 to deselect t h e WordArt, a n d t h e n c o m p a r e your screen with Figure 4 .
12. Save Q the w o r k b o o k .
• You hove completed Skill 9 of 10
F i g u r e 4
Microsoft Excel Chapter 2 | C R E A T E C H A R T S 221
Before you p r i n t an Excel worksheet, you can click the File tab a n d then in the Backstage use the Print tab to preview the p r i n t e d d o c u m e n t . If you need to m a k e a d j u s t m e n t s , you can use Page Layout view.
I . Scroll d o w n , a n d then click the c o l u m n c h a r t to select the chart. Click the File tab, a n d t h e n click Print. C o m p a r e your screen w i t h F i g u r e 1.
When an embedded chart is selected, only the chart will print.
2. Click t h e Page Layout tab. Click cell A17 to deselect the chart, a n d t h e n in the lower right c o r n e r of y o u r screen, o n the status bar, click the Page Layout b u t t o n @ . O n t h e left side of the status bar, notice that Page 1 of 2 displays, informing you that t h e data a n d the c o l u m n chart would p r i n t o n two pages.
3 . O n the Page Layout tab, in the Scale to Fit group, click t h e Width b u t t o n arrow, a n d t h e n click 1 page. Click the Height b u t t o n arrow, a n d t h e n click 1 page. Click the File tab, a n d t h e n click Print. C o m p a r e your screen w i t h F i g u r e 2.
Notice 1 of 1 displays at the bottom of the screen, indicating that the WordArt, the data, and the column chart will all print on one page.
4. Click t h e Page Layout tab. O n the status bar, click the Normal b u t t o n [5].
• Continue to the next page to complete the skill jV
Only the column chart displays in preview of printed page
F i g u r e 1
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F i g u r e 2
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222 Create Charts | Microsoft Excel Chapter 2
SKILL 1 0 : Prepare Chart Sheets for Printing
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5. In the Page Setup group, click the Margins b u t t o n , a n d t h e n click Custom Margins. In the Page Setup dialog box, u n d e r Center o n page, select the Horizontally check box, a n d then click OK.
6. Press (Ctrl) + [Home) to m a k e cell A l t h e active cell. On t h e Review tab, in the Proofing group, click the Spelling b u t t o n , a n d t h e n check the spelling of the worksheet. W h e n the message The spelling check is complete for the entire sheet displays, click OK.
7. Save H D the w o r k b o o k .
8. Click t h e File tab, a n d then click Print. U n d e r Settings, click t h e first b u t t o n as shown in F i g u r e 3.
9. O n the displayed list, click Print Entire Workbook. Notice at the b o t t o m of t h e screen, 1 of 2 displays, a n d t h e chart sheet with the pie chart is the first page, as s h o w n in F i g u r e 4.
1 0 . At the b o t t o m of the screen, click the Next Page b u t t o n [•] t o preview the worksheet containing your W o r d A r t , the data, a n d t h e c o l u m n chart. Print the workbook, o r s u b m i t the file as directed by your instructor. If you are instructed to d o so, display a n d format the worksheet formulas, a n d then p r i n t the formulas.
1 1 . Close @ the w o r k b o o k , and then Exit Excel.
D o n e ! Y o u h o v e c o m p l e t e d S k i l l 1 0 o f 1 0 a n d y o u r d o c u m e n t i s c o m p l e t e !
Microsoft Excel Chapter 2 | C r e a t e C h a r t s 223
F i g u r e 4
T h e f o l l o w i n g M o r e Skills a r e l o c a t e d a t w w w . p e a r s o n h i g h e r e d . c o m / s k i l l s
M o r e S k i l l s ^ I n s e r t a n d E d i t C o m m e n t s
You can add comments to cells in a worksheet to provide reminders, to display clarifying information about data within the cells, or to document your work. W h e n you point to a cell that contains a comment, the comment and the name of the person who created the comment display.
In More Skills 11, you will read, create, and edit comments.
T o begin, open your web browser, navigate to www.pearsonhighered.com/skills, locate the name of your textbook, and then follow the instructions on the website.
M o r e S k i l l s Q C h a n g e C h a r t T y p e s
After you create a chart, a different chart type might be easier for the readers of your chart to understand. For example, you can change a column chart to a bar chart. Both a column chart and a bar chart are good choices to illustrate comparisons among items; however, a bar chart might be a better choice when the axis labels are lengthy.
In More Skills 12, you will create a column chart and then change the chart type to a bar chart.
T o begin, open your web browser, navigate to www.pearsonhighered.com/skills, locate the name of your textbook, and then follow the instructions on the website.
M o r e S k i l l s C o p y E x c e l D a f a t o W o r d D o c u m e n t s
You can copy the data and objects created in one application to another application, saving time and providing accuracy because data is entered only one time.
In More Skills 13, you will create a chart in Excel and then copy the chart and paste it into a W o r d document.
T o begin, open your web browser, navigate to www.pearsonhighered.com/skills, locate the name of your textbook, and then follow the instructions on the website.
M o r e S k i l l s F i l l S e r i e s D a t a i n t o W o r k s h e e t C e l l s
Instead of entering data manually, you can use the fill handle
or the fill command to enter data that follow a pattern or series—
for example, hours, days of the week, or numeric sequences such
as even numbers.
In More Skills 14, you will use the fill handle and the fill
command to enter data in cells.
T o begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your
textbook, and then follow the instructions on the website.
224 Create Charts | Microsoft Excel Chapter 2
Key Terms 3-D 212
Absolute cell reference 206
Accounting number f o r m a t . . . 208
Area chart 213 AutoFit 204
Axis 210
Bar chart 213 Category axis 210
Category label 210
Chart 210
Chart layout 212
Chart sheet 214 Chart style 212
Column chart 210,213
Comma cell style 208 Data marker 211
Data point 211 Data series 211
Document theme 204
Embedded chart 210
Error indicator 206
Error value 206
Explode 218 General format 208 Legend 211
Line chart 213
Number format 208
Pie chart 213,214
Range finder 206
Sheet tab 220
Text wrap 204
Online Help Skills 1. Start © Excel. In t h e u p p e r r i g h t corner of t h e Excel window, click t h e Help
b u t t o n [©]. In t h e Help window, click t h e Maximize H b u t t o n .
2. Click in t h e search box, t y p e create charts a n d t h e n click t h e Search b u t t o n 0 . In the search results, click Available chart types.
3 . Read t h e article's i n t r o d u c t i o n , a n d t h e n below in this article, click C o l u m n charts. C o m p a r e y o u r screen w i t h F i g u r e 1.
Co-'ur.n charts
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4. Read t h e section a n d t h e n scroll d o w n a n d read t h e section o n Pie C h a r t s to see if you can answer t h e following: A pie c h a r t is m o r e useful t h a n a c o l u m n chart for showing w h a t t y p e of data?
Tliree-dimensional 212
Total cell style 209
Value axis 211
X-axis 210
Y-axis 211
Microsoft Excel Chapter 2 | Create Charts 225
mmm
M a t c h i n g M a t c h each t e r m in t h e s e c o n d c o l u m n w i t h its correct definition in the first c o l u m n by w r i t i n g t h e letter of the t e r m o n the blank line in front of t h e correct definition.
1 . A c o m m a n d w i t h which you can display text o n m u l t i p l e lines w i t h i n a cell.
2 . A cell reference that refers to a cell by its fixed p o s i t i o n in a worksheet a n d that does n o t change w h e n t h e f o r m u l a is copied.
3 . A specific way that Excel displays n u m b e r s .
4 . T h e default format t h a t Excel applies to n u m b e r s — w h a t e v e r you t y p e in t h e cell will display, w i t h t h e exception that trailing zeros to t h e right of a d e c i m a l p o i n t will n o t display.
5 . T h e Excel n u m b e r f o r m a t t h a t applies a c o m m a separator where a p p r o p r i a t e , inserts a fixed dollar sign aligned at t h e left edge of t h e cell, applies two decimal places, a n d leaves a small a m o u n t of space at b o t h t h e right a n d left edges of the cell to a c c o m m o d a t e parentheses for negative n u m b e r s .
6 . A graphic representation of data in a worksheet that shows c o m p a r i s o n s , p a t t e r n s , a n d t r e n d s .
7. T h e chart axis that is usually t h e h o r i z o n t a l axis a n d contains
categories.
8 . T h e chart axis t h a t is usually t h e vertical axis a n d contains data.
9 . To pull o u t o n e o r m o r e slices of a 3-D pie chart t o emphasize a specific slice or slices.
1 0 . A set of design elements t h a t provides a unified look for colors, fonts, a n d graphics.
226 Create Charts | Microsoft Excel Chapter 2
A Absolute cell reference
B Accounting n u m b e r f o r m a t
C Category axis
D C h a r t
E Explode
F General format
G N u m b e r format
H T h e m e
I Text w r a p
J Value axis
Multiple C h o i c e C h o o s e t h e c o r r e c t answer.
1 . Automatically changing the c o l u m n width to a c c o m m o d a t e the longest c o l u m n e n t r y is called:
A. Drag and d r o p B. AutoFit C. Auto adjust
2 . A green triangle that indicates a possible e r r o r in a formula is called:
A . An error indicator B. A message C . A Dialog Box Launcher
3 . T h e Excel feature that outlines all of the cells referenced in a formula is the:
A. Formula finder B. Cell finder C. Range finder
4 . A chart type useful for illustrating c o m p a r i s o n s a m o n g related n u m b e r s is called:
A. A pie chart B. An area chart C . A c o l u m n chart
5 . A chart placed o n a worksheet with the source data is:
A. A chart sheet B. A c o l u m n chart C. An e m b e d d e d chart
Topics for Discussion 1 . Search some current newspapers a n d magazines for
examples of charts. Which charts catch your eye a n d why? Do the charts appeal to you because of their color o r format? Is something intriguing revealed to you in the chart that you have never considered before? What are some formatting changes that you think make a chart interesting and valuable to a reader?
6 . T h e chart data p o i n t s related to one a n o t h e r are k n o w n as a:
A. C o l u m n B. Data series C. C h a r t p o i n t
7. T h e box that identifies the p a t t e r n s o r colors assigned to the data series in a chart is called a:
A. Legend B. Dialog box C . Message box
8. A predesigned c o m b i n a t i o n of chart elements is referred to as a:
A . 3-D chart B. C h a r t layout C. C h a r t
9 . T h e chart t y p e t h a t displays the relationship of p a r t s to a w h o l e is:
A . A pie chart B. An area chart C. A c o l u m n c h a r t
1 0 . A worksheet that contains only a chart is referred to as a:
A . Worksheet B. C h a r t area C . C h a r t sheet
2. Why is it i m p o r t a n t to present accounting a n d financial information in a m a n n e r that is attractive a n d easy t o read? W h a t are some of the ways that Excel can help you d o so?
Microsoft Excel Chapter 2 | Create Charts 227
Skill C h e c k f m ' / » To complete this project, you will need the following file:
• e02_Expenses
You will save your workbook as: Lastname_Firstname_e02_Expenses
1. Start Excel, and open the file e02_Expenses. Save the file in your Excel Chapter 2 folder as Lastname_Firstname_e02_Expenses Insert the file name in the left footer and then return to Normal view.
2. On the Page Layout tab, in the T h e m e s group, click the T h e m e s button, and then click Hardcover.
3 . Click cell B2, and then use the fill handle to fill the months into the range C2:D2. Select the range A2:F2. On the H o m e tab, in the Alignment group, click the Wrap Text, Middle Align, and Center buttons.
4. Select E3:E8, and then in the Editing group, click the SUM button. In the range B9:E9, use the SUM function to calculate the Total Expenses.
5. In cell F3, type -E3/SE$9 and then on the formula bar, click the Enter button. Use the fill handle to fill the formula down through cell F8. With the range F3:F8 still selected, in the N u m b e r group, click the Percent Style button. In the A l i g n m e n t group, click the Center button.
6. Select the range B3:E3, hold down [Ctrl], and then select the range B9:E9. In the N u m b e r group, click the Accounting N u m b e r Format button, and then click the Decrease Decimal button two times. Select the range B4:E8. In the Styles group, click the Cell Styles button, and then click C o m m a [0]. Select the range B9:E9, click the Cell Styles button, and then click Total. Click cell A l l , and then compare your screen with F i g u r e 1.
7. Select the range A2:D8. On the Insert tab, in the Charts group, click the C o l u m n button, and then click 3-D C o l u m n . Move the chart below the data, and then resize the chart to display in approximately the range A11:F30. On the D e s i g n tab, in the Chart Layouts group, click Layout 1. Click the Chart Title, type Expenses and then press (Enter). Compare your screen with F i g u r e 2.
Continue to the next page to complete this Skill Check • F i g u r e 2
228 Create Charts | Microsoft Excel Chapter 2
F i g u r e 3
F i g u r e 4
Assessment
8. Select the nonadjacent ranges A3:A8 and E3:E8. On the Insert tab, in the Charts group, click the Pie button, and then click Pie in 3 - D .
9. On the D e s i g n tab, in the Location group, click the Move Chart button. In the Move Chart dialog box, select the N e w sheet option button, type the sheet name Expenses Chart and then click OK.
10. For the pie chart, apply the Layout 1 chart layout, and then change the Chart Title to 4th Quarter Expenses Right-click the chart title, and from the Mini toolbar, change the Font Size to 28.
1 1 . Right-click any of the data labels, and use the Mini toolbar to change the Font Size to 14 and to apply the Bold format.
12. Click the Chart Area. On the Layout tab, in the Current Selection group, click the Format Selection button. In the Format Chart Area dialog box, select the Gradient Fill option button, and then click Close.
13. Click the edge of a pie slice to select all of the slices. On the Format tab, in the Shape Styles group, click the Shape Effects button, point to Bevel, and then click 3-D Options. Click the Top button, and then click the Circle thumbnail. Click the B o t t o m button, and then click the Circle thumbnail. Set the four Bevel Width and Height spin boxes to 250 pt and then click Close. Compare your
— screen with F i g u r e 3 .
