Assignments 2a (top) and 2b (bottom, extra credit)
Word Processing Styles - Assignment 2a, Invitation Flyer
|Assignment 2: Word Processing 2a (flyer)|
|Insert image at top center||2|
|Create two columns||2|
|Set paragraphs to hanging indents||1|
|Resize table dimensions||2|
|Reset font size for headings in the table||1|
See below (at the bottom of this page) several YouTube links for Word tutorials. And a tutorial by us (Mike Strong, Nicole English) about style across the ages, then as applied in magazines, then web pages and as styles and themes in MS Word.
Here is an image of the final product for you to create using Word.
Hints and a partial tutorial follow this illustration.
This example has a number of other items not shown in the brief tutorial below. Your job is to figure out how to do the shape drawing and text box on the bottom and to come up with your own image and decide how you wish to format the top text. It should look fairly close to what you see here. Be careful to retain the alignment (centering on top).
What you will learn about
- Setting columns in a document
- Creating hanging indents for paragraphs
- Inserting and sizing pictures
- Draw with shapes
- Create tables, add text, merge cells and resize it
- Apply various text formatting options you learned about in "styles" above
What you are expected 1) to do and 2) what to turn in
The picture above is your example to follow. It is a screen captures of actual text.
1 - open Microsoft Word
2 - start a new blank document
3 - type in the text as shown below
4 - use the partial tutorial below to help you format the document's appearance
5 - When done turn this in (email the file)
Partial Tutorial and Hints for the Invitation Flyer (illustrated above)
This is the start in plain text. Type this into your new Word document.
Set up the two columns
1 - Select the text you want in your two columns.
2 - Click on the "PAGE LAYOUT" tab on the top ribbon
3 - Click on the down arrowhead to pull down the column options
4 - Click on the "Two" column option
Here is the result. The text is shown still highlighted.
Keeping these four paragraphs highlighted, right click to get the paragraph dialog and select "Hanging" in the "Indentation" section.
An Image Insertion
From the insert tab at the top, choose image from the internet (unless you have one of your own in a file you want). Search for "dancers" or "dance" or any other term which gets you an image showing a couple at a dance. Click on it to insert. Choose to have text flow around the image.
Use the "handles" at each corner to re-size the image. Then position it where you want.
Making the Door Prize Coupon at the bottom - Using a Table
First click on the "INSERT" tab at the top, then click on the Table button on the ribbon. That gets you the selection box below.
The checker-board array of boxes in rows and columns is a graphical way of setting the number of rows and the number of columns (as opposed to typing your selection). As you moved your cursor across the array you will see the table form in each configuration in the document below.
For this table, to make our coupon, we want to make a table with 4 rows and 5 columns.
You will need to merge some of these cells to get the final arrangement. Highlight the cells you want to merge by dragging your cursor across them, then right click to get the popup menu and pick the "Merger Cells" option.
When done you should have a table which looks like the illustration above. I've annotated the image to show you which cells were merged and how many were merged in each location.
After this grab the lower right handle and pull down (drag down with the cursor) to increase the height of the space in which people will write their names.
Heading text for the boxes in the table
Next type in the cell headings just like this. By default they will be in the upper left of each cell box. The "State" cell doesn't have to be as large. Stage abbreviations are only two characters, though other countries may have longer province abbreviations. In any case, to narrow the State box, position your cursor over the left side until your cursor looks like the redrawn version above with left-right arrows, then drag it to the right until it looks right.
One last adjustment in the table, change the font size in the cell headings to 9 points from its current 11 points. We want smaller text in the headings to leave more room for people to write in their information.
To do this drag your cursor across all the boxes, highlighting all the text at once. Then right click to get the popup and use the pull-down list (in this case it goes upward, not down) to pick a smaller (9 point) font size.
Drawing a Shape for the Cut Line
The final item is a shape to get our dashed line across the document which forms the cut line.
In the upper left in the ribbon click on Shapes and pick the simple line (also in the upper left of that panel). Bring your cursor down to the cut-line location on the left, click and hold on the mouse then drag your line shape across to the right. Be VERY careful to get a straight-across line (not slanted).
Now that you have the line, because the default is a solid line, you need to format it into dashes. Right click on the new line to get a popup menu and choose "Format Shape" option. This gives you the "Format AutoShape" dialog.
