COMPSCI 111/111G

CHAPTER 2

Lab Assignment 02—Word Processing

Title: Word Processing

Due: No later than 11:59pm on Friday the 8th of August.

Aims: Use Microsoft Word to format a document. Become familiar with the standard formatting tools, drawing tools, and styles.

2.1 Preparation

Before attending this lab, you should:

• Read this lab assignment thoroughly.

2.2 Obtaining the Lab Resources

The resources required to complete this lab can be obtained from the COMPSCI 111 page on Canvas. Download the Lab02.zip archive from the COMPSCI 111 page on Canvas under Assignments → Lab 2 , to your COMPSCI111 folder in your USB drive. You can then unzip the archive to obtain the Lab2 folder contain the required files.

2.3 Introduction

In this lab you are required to take a file containing plain text and use Microsoft Word to produce a professional looking document like the one at the end of the lab assignment (pages 38 to 40). Microsoft Word is part of the Microsoft Office 365 suite of office applications.

Copy the Lab02 folder onto your USB drive.

The original text can be found in a file called NineMensMorris.txt in your Lab02 folder. To get started, follow the steps listed below:

1. Open the text file called NineMensMorris.txt by double-clicking on the file.

2. Choose Select all from the Edit menu.

3. Choose Copy from the Edit menu.

4. Close the file.

5. Start the Microsoft Word application. You can find Microsoft Word in the Start menu.

6. Paste the text into the Word document by clicking in the Home tab

7. Save the document in your Lab02 folder by clicking on in the title bar. Use the name NineMensMorris.docx

The text should be displayed in the MS-Word document. However, the formatting marks are not displayed by default. Before we start making changes, we should display the formatting marks. To view the formatting marks, simply click in the HOME tab. The formatting marks will not be printed, they merely serve as a guide.

Q1: What are text editors commonly used for?

2.4 Page Setup

The first thing to do is to set up the overall formatting used for the entire docu-ment. Follow the steps below:

1. Click on the margins icon in the Layout tab. Select Custom Margins... from the Margins submenu.

2. Set all the margins to 2 cm (not the gutters).

3. Click on the Paper tab and make sure the paper size is set to A4.

4. Click OK

Adjust the size of the window if necessary, so that you can see the entire width of the page.

2.5 Edit the text

We should make any required changes to the actual text. The first section, which contains the text:

Nine Men’s Morris is a strategy board game for two players that emerged from the Roman Empire. The game is also known as Nine Man Morris, The Mill Game, and Cowboy Checkers and was once printed on the back of checkerboards. Nine Men’s Morris is a solved game in which either player can force the game into a draw.

has paragraph marks at the end of every line. Delete these so that the text forms a single paragraph.

2.6 Using user-defined styles

In the Home tab, a style. for a particular document part can be chosen. A style. is a predefined set of text properties such as font, font size and colour. By using styles instead of choosing the font, colour, etc. of every piece of text individually, it is much easier to change the appearance of the parts that have been formatted with a particular style. later on. All we need to do is change the definition of the style, and all parts using that style. will change as well.

Normal

We will start by modifying the style. that is used by Normal text. This will change the font used for all the text on the page. Follow the steps below:

1. Right-click on the style. called Normal. Choose to Modify the style.

2. Change the appearance of the Normal style. as follows:

• Set the font to be Verdana 11pt.

• Set the alignment to be Justified

• Under the Format menu at the bottom left corner select Paragraph

– Set the spacing to be 0 pt before, 0 pt after, and “Single” line spacing

Section Heading

We will now create a new style. to use for the headings on the page. Follow the steps below:

1. Click on the symbol at the bottom right corner of the the “Styles” section in the Home tab.

2. Click on the (New Style) button.

3. Enter “Section Heading” as the name of the style.

4. Select “Normal” in the Style. based on: field.

5. Use the options to change the appearance of the Section Heading style. as follows:

• Choose Format → Font . Set the style. to be bold and the size to be 16 point. Tick the box that uses the effect of “Small Caps”.

