CHAPTER 3 - CREATING PERSONAL DOCUMENTS AND TEMPLATES

ARRANGING DRAWING OBJECTS

Using Layers in Documents

Every Word document is comprised of three basic layers. Document text and pictures exist in
the text layer. This is the layer you are most accustomed to working. There is a foreground layer
or drawing layer above the text layer where the drawing objects display. The background layer
includes objects sent to the background or behind the text layer. This may include text,
pictures, or watermarks. Objects may be stacked in the drawing layer.

Graphics default to In line with text and anchor to the paragraph in the text layer. To
manipulate the object, the wrapping style must be changed. To change the setting
permanently, click File/Options/Advanced/Insert/paste drop-down.

Selected Drawing objects can be moved by dragging the mouse or with the arrow keys on the
keyboard (nudging). To move an object ever so slightly, hold down the Ctrl key as you press the
arrow keys.

Aligning/Distributing Objects

You can align two or more drawing objects relative to each other by their left, right, top, or
bottom edges or by their centres or middles. To align objects, select the objects and click the
Align button in the Arrange group on the Shape Format tab.

Stacking Objects

When you create an object on top of another object, you create an overlapping stack. You can
rearrange the stacked objects in the Arrange group on the Shape Format tab. You can also use
Tab or Shift Tab to cycle forward and backward through stack.

Grouping/Ungrouping

When you group pictures or objects, they function as a single unit. Ungrouping releases the
individual components from a whole unit. To group drawing objects, select each object, and
click the Group button in the Arrange group. Sizing handles show objects grouped as one unit

Rotating and Flipping Objects

To rotate or flip objects, click the drop-down Rotate button in the Arrange group and choose
options to rotate or flip. You may also use the manual rotate handle on the object.
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Using the Selection Pane

You can use Word's Selection pane which can make the task of working with layers a little
easier. This pane lists each item on a page so you can apply custom effects to just that item,
without having to click through the layers on the page itself. Click the Home tab and choose
from the Select drop down on the Editing group.

Using the Click and Type Feature

Change to Print Layout View and double-click in a blank area. Word adds the formatting
necessary to position the insertion point in that location.

This feature can also be used to change paragraph alignment. Hover the I-beam pointer near
the left margin, centre, or right margin. Double-click when you see the correct alignment
displayed, and the insertion point will be placed using that alignment. If the Click and Type
feature does not work, click the File Tab/Options/Advanced/Enable click and type.

Using the Vertical Page Position Feature

To view the vertical location of your insertion point, right-click on the status bar and click
Vertical Page Position.

USING TEXT BOXES IN DESIGN

Using text boxes enables you to place design elements, both text and graphics, at precise
horizontal and vertical locations on a page. When text or graphics are enclosed in a text box,
you can drag the text box to any position on the page using the mouse or with options at the
Shape Format tab. This feature is extremely useful in desktop publishing because it lets you
keep text and graphics together; makes text flow around other text or graphics; allows you to
layer text and/or graphics; enables you to align design elements on a page allowing the right
amount of space; and helps fit text and other design elements into a specific amount of space
(copy fitting) on a page.

A text box is created in the drawing layer. Therefore a text box can be placed above or below
the main text. Text boxes may be formatted with options on the Shape Format tab, such as
applying 3-D effects, shadows, border styles and colours, fills, and backgrounds. A text box does
not automatically expand to fit its contents. It must be sized accordingly.

Setting Text Box Margins

Default margins in a text box are 0.1" top/bottom and 0.05" left/right. To change the margins,
click the text box to access the Shape Format tab. Click the Shape Styles dialogue box launcher,
and choose Text Box from the list.
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Sizing a Text Box

The size and position of a text box can be changed using the mouse or at the Shape
Height/Width boxes at the Shape Format tab. The text box must be selected first.

Drag the middle sizing handles (double-headed arrow) left or right to make box wider or
thinner. Complete similar steps to make the box taller or shorter. Drag corner sizing handles to
adjust both the width and height. Hold the Ctrl key as you drag and the object will remain
centred.

Positioning a Text Box

To position a text box using the mouse, place the pointer on any side of the text box until it
turns to four-headed arrow and drag to desired location. You can also nudge the textbox using
the arrow keys on the keyboard. To move only one pixel at a time, hold Shift with the arrow
keys.

When objects are moved, they align with intersecting lines of a drawing grid, which is not
visible on the screen. To turn on the Grid feature, click the Align button in the Arrange Group on
the Shape Format tab. Objects align at the nearest intersection of the grid. The Snap Objects to
Grid option can be turned off if it prevents arranging an object at a specific location.

You can also position a text box with the Position button on the Shape Format tab. Choose
options from the Position Gallery or specify the horizontal and vertical distance on the page
(refer to Layout dialogue box).

Copying a Text Box

Press the Ctrl key as you drag a text box to a new location to make an exact copy.