In the "Colors and Lines" tab (the default tab) go to the "Lines" section in the middle and click on the "Dashed" pull-down list menu. Pick the "Long Dash" option. Whlle you are there look around a bit just to see all the possible shape modification options. You can use this to modify any of your shapes, whether a line like this one or a figure with more volume.
Part 2 (EXTRA CREDIT)- Working on individual style elements
|Assignment 2b: Word Processing, Styles|
|Assign title style to main heading||1|
|Assign heading1 style to headings for each section||1|
|Assign sub-title to URLs||1|
|Create your own "indent" style for regular paragraphs||5|
|Apply your new style to the paragraphs||1|
|Submit original doc with one stylesheet variation||1|
Styles, or style sheets as they are called for digital media, are used to:
1 - give a consistent "look" to a document, a series of documents, a web site, a magazine or other publications. They are
2 - easily and quickly set up formatting across a document (when that document is created using headings and paragraph types)
Styles are used across word processing documents, web pages and publishing. Before we get to your Word assignment and how to use styles in Microsoft Word, we will take a brief detour to see how the same thinking works for web pages by using this page as an example.
What you will learn about
You will learn about
1 - style elements
2 - style sheets
3 - themes
What you are expected 1) to do and 2) what to turn in
The pictures below are your examples. They are screen captures of actual text. The text itselt is available as a starter for you within the area with the "lightgreen" background.
1 - open Microsoft Word
2 - start a new blank document
3 - type in or copy and paste the text as given, or if you have a similar document you would like to use with a major title at top and with sub sections with their own headings, sub headings and paragraphs under, then use that. But, if different, it must contain all the major items or you might not get full points.
4 - apply style elements to text selections, as illustrated in the starting example
a - this is the first part of the style assignment, turn it in
5 - try various style sheets as shown at the right under the "Home" tab
a - pick one of your variations and turn it in. This is the second part of your style assignment.
6 - If you have Word 2010 or later or Office 365, try out various themes, under the "Design" tab
a - Extra Credit in the style assignment. Turn this in. It is not required but is extra credit for you if you do.
How stylesheets are used in a web page, such as this one.
For example a stylesheet was used to give a look to this web page. When creating the page various pieces of text were designated as HTML elements, such as H1, H2, H3, H4, P (for heading 1, heading 2, heading 3, heading 4, and paragraph). The elements are designated within tags, left and right angle brackets. The CS105P at the very top is an <h1> element. The "Word Processing Assignment 1 - Styles" is an <h2> element. The "Part 1 - Working on individual style elements" is an <h4> element. "How stylesheets are ....." is an <h5> element. This paragraph is a <p> (for paragraph) element.
Once the elements are assigned to the text items, the way each of those elements looks can be controlled by a stylesheet. Changing out a stylesheet changes the entire look of the web page. Before stylesheets, each element in the document had to be separately formatted and to change the look of an entire page required finding each and every element in the web page to individually change the look of that text.
A few style examples. Here were are using the style sheet used with this web page. It uses Arial or the current sans-serif font on your system.
(A "sans-serif" font is one without the extra decorations at the ends of the lines, the side walls, which make up each character of a font.)
h1 (heading 1)
h2 (heading 2)
h3 (heading 3)
h4 (heading 4)
h5 (heading 5)
h6 (heading 6)
Each element's style settings control a variety of appearance items, such as size, font face, color, position, alignment and so forth. The lowest numbered heading is the largest in point or pixel size and each successivly higher number is a slightly smaller font size. (Just look above. It is easier to see above than to read in this description.)
Using these settings you can also mirror the organization of your document, starting with the most important items as larger. You can also use these element tags to show the organization in terms of chapters and sections.
If you wish to change the look (font face, sizes, colors, etcetera) at any time you can switch out the style sheet and have a very different looking document without having to change any of the text.
Here is another view of the example ahead. This time we are using Times-Roman or any serif'd font as a modification from the other style. "Serifs" are the little decorations at the ends of the letter sides.