14. On the Insert tab, in the Text group, click the Header & Footer button. In the Page Setup dialog box, click the C u s t o m Footer button. Verify that the insertion point is in the Left section, click the Insert File N a m e button, and then click OK two times.
15. Click the Expenses sheet tab. Select the range A1:F6. On the H o m e tab, in the Cells group, click the Insert b u t t o n arrow, and then click Insert Sheet Rows. On the Insert tab, in the Text group, click the WordArt button, and then in the third row, click the fourth thumbnail—Gradient Fill - Dark Red, Accent 1. Immediately type City Expenses and then move the WordArt to the top of the worksheet.
16. Click the Page Layout tab. In the Scale to Fit group, click the W i d t h arrow, and then click 1 page. In the Page Setup group, click the Margins button, and then click Custom Margins. In the Page Setup dialog box, select the Horizontally check box, and then click the Print Preview button.
-— 17. Compare your screen with F i g u r e 4. Save the workbook, and then print or submit the file as directed by your instructor.
D o n e ! You have completed the Skill Check
Microsoft Excel Chapter 2 | Create Charts 229
Assess Your Skills 1 T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• e02_Assets
Y o u w i l l s a v e y o u r w o r k b o o k a s :
Lastname Firstname e02 Assets
1. Start Excel, and open the file e02_Assets. Save the workbook in your Excel Chapter 2 folder as I.astname_Firstname_e02_Assets A d d the file n a m e in the worksheet's left footer, a n d then return t o Normal view.
2. In t h e ranges D4:D10 a n d B l l r D l l , use the SUM function to total t h e rows a n d the c o l u m n s . Select the ranges B4:D4 a n d B l l r D l l , apply t h e Accounting n u m b e r format, a n d format the r a n g e so that n o decimals display. For the range B5:D10, apply t h e C o m m a [0] cell style. In the range B l l . D l l , apply t h e Total cell style.
3. Insert a 3-D Clustered C o l u m n c h a r t based o n the range A3:C10. Move the chart below the data, a n d t h e n resize t h e chart to approximately the range A13:D30. Apply chart Style 36, and then show t h e legend at t h e t o p of the chart. C h a n g e the legend font size to 12.
4. Insert a Pie i n 3-D chart based on t h e n o n - adjacent ranges A4.A10 a n d D4:D10. Move t h e pie chart to a chart sheet n a m e d Capital Assets C h a r t a n d t h e n apply Layout 1. C h a n g e the chart title to Capital Assets
5. For the data labels, apply Bold, a n d then change the F o n t Size to 14.
6. F o r m a t t h e C h a r t Area with Solid fill, a n d t h e n change the C o l o r to Red, Accent 2, L i g h t e r 60%.
7. For all the slices—in Series 1, change the 3-D R o t a t i o n of X to 140, a n d t h e n explode the C o l l e c t i o n s pie slice. Verify that all data labels display o n a pie slice. If necessary, move t h e Collections pie slice back toward the center of the pie to display the labels o n t h e slices. Display t h e 3-D F o r m a t settings in the F o r m a t Data Series dialog box. C h a n g e t h e t o p bevel to Circle a n d t h e n change the t o p bevel width a n d height to 1000 pt. C h a n g e the M a t e r i a l setting to M e t a l .
8. For the chart sheet, add a footer w i t h the file n a m e in the left section. C o m p a r e your worksheet a n d chart sheet with F i g u r e 1. Save t h e w o r k b o o k , a n d t h e n p r i n t or s u b m i t the file as directed by y o u r instructor.
D o n e ! You have completed Assess Your Skills 1
. I n m . l l . l u n i .
F i g u r e 1
230 Create Charts | Microsoft Excel Chapter 2
C I T Y D E B T
F i g u r e
Assess Your Skills 2 A s s e s s Y o u r Skills 3 a n d 4 c a n be f o u n d at www.pearsonhighered.com/skills.
T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• e 0 2 _ D e b t
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• Lastname_Firstname_e02_Debt
1 . Start Excel, a n d o p e n t h e file e02_Debt. Save the w o r k b o o k in y o u r Excel Chapter 2 folder as Lastname_Firstname_e02_Debt Add t h e file n a m e in the worksheet's left footer, a n d t h e n r e t u r n to N o r m a l view.
2. Apply t h e Newsprint t h e m e . In cell B2, t y p e July a n d then Auto Fill the m o n t h s t h r o u g h cell G2.
3 . In cell 13, calculate t h e Percent of Total Debt. In the formula, use an absolute cell reference w h e n referring to cell H8. Copy t h e formula d o w n t h r o u g h cell 17, a n d then format t h e results as percentages with o n e decimal place. Center the results in t h e cell.
4. Select t h e ranges B3:H3 a n d B8:H8, a n d then apply the Accounting n u m b e r format a n d display zero decimal places. In t h e range B4:H7, apply the C o m m a [0] cell style, a n d in t h e range B8:H8, apply t h e Total cell style.
5. Insert a Pie in 3-D chart based on the n o n - adjacent ranges A3:A7 a n d H3:H7. Move the pie chart below t h e data, a n d t h e n resize t h e chart so that it displays approximately in the range A l 1:138. Apply Layout 2.
6. Change t h e Chart Title to O u t s t a n d i n g Debt by Type a n d then change the chart title Font Size to 20. Right-click the data labels, a n d then change the Font Size to 14. Right-click t h e legend, a n d t h e n change the Font Size to 12. Display t h e legend at the b o t t o m of the chart.
7. F o r m a t the C h a r t Area to display a Solid fill using the n i n t h color in t h e t h i r d r o w — Blue-Gray, Accent 5, L i g h t e r 60%.
8. Display t h e F o r m a t D a t a Series dialog box. Set a Top D i v o t 3-D Bevel, set the Top W i d t h a n d H e i g h t to 50 pt a n d change the M a t e r i a l setting to Soft Edge.
9. Insert seven sheet rows at the t o p of the worksheet. Insert a W o r d A r t , using the style G r a d i e n t Fill - Blue-Gray, Accent 4, Reflection. C h a n g e t h e WordArt text t o City Debt a n d t h e n m o v e the WordArt to t h e t o p of the worksheet, centering it in the seven blank rows.
10. View the worksheet in P r i n t Layout view. Verify that the WordArt, data, a n d pie c h a r t all p r i n t o n o n e page. If necessary, adjust t h e Scale to Fit to fit all objects on o n e page.
1 1 . Save the w o r k b o o k , and t h e n p r i n t or s u b m i t t h e file as directed by your instructor. C o m p a r e y o u r completed w o r k b o o k with F i g u r e I ,
D o n e ! You have completed Assess Your Skills 2
Microsoft Excel Chapter 2 | Create Charts 231
Assess Your Skills Visually T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• e02 N e t Assets
Y o u w i l l s a v e y o u r w o r k b o o k a s :
Lastname_Firstname_e02_Net_Assets
Start Excel, a n d o p e n the file e02_Net_Assets. Save t h e w o r k b o o k in your Excel Chapter 2 folder as Lastname_Firstname_e02_Net_Assets Create t h e worksheet and chart sheet as s h o w n in Figure 1. Apply the Solstice t h e m e . Auto Fill t h e m o n t h s in row 4. Insert totals using the SUM function. Calculate the Percent of Total Net Assets using an absolute cell reference a n d then format t h e values as s h o w n . Create t h e 3-D pie chart, a n d m o v e the chart to a chart sheet as shown in t h e figure. Apply the Layout 1 chart layout a n d t h e n f o r m a t the chart title a n d data labels as s h o w n . F o r m a t the 3-D pie chart with the Circle bevel 3-D s h a p e effect o n b o t h the t o p a n d b o t t o m , w i t h all the widths a n d heights set to 512 pt Use t h e Metal surface, a n d a d d a s h a d o w a n d c h a r t area fill. Explode the Power pie slice, a n d rotate the pie chart as s h o w n . Insert the text b o x s h o w n in the figure. Insert the file n a m e in t h e left footer of b o t h sheets. Check the spelling of t h e worksheet. Save the file, a n d t h e n p r i n t o r s u b m i t it as directed by your instructor.
D o n e ! You have completed Assess Your Skills Visually
Net Assets B u s m e n - t y p e Activities
Percent of J * August September Total Total Net
Assets
Transportation S 2 6 8 . 7 5 5 $ 275,082 $ 282.086 $ 8 2 5 . 9 2 3 25.9%
Port 242,886 245.688 247.253 735,827 23.1%
Water 175,885 180.256 193.008 549.149 17.2%
Power 117,006 108.832 115.038 340.876 10.7%
Hospital 213.468 2 5 0 . 8 6 5 2 7 5 . 0 6 6 7 3 9 . 3 9 9 23.2%
Total Net Asset: $ 1 , 0 1 8 . 0 0 0 $ 1 , 0 6 0 , 7 2 3 $ 1 , 1 1 2 , 4 5 1 $ 3 , 1 9 1 , 1 7 4
Net Assets
P o w usage iwredi t o be observed In four* veers
La*trame_Fir«njme_e02_h*«_AAietuchj<
Lastname Firstnamc e02 N e t Assets.xlsx
Figure 1
232 Create Charts | Microsoft Excel Chapter 2
Assessment
Skills in Context T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• e02_Budget
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• Lastname_Firstname_02_Budget
During the fourth quarter of this year, the Accounting Department developed a summary of the proposed Aspen Falls budget. Open the file e02_Budget, and then save the workbook in your Excel Chapter 2 folder as Lastname_Firstname_e02_Budget Apply a theme of your choice. Compute the totals and the percentage by which each budget item makes up the total budget. Use an absolute cell reference when computing the percentages. Format the values appropriately. Create an embedded column chart that effectively compares the budget data for the three
months in the fourth quarter. Create an attractive pie chart on a separate chart sheet that describes the quarter percentages. Insert blank rows at the top of the worksheet, and then insert a WordArt with the text Proposed Budget Format the WordArt appropriately. Insert the file name in the left footer of both sheets. Save the workbook, and then print or submit the workbook file as directed by your instructor.
D o n e ! You hove completed Skills in Context
Skills a n d You T o c o m p l e t e t h i s p r o j e c t , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• N e w blank Excel workbook
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• Lastname_Firstname_e02_Personal_Budget
What items in your monthly budget might you be able to reduce? A pie chart can point out items o n which you might be overspending without realizing it. Create a worksheet for a month's worth of your expenses. Total the expenses, and then create a pie chart to show the percentage by which each item makes up your monthly budget. Format the pie chart appropriately. Insert the filename in the left
footer of the worksheet, and then return to Normal view. Save the workbook as Lastname_Firstname_e02_Personal_Budget and print or submit the workbook electronically as directed by your instructor.
D o n e ! You hove completed Skills and You
Microsoft Excel Chapter 2 | Create Charts 233
M a n a g e M u l t i p l e W o r k s h e e t s • In an Excel w o r k b o o k , you can insert a n d move worksheets, o r you can g r o u p any n u m b e r of
worksheets and then edit or format the data in all of the worksheets at the same t i m e .
• Multiple m a t h o p e r a t o r s can be used in o n e formula, a n d a formula can refer to a cell in a n o t h e r worksheet.
Your starting screen will look similar to this:
I rtcme : Insert Page layout Fortruljt Data Re.tew
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2 0 9 6 1 3 7 9 6 5 3 4 8 0 7 3 5 3 9 7 4
2 7 9 4 8 4 1 0 4 2 0 4 4 6 0 6 1 5 4 3 8 2
NFORMATION SUBMITTED ON:
1 / 3 1
9
1 0
1 1
1 2
1 3 I
1 4
1 5
1 6
1 7
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1 9
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. . • J I L
S K I L L S SKILLS 1 - 1 0 TRAINING
A T T H E E N D O F T H I S C H A P T E R , Y O U W I L L B E
A B L E T O :
S K I L L 1 W o r k w i t h Sheet Tabs S K I L L 2 Enter a n d Format Dates S K I L L 3 Clear Cell C o n t e n t s a n d Formats S K I L L 4 M o v e , C o p y , Paste, a n d Paste O p t i o n s S K I L L 5 W o r k w i t h G r o u p e d W o r k s h e e t s S K I L L 6 Use Multiple Math O p e r a t o r s in a F o r m u l a S K I L L 7 F o r m a t G r o u p e d W o r k s h e e t s S K I L L 8 Insert a n d M o v e W o r k s h e e t s S K I L L 9 C o n s t r u c t Formulas T h a t Refer to Cells in
O t h e r W o r k s h e e t s
S K I L L 1 0 C r e a t e Clustered Bar Charts
M O R E S K I L L S
M O R E S K I L L S 1 1 C r e a t e O r g a n i z a t i o n Charts M O R E S K I L L S 1 2 C r e a t e Line Charts M O R E S K I L L S 1 3 Set a n d Clear Print Areas M O R E S K I L L S 1 4 Insert Hyperlinks
234 M A N A G E MULTIPLE W O R K S H E E T S | Microsoft Excel Chapter 3
E x c e
Outcome Using the skills listed to t h e left will enable you to create a workbook containing worksheets like this:
Op-atini COS V . M O I .
