Exercise 2 - Editing and creating styles

The idea of these exercises is get to know of existing styles. You also learn how to edit style properties and how to create new styles needed by document structure. It will be useful if you get familiar with the things before the exericise-meeting!

Following text processing exercises are designed especially for Microsoft Word program. Remember that menus can be little different if you use other programs.

1. Open the document edited by you in previous exercise into the Word. If you can't find your document you can use the example document.
2. Edit the document´s Normal-style so that it includes following properties:

   Normal (finn. Normaali)

   • Paragraph font is Times New Roman and font size is 12 pt.
   • Paragraph language is Finnish.
   • Paragraph is justified in both edges.
   • Paragraph´s line spacing is 1.
   • Spacing is 6 pt before the paragraph and 6 pt after that.
   • Set the Paragaraph´s widow/orphan control on. So that single lines won´t go to next page.
   • Text level is body text so it won´t be included to the table of contents.
   • Shortcutkey of style is CTRL+0.

   Style properties look like next in Word:

   Normal (finn. Normaali)
   Font: Times New Roman, 12 pt, Finnish, Justified, Line spacing single,
   Space before 6 pt after 6 pt, Widow/orphan control, Body text
   
   (finn. Fontti: Times New Roman, 12 pt, Suomi, Molemmat reunat, 
   Rivinväli 1, Väli ennen 6 pt jälkeen 6 pt, 
   Leski- ja orporivien esto, Leipäteksti)
   

3. Next you have to create a new base-style for the heading styles. All common properties of headings are defined in basic-style. You get benefit from using basic-style when you change the headings.

   Heading (finn. Otsikko)

   • Following paragraph style is defined as Normal-style.
   • Paragraph font is Verdana, font size is 18 pt and font is Bold.
   • Paragraph language is finnish.
   • Paragraph justification is center.
   • Paragraph line spacing is 1.
   • Spacing before the paragraph is 18 pt and after 6 pt.
   • Set Widow/orphan control on so that single lines won´t go to next page.
   • The paragraph is kept with next paragraph. So the heading moves also to next page when page changes.

   Style properties look like next in Word:

   Heading
   Style for Next Paragraph: Normal
   Font: Verdana, 18pt, Bold, Finnish, Centered,
   Line spacing single,  Space before 18 pt after 6pt, 
   Widow/Orphan control, Keep with next
   
   (finn. Heading
   Seuraavan kappaleen tyyli: Normaali 
   Fontti:  Verdana, 18 pt, Lihavoitu, Suomi, Keskitetty,   
   Rivinväli 1, Väli ennen 18 pt jälkeen 6pt, 
   Leski ja orporivien esto, Sido seuraavaan)
   

4. Edit heading styles of the document so that there is only left properties found from following list. The property seems to disappear because style properties will be inherited from base style.

   Heading1 (finn. Otsikko1)

   • Base the style on (finn. Perusta) Heading-style, not on Normal-style.
   • Style of next paragraph is defined with Normal-style.
   • All characters of paragraph are written with capitals.
   • Make page break before style. And that will move headings to the top of next page.
   • Paragraph level 1 so paragraph is like first level heading (H1) in the table of contents.
   • Shortcutkey of style is CTRL+1.

   From following list you can check that your properties of style are right.

   Heading 1 (finn. Otsikko1)
   Style for Next Paragraph: Normal
   Heading + All caps, 
   Page break before, Level 1,
   Shortcutkey: CTRL+1
   
   (finn. Seuraavan kappaleen tyyli: Normaali 
   Otsikko + Isot kirjaimet 
   Sivunvaihto ennen, Taso 1,
   Pikanäppäin: CTRL+1)
   

   Heading2 (finn. Otsikko2)

   • Base the style on (finn. Perusta) Heading-style, not on Normal-style.
   • Style of next paragraph is defined with Normal-style.
   • Font size is 16 pt.
   • Spacing before the paragraph is 12 pt.
   • Paragraph level 2 so paragraph is like second level heading (H2) in the table of contents.
   • Shortcutkey of style is CTRL+2.