We've also changed the h1 color to yellow and added a black shadow to the text with a 4-pixel offset and a 3-pixel blur radius. Your browser may or may not be able to see the text shadow. For this example the <h1> heading line was changed using the "inline style" method. Inilne styles are styles written into specific elements when the style sheet is not set up to handle some specific exception to the rest of the document.
Here is that HTML tag with an inline style: <h1 Style="font-family:'Times New Roman', Times, serif; color:yellow; text-shadow: 4px 4px 3px #000000;">
Normally, with styles coming from the style sheet you would see the font-family and other settings only once, in the style sheet. In the document itself you will never see the styles. You would see only the <h1> or <h2> or <p> or other tag by itself. The browser would then supply the formatting for that tag as defined in the style sheet.
h1 (heading 1)
h2 (heading 2)
h3 (heading 3)
h4 (heading 4)
h5 (heading 5)
h6 (heading 6)
How style books are used in Newspapers
Setting a standard look for documents and publications goes back centuries. Actually millenia if we include standards for organizing written information from pictographs to alphabets and even statues and wall paintings.
Most publications have their own "style book" which
1 - provides a standard look to their publication
2 - makes it easier to work quickly each day without having to invent a look for every article and for each edition
Here is a quick look at a number of newspaper front pages. Notice how the largest text items are at the top and become smaller down the page and sometimes from left to right. Notice how the width of columns sometimes changes depending on how far from the top they are.
By the way, the top line of huge text with the newspaper's name is called The Flag.
How styles are used in Microsoft Word
For our example page we are going to use a short list of ballrooms hosting a New Year's Eve dance (an actual list from 2015 with the year left off for the example). This wasn't our full list back then but it has three sections, each for a ballroom. That way we can show how we organize our information display on the page. There a general overall heading for the page and each ballroom can have its own smaller heading.
First, the basic text. You can copy this text to your starting Word document. Then assign headings and re-arrange the remaing text to look better.
New Year's Eve Dances
Walters Dance Center
8pm - 2am
$20/person in advance $25/person at the door
Address: 5023 Minnesota Avenue, Kansas City, Kansas, 66102
New Year's Eve Gala-Dinner & Dance to the Heart Strings Trio
7:30 pm� to midnight
$120/couple:� Includes Dinner & Dance, Party Favors, Floor Shows, Midnight Champagne Toast, Coffee, Tea & Soft Drinks
Address: 6635 West 151st Street, Overland Park, KS 66223
Phone:� (913) 897-4622
TEAH Ballroom Dance Studio
$55 per, $100 couple
7:30 Cocktails, Catered Dinner, Dance until 12:30 am, Champagne Toast at Midnight
Semi-formal or formal attire
9050 Metcalf Avenue Overland Park, KS 66212
Below is an image of this "bare text" (a screen capture from Word).
NOW, highlight the first line of text and click on the "Style" along the top right labeled "Title."
NOTE: the ribbon tab at the top is on "Home" which will show the style sheets along the right. Also note that you will see style sheets listed along the top of the "Design" tab. But using the "Home" tab for most work give you a wider array of formatting choices in one spot.
Time now to highlight the name of the first ballroom and choose the "Heading 1" style.
Above we assign the "Subtitle" style to the internet addresses (URLs)
Below we add a little arranging to the text locations and we've applied an indent. Again, highlight the area you want to change then click the effect.
Now we are going to create one of our own styles. In this case I want a regular paragraph with a slight indent built in rather than having to click the indent each time.
The "Modify" button gets you the dialog below. Here I've clicked on the indent and change the font to one based on "normal" text.
The newly created paragraph style, still highlighted. The click your newly created style. (see next image)
To set a paragraph to a style, position your cursor on the paragraph you want to assign a style to and click on your newly created "Indent Simple" style button. Do this for each paragraph in the body text for each listing.
Or, if you want to apply this style to more than one paragraph, simply highlight (as in the previous image) all the paragraphs you want this to apply to and click on your newly created style.
The variations are prettly limitless and when you want a specific appearance spread across a long document or documents this is an especially fast and easy way to keep everything looking the same without having to format each word or paragraph at a time.
