CPS basic question

198 CHAPTER 2

Text and Paragraph Formatting When you format text, you change the way it looks. Your goal in designing a document is to ensure that it is well received and understood by an audience of readers. Seldom will your first attempt at designing a document be the only time you work with it. Inevitably, you will identify text that should be reworded or emphasized differently, paragraphs that might be more attractive in another alignment, or the need to bold, underline, or use italics to call attention to selected text. As you develop a document, or after reopening a previously com- pleted document, you can make all these modifications and more. That process is called formatting.

In this section, you will learn to change font and font size, and format text with character attributes, such as bold, underline, and italics. At the paragraph level, you will adjust paragraph and line spacing, set tabs, change alignment, and apply bullets and numbering.

Applying Font Attributes A font is a combination of typeface and type style. The font you select should reinforce the message of the text without calling attention to itself, and it should be consistent with the information you want to convey. For example, a paper prepared for a professional purpose, such as a resume, should have a standard font, such as Times New Roman, instead of one that looks funny or frilly, such as Comic Sans. Additionally, you will want to minimize the variety of fonts in a document to maintain a professional look. Typically, you should use three or fewer fonts within a document. A header might be formatted in one font, while body text is shown in another. Word enables you to format text in a variety of ways. Not only can you change a font, but you can apply text attributes, such as bold, italic, or underline, to selected text, or to text that you are about to type. Several of the most commonly used text formatting commands are located in the Font group on the Home tab.

Select Font Options

When you begin a new, blank document, a default font is applied, which you can change for the current document if you like. The default font is Calibri 11 pt. To change the font for selected text, or for a document you are beginning, click the Font arrow and select a font from those displayed (see Figure 2.1). Each font shown is a sample of the actual font. With text selected, you can point to any font in the list, without clicking, to see a preview of the way selected text will look in that particular font. The feature whereby you can preview the effect of a formatting selection is called Live Preview.

Word 2013 199

You can also change font size when you click the Font Size arrow (refer to Figure 2.1) and select a point size. Each point size is equivalent to 1/72 of an inch; therefore, the larger the point size, the larger the font. A document often contains various sizes of the same font. For example, a document that includes levels of headings and subheadings might have major headings formatted in a larger point size than lesser headings.

A definitive characteristic of any font is the presence or absence of thin lines that end the main strokes of each letter. A serif font contains a thin line or extension at the top and bottom of the primary strokes on characters. Times New Roman is an example of a serif font. A sans serif font (sans from the French word meaning without) does not contain the thin lines on characters. Arial is a sans serif font.

Serifs (the thin lines that begin and end each character formatted in a serif font) help the eye connect one letter with the next and generally are used with large amounts of text. The paragraphs in this book, for example, are set in a serif font. Body text of newspapers and magazines is usually formatted in a serif font, as well. A sans serif font, such as Arial or Verdana, is more effective with smaller amounts of text such as titles, headlines, corporate logos, and Web pages. For example, the heading Select Font Options, at the beginning of this section, is set in a sans serif font. Web developers often prefer a sans serif font because the extra strokes that begin and end letters in a serif font can blur or fade into a Web page, mak- ing it difficult to read. Examples of serif and sans serif fonts are shown in Figure 2.2.

FIGURE 2.1 Selecting a Font and Font Size

Font

Font arrow

Font Size

Font Size arrow

FIGURE 2.2 Serif and Sans Serif Fonts

Sans serif font (Arial)

Serif font (Times New Roman)

200 CHAPTER 2

A second characteristic of a font is whether it is monospaced or proportional. A mono- spaced font (such as Courier New) uses the same amount of horizontal space for every char- acter regardless of its width. Monospaced fonts are used in tables and financial projections where text must be precisely aligned, one character underneath another. A proportional font (such as Times New Roman or Arial) allocates space according to the width of the character. For example, the lowercase m is wider than the lowercase i. Proportional fonts create a pro- fessional appearance and are appropriate for most documents, such as research papers, status reports, and letters.

A typical Word installation includes support for TrueType and OpenType fonts. A TrueType font can be scaled to any size. Any output device, such as a printer, that Windows supports can recognize a TrueType font. An OpenType font is an advanced form of font that is designed for all platforms, including Windows and Macintosh. OpenType fonts incor- porate a greater extension of the basic character set. Most fonts included in a typical Word installation are OpenType.

Change Text Appearance

Commonly accessed commands related to font settings are located in the Font group on the Home tab (see Figure 2.3). Word 2013 enables you to bold, underline, and italicize text, apply text highlighting, change font color, and work with various text effects and other formatting options from commands in the Font group. For even more choices, click the Font Dialog Box Launcher in the Font group and select from additional formatting commands available in the Font dialog box (see Figure 2.4). With text selected, you will see the Mini Toolbar when you move the pointer near the selection. The Mini Toolbar (see Figure 2.5), which contains several of the most commonly accessed formatting and alignment commands, makes it con- venient to quickly select a format (instead of locating it on the Ribbon or using a keyboard shortcut).

FIGURE 2.3 Font Commands

Bold, Italic, and Underline

Change Case

Clear Formatting

Text Effects and Typography

Text Highlight Color and Text Highlight Color Arrow

Font Color and Font Color Arrow

Font Dialog Box Launcher

Font for Business Documents

Most business documents are best formatted in 11- or 12-point serif font. A good choice is

Times New Roman. A document designed for display on the Web is attractive in a blocky

sans serif font, such as Arial, regardless of point size.

TIP

Word 2013 201

To bold, underline, or italicize text, do either of the following:

Select text to be formatted. Click Bold, Italic, or Underline in the Font group on the HOME tab.

Click Bold, Italic, or Underline in the Font group on the HOME tab and type text to be formatted. Click the same command to turn off the formatting effect.

Word 2013 includes a variety of text effects that enable you to add a shadow, outline, reflection, or glow to text. The Text Effects and Typography gallery (see Figure 2.6) provides access to those effects as well as to WordArt styles, number styles, ligatures, and stylistic sets that you can apply to text.

STEP 1››

FIGURE 2.4 Font Dialog Box

Font effects

Font

Font style

Font size

FIGURE 2.5 Mini Toolbar

Mini Toolbar

202 CHAPTER 2

A ligature is two letters that are crafted together into a single character, or glyph. For example, you often see the letters f and i bound together in a ligature. A stylistic set is a col- lection of letter styles that you can apply to OpenType fonts. Some fonts include more stylis- tic sets than others. To explore advanced font settings, click the Font Dialog Box Launcher (refer to Figure 2.3) and click the Advanced tab (refer to Figure 2.4). Select a ligature and stylistic set. Stylistic sets and ligatures are often used in the preparation of formal docu- ments such as wedding invitations.

As a student, you are likely to highlight important parts of textbooks, magazine articles, and other documents. You probably use a highlighting marker to shade parts of text you want to remember or draw attention to. Word 2013 provides an equivalent tool with which you can highlight text you want to stand out or to locate easily—the Text Highlight Color command, located in the Font group on the Home tab (refer to Figure 2.3).

To highlight text before selecting it:

1. Click Text Highlight Color to select the current highlight color or click the Text Highlight Color arrow and choose another color. The mouse pointer resembles a pen when you move it over the document.

2. Drag across text to highlight it.

3. Click Text Highlight Color or press Esc to stop highlighting.

To highlight text after selecting it, click Text Highlight Color or click the Text Highlight Color arrow and choose another color. To remove highlights, select the highlighted text, click the Text Highlight Color arrow, and then select No Color.

When creating a document, you must consider when and how to capitalize text. Titles are occasionally in all caps, sentences begin with a capital letter, and each key word of a head- ing is typically capitalized. Use the Change Case option in the Font group on the Home tab to quickly change the capitalization of document text (refer to Figure 2.3).

By default, text is shown in black as you type a document. For a bit of interest, or to draw attention to text within a document, you can change the font color of previously typed text or of text that you are about to type. Click the Font Color arrow (refer to Figure 2.3) and select from a gallery of colors. For even more choices, click More Colors and select from a variety of hues or shades. As shown in Figure 2.7, you can click the Custom tab in the Colors dialog box and click to select a color hue, while honing in on a variation of that hue by dragging along a continuum.

FIGURE 2.6 Text Effects and Typography

Text Effects and Typography gallery

Word 2013 203

FIGURE 2.7 Applying a Custom Color

Click to select a color hue or shade

Drag to select a variation of the color hue

Matching Font Color

If you have created a custom font color, matching text that you type later to that particular

shade can be a challenge. It is easy to match color, however, when you click the Font Color

arrow and select the shade from the Recent Colors area.

TIP

Formatting a Paragraph Formatting selected text is only one way to alter the appearance of a document. You can also change the alignment, indentation, tab stops, or line spacing for any paragraph within the document. Recall that Word defines a paragraph as text followed by a hard return, or even a hard return on a line by itself (indicating a blank paragraph). You can include borders or shading for added emphasis around selected paragraphs, and you can number paragraphs or enhance them with bullets. The Paragraph group on the Home tab contains several para- graph formatting commands (see Figure 2.8). If you are formatting only one paragraph, you do not have to select the entire paragraph. Simply click to place the insertion point within the paragraph and apply a paragraph format. However, if you are formatting several paragraphs, you must select them before formatting.

FIGURE 2.8 Paragraph Commands

Align Left

Paragraph Dialog Box Launcher

Center

Align Right

Justify

Line and Paragraph Spacing

Select Paragraph Alignment

Left alignment is the most common alignment, often seen in letters, reports, and memos. When you begin a new blank Word document, paragraphs are left aligned by default. Text begins evenly at the left margin and ends in an uneven right edge. The reverse of left alignment is right alignment, a setting in which text is aligned at the right margin with a ragged left edge. Short lines including dates, figure captions, and headers are often right

204 CHAPTER 2

aligned. A centered paragraph is horizontally located in the center, an equal distance from the left and right edges. Report titles and major headings are typically centered. Finally, justi- fied alignment spreads text evenly between the left and right margins so that text begins at the left margin and ends uniformly at the right margin. Newspaper and magazine articles are often justified. Such text alignment often causes awkward spacing as text is stretched to fit evenly between margins. Figure 2.9 shows examples of paragraph alignments.

