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In Unit Three - Part One I'll discuss Lessons 35 and 36, Part Two covers Lessons 37, 38 and 39. Unit Three introduces formatting for simple reports. You will create a variety of reports with a variety of components that will allow you to create correctly formatted documents for school and work. Along the way you will learn how to correctly references sources for your reports, including using quotations and creating reference pages. New document style requirements and guidelines include the following:
New Word skills include the following:
Lesson 35 - Unbound Reports with Title Pages
Format Painter As you begin working with reports you will find that you are using the same formatting styles over and over again. For example you may decide you want to reformat an existing document by changing the font style of all the paragraphs from Times New Roman single space to Garamond double spaced. You could select all the text in the first paragraph, changing the font style to Garamond and the line spacing to double, then select the second paragraph, changing the font style to Garamond and changing the line spacing to double, then the third paragraph.... You get the idea. Or you can use Format Painter to make your life easier. Format Painter allows you to take the formatting of a paragraph, then copy just the formatting, and paste just the formatting to the remaining paragraphs. It works just like copy and past but only the formats are copied and pasted. Your book will walk you through the process step by step on page 113. Format Painter allows you to copy and paste both character formats and paragraph formats.
NOTE: In order to use Format Painter you should be clear on
exactly what the word Paragraph means in Word, and the difference
between paragraph formatting and character formatting.
In Word, every time you press the Enter key you create a new paragraph. This is a different way to think about paragraphs than you learned in English class. A paragraph in Word may not even contain any text. For example, when you are creating a letter, you press Enter after the salutation and before beginning the body of the letter. You are actually creating a paragraph with no text. In order to work with paragraphs, line spacing and Format Painter you should turn on the Show/Hide button. This will display all the characters that are in your document but not printed, like spaces between words, end of paragraph markers, and tab characters. Turn on the Show / Hide button Paragraph formatting relates to things like line spacing, and indents. To apply paragraph formatting your insertion point must be in the paragraph you are working with. Character formatting relates to things like making text bold, changing font size or color and changing the spacing between characters. To apply character formatting, you must select (highlight) all of the characters you want to work with.
Unbound Report Formats On page 114 your book lists the requirements for a correctly formatted unbound report. Page 115 has an example of a one page report. Make sure you pay attention to the formatting for all the following components, you will use these same format standards for ALL unbound reports. I've provide you with notes on formatting reports below.
Title Page Page 114 of your book gives an example of a simple title page. You will use this format throughout the class to create title pages for a variety of reports. All the components in the title page should have character formatting Bold and text size 14 pt applied. The title is keyed in all caps. Press Enter 8 times between each component (you will end up with 7 blank paragraph markers between each component). Center the page vertically, center each line horizontally. Note: Make sure you do not press Enter before keying the title. If you press enter before keying the title you will have extra blank paragraph markers above your text, when you center the page vertically these extra paragraph markers will make it look like someone pushed the text down. All title pages you create for the course must contain the following information:
Page 117 introduces page borders and character spacing. Follow the directions
to create a finished Title Page.
Lesson 36 In Lesson 36 you will practice creating left bound reports with bulleted and numbered lists. Leftbound Report Formatting When you create a leftbound report, you use all the same formatting guidelines you used to create a one page report, the only difference; you will change the left margin. Changing the margin from 1.25 to 1.5" is what makes a leftbound report a leftbound report. That small increase in space on the left side of each page allows the printer of the report to bind it (for example spiral binding or stapling) without changing the appearance of each page. Page 118 of your book gives step by step details on changing the left margin. Bulleted and Numbered Lists Often information is easier to read in a list, but only if the list is set up correctly. Your book gives you good instructions for setting up bulleted and numbered lists beginning on page 119. You can follow these directions. I do suggest you follow the instructions shown below for adding extra space between items in certain lists. In this course you will use the following guidelines to set up both bulleted and numbered lists.
For example, in the first list below, each item is no more than one line long, the list looks single spaced. When the list contains items that need to word wrap to the next line you would increase the spacing between each item so the list looks double spaced. However, you would maintain single spacing within each item. This format is shown in the list on the right below. Correct Examples
Because Word will automatically add a new bullet each time you press the Enter key, you must use a different method to get that double spaced look between items in a list. You may think you could highlight the list and change the line spacing to double (or 2), but this produces a list that looks like the following: Incorrect Example
Creating Correct Spacing in Lists You may follow the directions on page 119 for creating a double spaced look between items, however I strongly suggest you use this method instead. It works much better and is more flexible:
Your list should now have extra space between each item, but the spacing within each item is still single spaced. Again, this is not the method in your book, it is however the best method for creating lists.
Summary Well folks, this is the end of Part One of Unit 3. If you keep in mind you are trying to achieve reports with consistent formatting styles you should do very well in this Unit. |
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At the end of each paragraph you will now see a paragraph marker that looks
like this: 
