Office software What it does

Office programs all do different things, but in some respects they work in much the same way. These topics are fairly advanced.

Text style

See the section on advanced Word topics for information on text style.

Colour schemes

Colour schemes can be used in the most recent versions of Office programs, such as Publisher 98. These instructions are for Publisher 98, but the other programs work in a similar way.

Draw a shape, such as a rectangle. Then click on the paint can Fill icon. A menu will appear. If it says on it "scheme colors" then the program supports colour schemes. Draw six rectangles, and colour each one a different colour scheme colour. These colours will probably be black, blue, yellow, orange, grey and white.

Now click on "Format" then "Color scheme..." and choose a different colour scheme. You will see that it automatically changes the colour of the rectangles.

This is useful if you want a document to be colourful, and have a consistant scheme of colours, but are not sure what you want the colours to be yet.

You can also use scheme colours for fill effects (gradients) and text colour.

Drawing shapes and WordArt

These instructions are for Word, but other Office programs such as PowerPoint handle these in the same way.

You may see a toolbar looking like this: Drawing toolbar If not, go to "View", "Toolbars" then "Drawing".

You can see several buttons here, and you should be able to guess what a lot of them do. Try drawing some lines and other shapes, using the "Autoshapes", the line, arrow, rectangle and ellipse. There are a nice lot of Autoshapes to play with, and you will notice that some of them have little yellow diamonds (Autoshape modifier icon). Click on these diamonds and try moving them around, and you will see that they alter the shape.

One thing which is quite fun to do is to change the colour and appearance of these shapes. The paint can and paint brush change the fill and outline colours of the shapes. Try fill effects, they're fun.

To make a shape look 3D, first draw any shape. Fill it if you wish. Then click on the 3D icon 3D icon (don't click on the little arrow next to it). You will see a number of 3D shapes. Click on the one which is most like the 3D effect you want done on your shape. If you want to change it a bit, click on the 3D icon again, then choose "3-D Settings..." You can now rotate the shape, change its thickness, change its colour, and change how it reflects light. A 3D shape cannot have an outline.

You can make a shape have a shadow in much the same way. The shadow tool (Shadow icon) is next to the 3D tool. Again, you can choose one of the options you are given, and make changes using the "Shadow Settings..." A shape with a shadow can have an outline, but a shape cannot have both shadow and 3D settings.

The blue A (WordArt icon) creates WordArt effects. Click on this, and choose the one which is closest to what you want. You can change it later if you like. Click on OK, then choose your font and type in your text and click on OK again. You should see a toolbar appear, looking like this: WordArt toolbar Try the various buttons to see what they do. The fill options and 3D settings work in the same way as they did for the autoshapes.

Adding a drawing

A drawing, in programs such as Word, is a collection of the above objects, text frames, and bitmap images. To add a new one, click on "Insert", "Picture", "New Drawing". You can add shapes, etc. and format them in the same way is if they were in the main document. You can double click on a drawing to edit it, and click outside it to stop editing.

When not being edited, a drawing works in much the same way as a picture does. This means, for example, that some shadow effects can be applied to the entire drawing, but not all, and no 3D effects work. Outlines also do not work for the whole drawing.

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