FIGURE 2.10 Paragraph Dialog Box

Special indents

Indents

Paragraph spacing

Line spacing

FIGURE 2.9 Paragraph Alignment

Left aligned

Centered

Right aligned

Justi!ed

To change paragraph alignment, select text (or click to position the insertion point in a paragraph, if only one paragraph is to be affected) and select an alignment from the Paragraph group on the Home tab (refer to Figure 2.8). You can also change alignment by making a selection from the Paragraph dialog box (see Figure 2.10), which opens when you click the Paragraph Dialog Box Launcher (refer to Figure 2.8).

STEP 2››

Select Line and Paragraph Spacing

Paragraph spacing is the amount of space between paragraphs, measured in points. (Recall that one point is 1/72 of an inch.) Paragraph spacing is a good way to differentiate between paragraphs, especially if the beginning of each paragraph is not clearly identified by an

Word 2013 205

indented line. In such a case, paragraph spacing makes it clear where one paragraph ends and another begins. Spacing used to separate paragraphs usually comes after each affected paragraph, although you can specify that it is placed before. Use the Paragraph dialog box to select paragraph spacing (refer to Figure 2.10).

Word provides several ways to select paragraph spacing, as described in the following steps:

Click the HOME tab. Click Line and Paragraph Spacing in the Paragraph group on the HOME tab (see Figure 2.11). Click to Add Space Before Paragraph (or to Remove Space After Paragraph).

Click the Paragraph Dialog Box Launcher in the Paragraph group on the HOME tab. Type spacing Before or After in the respective areas (refer to Figure 2.10) or click the spin arrows to adjust spacing. Click OK.

Click the PAGE LAYOUT tab. Change the Before or After spacing in the Paragraph group (see Figure 2.12).

Just as paragraph spacing is the amount of space between paragraphs, line spacing is the amount of space between lines. Typically, line spacing is determined before beginning a document, such as when you know that a research paper should be double-spaced, so you identify that setting before typing. Of course, you can change line spacing of a current paragraph or selected text at any point as well. Change line spacing in one of the following ways:

Click the HOME tab. Click Line and Paragraph Spacing (refer to Figure 2.11). Select line spacing or click Line Spacing Options for more choices.

Click the Paragraph Dialog Box Launcher on the HOME tab. Click the Line spacing arrow and select spacing (refer to Figure 2.10). Click OK.

The most common line spacing options are single, double, or 1.5. Word provides those options and more. From the Paragraph dialog box (refer to Figure 2.10), you can select Exactly, At Least, or Multiple. To specify an exact point size for spacing, select Exactly. If you select At Least, you will indicate a minimum line spacing size while allowing Word to adjust the height, if necessary, to accommodate such features as drop caps (oversized letters that sometimes begin paragraphs). The Multiple setting enables you to select a line spacing interval other than single, double, or 1.5.

FIGURE 2.11 Spacing Options

Select a spacing option

Increase Indent

Line and Paragraph Spacing

Decrease Indent

FIGURE 2.12 Paragraph Spacing and Indents

Left and Right indents

Spacing Before and After

206 CHAPTER 2

Select Indents

An indent is a setting associated with how part of a paragraph is distanced from one or more margins. One of the most common indents is a first line indent, in which the first line of each paragraph is set off from the left margin. For instance, your English instructor might require that the first line of each paragraph in a writing assignment is indented 0.5" from the left margin, a typical first line indent. If you have ever prepared a bibliography for a research paper, you have most likely specified a hanging indent, where the first line of a source begins at the left margin, but all other lines in the source are indented. Indenting an entire para- graph from the left margin is a left indent, while indenting an entire paragraph from the right margin is a right indent. A lengthy quote is often set apart by indenting from both the left and right margins.

Using the Paragraph dialog box (refer to Figure 2.10), you can select an indent setting for one or more paragraphs. First line and hanging indents are considered special indents. You can select left and right indents from either the Paragraph dialog box or from the Paragraph group on the Page Layout tab (refer to Figure 2.12).

You can use the Word ruler to set indents. If the ruler does not display above the docu- ment space, click the View tab and click Ruler (see Figure 2.13). The three-part indicator at the left side of the ruler enables you to set a left indent, a hanging indent, or a first line indent. Drag the desired indent along the ruler to apply the indent to the current paragraph (or selected paragraphs). Figure 2.13 shows the first line indent moved to the 0.5" mark, resulting in the first line of a paragraph being indented by 0.5".

STEP 2››

Set Tabs

A tab is a marker that specifies a position for aligning text. By using tabs, you can easily arrange text in columns or position text a certain distance from the left or right margins. Tabs enable you to add organization to a document, arranging text in easy-to-read columns. A table of contents is an example of tabbed text, as is a restaurant menu. You can select from various types of tabs, with the most common being left, right, center, and decimal. By default, a left tab is set every 0.5" when you start a new document. Each time you press Tab on the keyboard, the insertion point will move to the left by 0.5". Typically, you would set a first line indent or simply press Tab to indent the first line of each new paragraph within a document. Table 2.1 describes various types of tabs.

FIGURE 2.13 Setting Indents on the Ruler

View Ruler

Horizontal and vertical rulers

First Line Indent

Left Indent

Hanging Indent

Word 2013 207

Tabs that you set override default tabs. For example, suppose you set a left tab at 1". That means the default tab of 0.5" is no longer in effect, nor is any other 0.5" default tab still in place. Perhaps the easiest way to set tabs, if not the most precise, is to use the ruler. Click the tab selector (see Figure 2.14) repeatedly to cycle through tabs, including left, center, right, decimal, bar, first line indent, and hanging indent. Then simply click a position on the ruler to set a tab. You can drag a tab along the ruler to reposition it, or you can drag a tab off the ruler to remove it. Figure 2.14 shows a left tab at 1" and a right tab at 5.5". To apply one or more tabs, you can select text and set tabs (applying tabs to the selected text), or you can set a tab and type text (applying tabs to text typed after setting tabs).

STEP 3››

TABLE 2.1 Tab Markers

Tab Icon on

Ruler Type of Tab Function

Left tab Sets the start position on the left so as you type; text moves to the right of the tab setting.

Center tab Sets the middle point of the text you type; whatever you type will be centered on that tab setting.

Right tab Sets the start position on the right so as you type; text moves to the left of that tab setting and aligns on the right.

Decimal tab Aligns numbers on a decimal point. Regardless of how long the number, each number lines up with the decimal point in the same position.

Bar tab This tab does not position text or decimals; but inserts a vertical bar at the tab setting. This bar is useful as a separator for text printed on the same line.

FIGURE 2.14 Setting Tabs

Tab selector

Left Tab

Type a tab stop position

Select an existing tab to modify

Right Tab

Select a tab alignment

Select a leader, if any

To include leaders (the series of dots or hyphens that leads the reader’s eye across the page to connect two columns of information), use the Tabs dialog box, shown in Figure 2.14.

208 CHAPTER 2

The row of dots that typically connects a food item with its price on a restaurant menu is an example of a leader. To set a tab with a leader:

1. Click the Paragraph Dialog Box Launcher in the Paragraph group on the HOME tab and click Tabs from the Indents and Spacing tab. Alternatively, double-click a tab on the ruler.

2. Type the location where you want to set the tab. The number you type is assumed to be in inches, so typing 2 would place a tab at 2".

3. Select a tab alignment (Left, Right, etc.).

4. Specify a leader, if desired.

5. Click OK (or click Set and continue specifying tabs).

Deleting Tabs

To manually delete a tab you have set, simply drag it off the ruler. An alternative is to click

the Paragraph Dialog Box Launcher, click Tabs, select the tab (in the Tab stop position

box), and then click Clear. Click OK.

TIP

Apply Borders and Shading

You can draw attention to a document or an area of a document by using the Borders and Shading command. A border is a line that surrounds a paragraph, a page, a table, or an image, similar to how a picture frame surrounds a photograph or piece of art. A border can also display at the top, bottom, left, or right of a selection. Shading is a background color that appears behind text in a paragraph, a page, or a table. Figure 2.15 illustrates the use of borders and shading.

FIGURE 2.15 Borders and Shading

Borders are used throughout this text to surround Tip boxes and Troubleshooting areas. You might surround a particular paragraph with a border, possibly even shading the para- graph, to set it apart from other text on the page, drawing the reader’s attention to its con- tents. If you have not selected text, any border or shading you identify will be applied to the paragraph in which the insertion point is located. Otherwise, you must first select all para- graphs to which you will apply the border or shading formats.

When you click the Borders arrow in the Paragraph group on the Home tab and select Borders and Shading, the Borders and Shading dialog box displays (see Figure 2.16). Click Box to place a uniform border around a paragraph or select Shadow to place thicker lines at the right and bottom of the bordered area. 3D adds some dimension to the border. Click Custom to create a custom border by selecting the style, color, width, and side. The Preview area displays a diagram of your border.

The Page Border tab in the Borders and Shading dialog box provides controls that you use to place a decorative border around one or more selected pages. As with a paragraph border, you can place the border around the entire page, or you can select one or more sides. The Page Border tab also provides an additional option to use preselected clip art as a border instead of ordinary lines. Note that it is appropriate to use page borders on documents such as flyers, newsletters, and invitations, but not on formal documents such as research papers and professional reports.

STEP 4››

Word 2013 209

FIGURE 2.16 Selecting a Border

Shading

Shading arrow

Borders arrow

Borders tab

Page Border tab

Shading tab

Width

Color

Preview

Borders

Style

Border settings

To apply shading to one or more selected paragraphs, click the Shading arrow in the Paragraph group on the Home tab. You can select a solid color, or a lighter or darker variation of the color, for the shaded background. Click More Colors for even more selection. You can also select shading from the Shading tab of the Borders and Shading dialog box (see Figure 2.16).

