Assignment-2 P2 and P3: Formatting Text, Tables, & Formatting Research Paper

Instructions:
1. This is an individual homework. Each student must submit his/her solution
using the dropbox.
2. All submissions are to be via the Moodle Submission System; no other way of
submission is accepted.
3. All submissions must be submitted through the dropbox by the due date or by
the closure date, Closure Date allows 3 days for late submissions.
4. Pages 18 and 19 of this assignment are optional.

Purpose and Objective

The purpose of this assignment is identify the capabilities that be used in document
organization, paragraph formatting, text formatting, and insertion of graphic objects.

Success Criteria
- Successful implementation of the concepts that are listed in the keywords section.

Keywords
Formatting, Text, Paragraph, Graphic Object, Table, Research Paper, Tracking Document,
Online Collaboration.

Readings
- Word Chapter 2.
- Word Chapter 3.
- Word Chapter 4.

Assignment Submission
- This is Part 2 and Part 3 of Assignment 2; it covers Word chapter 2 through
Chapter 3.
- It is expected that you submit your solution data file in .docx file format as well as
any other format if required by the assignment specifications.

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CHAPTER 2: FORMATTING TEXT/PARAGRAPHS, AND EMBEDDING GRAPHIC OBJECTS

Page 196

1 Format Text and Paragraphs

The newsletter you are developing needs a lot of work. You want to format it so it is much
easier to read. After selecting an appropriate font and font size, you will emphasize
selected text with bold and italic text formatting. Paragraphs must be spaced so they are
easy to read. You know that, to be effective, a document must capture the reader’s
attention while conveying a message. You will begin the process of formatting and
preparing the newsletter in this exercise.

Step 1 Select Font Options and Change Text Appearance

The newsletter will be printed and distributed by mail. As a printed document, you know
that certain font options are better suited for reading. Specifically, you want to use a serif
font in an easy-to-read size. Refer to Figure 2.20 as you complete Step 1.

a. Open w02h1Studio and save it as w02h1Studio_LastFirst.

b. Press Ctrl+A to select all the text in the document (on a Mac, command+A). Click the Font
arrow in the Font group on the Home tab and scroll to select Times New Roman. Click the
Font Size arrow in the Font group and select 12.You use a 12-pt serif font on the whole
document because it is easier to read in print.
c. Select the second paragraph in the document, Courtesy of Phillips Studio L Photography.
Click Italic on the Mini Toolbar. Locate and double-click boxy in the paragraph below
Camera Body. Click Italic in the Font group or on the Mini Toolbar.
d. Select the five paragraphs beginning with Compose with Care and ending with Be Bold.
Click the Font Dialog Box Launcher in the Font group.
e. Ensure that the Font tab is displayed in the Font dialog box and click Bold in the Font style
box. Click to select the Small caps check box under Effects. Click OK. Formatting a list
differently helps set it apart from surrounding text, drawing attention to its content.
f. Scroll to the end of the document. Select the last paragraph in the document, Let Phillips
Studio L Photography Preserve Your Memories! Click Text Effects and Typography in the
Font group. Select Fill: Blue, Accent color 5; Outline: White, Background color 1; Hard
Shadow: Blue, Accent color 5 (row 3, column 3). Change the font size of the selected text
to 16. Click anywhere to deselect the text.
g. Press Ctrl+Home to position the insertion point at the beginning of the document (on a
Mac, command+fn+up arrow). Select the second paragraph in the document, Courtesy of
Phillips Studio L Photography. Click the Font Color arrow and select Blue, Accent 5,
Darker 25% (row 5, column 9).
h. Select the words you should consider how to become a better photographer in the
paragraph under the Composition heading. Click the Text Highlight Color arrow and select
Yellow.
i. Click the Review tab and click Editor in the Proofing group to check spelling and grammar.
Correct all suggested spelling and grammatical errors, but ignore any concisement or
refinement flags.
j. Save the document.

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Page 218

Step 2 Insert Symbols and Special Characters, and Select Paragraph Alignment,
Spacing, and Indents
The lines of the newsletter are too close together. It is difficult to tell where one paragraph
ends and the next begins, and the layout of the text is not very pleasing. Overall, you will
adjust line and paragraph spacing, and apply indents where necessary. Refer to
Figure 2.21 as you complete Step 2.

a. Select most of the document beginning with the sentence If you enjoy taking digital
pictures and ending with emotion expressed before even greeting Santa. Click the Home
tab. Click Line and Paragraph Spacing in the Paragraph group. Select 1.5. Do not deselect
the text. All lines within the selected text are spaced at 1.5, resulting in a more attractive,
easy-to-read display.
b. Click Justify in the Paragraph group. Click the Paragraph Dialog Box Launcher (on a Mac,
click Format and select Paragraph). With the Indents and Spacing tab selected, click the
After up arrow in the Spacing section to increase spacing after to 6 pt. Click OK. Click
anywhere to deselect the text. Additional paragraph spacing clearly delineates where one
paragraph ends and another begins, improving readability of the document.
c. Click to place the insertion point after Courtesy of Phillips Studio L Photography on the
second paragraph of page 1. Ensure that the insertion point is placed on the same line as
the text, not on the blank paragraph following. Click the Insert tab, click Symbol, and select
More Symbols. Click the Special Characters tab and click Registered. Click Insert. Click
Close.
d. Ensure that the insertion point is on the second paragraph of text in the document,
Courtesy of Phillips Studio L Photography. Click the Home tab. Click Align Right in the
Paragraph group. Click anywhere on the last paragraph in the document, Let Phillips
Studio L Photography Preserve Your Memories! Click Center in the Paragraph group.
e. Select four paragraphs of text on page 4, beginning with Blurry Images Due to Focus and
ending with feature that corrects for a bit of shake. Click the Paragraph Dialog Box
Launcher. (On a Mac, click Format and select Paragraph.) Click the Left up arrow in the
Indentation group five times to increase the Left indent to 0.5″. Click OK. The paragraphs
that are sublevels of the Blurry Images section are indented uniformly from the left,
identifying their status as sublevels of the Blurry Images discussion.
f. Save the document.