Assignment Alert #1
Starting Example - 1st part of the style assigment
Below is an image of your Style Example to duplicate. Look at the steps above. Note that we are using several style elements, Title, Heading 1, subtitle (used here for internet URLs), and the indent style we created above which we called "indent simple." When you have this example
Part 2 - The Style Gallery - change the style sheet for overall appearance change
So far we've worked with style elements within a style sheet. This shows how applying styles to text can give a consistent look to a document.
NOW, we want to show the kind of power changing from one style sheet to another gives you. The elements are defined differently in each style sheet.
So, let's apply a different style sheet using the Style Gallery. Note that we have not changed any text and we've already designated which text has which style element.
Below, the "Style Gallery" is found on the "Design" tab in Word. It can be pulled down to select a style sheet or scrolled. Either way, any selection will change the appearance of the entire document immediately. Each has a name given it by someone at Microsoft, such as Numbers, Fancy, Thatched, which you will see below in the example headings.
Above we show the style gallery pulled down to see the full selection. Note that the style gallery is usually folded along the top ribbon so that you see only one row at a time. You don't normally want all style open anyway. It covers too much screen real estate. Along the right edge of the folded gallery (not shown) are three control buttons. From top to bottom they are 1) scroll up, 2) scroll down and 3) pull down to view all selections as shown above.
Assignment Alert #2
Three Examples - use one of your own selections as the 2cnd part of the style assignment
Here are three examples of applying style sheets by making various selections from the style gallery. Notice that we never change the text, only the style sheet. Because we've already declared certain text items to be various types of style elements (such as title, heading 1, heading 2, subtitle, etcetera) each of those elements takes on the appearances set up in the newly selected style sheet.
Example 1 - "Numbered"
This is the same document as above with the style labeled "Numbered" selected, as shown by the surrounding marker at the top.
Example 2 - "Fancy"
This is the same document as above with the style labeled "Fancy" selected, as shown by the surrounding marker at the top.
Example 3 - "Thatch"
This is the same document as above with the style labeled "Thatch" selected, as shown by the surrounding marker at the top.
Part 3 - Theme Gallery - Wood Type theme (goes with style sheet variations for points)
In practice there is no readily visible difference between themes and stylesheets. Both have been around for a long time and both share characteristics. Styles, stylesheets and style books have been part of printing for centuries. It is hard to know when the concept of themes began to duplicate the functionality of stylesheets. Now, we have both on the Word menu and for most intents and purposes they essentially duplicate functions. I suspect a couple of factions in the software teams at Microsoft, each pushing their method for overall document appearance change. On the user end there is no clear difference.
So, themes are at the top of the set of overall-look control devices with styles playing an included role within themes. This is for Office 2007 and above. Earlier versions of Office do not have themes. You cannot save documents with themes as earlier versions (1997-2003) of Word Docs. That makes themes a bit less universal. It may make them non-shareable with Google docs, Open Office or Office Libre.
Those points noted, if you are using Office 2010 - 2013 and above or Office 365, you will have Themes available to you and can get extra points by submitting your document with a theme. I have a suspicion, having been in enough such software-design meetings (no inside knowlege on this issue, just a guess), is that when Office 2010 came out there were enough incompatibilities with earlier Office that instead of simply adding to the existing styles someone made the decision that Themes would be a separate category, making it easier to deal with in terms of saving back to an older format. When saved to an older format any themes would not be saved in the document. The alternate method would have been to add any such capabilities to styles but saving only some of any style when saving to an earlier version of a Word file. This isolates a programming problem related to upgrading software. Making a clear distinction is a bit confusing in usage and outer appearance.
I have another speculation and that has to do with the use of the theme concept for the overall appearance of desktop-publishing documents and on web sites and for the desktop screens of computers. This was usually separate from stylesheets which were used primarily for text formatting. Along the way the two overlapped each other in function. So now we have these two terms for essentially the same purpose. It is a bit frustrating and if I were answering a quiz on which is which I'm not sure I would know how to answer in any way which would clearly distinguish one from the other for a regular user.
In the screen capture above we show the "Wood Type" theme being selected from the Theme Gallery pulled down to see the options.
Here is the document with the "Wood Type" theme applied. As you can see, the effect, changing the overall appearance of the doc, is the same as applying a stylesheet.