" 50.400 S 1(1451 4».»75 I«2,J4» 55.086 UL70I (5,300 ' 5 6 , 6 3 ;
Is S 219.761 S (72.040
rati
Hun-ton Part Cumffl County Park Total
Tout Park Pawnor
S 1 . 0 0 2 , 0 4 951.120
Total Tool rood Maitrtna Pewixif Costs
X. S 2(4.59* 143,915
»«6,400 290,1» 1(0,456 J 2,900,144 S 0(1,275 5 4 9 0 ^ »
Total Oprrata^
Costs MKInooma • -1S.S04 s mjas
219.761 (71040 251.3(5 (04,696 690,650 $ 2,600,541
Oparabna Coati Nrtrncome
t U J O 5 202,702 51.974 U7.219 57,911 250,619
_ * * r H L W W 5 » 219,504 i 923^05
u i o u n - a n l r w r x .
n Op.atbsi Cons Matlocona
611 5 S 4 j i l S 729 62.631 1(7.2(6 425 ( U 2 5 210J96
ei tun mm 4 5 . 5 251ja3 5 (04J9B
Durante OMWV "art
latmamr 'fcnm»m* rOI VK.ton.tu
You will save your workbook as: I astname Firstname e03 Visitors
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 235
I n t h i s c h a p t e r , y o u w i l l c r e a t e d o c u m e n t s f o r t h e A s p e n F a l l s C i t y
H a l l , w h i c h p r o v i d e s e s s e n t i a l s e r v i c e s f o r t h e c i t i z e n s a n d v i s i t o r s o f
A s p e n F a l l s , C a l i f o r n i a .
I n t r o d u c t i o n
O r g a n i z a t i o n s typically create w o r k b o o k s that contain m u l t i p l e worksheets. I n such a w o r k b o o k , the first worksheet often s u m m a r i z e s the detailed i n f o r m a t i o n i n the other worksheets.
W h e n y o u have a large a m o u n t o f data to organize i n a workbook, d i v i d i n g the data i n t o logical elements such as locations o r t i m e periods and t h e n placing each element i n a separate worksheet makes sense. I n other w o r d s , design a system o f worksheets instead o f t r y i n g to f i t all o f the i n f o r m a t i o n o n a single worksheet.
B y g r o u p i n g worksheets, y o u can edit and f o r m a t data i n m u l t i p l e worksheets simultaneously. Data that y o u edit o n the active sheet is reflected i n all o f the selected sheets.
Y o u can copy i n f o r m a t i o n f r o m one worksheet and then paste i t i n a different worksheet.
Y o u can manage m u l t i p l e worksheets by color coding each sheet tab so t h a t y o u can quickly locate the detailed i n f o r m a t i o n .
236 Manage Multiple Worksheets | Microsoft Excel Chapter 3
Time to complete all 10 skills - 50 to 90 minutes
Student data file needed for this chapter:
• e03_Visitors
Find your student data files here:
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 237
W l
• W h e n a w o r k b o o k contains m o r e t h a n o n e worksheet, you can navigate (move) a m o n g worksheets by clicking t h e sheet tabs.
• To view sheet tabs, use the four tab scrolling buttons—the b u t t o n s to the left of the sheet tabs used to display Excel sheet tabs that are n o t in view.
1. Start © Excel, a n d t h e n o p e n e03_Visitors. Click the File tab, a n d t h e n click Save As. In the Save As dialog box, navigate to t h e location where you are saving your files. Click N e w folder, type Excel C h a p t e r 3 a n d t h e n press (Enter] two times. In the File name box, using your o w n n a m e , type L a s t n a m e _ F i r s t n a m e _ e03_Visitors a n d t h e n press [Enter].
2. Along the b o t t o m of t h e Excel window, click the Sheet2 sheet tab, a n d t h e n c o m p a r e y o u r screen with F i g u r e 1.
3 . Click the Sheetl sheet tab. In cell A l , notice the text Park 1.
The first worksheet becomes the active sheet, and cell A l , which is formatted with a green background, displays Park 1.
4. Right-click the Sheetl sheet tab, a n d then c o m p a r e y o u r screen w i t h F i g u r e 2.
5. F r o m the s h o r t c u t m e n u , click Rename. O n the Sheetl sheet tab, verify the tab n a m e is selected, a n d t h e n type Aspen Lake Press (Enter).
You can use up to 31 characters in a sheet tab name. Strive for a short but meaningful name.
• Continue to the next page to complete the skill •
238 Manage Multiple Worksheets | Microsoft Excel Chapter 3
Sheet2 tab is active
Sheet tab scrolling buttons
F i g u r e 1
/ • Park 2
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SKILL 1 : Work with Sheet Tabs
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8.
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ACTIVE S H E E T DISPLAYS
- TAB COLOR AT LOWER
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AND COLORED
Figure 4
6. Double-click the Sheet2 sheet tab to make it the active sheet and to select the sheet
— name, as shown in Figure 3.
7. With the Sheetl sheet tab name selected, type Hamilton Park and then press [Enter].
Using either of the two methods just practiced, rename the Sheet3 sheet tab as Durango County Park and then press [Enter).
Verify that the Durango County Park sheet is the active worksheet. On the Page Layout tab, in the T h e m e s group, click the Colors button. Scroll down, and then click Metro to change the theme colors for this workbook.
10. On the H o m e tab, in the Cells group, click the Format button, and then point to Tab Color to display the colors associated with the Metro theme colors. Click the fourth color in the first row— Blue-Gray, Text 2. Alternately, right-click the sheet tab, and then point to Tab Color.
When a worksheet is active, the sheet tab color displays only along the lower edge of the sheet tab. When a worksheet is not active, the entire sheet tab is filled with the selected color.
11. Use the technique just practiced to change the sheet tab color of the Hamilton Park tab to the sixth color in the first row— Pink, Accent 2.
12. Change the sheet tab color of the Aspen Lake sheet tab to the last color in the first row—Teal, Accent 6. Compare your screen with Figure 4 .
13. Save Q the workbook.
• Y O U H A V E C O M P L E T E D SKILL 1 O F 1 0
Microsoft Excel Chapter 3 | M A N A G E MULTIPLE W O R K S H E E T S 239
r an
• W h e n you enter a date, it is assigned a serial number—a sequential n u m b e r .
• Dates are stored as sequential serial n u m b e r s so they can be used in calculations. By default, January 1, 1900 is serial n u m b e r 1. January 1, 2012 is serial n u m b e r 40909 because it is 40,908 days after J a n u a r y 1, 1900. Serial n u m b e r s m a k e it possible to perform calculations o n dates, for example, to find t h e n u m b e r of days between two dates by subtracting the older date from the m o r e recent date.
• W h e n you type any of the following values into cells, Excel interprets t h e m as dates: 7/4/10, 4-Jul, 4-Jul-10, Jul-10. W h e n typing in these date formats, the Q ( h y p h e n ) key a n d the (T) (forward slash) key function identically.
• You can enter m o n t h s using the entire n a m e o r t h e first three characters. Years can be e n t e r e d as two digits or four digits. W h e n you leave the year off, t h e c u r r e n t year will be inserted.
1. O n t h e Aspen Lake sheet, click cell A14, a n d then notice that in the cell t h e date displays as 1/31. In t h e formula bar, n o t i c e that the underlying value displays as 1/31/2012, as s h o w n in Figure I.
2. O n t h e H o m e tab, in the N u m b e r group, click t h e Number Format arrow, as s h o w n in Figure 2.
Here you can select popular date, time, and number formats, or click More Number Formats at the bottom of the list to display additional built-in number formats.
• C O N T I N U E TO T H E N E X T P A G E TO C O M P L E T E T H E SKILL
240 M A N A G E MULTIPLE WORKSHEETS | Microsoft Excel Chapter 3
•
Formula bar value is 1/31/2012
Displayed value is 1/31
Aspen Lake sheet active
F i g u r e 1
Number Format arrow
A l l U[ un/mu Formula bar A J B C
displays full date I 2
3
4
Number format S 2 1 5 7 1 2 8 1 6 7 1 gallery
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Date Format AutoComplete Date Typed A s Completed by Excel A s 7/4/11 7/4/2011
7-4-98 7 / 4 / 1 9 9 8
7/4 or 7-4 4 - J u l ( c u r r e n t y e a r a s s u m e d )
J u l y 4 or J u l 4 4 - J u l ( c u r r e n t y e a r a s s u m e d )
J u l / 4 or J u l - 4 4 - J u l ( c u r r e n t y e a r a s s u m e d )
J u l y 4, 1 9 9 8 4 - J u l - 9 8
J u l y 2 0 1 2 J u l - 1 2
J u l y 1 9 9 8 J u l - 9 8 F i g u r e 4
3 . At t h e b o t t o m of the N u m b e r F o r m a t list, click More N u m b e r Formats. In t h e displayed Format Cells dialog box, o n t h e N u m b e r tab, u n d e r Type, click * Wednesday, March 1 4 , 2 0 0 1 to show a sample of the selected date format, as
— s h o w n in Figure 3.
The date Wednesday, March 14, 2001 will not display in your worksheet. This is a sample of a format that can be applied to your current date.
4 . U n d e r Type, scroll d o w n , click March 14, 2001, a n d t h e n click OK.
The date January 31, 2012 displays in cell A14.
5. Click t h e H a m i l t o n Park sheet tab to m a k e it t h e active worksheet, a n d t h e n click cell A17. Type 8/11/98 a n d t h e n o n the formula bar, click t h e Enter b u t t o n 0-
In cell A17, the year changed from 98 to 1998. When a two-digit year between 30 and 99 is entered, a 20th-century date is assumed.
6. Click t h e D u r a n g o C o u n t y Park sheet tab, a n d t h e n click ceD A17. H o l d d o w n [Ctrl] a n d press (7)—the semicolon key. Press (Enter) to confirm t h e entry.
The (Ctrl] + Q shortcut enters the current date, obtained from your computer, into the selected cell using the default date format. The table in Figure 4 summarizes how Excel interprets various date formats.
7. Save Q the w o r k b o o k .
• You hove completed Skill 2 of 1 0
Microsoft Excel Chapter 3 | M a n a g e M u l t i p l e W o r k s h e e t s 241
• Cells can contain formatting, c o m m e n t s , a n d contents—underlying formulas a n d d a t a .
• You can clear the contents of a cell, t h e f o r m a t t i n g of a cell, o r b o t h .
1. Click t h e Aspen Lake sheet tab to m a k e it t h e active worksheet, and t h e n click cell A l . O n t h e H o m e tab, in t h e Editing group, click the Clear b u t t o n @ , a n d t h e n click Clear Contents.
Alternately, you can press [Delete] to clear the contents of a cell
2. Look at cell A l , a n d verify t h a t text has b e e n cleared b u t t h a t t h e fill color applied to t h e cell still displays, as s h o w n i n Figure 1.
3.
Deleting the contents of a cell does not delete the formatting of the cell.
In cell A l , t y p e Aspen Lake a n d t h e n o n t h e formula bar, click t h e Enter b u t t o n 0 .
4 . W i t h cell A l still selected, in the Editing group, click t h e Clear b u t t o n @ , a n d t h e n click Clear Formats. C o m p a r e y o u r screen w i t h Figure 2 .
Clear Formats deletes the formatting from the cell but does not delete the cell contents.
Continue to the next page to complete the skill ^
242 Manage Multiple Worksheets | Microsoft Excel Chapter 3
Contents cleared, formatting not
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SKILL 3: Clear Cell Contents a n d Formats
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Figure 4
5. Select cell A2. O n the H o m e tab, in the Editing group, click t h e Clear b u t t o n @> a n d t h e n click Clear All. C o m p a r e your screen with Figure 3 .
Clear All D E L E T E S B O T H T H E CELL C O N T E N T S A N D T H E F O R M A T T I N G .
6. In cell A14, use the t e c h n i q u e just practiced to clear t h e f o r m a t t i n g from t h e cell. In the N u m b e r group, verify that General displays as t h e n u m b e r format of the cell. Notice that t h e date format is r e m o v e d from the cell a n d that the underlying serial n u m b e r — a sequential n u m b e r — d i s p l a y s .
T H E D A T E , January 31, 2012, D I S P L A Y S A S 4 0 9 3 9 — T H E N U M B E R O F D A Y S S I N C E T H E
R E F E R E N C E D A T E O F L A N U A R Y 1 , 1 9 0 0 .
7. In t h e N u m b e r group, click t h e N u m b e r Format arrow, click Long Date, a n d t h e n verify that the serial n u m b e r in cell A14 again displays as a date.
T H E L O N G D A T E F O R M A T I S A P P L I E D T O T H E
DATE—Tuesday, January 31, 2012.
8. Display the H a m i l t o n Park sheet, and then select the range A1:A2. In t h e Editing group, click the Clear b u t t o n [5], a n d then click Clear All.
9. Display the D u r a n g o County Park sheet. Select t h e range A1:A2. In the Editing group, click the Clear b u t t o n |&], a n d t h e n click Clear All. C o m p a r e y o u r screen w i t h Figure 4 .
10. Make Aspen Lake the active worksheet, a n d then Save [u] the w o r k b o o k .
• You have completed Skill 3 of 10
Microsoft Excel Chapter 3 | M A N A G E MULTIPLE W O R K S H E E T S 243
Data from cells a n d ranges can be copied and t h e n pasted to o t h e r cells in t h e same worksheet, to o t h e r worksheets, or to worksheets in a n o t h e r w o r k b o o k .
T h e CLIPBOARD is a t e m p o r a r y storage area for text a n d graphics. W h e n you p e r f o r m either the Copy c o m m a n d or the C u t c o m m a n d , the selected data is placed in the C l i p b o a r d , from which the data is available for pasting.
1. Select t h e range A13:A14. Point to the lower edge of t h e black b o r d e r s u r r o u n d ing the selected range until t h e [51 p o i n t e r displays. D r a g d o w n w a r d until the ScreenTip displays A16:A17, as s h o w n in Figure 1, a n d then release the m o u s e — b u t t o n to c o m p l e t e the move.
Drag and drop is a method of moving objects in which you point to the selection and then drag it to a new location.
2. Click cell A4, t y p e Visitor Type a n d t h e n press [Tab). Type the following titles in row 4, pressing [Tab] after each title: Park Revenue, Food Revenue, Marketing Costs, O p e r a t i n g Costs, Net I n c o m e
3 . Select c o l u m n s B:F. In t h e Cells group, click t h e Format b u t t o n , a n d t h e n click C o l u m n Width. In the C o l u m n Width dialog box, select the displayed n u m b e r , t y p e 12 a n d t h e n click OK. C o m p a r e your screen with Figure 2.
