chapter 3 Formatting Documents

How can steps 2 and 3 of a numbered list of five items be indented farther?

1. Select steps 2 and 3. 2. Click Home > Increase Indent.

a) List two ways to insert a page break.b) How is a page break deleted?

Press Ctrl+Enter or click Insert > Page Break.A page break is deleted by placing the insertion to the left of the page break and pressing the Delete key.

a) What are tabs used for?b) What does a tab stop do?

Tabs are used to position text within a line.A tab stop specifies a location within the line of text.

j) Cut, Copy, and Paste can be used to create copies of or move a selected graphic.

True.

l) Footnotes appear at the bottom of the page by default.

True.

g) The steps in a recipe should be formatted as a bulleted list, and the ingredients are best formatted as a numbered list.

False. The steps should be formatted as a numbered list and the ingredients should be formatted as a bulleted list

Compare and contrast hanging and first line indents.

Hanging indents have the first line of a paragraph farther to the left than the rest of the paragraph, and first line indents have the first line of a paragraph farther to the right than the rest of the paragraph. Hanging indents are often used for lists, outlines, or for bibliography entries, and first line indents are often used for text in a published book or paper.

m) A Web page title is text displayed in the title bar of the Web browser.

True.

a) List the steps required to have Word print a centered page number in the footer on each page in a document.b) How can the document in part (a) be changed so that the page number does not print on the first page?

1. Click Insert > Page Number > Bottom of Page. 2. Select Plain Number 2. b) How can the document in part Select the Different First Page check box on the Design tab.

a) How can the margins of a document be changed so the left margin is 2" and the right margin 3"?How long is a line of text after these margins have been set? (Assume an 8.5" x 11" sheet of paper.)

1. Click Page Layout > Margins > Custom Margins. 2. Type 2 in the Left box and type 3 in the Right box. 3. Click OK. 8.5" - 2" - 3" = 3.5"

a) List the steps required to format a paragraph with a hanging indent of 0.25".b) Give an example of when a hanging indent is useful.

1. Click the Paragraph group Dialog Box Launcher. 2. Click the Indents and Spacing tab. 3. Select Hanging in the Special list and type .25 in the By box. 4. Select OK.A bibliography entry is an example of when a hanging indent is useful.

a) List the steps required to size a graphic smaller and center it.b) How can a graphic be deleted?c) Once inserted, can a graphic be moved? If so, how?

1. Click the graphic to select it. 2. Point to a corner handle, which changes the pointer to a double-headed arrow shape. 3. Drag toward the center of the graphic to size it smaller. 4. Place the insertion point in the paragraph that contains the graphic. 5. Click Home > Center. Press the Delete key to delete the selected picture. Once inserted, a graphic can be moved using the Cut and Paste buttons on the Home tab or by dragging the center of the graphic.

a) List the steps required to set a center tab stop at 2.25".b) How can the tab stop described in part (a) be moved to 3"?c) How can the tab stop described in part (a) be removed?

1. Click the tab selector on the ruler until the center tab stop is displayed. 2. Click the white area of the ruler at 2.25".Drag the tap stop to 3".Drag the tab stop marker downward, off the ruler.

How can a center tab stop at 2.5" be changed to a left tab stop at 3"?

1. Double-click the existing tab. A dialog box is displayed. 2. Select Clear. 3. Type 3 in the Tab stop position box. 4. Select Center. 5. Select OK.

List the steps required to select only the second column of text arranged using tab stops and format it as italic.

1. Hold down the Alt key and drag over the second column of data. 2. Click Home > Italic.

List the steps required to format six paragraphs as a bulleted list of six items.

1. Select the six paragraphs. 2. Click Home > Bullets.

Describe the usefulness of being able to save a Word document as an HTML file.

A Word document that has been saved as an HTML file can be viewed using a browser, such as Internet Explorer, rather than Word.

What type of indent formats the first line of a paragraph farther to the left than the rest of the paragraph?

A hanging indent.

a) What is a header?b) What is a footer?c) List three kinds of information that is often included in a header or footer.d) How can the insertion point be quickly moved from the header to the footer?

A header is an area at the top of a page.A footer is an area at the bottom of the page.Page number, file name, and author's name.Click Design > Go to Footer.

When would a numbered list be used instead of a bulleted list?

A numbered list would be used when thelist items need to show a priority of importance.

Explain what a paragraph formatted with left and right indents of 1" looks like compared to a paragraph with no indents.

A paragraph with no indents has lines of text that extend from the left margin to the right margin. A paragraph formatted with left and right indents of 1" has shorter line lengths and is indented 1" from the left margin and 1" from the right margin.

a) What is a template?b) Give an example of when using a template could be helpful. Explain why

A template is a master document that includes the basic elements for particular types of documents.An office memo is an example of when using a template could be helpful because office memos usually contain the same layout (To:, From:, Subject:, company logo, and so on), with only the topic changing for each new memo.

a) Give an example of a document that is typically double spaced.b) Why would double spacing paragraphs in a document be helpful?