The "Power" of Stylesheets/Themes
Either is extremely powerful in that you can make a lot of changes at once. Before stylesheets you would have to change each single item of text in an entire document, one by one. Very laborious. But by applying styles to the elements of your document you are setting it up so that changing the stylesheet or the theme will change to overall appearance while retaining all the relationships (setting a title, a larger heading, a next larger heading, regular paragraph text, special paragraphs and so forth).
This video (by Mike Strong and Nicole English) starts with the concept of "A Look" through history. Then it moves to style sheets in web pages and then an example of using Microsoft Word to control the look of elements on a page and of the entire page.
Remember, each item on a page can have its look changed in at least three major ways
1 - Selecting and setting font face, size, attributes
2 - Selecting and setting a tag (such as "heading 1" or "title") for the text along with an appearance
3 - Picking a "Theme" which bases its assignment of fonts, colors, etcetera on the "tag" names you gave text when you set tags
For a larger resolution (1280x720) go to Vimeo at https://vimeo.com/232078049 for Style in Time.
A few YouTube links for Microsoft Word (a starter list only)
Just Google for "Microsoft Word tutorial"
Microsoft Word 2016 - Full Tutorial for Beginners [+General Overview]* - 13 MINS!
Introduction to Microsoft Word 2016 - Getting Started Tutorial for Beginners
Word Basics - Tutorial for Beginners - Microsoft Word 2010, 2013, 2016 Office 365, Getting Started
Word 2013-2016/365 lets you insert rows and columns using your mouse
Word 2013 added another on-screen control to allow insertion of rows or columns. It is a plus sign in a circle at the beginning of a row or top of a column.
When active, it will put a slight division between rows/columns showing where the insertion will take place. Clicking on the plus sign inserts the number of rows/columns that were selected at the division mark.
If you click on the + sign Word will insert a row or column where the divider shows in the table. If you have multiple rows or columns selected, it will insert the same number of rows or columns as you have selected.
The Tools for Working with Tables - Toolbars and Ribbon Tabs
You can manipulate tables using tools on the Tables and Borders Toolbar (Word 97-2003) or on the Table Tools Tab Ribbons (Word 2007-2016)
Tables and Borders Toolbar (long form above, compacted below)
You can choose to view the Tables and Borders Ribbon by selecting it under the View Menu or by right-clicking on one of the docked toolbars at the top of the page. (Word 97-2003) They may be docked already at the top of your page (or along the side or at the bottom of the page).
Table Tools Design Ribbon (above) and Table Tools Layout Ribbon (below) - Word 2007 and later
These Table ribbons are context ribbons. They become visible and active when you are in a table and are hidden when you are not.
Formatting Text in Tables
You can use any of the tools you normally would use to format text in tables. See Basic Formatting. Probably the best method, though, is to use Styles.
Text in selected cells can be aligned in any of nine directions using the alignment buttons on the Tables and Borders Toolbar or the Alignment group of the Table Layout Ribbon. This is a form of direct formatting.
Table Styles and Table AutoFormat
Your author does not know much about Table Styles and they were introduced after the original chapter on Tables was written. You can see them in the Design Ribbon above; here is a screenshot from the Word 2010 Table Style Gallery.
You can get many of these same built-in styles using the Table AutoFormat command in Word 97-2003 (on the Tables menu).
Using either of these can allow you to make dramatic changes for better or worse to your table's appearance. Remember, UnDo is your friend!
See Why I Don't Use Custom Table Styles by Shauna Kelly
Select Parts of a Table - CK Note
There are a number of operations you can do to selected parts of a table but first you have to select those parts!
The most straightforward way is to click in one cell, hold the mouse button down, and click in a different cell. A rectagular section of your table will be selected.
If you move your mouse pointer outside the table near the left edge of a row or top edge of a column, it becomes a superpointer. Clicking when that is active will select the row or column. The superpointer for a column is a small black arrow pointing down. That for rows is a right-pointing white arrow. If, after selecting one column or row, you hold the Shift key down, you can select one or more contiguous columns or rows.
In Word 2007 and later, on the far left side of the Table Layout Tab there is a Select button you can use to select the Table, a Cell, a Row, or a Column.
In Word 97-2003 there are Select commands under the Table Menu that allow this.
In Word 2010 and later, you can also right-click in any cell and pick the Select command from the pop-up context menu.
