New book: Microsoft Word 2010 Step by Step

626935cvr.inddMicrosoft Word 2010 Step by Step is now available for purchase!

You can view the book’s chapter-level table of contents as well as read the Introduction in this previous post.

After you purchase this lovely new book, you’ll have access to an electronic copy as well as to online practice files. Through our ongoing anonymous customer survey ( we received many comments saying that accessing the practice files on the companion disc that came along with Microsoft Office Word 2007 Step by Step was difficult. So we’ve moved the practice files to the Web. Simply click the “Practice Files” link in the left margin at the book’s catalog page.

Another improvement we made to our 2010 Step by Step books is to include a Keyboard Shortcuts section at the back of each book.

Please take a look at this excerpt from Chapter 4!










Chapter 4
Organize Information in Columns and Tables

In this chapter, you will learn how to
✔ Present information in columns.
✔ Create tabbed lists.
✔ Present information in tables.
✔ Format tables.

Information in documents is most commonly presented as paragraphs of text. To make
a text-heavy document more legible, you can flow the text in two or more columns, or
you can display information in a table. For example, flowing text in multiple columns is
a common practice in newsletters, flyers, and brochures; and presenting information in
tables is common in reports.

When you need to present data in a document, using a table is often more efficient than
describing the data in a paragraph, particularly when the data consists of numeric values.
Tables make the data easier to read and understand. A small amount of data can be displayed
in simple columns separated by tabs, which creates a tabbed list. A larger amount
of data, or more complex data, is better presented in a table, which is a structure of rows
and columns, frequently with row and column headings.

In this chapter, you’ll first create and modify columns of text. Then you’ll create a simple
tabbed list. Finally, you’ll create tables from scratch and from existing text, and format
a table in various ways.

Practice Files Before you can complete the exercises in this chapter, you need to copy
the book’s practice files to your computer. The practice files you’ll use to complete the
exercises in this chapter are in the Chapter04 practice file folder. A complete list of
practice files is provided in “Using the Practice Files” at the beginning of this book.

Presenting Information in Columns

By default, Microsoft Word 2010 displays text in one column that spans the width of the
page between the left and right margins. You can specify that text be displayed in two,
three, or more columns to create layouts like those used in newspapers and magazines.
When you format text to flow in columns, the text fills the first column on each page
and then moves to the top of the next column. You can manually indicate where you
want the text within each column to end.

The Columns gallery in the Page Setup group on the Page Layout tab displays several
standard options for dividing text into columns. You can choose one, two, or three
columns of equal width or two columns of unequal width. If the standard options
don’t suit your needs, you can specify the number and width of columns. The number
of columns is limited by the width and margins of the page, and each column must be
at least a half inch wide.


The Columns gallery displays the predefined column options.
No matter how you set up the columns initially, you can change the layout or column
widths at any time.

You can format an entire document or a section of a document in columns. When you
select a section of text and format it as columns, Word inserts section breaks at the beginning
and end of the selected text to delineate the area in which the columnar formatting is
applied. Within the columnar text, you can insert column breaks to specify where you want
to end one column and start another. Section and column breaks are visible when you display
formatting marks in the document.

Tip You can apply many types of formatting, including page orientation, to content within
a specific section of a document without affecting the surrounding text. For information
about sections, see “Controlling What Appears on Each Page” in Chapter 6, “Preview, Print,
and Distribute Documents.”

See Also For information about formatting marks, see ”Viewing Documents in Different
Ways” in Chapter 1, “Explore Word 2010.”

You can apply character and paragraph formatting to columnar text in the same way you
would any text. Here are some formatting tips for columnar text:
● When presenting text in narrow columns, you can justify the paragraphs (align
the text with the left and right edges) to achieve a neat and clean appearance.
To justify the paragraphs, Word adjusts the spacing between words, essentially
moving the empty space that would normally appear at the end of the line into
the gaps between words.
● To more completely fill columns, you can have Word hyphenate the text to break
words into syllables to fill up the gaps.
In this exercise, you’ll flow the text in one section of a document into three columns.
You’ll justify the text in the columns, change the column spacing, and hyphenate the
text. You’ll then break a column at a specific location instead of allowing the text to flow
naturally from one column to the next.