Step 3 Set Tab Stops and Apply Borders and Shading

You realize that you left off the studio hours and want to include them at the end of the
document, and you also want to draw attention to the business hours using borders and
shading. Refer to Figures 2.22 and 2.23 as you complete Step 3.

a. Place the insertion point at the end of the document. Click Show/Hide in the Paragraph
group to display nonprinting characters. Press Enter twice. Click Clear All Formatting in
the Font group on the Home tab. Select Times New Roman font and 16 pt size. You
clicked Clear All Formatting so that the text effect formatting from the paragraph above the
insertion point is not carried forward to text that you will type next.
b. Click the View tab and ensure that Ruler in the Show group is selected. Ensure the tab

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 selector (shown at the top of the vertical ruler) specifies a left tab and click at 1 on the
horizontal ruler. Click the tab selector twice to select a right tab and click at 5.5″ on the
ruler. You set a left tab at 1″ and a right tab at 5.5″.
c. Click the Home tab. Click the Paragraph Dialog Box Launcher and click Tabs at the
bottom-left corner. Click 5.5″ in the Tab stop position box. Click 2 in the Leader section
and click OK. You modified the right tab to include dot leaders, which means dots will
display before text at the right tab.
d. Press Tab. Type Monday – Friday and press Tab. Type 9:00 – 4:00. Be sure to leave a
space before and after the dash. Press Enter. Press Tab. Type Saturday and press Tab.
Type 9:00 – 2:00. Press Enter. Press Tab. Type Closed Sunday.
e. Select the three paragraphs at the end of the document, beginning with Monday – Friday
and ending with Closed Sunday. Click the Borders arrow in the Paragraph group on the
Home tab and select Borders and Shading.
f. Click Shadow in the Setting section. Scroll through the Style box and select the seventh
style—double line. Click OK. Do not deselect the text. Click the Shading arrow and select
Blue, Accent 1, Lighter 60% (row 3, column 5). Click anywhere to deselect the text. Studio
hours are bordered and shaded to draw attention. Save the document.

Step 4 Create Bulleted and Numbered Lists

At several points in the newsletter, you include either a list of items or a sequence of
steps. You will add bullets to the lists and number the steps. Refer to Figure 2.24 as you
complete Step 4.

a. Scroll to the top of the document. Select the five boldfaced paragraphs, beginning with
Compose with Care and ending with Be Bold.
b. Click the Numbering arrow in the Paragraph group and select Number Alignment: Left
showing each number followed by a right parenthesis (row 1, column 3 under Numbering
Library). Click Decrease Indent in the Paragraph group to move the numbered items to
the left margin. Click anywhere to deselect the text.
c. Scroll to the second page and select the four paragraphs following the sentence Depth of
field is determined by several factors, beginning with Aperture/F-Stop and ending with
Point of View on the third page. Click the Bullets arrow and select the hollow round bullet.
Decrease the indent to move the selected text to the left margin. Deselect the text. Lists
are often delineated by bullets to clearly identify them.
d. Scroll to the last page and select the six paragraphs above the last paragraph of text,
beginning with Where kids are involved, and ending with even greeting Santa. Click
Bullets to apply a hollow round bullet to the selected paragraphs. Decrease the indent so
the bullets begin at the left margin. Clicking Bullets applies the most recently selected
bullet style to selected text. You did not have to click the Bullets arrow and select from the
Bullet Library.
e. Save the document. Keep the document open if you plan to continue with the next Hands-
On Exercise. If not, close the document, and exit Word.

CHAPTER 3: TABLES

Page 250

1 Tables
The executive summary is the first section of the economic impact report for Oakley

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University. Although the summary is already well organized, the data analysis part of the
summary needs some attention. Specifically, you develop tables to organize major
findings.

Step 1 Create a Table and Insert and Delete Rows and Columns
You modify a couple of tables to summarize study findings, including those tables in the
executive summary. As you develop or edit the tables, you find it necessary to insert rows
to accommodate additional data and to delete columns that are not actually required.
Refer to Figure 3.8 as you complete Step 1.

a. Open w03h1Oakley and save it as w03h1Oakley_LastFirst.

b. Click the View tab and ensure that Ruler is selected in the Show group. Ensure that
nonprinting characters are shown. Scroll to the last page of the document and click in the
first cell on the last row of the table.
c. Type the following text on the last row, tabbing between cells. Do not press Tab after the
last entry
501 Real estate companies Land 348,999,342
You completed the entry of data in a table to indicate community and state
interests that are positively impacted by the presence of Oakley University.
d. Place the insertion point at the end of the document and complete the following steps:
Click the Insert tab, click Table in the Tables group, and then click Draw Table.

Drag a box approximately six inches wide and four inches tall, using the vertical and
horizontal rulers as guides. Draw one vertical gridline at two inches from the left to create
two columns—the first column approximately two inches wide and the second about four
inches wide.

