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Hi Folks, Welcome to Part Two of Unit Three.In this section I’ll cover the content in Lesson 37: Two-Page Reports, Lesson 38: Two-Page Report: with Long Quotations and Lesson 39: Two-Page Report with References. New Microsoft Word functions include: x Adding information to headers and footers. x Inserting and controlling line and page breaks. x Inserting symbols and special characters. x Controlling the left indent. x Using the hanging indent x Controlling automatic page numbering New formatting guidelines include: x Special formatting for two-page reports. x Formatting long quotations and short quotations. x Formatting internal citations. x Formatting reference pages. Lesson 37 In this lesson I’ll discuss creating and modifying headers and footers, inserting line and page breaks, inserting symbols and special characters, and formatting multiple page reports. Headers and Footers Often when you create reports you’ll want to put the same information on more than one page. Headers and Footers allow you to key the information in once, and have Word automatically place it on specific pages. You see examples of this everyday as page numbers and chapter or title information in books. To have Word automatically put page numbers on every page of a document you only need to enter the command once. Word takes care of the rest, including updating the page numbers if you change your document. We are going to keep it simple here. Example One walks you through adding page number information to all the pages of a document. Example Two walks you through adding page numbers to all the pages of a document except the first page. Note: Before beginning to work with headers and footers you’ll need to switch to Print Layout View by selecting Print Layout from the View menu. Example One: Add center aligned page numbers to the top of every page of a document. 1. Open or create and save the document. 2. Select Print Layout from the View menu. 3. Select Header and Footer from the View menu. a. The Header area of your document will open, your insertion point will move to this area. b. The Header and Footer toolbar will appear on your screen.
NOTE:
Look at the horizontal ruler,
you’ll see a center tab set at 3” and a right align tab set at 6”. This allows
you to left align, center or right align information in your header and footers
by pressing the tab key.
4. Press the tab key once to move your insertion point to the center tab. 5. Click on the Insert Page Number button.
6. Word enters the page number. a. The gray shading indicates an active field, in this case meaning Word will change the number depending on the page viewed.
7. Close the Header and Footer view by clicking on the Close button or clicking anywhere in the document, outside the header area. a. You should now see the page number at the top of each page of the document. Example Two: Add center aligned page numbers to the top of every page of a document except the first page. When you don’t want to show the page number on the first page of a document you will suppress the header on the first page. This is the standard format for multiple page reports. To suppress the header on the first page of a document, 1. Follow the steps for inserting the page number shown above. 2. Before closing the Header and Footer view click on the Page Setup button.
3. From the Page Setup dialog box, select the Layout tab, and then click in the Different First Page selection box.
4. Click the OK button. 5. Close the Header and Footer view by clicking on the Close button or clickin anywhere in the document, outside the header area. a. You should now see the page number at the top of each page of the document except the first page. Letting Word Automatically Control Line and Page Breaks Page 123 of your text book introduces two features Word uses to automatically control your document: Widow/Orphan control and Keep with next. Refer to page 123 for information on these features. Don’t confuse Widow/Orphan control and Keep with next with line and page breaks that you insert manually. Hard line breaks allow you to move to the next line without beginning a new paragraph. Remember every time you press the Enter key you create a new paragraph. To insert a hard line break and move to the next line without creating a new paragraph
Remember you need to click on the Show/Hide¶ button to show the non printing characters before you can view this symbol. Hard page breaks allow you to move to the next page of your document To insert a hard page break and move to the next page:
Word inserts a page break marker on the page in which you inserted the hard page break. Using Symbols and Special Characters Your textbook begins the discussion of symbols and special characters on page 124. Your text does a great job of giving you the step by step instructions. However, I want to add a bit of information about finding symbols. If you can’t find the symbol you are looking for, you may need to either scroll up or down in the Symbol dialog box. If you still cannot find the character, you must look at a different font. Each font has its own characters. Typically you can find common boxes, arrows and graphics by choosing either the Symbol font or a Wingdings font. To find a symbol not included in the current font: 1. Select Symbol… from the View menu. 2. Choose a different Font by clicking on the down arrow to the right of the Font: drop down menu and selecting a different font.
