Chapter 10 – Document Production Contents Convert text to table ........................................................................................................................... 2 Resizing images ................................................................................................................................... 2 Text wrapping around images ............................................................................................................ 3 Aligning images ................................................................................................................................... 3 Headers and Footers - General ........................................................................................................... 3 Headers and Footers – date / time format ......................................................................................... 4 Headers and Footers – File Name ....................................................................................................... 4 Widows and Orphans – definitions ..................................................................................................... 5 Widows and Orphans – making sure that you don’t have any ........................................................... 5 Breaks.................................................................................................................................................. 5 Page Breaks ......................................................................................................................................... 5 Column Breaks .................................................................................................................................... 5 Section Breaks ..................................................................................................................................... 5 Paragraph first lines ............................................................................................................................ 6
Convert text to table You may be asked to open a CSV file in word and then convert it to a table. Remember that when opening a CSV you will have to change the file type at the bottom of the ‘Open’ dialogue box to all files otherwise you will not be able to find the file!
After opening the CSV, highlight the text, select INSERT and then convert text to table.
In the convert text to table dialogue box do not change anything unless you told to do so. If there is a mistake that you spot here, it is likely that you will be asked to correct it in a later task. Click OK to create your table. Highlight the table and then click copy. Go to the exam document that you are working on and click paste.
Resizing images Right click on the image that you want to resize and select the ‘SIZE AND POSITION’ option
In this dialogue box you can change the height and width or scale. Remember to check if the task asks you to maintain aspect ratio or not. If it does, make sure that the ‘Lock aspect ratio’ box is ticked.
Text wrapping around images The menu for this can also be accessed via the right click and by selecting the ‘SIZE AND POSITION’ option. It is most likely that you will need to use the ‘TIGHT’ option although be careful as this will not always be the case.
Aligning images Again, this option can be found by right clicking on an image and then choosing the ‘SIZE AND POSITION’ option. You will use the horizontal and vertical alignments to make sure that your images are lined up to things such as the margin or the top of a paragraph.
Headers and Footers - General It is essential that you place the header or footer exactly as expected in a task. This is an area where it is very easy to lose (or gain) marks. In most cases it is best to select the header or footer that has three options (left, centre and right), complete the ones that you need and remember to delete the ones that you don’t need. Remember to check how the header and footer is aligned if you have included section breaks or changed the paper size. Sometimes you may have to delete the header and footer and put them back in again as this will be easier than trying to adjust them manually.
Headers and Footers – date / time format
Click on the text box in the header where you want to put the date and then chose ‘Date & Time’ from the ribbon. Be careful to choose the exact format that has been requested.
Headers and Footers – File Name
It is very likely that you will be asked to include the file name of your work in the header or footer. Obviously, make sure that you have saved your work first to give it the name that has been requested. Click on the location in your header or footer where you have been asked to put the file name (i.e. one of the three text boxes – left, centre or right). Click on Quick Parts on the ribbon and then Field. Select FileName and Lowercase. Remember to tick the ‘Add path to filename’ if it has been requested.
Widows and Orphans – definitions Widow: If you start a paragraph of text on one page but there is not enough room on that page to get the last line of the paragraph typed in, the single line of text that appears at the top of the next page is called a widow. Orphan: If you start a paragraph at the bottom of a page but you can only type in one line before the rest of the text goes onto the next page, the first line of the paragraph at the bottom of the page is called an orphan.
Widows and Orphans – making sure that you don’t have any Click on ‘PAGE LAYOUT’ and then click on the small arrow in the bottom right of the ‘PARAGRAPH’ section.
Breaks The Breaks options can be found on the PAGE LAYOUT tab under the PAGE SETUP section
Page Breaks This forces the text onto the start of a new page. To do this, press Ctrl + Enter on your keyboard. Be careful to check if the task requires a section break or a page break.
Column Breaks Forces text to the top of the next available column which may be on the same page or a new page.
Section Breaks It is almost certain that you will be asked to use section breaks at some time in the exam. They are used to split areas of a document that have different layouts. There are two types of section breaks: One forces a page break as well as the change in layout whilst the other is a continuous break that allows different layouts on the same page. An example of when you might use a continuous section break is when putting a table across three columns or when you are putting a heading across columns. An example of use a section break that is also a page break could be when you have the first page as A4 and the second as A5.
Paragraph first lines Paragraphs can be formatted with different settings for the first line of the paragraph and other settings for the rest of the paragraph  The top triangle adjusts the first line.  The second triangle aligns the rest of the paragraph.  The rectangle moves the whole paragraph.