4 . Select the range A4:F4. In the Styles group, click the Cell Styles b u t t o n , a n d t h e n click 2 0 % - Accent6. In t h e Alignment group, click the Wrap Text b u t t o n g ] a n d the Center b u t t o n |W|.
• Continue to the next page to complete the skill ^
M A N A G E MULTIPLE W O R K S H E E T S | Microsoft Excel Chapter 3
Black border
Gray border displays where
cells will be moved
ScreenTip displays the rangeA16:A17
F i g u r e 1
Columns widened, titles entered
F i g u r e 2
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A B C 0 E F 6 H J .a ASPEN LAKE
2 1 5 7 1 2 8 1 6 7 1 4 1 4 5 1 5 3 2 3 0
2 0 9 6 1 3 7 9 6 5 3 4 8 0 7 3 5 3 9 7 4
2 7 9 4 8 4 1 0 4 2 0 4 4 6 0 6 1 5 4 3 8 2
INFORMATION SUBMITTED ON:
TUESDAY, JANUARY 3 1 , 2 0 1 2
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INFORMATION SUBMITTED ON:
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PARK REVENUE FOOD REVENUE MARKETING COS OPERATING COST NET INCOME
2 1 5 7 1 2 8 1 6 7 1 4 1 4 5 1 5 3 2 3 0
2 0 9 6 1 3 7 9 6 5 3 4 8 0 7 3 5 3 9 7 4
2 7 9 4 8 4 1 0 4 2 0 4 4 6 0 6 1 5 4 3 8 2
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SKILL 4: Move, Copy, Paste, a n d Paste Options
Insert
P a l U ] J B / U 1 i
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Costs Operating
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6 7 j _8j 9 10 11 12 « 1 1 4 .
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Durango County Park sheet
F i g u r e 4
5. With the range A4:F4 still selected, in the Clipboard group, click the Copy button !»].
A moving border surrounds the selected range, and a message on the status bar indi cates Select destination and press ENTER or choose Paste, confirming that your selected range has been copied to the Clipboard.
6. Display the H a m i l t o n Park sheet, and then click cell A4. In the Clipboard group, click the lower half of the Paste button to display the Paste Preview gallery. Point at the various Paste Options to preview the
— pasted text, as shown in Figure 3 .
7. In the Paste O p t i o n s gallery, click the second option in the second row— Keep Source C o l u m n Widths.
The column tides are pasted, and the column widths from the source worksheet are retained.
When pasting a range of cells, you need to select only the cell in the upper left corner of the paste area—the target destination for data that has been cut or copied. When an item is pasted, it is not removed from the Clipboard, as indicated by the status bar message.
8. Display the D u r a n g o County Park worksheet, and then click cell A4. Using the technique just practiced, paste the column tides using the Paste Option Keep Source C o l u m n Widths. Compare your
— screen with Figure 4 .
Display the Aspen Lake sheet, and then Save [H] the workbook.
You have completed Skill 4 of 10
9.
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 245
• You can g r o u p any n u m b e r of worksheets in a w o r k b o o k . After the worksheets are g r o u p e d , you can edit data o r format cells in all the g r o u p e d worksheets at the same time.
• G r o u p i n g worksheets is useful w h e n you are creating o r modifying a set of worksheets that are similar in p u r p o s e a n d s t r u c t u r e .
1 . Right-click the Aspen Lake sheet tab, a n d t h e n from the s h o r t c u t m e n u , click Select All Sheets.
2. At t h e top of the screen, o n the title bar, verify that [Group] displays, as shown in Figure 1.
A *)•
3.
All the worksheets are selected, as indicated by [Group] on the title bar, and the sheet tab names are underlined in the sheet tab color. An underline on a worksheet tab indicates that the worksheet is active or selected within a group.
Click cell A5, type Local a n d t h e n press [Enter]. In cell A6, type Domestic a n d t h e n press [Enter], In cell A7, type International a n d t h e n press [Enter].
4. Select the range A5:A7. In the Styles group, click the Cell Styles b u t t o n , a n d t h e n u n d e r Titles and Headings, click 4 0 % - Accent6.
5. Display t h e Hamilton Park sheet, a n d verify that the row labels a n d formats you e n t e r e d o n t h e Aspen Lake sheet display. C o m p a r e y o u r screen with Figure 2.
Data and formats are entered on all grouped worksheets.
• Continue to the next page to complete the skill ^
[Group] DISPLAYS
O N TITLE BAR
G R O U P E D S H E E T
TAB COLORS DISPLAY
AS UNDERLINES
F i g u r e 1
R O W LABELS A N D
FORMATS DISPLAY
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2 1 5 7 1 2 8 1 6 7 1 4 1 4 5 1 5 3 2 3 0
2 0 9 6 1 3 7 9 6 5 3 4 8 0 7 3 5 3 9 7 4
2 7 9 4 8 4 1 0 4 2 0 4 4 6 0 6 1 5 4 3 8 2
INFORMATION SUBMITTED ON:
TUESDAY. JANUARY 3 1 , 2 0 1 2
1 ' - topmljm* HamfamPMt Durinoo Count* Pas* • . _ . . . J J L
F i g u r e 2
VISITOR TYPE
LOCAL
DOMESTIC
INTER NATIONAL
MARKETING
PARK REVENUE FOOD REVENUE COSTS
2 0 1 6 0 0 7 6 6 0 8 4 6 4 5 7
1 9 5 9 0 0 7 4 4 4 2 3 9 0 1 8
2 6 1 2 0 0 9 9 2 5 6 3 8 5 2 4
OPERATING
COSTS NET INCOME
5 0 4 0 0
4 8 9 7 5
6 5 3 0 0
1 0 ill u 1 3
1 4
I S ;
1 6 COMMEMORATION DATE:
1 7 ; 8 / 1 1 / 1 9 9 8
1 8
1 9
2 0 O I L
246 M A N A G E MULTIPLE W O R K S H E E T S | Microsoft Excel Chapter 3
SKILL 5 : Work with G r o u p e d Worksheets
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Visitor Type
1 I 2
3
4 ! 5 Local 6 Domestic 7 International 8 1
9 10 1 1 12 13 14 I S
16 Information submitted on: 17 Tuesday, January 3 1 , 2012 18 19
Aspen Falls
Marketing Park Revenue Food Revenue Costs
215712 81671
2 0 9 6 1 3 79653 2 7 9 4 8 4 104204
Operating Costs Net Income
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Title and format entered
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Local Domestic International
4 5 6 7
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13 14 15
16 Current date:
17
18
19 .
Marketing Park Revenue Food Revenue Costs
2 2 1 9 0 0 87529 4 3 6 1 1 2 0 1 7 0 0 76946 4 8 7 2 9 2 4 1 1 0 0 94618 4 7 6 9 1
Operating Costs Net Income
6 4 3 2 6 6 2 6 3 1 6 2 5 0 3
F i g u r e 3
[Group] does not display on title bar
Title entered and formatted
1 1 / 1 / 2 0 1 2
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Ungrouped sheets
6 . Display the D u r a n g o C o u n t y P a r k s h e e t to verily that t h e labels a n d formats have been entered. In the sheet tab area, verify that b o t h t h e Aspen Lake sheet tab a n d t h e Hamilton Park sheet tab display a solid color, indicating that they are n o longer active in t h e g r o u p . Also verily that at t h e t o p of y o u r screen, [Group] n o longer displays o n t h e title bar.
Selecting a single sheet cancels a grouping. Because the worksheets were grouped, the text and formatting was entered into all of the selected sheets. In this manner, you can make the same changes to all selected worksheets in a workbook at the same time.
7. Right-click the A s p e n Lake sheet t a b , a n d t h e n from t h e s h o r t c u t m e n u , click Select All S h e e t s .
8.
[Group] displays on the title bar.
In cell A l , press (Delete], type Aspen Falls a n d t h e n press (Enter). Select the range A 1 : F 1 . In t h e A l i g n m e n t g r o u p , click t h e M e r g e & C e n t e r b u t t o n [B]. In the Styles g r o u p , click the Cell Styles b u t t o n , a n d then click Accent6. In the F o n t g r o u p , click the F o n t Size b u t t o n |» •]> and then click 18. C o m p a r e y o u r screen with
— F i g u r e 3.
9. Display the D u r a n g o C o u n t y P a r k sheet, a n d verify that the same changes have been m a d e to this worksheet. Save the w o r k b o o k , a n d t h e n c o m p a r e your screen
— w i t h F i g u r e 4 .
You have completed Skill 5 of 10
F i g u r e 4
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 247
• SKILL 6 : Use Multiple M a t h Operators in a Formula
• W h e n you c o m b i n e several m a t h o p e r a t o r s in a single formula, Excel follows a set of m a t h e m a t i c a l rules for p e r f o r m i n g calculations within a formula, called operator precedence. First, expressions w i t h i n parentheses are calculated. Second, m u l t i p l i c a t i o n a n d division are p e r f o r m e d before a d d i t i o n a n d s u b t r a c t i o n .
• W h e n a formula contains o p e r a t o r s with the s a m e precedence level, Excel evaluates the o p e r a t o r s from left to right. Multiplication a n d division are considered to be on t h e s a m e level of precedence. Addition a n d s u b t r a c t i o n are considered to be o n the s a m e level of precedence.
1 . Display the A s p e n Lake s h e e t . Click cell A 2 , t y p e Aspen Lake a n d t h e n press [Enter]. Display the H a m i l t o n P a r k sheet. Click cell A2, type Hamilton Park a n d t h e n press (Enter). Display the D u r a n g o C o u n t y P a r k s h e e t . Click cell A2, t y p e D u r a n g o C o u n t y Park and then press (Enter). C o m p a r e your screen with F i g u r e 1.
3 .
2 . Right-click t h e D u r a n g o C o u n t y P a r k s h e e t t a b , and then click Select All S h e e t s .
Select t h e range A2:F2, a n d then in t h e A l i g n m e n t g r o u p , click t h e M e r g e & C e n t e r b u t t o n (M). In the Styles g r o u p , click the Cell Styles b u t t o n , a n d t h e n click 4 0 % - Accent6.
Click cell A13, t y p e Submitted by: a n d t h e n press (Enter). In cell A14, using y o u r first a n d last n a m e s , type Your N a m e a n d t h e n press (Enter). C o m p a r e y o u r screen w i t h F i g u r e 2 .
4 .
Continue to the next page to complete the skill ^
Worksheet subtitle inserted
Durango County Park worksheet
active
F i g u r e 1
Worksheet subtitle entered
and formatted
Worksheets grouped
F i g u r e 2
H a Aspen Falls
• Durango County Park
Visitor Type Local Domestic International
Marketing Operating Park Revenue Food Revenue Costs Costs Net Income
2 2 1 9 0 0 8 7 S 2 9 4 3 6 1 1 6 4 3 2 6 2 0 1 7 0 0 7 6 9 4 6 4 8 7 2 9 6 2 6 3 1 2 4 1 1 0 0 9 4 6 1 8 4 7 6 9 1 6 2 5 0 3
1 1 / 1 / 2 0 1 2
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Park Revenue Food Revenue 2 2 1 9 0 0 8 7 S 2 9 2 0 1 7 0 0 7 6 9 4 6 2 4 1 1 0 0 9 4 6 1 8
Operating Costs Net Income
143611 6 4 3 2 6
4 8 7 2 9 6 2 6 3 1 S7691 6 2 5 0 3
1 5 I 16 Current date: 17 1 1 / 1 / 2 0 1 2
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248 Manage Multiple Worksheets | Microsoft Excel Chapter 3
SKILL 6: Use Multiple M a t h Operators In a Formula
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Visitor Type Park Revenue Food Revenue ( 221900^ 87S29T
Marketing Operating Costs Costs Net Income
4 3 6 1 1 J 64326V(BS4<-5)-(D5+E5)
[Group] displays on title bar
Cells referenced in the formula are outlined
Formula entered 2 0 1 7 0 0 2 4 1 1 0 0
76946 94618
4 8 7 2 9 4 7 6 9 1
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4 5 Local 6 Domestic 7 International 8 9
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Visitor Type Park Revenue Food Revenue 2 2 1 9 0 0 8 7 5 2 9 2 0 1 7 0 0 76946 2 4 1 1 0 0 9 4 6 1 8
Marketing Operating Costs Costs Net Income
4 3 6 1 1 6 4 3 2 6 2 0 1 4 9 2 4 8 7 2 9 6 2 6 3 1 1 6 7 2 8 6 4 7 6 9 1 6 2 5 0 3 2 2 5 5 2 4
1 1 / 1 / 2 0 1 2 1
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Date moved (your date may differ)
Durango County Park worksheet active
F i g u r e 4
5 . Verily that {Group} still displays on t h e title bar. If necessary, right-click a sheet tab, a n d click Select All S h e e t s . Click cell F 5 , enter the f o r m u l a = ( B 5 + C 5 ) - ( D 5 + E 5 ) a n d t h e n c o m p a r e your screen with
— F i g u r e 3.
The formula Net Income = Total Revenue - Total Cost is represented by (Park Revenue + Food Revenue) — (Marketing Costs + Operating Costs). By placing parentheses in the formula, the revenue is first added, the costs are added next, and then the total costs are subtracted from the total revenues. Without the parentheses, the formula would give an incorrect result.
6. O n t h e f o r m u l a b a r , click t h e E n t e r b u t t o n 0 - Use the fill h a n d l e to copy t h e formula d o w n t h r o u g h cell F 7 .
Recall that because the worksheets are grouped, the formulas have been entered on all three worksheets.
7. Verify that the formula results display in the H a m i l t o n P a r k a n d A s p e n Lake sheets.
8. Click the D u r a n g o C o u n t y P a r k s h e e t t a b to m a k e it the active worksheet, and verify that the worksheets are n o longer g r o u p e d . Click cell A17, a n d then p o i n t to the u p p e r edge of t h e black b o r d e r s u r r o u n d i n g the cell until the [5] p o i n t e r displays. Drag u p to move t h e cell contents u p to cell A16. In the message box Do you want to replace the contents of the destination cells? click OK. C o m p a r e
— y o u r screen with F i g u r e 4 .
