The document provides instructions for formatting documents in Word 2010, including applying themes, inserting page borders and watermarks, adding headers and footers, and inserting hyperlinks. It covers 14 different formatting skills such as using color and font themes, saving quick parts as building blocks, and adjusting margins. Step-by-step instructions are provided for how to perform each skill.

1. word
2010
Chapter 3
Formatting
Documents
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.

2. Word 2010 Formatting Documents Skills
• Skill 3.1 Applying Document • Skill 3.8 Inserting Page
Themes Numbers
• Skill 3.2 Using Color Themes • Skill 3.9 Inserting Property
and Font Themes Controls
• Skill 3.3 Adding Page Borders • Skill 3.10 Saving Quick Parts
• Skill 3.4 Creating Watermarks as Building Blocks
• Skill 3.5 Inserting Building • Skill 3.11 Inserting Hyperlinks
Blocks • Skill 3.12 Adjusting Margins
• Skill 3.6 Adding Headers and • Skill 3.13 Inserting Page
Footers Breaks and Section Breaks
• Skill 3.7 Adding Date and Time • Skill 3.14 Adding a Cover Page
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to a Header • Skill 3.15 Viewing Documents
Side by Side
3-2 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

3. Word Skill 3.1
Applying Document Themes
• A theme is a group of formatting options that you apply to
an entire document.
• Themes include color, font, and effect styles that are
applied to specific elements of a document.
– Theme colors limit the colors available from the color palette for
fonts, borders, and backgrounds.
– Theme fonts change the fonts used for built-in styles—such as
Normal style and headings.
– Theme effects control the way graphic elements in your
document appear.
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• Applying a theme to your document is a quick way to take
a simple piece of text and change it into a polished,
professional-looking document.
3-3 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

4. To Apply a Theme to a Document
1. Click the Page Layout tab.
2. In the Themes group, click the
Themes button.
3. Click an option in the Built-In
section to apply it to your
document.
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3-4 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

5. Word Skill 3.2
Using Color Themes and Font Themes
• A color theme is a set of colors that are designed to
work well in a document.
• A color theme will change the color of text, tables,
and drawing objects in a document.
• When you apply a theme to a document it includes a
color theme, which has default theme colors for
document elements.
• You can change the color theme without affecting the
other components of the theme.
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3-5 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

6. To Apply a Color Theme to a Document
1. Verify you are on the Home
tab.
2. In the Styles group, click the
Change Styles button.
3. Point to Colors and select a
color theme.
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3-6 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

7. To Apply a Font Theme to a Document
1. On the Home tab, in the Styles
group, click the Change
Styles button.
2. Point to Fonts and select a
font theme.
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3-7 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

8. Word Skill 3.3
Adding Page Borders
• Page borders are graphic elements that can give your
document a more polished look.
• Page borders draw a decorative graphic element
along the top, right, bottom, and left edges of the
page.
• Borders can be simple lines or include 3–D effects
and shadows.
• You can modify borders by changing the style and
color.
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• You can apply a border to the entire document or
parts of a section.
3-8 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

9. To Add a Border to a Document
1. Click the Page Layout tab.
2. In the Page Background
group, click the Page Borders
button.
3. On the Borders and Shading
dialog box, in the Page Border
tab, click a border setting.
4. Select a style, color, and width
for the page border.
5. The Preview area shows how
the border will look.
6. Click Apply to: arrow. Select
the part of the document to
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add the page border.
7. Click OK to accept your
changes and add the page
border to the document.
3-9 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

10. To Change the Page Color
1. Click the Page Layout tab.
2. In the Page Background
group, click the Page Color
button.
3. Select a color.
4. The page background
changes from white to the
color you chose.
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3-10 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

11. Word Skill 3.4
Creating Watermarks
• A watermark is a graphic or text that appears as part
of the page background. Watermarks appear faded
so that the text that appears on top of the watermark
is legible when the document is viewed or printed.
• There are three categories of watermarks:
– Confidential —Include the text “Confidential” or “Do
Not Copy” in different layouts.
– Disclaimers —Include the text “Draft” or “Sample” in
different layouts.
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– Urgent —Include the text “ASAP” or “Urgent” in
different layouts.
3-11 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

12. To Add or Remove a Watermark
To add a watermark to a
document:
1.Click the Page Layout tab.
2.Click the Watermark button and
select an option from the gallery.
To remove a watermark to a
document:
1.Click the Page Layout tab.
2.Click the Watermark button and
select Remove Watermark.
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3-12 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

13. To Create a Custom Watermark
1. Click the Page Layout tab.
2. Click the Watermark button
and click the Custom
Watermark . . . command to
open the Printed Watermark
dialog box.
3. Choose different options for
the text watermark.
You can add pictures as
watermarks from this dialog
box. When you add a picture
as a watermark, it appears
faded so any text on top of it is
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still legible.
3-13 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