SET UP You need the RoomPlanner_start document located in your Chapter04 practice
file folder to complete this exercise. Open the RoomPlanner_start document, and save
it as RoomPlanner. Then display formatting marks and the rulers, and follow the steps.

1. Click at the beginning of the paragraph that begins Take a look (do not click in the
selection area). Then scroll down until you can see the end of the document, hold
down the Shift key, and click to the right of the paragraph mark after credit cards.
Word selects the text from the Take a look paragraph through the end of the last
paragraph (but not the empty paragraph).
Tip If you want to format an entire document with the same number of columns, you
can simply click anywhere in the document—you don’t have to select the text.

2. On the Page Layout tab, in the Page Setup group, click the Columns button, and
then in the Columns gallery, click Three.
Word inserts a section break above the selected text and flows the text within the
section into three columns.

3. Press Ctrl+Home to move to the top of the document.
The section break is visible above the columns.

A continuous section break changes the formatting of the subsequent text but keeps it on the
same page.

4. On the Home tab, in the Editing group, click the Select button, and then click
Select All.

Keyboard Shortcut Press Ctrl+A to select all the text in the document.


See Also To see a complete list of keyboard shortcuts, see “Keyboard Shortcuts” at the
end of this book.

5. In the Paragraph group, click the Justify button.

The spacing between the words changes to align all the paragraphs in the document
with both the left and right margins. Because you applied the formatting to the entire
document, the title is no longer centered. However, it is often quicker to apply formatting
globally and then deal with the exceptions.

6. Press Ctrl+Home to move to the paragraph containing the document title. Then in
the Paragraph group, click the Center button.

Keyboard Shortcut Press Ctrl+E to center text.

Word centers the document title between the left and right margins.

7. Adjust the zoom percentage until you can see about two-thirds of the first page of
the document.

See Also For information about adjusting the zoom percentage, see “Viewing
Documents in Different Ways” in Chapter 1, “Explore Word 2010.”

8. Click anywhere in the first column.
On the horizontal ruler, Word indicates the margins of the columns.


On the ruler, the indent markers show the indentation of the active column.

Tip If your rulers aren’t turned on, select the Ruler check box in the Show group of the
View tab.

9. On the Page Layout tab, display the Columns gallery, and click More Columns.
The Columns dialog box opens. The spacing between columns is set by default to a
half inch.

Because the Equal Column Width check box is selected, you can adjust the width
and spacing of only the first column.

Tip To separate the columns with vertical lines, select the Line Between check box.

10. In the Width and spacing area, in the Spacing box for column 1, type or
select 0.2".
Word changes the measurement in the Spacing box for column 2, and widens all
the columns in the Preview area to reflect the new setting.

11. Click OK.
Word reflows the columns to fit their new margins.

Wider columns generally look neater on the page.

12. Click at the beginning of the Take a look paragraph. Then in the Page Setup
group, click the Hyphenation button, and click Automatic.
Word hyphenates the text of the document, which fills in some of the large gaps
between words.

13. Click anywhere in the NOTE paragraph in the third column.

14. On the horizontal ruler, at the left end of the third column, drag the Hanging
marker 0.25 inch (two marks) to the right.
All the lines in the NOTE paragraph except the first are now indented, offsetting
the note from the paragraphs above and below it.


You can change the indentation of individual paragraphs within a column.

15. Display the bottom of page 1. In the first column on page 1, click at the beginning
of the Take your Room Planner home paragraph. Then in the Page Setup group,
click the Breaks button, and click Column.
Word inserts a column break. The text that follows the column break moves to the
top of the second column.

16. At the bottom of the third column on page 1, click at the beginning of the If you’re
not sure
paragraph, and then on the Quick Access Toolbar, click the Repeat Insertion
button to insert another column break.

Keyboard Shortcut Press Ctrl+Y to repeat the previous action.

Word inserts a column break. The text that follows the column break moves to the
top of the first column on page 2.

CLEAN UP Return the Zoom Level setting to 100%, and then save and close the
RoomPlanner document.

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