Draw three horizontal gridlines to divide the table into four approximately evenly spaced
rows of about one inch each. Press Esc or click Draw Table in the Draw group on the
Table Layout tab to toggle the tool off. Although the ribbon tab does not include the word
Table, it is used in this context to differentiate it from the other Layout tab.
e. Click Eraser in the Draw group and click to erase the vertical gridline in the first row so that
the row includes only one column. Click Eraser again to toggle off the setting.
f. Ensure the insertion point is in the first row and type Table 2 - Impact Sources. (Do not
type the period.) Press Tab and complete the table as follows (do not press Tab at the end
of the last entry):

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 g. Position the pointer just above the Category column in Table 1 so that the pointer
resembles a downward-pointing arrow . Click to select the column. Click Delete in the
Rows & Columns group and select Delete Columns.
h. Click anywhere in row 1 of Table 1. Click Insert Above in the Rows & Columns group.
Click in the first cell in the new row and type Table 1 - Top Industry Sectors. (Do not type
the period and leave a space before and after the hyphen.) Text will wrap within the first
cell.
i. Point to the left edge of the horizontal gridline dividing Sector 354 from 589 to display an
Insert Control. Click the + indicator on the end of the Insert Control to insert a new row.
Ensure that the insertion point is in the first cell of the new row and type the following.
Press Tab between cells.
j. Click anywhere in Table 2 to select the table. Point to the left edge of the gridline dividing
rows 1 and 2, and click the Insert Control to insert a row above row 2 (Employee
Compensation). Leave the row blank, for now. Depending on the size of the rows you
drew for Table 2, it is possible that Table 2 spans over two pages with the last row shown
on a separate page. You will correct that in the following step.
k. Check spelling and correct any errors. The Salida campus is spelled correctly, so ignore
the error if presented. Ignore any grammatical or refinement concerns. Save the
document.

Step 2 Merge and Split Cells and Change Row Height and Column Width
As you work with the tables in the executive summary, you notice that the first row of
Table 1 is not very attractive. The title in that row should not be limited to one small cell.
More uniformity of row height and column width would also improve the appearance of
Table 2, and you want to add data to the second row. You explore ways to modify both
tables by merging and splitting cells and changing row height and column width. Refer to
Figure 3.9 as you complete Step 2.

A. Position the pointer just outside the left edge of the first row of Table 1 so that it resembles
an angled pointing arrow . Click to select row 1. Click the Table Layout tab and click Merge
Cells in the Merge group. You merge the cells in row 1 to create one cell in which text can
be better positioned across the table.
B. Position the pointer in row 2 on the border between the first and second column of
Table 1. The pointer displays as a double-pointed icon . Drag to the left to reduce the
column width to approximately 1 inch. The column is resized to better accommodate the
contents of the column.
C. Position the pointer just outside the left edge of row 2 in Table 1 and drag down to select
row 2 as well as all remaining rows. Use the Height up arrow in the Cell Size group to
change the height to 0.3".Row height of rows 2, 3, 4, 5, and 7 is adjusted to 0.3". However,
because text wraps in row 6, the height of that row is not adjusted to 0.3". Click anywhere
in the table to deselect text. The first column of Table 1 lists a sector in which an area of
economic impact is identified. Each sector should be further identified by a division, which
you now add.
D. Position the pointer just inside the left edge of the third row of Table 1 (containing 487).
The pointer should resemble a right-angled black arrow. Drag down to select the contents
of the first column in row 3 as well as all remaining rows in that column. Click Split Cells in
the Merge group on the Table Layout tab. Check to ensure that 2 displays as the number
of columns and 5 displays as the number of rows. Make necessary adjustments. Uncheck
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 Merge cells before split. Click OK. Column 1 is split into two columns so that the first
column includes the sector and the second will contain the associated division.
E. Click in the first cell on the second row in Table 1 (containing Sector). Type and Division
after Sector. Ensure that a space is included after Sector. Type the data underneath the
heading as follows, using Figure 3.9 as a guide:

F. Click in the second row of Table 2. Click Split Cells in the Merge group. Ensure that 2
displays as the number of columns and 1 displays as the number of rows. Click OK. Place
the pointer on the vertical gridline dividing the two columns in row 2. The pointer displays
as a double-pointing arrow . Drag to the left to align the gridline with the vertical gridline in
row 3.
G. Type Source in the first cell of row 2. Press Tab. Type Description. (Do not type the period.
H. Click the Table move handle (at the top-left corner of Table 2) to select the entire table.
Use the Height down arrow in the Cell Size group on the Table Layout tab to reduce the
height to 0.01". Row height of all rows in Table 2 is reduced, resulting in a more attractive
table.
I. Save the document.

Step 3 Apply and Modify Table Styles, Adjust Table Position and Alignment, and Format
Table Text
The tables included in the Key Findings section are complete with respect to content, but
you realize that they could be far more attractive with a bit of color and appropriate
shading. You explore Word’s gallery of table styles. You also bold and center column
headings and explore aligning the tables horizontally on the page. Refer to Figure 3.10 as
you complete Step 3.

A. Select the second row in Table 1. Click Align Center in the Alignment group on the Table
Layout tab. Text in row 2 is centered both vertically and horizontally within each cell.
B. Select the cells containing numbers in the Economic Impact column of Table 1 (beginning
with 1,770,281,355 and ending with 348,999,342). Click Align Top Right in the Alignment
group. Click anywhere to deselect the cells.
C. Position the pointer on the right border of the Economic Impact column of Table 1 so that it
resembles a double-pointed arrow . Drag to the left to reduce the column so that the width
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 is approximately 1", better accommodating the contents of the column. The heading in the
Economic Impact column will most likely wrap as you reduce the column width.
D. Select the second row in Table 2, containing column headings. Click Align Center in the
Alignment group. With the column headings selected, click the Home tab and click Bold in
the Font group. Bold the contents of row 1 in Table 2.
E. Click anywhere in Table 1, click the Table Design tab, and then click More in the Table
Styles group. Scroll through the gallery and select List Table 2 - Accent 6 (row 2, column 7
under List Tables). You may need to scroll through the list of styles to locate the List
Tables area. Bold the contents of the first two rows in Table 1. The table style removed
some of the formatting from Table 1, applying color-coordinated font color and shading.
The style also removed the inside vertical borders.
F. Click the Table Layout tab. Select the second row in Table 1 (containing column headings)
and click Align Center in the Alignment group.
G. Click the View tab and click One Page in the Zoom group to view the current page. Note
that the tables are not centered on the page horizontally. Click 100% in the Zoom group.
H. Right-click anywhere in Table 1 and select Table Properties. Click Center in the Alignment
group on the Table tab in the Table Properties dialog box to center the table horizontally.
Click OK. Repeat this technique to center Table 2 horizontally. Click One Page in the
Zoom group to view the effects of the realignment. Click 100%.
I. Save the document. Keep the document open if you plan to continue with the next Hands-
On Exercise. If not, close the document, and exit Word.