Create Bulleted and Numbered Lists

A list organizes information by topic or in a sequence. Use a numbered list if the list is a sequence of steps. If the list is not of a sequential nature, but is a simple itemization of points, use a bulleted list (see Figure 2.17). The numerical sequence in a numbered list is auto- matically updated to accommodate additions or deletions, which means that if you add or remove items, the list items are renumbered. A multilevel list extends a numbered or bulleted list to several levels, and it, too, is updated automatically when topics are added or deleted. You create each of these lists from the Paragraph group on the Home tab.

FIGURE 2.17 Bullets and Numbering

Bullets arrow

Bullets

Numbering

Numbering arrow

Multilevel List

Bulleted list

Numbered list

Multilevel list

210 CHAPTER 2

To define a new bullet or customize the formatting (such as color or special effect) of a selected bullet, click the Bullets arrow in the Paragraph group on the Home tab and click Define New Bullet. Make selections from the Define New Bullet dialog box and click OK.

To apply bullets, numbering, or multiple levels to a list:

1. Select the items to be bulleted or numbered, or click where you will begin typing the items. Click Bullets (or Numbering) to apply the default bullet or numbering style. To select another style, click the Bullets (or Numbering) arrow in the Paragraph group on the HOME tab and point to one of the predefined symbols or numbering styles in the library. A preview of the style will display in your document. Click the style you want to use. If creating a multilevel list, click Multilevel List (instead of the Bullets arrow or Numbering arrow) and select a style.

2. If you previously selected items to bullet or number, the style will be applied to the selection. Otherwise, type items, pressing Enter after each; when the list is complete, click Bullets (or Numbering) again to turn off the toggle.

STEP 5››

1. Describe the difference between a serif and sans serif font. Give examples of when you might use each. p. 199

2. Suppose a document is single spaced. However, when you type a series of bulleted lines, the lines are not single spaced; instead there is a much larger distance between each. What could cause the larger space, and how would you correct it so that the bulleted items are also single spaced? p. 205

3. You are working with a campus organization, helping plan a charity dinner. You will use Word to create the menu. What type of tabs would you use, and approximately how would you space them? p. 207

4. You are preparing a document of tips for an upcoming camping trip. You will include a list of items to bring along for the overnight adventure. What Word feature could you use to draw attention to the list? p. 209

Quick

Concepts

✓

Renumbering a List

Especially when creating several numbered lists in a document, you might find that Word

continues the numbering sequence from one list to the next, when your intention was

to begin numbering each list at 1. To restart numbering at a new value, right-click the

item that is not numbered correctly, and click Restart at 1. Alternatively, you can click the

Numbering arrow and select Set Numbering Value. Indicate a starting value in the subse-

quent dialog box.

TIP

Hands-On Exercise 1 211

HOE1 TrainingWatch the Video for this Hands- On Exercise!

1 Text and Paragraph Formatting The newsletter you are developing needs a lot of work. The first thing to do is to make sure it is error free, and to format it so it is much easier to read. After selecting an appropriate font and font size, you will emphasize selected text with bold and italic text formatting. Paragraphs must be spaced so they are easy to read. You know that to be effective, a document must capture the reader’s attention while conveying a message. You will begin the process of formatting and preparing the newsletter in this exercise.

Skills covered:

STEP 1 ›› SELECT FONT OPTIONS AND CHANGE TEXT APPEARANCE The newsletter will be printed and distributed by mail. As a printed document, you know that certain font options are better suited for reading. Specifically, you want to use a serif font in an easy-to-read size. Refer to Figure 2.18 as you complete Step 1.

Hands-On Exercises

a. Open w02h1Studio and save it as w02h1Studio_LastFirst.

When you save files, use your last and first names. For example, as the Word author, I would name my document w02h1Studio_HoganLynn.

TROUBLESHOOTING: If you make any major mistakes in this exercise, you can close the !le, open w02h1Studio again, and then start this exercise over.

FIGURE 2.18 Formatting Text

Step b: Select Times New Roman

Step b: Select 12

Step c: Italic

Step f: Text Effects and Typography

Step h: Text Highlight Color arrow

Step d: Font Dialog Box Launcher

Step g: Font Color arrow

b. Press Ctrl+A to select all of the text in the document. Click the Font arrow in the Font group on the HOME tab and scroll, if necessary, to select Times New Roman. Click the Font Size arrow in the Font group and select 12.

You use a 12-pt serif font on the whole document because it is easier to read in print.

c. Select the second line of text in the document, Courtesy of Phillips Studio L Photography. Click Italic on the Mini Toolbar. Scroll down, if necessary, and double-click boxy in the paragraph below Camera Body. Click Italic in the Font group.

212 CHAPTER 2

d. Select the five paragraphs beginning with Compose with Care and ending with Be Bold. Click the Font Dialog Box Launcher in the Font group.

The Font dialog box displays with font options.

e. Click the Font tab, if necessary, and click Bold in the Font style box. Click to select the Small caps check box under Effects. Click OK.

f. Press Ctrl+End to move the insertion point to the end of the document. Select the last line in the document, Let Phillips Studio L Photography Preserve Your Memories! Click Text Effects and Typography in the Font group. Select Fill – Blue, Accent 1, Outline – Background 1, Hard Shadow – Accent 1 (third row, third column). Change the font size of the selected text to 16. Click anywhere to deselect the text.

g. Press Ctrl+Home to position the insertion point at the beginning of the document. Select the second line in the document, Courtesy of Phillips Studio L Photography. Click the Font Color arrow and select Blue, Accent 5, Darker 25% (fifth row, ninth column).

h. Select the words you should consider how to become a better photographer in the paragraph under the Composition heading. Click the Text Highlight Color arrow and select Yellow.

i. Press Ctrl+Home. Click the REVIEW tab and click Spelling & Grammar in the Proofing group to check spelling and grammar. Ignore any possible grammatical errors, but correct spelling mistakes.

j. Save the document.

TROUBLESHOOTING: If the Mini Toolbar does not display or disappears, click Italic in the Font group on the HOME tab.

STEP 2 ›› SELECT PARAGRAPH ALIGNMENT, SPACING, AND INDENTING The lines of the newsletter are too close together. It is difficult to tell where one paragraph ends and the next begins, and the layout of the text is not very pleasing. Overall, you will adjust line and paragraph spacing, and apply indents where necessary. Refer to Figure 2.19 as you complete Step 2.

FIGURE 2.19 Adjusting Spacing and Indents

Step b: Paragraph Spacing After

Step c: Align Right

Step b: Justify

Step d: First Line Indent marker

Step b: Paragraph Dialog Box Launcher

Hands-On Exercise 1 213

a. Select most of the document beginning with the sentence If you enjoy taking digital pictures and ending with emotion expressed before even greeting Santa. Click the HOME tab. Click Line and Paragraph Spacing in the Paragraph group. Select 1.15. Do not deselect the text.

All lines within the selected text are spaced by 1.15.

b. Click Justify in the Paragraph group. Click the Paragraph Dialog Box Launcher. With the Indents and Spacing tab selected, click the After spin arrow in the Spacing section once to increase spacing after to 6 pt. Click OK. Click anywhere to deselect the text.

You have placed 6 pt spacing after each paragraph in the selected area. Selected paragraphs are also aligned with justify, which means text is evenly distributed between the left and right margins.

c. Press Ctrl+End. Click anywhere on the last line in the document, Let Phillips Studio L Photography Preserve Your Memories! Click Center in the Paragraph group. Press Ctrl+Home. Click anywhere on the second line of text in the document, Courtesy of Phillips Studio L Photography. Click Align Right in the Paragraph group.

d. Click the VIEW tab and click Ruler in the Show group to display the ruler, if necessary. Click anywhere in the first body paragraph, beginning with If you enjoy taking digital pictures. Click the HOME tab, if necessary, and click the Paragraph Dialog Box Launcher. Click the Special arrow in the Indentation group and select First line. Click OK. Click anywhere in the second multiline paragraph—the paragraph beginning with First things first. Position the mouse pointer on the First Line Indent marker and drag the marker to the 0.5" mark on the horizontal ruler.

The first line of both multiline paragraphs that begin the document are indented by 0.5 inches.

e. Save the document.

STEP 3 ›› SET TABS You realize that you left off the studio hours and want to include them at the end of the document. Refer to Figure 2.20 as you complete Step 3.

FIGURE 2.20 Setting Tabs

Step c: Paragraph Dialog Box Launcher

Step c: Click the 5.5” tab

Step c: Select the dot leader option

Step b: Tab selector

Step a: Clear All Formatting

Step a: Show/Hide

214 CHAPTER 2

a. Press Ctrl+End. If necessary, click Show/Hide in the Paragraph group to display nonprinting characters. Press Enter twice. Click Clear All Formatting in the Font group on the HOME tab. Select Times New Roman font and 16 pt size.

You clicked Clear All Formatting so that the text effect formatting from the line above the insertion point is not carried forward to text that you will type next.

b. Make sure the tab selector (shown at the top of the vertical ruler) specifies a Left Tab and click at 1" on the ruler to set a left tab. Click the tab selector twice to select a right tab and click at 5.5" on the ruler to set a right tab.

You set a left tab at 1" and a right tab at 5.5".

c. Click the Paragraph Dialog Box Launcher and click Tabs at the bottom-left corner. Click 5.5" in the Tab stop position box. Click 2 in the Leader section and click OK.

You modified the right tab to include dot leaders, which means dots will display before text at the right tab.

d. Press Tab. Type Monday – Friday and press Tab. Type 9:00 – 4:00. Press Enter. Press Tab. Type Saturday and press Tab. Type 9:00 – 2:00. Press Enter. Press Tab. Type Closed Sunday.

e. Save the document.

