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Using text boxes for document design


Word 2010 Essential Training

with Gini Courter

Video: Using text boxes for document design

In older versions of Word, text boxes are simple, even boring, boxes with text stuffed into them. In Word 2010, text boxes are new. They're graphic elements in the same families as the other building blocks that you've seen. Like cover pages, headers and footers, text boxes are used to provide information and to add both graphic interest and a professional design look to your documents. For most of the building block families, you'll find two text boxes in the Text Box gallery.
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  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 23s
    1. Using the Word interface
      8m 32s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye

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Microsoft Word Essential Training Tutorials from
8h 3m Beginner Jun 08, 2010

Viewers: in countries Watching now:

In Word 2010 Essential Training, Gini Courter uses real-world examples to teach the core features and tools in Word 2010. The course starts off with an orientation of the Word 2010 interface, and then delves into the functionality at the heart of Word: creating, editing, and formatting documents. It also covers proofing documents, reviewing documents with others, sharing and securing documents, working with tables, and illustrating documents. Exercise files are included with the course.

Topics include:
  • Creating documents with templates
  • Adding SmartArt diagrams to documents
  • Working with fonts
  • Setting up document styles
  • Formatting headers, footers, and cover pages
  • Organizing text in tables
  • Modifying page layout, including margins, orientation, and page size
  • Tracking changes and showing markup
  • Sharing documents
Business Education + Elearning
Gini Courter

Using text boxes for document design

In older versions of Word, text boxes are simple, even boring, boxes with text stuffed into them. In Word 2010, text boxes are new. They're graphic elements in the same families as the other building blocks that you've seen. Like cover pages, headers and footers, text boxes are used to provide information and to add both graphic interest and a professional design look to your documents. For most of the building block families, you'll find two text boxes in the Text Box gallery.

One will be a Quote, and the other will be a Sidebar, Annual Quote, Annual Sidebar and so on. Before you add a Text Box, you want to make sure that the insertion point is at least on the page where you want to add the Text Box, and hopefully even in the vicinity. We're going to add a Pull Quote to this page. It's got space. There's extra white space at the bottom of The Story of the Vitalia family and Two Trees Extra Virgin Olive Oil. So we have the ability to add some interesting design elements.

In the third paragraph, there's a sentence worth holding up. It says, "we constantly strive to be the kind of company my grandparents would expect us to be by giving back to our families, our people, and the world." So we're going to copy this text here so that we can use it elsewhere, and we're going to use that in the Pull Quote. So I'll choose Text Box. Remember that we're using the Motion family here. So our design elements go together. And we have what's called a Motion Quote here, and I'm going to click, and it drops it somewhere in the page.

Now it says, "Type a quote from the document or the summary of an interesting point." So I'm going to paste my text in, and it asks how I'd like to treat it. I can either keep the source formatting, I can merge the formatting, which is giving me a more interesting look, or I can keep the Text Only. So I'm going to merge the formatting, and I have a little editing to do here. W, and at the end perhaps a ... because the sentence wasn't finished. But I like that text, and this is a Text Box.

It's a drawing element. So I can do lots of things with this Text Box. First, I can position it very easily on the center-right side of the page, at the upper right-hand corner, the left side in the middle, any place I would like it to be, or I can leave it right where it is, which isn't an altogether bad place. I can wrap the text around it more or less tightly. There's Square. There's Through, which we don't like, Top and Bottom, which leaves this wideband. We could put this behind of, or in front of, the text, or we could edit the Wrap Points.

So we have lots of different choices about how we might work with this. I'm going to just leave this square as it is. I want to make this just a little bit smaller. It's a large box, and just a little bit taller. So there we go. I'm going to click off the text box, and you'll notice that it has a blue line, and it has a shadow. I can choose some different styles for this shape, if I wish, and I think I'm going to choose this nice green right here.

Additionally, I can change my WordArt. I have a couple of little effects going on here. There's actually a shadow that's been applied to this text behind it. I could change to a specific WordArt style, if I wish. Just watch as I make some choices and decide if we like any of these choices. That's a little over at the top, sort of like this text better. I can always increase the size of the text. I like that a great deal. So this is a Pull Quote. With the Pull Quote, you actually pull a section of text out of the document and place it in a decorative element like this.

