Tonya Chavis, CEO of Centurion Technologies, has written a foreword to the new CTI software catalog.
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The text of the document is in a single margin-to-margin column.
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Vicky Jones is working on the layout of the catalog and feels that she can improve the column format.
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Research has shown that text in newspaper column format is much easier to read.
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Vicky decides that she is going to put the text into newspaper columns because they enhance readability.
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Newspaper columns are columns in which the text wraps continuously from the bottom of one column to the top of the next column.
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Vicky can create columns in Word 97 using the ^UColumns^u button.
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The ^UColumns^u button is on the Standard toolbar.
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Or she can use the Columns dialog box, which is accessed from the ^UFormat^u menu.
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This dialog box gives her more options for creating columns.
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The Columns dialog box gives Vicky the option of using preset columns, which ensure that her column measurements are consistent.
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She can also decide on the number of columns she wants to create.
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And whether to have a vertical line between them.
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Vicky can determine the width of her columns and the spacing between them by clicking the arrows in the Width and spacing section.
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You can use the ruler to change the width and spacing of your columns.
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And she can choose to create columns of equal or unequal width.
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Vicky can specify whether the column style she chooses should be applied to the whole document, or to specific parts of it.
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Vicky returns to the document and moves the cursor to the end of the word "Welcome !".
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She is going to insert a section break here so that she can format the main body of the text differently from the opening few words.
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She chooses ^UBreak^u from the ^UInsert^u menu.
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The Break dialog box opens.
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Vicky clicks the ^UContinuous^u button in the Section breaks section.
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And then she clicks ^UOK^u.
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Now Vicky wants to create multiple columns in the rest of the document, so she highlights the text.
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Then she clicks the ^UColumns^u button on the Standard toolbar.
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It is possible to create up to six columns using the ^UColumns^u button.
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To do this you hold the mouse button down and drag the pointer to the right in the area at the bottom of the Columns drop-down box.
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Vicky decides that three columns are enough, so she chooses the ^U3^u ^UColumns^u option.
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The text is now in three columns.
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When the document is first opened the default view is Normal, but when columns are inserted, the view changes to Page Layout View.
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Vicky scrolls down to the end of the page and sees that the new columns are reasonably balanced in terms of length.
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Breaking a document into sections allows you to format each section independently.
Word will apply your chosen column format within a section and balance the length of the columns automatically.
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Having created her paragraphs, Vicky notices that the text has broken in some inappropriate places.
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For example, the paragraph beginning with the words "Mercury Mail+" has only two lines of text under the heading.
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Vicky wants to keep the whole paragraph and the heading together.
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There are a number of ways she can do this in Word 97.
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With the cursor in front of the heading, Vicky chooses ^UBreak^u from the ^UInsert^u menu.
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The Break dialog box opens.
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Vicky clicks the ^UColumn^u ^Ubreak^u radio button in the Break dialog box.
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Then she clicks ^UOK^u.
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You can also insert a column break by pressing ^UCtrl+Shift+Enter^u.
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The entire paragraph and the heading are now together at the top of the page.
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But the rest of the text has broken in an unsatisfactory manner, so Vicky clicks the ^UUndo^u button.
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Vicky highlights the entire paragraph, including the "Mercury Mail+" heading.
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Then she chooses ^UParagraph^u from the ^UFormat^u menu.
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She could also right-click on the highlighted text and choose ^UParagraph^u from the context sensitive menu.
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The Paragraph dialog box opens.
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Vicky selects the ^ULine and Page Breaks^u tab in the Paragraph dialog box.
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Vicky selects the ^UWidow/Orphan control^u checkbox.
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The Widow/Orphan control, when selected, prevents single lines from appearing alone at the top or bottom of a page or column.
To override this feature and force a single line to appear at the bottom of a page, you can insert a hard return at the end of the line by pressing the ^UEnter^u key.
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She also selects the ^UKeep^u ^Uwith next^u checkbox.
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This is because she wants to ensure that the heading stays with the main text, although there is a space between the text and heading.
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Then she clicks ^UOK^u.
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The paragraph and heading are now together at the top of the page.
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And the rest of the text has broken in a more satisfactory manner.
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If you need to insert a space or a break in a column and you don't want words or letters to be separated, for example 25 mph, you can use the nonbreaking space command.
To insert a nonbreaking space, you use the ^UCtrl+Shift+Spacebar ^ukeystroke.
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Vicky has decided that she wants to increase the width and reduce the spacing of her columns.
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She chooses ^UColumns^u from the ^UFormat^u menu.
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The Columns dialog box opens.
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The measurements of Vicky's columns are visible in the Width and spacing section.
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By default, her columns have half an inch of spacing between them.