Page 265

2 Advanced Table Features

As you continue to work with the Key Findings section of the executive summary, you
modify the two tables you previously created. The first table, showing major areas in
which the university contributed to the economy, is modified to include a total row and to
indicate the percentage represented by each sector. You also explore Word’s Borders
gallery and design options as you customize the tables to reflect the color scheme of the
university. Adding a caption to each table serves to identify the table and will be useful for
your assistant when he prepares a Table of Figures later. You also apply a sort order to
each table to organize each in a more understandable manner.

Step 1 Use a Formula and Use a Function

Table 1 includes a numeric column showing Oakley University’s economic impact in
several sectors. You add a row showing the total for all of the sectors. You also insert a
column showing the percentage of the total represented by each sector’s value. Refer to
Figure 3.19 as you complete Step 1.

a. Open w03h1Oakley_LastFirst if you closed it after Hands-On Exercise 1 and save it as

w03h2Oakley_LastFirst, changing h1 to h2.
b. Scroll to the last page. Click in the last row of Table 1. Click Insert Below in the Rows &
Columns group on the Table Layout tab. Click in the third cell of the new row (the
Description column), type Total, and then apply bold formatting to the word Total. With the
word still selected, click Align Top Right in the Alignment group on the Table Layout tab.
You add a row in which to place a total economic impact figure.
c. Click in the cell immediately below the last economic impact number. Click Formula in the
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 Data group. The suggested function, =SUM(ABOVE) is correct. Click the Number format
arrow and select #,##0. Click OK.The total economic impact is 4,241,924,543.
d. Click Insert Right in the Rows & Columns group. Click the last cell in the second row and
type Percentage of Total. Text will wrap in the cell. You added a new column that will show
the percentage each sector’s value represents of the total economic impact.
e. Click in the last cell of the third row (in the Colleges and universities row). Click Formula in
the Data group. Remove any formula or function that may be presented and type
=D3/D8*100. (Do not type a period.) Click the Number format arrow, scroll through the
options, and then select 0.00%. Click OK. You create a formula to obtain the result. The
formula divides the value in the cell to the left (cell D3) by the total value of economic
impact in the last row of the table (cell D8). The result is multiplied by 100 to convert it to a
percentage. The format you chose displays the result with a percent sign and two places
to the right of the decimal. The percentage represented by Colleges and universities is
41.73%.
f. Click in the last cell of the Private hospitals row. Click Formula in the Data group. Remove
any formula or function that may be presented and type =D4/D8*100. (Do not type a
period.) Click OK. The number format remains at 0.00%, so there is no need to change it.
The resulting value is 12.84%.
g. Click in the last cell of the Retail interests row and repeat Step f, changing D4 in the
formula to D5 (because you are working with a value on the fifth row). Create a formula for
Food services and drinking establishments and Real estate companies, adjusting the row
reference in each formula. Do not enter a formula in the last cell on the last row.
h. Change the number in Economic Impact for Real estate companies in the second to last
row in the table from 348,999,342 to 338,999,342. Update formulas that are affected by
the change as follows:
i. Right-click (on a Mac, control+click) the total in the next row, 4,241,924,543, and click
Update Field to update the total.
j. Right-click the percentage of total for Real estate companies in the last column of the
second to last row. Click Update Field.
k. Right-click each remaining percentage figure in the last column, updating each field. Refer
to Figure 3.19 to check numbers in the table.
l. Save the document.

Step 2 Sort Data in a Table

You will sort Table 1 so that the dollar amounts are arranged in descending order. That
way, it is very clear in which sectors the university had the most impact. You will also sort
Table 2 in alphabetical order by Source. The resulting table is well organized. Refer to
Figure 3.20 as you complete Step 2.

a. Show nonprinting characters if they are not already displayed. Position the pointer just
outside the left edge of the third row of Table 1 (beginning with 487). The pointer should
be a right-directed white arrow . Select the third through the seventh row. Do not include
the final total row. The table rows that are to be sorted are selected. You do not want to
include the first two rows or the final total row in the sort because they do not contain
individual values to sort.
b. Click Sort in the Data group on the Table Layout tab. Click the Sort by arrow and select
Column 4. Click Descending. Click OK. The five rows containing a sector name (Colleges
and universities, Retail interests, etc.) are sorted in descending order by the value in the
fourth column (Economic Impact). It is clear that the sector most affected is Colleges and
universities.
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 c. Position the pointer just outside the left edge of the third row of Table 2. Drag to select the
remaining rows. Click Sort in the Data group. Click the Sort by arrow and select Column 1.
Click Ascending and click OK. The three rows containing a source (Capital Investment,
etc.) are sorted in ascending order alphabetically.
d. Save the document.