Anchoring a Text Box

By default, a text box is anchored to the nearest paragraph. If you want the text box to stay in a
specific spot and not move with the paragraph to which it is anchored, select the text box and
access the Layout dialogue box. Remove check from Move object with text option.

To keep a text box on the same page as the text to which it is anchored, select the text box,
then choose Lock anchor at the Advanced Layout dialogue box. If the paragraph is moved to
another page, the text box will be moved to that page also.

Wrapping Text around a Text Box

By default, text does not wrap around a text box. If you want it to wrap, select the text box,
then click the Wrapping button. Choose the style of wrap.
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CUSTOMIZING A TEXT BOX

A border can be added or removed from a text box at any time as well as changing style, colour,
and background fill colour. Select the text box, and click the colour drop down options for
Shape Outline or Shape Fill.

Consider applying other fill effects such as customized colour, patterns, textures, or pictures.
Other formatting can be applied such as line styles, shadows, and 3-D.

You can also click on the Format Shape Launcher button at the bottom of the Shape Styles
group to format an object.

Inserting Preformatted Text Boxes

A variety of preformatted text boxes are available at the Insert Tab Text Box button. These
boxes are useful as sidebars or placeholders for various page elements.

Using Linked Text Boxes

Two or more text boxes may be linked to each other and text that does not fit in one box may
be poured into another linked box.
 Click the first text box
 Click Create Link button in the Text group (mouse displays as pitcher)
 Position pitcher in next text box and click once.
 Repeat if more linked boxes.

CREATING HORIZONTAL AND VERTICAL RULED LINES

In Word, several methods may be used to set horizontal and vertical lines anywhere on a page.
You can use the Lines button in the Shapes drop-down gallery or use the Borders button to
create ruled lines.

Drawing Horizontal and Vertical Lines

At the Insert tab, click the Shapes drop-down gallery, and select the Line button. Drag the cross
hairs on the screen to draw a line. Holding the Shift key as you draw will ensure a straight line.
Follow the same procedure after clicking the Arrow button to create arrow lines.

As with text boxes, you can customize the colour, size, weight, etc. by clicking the Shape Outline
button at the Shape Format tab.

To apply line shape styles to a line, select the line or multiple lines, and access the Shape Styles
Gallery.
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Creating Horizontal Lines Using the Borders Toolbar

Word’s Borders feature can be used to add ruled lines in headers/footers and any other text.
Every paragraph contains an invisible frame. A border can be added to an invisible frame at the
left, right, top, or bottom to create a ruled line. This can be done by using the Borders buttons
at the Paragraph group or by choosing Borders and Shading from the Borders drop-down list.

The width of a line created with the Borders feature can only be controlled by changing the
width of the left/right margins. The length of a vertical line is dependent on the size of the
paragraph. You have much more flexibility when drawing lines.

USING QUICK PARTS TO STORE AND REUSE TEXT AND GRAPHICS

In earlier versions of Word, the Auto Text feature allowed you to quickly and easily store and
reuse commonly used text and/or graphics, including formatting, and to insert them into
documents whenever you need them. Quick Parts (building blocks) are used in most recent
versions of Word function similarly.

Quick Parts are reusable pieces of content that are stored in galleries. You can reuse quick parts
at any time or save your own selection in the Building Blocks Organizer.

CREATING PERSONAL RETURN ADDRESS LABELS

Word provides a variety of predefined label definitions that coordinate with labels that can be
purchased. Labels are available in sheets for both laser and ink jet printers. Labels can be
created using two different methods: creating individual labels and copying them or using a
data source and the merge feature.

CREATING A CERTIFICATE

Professional-looking certificates can be created using page borders, various fonts, font effects,
lines and watermarks. Text fields (in which users type information) can be added to the
certificate and it can be saved as a template. The Office Online Templates web page also
provides several certificate templates in either PowerPoint or Word.

USING FORM FIELDS

Using form fields in your templates saves time and effort. In Word, a form is a protected
document that includes fields where information is entered. A form document contains form
fields that are locations in the document where one of three things is performed: text is
entered (text field), a check box is turned on or off, or information is selected from drop down
list. Three steps in creating a form:

1. Design the structure and enter the text that will appear in document.
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2. Insert form fields prompting the user to insert information on keyboard.

Inserting Content Controls

Content controls are individual controls that you can add and customize for use in your
templates, forms, and documents. Content controls are found on the Developer tab:
 Click the File tab
 Click Options
 Click Customize Ribbon/Developer

Adding Instructional Text to a Template

Sometimes it is helpful to add placeholder text instructing the user how to fill out a particular
content control that you have added to a template.

 On the Developer tab, click Design mode

Creating a Signature Line

To create a signature, click the Shapes button/Lines/Scribble. Drag the mouse pen to create a
line signature.

If you have access to a scanner, scan your signature and save it to be inserted into a file.