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Vicky selects the ^UEqual^u ^Ucolumn width^u checkbox, to ensure consistency between her columns.
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Then she clicks the down-pointing arrow in the Spacing spin box and chooses 0.4".
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You can also type a measurement in the Spacing spin box.
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Because Vicky created equal-width columns, Word automatically adjusts the width and spacing measurements of all her columns.
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If you have created unequal-width columns, you have to adjust both the width and spacing of each one separately.
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Vicky clicks ^UOK^u to close the Columns dialog box.
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She wants to reduce the spacing some more, but rather than reopen the dialog box she decides to use the ruler.
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The gray areas on the ruler are column markers.
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Because Vicky adjusted her columns using the Columns dialog box, and selected the ^UEqual column width^u checkbox, the gray areas on the ruler are empty.
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A grid-like icon is displayed in the center of the gray areas of the ruler when columns are of an unequal width or were created using the ^UColumns^u button.
If you move the mouse pointer over this icon and drag to the left or the right, you move the entire column.
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Vicky drags the left edge of one of the column markers a little to the right to reduce the spacing further.
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The space between all the columns is reduced automatically.
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If you have created unequal-width columns, or have created columns using the ^UColumns^u button, changing the spacing for one column does not automatically change the spacing for the others.
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Vicky decides to insert a drop cap at the beginning of each paragraph.
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She highlights the letter "C" in the word "Centurion".
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Vicky chooses ^UDrop Cap^u from the ^UFormat^u menu.
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The Drop Cap dialog box opens, with ^UNone^u selected by default.
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Vicky selects the ^UDropped^u option in the Position section.
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Then she clicks the down-pointing arrow in the Lines to drop spin box to select ^U2^u.
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It is actually possible to drop a cap up to ten lines, but two lines is adequate for Vicky.
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To apply the drop cap format to the selected character Vicky clicks ^UOK^u.
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You can decide to have a space between your drop cap and the rest of the text by clicking the arrows in the Distance from text spin box.
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The "C" in Centurion now appears as a drop cap with a frame around it.
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Using the same procedure, Vicky inserts a drop cap at the beginning of all the other paragraphs in the text.
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You could also define the drop cap as a new character style and apply the style using the ^UFormat Painter^u button.
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Vicky is satisfied with the columns she has created, so she saves her document.
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Vicky needs to insert a special character, so she places the insertion point immediately after the word "Gladius".
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She chooses ^USymbol^u from the ^UInsert^u menu.
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Then she clicks the ^USpecial^u ^UCharacters^u tab in the Symbol dialog box, which displays a list of special characters and their shortcut keys.
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Vicky selects the ^UTrademark^u option.
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She clicks the ^UInsert^u button.
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And then she clicks the ^UClose^u button.
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The Trademark special character is now visible beside the word "Gladius".
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Now that you have seen how to work with newspaper columns, it's time to try it for yourself.
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Vicky Jones is going to create headers for the CTI software catalog.
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She won't be creating any footers at all.
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This is because there are several footnotes to be inserted in the document, and she doesn't want the pages to be too cluttered.
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Vicky doesn't want the first page of the catalog to have a header and she wants to have different headers on the odd and even pages.
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With the insertion point on the second page of her document, Vicky selects ^UHeader and Footer^u from the ^UView^u menu.
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The Header and Footer toolbar is displayed.
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If you are not in Page Layout view already, Word will automatically switch you to this view.
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And a pane is activated where Vicky can create her headers.
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The main text of a document is dimmed, so Vicky can't edit it while creating a header or a footer.
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Vicky clicks the ^UPage Setup^u button on the Header and Footer toolbar.
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The Page Setup dialog box opens and Vicky clicks the ^ULayout^u tab.
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She selects the ^UDifferent^u ^Uodd and even^u checkbox so that she can alternate her headers.
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Vicky wants to insert the headers she creates into every page but the first, so she clicks the down-pointing arrow in the Apply to drop-down list box.
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Then she selects the ^UThis point forward^u option.
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And then she clicks ^UOK^u.
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An Even Page Header pane is displayed on the second page.
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Vicky clicks the ^UAlign Right^u button on the Formatting toolbar.
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She types in ^RCTI 97/98^r, makes it bold, and increases its font size to 14 points.
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With the text still highlighted, Vicky clicks the down-pointing arrow beside the ^UFont Color^u button on the Formatting toolbar.
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Vicky clicks the gray option in the Font Color drop-down box.
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She deselects the text, which is now gray.
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Vicky wants to insert page numbers after the text she has just inserted.
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She clicks the ^UInsert Page Number^u button on the Header and Footer toolbar.