Our readers should expect that if this is sitting here in this shape as a Pull Quote, that this exact text will be found at some place else on this page of the document. Sidebars work exactly like Pull Quotes. You insert them the same way, and you can do the same kind of design changes with them. The same types of formatting are available to you. But sidebars are generally used for text that's not included in the document. So we're going to go to Page 6, where we have some information about definitions of employee status.

There's a statement about PROBATIONARY PERIOD FOR NEW EMPLOYEES that actually has nothing to do with any of these other categories. It overrides every single one of these categories, as a matter of fact. And so I'm going to take this information about this probationary period, and I'm going to cut it and put it in the sidebar. So we're going to choose this text and do Ctrl+X, and I just press Ctrl+Enter to send this line to the next page. Then I want to position myself anywhere on the page and choose Insert > Text Box, and in Motion, ee'll put in this Motion Sidebar with an accent shadow.

Now I'm not required to use exactly all of the same graphic elements. If I had a reason that I preferred another sidebar ,like the pinstripe sidebar, I could. Let's take a look at how that would look. That fits right here and actually makes it possible for all of my text to fit. It's kind of a nice fit, but the fonts aren't the same, and it's just not quite what I want. So let's go take a look and insert this matching sidebar and see if I do like that one, which is called Motion. So here's the Motion Sidebar. It takes up a fair amount of space.

I don't have to allow it to be this far in of the page. I can actually move the entire sidebar closer to the right if I wish, probably more than I would have liked. And I can position the sidebar in the page, and in order to do that, I might actually want to make this page smaller, because this is a very large design element. But if I click this design element, I can move it up the page, for example, or down the page. This controls where the text box is in the page, this yellow diamond, whether it's got a wider margin or a narrower margin, and I'm going to click.

And I'm going to paste in my information about the probationary period for new employees. And I'm going to say just Keep the Text Only. So the text will actually be converted to the style in this Text Box, which was white text. Now, I can format this text. I could, for example, bold this text, or I could choose Strong for this text. I might choose that for the entire sidebar I'd like all the text to be a little bit larger, because this is important. Additionally, I could change this to white, and I can format this as I can any other drawing object.

So I have many choices for my Shape Style. This is the only blue element in this entire document, and I might want to change it to an orange element to go along with the other elements in my document. Here, this looks like a button. Notice that we have a 3D effect and a bevel. Here's with a white raised edge, or I might want to make it green, so it stood out. If I were going to have important summaries, or important information scattered throughout this document, I might choose exactly the same kind of sidebar or Pull Quote to use over and over again in order to highlight that document for my employees.

These other elements in my document are flat. So I'm going to choose this flat green for my sidebar, and now this PROBATIONARY PERIOD FOR NEW EMPLOYEES is no longer buried at the bottom of this document where I may have trouble finding it. It's not quite front and center, but it's front and right side on this page, so that no one will miss taking a look at this, whether they are Exempt or Non-Exempt, Regular Full- Time or Regular Part-Time. Sidebars, as we saw here and our Quote Box that we entered earlier, have slightly different uses.

However, they both are used to highlight important, or in this case intriguing, text. Again, by adding an additional graphic element to your document, they add interest and make the document look well-designed.

Find answers to the most frequently asked questions about Word 2010 Essential Training .

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Q: The Panning Hand feature for scrolling through documents shown in the movie "Using the Word interface" does not appear in my version of Word.
A: This appears to be an issue with Word, in that the Panning Hand icon does not appear in every installation of Word. The Panning Hand feature was originally designed for a tablet PC and it will always appear on a tablet. However, onother laptops and desktops, the Panning Hand icon's appearance is dependent on the version of Windows and how much tablet PC functionality is built into that version.
Q: Why am I seeing the following error message when trying to open the exercise files in Word 2010? Word experienced an error trying to open the file. Try these suggestions: * check permissions * open the file with text recovery
A: This is a permissions/trust issue specific to your install of Microsoft Office. Contact your IT department make sure documents downloaded from email and the web are not blocked. A workaround solution is to try opening the files in an older version of Word or try to edit your Trust Center settings.
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