TROUBLESHOOTING: If the tabs you set are incorrectly placed on the ruler, click Undo in the Quick Access Toolbar and repeat step b. You can also simply drag a tab off the ruler to remove it, or drag it along the ruler to reposition it.

STEP 4 ›› APPLY BORDERS AND SHADING To draw attention to the business hours, you will shade and border the information you typed. Refer to Figure 2.21 as you complete Step 4.

FIGURE 2.21 Bordering and Shading Text

Step b: Shading arrow

Step a: Borders arrow

Step b: Select the double line style

Step b: Shadow

Hands-On Exercise 1 215

a. Select the three lines at the end of the document, beginning with Monday – Friday and ending with Closed Sunday. Click the Borders arrow in the Paragraph group on the HOME tab and select Borders and Shading.

b. Click Shadow in the Setting section. Scroll through the Style box and select the seventh style—double line. Click OK. Do not deselect text. Click the Shading arrow and select Blue, Accent 1, Lighter 60% (third row, fifth column). Click anywhere to deselect the text.

Studio hours are bordered and shaded.

c. Save the document.

FIGURE 2.22 Adding Bullets and Numbers

Step d: Bullets

Step b: Numbering arrow

Step c: Bullets arrow

Step b: Decrease Indent

TROUBLESHOOTING: If you click Borders instead of the Borders arrow, you will not see the Borders and Shading dialog box and the most recent border will be applied to selected text. Click Undo on the Quick Access Toolbar and click the Borders arrow. Then click Borders and Shading.

STEP 5 ›› CREATE BULLETED AND NUMBERED LISTS At several points in the newsletter, you include either a list of items or a sequence of steps. You will add bullets to the lists and number the steps. Refer to Figure 2.22 as you complete Step 5.

a. Press Ctrl+Home. Select the five boldfaced paragraphs, beginning with Compose with Care and ending with Be Bold.

b. Click the Numbering arrow and select Number alignment: Left (third option on the first row in the Numbering Library, showing each number followed by a right parenthesis). Click Decrease Indent in the Paragraph group to move the numbered items to the left margin. Click anywhere to deselect the text.

c. Scroll to the second page and select four paragraphs following the sentence Depth of field is determined by several factors:, beginning with Aperture/F-Stop and ending with Point of View. Click the Bullets arrow and select the hollow round bullet. Decrease the indent to move the selected text to the left margin. Deselect the text.

216 CHAPTER 2

d. Press Ctrl+End and select the six paragraphs beginning with Where kids are involved, and ending even greeting Santa. Click Bullets to apply a hollow round bullet to the selected paragraphs. Decrease the indent so the bullets begin at the left margin.

Clicking Bullets applied the most recently selected bullet style to selected text. You did not have to click the Bullets arrow and select from the Bullet Library.

e. Save the document. Keep the document open if you plan to continue with the next Hands-On Exercise. If not, close the document and exit Word.

Word 2013 217

Document Appearance The overall appearance and organization of a document is the first opportunity to effectively convey your message to readers. You should ensure that a document is formatted attractively with coordinated and consistent style elements. Not only should a document be organized by topic, but also it should be organized by design, so that it is easy to read and so that topics of the same level of emphasis are similar in appearance. For example, major head- ings are typically formatted identically, with subheadings formatted to indicate a subordinate relationship—in a smaller font, for example. Word 2013 includes tools on the Design tab that help you create a polished and professional-looking document. You will find options for creating a themed document, with color-coordinated design elements, as well as style sets, which are predefined combinations of font, style, color, and font size that can be applied to selected text. Organizing a document into sections enables you to combine diverse units into a whole, formatting sections independently of one another.

In this section, you will explore document formatting options, including themes and style sets. In addition, you will learn to create and apply styles. You will work with sections and columns, learning to organize and format sections independently of one another, to create an attractive document that conveys your message.

Formatting a Document A document theme is a set of coordinating fonts, colors, and special effects, such as shadow- ing or glows that are combined into a package to provide a stylish appearance. Applying a theme enables you to visually coordinate various page elements. In some cases, adding a page border or page background can also yield a more attractive and effective document. All these design options are available on the Design tab, which is new to Word 2013. As you consider ways to organize a document, you might find it necessary to divide it into sections, with each section arranged or formatted independently of others. For example, a cover page (or section) might be centered vertically, while all other pages are aligned at the top. By arranging text in columns, you can easily create an attractive newsletter or brochure. The Page Layout tab facilitates the use of sections and formatting in columns. When format- ting a document, you should always keep in mind the document’s purpose and its intended audience. Whereas a newsletter might use more color and playful text and design effects, a legal document should be more conservative. With the broad range of document formatting options available in Word, you can be as playful or conservative as necessary.

Select a Document Theme

A document theme combines color, font, and graphics, simplifying the task of creating a pro- fessional, color-coordinated document. When you select a theme for a document, a unified set of design elements, including font style, color, and special effects, is applied to the entire document. The Design tab includes selections related to themes (see Figure 2.23). Themes are not limited to Word, but are also available in other Office 2013 applications. A Word document, color-coordinated to match a supporting PowerPoint presentation, adds profes- sionalism and encourages continuity of purpose between the two projects. Even a new blank Word document is based on a theme by default—the Office theme. Click the Font arrow in the Font group on the Home tab to see the theme fonts (both Heading and Body) for the Office theme. Of course, you can select from other fonts in the list if you prefer. Similarly, you will see Office theme font colors when you click the Font Color arrow.

218 CHAPTER 2

You can choose from four types of section breaks, as shown in Table 2.2. You can select a section break type when you click the Page Layout tab and click Breaks in the Page Setup group. Before inserting a break, the insertion point should be at the point where the break is to occur.

FIGURE 2.23 Design Tab

Click to select from the Themes gallery

Modify theme colors

Modify theme fonts

Style sets

Themes are located in the Document Formatting group on the Design tab (refer to Figure 2.23). Click Themes to select from the Themes gallery. As you point to a theme, you will see a preview of the effect on document text. Depending on document features and color selections already in place, you might not see an immediate change when previewing or selecting a document theme. Click a theme to select it. Perhaps you are pleased with most of the theme effects, but want to modify the color or font selection. Click Colors or Fonts in the Document Formatting group on the Design tab to adjust the theme slightly. Each group of coordinated colors or font selections is summarized and identified by a unique name. Click to select a color or font group to adjust the selected theme in the document. To apply themed effects to objects in a document, click Effects in the Document Formatting group on the Design tab and select from a gallery of effects.

Work with Sections

It sometimes becomes necessary to vary the layout of a document within a page or between pages, and incorporate sections into a document. A headline of an article might center hori- zontally across the width of a page, while remaining article text is divided into columns. The headline could be situated in one section, while article text resides in another. So that sec- tions can be managed separately, you must indicate with section breaks where one section ends and another begins. A section break is a marker that divides a document into sections. Word stores the formatting characteristics of each section within the section break at the end of a section. Therefore, if you delete a section break, you also delete the formatting for that section, causing the text above the break to assume the formatting characteristics of the previous section. To delete a section break, click the section break indicator (see Figure 2.24) and press Delete.

STEP 1››

FIGURE 2.24 Selecting and Displaying a Section Break

Click Breaks to select a break

Section Break indicator (shown if nonprinting

characters display)

Word 2013 219

Having created a two-column document, you should preview the document to ensure an attractive arrangement of columns. Try to avoid columns that end awkwardly, perhaps with a column heading at the bottom of one column, while remaining text continues at the top of the next column. In addition, columns should be somewhat balanced, if possible, so that one column is not lengthy, while the next is very short. To force a column break, click in the document where the break is to occur, click the Page Layout tab, click Breaks, and then click Column in the Page Breaks section. With nonprinting characters displayed, you will see the Column break indicator at the location where one column ends and the next begins.

To place a section break in a document:

1. Click at the location where the section break should occur.

2. Click the PAGE LAYOUT tab. Click Breaks in the Page Setup group.

3. Select a section break type (see Table 2.2). If nonprinting characters display, you will see a section break (refer to Figure 2.24).

Format Text into Columns

Columns format a document or section of a document into side-by-side vertical blocks in which the text flows down the first column and continues at the top of the next column. To format text into columns, click the Page Layout tab and click Columns in the Page Setup group. Specify the number of columns or select More Columns to display the Columns dia- log box. The Columns dialog box (see Figure 2.25) provides options for setting the number of columns and spacing between columns.

STEP 2››

TABLE 2.2 Section Breaks

Type Description Example

Next Page Text that follows must begin at the top of the next page.

Use to force a chapter to start at the top of a page.

Continuous Text that follows can continue on the same page.

Use to format text in the middle of the page into columns.

Even Page Text that follows must begin at the top of the next even- numbered page.

Use to force a chapter to begin at the top of an even-numbered page.

Odd Page Text that follows must begin at the top of the next odd- numbered page.

Use to force a chapter to begin at the top of an odd-numbered page.

FIGURE 2.25 Columns Dialog Box

220 CHAPTER 2

Applying Styles As you complete reports, assignments, and other projects, you probably apply the same text, paragraph, table, and list formatting for similar documents. Instead of formatting each element of each document individually, you can create your own custom format for each element—called a style—to save time in designing titles, headings, and paragraphs. A char- acteristic of a professional document is uniform formatting. All major headings look the same, with uniform subheadings. Even paragraphs can be styled to lend consistency to a document. If styles are appropriately assigned, Word can automatically generate reference pages such as a table of contents and indexes.

A style is a named collection of formatting characteristics. Styles automate the format- ting process and provide a consistent appearance to a document. It is possible to store any type of character or paragraph formatting within a style, and once a style is defined, you can apply it to any element within a document to produce identical formatting. Word provides a gallery of styles from which you can choose, or you can create your own style. For example, having formatted a major report heading with various settings, such as font type, color, and size, you can create a style from the heading, calling it Major_Heading. The next time you type a major heading, simply apply the Major_Heading style so that the two headings are identical in format. Subsequent major headings can be formatted in exactly the same way. If you later decide to modify the Major_Heading style, all text based on that style will automati- cally adjust as well.

