Mastering Microsoft Word 2003: Document Formatting and Setup, Slides of Finance

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Formatting Documents – Using

MS Word 2003

NOTE

• Microsoft Word 7 was demonstrated thoroughly in class.
• This slide set addresses an earlier version of MS Word - Microsoft Word 2003
• Remember, every word processor has similar capabilities. It just takes time to learn to navigate your program.

Page Setup

Explanation

• This function allows you to control the basic default settings for whole (or specific sections of) the document such as: - Margins (top, bottom, right and left – page orientation; landscape or portrait) - Paper (paper size; paper source) - Layout (you can choose a page border; vertical alignment)

How To

• Use Drop down menu “File”
• Select “Page Setup…”
• You can apply your choices to a particular “section” of your report, or apply them to the whole document.

Page Setup

• This is what the page setup drop down menu item looks like.

Viewing Tool Bars

Explanation

• You can add or remove different tool bars from

your workspace, depending on what your needs are.

How To Add or Remove Tool Bars

• Use the ‘View’ pull down menu
• Select ‘Tool bars’
• You may wish to select:

 Standard  Formatting  Drawing

Modifying Tool Bars

Explanation

• If the standard tool bar doesn’t provide you with tools that you commonly use, you can: - Add and remove tools (override default selections) - Reorder the tools to group them in ways that are more intuitive for yourself How To Add Commands
• Put your cursor over the tool bar at the top of the page
• Right click on your mouse
• Go down the menu to the bottom of the list and hit “customize”
• Select a “category” and Drag your “commands” selections up into the tool bar. How To Remove Commands from the Tool Bar
• Put your cursor over the command in the tool bar
• Drag it out of the tool bar using your mouse

Section Breaks

Explanation

• You want to divide your document into separate sections and use different header/footer conventions within each section.
• Typically, you will need four different sections at a minimum:
  • Section 1 – Title page
  • Section 2 – Declaration page (lower case ‘i’ center, in footer) and - Table of Contents (lower case ‘ii’ center, in footer) – the pages should be electronically numbered
  • Section 3 – Body of Your Report How To
• Place your cursor at the bottom of the first page of your document (this will be your title page).
• Use the pull-down menu ‘insert’ and select ‘break…’ and choose ‘section break types’ – choose ‘next page’
• The foregoing will cause a section break to occur between the first and second page. Be careful, the header and footer default setting is to make the headers and footers in the second section to be the same as the first. You need to override this.

Section Break

1. Put your cursor in front of the text you want to appear in the next section of your report.
2. Use insert pull down menu.
3. Choose Next Page to insert a hard section break.

Use of Styles

Explanation

• Using font ‘styles’ makes it possible to generate an ‘electronic table of contents’
• You can over ride the default ‘style’ and it will change the font size, colour and other attributes throughout your document without having to go to each part of the report and change them individually.
• Use the ‘normal’ style for regular text.
• Use first, second and third level sub heading styles to distinguish each heading type throughout the document.
• You can accept the default font and size for each style or override and make your own. How To Do
• You must be viewing the ‘Formatting’ toolbar
• Using your cursor, highlight the text you want to apply the style to
• Use the little tab ▼ to pull down the default style choices in the NORMAL box found in the Formatting toolbar.

Use of Styles

Headers and Footers

Explanation

• You want to have at least four different header/footer sections in your report.
• Section 1 – Title Page (no header or footer)
• Section 2 – Declaration page and Table of Contents (no header, lower case Roman Numeral page number centre in the footer – “i” and “ii” )
• Section 3 – First page of your report (no header, footer with left justified “Individual Hand-in Assignment 1” and Left justified “Business 2039” immediately below, and right-justified “Page 1”
• Section 4 – Starting with the second page of the body of your report and remaining the same throughout (both a header and footer where the footer is the same as the first page but of course is “Page 2”)

How to

• Use the pull-down menu ‘view’
• Select ‘header and footer’
• You will see a tool bar to work with
• Override the header and footer default settings that cause the subsequent section to be “same as previous” (ie. Delink the headers and footers in the four sections of your report)
• Use the header/footer tool bar to insert electronic page numbers; format page numbers;

View Header

• This is your blank header and the header/footer submenu.

Default Setting

• When you divide your report into sections, MS Word will automatically make subsequent headers and footers “same a previous”
• Hit this button to over-ride the default (and allow you to create unique headers in each section)

Override “Same as Previous”

• Over-riding the “Same as Previous” default

setting