• Click OK

• Choose Format → Border . Set the width of the border to be 3pt.

Click the button that applies the border below the paragraph.

• Click OK

Apply this style. to all the section headings in the document (i.e. apply it to the text: Game Rules, Strategy, Variants, and History). To apply the style, simply click on the text that you want to change, then click on the style. that you wish to apply (in this case, “Section Heading”).

Subsection Heading

Create another new style. called “Subsection Heading”. Set the appearance of the style. as follows:

• Make sure “Subsection Heading” is based on the “Normal” style.

• Set the style. of the font to be bold.

• Set the size of the font to be 14 point.

Apply this style. to all the subsection headings (i.e. apply it to the text: Placing Pieces, Moving Pieces, Flying, Three Men’s Morris, Six Men’s Morris and Twelve Men’s Morris).

Main Heading

Create one last style. called “Main Heading”. Set the appearance of the style. as follows:

• Make sure “Main Heading” is based on the “Normal” style.

• Set the style. of the font to be bold.

• Set the size of the font to be 24 point.

• Set the alignment of the paragraph to be right aligned.

• Choose Format → Border . Set the width of the border to be 6pt. Click the button that applies the border below the paragraph.

Apply this style. to the main heading “Nine Men’s Morris”.

Q2: State two advantages of using user defined styles.

2.7 Headers and Footers

Headers and footers are pieces of text that will appear on every page of your document.

Header

You can access the header of a document by right-clicking into the top margin of a document, and choosing Edit Header from the context menu. After doing this, the Header & Footer Tools tab appears, as shown below:

You can now enter text into the header of the document. Insert the text “Printed for” followed by your username. Align the header text to the left side of the page.

Q3: What is a header?

Footer

Add a footer to the document by right-clicking into the bottom margin of the document, and choosing Edit Footer from the context menu. Again, the Header & Footer Tools tab will appear. The footer should contain the text “X of Y”, where X is the page number and Y is the total number of pages e.g. 1 of 2. You should use the menus on the Header & Footer Tools tab: choose Quick Parts → Field... and a dialogue window opens with a list of available fields on the left side. Select the field “Page” and press OK to insert a page number at the current cursor position. Type the word “of” then select the field “NumPages” to insert the total number of pages in the document. Align the text so that it is centred. When you have finished with the Headers and Footers, simply click in the Header & Footer Tools tab.

Q4: What is a footer?

2.8 Footnotes

A footnote is a small note at the bottom of a page that provides more information about something in the main text. We will add a small footnote that describes the source of this document. Follow the steps below:

1. Move the cursor (insert point) to the end of the first section heading (just after the text “Game Rules”).

2. Choose References → Insert Footnote to insert a new footnote at the bottom of the page.

3. Type in the text “Based heavily on material from Wikipedia.” as a footnote.

Q5: What is the difference between a footer and a footnote?

2.9 Section Breaks and Columns

A section break is a separation of different parts in a document, so that the parts can have different formatting. Follow the steps below to insert a section break into your document:

1. Move the cursor so that it is immediately before the section heading “Game Rules” on the first page.

2. Choose Layout → Breaks → Continuous .

Once the page has been split into two different sections, we will change the second section so that it uses two columns. To do this, follow the steps below:

1. Move the cursor anywhere in the second section.

2. Choose Layout → Columns → Two .

2.10 Pictures

We have now finished with the formatting of the main text. We will insert a picture to make the document a little more interesting. For the picture:

1. Click on the blank line before the paragraph in the “Strategy” section.

2. Choose Insert → Pictures .

3. Navigate to the Lab2 folder, choose the file called Board.png and click the Insert button.

4. Once the picture is inserted, add a blank line before and after the picture so that it does not appear cramped.

You can use the sample document provided at the end of the chapter to check whether you have inserted the image in the correct location.