9. Save [u] t h e workbook.
• You have completed Skill 6 of 10
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 249
m
• SKILL 7 : Format G r o u p e d Worksheets
W h e n worksheets are g r o u p e d , any changes m a d e to a single worksheet are m a d e to each worksheet in t h e g r o u p . For example, if you change the w i d t h of a c o l u m n o r a d d a row, all the worksheets in the g r o u p are c h a n g e d in the same m a n n e r .
1 . Right-click the H a m i l t o n P a r k s h e e t t a b , a n d t h e n click Select All S h e e t s .
2 . In t h e row h e a d i n g area, p o i n t to row 7 to display the 0 pointer. Right-click, a n d t h e n c o m p a r e y o u r screen w i t h F i g u r e 1. —
3. F r o m t h e s h o r t c u t m e n u , click I n s e r t to i n s e r t a new blank row above t h e International row. In cell A 7 , t y p e Families a n d press [Tab).
4. Click t h e A s p e n Lake s h e e t t a b to m a k e it t h e active worksheet a n d to cancel the g r o u p i n g of t h e worksheets. Beginning in cell B7, enter the following Families data for Aspen Lake:
297815 41012 30270 57918
5 . Click t h e H a m i l t o n P a r k s h e e t t a b , a n d t h e n b e g i n n i n g in cell B7, enter the fol lowing Families data for H a m i l t o n Park:
292420 34290 19916 55086
6. Click the D u r a n g o C o u n t y P a r k s h e e t t a b , a n d t h e n b e g i n n i n g in cell B7, enter t h e following Families data for D u r a n g o C o u n t y Park:
281700 31046 40425 61925
7. Click each of the sheet tabs, a n d then verily that you entered the values correctly. Click the D u r a n g o C o u n t y P a r k s h e e t t a b , a n d t h e n c o m p a r e your screen w i t h F i g u r e 2 .
• Continue to the next page to complete the skill ^
[Group] displays on title bar
Shortcut menu
Hamilton Park worksheet active
F i g u r e 1
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Marketing Park Revenue Food Revenue Costs
2 0 1 6 0 0 7 6 6 0 8 464S7
1 9 5 9 0 0 7 4 4 4 2 3 9 0 1 8
Operating Costs Net Income
5 0 4 0 0 1 8 1 3 5 1 4 8 9 7 5 182349
2 6 1 2 0 0 9 9 2 5 6 3 8 5 2 4 6 5 3 0 0 256632
n date: 8 / 1 1 / 1 9 9 8
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entered 5 Local 2 2 1 9 0 0 8 7 5 2 9 4 3 6 1 1 6 4 3 2 6 201492 6 Domestic 2 0 1 7 0 0 7 6 9 4 6 4 8 7 2 9 6 2 6 3 1 1 6 7 2 8 6
7 Families 2 8 1 7 0 0 3 1 0 4 6 4 0 4 2 5 61925J 1 8 International 2 4 1 1 0 0 9 4 6 1 8 4 7 6 9 1 6 2 5 0 3 2 2 5 5 2 4
F i g u r e 2
14 Submitted by: 15 Your Name 16 17
3 1 1 / 1 / 2 0 1 2
250 Manage Multiple Worksheets | Microsoft Excel Chapter 3
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Aspen Falls Durango County Park
Marketing Operating Visitor Type
Local Domestic Families International Total
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87529 76946 31046 94618
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Hamilton Park
Park Revenue Food Revenue S 2 0 1 , 6 0 0 S 76,608
1 9 5 , 9 0 0 2 9 2 , 4 2 0 2 6 1 , 2 0 0 9 5 1 , 1 2 0
74,442 3 4 . 2 9 0 99,256
284,596 S
Marketing Costs
4 6 , 4 5 7 3 9 , 0 1 8 1 9 , 9 1 6 38,524
143,915
Operating Costs
5 5 0 , 4 0 0 48,975 5 5 , 0 8 6 6 5 , 3 0 0
i 2 1 9 , 7 6 1
Net Income S 1 8 1 , 3 5 1
1 8 2 , 3 4 9 2 5 1 , 7 0 8 2 5 6 , 6 3 2
S 8 7 2 , 0 4 0
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SKILL 7 : Format G r o u p e d Worksheets
Formula copied to cell F7
Columns summed, Total cell style applied
Grouped worksheets
F i g u r e 3
Comma [ 0 ] applied
Currency [0] applied
8 . Right-click the D u r a n g o C o u n t y P a r k s h e e t t a b , a n d then click Select All S h e e t s . Click cell F6, a n d t h e n use the fill h a n d l e to copy the formula d o w n to cell F7.
9. In cell A9, t y p e Total a n d then press [Biter). Select the r a n g e B9:F9. O n the H o m e t a b , in t h e E d i t i n g g r o u p , click the S u m b u t t o n (5J. W i t h t h e range still selected, in t h e Styles g r o u p , click t h e Cell Styles b u t t o n , a n d t h e n click Total. Click cell A l l , a n d t h e n c o m p a r e your screen with F i g u r e 3.
1 0 . Select t h e range B5:F5, hold d o w n [Ctrl], a n d then select t h e range B9:F9. In the Styles g r o u p , click the Cell Styles b u t t o n , a n d then click C u r r e n c y [0].
1 1 . Select the range B6:F8, click the Cell Styles b u t t o n , a n d then click C o m m a [0].
1 2 . Display the A s p e n Lake sheet, a n d then verify that t h e same formulas were entered a n d the same f o r m a t t i n g was applied.
On the Aspen Lake worksheet, the formula in cell F 9 displays as the value $923,805.
1 3 . Click t h e H a m i l t o n P a r k s h e e t t a b to make it t h e active worksheet, a n d verify that t h e formulas a n d formatting changes were made. Click cell A l 1, a n d then c o m p a r e y o u r screen with F i g u r e 4 .
On the Hamilton Park worksheet, the formula in cell F 9 displays as the value $872,040.
1 4 . Click the D u r a n g o C o u n t y P a r k s h e e t t a b , a n d verify that the formula in cell F9 displays as the value $804,698. Save [Hi the w o r k b o o k .
Ungrouped worksheets
You have completed Skill 7 of 10
F i g u r e 4
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 251
• To organize a w o r k b o o k , you can move sheet t a b s into any o r d e r you desire.
• You c a n add new worksheets to a c c o m m o d a t e new i n f o r m a t i o n .
1 . To t h e right of the D u r a n g o C o u n t y P a r k s h e e t t a b , click the I n s e r t W o r k s h e e t b u t t o n H H ,
A new blank worksheet is inserted with a unique name such as Sheetl or Sheet!.
2 . Double-click the s h e e t t a b just inserted, t y p e S u m m a r y a n d t h e n press (Enter). C o m p a r e y o u r screen w i t h F i g u r e 1.
3. I n cell A4, t y p e Park a n d t h e n press (Tab]. In cell B4, type Total Park Revenue and t h e n press (Tali]. In cell C4, t y p e Total Food Revenue a n d t h e n press (Tab). In cell D 4 , t y p e Total Marketing Costs a n d then press {lab]. In cell E4, t y p e Total O p e r a t i n g Costs a n d t h e n press |Tab|. In cell F4, type Net I n c o m e a n d then press (Enter). C o m p a r e y o u r screen with F i g u r e 2 .
4 . Select cell A l , a n d t h e n in the Cells g r o u p , click t h e F o r m a t b u t t o n , a n d t h e n click C o l u m n W i d t h . In t h e C o l u m n W i d t h dialog box, type 20 a n d then click O K . Select c o l u m n s B:F, a n d t h e n using t h e same technique, w i d e n t h e c o l u m n s to 12.
5 . Display the A s p e n Lake sheet, a n d click cell A4. Click the C o p y b u t t o n g . Display t h e S u m m a r y sheet, a n d t h e n select the range A4:F4. Click the Paste b u t t o n a r r o w . In the Paste O p t i o n s gallery, u n d e r O t h e r P a s t e O p t i o n s , click F o r m a t t i n g (Sj.
The formatting is applied to the range A4:F4.
• Continue to the next page to complete the ski
252 Manage Multiple Worksheets | Microsoft Excel Chapter 3
Insert Worksheet
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SKILL 8 : Insert a n d M o v e Worksheets
A Visitor Fit-venue
1
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Aspen Falls Visitor Revenue
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Park Aspen Lake
6 Hamilton Park
7 Durango County Park
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Total Total Total Park Total Food Marketing Operating Revenue Revenue Costs Costs Net Income
10 1 1 12 13 14 15 16 17 18
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Caret and paper icon indicate location of moved sheet tab
F i g u r e 4
6. In cell A 5 , t y p e Aspen Lake a n d t h e n press [Enter]. In cell A6, type H a m i l t o n Park a n d t h e n in cell A7, t y p e D u r a n g o C o u n t y Park
7. Display t h e Aspen Lake s h e e t , a n d click cell A l . In t h e C l i p b o a r d g r o u p , click t h e C o p y b u t t o n [*]. Display the S u m m a r y s h e e t , a n d click cell A l . In the C l i p b o a r d g r o u p , click the P a s t e b u t t o n .
The cell contents, including both the text Aspen Falls and the formatting, are pasted.
8. O n t h e S u m m a r y s h e e t , in cell A2, type Visitor Revenue a n d press (Enter). Display the A s p e n Lake sheet, a n d click cell A2. Click the C o p y b u t t o n [jS]. Display the S u m m a r y sheet, a n d click cell A2. In t h e C l i p b o a r d g r o u p , click the Paste b u t t o n a r r o w . In the Paste O p t i o n s gallery, u n d e r O t h e r Paste O p t i o n s , click F o r m a t t i n g [^, a n d then c o m p a r e y o u r screen w i t h F i g u r e 3 .
Only the cell formatting is pasted.
9. Right-click the S u m m a r y s h e e t t a b , click Tab C o l o r , a n d t h e n click the seventh color in the first r o w — G o l d , Accent 3.
10. Point to the S u m m a r y sheet t a b , hold d o w n the left m o u s e b u t t o n to display a small black triangle—a c a r e t — a n d then notice that a small p a p e r icon attaches to the m o u s e pointer.
1 1 . Drag to the left until the caret a n d m o u s e p o i n t e r are t o t h e left of the Aspen Lake t a b , as s h o w n in F i g u r e 4 .
12. Release the left m o u s e b u t t o n to complete t h e worksheet move.
13. Save Q t h e w o r k b o o k .
• You have completed Skill 8 of 10
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 253
• S K I L L 9 : Construct Formulas That Refer to Cells in Other Worksheets
• A summary sheet is a worksheet t h a t displays a n d s u m m a r i z e s totals from o t h e r w o r k s h e e t s . A detail sheet is a w o r k s h e e t w i t h cells referred to by s u m m a r y sheet f o r m u l a s .
• C h a n g e s m a d e to t h e detail sheets that affect t h e i r totals will automatically recalculate a n d display o n the s u m m a r y sheet.
1 . O n t h e S u m m a r y s h e e t , click cell B5. Type = a n d t h e n click t h e A s p e n Lake s h e e t t a b . O n the A s p e n Lake sheet, click cell B9, a n d then press (Enter].
The Summary worksheet displays the value from cell B9 in the Aspen Lake worksheet.
2 . Click cell B5. In the f o r m u l a b a r , notice t h a t t h e cell reference in the underlying f o r m u l a includes b o t h a worksheet reference a n d a cell reference, as s h o w n in Figure 1.
By using a formula of this type, changes made to cell B9 of the Aspen Lake worksheet will be automatically updated in this Summary worksheet.
3. Click cell B6, type a n d then click the H a m i l t o n P a r k s h e e t t a b . O n t h e H a m i l t o n P a r k s h e e t , click cell B9, a n d t h e n press (Enter].
4 . O n t h e S u m m a r y sheet, repeat t h e tech n i q u e just practiced to place t h e value in cell B9 from the D u r a n g o C o u n t y P a r k s h e e t in cell B7 of the S u m m a r y sheet.
5. O n t h e S u m m a r y s h e e t , select the range B5:B7. Point to t h e fill h a n d l e , a n d t h e n d r a g to the right to fill the formulas t h r o u g h c o l u m n F. Click cell F7, a n d c o m p a r e y o u r screen with Figure 2.
Continue to the next page to complete the skill ^
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Total Food Revenue
S 3 0 6 , 5 4 0 S 2 8 4 , 5 9 6 S 1 4 3 , 9 1 5
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Costs S 165,855
Total Operating
Costs S 219,504 S 219,761
Net Income S 923,805 S 8 7 2 , 0 4 0
S 9 4 6 , 4 0 0 S 2 9 0 , 1 3 9 S 1 8 0 , 4 5 6 S 251.385 | S 8 0 4 , 6 9 8
1 1 : 12 13 14 15 16 17 18
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254 Manage Multiple Worksheets | Microsoft Excel Chapter 3
SKILL 9 : Construct Formulas That Refer t o Cells in Other Workshee
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6. O n the S u m m a r y s h e e t , in cell A 8 , t y p e Total a n d then select the range B8:F8. In the E d i t i n g g r o u p , click the S u m b u t t o n [SE|, a n d t h e n apply the Total cell style. Select the range B6:F7, and t h e n apply t h e C o m m a [0] cell style.
7. Right-click the S u m m a r y s h e e t t a b , a n d t h e n click Select All S h e e t s . O n the I n s e r t t a b , in the Text g r o u p , click the H e a d e r & F o o t e r b u t t o n . Insert t h e File N a m e in t h e left footer.