Select and Modify Styles

Some styles are considered either character or paragraph styles. A character style formats one or more selected characters within a paragraph, often applying font formats found in the Font group on the Home tab. A paragraph style changes the entire paragraph in which the insertion point is located, or changes multiple selected paragraphs. A paragraph style typically includes paragraph formats found in the Paragraph group on the Home tab, such as alignment, line spacing, indents, tabs, and borders. Other styles are neither character nor paragraph, but are instead linked styles in which both character and paragraph formatting are included. A linked style applies formatting dependent upon the text selected. For exam- ple, when the insertion point is located within a paragraph, but no text is selected, a linked style applies both font characteristics (such as bold or italic) and paragraph formats (such as paragraph and line spacing) to the entire paragraph. However, if text is selected within a paragraph when a linked style is applied, the style will apply font formatting only.

By default, the Normal style is applied to new Word documents. Normal style is a paragraph style with specific font and paragraph formatting. If that style is not appropriate for a document you are developing, you can select another style from Word’s style gallery. The most frequently accessed styles are shown in the Styles group on the Home tab (see Figure 2.26). To apply a style to selected text or to an existing paragraph, select the text (or place the insertion point within the paragraph) and click a style in the Styles group on the Home tab. For even more style choice, click the Styles Dialog Box Launcher (see Figure 2.26) to display the Styles pane (see Figure 2.26) and click to select a style.

Word 2013 221

FIGURE 2.26 Styles

Styles group

Styles pane

Show Preview

Options

Styles Dialog Box Launcher

New Style

To modify a style:

1. Click the Styles Dialog Box Launcher.

2. Point to a style in the Styles pane and click the arrow on the right.

3. Click Modify. The Modify Style dialog box displays (see Figure 2.27).

4. Change any font and paragraph formatting or click Format for even more choices.

5. Click Add to the Styles gallery if the style is one you are likely to use often.

6. Indicate whether the style should be available only in the current document, or in new documents based on the current template.

7. Click OK.

Modifying a style, or even creating a new style, affects only the current document, by default. However, you can cause the style to be available to all documents that are based on the current template when you select New documents based on this template in the Modify Style dialog box (see Figure 2.27). Unless you make that selection, however, the changes are not carried over to new documents you create or to others that you open. As an example, the specifications for the Title style are shown in Figure 2.27.

STEP 3››

FIGURE 2.27 Modifying a Style

Click for more formatting options

Indicate whether the style is to be included in the current

document or in new documents based on the

current template

222 CHAPTER 2

Use a Style Set

A style set is a combination of title, heading, and paragraph styles. Using a style set, you can format all of those elements in a document at one time. Style sets are included on the Design tab in the Document Formatting group (refer to Figure 2.23). Simply click a style set to apply the format combination to the document.

Styles Versus Format Painter

To copy formatting from one selection to another, you can certainly use Format Painter.

Another alternative is to create a new style from the selection and apply it to additional

text. Both processes seem to produce the same results. However, unlike changes made

using Format Painter, a style remains available in both the current document and in other

documents based on the same template, if you indicate that preference when you create

the style. That way, the same formatting changes can be applied repeatedly in various

documents or positions within the same document, even after a document is closed and

reopened. Formatting changes made as a result of using Format Painter are not available

later. Also, styles that indicate a hierarchy (such as Heading 1, Heading 2) can be used to

prepare a table of contents or outline.

TIP

Create a New Style from Text

Having applied several formatting characteristics to text, you might want to repeat that for- matting on other selections that are similar in purpose. For example, suppose you format a page title with a specific font size, font color, and bordering. Subsequent page titles should be formatted identically. You can select the formatted page title and create a new style based on the formatting of the selected text. Then simply select the next title to which the formatting should be applied and choose the newly created style name from the Styles group or from the Styles pane.

To create a new style from existing text:

1. Select the text from which the new style should be created or click in a paragraph containing paragraph characteristics you want to include in the new style.

2. Click the Styles Dialog Box Launcher (refer to Figure 2.26) to open the Styles pane.

3. Click New Style, located in the bottom-left corner of the Styles pane (refer to Figure 2.26).

4. Enter a name for the new style. Do not use the name of an existing style.

5. Click the Style type arrow and select a style type (paragraph, character, or linked, among others).

6. Adjust any other formatting, if necessary.

7. Click OK.

Use the Outline View

The Outline view in Word displays a document in various levels of detail, according to heading styles applied in a document. Figure 2.28 shows the Outline view of a document in which major headings were formatted in Heading 1 style, with subheadings in Heading 2 style. You can modify the heading styles to suit your preference; however, if you plan to use Outline view to summarize a document, you must apply Word’s heading styles (even if you have modified them) to your text. To select a level to view, perhaps only first-level headings, click All Levels (beside Show Level) and select a level.

STEP 4››

Word 2013 223

To collapse or expand a single heading, click the heading in Outline view and click + (to expand) or – (to collapse) on the Ribbon. For example, having clicked text formatted as Heading 1, click + to show any lower-level headings associated with the particular heading (refer to Figure 2.28). Text other than that associated with the selected heading will remain unaffected. As shown in Figure 2.28, you can move a heading (along with all associated sub- headings) up or down in the document. In Outline view, you can also drag the + or – beside a heading to move the entire group, including all sublevels, to another location.

In Print Layout view, you can quickly collapse everything except the section you want to work with. Point to a heading and click the small triangle that displays beside the heading (see Figure 2.29) to collapse or expand the following body text and sublevels. Collapsing text in that manner is a handy way to provide your readers with a summary.

STEP 5››

FIGURE 2.28 Outline View

Heading 2

Heading 1

Move up within the outline

Move down within the outline

Select level to show

Expand selected item

Collapse selected item

FIGURE 2.29 Expanding and Collapsing Detail

Click to collapse view (or expand if already collapsed)

Use Outline view to glimpse or confirm a document’s structure. Especially when devel- oping lengthy reports, you will want to make sure headings are shown at the correct level of detail. A document shown in Outline view can also be easily converted to a PowerPoint presentation, with each level shown as a point on a slide. Also, a table of contents is automati- cally generated when you click Table of Contents on the References tab.

You can also quickly move through a document in Outline view, and you can restructure a document:

With levels collapsed so that body text does not display, just click a heading to move to and change the view to Print Layout or another view. The document will expand, and the insertion point will be in the section identified by the heading you clicked. Using Outline view to move through a lengthy document can save a great deal of time because it is not necessary to page through a document looking for a particular section heading.

Use Outline view to restructure a document. Simply drag and drop a heading to reposition it within a document, or use the Move Up or Move Down buttons. If subheadings are associated, they will move with the heading as well.

224 CHAPTER 2

1. You will include a table on the second page of a document, with the table taking up the entire page. You determine that the table is best situated in landscape orientation, with the text on all other pages in portrait orientation. How would you format the second page separately from the other pages? p. 219

2. As you develop a two-column newsletter, you find that a column heading displays alone at the end of a column on one page, with remaining text continuing on the next. How can you correct that problem? p. 219

3. Although both Format Painter and the use of styles enable you to change the appearance of text in a document, what is the benefit of using styles when formatting several different areas of text? p. 222

4. How is the concept of styles related to the Outline view? p. 222

Quick

Concepts

✓

Hands-On Exercise 2 225

HOE2 TrainingWatch the Video for this Hands- On Exercise!

2 Document Formatting The next step in preparing the photography newsletter for distribution is to apply document formatting to several areas of the document that will make it easier to read. By applying a theme and formatting the document in columns, you will add to the visual appeal. Using styles, you can ensure consistent formatting of document text. Finally, you will check the document’s organization by viewing it in Outline view.

Skills covered:

STEP 1 ›› SELECT A DOCUMENT THEME A document theme provides color and font coordination, simplifying your design task. You will apply a document theme to the newsletter as a simple way to ensure that yours is an attractive document with well-coordinated features. Refer to Figure 2.30 as you complete Step 1.

Hands-On Exercises

a. Open w02h1Studio_LastFirst if you closed it at the end of Hands-On Exercise 1 and save it as w02h2Studio_LastFirst, changing h1 to h2.

b. Press Ctrl+Home. Click the DESIGN tab and click Themes in the Document Formatting group. Select Organic.

Note the color change applied to the second line of the document, Courtesy of Phillips Studio L Photography.

c. Click Colors in the Document Formatting group and select Violet II.

The second line of the document, Courtesy of Phillips Studio L Photography, has changed colors because you selected a new color scheme within the theme. The table of studio hours on the last page of the document also changed colors.

d. Save the document.

FIGURE 2.30 Apply a Document Theme

Step b: Themes

Step c: Colors

226 CHAPTER 2

a. Press Ctrl+Home. Select most of the document text, beginning with Courtesy of Phillips Studio L Photography and ending with before even greeting Santa.

b. Click the PAGE LAYOUT tab and click Columns. Select Two.

The selected text is formatted into two columns. A continuous section break is inserted at the beginning of the document, after the document title, and at the end of the document (before the final line).

c. Press Ctrl+Home. Click anywhere on the line containing Basics of Photography. Click the HOME tab and click Center in the Paragraph group. Click anywhere in the paragraph beginning with If you enjoy taking digital pictures. Drag the First Line Indent marker on the ruler back to the left margin.

The title of the newsletter is centered horizontally. The first line indent is removed from the first multiline paragraph in the newsletter.

d. Click anywhere in the paragraph beginning with First things first. Drag the First Line Indent marker to the left margin to remove the indent.

e. Click the VIEW tab and click Multiple Pages in the Zoom group. Scroll down to view all pages, getting an idea of how text is positioned on all pages. Click 100% in the Zoom group.

f. Save the document.