Step 3 Include Borders and Shading and Include a Table Caption

You expect to add more tables later but decide to format Tables 1 and 2 so they are more
attractive and color-coordinated. You explore border and shading options, learning to
paint borders and considering border selections from the Borders gallery. Because you
expect to include numerous figures throughout the report, you insert captions to identify
those tables. Refer to Figures 3.21 and 3.22 as you complete Step 3.

A. Click the Table move handle to select Table 2. Click the Table Design tab and click Border
Styles in the Borders group. Select Double solid lines, ½ pt, Accent 6 (row 3, column 7
under Theme Borders). Click the Borders arrow in the Borders group and select All
Borders.
B. Select row 1 in Table 2. Click the Shading arrow in the Table Styles group on the Table
Design tab and select Orange, Accent 6, Lighter 40% (row 4, column 10).
C. Select the first two rows in Table 2. Click the Table Layout tab and increase the row height
in the Cell Size group to 0.4". The first two rows in Table 2 are resized slightly.
D. Use Border Sampler to duplicate a border selection as follows:
E. Click the Table Design tab. Click the Border Styles arrow in the Borders group and select
Border Sampler.
F. Click the horizontal border dividing row 1 from row 2 in Table 2 to sample the border.
G. Drag the horizontal border in Table 1 that separates row 2 (containing column headings)
from the first record (487) to paint the double-line border.
H. Press Esc to toggle off the tool. Border Sampler was used to duplicate a border from one
location to another.
I. Add a caption to each table as follows:
J. Click anywhere in Table 1. Click the References tab.
K. Click Insert Caption in the Captions group. With the insertion point immediately after the
phrase Table 1 in the Caption box, type : and press Spacebar. Type Economic Impact by
Industry. (Do not type the period.)
L. Ensure that Below selected item is shown as the caption position. Click OK.
M. Click the Home tab and click Increase Indent in the Paragraph group.
N. Click anywhere in Table 2 and insert a caption below the selected item that reads Table 2:
Sources of Economic Impact. (Do not type the period.)
O. Click the Home tab. Click the Dialog Box Launcher in the Styles group. Scroll down and
point to Caption in the Styles pane. Click the Caption arrow and select Modify. Change the
font size to 11 pt and the font color to Orange, Accent 6. Click OK. Close the Styles pane.
The Caption style was modified to include orange font so the caption text coordinates with
the table color scheme. Check the document for spelling errors, addressing any that might
be identified. Ignore any refinement concerns.
P. Save and close the document. Submit this file.

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Page 276

3 Mail Merge
The executive summary is ready for you to send to members of the board of trustees. You
merge a form letter with a data source of addresses, merging fields in the process to
personalize each letter.

Step 1 Select a Recipient List

You select a recipient list, including the names and addresses of members of the board of
trustees. Refer to Figure 3.28 as you complete Step 1.

a. Open w03h3Letter and save it as w03h3Letter_LastFirst.

b. Click the Mailings tab and click Select Recipients in the Start Mail Merge group.
c. Select Use an Existing List. Navigate to the location of your data files and double-click
w03h3Trustees.xlsx. With Sheet1$ selected, click OK.
d. Click Edit Recipient List in the Start Mail Merge group. Click w03h3Trustees.xlsx in the
Data Source box and click Edit. Click New Entry and add the following record, leaving the
Address 2 area blank.

e. Click OK. Click Yes. Click OK. You inadvertently left off one of the trustees, so you add
him to the data source.

Step 2 Edit a Data Source

You sort the records alphabetically by city and then by recipient last name. Refer to
Figure 3.29 as you complete Step 2.

a. Click Edit Recipient List in the Start Mail Merge group. Click Sort in the Refine recipient list
area of the Mail Merge Recipients dialog box. You open the data source in order to sort it.
b. Click the Sort by arrow, scroll down, and then click City. Ensure that sort order is
Ascending. Click the Then by arrow and click Last Name. Ensure that sort order is
Ascending. Click OK.
c. Scroll to the right to confirm that records are sorted by City. Scroll back to the left and
confirm that the two records with a city of Navarre (records 3 and 4) are also sorted by
Last Name. Click OK.

Step 3 Insert Merge Fields

Although the body of the letter will be the same for all recipients, you create merge fields
to accommodate variable data, including each recipient’s name and address. Refer to
Figure 3.30 as you complete Step 3.

a. Click after 2024 in the first line of the document. Press Enter twice. Click Address Block in
the Write & Insert Fields group. Note the address in the Preview area. Ensure that Insert
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 recipient’s name in this format, Insert company name, and Insert postal address are
selected. Click OK. The AddressBlock merge field is inserted, with double angle brackets
on each side, indicating its status.
b. Press Enter. Click Greeting Line. Click OK. A salutation is added, using the Greeting Line
placeholder.
c. Click Preview Results in the Preview Results group.
d. Select the first four lines of the address block, from Ms. Rebecca Hardin through Suite 10.
Click the Layout tab and remove any paragraph spacing shown in the Paragraph group.

Step 4 Complete a Merge

Now that you have inserted merge fields into the form letter, the letter is complete. You
will merge the main document with the data source so that each letter is personally
addressed and ready to be printed. Refer to Figure 3.31 as you complete Step 4.

a. Click the Mailings tab. Click Finish & Merge in the Finish group. Click Edit Individual
Documents. Ensure that All is selected in the Merge to New Document dialog box and
click OK. Scroll through the letters, noting that each address and salutation is unique to
the recipient. The main document and data source were merged to create a new
document titled Letters1 containing six letters. You will save the document.
b. Save the document as w03h3Merged_LastFirst and close the document.
c. Save and close w03h3Letter_LastFirst. Exit Word. submit:
w03h2Oakley_LastFirst
w03h3Merged_LastFirst

P2 and P3 of Assignment 2 Page 12 of 19 COSC 1701N W2024 Algoma University

CHAPTER 4: FORMATTING RESEARCH PAPERS, TRACKING DOCUMENTS, & ONLINE COLLABORATION

Page 310

1 Research Paper Basics

You have completed a draft of an analysis of the short story “A White Heron.” As a
requirement for the literature class in which you are enrolled, you must format the paper
according to MLA style, including citations and a bibliography. In addition, you will include
a cover page.

