Microsoft Office Layout
Version X,10/02
Last updated, 7/04

Skills
Troubleshooting Toolbars
Bullets and Numbering
AutoText
Special Symbols
Invisibles
Columns
Breaks
Text Boxes
Graphics
Layering
Word Art
AutoShapes
Draw Toolbar
Page Setup
Previewing
Templates
Help Menu
Classroom Integration
Tables

After learning these skills you will create a newsletter, sign, or certificate that can be used with your class.

Creating Lists with Bullets and Numbering

Bullets and Numbering

  • Click the bullet or numbering button on the formatting palette, depending on which you'd like to add. OR:
  • Go to Format/Bullets and Numbering and choose the bullet style that you would like. Click OK.
  • Indent specific bullets with the increase or decrease indent buttons.
  • Select picture bullets by clicking the Picture button and clicking the desired choice.
  • To stop the bulleted text, click the bullet button to deselect it.
  • Bullets and Numbering can be applied either before or after your text is typed.
  • Use custom bullets by clicking Customize, clicking Bullet, and then selecting your bullet from the choices given.

AutoCorrect

AutoText assigns names to text entries that you wish to insert automatically. This saves you from typing repetitively used text.

  • Select AutoCorrect from the Format Menu.
  • If necessary, click the AutoText tab.
  • Enter the desired text (such as your email address) in the AutoText Entry field.
  • Click Add.

When you begin typing the AutoText, Word will display the entire address. Hit the return key to complete the entry.

Insert Symbols

  • Select Symbol from the Insert Menu.
  • If necessary, click the Symbols tab.
  • Choose the symbol style from the Font drop down list.
  • Click on the symbol you would like to insert and click Insert.

Inserting Special Characters

  • Select Symbol from the Insert Menu.
  • If necessary, click the Special Charcters tab.
  • Select the character to insert.
  • Click Insert.

Invisibles

Invisibles are things that you type but you don't see, such as a return or a space. By clicking on the paragraph mark on the toolbar, you can hide and show your invisibles. They won't print, but sometimes they can be helpful if your formatting needs to be fixed.

Columns and Breaks

  • Select the text you wish to put into columns.
  • Go to Format/Columns in the menu bar.

  • Choose the desired number of columns and set other options as well.
    • To have column widths of different sizes, deselect equal column width.
    • Change the width and spacing of your columns by clicking the appropriate up/down arrows.
  • To start your second column with a particular word, click before the word and go to Insert/Break and choose Column Break.

About Breaks

Breaks allow you to control where a page or column ends. It is important to put breaks in after all the text and graphics in your document have been added, because this will affect the flow of your text. If you put in a break and decide to take it out later, you can use the Hide/Show button (invisibles) to view your page breaks. Just highlight a page break and hit delete to remove it.

Text Boxes

Text Boxes allow you to place text in a box that can be moved anywhere on your page. Then you can add shadows or various fill colors to make it look more appealing.

Creating a Text Box

  • Go to Insert/Text Box and your cursor becomes a crossbar that you can drag across your document to create a Text Box.
  • Type a few lines in your box. Notice that the perimeter of the text box is made up of small striped lines. This means that the computer is allowing you to add and edit text. At this point, if you were to hit the delete key, text would be deleted.
  • Move your mouse along the perimeter of the box. Notice that the cursor becomes a hand. You can move the box anywhere you wish by dragging its perimeter.
  • Move the mouse over one of the white handles on the perimeter of the box. Notice it becomes a rectangle with two small arrows. Drag the handle to size your box.
  • After clicking the perimeter, the stripes turn to dots indicating that the computer is now treating the box as a graphic, allowing it to be moved and sized. If you were to hit the delete key, the box would be deleted. If you wish to continue editing text, click inside the box.

Formatting a Text Box

Your text box will come in as the top layer of your document, so it will cover any text or graphics below. In order to remedy this you can select the text box and go to Format/Text Box.

    • Select the layout tab and choose a wrapping style such as Square, or Tight. You can also do this via the formatting palette, as pictured to the left.
    • Wrapping styles affect the way text wraps around graphics. In the picture on the left, the dogs represent graphics and lines represent text.

Using the Draw Toolbar with a Text Box

  • To access the Draw Toolbar, go to View/Toolbars/Drawing or click the Drawing button on the Standard Toolbar.
  • To add a line color to your text box, click the down arrow to the right of the pencil and choose a color (or no line at all).
  • To add a fill color, click the down arrow to the right of the paint can and select a color, or no fill at all. More styles can be accessed by clicking the Fill Effects button.

The techniques above can also be accessed by selecting your text box and going to Format/Text Box. Click the Colors and Lines tab to see these and more options such as line style, size and transparency.

  • To add a shadow, select your text box, click the Draw button (A and cube), go to Shadow and pick a style.
  • To add a 3-D effect, select the text box, click the Draw button, go to 3-D and select your style.

Inserting Graphics from the Clip Gallery

  • Go to Insert/Picture/Clip Art, Clip Gallery should open.
  • Type in a keyword in the Search Field and click Search.

OR:

  • Choose a category and then a graphic.
  • Click Insert.

  • Your picture will come in as an inline graphic, which means it can move only as you would move a letter. If you would like to size and move it more freely, double click on it to bring up the Format Picture dialog box. Alternatively, you can highlight it and go to Format/Picture.
  • Select the layout tab and choose a wrapping style such as Square or Tight. You can also do this via the formatting palette, as pictured to the left.
  • Wrapping not only allows your graphic to move more freely, but it also will cause the text to "jump" off the picture as well.
  • You can now move your picture by dragging it, and size it by dragging one of its "handles" (small white boxes on its border).