Once you have portions of a Table selected, you can apply formatting, copy, paste, and perform other operations on that portion. One of the key things you can do is to mark one or more rows as a "Header Row" for the table. This is something completely different from Headers and Footers for pages.
Keyboard Shortcuts - with selection point (cursor) in table
Alt+5 (on the numeric keypad) Selects the entire table.
Move the selection to the top or bottom of a row and use the following to select the column:
Shift+Alt+PgDn to select entire column from the top cell.
Shift+Alt+PgUp to select entire column from the bottom cell.
Using the Backspace and Delete Keys to Modify Tables
The Backspace and Delete keys act on selected text to delete the preceding character (Backspace) or delete the following character (Delete). When text is selected, both will delete the selected text.
However, in a Table when the table or cells are selected (rather than just text), they act differently.
When you have a table, rows, columns, or cells selected, the Delete key will empty whatever you have selected, leaving the table structure intact.
The backspace key will delete the structure as well.
Creating a Caption for a Table - CK Note
A "caption" is a label that appears with a Table. It can be sequentially numbered and automatically inserted with each Table if you wish.
Insertion of captions is covered in the chapter on Complex Documents.
If you need the caption to repeat you would need to put a cross-reference to it in the first row of the table and set that as a repeating table header row. That row need not have top or side borders. Multiple rows can be designated as header rows. Once you insert a caption, it can appear in a Table of Tables.
Creating a Table of Tables (or Figures or Equations)
Often a table of the tables in a document is desired (similar to a Table of Contents). This can be done relatively easily in Word. Insertion of such tables in covered in the chapter on Complex Documents.
Positioning Tables (Like Floating Graphics) on a Page - CK Addition
It is possible to have a table act like a graphic and have text wrap around it. This is done through the Table Properties and the Positioning Button. Here are two screenshots showing the controls in Word 2003 and Word 2010. (Controls are identical.) The Word 2010 screen shot shows positioning relative to the bottom page margin.
The default settings are for no text wrapping and the Table is simply inserted at the insertion point in the document. The Word 2003 screen shot has the default settings for the Table Positioning dialog. The table positioning button is not active on the Table Properties unless the text wrapping is set for "Around."
I am unsure when this floating table ability was added to Word but suspect it came with Word 2002. It is not available in Word 97.
Note that repeating headers in tables do not work if the table is floating rather than in the document layer.
Here are some screenshots of floating tables set for text wrapping. They essentially act much like graphics in this mode.
One table set for wrapping with the tool to move it displayed (red circle)
Two tables, both set to wrap.
The same two tables with wrapping set, one nested inside the other.
Converting Tables to Text and Text to Tables
It is relatively easy to convert a table to a similar formal structure without a table.
In Word 2007 and later, the command for this is found on the right side of the Table Tools Layout tab.
In earlier (menu versions) of Word the commands are found under the Tables menu.
To convert a table to text, there must be a table and the insertion point must be inside the table. Using the choice will give a dialog box
The default choice is tabs which gives a traditional tabbed table rather than an Word table. It is certainly appropriate for many tables. If a table cell has text that would extend beyond the tab area, you can have something unworkable, or at least requiring more work.
Here is a brief table:
Converted to text using the Tabs setting it does not line up. Tabs settings for those paragraphs would need to be adjusted.
That was done in the following screenshot. However, in many tables this would not be practical and one of the other dividers would be needed.
Conversely, it is possible to convert text to a table. To do this, you need to select the text you want to convert.
The command for this in Ribbon versions of Word is found on the Insert Tab under Table. In menu versions, it is found under Tables > Convert. It will pop up a dialog.
This dialog lets you adjust the number of columns, but not rows. It lets you modify column width and pick the text separators. Note that you do not have to have everything precisely laid out for this to work.
In the following screenshot, a single word in a sentence is selected.
So long as you are not changing the number of columns, you get the same result as you would if you, instead, just inserted a table. The selected word(s) are inserted into a single column table and preceding and following words become their own paragraphs.
So long as the marker to separate text is not found in the selected text, it does not matter which marker is chosen.
Examples of Use of Tables
These are ad-hoc examples.
Fax Transmittal Coversheet Word 97 - still available as Fax (elegant)
(There is more about how the prompts and checkboxes in this work under MacroButton Fields.)