14. Word Skill 3.5
Inserting Building Blocks
• A building block is a piece of content that is reusable in
any document.
• Building blocks can be text, such as AutoText, or they can
include graphics, such as a cover page.
• Insert building blocks from specific commands on the
Ribbon or from the Building Blocks Organizer.
• The Building Blocks Organizer lists the building blocks in
alphabetical order by which gallery they appear in:
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3-14 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

15. To Insert a Building Block
To insert a building block from the
Building Blocks Organizer:
1.Click the Insert tab.
2.Click the Quick Parts button
and select Building Blocks
Organizer . . .
3.Select a building block in the list
and click the Insert button.
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3-15 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

16. Word Skill 3.6
Adding Headers and Footers
• A header is text that appears
at the top of every page, just
below the top margin.
• A footer is text that appears at
the bottom of every page, just
above the bottom margin.
• Typically, headers and footers
display dates, page numbers,
document titles, or authors’
names.
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3-16 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

17. To Add a Header to a Document
1. Click the Insert tab.
2. In the Header & Footer group,
click the Header button and
select a header design from
the gallery.
3. Word displays the Header &
Footer Tools contextual tab
and inserts a header with
content controls. Click a
content control and enter the
information for your header.
4. To close the header and return
to your document, click the
Close Header and Footer
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button on the contextual tab.
3-17 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

18. To Add a Footer to a Document
1. Click the Insert tab.
2. In the Header & Footer group,
click the Footer button and
select a footer design from the
gallery.
3. Word displays the Header &
Footer Tools contextual tab
and inserts a footer with
content controls. Click a
content control and enter the
information for your footer.
4. To close the header and return
to your document, click the
Close Header and Footer
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button on the contextual tab.
3-18 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

19. To Edit a Header or Footer
1. Headers and footers
appear faded out in
Print Layout view. If
you want to edit a
header or footer,
double-click it and
make your changes.
2. Click the Close
Header and Footer
button to return to
the document.
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3-19 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

20. Word Skill 3.7
Adding Date and Time to a Header
• You could manually type the date in the header or
footer and then update the date every time you work
on the document, or you could add an automatic
date stamp.
• An automatic date stamp pulls the current date from
the computer’s system clock and displays the date in
the document.
• The date is then automatically updated when the
computer’s date changes.
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3-20 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

21. To Add an Automatic Date Stamp to a Header
1. Double-click the header to
switch to header view.
2. Under the Header & Footer
Tools, in the Insert group, click
the Insert Date and Time
button.
3. In the Date and Time dialog
box, click a date format in the
Available formats: box.
4. Select the Update
automatically check box.
5. Click OK.
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3-21 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

22. Word Skill 3.8
Inserting Page Numbers
• Headers and footers often include page numbers.
– They can also include other information, such as author name,
date, and document title.
• If all you want to do is add page numbers to a document,
you don’t need to use the header and footer feature.
– Instead, insert simple page numbers through the
PageNumbergallery.
• When adding page numbers to a document, you should
always use Word’s built-in building block.
– If you type page numbers into your document manually, they will
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not update when you add or remove pages.
3-22 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

23. To Add or Remove Page Numbers
1. Click the Insert tab.
2. In the Header & Footer group,
click the Page Number button.
Point to Bottom of Page, and
select an option.
3. To remove a page number,
click the arrow next to the
Page Number button and
select Remove Page
Numbers.
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3-23 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

24. Word Skill 3.9
Inserting Property Controls
• A property control is an element you can add to your
document to save time entering the same information over
and over again.
• When you insert a property control and then replace the
text with your own information, any time you add that
control again it will include your custom text.
• Word will add the text to the document and update the
text automatically if any changes are made to the property
control.
• By using property controls, you can be assured that all the
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information throughout the document is consistent.
3-24 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

25. To Add a Property Control
1. Click the Insert tab.
2. In the Text group, click the
Quick Parts button, point to
Document Propertyand
select a control.
3. Type your text in the control.
4. Select the same control from
the Document Property menu
to add the same text to the
document.
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3-25 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

26. Word Skill 3.10
Saving Quick Parts as Building Blocks
• Quick Parts are snippets of text that you can save
and then add to any document.
• They include the text and all the formatting that has
been applied to it.
• Use Quick Parts when you want text to appear a
certain way throughout your documents, such as a
company’s tag line.
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3-26 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

27. To Add Text to the Quick Parts Gallery
1. Select the text to add to the
gallery.
2. Click the Insert tab.
3. In the Text group, click the
Quick Parts button and select
Save Selection to Quick Part
Gallery . . .
4. The Create New Building
Block dialog box opens.
5. Review the information for the
Quick Part and make any
changes.
6. Click OK.
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3-27 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