Click the c e n t e r s e c t i o n of the footer, a n d t h e n in the H e a d e r & F o o t e r E l e m e n t s g r o u p , click the Page N u m b e r b u t t o n . Click t h e right section of the footer, a n d t h e n in t h e H e a d e r & F o o t e r E l e m e n t s g r o u p , click the S h e e t N a m e b u t t o n . Click in a cell just above t h e footer to exit the F o o t e r a r e a , a n d t h e n c o m p a r e your screen with F I G U R E 3.
O n the lower right side of the status bar, click the N o r m a l b u t t o n [§§]. Hold d o w n [CtrTl, a n d press [HOME). Click the File t a b , a n d then click P r i n t . At t h e b o t t o m of the screen, click t h e N e x t Page b u t t o n | T ] three times to view each of the four worksheets, a n d t h e n c o m p a r e your screen with F I G U R E 4 .
BECAUSE THE WORKSHEETS ARE G R O U P E D , ALL FOUR
WORKSHEETS WILL B E P R E V I E W E D A N D THE FOOTER
WILL DISPLAY I N EACH WORKSHEET.
10. Click t h e H o m e t a b . Right-click t h e S u m m a r y s h e e t t a b , a n d then click U n g r o u p S h e e t s .
1 1 . Save [H] the w o r k b o o k .
• You have completed Skill 9 of 10
9.
F i g u r e 4
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 255
• A clustered bar chart is a c h a r t type that is useful w h e n you want t o c o m p a r e values across categories; b a r charts organize categories along the vertical axis a n d values a l o n g t h e h o r i z o n t a l axis.
1 . O n t h e S u m m a r y s h e e t , select the range A4:E7. O n the I n s e r t t a b , in the C h a r t s g r o u p , click the B a r b u t t o n , a n d t h e n u n d e r 2 - D Bar, click C l u s t e r e d Bar.
2 . O n t h e D e s i g n t a b , in the L o c a t i o n g r o u p , click the Move C h a r t b u t t o n . In t h e Move C h a r t dialog box, select t h e N e w s h e e t o p t i o n b u t t o n , t y p e Revenue a n d Cost Chart a n d t h e n click OK.
The chart is moved to a chart sheet.
3 . O n t h e D e s i g n t a b , in t h e D a t a g r o u p , click t h e Switch R o w / C o l u m n b u t t o n . C o m p a r e your screen with F i g u r e 1.
Because you want to look at revenue and costs by location, displaying the locations on the vertical axis is useful.
4 . In t h e C h a r t L a y o u t s g r o u p , click the M o r e b u t t o n Q , a n d then click Layout 8. In t h e C h a r t Styles g r o u p , click the M o r e b u t t o n 0 , a n d then click Style 26.
5 . O n t h e Layout t a b , in the Axes g r o u p , click t h e Axes b u t t o n . Point to P r i m a r y H o r i z o n t a l Axis, a n d then click M o r e P r i m a r y H o r i z o n t a l Axis O p t i o n s . O n the left side of the F o r m a t Axis dialog box, click A l i g n m e n t , a n d t h e n o n t h e right, in the C u s t o m a n g l e b o x , t y p e -40 Click Close, a n d t h e n c o m p a r e y o u r screen with F i g u r e 2 .
• Continue to the next page to complete the sk
256 Manage Multiple Worksheets | Microsoft Excel Chapter 3
Switch Row/Column
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SKILL 1 0 : C r e a t e Clustered Bar Charts
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F i g u r e 3
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6. Click t h e C h a r t Title. Type Visitor Revenue a n d Cost a n d t h e n press!
7 . O n the left side of the chart, click the vertical Axis Title. Type Location a n d t h e n press (Enter). Right-click the Location tide, a n d then o n the Mini toolbar, change t h e F o n t Size to 14. At the b o t t o m of the chart, click the horizontal Axis Title, press [Delete), a n d t h e n c o m p a r e your screen with Figure 3.
8. O n t h e Layout t a b , in the Labels g r o u p , click t h e Legend b u t t o n , a n d then click M o r e L e g e n d O p t i o n s . In the F o r m a t L e g e n d dialog box, u n d e r Legend P o s i t i o n , select the Top o p t i o n b u t t o n . O n t h e left, click B o r d e r C o l o r , a n d t h e n o n the right, select t h e Solid l i n e o p t i o n b u t t o n . Click Close. Right-click the legend, a n d t h e n o n t h e M i n i toolbar, change t h e F o n t Size to 12.
9 . In the Labels g r o u p , click the D a t a Labels b u t t o n , a n d t h e n click O u t s i d e E n d . C o m p a r e your screen with Figure 4 .
10. O n the I n s e r t t a b , in the Text g r o u p , click the H e a d e r & F o o t e r b u t t o n . In t h e Page S e t u p dialog box, click t h e C u s t o m F o o t e r b u t t o n . Click t h e I n s e r t File N a m e b u t t o n [a], a n d then click OK two times.
1 1 . Save the w o r k b o o k . Print o r s u b m i t y o u r file as directed by y o u r instructor. To p r i n t , click the File t a b , a n d t h e n click P r i n t . U n d e r Settings, click P r i n t Active Sheets, a n d t h e n click P r i n t E n t i r e W o r k b o o k . Click t h e P r i n t b u t t o n . Exit Excel.
Done! You hove completed Skill 10 of 10 and your document is complete!
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 257
T h e f o l l o w i n g M o r e Skills a r e l o c a t e d a t v v w w . p e a r s o n h i g h e r e d . c o m / s k i l l s
M o r e Skills ^ C r e a t e O r g a n i z a t i o n C h a r t s
You can add SmartArt graphics to a worksheet to create timelines, illustrate processes, or show relationships. When you click the SmartArt button on the Ribbon, you can select from among a broad array of graphics, including an organization chart. An organization chart graphically represents the relationships between individuals and groups in an organization.
In More Skills 11, you will insert and modify a SmartArt graphic organization chart.
To begin, open your web browser, navigate to www.pearsonhighered.com/skills, locate the name of your textbook, and then follow the instructions on the website.
M o r e S k i l l s C r e a t e L i n e C h a r t s
Use a line chart when you want to compare more than one set of values over time. Time is displayed along the bottom axis and the data point values are connected with a line. The curves and directions of the lines make trends obvious to the reader.
In More Skills 12, you will create a line chart comparing three sets of values.
To begin, open your web browser, navigate to www.pearsonhighered.com/skills, locate the name of your textbook, and then follow the instructions on the website.
M o r e S k i l l s S e t a n d C l e a r P r i n t A r e a s
If you are likely to print the same portion of a particular worksheet over and over again, you can save time by setting a print area.
In More Skills 13, you will set print areas in a worksheet. To begin, open your web browser, navigate to
www.pearsonhighered.com/skills, locate the name of your textbook, and then follow the instructions on the website.
M o r e Skills I n s e r t H y p e r l i n k s
You can insert a hyperlink in a worksheet that can link to a file, a location in a file, a web page on the World Wide Web, or a web page on an organization's intranet. Creating a hyperlink in a workbook is a convenient way to provide quick access to related information.
In More Skills 14, you will insert hyperlinks to related information on the web and to other worksheets in the workbook.
To begin, open your web browser, navigate to www.pearsonhighered.com/skills, locate the name of your textbook, and then follow the instructions on the website.
Multiple Worksheets | Microsoft Excel Chapter 3
K e y T e r m s
Clipboard 244 Clustered b a r chart 256
Contents 242
Detail sheet 254 Drag a n d d r o p 244
Operator precedence 248
Paste area 245 Serial n u m b e r 240
S u m m a r y sheet 254
Tab scrolling b u t t o n 238
O n l i n e H e l p S k i l l s
1 . S t a r t 0 Excel. In the u p p e r right corner of the Excel window, click the H e l p b u t t o n Q . In the Help window, click the M a x i m i z e k=W button.
2 . Click in t h e search box, type move formula a n d t h e n click the Search b u t t o n @ . In the search results, click Move o r c o p y a f o r m u l a . C o m p a r e your screen with Figure 1 .
3. Read the article's i n t r o d u c t i o n , a n d t h e n read t h e sections Move a f o r m u l a and C o p y a f o r m u l a to see if you can answer t h e following: W h a t can h a p p e n to a cell reference w h e n you m o v e or c o p y a formula?
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 259
M a t c h i n g
M a t c h each t e r m in t h e second c o l u m n with its correct definition in t h e first c o l u m n by w r i t i n g the letter of the t e r m o n the blank line in front of t h e correct definition.
1 . T h e labels along the lower b o r d e r of the w o r k b o o k w i n d o w that identify each worksheet.
2 . B u t t o n s to t h e left of the sheet tabs used to display Excel sheet tabs
t h a t are n o t in view.
3 . A sequential n u m b e r assigned to a date.
4 . A t e m p o r a r y storage area for text a n d graphics.
5 . A m e t h o d of m o v i n g or copying the c o n t e n t of selected cells in which you p o i n t to the selection a n d t h e n d r a g it to a new location.
6 . T h e target destination for data that has b e e n cut or copied using t h e Clipboard.
7 . T h e m a t h e m a t i c a l rules for p e r f o r m i n g calculations within a formula.
8 . A worksheet that displays a n d s u m m a r i z e s totals from o t h e r worksheets in a workbook.
9 . A worksheet that contains the detailed i n f o r m a t i o n in a w o r k b o o k .
1 0 . A chart t y p e that is useful w h e n y o u w a n t to c o m p a r e values across categories; categories are typically organized along t h e vertical axis, a n d t h e values along the h o r i z o n t a l axis.
260 Manage Multiple Worksheets | Microsoft Excel Chapter 3
A C l i p b o a r d
B Clustered bar c h a r t
C Detail sheet
D Drag a n d d r o p
E O p e r a t o r precedence
F Paste area
G Serial n u m b e r
H Sheet tabs
I S u m m a r y sheet
J Tab scrolling b u t t o n s
M u l t i p l e C h o i c e
C h o o s e t h e c o r r e c t answer. 1 . In an Excel workbook, you can d o this.
A. Insert only one worksheet B. Move worksheets C. Move only o n e worksheet
2 . G r o u p e d worksheets can b e edited a n d formatted in this way.
A. All at the same time B. Only one worksheet at a t i m e C. Only once
3 . Deleting the contents of a cell also deletes this. A. O n l y the contents B. Only the format C. Both contents and f o r m a t
4 . W h e n pasting a range of cells, this cell needs to be selected in the paste area.
A. Bottom right cell B. Center cell C. Top left cell
5 . When grouping worksheets in a workbook, you can group this n u m b e r of worksheets.
A. Only two B. Only three C. Any n u m b e r
T o p i c s f o r D i s c u s s i o n 1 . Think of the various departments a n d discipline
areas at your college. What m i g h t be an example of workbooks that would contain data that could be organized into identically structured worksheets a n d then summarized in a s u m m a r y sheet? C a n you think of any examples specifically for your college athletic department?
A s s e s s m e n t
6 . If a w o r k b o o k c o n t a i n s g r o u p e d worksheets, this w o r d will display o n the title bar.
A. [Collection] B. [Set] C. [ G r o u p ]
7 . W h e n a formula contains o p e r a t o r s w i t h t h e same precedence level, t h e operators are evaluated in this order.
A. Left to right B. Right t o left C . F r o m t h e center o u t
8. Addition a n d this m a t h e m a t i c a l o p e r a t o r are considered to be o n the same precedence level.
A. Multiplication B. Division C . S u b t r a c t i o n
9 . Changes m a d e in a detail worksheet will automatically recalculate a n d display o n t h i s sheet.
A. S u m m a r y B . Final C. O u t l i n e
1 0 . In a chart, t h e legend can be located here. A. T h e detail sheet B. T h e t o p of the c h a r t C. T h e s u m m a r y sheet
2. Illustrate s o m e examples of how a formula's results will b e incorrect if parentheses are n o t used to g r o u p calculations in the order they should be performed. Think of averaging three test scores a n d h o w you would write the formula to get a correct result.
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 261
S k i l l C h e c k ( ^ J f e L Q TO C O M P L E T E THIS WORKBOOK, YOU WILL N E E D THE FOLLOWING FILE:
• e 0 3 _ P a y r o l l
YOU WILL S A V E YOUR WORKBOOK A S :
• L a s t n a m e _ F i r s t n a m e _ e 0 3 _ P a y r o l l
1 . S t a r t Excel, a n d o p e n the file e03_Payroll. Save the w o r k b o o k in your Excel C h a p t e r 3 folder as Lastname_Firstname_e03_Payroll
2 . Double-click the S h e e t l s h e e t t a b , type C o u r t h o u s e a n d t h e n press [ENTER). Right-click the C o u r t h o u s e s h e e t t a b , click Tab C o l o r , a n d t h e n click Ice Blue, A c c e n t 5 . Use t h e same technique to r e n a m e S h e e t 2 as City Center a n d t h e n a p p l y t h e tab color G o l d , Accent 4. R e n a m e S h e e t 3 as C o m m u n i t y Center a n d t h e n apply the tab color Red, Accent 3.
3. Right-click a s h e e t t a b , a n d t h e n click Select All Sheets. A d d t h e file n a m e in the w o r k s h e e t s left footer, a n d t h e n add the sheet n a m e in the right footer. R e t u r n to N o r m a l view.
4 . In cell A 4 , type Job Title a n d then press [Tib]. In cell B4, type Total Gross Pay In cell C 4 , type I n c o m e Tax I n cell D 4 , t y p e Social Security (FICA) Tax In cell E4, t y p e Health Insurance In cell F4, type Net Pay
5 . Select t h e range A4:F4, a n d then apply t h e cell style 4 0 % - Accent3. In t h e A l i g n m e n t g r o u p , click the W r a p Text a n d t h e C e n t e r b u t t o n s . Click cell A10, a n d t h e n c o m p a r e your screen w i t h Figure 1.
6. Verify that the worksheets are still g r o u p e d . In cell F5, type = J 3 5 - ( C 5 + D 5 + E 5 ) a n d t h e n press [BITER] to construct the formula t o c o m p u t e the Net Pay as Total Gross Pay - (Income Tax + Social Security (FICA) Tax + Health Insurance). In cell F5, use the fill h a n d l e to copy the formula d o w n t h r o u g h cell F8.