FIGURE 2.31 Formatting in Columns

STEP 2 ›› WORK WITH SECTIONS AND FORMAT TEXT INTO COLUMNS The document should be formatted as a newsletter. Most often, newsletters display in columns, so you will apply columns to the newsletter. A few items, such as the newsletter heading and the store hours at the end of the document, should be centered horizontally across the page instead of within a column. Using sections, you will format those items differently from column text. Refer to Figure 2.31 as you complete Step 2.

STEP 3 ›› SELECT AND MODIFY STYLES The newsletter is improving in appearance, but you note that the headings (Camera, Composition, etc.) are not as evident as they should be. Also, some headings are subordinate to others, and should be identified accordingly. You will apply heading styles to headings in the newsletter. Refer to Figure 2.32 as you complete Step 3.

Hands-On Exercise 2 227

a. Select the text Camera Body on the first page of the newsletter. Click the HOME tab and select Heading 1 in the Styles group. On the same page, in the column on the right, select Lens and apply Heading 1. Select Composition and apply Heading 1.

b. Apply Heading 1 to Juxtaposition, Common Photography Mistakes, and Holiday Photography on the second and third pages of the newsletter.

c. Select Rule of Thirds on the first page and press and hold Ctrl on the keyboard as you also select Depth of Field, Becoming the Subject, Shooting from Below, and Shooting from Above on the second page. Release Ctrl. Click Heading 2 in the Styles group on the HOME tab. Do not deselect text.

d. Double-click Format Painter in the Clipboard group. Select Dark Photos on the third page. Select Blurry Images. Press Esc. Select Blurry Images Due to Focus on the third page. Click Heading 3 in the Styles group. Select Blurry Images Due to Camera Shake on the third page and apply Heading 3 style.

TROUBLESHOOTING: If you do not see Heading 3 in the Styles group, click the More arrow beside the styles in the Styles group and select Heading 3.

FIGURE 2.32 Working with Styles

Step d: Format Painter

Step e: Underline style

Step e: Heading 1 arrow

Step e: Format

Troubleshooting: Spin down arrow

Step e: Styles Dialog Box Launcher

Using Format Painter, you copied the format of the Heading 2 style to a few headings. Headings throughout the newsletter are formatted according to their hierarchy, with major headings in Heading 1 style and others in correct order beneath the first level.

e. Click the Styles Dialog Box Launcher to display the Styles pane. Point to Heading 1 and click the Heading 1 arrow. Click Modify. Click Format in the Modify Style dialog box and click Font. Click the Underline style arrow and click the second underline style (double underline). Click OK. Click OK again.

You modified Heading 1 style to include a double underline. Every heading formatted in Heading 1 style is automatically updated to include an underline.

f. Save the document.

228 CHAPTER 2

STEP 4 ›› USE A STYLE SET AND CREATE A NEW STYLE Although you are pleased with the heading styles you selected in the previous step, you want to explore Word’s built-in style sets to determine if another style might be more attractive. You will also create a style for all bulleted paragraphs in the newsletter. Refer to Figure 2.33 as you complete Step 4.

a. Press Ctrl+Home. Click the DESIGN tab. Point to any style set in the Document Formatting group, without clicking, to view the effect on the document. Specifically, see how the previewed style affects the Lens heading shown in the right column. Click the More arrow beside the style sets and select Lines (Simple) (second row, third column under Built-In).

When you apply a style set, headings are formatted according to the style settings, overriding any formatting characteristics you might have set earlier.

b. Click the VIEW tab and click One Page in the Zoom group to view the first page.

Note the format of the major headings—Camera Body, Lens, and Composition—has been modified, removing the underline you set earlier, and now displays the format of the Lines (Simple) style set.

c. Click 100% in the Zoom group. Select the second line in the document, Courtesy of Phillips Studio L Photography. Click the HOME tab. Click the Font Color arrow and select Plum, Accent 1, Darker 25% (fifth row, fifth column).

You select a coordinating text color for the second line in the document.

d. Scroll to the second page and click anywhere in the bulleted paragraph containing the text Aperture/F-Stop. Click the Bullets arrow and select a solid round black bullet. Click the Bullets arrow and click Define New Bullet. Click Font. Click the Font color arrow and select Plum, Accent 1, Darker 25%. Click OK. Click OK again.

Having modified the format of one bulleted item, you will create a style from that format to apply to all other bulleted items in the document.

e. Click New Style in the Styles pane. Type Bullet Paragraph in the Name box and click OK.

You should see a new style in the Styles pane titled Bullet Paragraph.

FIGURE 2.33 Using a Style Set

Step d: Bullets arrow

Step e: New Style

Step c: Font Color arrow

Step d: De!ne New Bullet

Hands-On Exercise 2 229

f. Select the three bulleted paragraphs below Aperture/F-Stop and click Bullet Paragraph in the Styles pane. Scroll to the third page, select the three bulleted paragraphs at the bottom of the right column, and then click Bullet Paragraph in the Styles pane. Scroll to the fourth page, select the three bulleted paragraphs at the top of the page (in both columns), and then apply the Bullet Paragraph style. Close the Styles pane.

g. Save the document.

a. Press Ctrl+Home. Click the VIEW tab and click Outline in the Views group. Scroll down slightly to see the first major heading (with a + on the left)—Camera Body.

b. Click the Show Level arrow and click Level 3.

You formatted headings in the newsletter as headings, in three levels of detail. Because you did so, you are able to view the document structure according to the hierarchy of headings.

c. Position the pointer on the + that precedes Blurry Images Due to Camera Shake (so the pointer becomes a four-headed arrow). Drag the heading above the preceding level (Blurry Images Due to Focus). When you see a small black triangle above the preceding level, release the mouse button to reposition the section.

d. Using the same procedure as in step c, move the Juxtaposition section above Composition. Click Expand in the Outline Tools group to view the content of the Juxtaposition section.

e. Click the Show Level arrow and select Level 1 to display Level 1 headings only. Select Holiday Photography and click Expand in the Outline Tools group.

The Holiday Photography section is expanded. Other Level 1 headings remain collapsed.

STEP 5 ›› USE THE OUTLINE VIEW The newsletter spans four pages, with headings identifying various levels of detail. You will check to make sure you have formatted headings according to the correct hierarchy. To do so, you will view the newsletter in Outline view. Refer to Figure 2.34 as you complete Step 5.

FIGURE 2.34 Viewing an Outline

Step d: Expand

Step f: Close Outline view

Steps b and e: Show Level arrow

Step f: Print Layout on status bar

230 CHAPTER 2

f. Click Close Outline View in the Close group on the Outlining tab. If both columns do not display, click Print Layout on the status bar.

g. Save the document. Keep the document open if you plan to continue with the next Hands-On Exercise. If not, close the document and exit Word.

Word 2013 231

Objects An object is an item that can be individually selected and manipulated within a document. Objects, such as pictures, text boxes, tables, clip art, and other graphic types are often included in documents to add interest or convey a point (see Figure 2.35). Newsletters typically include pictures and other decorative elements to liven up what might otherwise be a somewhat mundane document. As you work with a document, you can conduct a quick search for appropriate pictures and graphics online—all without ever leaving your document workspace.

FIGURE 2.35 Word Objects

Table

Text box

Clip art

WordArt

One thing all objects have in common is that they can be selected and worked with independently of surrounding text. You can resize them, add special effects, and even move them to other locations within the document. Word 2013 includes convenient text wrapping controls so that you can quickly adjust the way text wraps around an object. With Live Layout and alignment guides, you can easily line up pictures and other diagrams with existing text.

In this section, you will explore the use of objects in a Word document. Specifically, you will learn to include pictures, searching for them online as well as obtaining them from your own storage device. You will learn to create impressive text displays with WordArt. A text box is a bordered area you can use to draw attention to specific text. You will create text boxes, as well.

Inserting and Formatting Objects Objects can be collected from the Web or from a storage device, as with pictures and illustra- tions. You can create other objects, such as WordArt, text boxes, charts, and tables. When you insert an object, it is automatically selected so that you can manipulate it independently of surrounding text. A contextual tab displays on the Ribbon with options related to the selected object, making it easy to quickly modify and enhance an object.

Insert a Picture

A picture is a graphic image, such as a drawing or photograph. You can insert pictures in a document from your own library of digital pictures you have saved, or you can access Microsoft’s abundant picture resources at Office.com. From within a document, you can conduct a Web search to locate even more picture possibilities. Microsoft refers to its roy- alty-free photos and illustrations as clip art. Inserting a picture is only the first step in the process. Once incorporated into your document, a picture can be resized and modified with special bordering and artistic effects. Other options enable you to easily align a picture with surrounding text, rotate or crop it, if necessary, and even recolor it so it blends in with an existing color scheme.

232 CHAPTER 2

You might find it necessary to include a picture within an open document. If you do not have a picture already saved on your computer, you can go online to locate a suitable image. Without closing or minimizing the document, and without opening a browser to search the Web, you can immediately peruse Office.com, Bing Image Search, SkyDrive, and even your Flickr account for a picture. It is not necessary to obtain an image from the Web and save it to a storage device before inserting it in the document. The picture is inserted directly from the Web, after which you can resize and reposition it.

To insert an online picture, click to place the insertion point in the document in the location where the picture is to be inserted. Click the Insert tab and click Online Pictures (see Figure 2.36) to insert a picture from:

Office.com or Bing: 1. Click the box beside the picture source. 2. Type a search term (for example, type school to identify school-related images)

and press Enter. 3. Review any relevant licensing information, if presented, and select an image.

Alternatively, click a link to expand the search.

SkyDrive: 1. Click Browse. 2. Navigate to the folder containing the picture you want to insert. 3. Click the picture and click Insert.

Flickr: 1. Click Flickr (the !rst time using Flickr, you will !rst click Connect and provide

login details). 2. Navigate to a photo, select the photo, and then click Insert.