Step 1 Select a Writing Style, Format a Research Paper, Create a Source, and Include a
Citation
You will format the analysis of “A White Heron” in MLA style and include citations where
appropriate. Refer to Figure 4.11 as you complete Step 1.

a. Open w04h1Analysis and save it as w04h1Analysis_LastFirst.

b. Click the References tab and click the Style arrow in the Citations & Bibliography group.
Select MLA Seventh Edition. Select all of the document and apply the following MLA style
settings: Text is left aligned, Line spacing is 2.0 (or double), Paragraph spacing Before
and After is 0, Font is 12 pt Times New Roman, Margins are 1″ at the top, bottom, left, and
right, First line of all body paragraphs are indented 0.5″. (Select all paragraphs except the
report title, click the Dialog Box Launcher in the Paragraph group on the Home tab, click
the Special arrow and select First line.), and Report title (An Analysis of “A White Heron”)
is centered.
c. Insert a right-aligned header that includes your last name, followed by a space and a plain
page number. Make sure the page number is inserted as a field, not simply typed. Format
the header as Times New Roman 12 pt. Select Different First Page in the Options group
on the Header & Footer tab. Close the header or double-click in the body of the report.
d. Place the insertion point after the ending quotation mark and before the ending period in
Jewett’s notation in the first body paragraph (ending in straying about out-of-doors). Click
the References tab and click Insert Citation in the Citations & Bibliography group. Select
Add New Source. Click the Type of Source arrow and select Book Section. Complete the
citation as follows, but do not click OK after completing the source.

Author: Jewett, Sarah Orne

Title: A White Heron
Book Title: The American Tradition in Literature
Year: 2009
Pages: 531–537
City: New York
Publisher: McGraw-Hill

e. Click to select Show All Bibliography Fields. Scroll down and click in the Editor box and
type Perkins, George. Click Edit beside Editor. Type Perkins in the Last box. Click in the
First box and type Barbara. Click OK. Click in the Volume box and type 2. Click OK.You
have added a source related to a section of a book in which the short story is printed.
Because more than one editor was involved, you added two editor names.

P2 and P3 of Assignment 2 Page 13 of 19 COSC 1701N W2024 Algoma University

 f. Click after the word firm and before the ending period in the sentence that ends in Sylvia’s
conviction holds firm in the first paragraph. Click Insert Citation in the Citations &
Bibliography group and select Jewett, Sarah Orne to insert a citation to the same source
as that created earlier.

g. Place the insertion point after the ending quotation mark and before the ending period in
Hovet’s notation in the second body paragraph (ending in functions that are also present in
“A White Heron”). Add a new source, selecting Article in a Periodical as the source and
type:

Author: Hovet, Theodore R.

Title: Once Upon a Time: Sarah Orne Jewett’s ‘A White Heron’ as a Fairy Tale
Periodical Title: Studies in Short Fiction
Year: 2011
Month: Sept.
Day: 25
Pages: 63–68

You have to use single quotes for the title of the source because double quotes will
be added around the full title in the Bibliography.

h. Click to select Show All Bibliography Fields, set the Volume to 15 and the Issue to 1, and
then click OK.
i. Click Jewett’s parenthetical citation in the first body paragraph beside the words straying
about out-of-doors. Click the Citation Options arrow and select Edit Citation. Type 532 in
the Pages box. Click OK. You have added a page number to identify the source as
required by MLA writing style.
j. Edit the next citation in the first body paragraph (following the sentence that ends in
Sylvia’s conviction holds firm) to include page number 537. Click the only Hovet citation in
the second body paragraph. Click the Citation Options arrow and select Edit Citation.
Suppress the display of Author, Year, and Title, but include a Page Number of 63. Click
OK.
k. Save the document.

Step 2 Manage Sources and Create a Bibliography

Now that sources are cited and stored in the document, you will insert the bibliography at
the end. You will also explore the sharing of sources. Refer to Figure 4.12 as you
complete Step 2.

a. Click Manage Sources in the Citations & Bibliography group on the References tab. Note
that the sources you created in the previous step are shown in the Master List and the
Current List. They are available for use in other documents as well as in the current
document.

b. Click Close. Place the insertion point at the end of the document. Press Ctrl+Enter to
insert a page break. Click Bibliography in the Citations & Bibliography group and select
Works Cited. A bibliography is always included as a separate page at the end of the
P2 and P3 of Assignment 2 Page 14 of 19 COSC 1701N W2024 Algoma University
 document. Therefore, you inserted a page break before adding the bibliography. The
bibliography includes the heading Works Cited. The two sources you used in your analysis
are listed, although you may have to scroll up to see them.

c. Drag to select all text on the Works Cited page, including the heading Works Cited and all
sources. Change the line spacing to 2.0 (or double), the paragraph spacing Before and
After to 0, and the font to Times New Roman 12 pt. Select the Works Cited heading,
remove the bold format, and then center the line. The Works Cited page adheres to MLA
writing style guidelines.

d. Save the document.

Step 3 Create and Modify Footnotes

Footnotes are used to clarify statements or provide additional information. You identify a
couple of places in the paper where a footnote would be helpful. Because footnotes and
endnotes are mutually exclusive—you only use one or the other in a single paper—you
will not use endnotes. However, you know that the way in which endnotes and footnotes
are added is very similar. Having added footnotes, you will modify the style so that they
match the format of other text in the research paper. Refer to Figure 4.13 as you
complete Step 3.

