2/25/25, 6:14 PM Objective 5: Format a Multiple-Column Newsletter

265

Objective 5: Format a
Multiple-Column
Newsletter
A newsletter is a periodical that communicates news and information to a
specific group. Newsletters, as well as all newspapers and most magazines, use
multiple columns for articles because text in narrower columns is easier to read
than text that stretches across a page.

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Word 3: GO! Learn How Video, Objective 5 IB
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You can create a newsletter in Word by changing a single column of text into
two or more columns. If a column does not end where you want it to, you can
end the column at a location of your choice by inserting a manual column break
—an artificial end to a column to balance columns or to provide space for the
insertion of other objects.

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2/25/25, 6:14 PM Objective 5: Format a Multiple-Column Newsletter

Activity 3.15: Changing One Column

of Text to Two Columns

MOS 2.3.1, 2.3.2

Newsletters are usually two or three columns wide. When using 8.5 × 11-inch

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paper in portrait orientation, avoid creating four or more columns because they

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are so narrow that word spacing looks awkward, often
word on a line by itself. D

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1. Navigate to your Word Chapter 3 folder, and then double-click the Word

file you downloaded from MyLab IT that displays your name—

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Student_Word_3B_Environment_Newsletter. If necessary, at the top click
Enable Editing.

2. On the Insert tab, in the Header & Footer group, click Footer, and then at
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the bottom click Edit Footer. On the Header & Footer tab, in the Insert
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group, click Document Info, and then click File Name to insert the file
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name in the footer.EOn IL and Footer. Click, or

P the ribbon, click Close Header
RI
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right-click, any flagged items, E Uthen OF Ignore.
SEclick
3. Select the first two paragraphs—the title and the Volume information and

date. On the Home tab, in the Font group—or on the mini toolbar—click
the Font Color button arrow , and then under Theme Colors, in the
fifth column, click the last color.

4. With the text still selected, on the Home tab, in the Paragraph group, click

the Borders button arrow , and then at the bottom, click Borders and
Shading.

5. In the Borders and Shading dialog box, on the Borders tab, click the Color

arrow, and then under Theme Colors, in the fifth column, click the last

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2/25/25, 6:14 PM Objective 5: Format a Multiple-Column Newsletter

color.

6. Click the Width arrow, and then click 3 pt. In the Preview box at the right,

point to the bottom border of the preview and click one time. Compare
your screen with Figure 3.27.

Figure 3.27

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In the Preview area, click the Bottom Border button .
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7. In the Borders and Shading dialog box, click OK.
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The line visually defines the newsletter’s nameplate—the banner on
the front page of a newsletter that identifies the publication.

266
8. Below the Volume information, click at the beginning of the paragraph that

begins University Medical Center continues. By using the vertical scroll

box, scroll to view the lower portion of the document, hold down , and
then click after the paragraph mark at the end of the paragraph that begins
Electronic medical records to select all of the text between the insertion
point and the sentence ending with the word space. Be sure that the
paragraph mark is included in the selection. Compare your screen with
Figure 3.28.
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2/25/25, 6:14 PM Objective 5: Format a Multiple-Column Newsletter

Use this technique to define a selection that may be difficult to select by

dragging.

Figure 3.28

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9. With the text still selected, on the Layout tab, in the Page Setup group,

click Columns, and then click Two. Compare your screen with Figure 3.29,

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and then Save your newsletter.

Word divides the selected text into two columns and inserts a sectionE
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break at the end of the selection, dividing the one-column section of
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the document from the two-column section of the document. A

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section is aHportion of a document that can be

F formatted differently
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E P IL
RIVdocument. A section
from the rest of the F Wbreak marks the end of one
ATE USE O
section and the beginning of another section.

Figure 3.29

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2/25/25, 6:14 PM Objective 5: Format a Multiple-Column Newsletter

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O I
D FormattingB Multiple
Activity 3.16:

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Columns
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The uneven right margin
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you create narrow columns, R W
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justified
E USE OF
the design and layout of your newsletter, you might decide to reduce extra space
between paragraphs and between columns to improve the readability of the
document.

1. With the two columns of text still selected, on the Layout tab, in the

Paragraph group, click the Spacing After down spin arrow one time to
change the spacing after to 6 pt.

2. On the Home tab, in the Paragraph group, click Justify .

3. Click anywhere in the document to deselect the text, compare your screen

with Figure 3.30, and then Save .

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2/25/25, 6:14 PM Objective 5: Format a Multiple-Column Newsletter

Figure 3.30

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More Knowledge

Justifying Column Text

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Although many magazines and newspapers still justify text in columns, there are
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a variety of opinions about whether to justify the columns, or to use left

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alignment and leave the E

right edge uneven. Justified text
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formal and cleaner, but in a word OF
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spacing between words. It is the opinion of some authorities that justified text is
more difficult to read, especially in a page-width document. Let the overall look
of your newsletter be your guide.

