Lesson 6: Formatting Pages CHANGING MARGINS Page margins are the blank space around the edges of the

page. In general, you insert text and graphics in the printable area between the margins. However, you can position some items in the margins for example, headers, footers, and page numbers. To set page margins: 1. On the Page Layout tab, in the Page Setup group, click Margins. 2. Click the margin type that you want. For the most common margin width, click Normal. When you click the margin type that you want, your entire document automatically changes to the margin type that you have selected. 3. You can also specify your own margin settings. Click Margins, click Custom Margins, and then in the Top, Bottom, Left, and Right boxes, enter new values for the margins.

CHANGING PAGE ORIENTATION You can choose either portrait (vertical) or landscape (horizontal) orientation for all or part of your document. When you change the orientation, the galleries of predesigned page and cover page options also change to offer pages that have the orientation that you choose. To change the orientation of the entire document: 1. On the Page Layout tab, in the Page Setup group, click Orientation. 2. Click Portrait or Landscape.

PAGE NUMBERING If your document has multiple pages, you can display the page number on each page. In most documents, page numbers appear in either the header or the footer of each page. Microsoft Office Word 2007 has many preformatted page number designs so that you can quickly insert headers or footers that display the page number. To place the page number in the side margin of the page 1. On the Insert tab, in the Header & Footer group, click Page Number.

2. 3. Click Page Margins. 4. Choose a page number design from the gallery of designs.

HEADER AND FOOTER Headers and footers are areas in the top, bottom, and side margins of each page in a document. Headers and Footers can be used to give a uniform look to the pages of your document. Use this toolbar to insert and format words and objects in the header. When editing the header, a new Top View will appear that is specific to headers and footers.

1. On the Insert tab, in the Header & Footer group, click Header or Footer.

2. Click the header or footer design that you want. 3. The header or footer is inserted on every page of the document.

WATERMARK AND BACKGROUND You can add text watermarks, such as Draft or Confidential, to your document. Microsoft Office Word 2007 provides galleries of ready-made watermarks, or you can create your own custom watermark, such as a company logo. Or you can add a background color or picture to your document. ADD A TEXT WATERMARK TO DOCUMENT Watermarks can be viewed only in Print Layout and Full Screen Reading views and on the printed page. You can insert a predesigned watermark from a gallery of watermark text, or you can insert a watermark with custom text. 1. On the Page Layout tab, in the Page Background group, click Watermark.

2. Do one of the following: Click a predesigned watermark, such as Confidential or Urgent, in the gallery of watermarks. Click Custom Watermark, click Text watermark and then select or type the text that you want. You can also format the text. 3. To view a watermark as it will appear on the printed page, use Print Layout view. ADD A BACKGROUND COLOR 1. On the Page Layout tab, in the Page Background group, click Page Color. Do any of the following: 1. Click the color that you want under Theme Colors or Standard Colors. 2. Click Fill Effects to change or add special effects, such as gradients, textures, or patterns.

Prepared by: ELX Department

Page 2

LAB. EXER 7. Inserting Header and Footer, Setting Margins, Orientation and Paper Size. 1. 2. 3. 4. 5. Open MSWord2007_LabExer6 document. Change the Lab. Exer number and title at line 1. Insert Header in the document. Select Alphabet for header and type Microsoft Word 2007 for the title. Insert Footer in the document. Select blank for footer and type your name. Customize the margin of the page and change it to: a. Top Margin 1 b. Left Margin 1.5 6. 7. 8. 9. Bottom 1 Right Margin 1

Set the page orientation to Portrait. Customize the paper size to: Width = 8.5 Height = 13 Add page color to your document and select Aqua Blue Save your work to another filename. How? 1. 2. 3. 4. Click the Office Icon, select SAVE AS Save As dialog box will appear. Locate the location of your folder. Click Save

Lesson 7: Creating Tables and Charts In Microsoft Office Word 2007, you can insert a table by choosing from a selection of preformatted tables complete with sample data or by selecting the number of rows and columns that you want. You can insert a table into a document, or you can insert one table into another table to create a more complex table. USE TABLE TEMPLATES You can use table templates to insert a table that is based on a gallery of preformatted tables. Table templates contain sample data to help you visualize what the table will look like when you add your data. Click where you want to insert a table. On the Insert tab, in the Tables group, click Table, point to Quick Tables, and then click the template that you want.