Pleading Caption Using Tables
These tables were set up originally using Word 97 with splitting and merging cells. Gridlines are shown but do not print. The formatting of individual cells is done using styles. (The names, addresses, and other case-specific details are inserted using Mail Merge.)
Using Tab Settings and Tabs Inside Tables
Word allows you to set your own tab stops and use different kinds of tabs. However, you have to use Ctrl+Tab to generate a tab inside a table; the Tab key, by itself, will simply move you to the next cell.
decimal tabs behave a bit differently inside tables than they do outside a table. If you have a decimal tab set and no other tab settings, your text will immediately align to that tab, without an actual tab character being inserted using Ctrl+Tab.
Use of a decimal tab is illustrated below. Note the Ruler at the top of each screenshot.
Table cell with no tabs set
Table cell with left tab set looks the same
Table cell with decimal tab set uses tab to align number to decimal
Add a "dot leader" using the tab setting dialog
And finally, what would happen without the left tab having been set first!
Legal Q&A on Tables
How can I make a pleading caption in Word?
There are a couple of different methods you can use to create a pleading caption in Word, but tables are one of the best ways to do this.
Practice: Make a "Scalloped" Caption Using Tables
- Perform steps 1 through 5 in the "Insert a Table with Draw Table tool" in the preceding exercise.
- At this point the bottom left border needs fixing. Click in the left-most cell and from the Format menu, and choose Borders and Shading. Click on the diagram on the right side of the dialog box to have only a bottom border. Click OK.
If you have a lengthy caption (you've probably seen some that go on for pages), you may have noticed that the scallops don't automatically copy down the center column of the table. If you don't find this acceptable, consider another way to make a caption where you use a border line separating the parties from the pleading title. Many courts now accept captions prepared this way—check your court rules to see if you can use this type of caption.
See also the example pleading caption (above) using Tables.
Practice: Make a "Bordered" Caption Using Tables
- In a blank document, create a table with two columns and only one row.
- Remove the printing borders by clicking inside the table, and then pressing ALT+CTRL+U.
- Fix the bottom left border as described in step 2 in the "Make a "Scalloped" Caption Using Tables" example that preceded this exercise. While you're in the Borders and Shading dialog, turn on the printing border for the right side of the leftmost cell as well.
In this type of caption, the border automatically extends as you add cross-complainants or type a long pleading title.
How can I get the first row to repeat at the top of each page throughout the table?
In lengthy tables such as file or pleading indices, holdings lists, and other legal documents, if a table spills onto subsequent pages you can make headings repeat at the top of each new page that contains a part of the table.
Practice: Create Table Headings
- In a blank document, from the Table menu, choose Insert Table (Insert, then Table in Word 2000).
- Create a table with two columns and 250 rows.
- In the first cell of the first column, type Attorney.
- In the second cell of the first column, type Extension.
- Select the first row of your table, and then from the Table menu, choose Headings (it's called Heading Rows Repeat in Word 2000).
- Go to Print Preview and view your handiwork.
- Word also allows you to have more than one row repeat at the top of the page. Just select the rows that you want to repeat and perform step 5 above.
How to have the word "Continued" in the header row of multipage tables on continuation pages but not on the first page. (CK Note)
There is no automatic way to do this. Several Word MVPs have posted the following solution, though, and it works.
Put the word "continued" in the heading line on the first page. Then create a textbox or autoshape anchored outside the heading row and use it to cover the word. The shape or text box should have no border and white fill. This way, the word continued will not appear on the first page but will appear when the row (without the textbox or shape) is repeated on subsquent pages.
An alternative strategy would be to put the word continued in the original row anchor an occluding shape in a non-header row to block the word on the continuation pages.
Both methods are less than ideal, both work. Here is an example of using a textbox anchored in the table but outside the header row.
The Text Box is shown as semi-transparent for this demonstration it would be opaque in use. It can be anchored anywhere outside the header row, including outside the table itself.
Note that any manipulation of the textbox is likely to move the anchor into the first row. You need to have the anchors displayed and correct for this by moving the anchor.
