Unit 2: Creating and Formatting Documents
In this unit, we explore how to use Microsoft Word and Google Docs to create new documents and documents based on templates. We review the different commands used to format documents, and introduce options for saving and printing documents. As with the previous unit, we encourage you to open up your version of Microsoft Word or Google Docs to follow along with the tutorials. This will help you learn as you practice creating and formatting documents.
Completing this unit should take you approximately 2 hours.
Upon successful completion of this unit, you will be able to:
- create a new blank document in Microsoft Word and Google Docs;
- create documents in Microsoft Word and Google Docs using templates;
- use commands such as font, bold, italics, and underline to format text;
- use themes and colors to change the look of a document;
- save and print documents;
- insert images into documents; and
- share a document using Google Doc's sharing tools.
- create a new blank document in Microsoft Word and Google Docs;
2.1: Creating Documents
Now that we have looked into the basic Microsoft Word and Google Docs environment, let's explore how to create a new document. In this section we demonstrate how to use commands to change the font style, such as bold, italics, and underline, and how to save and print your work. We also discuss how you can use themes and colors to change the overall look of your document.
Watch this video to learn the basics of how to create a new document in Microsoft Word, add text, and use basic formatting such as bold, italics, and underline.
Watch this video to learn how to create a document in Google Docs, and for a quick tutorial of basic formatting tools, such as how to change the font size of text; add headings, titles, and subtitles; create links to other pages; and rename your document. An advantage of Google Docs is that it saves your work while you are typing and you can review past versions of your document.
2.2 Using and Creating Document Templates
A template is a pre-designed document you can use as a starting point to create your own document. When you open the template, the fonts, styles, margins, and paragraph settings are already set. For example, one template might include all the formatting elements of a standard business letter, which you would then modify to fit your needs. You can also create your own templates to use later, such as when you need to create the same kind of document over and over.
Watch this video to learn how to use and create templates in Microsoft Word. A variety of templates are available, such as for business letters, resumes, and newsletters. You also can save your edits to create your own new template which you can use later. Microsoft Word and Google Docs have document elements you can insert into your template that update automatically, such as the date or time.
Watch this video to learn how to find, use, and create templates in Google Docs.
Watch this video to see the gallery of templates available in Google Docs. Note that after timestamp 2:13 this video also looks at some templates in two other Google products, Google Sheets and Google Presentation.
2.3 Basic Tools
Let's dive in and look at several ways to save and print a document, some simple editing tools, how to insert and resize an image, and how to share documents with Google Docs. Microsoft Word and Google Docs make it easy to create and edit documents that look professional and are easy to read.
Note that while some of these videos present commands or features of Google Docs or Microsoft Word, both programs share most of these same basic commands.
Watch this video to learn about the difference between the Save and Save As commands, which you can use to replace or create new versions of your document.
Watch this video to learn how to print a document or a portion of a document.
Watch this video to learn how to insert and resize images you have saved on your computer into Google Docs.
Watch this video to learn how to insert, move, and resize images and pictures in Microsoft Word.
This video demonstrates two ways to share documents you create in Google Docs with someone else. Google offers different types of sharing permissions so you can simply allow your work colleagues to view your materials, or you can offer editing permissions so you can all insert comments and suggest edits to collaborate on a single document.
2.4. Basic Formatting Commands
Formatting refers to the appearance of a document. A confusing layout can be frustrating to read and difficult to understand. Documents that are organized and properly formatted are not only easier to read, but you probably want to highlight the data and information you want your audience to see clearly. For example, you may want to showcase how you and your team were able to achieve a difficult sales goal. In this section, we demonstrate how to use Microsoft Word and Google Docs to format documents as you want them to appear.
As we noted in the previous section, while some of these videos present commands or features of Google Docs or Microsoft Word, both programs share most of these same basic commands.
Watch this video to learn about some basic Microsoft Word tools you can use to change the format your text, such as font size, bold, italics, strikethrough, subscript, superscript, and underline.
Watch this video to learn how to use colors, fonts, and themes to change the appearance of your document.
Watch this video to learn how to use Microsoft Word's character spacing options.
This video demonstrates how to use style commands to easily change the appearance of the text in your document. This formatting technique which is available in Google Docs and Word is especially useful when you create multi-page documents. Your materials will look more organized and are easier-to-read when the font type and spacing for each different level of header shares the same style.
Watch this video to learn some techniques for organizing multi-page Microsoft Word documents, such as using different types of headings, a table of contents, headers, and page numbers. We explore headers and footers in more detail at the end of Unit 3.
While this tutorial is intended to prepare teachers who plan to use Google Docs to share materials and editing commands with their students, the principles apply to the workplace as well.
This tutorial reviews advanced Google Docs features for making documents more visually appealing, such as adding new fonts to your toolbox, inserting media and tables, and using Google's explore panel to find additional resources.