A. Click after the quotation mark ending the first sentence in the last paragraph on page 1,
ending in as a Fairy Tale. Click the References tab and click Insert Footnote in the
Footnotes group. Type Dr. Theodore Hovet is a renowned researcher at the University of
Southern Colorado. (Include the period.). You inserted a footnote, numbered with a
superscript, providing additional information.
B. Scroll to page 2 and place the insertion point after the period ending the first sentence in
the first full paragraph on the page (ending in and a disguised villain). Click the Dialog Box
Launcher in the Footnotes group and click Insert. Type Grimm’s Fairy Tales is a classic
collection of such stories. (Include the period.). You inserted another footnote, numbered
sequentially after the first footnote. Using the Footnote and Endnote dialog box, you have
options to specify various choices, including numbering.
C. Right-click the footnote at the bottom of page 2 and click Style. Click Modify. Change the
font type to Times New Roman and the font size to 12. Click OK and click Apply. You
changed the footnote style for this document to include a font type and size that is similar
to the body text. The new format applies to all footnotes in the document.
D. Save the document.

Step 4 Create a Cover Page

As a final touch, you create a cover page with information related to the report title, your
name, the course number, and the current date. Although MLA writing style does not
require a cover page, Create a cover page so he can quickly identify each student
submission. Refer to Figure 4.14 as you complete Step 4.

a. Insert a page break at the beginning of the document and place the insertion point at the
top of the new blank page. Click the Home tab and click Center alignment in the
Paragraph group. Change the font size to 16 pt and font color to Black, Text 1. The
change in font and font color will apply to text that is to be typed in the cover page.
b. Press Enter five times. Type An Analysis of A “White Heron”. Press Enter three times and

P2 and P3 of Assignment 2 Page 15 of 19 COSC 1701N W2024 Algoma University

 type your first and last names. Press Enter three times again and type ENG 420. Press
Enter three times and type Dr. Rebecca House. Press Enter three times and type the
current date, as month day, year (e.g. March 10, 2024). Ensure that text on the cover page
is neither bold nor italicized. Select the text An Analysis of The White Heron, click Change
Case in the Font group on the Home tab, and select UPPERCASE. Although Word
provides predesigned colorful cover page choices, you design a more conservative cover
page to accompany the research report.
c. Save and close the document. Submit this file.

Page 324
2 Document Tracking
Your literature group submitted a draft copy of the analysis of “A White Heron.” Your
literature instructor, Mr. Carpenter, made comments and suggested some additional
editing before the paper is considered complete. Even at this early stage, however, he is
very pleased with your group’s initial analysis. In fact, he suggested that you prepare to
submit the paper to the campus Phi Kappa Phi Honor Society for judging in a writing
contest. He will provide a copy of the entry form in PDF format so you can have it on hand
when you submit the paper. Now, you will review his comments and changes and act on
his suggestions.

Step 1 Use Track Changes, Use Markup, and Accept Changes

Your instructor returned to you an electronic copy of the analysis with a few edits and
comments. You are ready to review the paper using track changes and markup and to
accept changes. Refer to Figure 4.23 as you complete Step 1.

a. Open w04h2WhiteHeron and save it as w04h2WhiteHeron_LastFirst.

b. Click the Review tab and change the markup to All Markup. Point to a section of text that
has been changed and note the author of the change. Click the Accept arrow in the
Changes group, and then select Accept All Changes and Stop Tracking. You have
accepted all remaining changes and turned off Track Changes. Comments are still
displayed.
c. Click the Display for Review arrow and click No Markup. The document looks completely
clean, without any markups or comments. Be reminded, though, that even though you
accepted all changes, any comments remain even though they are not visible.
d. Save the document.

Step 2 Add a Comment, View Comments, and Reply to Comments

You will review and reply to your instructor’s comments, make a few changes, and save
the document for final review and group collaboration later. Refer to Figure 4.24 as you
complete Step 2.

a. Click the Display for Review arrow in the Tracking group on the Review tab, and then
select Simple Markup. Ensure that Show Comments is selected in the Comments group.
Review the comments made by your instructor. In the Simple Markup view, you can also
display comments by clicking Show Comments in the Comments group.
b. Click the Reviewing Pane arrow in the Tracking group and select Reviewing Pane Vertical.
Review the comments shown in the Reviewing Pane. Close the Reviewing Pane (titled
Revisions). View the third comment balloon on the first page and note that you need to
add a citation. Click after the quotation mark and before the period in the sentence in the
P2 and P3 of Assignment 2 Page 16 of 19 COSC 1701N W2024 Algoma University
 last paragraph on the first page (ending with for the course of action). Add a new source
for the following book:
c. Type of Source: Book Section

Author: Propp, Vladimir

Title: Morphology of a Folk Tale
Year: 2004
City: New York
Publisher: Anniston

d. Scroll to the end of the document and click anywhere in the bibliography text. Click Update
Citations and Bibliography. You added a new source and updated the Works Cited page to
include the newly added source.
e. Point to the third comment on page 1 and click Resolve. You have addressed the
comment, so you marked it as resolved.
f. Scroll up and view the second comment balloon on page 1. Click before the word Although
in the sentence in the first body paragraph (that begins with Although wracked with guilt).
Type She is too tenderhearted to give up the heron family to the hunter. (Include the
period.) Press Spacebar. Point to the second comment on page 1 and click Resolve.
g. Point to the first comment on page and click Reply. Type Please check my revisions.
h. Save and close the document. Keep Word open for the next step. Submit this file.