Here is what the continuation page looks like:
A variation of putting an occluding shape (or frame) in the page Header is used when a page number is needed in the table itself. This takes more fiddling than having the occluding box on the first page because alignment is tricky.
A page number in a Header Row will repeat the number from the first page. A page number field in a shape or TextBox in a Header/Footer will reflect the pagination used by Word in headers and footers.
Here is what the continuation header (Section set to have a different-first-page header) looks like from the edit Header screen.
The screenshot below is from the Print Preview screen. (In print view, the Page 2 would appear faded because it is part of the page header; in draft or normal view, it would not appear at all.
When I have a lengthy entry in one of my cells, the text can break over a page. Is there a way to turn on the equivalent of "Block Protect" or "Keep Lines Together" in Word?
It's possible to have it either way in Word—you can have your cells break over a page or not, depending on your preferences for the job at hand. By default, the text in a table breaks across a soft page break in both Word 97 and Word 2000. Let's explore the options in the following exercise.
Practice: Prevent Cells from Breaking Over a Soft Page Break
- In a blank document, from the Table menu, choose Insert Table (Insert, then Table in Word 2000).
- Create a table with 2 columns and 250 rows.
- Make sure you're in Page Layout view (Print Layout view in Word 2000).
- Go to the bottom of the first page and type in one of the cells until you see text both above and below the Soft Page Break.
- Make sure your cursor is anywhere in the table, and then from the Table menu, choose Cell Height and Width (Table Properties in Word 2000).
- In the Cell Height and Width dialog box, find the check box Allow row to break across pages.
- If the option is checked, the text can break over a page. If not, the row that contains the cell that broke over a page is moved to the next page in its entirety.
This does not prevent cells from breaking over hard page breaks. Also, if you have more than a page of text in a cell, a soft page break must exist somewhere in that text, and the text breaks over a page even though you've cleared the checkbox in step 6.
Is there an easy way to make a file index in Word? I had a macro in WordPerfect and now I've got to make them from scratch.
The bad news is that you do have to make it all over again; the good news is that you'll only have to create it once. Using the power of tables together with AutoText, you'll be able to make a killer file index that you can use repeatedly.
Practice: Create a File Index Using Tables
- Open a blank document, and from the Table menu, choose Insert Table (Insert, then Table in Word 2000).
- Create a table with as many columns as you need (we'll use 4 in this example) and 2 rows.
- In the first cell of the first column, type "Number".
- In the first cell of the second column, type "Document Name".
- In the first cell of the third column, type "Date Filed".
- In the first cell of the fourth column type "Description".
- Click in the second cell of the first column, and then turn on numbering (On the Formatting toolbar, click the Numbering button).
This will give you a numbered column down the left side.
As you add rows to your table, the numbered list on the left side increments. Try it! If you save your finished product from the exercise above as an AutoText entry, you can retrieve it as many times as you like in the future.
My table column resizes as I type…
Table columns in Microsoft Word 2000 automatically resize to fit text or graphics. If you type a word that is longer than the width of the column, the column adjusts to accommodate the text. If you don't want your columns to resize when you type, click in the table, click Table Properties on the Table menu, and then click the Table tab. Click Options, and then clear the Automatically resize to fit contents check box.
I am doing very simple math in my Word table. Is it possible to create subtotals?
It's possible to take any value in just about any part of a Word document (it doesn't have to be in a table) and run it through any number of math functions against other values in other parts of a Word document. The way to do it is to use bookmarks. An example of how this works is shown in the next Practice exercise.
Practice: Work with Subtotals in a Word Document
- In a blank document, create three separate tables with values in the first two cells of the first two tables.
- We're going to derive subtotals for the two tables and then a grand total of the two subtotals in the single-cell table at the bottom. Click in the third cell of each of the first two tables and click the AutoSum button at the far right side of the Tables and Borders toolbar.
- Select the first sum field (it should say "1500" if you've used the example above), making sure not to select the end-of-cell marker after it (it kind of looks like a spider).
- After selecting the first sum field in step 3, go to the Insert menu and choose Bookmark. For keyboard users, CTRL+SHIFT+F5 gets you to the Bookmark dialog box.
- Give the selection a bookmark name like "Table1Total".
- Repeat steps 3-5 for the second total ("450" if you're following the example above), calling it "Table2Total".