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The page number is automatically inserted into the header pane and Vicky inserts spaces between it and the text.
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Vicky clicks the ^UShow Next^u button on the Header and Footer toolbar.
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An Odd Page Header pane is displayed on the third page of the document, which will eventually contain the table of contents.
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Vicky clicks the ^UInsert Page Number^u button on the Header and Footer toolbar.
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She types the same text as before, bolds it, increases the font size to 14 points, and inserts spaces between it and the page number.
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Then she grays the text using the Font Color drop-down box.
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Vicky clicks the ^UClose^u button on the Header and Footer toolbar.
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CTI's Gladius Web server software is mentioned in the foreword on the second page of the CTI software catalog.
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Vicky wants to insert a footnote with additional information related to the release of this software.
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By doing this, she won't have to add more text to the article she has already formatted.
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A footnote appears at the end of the page on which its reference mark appears.
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An endnote appears at the end of a section or document.
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To insert a footnote, Vicky first places the insertion point after the period beside the word "software" in the paragraph about Gladius.
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Then she chooses ^UFootnote^u from the ^UInsert^u menu.
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The Footnote and Endnote dialog box opens.
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The ^UFootnote^u option is selected by default in the Insert section and the ^UAutoNumber^u option is selected by default in the Numbering section.
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Vicky clicks the ^UOptions^u button.
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The Note Options dialog box opens.
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Vicky clicks the down-pointing arrow in the Number format drop-down list box to see all options.
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The number format that is selected is the one she prefers.
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So Vicky clicks ^UOK^u to close the Note Options dialog box.
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And she clicks ^UOK^u again to close the Footnote and Endnote dialog box.
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The number "1" reference mark appears after the period at the end of the sentence and the bottom margin displays the number "1" with a line above it.
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When you are in Normal view and you choose ^UFootnote^u from the ^UInsert^u menu, a special note pane appears and the Footnotes bar divides the screen in two.
You type the text of your footnote in the note pane and, when you've finished, you click the ^UClose^u button on the Footnotes bar.
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Vicky types the footnote text.
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You can format footnote text in the same way as regular text, so Vicky reduces the text font size to 8 points.
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Then she clicks anywhere in the document and the footnote is complete.
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To delete a footnote or an endnote, you select the reference mark and press ^UDelete^u or the ^UBackspace^u key.
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There is an article about the Gladius Web server software on page 15 of the software catalog.
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Vicky wants to insert a reference to the footnote she has just created into this article.
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She places the insertion point after the period beside the word "March" in the article.
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Then she chooses ^UCross-reference^u from the ^UInsert^u menu.
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The Cross-reference dialog box opens.
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Vicky clicks the down-pointing arrow in the Reference type drop-down list box.
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And she selects ^UFootnote^u.
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Then she selects ^UFootnote^u ^Unumber^u from the Insert reference to drop-down list.
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Because there is only one footnote in the document so far, it is already selected in the For which footnote list.
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Vicky clears the ^UInsert as^u ^Uhyperlink^u checkbox and then clicks the ^UInsert^u button.
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Then she clicks the ^UClose^u button.
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A reference mark appears after the period beside the word "March".
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The format of this reference mark can be changed, so Vicky selects the number.
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Vicky chooses ^UStyle^u from the ^UFormat^u menu.
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She selects ^UFootnote Reference^u from the Styles list.
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Then she clicks the ^UApply^u button.
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And the format of the reference mark is changed.
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Vicky also wants to refer to the expansion of the sales team in an endnote.
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With the insertion point at the end of the first paragraph relating to sales, Vicky chooses ^UFootnote^u from the ^UInsert^u menu.
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Then she selects the Endnote radio button.
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An endnote can be placed at the end of a section or at the end of an entire document.
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As Vicky wants the endnote at the end of a section, she clicks the ^UOptions^u button.
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The Note Options dialog box opens and Vicky clicks the down-pointing arrow in the Place at drop-down list box.
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And then she selects ^UEnd of^u ^Usection^u.
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Vicky clicks ^UOK^u to close the Note Options dialog box.
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Then she clicks ^UOK^u again.
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There is a section break at the end of the page, so the endnote reference mark appears here.
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Vicky types the text of her endnote.
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Then she selects the reference mark to change its numbering style, so that readers do not get confused between the footnote and endnote.
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Vicky chooses ^UFootnote^u from the ^UInsert^u menu once more.
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She clicks the ^UOptions^u button.
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And chooses the lowercase letters option from the Number format drop-down list.
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She closes the Note Options dialog box.
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She also closes the Footnote and Endnote dialog box.
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The endnote reference mark is now changed to "a".
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Now that you've seen how it's done, you can create a footnote.