Insert a Screenshot

When describing a process, you might find occasion to include a screenshot of a computer

display in a document. You can capture a screenshot and insert it in a document as an

object. With the item to capture displayed on the computer screen, open the document

in which you plan to place the screenshot. Click the Insert tab and click Screenshot in the

Illustrations group. Click Screen Clipping. The document is removed from view, leaving

the original screen display. Drag to select any part of the screen display. The document

displays again, with the selection included as an object.

TIP

Type a search term

Click Pictures to insert pictures from a storage device

Click Online Pictures to choose from online resources

Access pictures from an online account, such as Flickr

FIGURE 2.36 Inserting an Online Picture

Word 2013 233

If you enjoy taking digital pictures, you most likely have a great many of your pictures saved to a storage device you can access with a computer. Suppose you are using Word to pre- pare a flyer or newsletter. In that case, you might want to insert one or more of your pictures into the document. Inserting pictures from a storage device is a simple process. To do so:

1. Position the insertion point in the document where the picture is to be inserted.

2. Click the INSERT tab.

3. Click Pictures in the Illustrations group (refer to Figure 2.36).

4. Navigate to the folder in which your photos are stored.

5. Select a photo to insert.

6. Click Insert.

STEP 1››

Resize, Move, and Align a Picture

A new Ribbon tab, with one or more associated tabs beneath it, is added to the Ribbon when you insert and select an object. The new Ribbon tab, called a contextual tab, includes com- mands relevant to the type of object selected. As shown in Figure 2.37, the Picture Tools Format tab includes settings and selections related to the inserted picture.

FIGURE 2.37 Picture Tools Tab

Sizing handle

Selected picture

Resize an object

Picture Styles

More

Wrap Text

Picture Tools Format tab

Picture Tools contextual tab

Options in the Adjust group

Crop

Although an inserted picture is considered a separate object, you will want to position it so that it flows well with document text and does not appear to be a separate unit. One way to make that happen is to wrap text around the picture. The Format tab includes an option to wrap text around a selected picture (refer to Figure 2.37). You can select from the text wrap- ping styles shown in Table 2.3 when you click Wrap Text. You can also choose to allow the object to move with text as text is added or deleted, or you can keep the object in the same place on the page, regardless of text changes.

Word 2013 includes a new feature that simplifies text wrapping around an object—Layout Options. Located next to a selected object, the Layout Options control (see Figure 2.38) includes the same selections shown in Table 2.3. The close proximity of the control to the selected object makes it easy to quickly adjust text wrapping.

STEP 2››

234 CHAPTER 2

New to Word 2013 are Live Layout and alignment guides. Live Layout enables you to watch text flow around an object as you move it, so you can position the object exactly as you want it. Alignment guides are horizontal or vertical green bars that appear as you drag an object, so you can line up an object with text or with another object. The green alignment guide shown in Figure 2.39 helps align the football object with paragraph text.

FIGURE 2.38 Layout Options

Wrap Text

Layout Options

TABLE 2.3 Text Wrap Options

Type Effect

In Line with Text The image is part of the line of text in which it is inserted. Typically, text wraps above and below the object.

Square Text wraps on all sides of an object, following an invisible square.

Tight Text follows the shape of the object, but does not overlap the object.

Through Text follows the shape, filling any open spaces in the shape.

Top and Bottom Text flows above and below the borders of the object

Behind Text The object is positioned behind text. Both the object and text are visible (unless the fill color exactly matches the text color).

In Front of Text The object is positioned in front of text, often obscuring the text.

FIGURE 2.39 Alignment Guides

Alignment guide

Often, a picture is inserted in a size that is too large or too small for your purposes. To resize a picture, you can drag a corner sizing handle. You should never resize a picture by drag- ging a center sizing handle, as doing so would skew the picture. You can also resize a picture by adjusting settings in the Size group of the Picture Tools Format tab (refer to Figure 2.37).

Word 2013 235

Modify a Picture

The Picture Tools Format tab (refer to Figure 2.37) includes options for modifying a picture. You can apply a picture style or effect, as well as add a picture border, from selections in the Picture Styles group. Click More (refer to Figure 2.37) to view a gallery of picture styles. As you point to a style, the style is shown in Live Preview, but the style is not applied until you click it. Options in the Adjust group (refer to Figure 2.37) simplify changing a color scheme, applying creative artistic effects, and even adjusting the brightness, contrast, and sharpness of an image.

If a picture contains more detail than is necessary, you can crop it, which is the process of trimming edges that you do not want to display. The Crop tool is located on the Picture Tools Format tab (refer to Figure 2.37). Even though cropping enables you to adjust the amount of a picture that displays, it does not actually delete the portions that are cropped out. Therefore, you can later recover parts of the picture, if necessary. Cropping a picture does not reduce the file size of the picture and the Word document in which it displays.

Other common adjustments to a picture include contrast and/or brightness. Adjusting contrast increases or decreases the difference in dark and light areas of the image. Adjusting brightness lightens or darkens the overall image. These adjustments often are made on a pic- ture taken with a digital camera in poor lighting or if a picture is too bright or dull to match other objects in your document. The Brightness/Contrast adjustment is available when you click Corrections in the Adjust group on the Format tab (refer to Figure 2.37).

Insert a Text Box

Text in a text box is bordered, sometimes shaded, and set apart from other text in a document. Depending on the outline selected, a border might not even be visible, so it is not always pos- sible to identify a text box in a document. In most cases, however, you will find a text box as a boxed area of text—usually providing additional details or drawing attention to an important point. A text box could contain a pull quote, which is a short text excerpt that is reinforced from a report, or a text box could be used as a banner for a newsletter. Place any text you want to draw attention to or set apart from the body of a document in a text box. Figure 2.40 shows a simple text box that provides business information. Remember that a text box is an object. As such, you can select, move, resize, and modify it, much as you learned you could do with pictures in the preceding sections of this chapter. Layout Options enable you to wrap text around a text box, and alignment guides assist with positioning a text box within existing text.

STEP 3››

Removing Background

Word 2013 makes it easy to remove the background or portions of a picture you do not

want to keep. When you select a picture and click the Remove Background tool in the

Adjust group on the Format tab, Word creates a marquee selection area in the picture that

determines the background, or area to be removed, and the foreground, or area to be

kept. Word identifies the background selection with magenta coloring. Using tools on the

Background Removal tab, you can mark areas to keep or mark additional areas to remove.

Click Keep Changes to remove the background.

TIP

236 CHAPTER 2

To insert a text box:

1. Click the INSERT tab.

2. Click Text Box in the Text group.

3. Click Draw Text Box or select a predefined text box style (see Figure 2.41).

4. Drag to draw a box (unless you selected a predefined text box style, in which case, the text box will be automatically drawn). The dimensions of the text box are not that critical, as you can adjust the size using the Ribbon.

5. Type text in the text box.

STEP 4››

FIGURE 2.41 Draw a Text Box

Text Box

Prede!ned text box styles

Draw Text Box

Formatting Text in a Text Box

Before formatting text in a text box, you should select the text to be affected. To do so,

drag to select the text to be formatted. Or, if you want to select all text, you might appre-

ciate learning a shortcut. You can select all of the text when you click the dashed border

surrounding the text box (when the pointer is a small four-headed shape). The dashed

line should become solid, indicating that all text is selected. At that point, any formatting

selections you make related to text are applied to all text in the text box.

TIP

FIGURE 2.40 Text Box

Text box

Word 2013 237

Resize, Move, and Modify a Text Box

The Drawing Tools Format tab includes a multitude of options for adding color, background, and style to a text box. In addition, you can select from predefined text styles or design your own text fill, outline, and text effects. Positioning a text box is a simple task, with text wrap options available to arrange text evenly around the text box. You can even indicate the exact height and width of a text box using the Format tab (see Figure 2.42).

FIGURE 2.42 Modify a Text Box

Shape styles, !lls, outlines, and effects

Change text box size

One way to resize a text box is to drag a sizing handle. Although not as precise as using the Size group on the Format tab to indicate an exact measurement, dragging to resize a text box is done quickly. Depending on how you want to resize the object, you can either drag a corner handle (to resize two sides at once) or a center handle (to adjust the size in only one direction). Although you should not drag a center handle when resizing a picture (because doing so will skew the picture), dragging a center handle in a text box is an appropriate way to resize a text box.

You can be as creative as you like when designing a text box. Options on the Format tab enable you to add color and definition to a text box with shape fill and outline selections, or select from a gallery of shape styles. Select text within a text box and select an alignment option on the Home tab to left align, right align, center, or justify text.

You can move a text box by dragging it from one area to another. You should first select or confirm a text wrapping option. Text will then wrap automatically around the text box as you move it. Position the pointer on a border of the text box so it appears as a black, four- headed arrow. Drag to reposition the text box. As you drag the box, green alignment guides assist in positioning it neatly. The Format tab includes a Position option in the Arrange group that enables you to align the text box in various ways within existing text.

Insert WordArt

WordArt is a feature that modifies text to include special effects, including colors, shadows, gradients, and 3-D effects (see Figure 2.43). It is a quick way to format text so that it is vibrant and eye-catching. Of course, WordArt is not appropriate for all documents, espe- cially more conservative business correspondence, but it can give life to newsletters, flyers, and other more informal projects, especially when applied to headings and titles. WordArt is well suited for single lines, such as document headings, where the larger print and text design draws attention and adds style to a document title. However, it is not appropriate for body text, because a WordArt object is managed independently of surrounding text and cannot be formatted as a document (with specific margins, headers, footers, etc.). In addition, if WordArt were incorporated into body text, the more ornate text design would adversely affect the readability of the document.

238 CHAPTER 2

FIGURE 2.43 WordArt

WordArt

You can format existing text as WordArt, or you can insert new WordArt text into a document. WordArt is considered an object; as such, the preceding discussion related to positioning pictures and text boxes applies to WordArt as well. Also, Live Layout and align- ment guides are available to facilitate ease of positioning, and you can select a text wrapping style with layout options.