28. Word Skill 3.11
Inserting Hyperlinks
• A hyperlink is text or a graphic that, when clicked,
opens another page or file.
– Use hyperlinks to link to a section in the same document, to
a new document, or to an existing document, such as a
Web page.
• A ScreenTip is a bubble that appears when the
mouse is placed over the link.
– Add a ScreenTip to include a more meaningful description
of the hyperlink.
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3-28 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

29. To Insert a Hyperlink
1. Select the text or graphic you
want to use as the link.
2. Click the Insert tab.
3. In the Links group, click the
Hyperlink button to open the
Insert Hyperlink dialog box.
4. Select an option under Link to:
and select the file to which you
want to link.
5. Type the text of the link in the
Text to display: box.
6. 6. Click OK to insert the
hyperlink into your document.
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3-29 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

30. To Add or Return to a Bookmark
To add a bookmark:
1.Click the Insert tab.
2.In the Links group, click the
Bookmark button. The Bookmark
dialog box opens.
3.Type a name for the bookmark
in the Bookmark name: box.
4.Click the Add button.
To return to a place in a document
using bookmarks:
1.First open the Bookmark dialog
box.
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2.Click the name of the bookmark
you want to navigate to.
3.Click the Go To button.
3-30 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

31. Word Skill 3.12
Adjusting Margins
• Margins are the blank spaces at the top, bottom, left,
and right of a page.
• Word’s default margins are typically 1 inch for the top
and bottom and 1 inch for the left and right.
• Word 2010 comes with a number of predefined
margin layout options for you to choose from:
– Normal
– Narrow
– Wide
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– Mirrored
3-31 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

32. To Adjust the Margins for a Document
To adjust the margins:
1.Click the Page Layout
tab.
2.In the Page Setup group,
click the Margins button
and select an option for the
page layout.
To set custom margins:
1.In the Page Setup dialog
box, at the bottom of the
Margins gallery, select
Custom Margins . . .
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2.Set custom margins in the
Page Setup dialog box.
3-32 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

33. Word Skill 3.13
Inserting Page Breaks and Section Breaks
Two Basic Types of Breaks
•Page Break —These breaks create visual breaks in your
document but keep the content in the same section. Page
breaks include:
• Page
• Column
• Text Wrapping
•Section Breaks —These breaks create new sections in
your document. Section breaks include:
• Next Page
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• Continuous
• Even Page
• Odd Page
3-33 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

34. To Insert a Hard Page Break or a Blank Page
To insert a hard page break:
1.Click the Page Layout tab.
2.In the Page Setup group, click
the Breaks button, and select
Page.
To insert a blank page:
1.Click the Insert tab.
2.In the Pages group, click the
Blank Page button.
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3-34 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

35. Word Skill 3.14
Adding a Cover Page
• When creating documents such as proposals or
business plans, it is a good idea to include a cover
page that contains the title of the document and the
date.
• You can add other information such as a subtitle, a
short description of the document, and company
information.
• Word 2010 comes with a number of prebuilt cover
pages that you can quickly and easily add to your
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documents.
3-35 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

36. To Add a Cover Page
1. Click the Insert tab.
2. In the Pages group, click the
Cover Page button and select
an option.
3. Word inserts a cover page with
content controls for you to
enter your own information.
Click a content control and
enter the information for your
document.
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3-36 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

37. Word Skill 3.15
Viewing Documents Side by Side
• If you have two documents that are similar, you may
want to compare them to each other.
• Word’s Compare Side by Side feature allows you to
compare two documents at the same time.
• When you compare documents, the Synchronous
Scrolling feature is on by default. This feature allows
you to scroll both documents at once.
• If you scroll the active document, the other document
will scroll at the same time, allowing you to carefully
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compare documents.
3-37 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

38. To Compare Two Documents Side by Side
1. Open the documents you want
to compare.
2. Click the View tab.
3. In the Window group, click the
View Side by Side button.
4. The two documents are
displayed next to each other.
5. Scroll the active window to
scroll both documents at once.
6. Click the Synchronous
Scrolling button to turn the
feature off and scroll each
document separately.
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7. Click the View Side by Side
button again to turn this
feature off.
3-38 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.

39. Word 2010 Formatting Documents Skills Recap
• Skill 3.1 Applying Document • Skill 3.8 Inserting Page
Themes Numbers
• Skill 3.2 Using Color Themes • Skill 3.9 Inserting Property
and Font Themes Controls
• Skill 3.3 Adding Page Borders • Skill 3.10 Saving Quick Parts
• Skill 3.4 Creating Watermarks as Building Blocks
• Skill 3.5 Inserting Building • Skill 3.11 Inserting Hyperlinks
Blocks • Skill 3.12 Adjusting Margins
• Skill 3.6 Adding Headers and • Skill 3.13 Inserting Page
Footers Breaks and Section Breaks
• Skill 3.7 Adding Date and Time • Skill 3.14 Adding a Cover Page
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to a Header • Skill 3.15 Viewing Documents
Side by Side
3-39 © 2012 The McGraw-Hill Companies, Inc. All rights reserved.