Microsoft Office Tutorials and References
In Depth Information
Formatting Text in Columns
Formatting Text in Columns
Although professional desktop publishers use software specially designed for desktop
publishing, such as Microsoft Publisher, you can use Word to incorporate common
desktop publishing elements. In this tutorial, you will use a variety of desktop publishing
elements to create the newsletter shown in the Session 4.1 Visual Overview.
First, Joel asks you to change the layout of the text on the page. Because newsletters
are meant for quick reading, they are usually laid out in columns. Text ﬂ ows down one
column, continues at the top of the next column, ﬂ ows down that column, and so forth.
Columns are useful because they allow the eye to take in a lot of text and to scan quickly
for interesting information.
To format an entire document in columns, click the Columns button in the Page Setup
group on the Page Layout tab, and then select the number of columns you want on the
Columns menu. To format only part of a document in columns, use the More Columns
command to open the Columns dialog box. In this dialog box you can choose to insert a
section break at the current location of the insertion point, and then format only the text
that appears after the section break into columns. The Columns dialog box also allows
you to insert a vertical line between columns, and select a speciﬁ c column width.
As shown in the Session 4.1 Visual Overview, the name of the medical center appears
in a shaded box at the top of the newsletter. Joel wants the shaded box to span the top of
the page and not be formatted into columns, so you’ll need to use the Columns dialog
box to insert a section break to separate this shaded box from the newsletter text .
To format the newsletter text in columns:
1. Open the file Health from the Word4\Tutorial folder included with your Data Files,
then save the document as Health Newsletter in the same folder.
2. Display nonprinting characters, switch to Print Layout view, display the rulers, and
set the zoom to Page Width. Notice the newsletter is formatted with the Office
theme, and the Heading 2 style is applied to all headings in the document. The
first paragraph is formatted with a paragraph border, red shading, dark blue font,
3. Press the Ctrl+End keys to move to the end of the document, and then replace
“Shawn Kampa” with your first and last name in the last sentence.
4. Click at the beginning of the second paragraph in the document, just to the left of
the “P” in “Preventing Type II Diabetes.”
5. Click the Page Layout tab, and then, in the Page Setup group, click the Columns
button. The Columns menu opens. To format all the document text in columns,
you could click the Two, Three, Left, or Right options on this menu. However, to
insert a section break at the same time, you need to use the More Columns option.
6. Click More Columns . The Columns dialog box opens.
7. In the Presets section, click the Two icon. The Preview section shows a document
formatted in two columns of equal width.
8. Click the Apply to arrow and then click This point forward This inserts a section .
break at the insertion point and formats the columns immediately after the
section break. See Figure 4-1.