To format existing text as WordArt:

1. Select text to be formatted.

2. Click the INSERT tab.

3. Click WordArt in the Text group.

4. Select a WordArt style.

To insert new text as WordArt:

1. Place the insertion point at the point where WordArt should appear.

2. Click the INSERT tab.

3. Click WordArt in the Text group.

4. Select a WordArt style.

5. Type text.

Depending upon the purpose of a document and its intended audience, objects such as pictures, text boxes, and WordArt can help convey a message and add interest. As you learn to incorporate objects visually within a document so that they appear to flow seamlessly within existing text, you will find it easy to create attractive, informative documents that contain an element of design apart from simple text.

STEP 5››

1. How would you determine what type of text wrapping to use when positioning a picture in a document? p. 234

2. Describe two methods to modify the height and width of a picture. p. 234

3. Although a text box can appear similar to text in a document that has simply been bordered and shaded, a text box is actually an object. What does that fact tell you about a text box that makes it very different from simple shaded text? p. 235

4. Why is WordArt most often used to format headings or titles, and not text in the body of a document? p. 237

Quick

Concepts

✓

Hands-On Exercise 3 239

HOE3 TrainingWatch the Video for this Hands- On Exercise!

3 Objects You will add interest to the newsletter by including pictures that illustrate points, a text box with business information, and WordArt that livens up the newsletter heading.

Skills covered:

WordArt

STEP 1 ›› INSERT A PICTURE You will include pictures in the newsletter to represent photographs shot from various angles, as well as holiday graphics. Pictures will be formatted with appropriate picture styles and effects and positioned within existing text. Refer to Figure 2.44 as you complete Step 1.

Hands-On Exercises

a. Open w02h2Studio_LastFirst if you closed it at the end of Hands-On Exercise 2 and save it as w02h3Studio_LastFirst, changing h2 to h3.

b. Scroll to the second page of the document and click to place the insertion point before the words Depth of Field is how much of the image. Click the INSERT tab and click Pictures in the Illustrations group. Navigate to the location of your student data files and double-click w02h3Kayak.

The picture is inserted, but must be rotated.

c. With the picture selected (surrounded by a border and sizing handles), click Rotate Objects in the Arrange group on the PICTURE TOOLS FORMAT tab and click Rotate Right 90°. Click outside the picture to deselect it.

FIGURE 2.44 Inserting and Rotating Pictures

Step c: Rotate Objects

TROUBLESHOOTING: If you do not see Rotate Objects or the Format tab, click the picture to select it. Then click the Format tab, if necessary.

240 CHAPTER 2

d. Scroll to the third page and click to place the insertion point before The most common reason for a blurred image under the Blurry Images Due to Focus heading. Click the INSERT tab, click Pictures in the Illustrations group, and then double-click w02h3Float in your student data files. If necessary, rotate the picture to the right. Click outside the picture to deselect it.

TROUBLESHOOTING: The placement of the picture will vary, so it is OK if it is not positioned directly below the Blurry Images Due to Focus heading. You will move it later.

e. Scroll to the Holiday Photography section and click to place the insertion point before Now for the fun part. Click the INSERT tab. Click Online Pictures in the Illustrations group. In the box beside Office.com, type Ski and press Enter. Select the picture shown in Figure 2.45b (or one that is very similar). Click Insert.

The picture is placed within or very near the Holiday Photography section. You will reposition it and resize it later.

f. Save the document.

STEP 2 ›› RESIZE, MOVE, AND ALIGN A PICTURE The pictures you inserted are a bit large, so you will resize them. You will also position them within the column and select an appropriate text wrapping style. Refer to Figures 2.45 as you complete Step 2.

Step a: Type 1.5

Step b: Square

Step b: Layout Options

Step b: Close Layout Options

FIGURE 2.45a Inserting and Rotating Pictures

FIGURE 2.45b Inserting and Rotating Pictures

Hands-On Exercise 3 241

a. Scroll up and click to select the picture near the Depth of Field section. Click in the Width box in the Size group on the FORMAT tab and type 1.5. Press Enter.

By default, the Lock aspect ratio setting is on, which means that when you change a dimension—either width or height—of a picture, the other dimension is automatically adjusted as well. To confirm, or deselect the Lock aspect ratio, click the Size Dialog Box Launcher and adjust the setting in the Layout dialog box. Unless you deselect the setting, you cannot change both width and height manually, as that would skew the picture.

b. Click Layout Options (beside the selected picture) and select Square (first selection under With Text Wrapping). Close Layout Options. Check the placement of the image with that shown in Figure 2.45a, and adjust if necessary.

c. Scroll down and select the second picture near the Blurry Images Due to Focus heading. Change the text wrapping to Square and change the width to 1.5. Close Layout Options. If necessary, drag the picture (when the pointer is a four-headed arrow) so it displays immediately beneath the section heading.

d. Scroll down and select the ski picture in, or near, the Holiday Photography section. Change text wrapping to Tight, change the width to 1.5, close Layout Options, and then drag to position the picture as shown in Figure 2.45b. Words may not wrap exactly as shown in Figure 2.45b, but they should be approximately as shown.

e. Save the document.

STEP 3 ›› MODIFY A PICTURE You will apply a picture style and picture effects to the pictures included in the newsletter. You will also crop a picture to remove unnecessary detail. Refer to Figure 2.46 as you complete Step 3.

FIGURE 2.46b Modifying a Picture

Step a: Crop

Step b: More

Step a: Crop indicator

FIGURE 2.46a Modifying a Picture

242 CHAPTER 2

a. Select the picture in the Depth of Field section. Click the FORMAT tab, if necessary. Click Crop in the Size group on the FORMAT tab. Be sure to click Crop, not the Crop arrow. Drag the crop indicator in the bottom center of the photograph up slightly to remove some of the water, as shown in Figure 2.46a. Click Crop to toggle the selection off. If necessary, drag to position the picture as shown in Figure 2.46b.

b. If necessary, click to select the picture in the Depth of Field section. Click More beside the Picture Styles gallery in the Picture Styles group. Select Soft Edge Rectangle.

TROUBLESHOOTING: If the picture becomes skewed as you drag, instead of simply shading the water to remove, you are dragging a sizing handle instead of the crop indicator. Only drag when the pointer is a thick black T, not a two-headed arrow. Click Undo and repeat the crop.

TROUBLESHOOTING: If you do not see options related to the picture, make sure the picture is selected and click the Format tab, if necessary.

FIGURE 2.47 Inserting a Text Box

Step d: Size

Step g: Shape Fill

c. Select the picture in the Blurry Images Due to Focus section. Click Corrections in the Adjust group on the FORMAT tab. Select Brightness: 0% (Normal), Contrast: +20% (fourth row, third column under Brightness/Contrast).

You used Word’s image editing feature to change brightness and contrast.

d. Select the ski picture. Click Remove Background in the Adjust group on the FORMAT tab. Wait a few seconds until the background is shaded in magenta. Click Keep Changes. Deselect the picture.

e. Save the document.

STEP 4 ›› INSERT AND MODIFY A TEXT BOX By placing text in a text box, you can draw attention to information you want your readers to notice. You will insert a text box, including the studio’s contact information, near the beginning of the document. You will then modify the text to coordinate with other page elements. Refer to Figure 2.47 as you complete Step 4.

a. Press Ctrl+Home. If nonprinting characters do not display, click Show/Hide in the Paragraph group on the HOME tab.

Hands-On Exercise 3 243

b. Click the INSERT tab and click Text Box in the Text group. Click Draw Text Box. Point to the blank paragraph mark below Courtesy of Phillips Studio L Photography and drag to draw a small box. The dimensions are not important, as you will resize the text box later.

A small text box is drawn in the document.

c. Click Layout Options (beside the text box) and select Top and Bottom (second row, first column under Text Wrapping). Close Layout Options.

Text wraps above and below the text box.

d. Click the Height box in the Size group on the FORMAT tab and type 0.6. Click the Width box and type 2.5. Press Enter.

e. Click in the text box, if necessary, to position the insertion point. Type [email protected] and press Enter. Type 610-555-0021. Right-click the underlined e-mail link in the text box and select Remove Hyperlink.

f. Click the dashed line surrounding the text box to make it solid, so that all text in the text box is selected (although it is not shaded). Click the HOME tab and click Center in the Paragraph group.

All text is centered in the text box.

g. Click the FORMAT tab. Click Shape Fill in the Shape Styles group. Select Plum, Accent 1, Lighter 80% (second row, fifth column).

The text box background is shaded to match the document theme.

h. Position the pointer near a border of the text box so that the pointer appears as a four-headed arrow. Drag to the left edge of the column, until the green alignment guide indicates the text box is aligned at the left edge of the column. Release the mouse button. The text box should appear as shown in Figure 2.47.

i. Save the document.

FIGURE 2.48 Inserting and Rotating Pictures

Step c: Next Page

STEP 5 ›› INSERT WORDART The newsletter is near completion, but you need to work with the heading—Basics of Photography. You will format the heading with WordArt to add some visual appeal. Refer to Figure 2.48 as you complete Step 5.

244 CHAPTER 2

a. Select Basics of Photography on the first line of the newsletter, including the following paragraph mark. Be careful not to select the Section Break indicator following the paragraph mark. Click the INSERT tab and click WordArt in the Text group. Select Fill – Plum, Accent 1, Shadow (first row, second column).

The heading is formatted in WordArt, in a shade that coordinates with other text formatting in the newsletter.

b. Click Layout Options and click Top and Bottom. Close Layout Options.

c. Click outside the WordArt object to deselect it. Click the FILE tab and click Print. The first page shows in preview in the right pane (refer to Figure 2.48). Click Next Page (at the bottom of the preview page) to move to the next page.

d. Save and close the file, and submit the file based on your instructor’s directions.

TROUBLESHOOTING: If you do not see a Section Break indicator, click Show/Hide in the Paragraph group on the Home tab.