MCA Microsoft Office Specialist (Office 365 and Office 2019) Complete Study Guide. Eric Butow
the new word in the Replace box.
6 Replace all of the words in the document.
7 Continue by scrolling to the end of the document. An easier way to get to the end is to press Ctrl+End on your keyboard.
8 Add a new link to the bottom of the page that links to the top of the document.
9 Select a sentence within a paragraph and hide it.
10 Unhide the sentence.
Formatting Documents
Word uses a basic template, which Word calls the Normal template, for a new document, which Word calls a blank document. When you create a new document, you can also select from various built‐in templates, such as a brochure.
However, if you want to format a document to fit your specific needs, you should start with a blank document and then set up your document pages. In this section, I'll tell you how to set up document pages as well as how to create and apply styles to text. Styles are a great way to apply formatting quickly to more than one block of text.
You may also want to create headers and footers that run at the top and bottom, respectively, of every page. For example, you can add a page number as a footer if you have a long document. I'll talk about those as well as how to create a background on each page, such as adding the word “DRAFT” to a document that you want to make sure your readers understand isn't final yet.
At the end of this section, I'll have an exercise for you so that you can learn for yourself how to use Word's tools to format your documents.
Setting Up Document Pages
When you open a blank document for the first time, document pages have a default size, margins, orientation, columns, and more. If you need to change any of your page settings, start by clicking the Layout menu option.
Now that you see the Layout ribbon, the Page Setup section shown in Figure 1.10 sports seven options that you can click to alter your document layout:
Margins
Orientation
Size
Columns
Breaks (including page breaks)
Line Numbers (which lets you add line numbers to your document)
Hyphenation
FIGURE 1.10 Page Setup section
The Paragraph section is to the right of the Page Setup section. Here you can view and change the paragraph indent to the left and right, as well as the spacing before and after each paragraph.
The Arrange section is the last section in the ribbon. Here you can arrange a selected object on the page so that it appears where you want it.
Applying Style Settings
Styles are a great way to save formatting information so that you can apply the style to selected text in your document.
When you select text, a pop‐up menu appears above the selected text. In this menu, you can apply a style by clicking Styles in the list and then clicking a style tile. Each tile shows you what the text looks like with the style applied.
There are two other ways to find and apply styles: through the Design menu and in the Styles pane.
Design Menu
When you click the Design menu option, a list of themes appears as tiles within the ribbon (see Figure 1.11). Themes are collections of styles that Microsoft has put together for you so that you can have a consistent look and feel within your document…without doing all of the work.
Click one of the theme tiles to apply the styles within the theme to your document. Once you do, you can make some changes to the theme within the ribbon. That is, you can change the following features by clicking the icons to the right of the theme tiles:
Colors: This lets you select a color scheme and view preset formats within tiles in different colors.
Fonts: This allows you to select a font style and view preset formats within tiles in different fonts.
Paragraph Spacing: Use this to change paragraph spacing between elements.
Effects: This allows you to change effects for illustrations in your document.
Set As Default: Use this to set your theme or format as the default for all new documents.
FIGURE 1.11 Design ribbon theme tiles
Styles Pane
The catch with using themes is that you have to like the major elements of the theme if you want to use it. A blank document comes with several styles already set up for you, such as heading text.
When you click the Home menu option, open the Styles pane in the ribbon by clicking the down arrow at the bottom right of the Styles area. The Styles list appears, as shown in Figure 1.12, so that you can scroll up and down the list (if needed).
There are two types of styles: paragraph and character. In the list, you see the paragraph mark to the right of the style name. A character style has the lowercase “a” symbol to the right of the name.
Apply the style by clicking the style name in the list. When you click a paragraph style, the style applies to the entire paragraph that you're writing. But when you click a character style, that style only applies either to selected text or to all text you type after you apply the style.
FIGURE 1.12 Styles pane
Inserting and Modifying Headers and Footers
Headers and footers can provide consistent information about a document on every page so that you don't need to add it every time. One common way to use a header is as a chapter or section name, and a common footer is (you guessed it) a page number.
You can insert a header or footer by clicking the Insert menu option. The Header & Footer section contains icons for adding a header and footer. When you click the Header or Footer icon, you see the same built‐in options in the drop‐down menu.
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