268

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2/25/25, 6:14 PM Objective 5: Format a Multiple-Column Newsletter

Activity 3.17: Inserting a Column

Break
1. Near the bottom of the first column, click to position the insertion point at

the beginning of the line Harvesting Daylight.

2. On the Layout tab, in the Page Setup group, click Breaks. Under Page

Breaks, click Column, and then if necessary, scroll to view the bottom of
the first column.

A column break displays at the bottom of the first column; text to the

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right of the column break moves to the top of the next column.
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3. Compare your screen with Figure 3.31, and then Save .

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A column break indicator—the words Column Break—displays at the
bottom of the column.

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Figure 3.31
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Activity 3.18: Inserting a Picture

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2/25/25, 6:14 PM Objective 5: Format a Multiple-Column Newsletter

MOS 5.4.1, 5.4.2

Pictures can make your newsletter visually appealing and more interesting.

1. At the end of the document, click to place your insertion point after the r in

Director, or press to move to the end of the document.

2. On the Insert tab, in the Illustrations group, click Pictures, and then click

This Device. Navigate to your Word Chapter 3 folder, and then double-

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click the file w03B_Recycle_Symbol to insert the image at the insertion
N IB displays, click Got it.
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point. If a message regarding
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Compare your screen with Figure 3.32.

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Figure 3.32

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3. With the image selected,Ion
VAthe
TEPicture OF tab, in the Size group, click
USEFormat
in the Height box. If necessary, type 0.5 and then press .

4. On the Picture Format tab, in the Arrange group, click Wrap Text, and

then click Square. In the Arrange group, click Position, and then at the
bottom of the gallery, click More Layout Options. Compare your screen
with Figure 3.33.

Mac Tip
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2/25/25, 6:14 PM Objective 5: Format a Multiple-Column Newsletter

On the Picture Format tab, in the Arrange group, click the Wrap Text button,
and then click Square.

Another Way
To the right of the picture, click the Layout Options button, and then click
Square.
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Figure 3.33

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5. In the Layout dialog box, on the Position tab, under Horizontal, click the

Alignment option button. Click the Alignment arrow, and then click
Centered. Click the relative to arrow and then click Page.

6. Under Vertical, click the Alignment option button. Click the Alignment

arrow, and then click Bottom. Click the relative to arrow, and then click
Margin. Compare your screen with Figure 3.34.

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Figure 3.34

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2/25/25, 6:14 PM Objective 5: Format a Multiple-Column Newsletter

7. Click OK, scroll to the bottom of the page, and then notice that the recycle

image is centered in the lower portion of your document and the anchor
icon displays to the left of the bold paragraph. Save the document.

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An image in a Word document is anchored to the paragraph into
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Activity 3.19: Cropping a Picture and

Resizing a Picture by Scaling

MOS 5.1.2, 5.4.1

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2/25/25, 6:14 PM Objective 5: Format a Multiple-Column Newsletter

In this Activity, you will insert a picture and edit the picture by cropping and
scaling. When you crop a picture, you remove unwanted or unnecessary areas of
the picture. When you scale a picture, you resize it to a percentage of its size.

1. At the top of your document, click to position the insertion point to the left

of University in the nameplate, or press to move to the top of the

document. On the Insert tab, in the Illustrations group, click Pictures, and
then click This Device. In the Insert Picture dialog box, navigate to the files
you downloaded with this project, and then double-click w03B_Recycling
to insert it.

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2. With the picture selected, on the Picture Format tab, in the Size group, click
N
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the upper portion of the
D
picture. Compare your screen with Figure 3.35.

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Crop handles are used like sizing handles to define unwanted areas of
the picture.

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Figure 3.35 ISP

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3. Point to the center right crop handle. Compare your screen with Figure

3.36.

Figure 3.36

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2/25/25, 6:14 PM Objective 5: Format a Multiple-Column Newsletter

Use the T-shaped crop pointer to crop areas of a picture.

4. With the crop pointer displayed, hold down the left mouse button and drag

to the left to approximately 5 inches on the horizontal ruler, and then

release the mouse button. Compare your screen with Figure 3.37.

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The portion of the image to be removed displays in gray.
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5. Click anywhere in the document outside of the image to apply the crop.
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Click the upper portion of the Crop button to apply the crop.

6. Click to select the picture again. On the Picture Format tab, in the Size

group, click the Dialog Box Launcher button .

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7. In the Layout dialog box, on the Size tab, in the lower portion of the dialog

box under Scale, be sure that the Lock aspect ratio and Relative to original
picture size check boxes are selected. Under Scale, select the percentage
number in the Height box, type 10 and then press . Compare your
screen with Figure 3.38.