   Style properties look like next in Word:

   Heading 2 (finn. Otsikko2)
   Style for Next Paragraph: Normal
   Heading + Font: 16 pt, 
   Space before 12 pt, Level 2,
   Shortcutkey: CTRL+2
   
   (finn. Seuraavan kappaleen tyyli: Normaali 
   Otsikko + Fontti:  16 pt, 
   Väli ennen 12 pt, Taso 2)
   

   Heading3 (finn. Otsikko3)

   • Base the style on (finn. Perusta) Heading-style, not on Normal-style.
   • Style of next paragraph is defined with Normal-style.
   • Font size is 14 pt and font is not Bold.
   • Spacing before the paragraph is 12 pt and 3 pt after the paragraph.
   • Paragraph level is 3 so paragraph is like third level heading (H3) in the table of contents.
   • Shortcutkey of style is CTRL+3.

   Style properties look like next in Word:

   Heading 3 (finn. Otsikko3)
   Style for Next Paragraph: Normal
   Heading + Font: 14 pt, Not Bold, 
   Space before 12 pt after 3pt,Level 3
   
   (finn. Seuraavan kappaleen tyyli: Normaali 
   Otsikko + Fontti:  14 pt, Ei lihavointia  
   Väli ennen 12 pt jälkeen 3, Taso 3)
   

5. Try to change the font of Heading (finn. otsikko)-style (finn. tyyli) into another. The change should be effected all Heading styles at the same time.
6. Edit the properties of numbered list into the document by using following properties. You don´t have to use list style in any document. You can try how the style works inside some text paragraphs.

   List Number (finn. Numeroitu luettelo)

   • Base the style on Normal-style.
   • Style of following paragraph is defined as List Number-style.
   • Indentation from left 1 cm and hanging indentation 1 cm in first line.
   • Spacing before the paragraph is 3 pt and after paragraph 3 pt.
   • List numbered to the list items.
   • Tabs 2 cm and no other tabs.
   • Shortcutkey of style is CTRL+N.

   Style properties look like next in Word:

   List Number (finn. Numeroitu luettelo)
   Normal + Indent: Left 1 Hanging 1 cm, 
   Space before 3 pt after 3 pt,
   Numbered, Tabs: 2 cm
   
   (finn. Normaali + Sisennys: Vasen 1,0 cm Riippuva 1,0 cm,
   Väli ennen 3pt jälkeen 3pt, 
   Automaattinen numerointi, Sarkaimet: 2 cm)
   

7. Create next some new styles. Next there is a short list of styles needed and properties included to styles. The layout of styles may not look like same as in model-document. Remember to save your document often enough!

   Code (finn. Koodi)

   • Based the style on Normal-style.
   • Style of next paragraph is defined as Code-style.
   • Paragraph font is Courier New and font size is 10 pt.
   • Indentation from left is 0,5 cm and from right 0,5 cm.
   • No spacings into other paragraphs.
   • Use solid border for every side of paragraph and set line thickness to 1/2 pt.
   • Shortcutkey of style is CTRL+K.

   Style properties look like next in Word:

   Code (finn. Koodi)
   Style for Next Paragraph: Code
   Normal + Font: Courier New, 10 pt, 
   Indent: Left 0,5cm Right 0,5cm, Space before 0 pt after 0pt, 
   Border: Top        (Single solid line, 1/2 pt Line width), 
           Bottom     (Single solid line, 1/2 pt Line width), 
           Left       (Single solid line, 1/2 pt Line width), 
           Right      (Single solid line, 1/2 pt Line width)
   
   (finn. Seuraavan kappaleen tyyli: Koodi
   Normaali + Fontti: Courier New 10 pt,
   Sisennys: Vasen 0,5m Oikea 0,5cm, Väli ennen 0pt jälkeen 0pt,
   Reuna:  Ylhäällä(Yksinkertainen, 1/2 pt Viivan leveys),
           Alhaalla(Yksinkertainen, 1/2 pt Viivan leveys),
           Vasen(Yksinkertainen, 1/2 pt Viivan leveys),
           Oikea(Yksinkertainen, 1/2 pt Viivan leveys))
   
   

   Important

   • Base on Normal-style.
   • Style for next paragraph is defined as tarkea_asia.
   • Paragraph font is Bold and red.
   • Shortcutkey of style is CTRL+Ö.

