Computing 2 

 2003/2004. - 2. semester 

Word processing

* Questions, remarks:   Ő Back   

Instructions to the Meet Budapest text

  1. Download the archive containing the text and the pictures.
  2. Unzip to an empty folder and open the text in Word.
  3. Apply the following styles to the text:
    1. main title is Heading 1,
    2. titles with roman numerals are Heading 2,
    3. other titles (preceded by empty lines) are Heading 3,
    4. all other text is Body Text.

    Open the Style and Formatting Task Pane (Format >> Styles and Formatting menu). In the bottom of the Task Pane select Show: All styles. Click in a paragraph (don't select it) and select a style for it, so the paragraph takes the formatting of the style.

    First, worth to select all text (Edit >> Select All or Ctrl-A), and change it to Body Text style, and after that click one-by-one in the title paragraphs and select the corresponding Heading style.

    Continue from here

  4. Remove the empty lines from the text. How?
  5. Use the Edit >> Replace menu and replace all double Enters with single Enter as shown.

  6. Format the styles:
    1. All styles: Spell Check: English (UK)
    2. Body Text: Times New Roman 12/14pt, justified, outline level: body text,
    3. Heading 3: same as Body Text, but bold, left aligned, space before: 1em, keep with next, keep lines together, outline level: level 3, following paragraph: Body Text,
    4. Heading 2: same as Body Text, but Verdana 18pt, space after: 2em, start on new page, outline level: level 2, border: bottom 1pt, following paragraph: Body Text,
    5. Heading 1: same as Body Text, but Verdana 20pt, center aligned, space before: 2em, space after: 3em, outline level: level 1, following paragraph: Heading 2,
    6. Caption: new style, used for the captions, based on Body text, but center aligned.

    To change the language of spell checking for all styles, change it for Normal style. All other styles will inherit the setting.

    The 12/14pt means, that the letter height is 12pt, and the line feed is 14pt (single line feed would be 12/12pt or 1.5 line feed would be 12/18pt). To set the later in Paragraph formatting, in the Line spacing drop down list select At least, and set the value to 14pt.

    Since the letter height of the Body Text is 12pt, now this is 1em. Therefore e.g. 3em = 3x12pt = 36pt.

    To change the ancestor style (e.g. same as Some Other Style) change the Style based on drop down list in the Modify Style window. Do this first when you set the new formatting of the style and then you can check the differences on the bottom part of the window.

    To create a new style based on an existing one, click in a paragraph of the existing style, and select the New Style button on the Styles and Formatting Task Pane.

  7. Turn on hyphenation. How?
  8. Select Tools >> Language >> Hyphenation menu and turn on Automatically hyphenate document.

  9. There is a table in the text with tabs between the cells. Convert to table, merge the necessary cells and create a good-looking table. Create also a caption.
  10. Place the pictures where indicated. Insert them as a left or right aligned float. If there are too many pictures near each other, place two pictures side-by-side and reduce them to the same height. In this case don't make them float, instead use a two-cell table.
  11. Create a label for each picture.
  12. Create a title page from the main title and a Table of contents on a separate page after the title page. The format of the title should look like Heading 1, except that also vertically should be centered, and the Table of Contents heading as Heading 2. Do not include these into the table of contents. Create also a table of figures at the end on a separate page. How?

    The Heading 2 style starts on a new page, so the "Meet Budapest" title went automatically to a separate (title) page. But this is not enough to center it vertically on the page, we need to create a separate section for the title page. So click after the word "Budapest", select Insert >> Break, click Next page in Section break types, click OK, and delete the appearing extra Heading 1 paragraph. Place the cursor on the title page, and select File >> Page Setup. On the Layout tab, in the Apply to: drop down list select This section, and in the Vertical alignment drop down list select Center.

    To create the Table of Contents page, place the cursor at the very beginning of first Heading 2 title ("I. Budapest") and press Enter. This creates a new Heading 2 paragraph before this one. Write the title and press Enter, this creates a new paragraph with Body Text style. Now the Table of Contents can be inserted (Insert >> Reference >> Index and Tables, Table of Contents tab). Unfortunately, this lists also the main title (Heading 1), and the Table of Contents itself. To get rid of the main title Undo the previous step, open the Table of Contents tab again, but select the Options button, and in the TOC level column clear the number 1 near the Heading 1 style. This removes this level from the TOC.

    The "Table of Contents" title is included in the TOC, because it is also a Heading 2 paragraph. If we don't want to include it, we have to create a new style: click in the title "Table of Contents", and select New Style button on the Styles and Formatting Task Pane. The name can be e.g. Title 2, Style type: Paragraph, Based on: Heading 2, following paragraph: Body Text. Select the Format >> Paragraph menu and set the Outline level to Body Text. This means, that the Title 2 paragraph is completely the same as Heading 2, except that it is not listed in the Table of Contents. To update the TOC, click in it, press F9 key (or right-click on the TOC and select Update field) and select Update entire table.

  13. Create page numbering in the outer bottom corner of the page. Do not number the title page. How?
  14. Click anywhere on the second page (Table of Contents) and select View >> Header and Footer. Switch between header and footer (to go to the footer) and open the Page Setup window . Turn on Different odd and even in the Headers and Footers area and click OK. Turn off the Same as previous button , if it is on (so the footer will differ from the footer of the previous section, i.e. the title page). Insert page number , go to the next footer (to the odd page version), press Tab key twice (the tab positions are automatically placed) and insert page number again. Close header and footer editing and check the result in the Print Preview.

  15. Compare your document with the solution. How?
  16. You can merge similar documents with the Review/Compare button. Word shows the textual and formating differences as a markup.

  17. Create a pdf file for distribution. How?
  18. Word 2007 and up can save the document as a pdf file. If you use earlier version, or wants to create a pdf file from other types of document, than you should download and install a "pdf printer", like doPDF or similar.