7. Select t h e range B9:F9. In the E d i t i n g g r o u p , click the S u m b u t t o n , a n d t h e n apply t h e Total cell style. Select the nonadjacent ranges B5:F5 a n d B9:F9, a n d t h e n apply the C u r r e n c y [0] cell style. In the range B6-.F8, apply the C o m m a [0] cell style. Right-click a s h e e t t a b , a n d t h e n click U n g r o u p S h e e t s . Click cell A10, a n d t h e n c o m p a r e y o u r screen with Figure 2 . •
• Continue to the next page to complete this Skill Check
262 Manage Multiple Worksheets | Microsoft Excel Chapter 3
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8. Insert a new worksheet. R e n a m e t h e new sheet tab S u m m a r y a n d t h e n change t h e Tab C o l o r to O r a n g e , Accent 1. Move t h e S u m m a r y s h e e t to the first p o s i t i o n in t h e w o r k b o o k .
9. Display the C o u r t h o u s e sheet, select the range A1:F4, a n d t h e n click C o p y . Display t h e S u m m a r y s h e e t a n d t h e n click cell A l . Click t h e P a s t e b u t t o n a r r o w a n d then click Keep S o u r c e C o l u m n W i d t h s . In cell A2, type City Payroll a n d t h e n in cell A4, type Location In cell A 5 , t y p e C o u r t h o u s e In cell A6, type City Center In cell A7, type C o m m u n i t y Center a n d t h e n in cell A 8 , t y p e Total
10. Click B5, type = a n d t h e n click t h e C o u r t h o u s e s h e e t t a b . O n the C o u r t h o u s e s h e e t , click cell B9, a n d t h e n press [Enter]. Use the same t e c h n i q u e in cells B6 a n d B7 to place t h e Total Gross Pay a m o u n t s from the City Center a n d t h e Community Center worksheets o n t h e Summary worksheet.
1 1 . O n the S u m m a r y s h e e t , select t h e range B5:B7, a n d t h e n use the fill h a n d l e t o copy the formulas to the right t h r o u g h c o l u m n F. Select the range B8:F8. In the E d i t i n g g r o u p , click t h e S u m b u t t o n , a n d t h e n apply t h e Total cell style.
— C o m p a r e y o u r screen w i t h F i g u r e 3 .
12. O n the S u m m a r y s h e e t , select t h e nonadjacent ranges A4:A7 a n d C4:E7. O n t h e I n s e r t t a b , in the C h a r t s g r o u p , click t h e B a r b u t t o n , a n d t h e n click C l u s t e r e d Bar. O n t h e D e s i g n t a b , in the L o c a t i o n g r o u p , click the Move C h a r t b u t t o n . R e n a m e the chart sheet Payroll C h a r t
13. O n the D e s i g n t a b , in the D a t a g r o u p , click t h e Switch R o w / C o l u m n b u t t o n . In t h e C h a r t Styles g r o u p , click the M o r e b u t t o n , a n d then click Style 13. In t h e C h a r t L a y o u t s g r o u p , click L a y o u t 3 . Click the C h a r t Title, t y p e Payroll Adjustments by Location a n d t h e n press IBlterl. O n the L a y o u t t a b , in t h e Axes g r o u p , click the Axes b u t t o n , p o i n t to P r i m a r y H o r i z o n t a l Axis, a n d then click M o r e P r i m a r y H o r i z o n t a l Axis O p t i o n s . O n the left, click A l i g n m e n t . In t h e C u s t o m a n g l e box, t y p e -40 a n d t h e n click Close.
14. O n the I n s e r t t a b , in the Text g r o u p , click t h e H e a d e r & F o o t e r b u t t o n . In the Page S e t u p dialog box, click the C u s t o m F o o t e r b u t t o n , a n d t h e n in the Left s e c t i o n , click t h e I n s e r t File N a m e b u t t o n . Click OK two t i m e s .
15. Save the w o r k b o o k . G r o u p the worksheets. Click the File t a b , a n d t h e n click P r i n t . Click t h e Next Page b u t t o n to view the five sheets. C o m p a r e your
— w o r k b o o k with F i g u r e 4 . Print o r s u b m i t the file as directed by your instructor.
D o n e ! You have completed the Skill Check
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 263
A s s e s s Y o u r S k i l l s 1
TO C O M P L E T E THIS WORKBOOK, YOU WILL N E E D THE FOLLOWING FILE:
a E03_WATER
YOU WILL S A V E YOUR WORKBOOK A S :
• LASTNAME FIRSTNAME E03 WATER
1 . START Excel, a n d o p e n the file E03_WATER. SAVE t h e w o r k b o o k in y o u r EXCEL CHAPTER 3 folder as Lastnamc_Firstname_e03_Water R e n a m e SHEETL as O c t o b e r a n d t h e n apply t h e sheet tab color DARK RED, ACCENT 2.
2 . G r o u p t h e sheets. In cell F 5 , c o n s t r u c t a f o r m u l a to c o m p u t e Net Revenue = (Water Usage * Rate) + (City Sales Tax + Water Tax). Copy t h e formula d o w n . In row 9, s u m t h e c o l u m n s . In t h e range B9:F9, apply the TOTAL cell style.
3. In t h e nonadjacent ranges C 5 : F 5 a n d C 9 : F 9 , a p p l y the CURRENCY [0] cell style, a n d then in t h e ranges B5:B9 a n d C 6 : F 8 , apply the COMMA [0] cell style.
4 . Insert a new worksheet. Rename the new sheet t a b S u m m a r y a n d apply the sheet tab color ORANGE, ACCENTL. Move the new sheet t a b to m a k e it the first worksheet in t h e w o r k b o o k .
5. G r o u p t h e sheets. Add t h e file n a m e in t h e left footer and the sheet n a m e in the right footer. Return to NORMAL VIEW, a n d t h e n u n g r o u p the sheets.
6. C o p y t h e range A1:F4 from any of the o t h e r worksheets, a n d then on the SUMMARY SHEET, click cell AL. Click the PASTE BUTTON ARROW, a n d t h e n click the KEEP SOURCE COLUMN WIDTHS b u t t o n . C h a n g e the title of cell A2 to W a t e r Revenue: 4th Q u a r t e r a n d t h e n change t h e title in cell A 4 to M o n t h In cell A 5 , t y p e
O c t o b e r a n d t h e n use the fill h a n d l e to fill cells A 6 and A 7 with November a n d December. In cell A 8 , t y p e Total
7. In the Summary worksheet, enter a formula in cell B 5 setting the cell equal to cell B 9 in the October worksheet. Enter the Water Usage total from the November a n d the December worksheets in cells B 6 a n d B 7 . In t h e Summary worksheet, select the range B5:B7, a n d then use the FILL HANDLE to copy t h e formulas to the right t h r o u g h c o l u m n F.
8. In row 8, sum c o l u m n B a n d the c o l u m n s D : F , a n d then apply the TOTAL cell style to the cells. In the range D 6 : F 7 , apply the COMMA [01 cell style. In the ranges D 5 : F 5 and D 8 : F 8 , apply the CURRENCY [0] cell style.
9. Insert a CLUSTERED BAR chart using the n o n - adjacent ranges A4:A7 and D4:E7 as the source data. Move the chart to a chart sheet with the sheet n a m e Tax Chart
10. Apply the STYLE 2 8 chart style, a n d then apply the LAYOUT 1 chart layout. For the PRIMARY HORIZONTAL AXIS, set the CUSTOM ANGLE to -40°. C h a n g e the CHART TITLE to 4th Q u a r t e r Taxes
1 1 . O n the CHART SHEET, a d d the file n a m e in the left footer. SAVE the workbook. C o m p a r e your completed w o r k b o o k with Figure 1 . Print o r submit the file as directed by your instructor.
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D O N E ! You have completed Assess Your Skills 1 264 Manage Multiple Worksheets | Microsoft Excel Chapter 3
A s s e s s m e n t
ASSESS YOUR SKILLS 3 AND 4 CAN BE FOUND AT www.pearsoniiigherecl.com/skills.
A s s e s s Y o u r S k i l l s 2 "
To c o m p l e t e this workbook, you will n e e d t h e following file: • e 0 3 Taxes
You will s a v e your workbook a s : • L a s t n a m e _ F i r s t n a m e _ e 0 3 _ T a x e s
1 . S t a r t Excel, a n d o p e n the file e03_Taxes. Save the w o r k b o o k in your Excel C h a p t e r 3 folder as Lastname_Firstname_e03_Taxes
2. R e n a m e the S h e e t 1 sheet tab as January a n d t h e n apply the sheet tab color P i n k , Text 2. In cell A 1 3 , using y o u r first a n d last names, type Your N a m e a n d then in cell A14 enter the c u r r e n t date.
3. G r o u p the sheets. In cell F 5 , c o n s t r u c t a formula to c o m p u t e Net Taxes = (Taxes Paid + Late Fees) — (Office Costs + Personnel Costs). Copy the formula d o w n , a n d t h e n in row 8, s u m the c o l u m n s .
4 . In the ranges B5:F5 a n d B8:F8, apply t h e C u r r e n c y [0] cell style; in the range B8:F8, apply t h e Total cell style; a n d t h e n in t h e range B6:F7, apply the C o m m a [0] cell style.
5. Insert a new sheet, r e n a m e the sheet tab S u m m a r y a n d then change the sheet tab color to Black, Text 1. Move the sheet to the first position in the workbook. Copy the range A1:F4 from a n o t h e r sheet, a n d then paste the range into the Summary sheet using the Keep S o u r c e C o l u m n W i d t h s b u t t o n .
6. G r o u p the sheets. Add t h e file n a m e in the left footer a n d the sheet n a m e in the right footer. Return t o N o r m a l view, a n d t h e n u n g r o u p the sheets.
7. On the S u m m a r y sheet, change t h e title in cell A2 to Tax Revenue: 1st Quarter and then change the title in cell A4 to Month In the
range A5:A7, enter t h e m o n t h s January, February, a n d March a n d in cell A8, type Total
8. In cell B5, enter a formula setting the cell equal t o cell B8 in t h e January worksheet. Enter the total Taxes Paid from the February a n d the March worksheets in cells B6 a n d B 7 of the S u m m a r y sheet. In t h e Summary worksheet, copy t h e range B5:B7 to the r i g h t t h r o u g h c o l u m n F.
9. In the range B8:F8, s u m the c o l u m n s , a n d then apply t h e Total cell style. In t h e range B6:F7, apply the C o m m a [0] cell style.
10. Select the r a n g e A4:E7, a n d then from t h e B a r C h a r t gallery, insert a C l u s t e r e d H o r i z o n t a l C y l i n d e r chart. Move the chart to a chart sheet with the sheet tab n a m e Tax- C h a r t In the D a t a g r o u p , click the Switch R o w / C o l u m n b u t t o n . Apply the Layout 1 chart layout a n d the Style 2 6 chart style. C h a n g e t h e c h a r t title t o 1st Q u a r t e r
1 1 . Show the L e g e n d at the t o p of the chart. For the P r i m a r y H o r i z o n t a l Axis, set t h e A l i g n m e n t to C u s t o m a n g l e of -40°. Right-click the C h a r t Area, click F o r m a t C h a r t Area, a n d t h e n select the G r a d i e n t fill o p t i o n b u t t o n . Add the file n a m e in the left footer of the c h a r t sheet.
12. Save the w o r k b o o k . Print o r s u b m i t the file as directed by your instructor. C o m p a r e y o u r completed w o r k b o o k w i t h F i g u r e 1.
D O N E ! You have completed Assess Your Skills 2
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 265
A s s e s s Y o u r S k i l l s V i s u a l l y
T o c o m p l e t e t h i s w o r k b o o k , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• e 0 3 _ P a r k i n g
Y o u w i l l s a v e y o u r w o r k b o o k a s :
5 L a s t n a m e _ F k s t n a m e _ e 0 3 _ P a r k i n g
O p e n t h e file e 0 3 _ P a r k i n g , a n d save the w o r k b o o k in y o u r E x c e l C h a p t e r 3 folder as L a s t n a m e _ F i r s t n a m e _ e 0 3 _ P a r k i n g C o m p l e t e t h e t h r e e details sheets as s h o w n in F i g u r e 1. To c o m p u t e t h e Net Income, g r o u p t h e w o r k sheets, a n d t h e n use the formula Net Income = (Parking Meters + Parking Tickets) — (Maintenance Cost + Personnel Costs). S u m t h e c o l u m n s , a n d then apply a p p r o p r i a t e n u m b e r f o r m a t s . Create the s u m m a r y sheet for t h e 2 n d Q u a r t e r w i t h the totals from each m o n t h a n d t h e titles as s h o w n in the figure. Insert a C l u s t e r e d B a r c h a r t , a n d then move the chart to a c h a r t sheet with the sheet tab n a m e Parking C h a r t Apply t h e S t y l e 2 7 chart style a n d the L a y o u t 1 c h a r t layout. For the chart title, t y p e P a r k i n g Revenue a n d Cost a n d show t h e legend at t h e t o p . Angle t h e p r i m a r y h o r i z o n t a l axis at - 4 0 ° . O n all worksheets, a d d a footer w i t h the file n a m e in t h e left section a n d the sheet n a m e in t h e right section. S a v e the w o r k b o o k , a n d t h e n p r i n t o r s u b m i t the w o r k b o o k electronically as directed by your instructor.