The following symbols are available with the Wingdings font.
Format Guidelines for Multiple Page Reports The guidelines presented in your book on page 125 are a bit misleading. The following should clear up some of the confusion. Keep in mind that a multiple page report can be formatted as any of the following: x Leftbound report: Left margin 1.5” x Academic report: Double spaced x Business report: Single spaced Multiple page reports have additional formatting requirements. These are presented in your text at the top of page 125. These requirements apply to all types of multiple page reports. On page 125 your textbook gives you steps for formatting a report. Step one tells you to change the line spacing to double space. You would only change the line spacing if you were creating an academic report. If you are creating a multiple page business report you would not change the line spacing to double. The remaining steps are appropriate for all types of documents. Well, your off to a good start with reports. In the next Lesson you’ll explore indents and references. Lesson 38 Indents When working with Word have two tools to impact where the first line of a paragraph starts. You’ve already explored setting tabs. Now you will explore working with Indents. NOTE: You must select, or place your insertion point in, the paragraph(s) you want to work with. Indents are paragraph formats. Indents allow you to separately control the first line of a paragraph, and the remaining lines of a paragraph. We’ll start with the simplest example, where you control all the lines of a paragraph together. To move all the lines of a paragraph .5” from the left margin, simply put your insertion point in the paragraph and click on the Increase Indent button located on the right side of the formatting toolbar.
The second paragraph in the following example is indented .5”
I mentioned before that you can work with just the first line of a paragraph. An example of a first line indent in shown below. This is the way you format double spaced reports. Notice there is no tab character before the first line of text. To create a first line indent:
This will produce a paragraph with a first line indent. You can combine these two features to create a paragraph that starts no closer than .5” from the left margin, and includes a first line indent. This is shown in the second paragraph in the example below. NOTE: For an academic report, you indent the first line of each paragraph and double space the body of the report. Paragraph two, the single spaced paragraph that is indented an extra .5” displays the correct formatting for a long quotation. I suggest that you control indenting from the Paragraph dialog box that we looked at earlier, but you can also control indentation by using the horizontal ruler. The ruler contains symbols that control the first line indent, remaining line indent, and both indents. You can drag these symbols left and right on the ruler bar to adjust the indents. Remember, you must have your insertion point in the paragraph you want to work with. The following shows the symbols used to control paragraph indents.
The ruler above reflects a paragraph that looks like this:
The paragraph is indented .5” from the left margin, a first line indent is also applied. Final Notes You should be on your way to understanding document formats and paragraph indents. Your textbook also presents other information which you need to study to complete the assigned exercises. Lesson 39 builds on the concepts presented in Lessons 37 and 38 so make sure you understand those two lessons before you begin Lesson 39.
Lesson 39 Because you have a good grasp of the concepts of controlling paragraph indents and creating references this mini lecture is mini indeed. I have just a few words of advice for you. Hanging Indents Your textbook indicates that you can control hanging indents, shown on page 132 and used when creating a Reference Page, by working with the horizontal ruler bar, I strongly suggest you control hanging indents by using the Paragraph dialog box. (Select Paragraph from the File menu.)
Footers Keep in mind, footers work just like headers, the difference; information appears at the bottom of your document. Reference Pages Page 134 presents formatting guidelines for your reports reference page. Make sure you study the formatting requirements for the reference page. Also make you add a page break before beginning your reference page. Do not press enter until Word creates a new page. Final Notes Well folks, you now have the tools to create business and academic reports, add references and page numbers and create title pages. These are the key components of any report you’ll create in the future. As always if you have any questions please email me at lslater@ednt.rvc.cc.il.cu. Lydia |
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