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When Lock aspect ratio is selected, the height and width of the picture

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are sized proportionately and only one scale value is necessary. The
second value—in this instance Width—adjusts proportionately. When
Relative to original picture size is selected, the scale is applied as a E
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Figure 3.38 PR WI
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8. In the Layout dialog box, click the Text Wrapping tab. Under Wrapping

style, click Square.

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9. Click the Position tab, and then under Horizontal, click the Alignment

option button. Be sure that the Alignment indicates Left and relative to
Column. Under Vertical, click the Alignment option button, and then
change the alignment to Top relative to Margin. Click OK, and then
compare your screen with Figure 3.39.

Figure 3.39

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Activity 3.20: Setting Transparent

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Color and Recoloring a Picture

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W the Set Transparent Color
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You can make one color in a picture using
E USE OF
command. When you recolor a picture, you change all the colors in the picture to
shades of a single color.

1. On the View tab, in the Zoom group, click Zoom, and then click 200%.

Click OK. Drag the scroll boxes as necessary so that you can view the
recycle bin picture at the top of the document.

2. If necessary, select the recycle bin picture. Click the Picture Format tab. In

the Adjust group, click Color, and then below the gallery, click Set
Transparent Color. Move the pointer into the document to display the
pointer.

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3. Point anywhere in the black background of the recycle bin picture, and

then click to apply the transparent color to the background. Compare your
screen with Figure 3.40.

Figure 3.40

4. Press
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example the one shown in Figure 3.41.

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Figure 3.41
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5. Click the blue recolor option to apply it, and then Save your newsletter
document.

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274

Activity 3.21: Adjusting the

Brightness and Contrast of a Picture

MOS 5.2.4

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1. If necessary, select the recycle symbol. On the Picture Format tab, in the

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Adjust group, click Corrections. Under Brightness/Contrast, use the
ScreenTips to locate the setting Brightness: -40% Contrast: +40% as

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shown in Figure 3.42.

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2. Click to apply Brightness: -40% Contrast: +40% to the recycle image.
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Live Preview while pointing to options is not available.

Figure 3.42

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3. On the View tab, in the Zoom group, click 100%, and then Save
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Activity 3.22: Applying a Border to a

Picture and Flipping a Picture E
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The flip commands create a reverse image of a picture or object.

1. Click to place your insertion point at the top of the newsletter to the left of

U in the nameplate, or press to move to the top of the document.

Click to select the picture of the recycle bin. Click the Picture Format tab,
and then in the Picture Styles group, click the Picture Border button. Under
Theme Colors, in the fourth column, click the first color.

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2. Click Picture Border again, and then point to Weight. Click 1 1/2 pt to

change the thickness of the border.

3. On the Picture Format tab, in the Arrange group, click Rotate Objects

and then click Flip Horizontal. Click anywhere in the document to deselect
the picture. Save and then compare your screen with Figure 3.43.

Figure 3.43

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Activity 3.23: Inserting and

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A screenshot is an image of an active on your computer that you can
paste into a document. Screenshots are especially useful when you want to insert
an image of a website into your Word document. You can also insert a
screenshot by using Screen Clipping, a tool with which you can take a quick
snapshot of part of the screen, and then add it to your document.

1. In the paragraph that begins University Medical Center continues, click

after the period at the end of the paragraph. Start your web browser, and
then navigate to the site https://www.epa.gov/

2. From the Windows taskbar or Mac Dock, redisplay your

3B_Environment_Newsletter document.

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3. With the insertion point still positioned at the end of the paragraph, on the

Insert tab, in the Illustrations group, click Screenshot, and then click Screen
Clipping.

Alert

No Screen Clipping?

If you are unable to create the Screen Clipping, instead insert the picture

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w03B_screenclipping from your student data files.

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4. When the dimmed screen displays, move the pointer to the upper left
corner of the screen just below the address bar, hold down the left mouse

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button, and drag to the lower right corner but do not include the taskbar.
Then release the mouse button to insert the image in your document.
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5. With the inserted screenshot selected, on the Picture Format tab, in the

Picture Styles group, click Picture Border, and then under Theme Colors, in
the second column, click the first color.

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6. Save the document.

More Knowledge

Inserting a Link in a Document

You can create a link in your document for quick access to webpages and files.
To insert a link in a document, first position the insertion point where you want
the link to appear. On the Insert tab, in the Links group, click Hyperlink. In the

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Insert Hyperlink dialog box, in the Text to display box, type the text that will

O IB in the Address box,

display in the document as a blue hyperlink. At the bottom,
D
type the URL and then click OK.

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