D o n e ! You have completed Assess Your Skills Visually
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266 Manage Multiple Worksheets | Microsoft Excel Chapter 3
A s s e s s m e n t
S k i l l s i n C o n t e x t
T o c o m p l e t e t h i s w o r k b o o k , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• e 0 3 _ C e n t e r
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• L a s t n a m e _ F i r s t n a m e _ e 0 3 _ C e n t e r
D u r i n g each quarter, the city tracked t h e rental revenue at t h e City Center. O p e n the file e 0 3 _ C e n t e r , a n d t h e n save t h e w o r k b o o k in your Excel C h a p t e r 3 folder as Lastname_Firstname_ e03_Center For each quarter, c o m p u t e the net income using the formula Net Income = Income — (Indirect Costs + Direct Costs). Total the columns, a n d format t h e n u m b e r s appropriately. Create a worksheet n a m e d Summary c o n t a i n i n g the totals for each quarter. Use the same column titles that are o n the detail worksheets in the range B4:E4, a n d change the row titles in t h e
range A4:A7. Total a n d f o r m a t t h e n u m b e r s o n the Summary worksheet. Insert a clustered b a r chart, a n d m o v e t h e chart to a chart sheet. F o r m a t t h e chart appropriately. O n all sheets, insert the file n a m e in t h e left footer a n d t h e sheet n a m e in the right footer. Save t h e w o r k b o o k , a n d t h e n p r i n t o r s u b m i t the w o r k b o o k electronically as directed by y o u r instructor.
D o n e ! You have completed Skills in Context
S k i l l s a n d Y o u
T o c o m p l e t e t h i s w o r k b o o k , y o u w i l l n e e d t h e f o l l o w i n g f i l e :
• N e w b l a n k Excel w o r k b o o k
Y o u w i l l s a v e y o u r w o r k b o o k a s :
• L a s t n a m e _ F i r s t n a m e _ e 0 3 _ R e p a i r s
H o w m u c h does it cost your family to o w n , operate, a n d m a i n t a i n m o r e t h a n one vehicle? Recording the cost of o w n i n g each vehicle and t h e n c o m p a r i n g the costs m i g h t reveal that o n e or m o r e of your vehicles are costing more in repairs o r gasoline t h a n you want to spend. Create a worksheet for each vehicle your family uses. Use m o n t h s as the row n a m e s , a n d use Payment, Insurance, Gasoline, a n d Maintenance and Repairs as t h e c o l u m n n a m e s . Record three m o n t h s of data, a n d t h e n format the data appropriately. Create a s u m m a r y sheet for the vehicles. Create a
clustered bar chart, a n d move the chart to a chart sheet. Switch t h e rows a n d c o l u m n s as necessary so that the vehicles form the vertical axis. You m i g h t find t h a t one or m o r e vehicles is using m u c h m o r e gasoline o r costing m o r e in repairs a n d m a i n t e n a n c e t h a n you realized. Save t h e w o r k b o o k in y o u r Excel C h a p t e r 3 folder as Lastname_Firstname_e03_Repairs a n d s u b m i t the w o r k b o o k as directed b y y o u r instructor.
D e n e ! You have completed Skills and You
Microsoft Excel Chapter 3 | Manage Multiple Worksheets 267
U s e E x c e l F u n c t i o n s a n d T a b l e s • T h e Excel F u n c t i o n Library contains h u n d r e d s of special functions that perform complex
calculations quickly. S o m e of the categories in t h e F u n c t i o n Library include statistical, financial, logical, date a n d t i m e , a n d m a t h a n d t r i g o n o m e t r y .
• Excel tables help you m a n a g e i n f o r m a t i o n by p r o v i d i n g m a n y ways to sort, filter, analyze, format, a n d generate charts from the data in a table.
Y o u r s t a r t i n g s c r e e n w i l l l o o k s i m i l a r t o t h i s :
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Check Supplier
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S K I L L S V Skills 1-10 Training
A t t h e e n d o f t h i s c h a p t e r , y o u w i l l b e a b l e t o :
Skill 1 Use the SUM and AVERAGE Functions Skill 2 Use the MIIM and MAX Functions Skill 3 Move Ranges with Functions, Add
Borders, and Rotate Text Skill 4 Use the IF Function Skill 5 Apply Conditional Formatting with
Custom Formats, Data Bars, and Sparklines Skill 6 Use Find and Replace and Insert the NOW
Function Skill 7 Freeze and Unfreeze Panes Skill 8 Create and Sort Excel Tables Skill 9 Use the Search Filter in Excel Tables Skill 1 0 Convert Tables to Ranges, Hide Rows and
Columns, and Format Large Worksheets
M O R E S K I L L S M o r e Skills 11 Apply Conditional Color Scales
w i t h Top and Bottom Rules M o r e Skills 1 2 Use the Payment (PMT) Function M o r e Skills 1 3 Create PivotTable Reports M o r e Skills 1 4 Use Goal Seek
268 Use Excel Functions and Tables | Microsoft Excel Chapter 4
E x c e
Outcome Using the skills listed to the left will enable you to create a w o r k b o o k like this:
Microsoft Excel Chapter 4 | Use Excel Functions and Tables 269
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• F u n c t i o n s are p r e w r i t t e n f o r m u l a s t h a t h a v e t w o p a r t s : t h e n a m e of t h e f u n c t i o n a n d t h e a r g u m e n t s t h a t specify t h e values o r cells t o b e u s e d b y t h e f u n c t i o n .
• C o n d i t i o n a l f o r m a t t i n g h e l p s y o u see i m p o r t a n t t r e n d s a n d h i g h l i g h t e x c e p t i o n s in y o u r d a t a b y a p p l y i n g v a r i o u s f o r m a t s s u c h as c o l o r e d g r a d i e n t s , d a t a b a r s , o r i c o n s .
• You c a n c o n v e r t d a t a o r g a n i z e d in r o w s a n d c o l u m n s i n t o a M i c r o s o f t Office Excel t a b l e .
• Excel tables allow y o u t o a d d d a t a analysis such as s o r t i n g a n d filtering, s u m m a r y r o w s , a n d calculated c o l u m n s , a n d y o u c a n f o r m a t t h e tables u s i n g a large l i b r a r y of t a b l e styles.
270 Use Excel Functions and Tables | Microsoft Excel Chapter 4
Time t o c o m p l e t e a l l 10 skills - 50 t o 90 m i n u t e s
Find your student d a t a files here:
Student data file needed for this chapter:
" e 0 4 _ F i r e _ E q u i p m e n t
Microsoft Excel Chapter 4 | Use Excel Functions and Tables 271
• SKILL 1 : Use the SUM a n d AVERAGE Functions
• A function is a prewritten formula t h a t takes i n p u t , performs an o p e r a t i o n , a n d r e t u r n s a value. F u n c t i o n s are used to simplify a n d s h o r t e n formulas.
• Statistical functions are predefined f o r m u l a s that describe a collection of d a t a — for e x a m p l e , totals, counts, a n d averages.
• T h e AVERAGE function a d d s a g r o u p of values a n d t h e n divides t h e result by the n u m b e r of values in the g r o u p .
1 . S t a r t C> Excel, a n d t h e n o p e n e 0 4 _ F i r e _ E q u i p m e n t . Click the File t a b , a n d t h e n click Save As. In the Save As dialog box, navigate to t h e location w h e r e you are saving y o u r files. Click N e w folder, type Excel C h a p t e r 4 a n d t h e n press [Enter] two t i m e s . In t h e File n a m e box, t y p e L a s t n a m e _ F i r s t n a m e _ e 0 4 _ F i r e _ E q u i p m e n t a n d t h e n press [Enter].
2 . Click cell C4. O n the H o m e t a b , in the E d i t i n g g r o u p , click the S u m b u t t o n @, a n d t h e n c o m p a r e y o u r screen with F i g u r e 1.
Sum button
3 . W i t h t h e insertion p o i n t in t h e function parentheses, click cell A12, a n d then press FCTRIL + (SHIFT) + (T) TO select t h e range A12:A70. O n the formula bar, click the E n t e r b u t t o n 0 to display t h e result 1 7 4 5 , as s h o w n in F i g u r e 2.
The range in parentheses is the function ARGUMENT—the values that a function uses to perform operations or calculations. The arguments each function uses are specific to that function. Common arguments include numbers, text, cell references, and range names.
Continue to the next page to complete the skill ^
272 USE EXCEL FUNCTIONS A N D TABLES | Microsoft Excel Chapter 4
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SKILL 1 : Use the SUM a n d AVERAGE Functions
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4. Click cell C5. In the E d i t i n g g r o u p , click t h e S u m b u t t o n a r r o w @, a n d then in t h e list of functions, click Average. In the for m u l a b a r and in the cell, notice that Excel proposes to average the value in cell C 4 .
When data is above or to the left of a selected cell, a function will suggest a range. Often, you will need to edit a suggested range.
5. W i t h cell C4 highlighted in the function a r g u m e n t , select the range A12:A70, a n d then o n t h e formula bar, click t h e E n t e r b u t t o n 0 to display t h e result 2 9 . 5 7 6 3 . In the Styles g r o u p , click t h e Cell Styles b u t t o n , a n d t h e n click C o m m a [0].
6. Click cell C6. In the E d i t i n g g r o u p , click the S u m b u t t o n a r r o w [z], a n d t h e n in t h e list, click Average. Select the range C12.C70, a n d t h e n click the E n t e r b u t t o n 0 . Scroll u p to display the result
— $ 1 8 5 , as s h o w n in F i g u r e 3.
7 . Click t h e Vest sheet tab, a n d then click cell D 1 7 . Using the t e c h n i q u e s just practiced, enter the S U M function using t h e argu m e n t range D 5 : D 1 6 , a n d then press (Enter). In cell D 1 8 , enter the AVERAGE function using the a r g u m e n t range D 5 : D 1 6 , a n d t h e n click t h e E n t e r b u t t o n 0 . Verify that cell D 1 7 is not included in the Average
— range. C o m p a r e your sheet to F i g u r e 4 .
8. Right-click the sheet tab, a n d t h e n click Select All Sheets. Display t h e worksheet footers, insert the File N a m e in the left footer a n d the Sheet N a m e in the right footer. Return to N o r m a l view and then press (CtrQ + [Home|.
9. Save @ the workbook.
• You have completed Skill 1 of 10
Microsoft Excel Chapter 4 | Use Excel Functions and Tables 273
d MAX Functions
• T h e MIN function r e t u r n s t h e smallest value in a range of cells.
• T h e MAX function r e t u r n s the largest value in a range of cells.
1 . M a k e t h e E q u i p m e n t sheet the active sheet. Click cell F4. In the E d i t i n g g r o u p , click the S u m b u t t o n a r r o w @, and then in the list, click M i n . W i t h the insertion p o i n t b l i n k i n g in the function, select the r a n g e A12:A70, a n d then o n the formula bar, click the E n t e r b u t t o n 0 to display the result 3.
The MIN function evaluates all of the values in the range A12:A70 and then returns 3, the lowest value found in the range.
Click cell F5. In the E d i t i n g g r o u p , click the S u m b u t t o n a r r o w [£J, a n d then in t h e list, click Max.
The function automatically suggests the argument F4 because the cell above contains a value.
W i t h cell F4 selected in the function a r g u m e n t , select the range A12:A70, a n d t h e n o n the formula bar, click t h e E n t e r b u t t o n 0 to display t h e result 90, as s h o w n in F i g u r e 1 .
2 .
3.
4 .
The MAX function evaluates all of the values in the range A12:A70 and then returns the highest value found.
Click cell A12, type 146 a n d t h e n press [Enter]. In cell A 1 3 , type 2 a n d then press [Enter]. Verify that the M I N a n d MAX functions in cells F4 a n d F5 n o w display the lowest and highest values in the range A12:A70. Verify that the SUM a n d AVERAGE functions also automatically recalculated, as shown in F i g u r e 2 .
Continue to the next page to complete the skill
Result of MIN function
Result of MAX function
F i g u r e 1
Function results recalculated
Value changed to 146
F i g u r e 2
Aspen Falls Firefighting Equipment Inventory
Total In Slock 1745 Minimum Stock Laval 3 Avaraga Stock Laval 30 Maximum Stock Laval I 53 Avaraga Coat S185 Lowaat Coat
Highaat Coat
QUANTITY IN STOCK
CHECK SUPPLIER
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IS 53 Coil Headphones 40 Radio Strap "Holde:
S30 Radio S45 Radio
Communication Communication
M 3 Retractable Mic Keeper S20 Radio Communication I' 41 Leather RarAo Holder S25 Radio Communication l l 20 10" Zipper Boots S320 Boots Footwear 17 21 Leather Fire Boots S340 Boots Footwear •G 26 Rubber Lug Boot S109 Boots Footwear IS 27 Rubber Fire Boots S169 Boots Footwear 20 28 Rubber Bunker Boots S129 Boots Footwear 21 10 Hazmat Boot S149 Boots Footwear :.; 25 Fire Gloves S89 Gloves Outerwear M « » B Equipment V « TJ
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A 3
Aspen Falls Firefighting Equipment Inventory
Total in Stock Avaraga Stock Laval Avaraga Coat
r C 1800
31 S185
Minimum Stock Laval Maximum Stock Laval Lowaat Cost Highaat Cost
r C
QUANTITY IN STOCK
COST _ _ . STOCK „ . , _ EACH V P E CATEGORY L E V P | CHECK SUPPLIER
12 146 Coil Headphones 13 2 Radio Strap/Holder 14 I 31 Retractable Mic Keeper 15 41 Leather Radio Holder 16 20 10" Zipper Boots 17 21 Leather Fire Boos 18 26 Rubber Lug Boot 19 27 Rubber Fire Boots 20 28 Rubber Bunker Boots 2t 10 Hazmat Boot 22 25 Fire Gloves M " « » i l o u p r a e n l VaK »3 "
S30 Radio S45 Radio S20 Radio S25 Radio
S320 Boots S340 Boots S109 Boots S169 Boots S129 Boots S149 Boots
S89 Gloves
Communication Communication Communication Communication Footwear Footwear Footwear Footwear Footwear Footwear Outerwear
274 Use Excel Functions and Tables | Microsoft Excel Chapter 4
A -SI • /
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A =MAX(C12:C70)
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