Replace the data in the template with the data that you want. USE THE TABLE MENU 1. Click where you want to insert a table. 2. On the Insert tab, in the Tables group, click Table, and then, under Insert Table, drag to select the number of rows and columns that you want.

Prepared by: ELX Department

Page 3

USE THE INSERT TABLE COMMAND You can use the Insert Table command to choose the table dimensions and format before you insert the table into a document. Click where you want to insert a table. On the Insert tab, in the Tables group, click Table, and then click Insert Table.

Under Table size, enter the number of columns and rows. Under AutoFit behavior, choose options to adjust the table size.

CHART Office Word 2007 includes many different types of charts and graphs that you can use to inform your audience about inventory levels, organizational changes, sales figures, and much more. Charts are fully integrated with Office Word 2007. You can use the chart tools to modify or format the chart. Charts that you create will be embedded in Office Word 2007, and the chart data is stored in an Excel worksheet that is incorporated in the Word file. You can also copy a chart from Excel to Office Word 2007. When you copy a chart, it can either be embedded as static data or linked to the workbook. For a chart that is linked to a workbook that you have access to, you can specify that it automatically check for changes in the linked workbook whenever the chart is opened To insert a chart: On the Insert Tab, in the Illustrations Group click Chart. Insert Chart Dialog Box will appear. Click the desired chart that you want to use. Click OK Insert the Data in the worksheet of Microsoft Excel Any changes to the data will automatically affect the chart in MS Word.

LAB. EXER 8. Inserting Table and Convert Table to Text 1. 2. 3. 4. Create a new blank document. Type the Laboratory Exercise Number and Title at Line 1 Insert a table with 5 columns and 7 rows. Input the following data as shown below: Student Record Student ID 2011-0001-A 2011-0002-A 2011-0003-A 2011-0004-A 2011-0005-A

First Name Vince Albert AJ Sophia Kristel Liegh Ann-ann

Last Name Luna Barrios Barrios Luna Lamputi

Course Programming 2-A Programming 2-B Programming 1-A Programming 2-A Programming 2-B

Average 90.00 91.00 89.00 95.00 89.00

Prepared by: ELX Department

Page 4

5. Merge the cell of the first row. How? 1. Select all the cell of first row. 2. On Layout Tab, in Merge Group, click Merge Cells 3. On Layout Tab, in Alignment Group, click Align Center 4. On the Design Tab, select the design that you want to use 6. Move three spaces below the table by pressing enter key. 7. Type Convert Table to Text 8. Copy the table Student Record and paste it below the title Convert Table to Text 9. This time, youre going to convert the table into text. How? 1. Select the table Student Record 2. On Layout Tab, in Data Group, click Convert to Text 3. Convert table to text dialog box appear. 4. Select Tabs 5. Click OK Output: Student Record Last Name Luna Barrios Barrios Luna Lamputi

Student ID 2011-0001-A 2011-0002-A 2011-0003-A 2011-0004-A 2011-0005-A

First Name Vince Albert AJ Sophia Kristel Liegh Ann-ann

Course Programming 2-A Programming 2-B Programming 1-A Programming 2-A Programming 2-B

Average 90.00 91.00 89.00 95.00 89.00

Convert Table to Text Student Record Student ID 2011-0001-A 2011-0002-A 2011-0003-A 2011-0004-A 2011-0005-A First Name Vince Albert AJ Sophia Kristel Liegh Ann-ann Last Name Luna Barrios Barrios Luna Lamputi Course Programming 2-A Programming 2-B Programming 1-A Programming 2-A Programming 2-B Average 90.00 91.00 89.00 95.00 89.00

Lesson 8: Styles and Columns Styles are specially packaged sets of that apply many formats at one time. The style is there for you to use again and again. Predefined Styles: Normal Style No Spacing Style Heading 1 Heading 2 Title Subtitle