Inserting a Picture from a Disk or CD

  • Go to Insert/Picture from File.
  • Navigate to the desired picture, select it and click Insert.
  • Wrap your graphic as before.

Inserting a Picture from the Internet

Be sure to follow all fair use and copyright laws when doing this.

Either:

  • Launch your browser and locate the graphic you wish to import.
  • Control-click (system X) or click (system 9) the picture and choose Copy Image.
  • Return to your Word document and go to Edit/Paste.
  • Wrap your graphic as before.

OR:

  • Go to Insert/Picture/Clip Gallery and click Online (bottom of window).
  • Use the search box to find a picture.
  • Click on the picture of choice to see the larger version.
  • Control-click the picture and select Copy Image.
  • Go back to Word via your Dock and select Edit/Paste.
  • Wrap the graphic as usual.

Editing Graphics

Each graphic can be edited in Office via the Picture Toolbar. To access it, select your picture and either:

  • go to the picture section on the Formatting Palette
    or
  • go to View/Toolbars/Picture (if you don't see this option, then use the first method)

Move your mouse over the Picture buttons to view the options below.

  • go to Format/Picture to wrap your graphic
  • adjust brightness and contrast
  • adjust color
  • select a transparent color
  • use grayscale, black and white, or watermark
  • add filter effects
  • add shadows
  • remove red eye
  • remove scratches
  • rotate
  • select
  • crop
  • cutout

Zooming in and Out

Sometimes it is helpful to zoom in and out to check your formatting. To do this, use the 100% button on the toolbar, or go to View/Zoom.

Layering your Graphics

Each time a graphic is added, it comes in on Word's top layer. There are times when you may want to change the layer order, so that different things show through. To do this go to your Draw Button on the Draw Toolbar and go to Arrange. Select the item of choice to change the layer order.

Adding Word Art

Word Art allows you to put in eye-catching text that is essentially a graphic. You can wrap it, add shadow and 3-D styles as noted before.

Add Word Art:

  • Choose Insert from the menu bar. Highlight Picture, then Word Art.
  • Select a style then click OK.
  • Type your text to replace the sample text.
  • Select a Font, Size and style, then click OK
  • Use the Word Art toolbar and explore the many options

Advanced Features of WordArt
To enhance WordArt you can place a picture across the WordArt . The picture can come from anywhere!

  • After creating WordArt, make sure your WordArt is selected. Apply a picture to the WordArt by first clicking the Format WordArt button to the WordArt.
  • Select Fill Effects from the Fill color pop-up list. Click the Picture tab across the top of the dialog box.
  • Click the Select Picture button and choose the picture you would like to use.
  • Click the Insert button and click OK to see the picture applied to your WordArt.

AutoShapes and Callouts

AutoShapes and Callouts are pre-installed shapes that can enhance the look of your document. Callouts are shapes with text boxes inside, much like thought bubbles in cartoons.

  • To add an AutoShape, go to Insert/Picture/AutoShapes, or click the AutoShape Button on the Draw Toolbar.
  • Select the type of shape you wish to add, the specific shape, and release the mouse.
  • The cursor becomes a crossbar that should be dragged across your document to create the shape.
  • Size, move, layer and wrap the shape as stated previously.
  • Select the shape and go to Format/AutoShape for further formatting options.

Views

On the lower left hand corner of your document are four buttons representing various views: Normal, Online Layout, Page Layout and Outline. If you click one by accident, your document's format will change. Just click back on Page Layout. Alternatively, you can go to View/Page Layout.

The Draw Toolbar

The Draw Toolbar allows you to add many extras to your documents. Move your mouse over the buttons to see what they do.

The Draw Button gives you the following options:

  • format
  • add line and arrow styles
  • apply 3-D and shadow styles
  • arrange layers
  • group and ungroup objects
  • change AutoShapes
  • Align or Distribute objects
  • rotate or flip objects

The other buttons do the following:

  • select objects
  • rotate objects
  • insert Text Boxes
  • insert Word Art
  • insert Clip Art from the Clip Gallery
  • inset Pictures from disk
  • add lines (including arrows)
  • add rectangles
  • add AutoShapes and Callouts
  • apply line styles
  • change font color
  • apply line colors
  • apply fill colors

Page Setup

There are times when you may wish to orient your page in landscape (sideways) rather than portrait view.

  • Go to File/Page Setup and select the second (or third) Orientation option.

Previewing Your Documents

It is important to preview your documents many times before you print because what you see is not always what you get.

  • Either go to File/Print Preview or click the Print Preview button on the Standard Toolbar (looks like a document with a magnifying glass).
  • Use the Toolbar to preview one or more pages of your document, and print if you are ready.
  • Print or close when you are done.

PDF Files (Portable Document Format)

Portable Document Format files can be shared easily over the Internet or as attachments. They maintain the formatting that you create, and can be seen on any computer with Acrobat Reader. Acrobat Reader is free, and although many computers have it pre-installed you can download Acrobat Reader from www.adobe.com/acrobat. To see these files via the Internet, users must have the proper plug-in installed.

  • Go to File/Print and click Save as PDF.
  • Save as usual.

Tables

Templates

Office contains templates for many of your formatting needs. Templates are like stationery pads in that they open the same way every time you use them. Therefor you can use the same one over and over while customizing the text. They are easy to use if you know all of the formatting techniques we have discussed as they mainly utilize Clip Art and Text Boxes. You can easily customize any template by adding your own graphics and text.

  • Go to File/Project Gallery and on the left select a Template style, such as Newsletters.
  • Select the template you wish to use and click OK.
  • Customize by inserting your own graphics, text and more.
  • Save as usual.

Help

The Help menu offers you many ways to find out how to do something in Office. You can search by keywords, ask questions or simply look through the contents menu. Try it when you get stuck!