An essay is an example of a document that is typically double spaced.Double spacing can make a document easier to read.

a) What is clip art?b) List the steps required to add clip art about trees at the insertion point in a document.

Clip art are files of general-purpose graphics created by an artist using illustration software.1. Click Insert > Clip Art. 2. Type trees in the Search for box. 3. Select Go. 4. Click a graphic in the task pane.

What type of data would be best aligned using a decimal tab stop?

Data that contains a decimal point (a period) is best aligned using a decimal tab stop.

a) How can a footnote be deleted?b) What happens to the numbers of the other footnotes when one is deleted?

Delete the footnote number in the text, which automatically removes the reference from the bottom of the page.The remaining footnotes automatically renumber.

What is the difference between formatting a paragraph with a 1" left indent using Page Layout > Indent Left and by dragging markers on the ruler?

Dragging markers on the ruler is a quicker way to format but it may not be as precise as using Page Layout > Indent Left.

c) A paragraph in a new document is double spaced by default.

False. A paragraph is single spaced by default.

i) The keywords clip art are appropriate when searching for clip art of musical instruments.

False. Appropriate keywords are musical instruments.

d) Default tab stops are located at every inch on the ruler.

False. Default tab stops are located at every half inch.

a) Margin settings can change from paragraph to paragraph.

False. Margin settings apply to an entire document and cannot change from paragraph to paragraph.

k) Once inserted, page breaks cannot be deleted from a document.

False. Page breaks can be deleted.

Compare and contrast uses and formatting of footnotes and endnotes.

Footnotes and endnotes are used to document sources. Footnotes appear at the bottom of the page by default. Endnotes appear separately on the last page of a document and are sometimes used instead of footnotes. Both footnote and endnote text can be edited and formatted like any other text.

a) What are footnotes used for?b) List the steps required to create a footnote for a paragraph in a document.

Footnotes are used to cite sources.1. Place the insertion point in the text where the footnote number should appear. 2. Click References > Insert Footnote. 3. Type the footnote and apply formatting.

Explain why including the date and time in the header is helpful.

It is easier to keep track of document revisions when printouts include the date and time they were printed.

a) What are margins?b) What are the default margins in Word?

Margins are the white regions around the text on a page.The default margins in Word are 1 inch for the left, right, top, and bottom.

a) What is pagination?b) How is pagination changed?c) Other than changing margins, what else can affect a document's pagination?

Pagination is how a document is divided into pages.Pagination is changed by inserting a page break.Font size and page breaks can also affect a document's pagination.

a) How can you tell where tab stops have been set?b) List the four types of tab stops and describe each one.

Tab stops are displayed on the rule above the document. A set of default tab stops are located every half inch, but they do not appear on the ruler.The four types of tab stops are left tab stop, right tab stop, center tab stop, and decimal tab stop. The left tab stop aligns the beginning of the text at the stop. The right tab stop aligns the end of the text at the stop. The center tab stop centers the text equidistant over the stop. The decimal tab stop aligns the decimal point (a period) at the stop.

What default tab stops will automatically be removed when a tab stop is set at 3" on the ruler?

The default tab stops at 0.5, 1.0, 1.5, 2.0, and 2.5 inches will automatically be removed when a tab stop is set at 3" on the ruler.

How does the pagination differ between a document with 1" top, bottom, left, and right margins and a document with 2" top, bottom, left, and right margins?

The document with 2" top, bottom, left, and right margins will likely have more pages because the large margins decrease the number of characters that fit on a line.

Describe how formatting can affect the usability of a document.

The formatting can affect the usability of a document because formatting affects how the reader interprets the document, how easily the document is read, and the overall impression of the document.

List three sources of graphics.

Three sources of graphics are scanned artwork, digital camera pictures, and illustration software.

How is the formatting of a paragraph changed to double spaced?

To change the space before or after a paragraph, use Page Layout > Before and Page Layout > After.

a) Why are paragraphs of text formatted with space after each paragraph?b) Why are headings formatted with space before the paragraph?c) How is the space before a paragraph changed?

To make the text easier to read and to help distinguish where paragraphs begin and end.To help set the heading closer to the text that it is associated with.To change the space before a paragraph, use Page Layout > Before.

b) Indents are often used to set off paragraphs such as a quotation.

True.

e) A right tab stop aligns the end of the text at the stop.

True.

f) A hanging indent is part of the standard footnote format.

True.

h) It is possible to have a different header and footer printed on the first page than on the rest of the pages.

True.