Prepared by: ELX Department

Page 5

USING QUICK STYLES In Microsoft Office Word 2007, not only can you apply a specific style quickly and easily on the Home tab in the Styles group, you can also choose a set of styles that work together to create a cohesive and attractive document designed for a specific purpose. Although a Quick Style set likely contains all of the styles that you need to build a document, you may want to add a brand new style. 1. Select the text that you want to create as a new style. For example, perhaps you want the words Business Fact always to appear as a red Heading 1 in your document. 2. On the Mini toolbar that appears above your selection, click Heading 1 and Red to format the text. 3. Right-click the selection, point to Styles, and then click Save Selection as a New Quick Style. 4. Give the style a name, for example, Business Fact, and then click OK. The style you created appears in the Quick Styles gallery with the name you gave it, ready for you to apply whenever you type the words Business Fact, or whenever you want to format any text as Bold, Red, and Heading 1. REMOVE A STYLE FROM THE QUICK STYLES GALLERY On the Home tab, in the Styles group, right-click the style that you want to remove from the gallery. Click Remove from Quick Styles gallery. Removing a style from the Quick Styles gallery does not remove the style from the the entries that appear in the Styles task pane. The Styles task pane lists all of the styles in the document. COLUMNS Columns can be used for a variety of document types, such as a tri-fold brochure. To insert a column: 1. 2. 3. 4. On the Page Layout Tab, in Page Setup Group click Columns Select columns that you want to use. Click More Columns where you can set column width and spacing. Once you select your preferred design, it will show up in the Preview box. This is a nice feature because it allows you to see what you are selecting before applying it to your word document. 5. When you are happy with how your document looks, click OK.

Lesson 9: Mail Merge You use mail merge when you want to create a set of documents, such as a form letter that is sent to many customers or a sheet of address labels. Each letter or label has the same kind of information, yet the content is unique. For example, in letters to your customers, each letter can be personalized to address each customer by name. The unique information in each letter or label comes from entries in a data source. The mail merge process entails the following overall steps: 1. Set up the main document. The main document contains the text and graphics that are the same for each version of the merged document. For example, the return address or salutation in a form letter. 2. Connect the document to a data source. A data source is a file that contains the information to be merged into a document. For example, the names and addresses of the recipients of a letter. 3. Refine the list of recipients or items. Microsoft Office Word generates a copy of the main document for each item, or record, in your data file. If your data file is a mailing list, these items are probably recipients of your mailing. If you want to generate copies for only certain items in your data file, you can choose which items (records) to include. 4. Add placeholders, called mail merge fields, to the document. When you perform the mail merge, the mail merge fields are filled with information from your data file. 5. Preview and complete the merge. You can preview each copy of the document before you print the whole set. Note: You use commands on the Mailings tab to perform a mail merge. You can also perform a mail merge by using the Mail Merge task pane, which leads you step by step through the process.

Prepared by: ELX Department

Page 6

To use the task pane: In the Start Mail Merge group on the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge Wizard. Mail Merge pane will appear. 1. Select the document type that you want to use. a. Letters b. Email Messages c. Envelopes d. Labels e. Directory 2. Select starting document. a. Use the current document b. Start from a template c. Start from existing document 3. Select recipients a. Use an existing list b. Select from Outlook contacts c. Type a new list 4. Write your letter 5. Add a recipient information to your letter. a. Address Block b. Greeting Line c. Electronic Postage d. Choose more items 6. Preview your letter or you can also change your recipient list. 7. Complete the merge LAB. EXER 9. Using Mail Merge 1. Create a new blank document.

2. Type the Laboratory Exercise Number and Title at Line 1 3. Type the letter exactly as shown below.

Western Visayas College of Science and Technology will be having a Grand Alumni Homecoming on June 1, 2011 at 2:00 pm at Punta Villa Pavillion, Villa Iloilo. On this regard, we are cordially inviting you to attend the said affair to meet your old friends, classmates, acquaintances and teachers, reminiscing memorable experiences and sharing stories of success and most specially to renew our commitment to the noble ideals of our beloved Alma Mater. The registration charges are Php 500.00 per person payable at the venue. These charges include Alumni T-shirt, Alumni ID, Alumni souvenir, dinner, live band and raffle draws. For further inquiries, please contact our Alumni Secretariat at (033) 320-1234 or text us at 09171234567 We look forward to your presence in this once a year celebration. Thank you very much. Truly yours, Ma. Luz F. Cabalfin Alumni Director, WVCST 4. You can use Step by Step Mail Merge Wizard 5. Merge the current letter and create a new data source to the following recipients:

Prepared by: ELX Department

Page 7

a.

Jane Smith Managing Director Pizza Hut Manila, Philippines 6. 7. 8. 9. 10.

b.