Step 3 Work with a Pdf Document

You are ready to finalize the paper, and your instructor has let you know that you must
include an entry form with the submission. You are not on campus, so Mr. Carpenter
emailed the entry form as a PDF document. You will convert the form to Word and
complete it with your name and report information. You will then save it as a PDF
document for later submission. Refer to Figure 4.25 as you complete Step 3.

A. Click the File tab, click Open, click Browse, and then navigate to the student data files
folder. Change the type of files in the Open dialog box to PDF Files. Double-click
w04h2Entry.pdf to open the file. Click OK if warned that the conversion might take a while.
Word has converted the original PDF version of the entry form and opened it in Word so
you can modify it.
B. Click after Date and type today’s date in the month day, year format (as March 10, 2024).
Complete the remaining information, including your name, instructor’s name (Mr. Avery
Carpenter), college class (Sophomore), email ([email protected]), and An Analysis
of “A White Heron” as the report title.
C. Click the File tab and click Save As. Click Browse. Change the file type to PDF (*.pdf).
Change the filename to w04h2Entry_LastFirst.pdf. Browse to the location where you save
your assignments, ensure that Open file after publishing is selected, and click Save. You
saved the entry form you completed in Word as a PDF file for later submission with the
entry.
D. Close the PDF version of the completed entry form. Close the Word version of the entry
form without saving it. Submit the PDF file.

P2 and P3 of Assignment 2 Page 17 of 19 COSC 1701N W2024 Algoma University

 Page 336 [ THIS SECTION IS OPTIONAL ]

3 OPTIONAL - Online Document Collaboration [[ This Section is Optional, you are a

member of a group; you may fulfill it by collaborating with members of your
group.]]
Your literature group will finalize the analysis of “A White Heron” by collaborating on a few
last-minute edits online. Your instructor will assign you to work in a group of four students
to complete this Hands-On Exercise. A member of your group should be selected as the
group leader who will assume the task of posting and sharing the document. You will
work with a draft of the analysis of the short story, co-authoring the document online and
then addressing final comments with classmates in your group.

Step 1 Use Onedrive with File Explorer and Invite Others to Share (OPTIONAL)
You know that OneDrive provides storage space that can be accessed by others and can
be used as a backup. Therefore, you plan to use OneDrive to share the analysis of “A
White Heron” so that classmates can collaborate on the project. Your group leader will
save a copy of the analysis paper to their OneDrive folder on File Explorer. From that
point, changes made to the document can be synchronized with the online version stored
in OneDrive. Because coordinating schedules is difficult for group members, your group
decides to edit the document online. That way, each group member can work with the
document at any time from any location, while all group members can see edits that have
been made. Only the group leader should complete Step 1, sharing the document with
others in the group. Your instructor should assign your group a name, which will be
included in the name of the file that you submit. Refer to Figure 4.32 as you complete
Step 1.

Ensure that you have a Microsoft account and that the OneDrive folder displays in File
Explorer. Alternatively, you will be able to upload the file directly to your OneDrive space.

a. Open w04h1Analysis_LastFirst and save it as w04h3Analysis_GroupName to OneDrive,

first selecting or creating a folder in which to store it. Also save the file locally, perhaps in
the Documents folder. Close w04h1Analysis_LastFirst.
b. Double-click w04h3Analysis_GroupName from its OneDrive location in File Explorer to
open it. Click Share at the top right corner. (If using OneDrive in a browser, right-click
w04h3Analysis_GroupName and select Share.)
c. Type an email address of a group member, clicking a resulting address suggestion if
presented. Continue typing email addresses of group members. Type an optional
message and click Send.
d. Close w04h3Analysis_GroupName.

Step 2 Use Word for the Web (OPTIONAL)

Each team member should have received an email with a link to the shared document—
w04h3Analysis_GroupName. If an email is unavailable, they would have received a link
from the group leader that can be typed into a browser. Each person will access
w04h3Analysis_GroupName, reviewing and editing the report individually on his or her

P2 and P3 of Assignment 2 Page 18 of 19 COSC 1701N W2024 Algoma University

computer at any time. You do not have to access the report simultaneously, although that
is an option. Refer to Figure 4.33 as you complete Step 2.

A. Open a browser window and open your email account. Open the email with the shared link
and click Open. The document opens in Word for the web on your computer.
B. Type the Group Name assigned by the instructor to replace the first and last name on the
first line of page 2, unless another group member has already changed the name.
C. Divide the following tasks among group members, with each task completed by only one
team member (unless there are fewer team members than tasks; in that case, assign the
tasks as appropriate). As each group member completes a task, it is automatically saved.
These tasks can be done simultaneously and you will see indicators showing that
someone is currently editing the document as well.

Task 1: Remove the word On from the third sentence of the first paragraph on page 1,
and capitalize the word One, so that the sentence begins, One summer evening as Sylvia
is walking.

Task 2: Change the word components in the second sentence of the second paragraph to
facets.

Task 3: Change the word bribe in the last full paragraph of page 3 to convince.

Task 4: Change the word helpful to interesting in the last paragraph of the document.

D. Check the document for spelling errors. All authors’ names are correctly spelled, so ignore
flagged errors of names. Ignore any grammatical errors centered on punctuation or
capitalization. Correct any misspelled words.
E. Click Editing and Open in Desktop App to open the document in Word on your computer.
Click the File tab and select Save a copy. Navigate to the location on your computer where
you save your student files and click Save.
F. Exit Word. submit:

w04h2Entry_LastFirst.pdf
w04h2WhiteHeron_LastFirst
w04h3Analysis_GroupName

P2 and P3 of Assignment 2 Page 19 of 19 COSC 1701N W2024 Algoma University