   Style properties look like next in Word:

   important
   Style for Next Paragraph: major_thing
   Normal + Font: Bold,
   Font color: Red,
   Shortcutkey: CTRL+Ö
   
   (finn. Seuraavan kappaleen tyyli: tarkea_asia
   Normal + Fontti: Lihavointi,
   Fontin väri: Punainen, 
   Pikanäppäin: CTRL+Ö)
   

   URL

   • Mark-style based on default font of paragraph.
   • Font is Courier New and font size is 10pt.
   • Shortcutkey of style is CTRL+U.

   Style properties look like next in Word:

   URL
   Default Paragraph Font + Font: Courier New, 10pt
   
   (finn. Kappaleen oletusfontti + Fontti: Courier New, 10pt)
   

8. Where you can use the styles in document edited by you?
   What is the diffrence between URL-and Code-style?
   
9. Use your new styles at the document so that virus-document will be structurally as much as possible like in original document. Learn to use shortcutkeys defined by you at the same time. Remember to save your document!
   
   

10. Insert a table of contents (finn. Sisällysluettelo) at the begin of the document . It is worthwhile to choose one of the document templates (finn. Asiakirjamalli) as a source of table of contents to be added. Then it is possible to save format (finn. Muotoilu) of table of contents to previously selected document template. Check all other cell-formats!

    When you have inserted the table of contents change the layout of table of contents by using styles. Contents styles are numbered as TOC ? (finn. Sisluet ?) according to Level of table of contents. Style changes should be seen directly in table of contents.

11. Change the pagination of headings by inserting page breaks into document. Inserting page breaks can be done by selecting Insert | Break | Page Break (finn.Lisää | Vaihto | Sivun vaihto) or by using shortcutkey CTRL+ENTER.

    Update the table of contents again by using right mouse button. You can also update fields of table of contents with F9-button when table of contents is active. Remember to save your document!

12. Insert an Index (finn. Hakemisto) in the end of document. When you insert the index you have to do following things:
    • At first mark words that you want to add into the index. Mark at least 10 different words for index keywords. That way you can get some kind of idea for index layout and function.
    • After marking the words insert the index. It is wortwhile to choose one of the document templates (finn. Asiakirjamalli) as a source of formats of index to be added. Then it is possible to save format (finn. Muotoilu) of index to previously selected document template. Check all other cell-formats!

    After inserting the index mark some new words into index. Update the index after marking the words! Updating the index can be done same way as updating the table of contents.

    If you want to change the layout of index change Index (finn. Hakemisto)-styles.

13. Insert some footnotes (finn. alaviite) into your document. Find out right points for making footnote. Try also what´s the difference between footnote and endnote (finn. loppuviite).
14. Insert some cross-reference (finn. ristiviite) on heading text. Try how the cross-reference works by changing some heading. You must update cross-references as same way as table of contents and index are updated.

Extra exercises

On following exercises you will edit previously edited and created styles so that you can produce transparencies from exicting material very quickly.

1. Save the macrovirus-document as Transparency.doc.
2. Change existing styles made by you so that it is easy to produce tranparencies from existing material. Save styles into Transparency.doc -directory. Next there is a brief regulation about it:
   • Text written with Normal-style won´t be taken into tranparencies so you must hide (finn. piilotettu) them.
   • Take only headings, lists, codes and important points of document into tranparency.
     • Notice that when you hide paragraphs made with Normal-style also lists, code and important are hidden because those styles are inherited directly from Normal-style.
     • Would it be possible to prevent the paragraph hidden by creating new base- style?
     • When you make transparencies the text font and spacings have to be considerably bigger as in normal document. Make changes to needed into styles.
   • Layout of transparencies can be easily looked in Print Preview (finn. Tulostuksen esikatselussa).
3. Save the document into U-disk drive so you can use it at the next time. Style definitions that you´ll make in next exercises will be moved into separate template. After that you can produce tranparencies from exicting document very easily and quickly just changing the template.