Juan Dela Cruz c. Mary Crisostomo School Principal Head Nurse Cawayan National High School Mission Hospital Carles, Iloilo Jaro, Iloilo City

Save your data source as Alumni.mdb Add Date and Address Block at the beginning of the letter. Add Greeting line before the body of the letter. Complete the merge. Save your work as MSWord2007_LabExer9

Sample Output:

May 7, 2011

Ms Jane Smith Managing Director, Pizza Hut Manila Philippines

Dear Ms Smith, Western Visayas College of Science and Technology (WVCST) will be having a Grand Alumni Homecoming on June 1, 2011 at 2:00 pm at Pa-on Beach Resort in Estancia Iloilo. On this regard, we are cordially inviting you to attend the said affair to meet your old friends, classmates, acquaintances and teachers, reminiscing memorable experiences and sharing stories of success and most specially to renew our commitment to the noble ideals of our beloved Alma Mater. The registration charges are Php 500.00 per person payable at the venue. These charges include Alumni T-shirt, Alumni ID, Alumni souvenir, dinner, live band and raffle draws. For further inquiries, please contact our Alumni Secretariat at (033) 320-7190 or text us at 09212800962 We look forward to your presence in this once a year celebration. Thank you very much.

Truly yours,

Ma. Luz F. Cabalfin Director, WVCST Alumni

Prepared by: ELX Department

Page 8

Lesson 10: Working with Illustrations CLIP ART When trying to enhance your word document you may want to include Clip Art and/or Word Art. Microsoft Word comes with a Clip Gallery that contains a large variety of images including pictures, borders, and backgrounds. To find a desired image, you can either click on topics or type in the search box to find exactly what you are looking for. To insert clip art: On the Insert Tab, in Illustrations Group, click Clip Art A new toolbar will appear on the left, where you can search or browse (by hitting GO) and then select the desired picture in the Clip Art Gallery. The picture will be inserted at the location of your cursor within your document. If you need to modify your clip art, select it, and small boxes will appear around the corners. Once selected, you can resize your picture by clicking and dragging on the boxes. Holding SHIFT key while clicking and dragging will resize the Clip Art proportionally. WORD ART To insert word art: 1. On the Insert Tab, in Text Group, click WordArt 2. Select the desired style and Edit Word Art Text will appear. 3. Type the desired text and click OK. You can further modify your text by using the Drawing toolbar. To select your WordArt, click on it, and small boxes will appear in the corners. Moving the yellow box on a selected WordArt allows the user to change the slant of the WordArt. WordArt can be resized and deleted similarly to Clip Art.

INSERT A PICTURE FROM FILE 1. To insert a picture or object that is not in the Clip Art Gallery: 2. On the Insert Tab, in Illustrations Group, click Picture, Insert Picture dialog box will appear. 3. Select the directory or disk where the picture or file is located. 4. Click Insert

INSERT SHAPES

To insert shape: 1. On the Insert Tab, in Illustrations Group, click Shapes 2. Select the shape that you want to use. Listed below are the categories available in Shapes. Lines Basic Shapes Block Arrows Flowchart Callouts Stars and Banners Page 9

Prepared by: ELX Department

3. Move your mouse by click and drag in the text area to draw the shape. 4. If you need to modify the shape, select it, and small boxes will appear around the corners. Once selected, you can resize the shape by clicking and dragging on the boxes. 5. You can also use the Drawing toolbar to modify the shape.

INSERT SMARTART GRAPHIC A SmartArt graphic is a visual representation of your information and ideas. You can create SmartArt graphics by choosing from among many different layouts to quickly, easily, and effectively communicate your message. When you create a SmartArt graphic, you are prompted to choose a type such as Process, Hierarchy, Cycle, or Relationship. A type is similar to a category of SmartArt graphic, and each type contains several different layouts. To insert SmartArt Graphic: 1. 2. 3. 4. On the Insert Tab, in Illustrations Group, click SmartArt. You will be prompted to choose SmartArt Graphic that you want to use. Click OK On the Design Tab, there are two galleries that you can use to quickly change the look of your SmartArt Graphic SmartArt Styles and Change Colors. When you rest your pointer over a thumbnail in either of these galleries, you can see how a SmartArt Style or color variation affects your SmartArt graphic without actually applying it.

LAB EXER 10: Working with Illustrations 1. 2. 3. 4. 5. Create a new blank document. Type the Laboratory Exercise Number at Line 1 Change the page orientation to Landscape in Letter size. You can create your own design layout or follow the design layout of invitations shown below. You can insert clip art, pictures, shapes and WordArt to your design.

Prepared by: ELX Department

Page 10