Project – Sales Proposal Charity Auction
The sales proposal in this lesson is designed to persuade readers to donate items or volunteer their time for a charity auction. The proposal includes a colorful title page to attract the readers’ attention. To add impact, the sales proposal has a watermark of an auctioneer behind the text and graphics on each page. It also uses tables, a chart and a bulleted list to summarize and highlight important data.
Objectives:
At the completion of this lesson, the student will be able to …
Border and shade a paragraph Modify and format a Word table
Insert and format a SmartArt graphic Sum columns in a table
Insert a watermark Create a chart from a Word table
Insert a section break Add picture bullets to a list
Insert headers and footers Create and apply a character style
Draw a table Insert a Word document in an open document
1. Open a blank Word document and save it as “Charity Auction Title Page” (your last name) and password protect it.
2. Click the Show/Hide button on the Home tab to display the formatting marks
Creating a Title Page
To Change Theme Colors
3. Click the “Change Styles button” on the Home tab to display the change styles menu and click “Colors” to display the colors gallery (Note: this can also be done by going to the Page Layout tab and clicking “Themes”)
Click “Verve” in the colors gallery to change the document theme colors to Verve To Format Characters
4. Click the “Center Align button” to center the title
5. Change the font type to “TW Cen MT Condensed Extra Bold” using the font box arrow on the Home tab
To Add a Border to a Paragraph
8. Place the insertion anywhere in the title paragraph (Charity Auction) and go to “Home tab/ Paragraph group/ Borders button arrow” to display the “Borders and Shading Dialog box”
Click “Box” in the “Setting area”
Click the “Width box” and change the width of the border to 6 pts.
Click the “Color box arrow” and then click “Gray-50%, Text 2) which is the 4th color in the 1st row
Click “OK” To Add Shading to a Paragraph
9. With your pointer anywhere in the title paragraph, click “Home tab/ Paragraph group/ Shading button (paint bucket)” to display the shading color gallery
Click “Pink, Accent 2, Darker 25%” (6th color in the 5th row) to shade the current paragraph
NOTE: the text color changed to white. If you select a dark shading color, Word automatically changes the text color to white so that it is easier to read.
To Change Left and Right Paragraph Indent
NOTE: if you want the border and shading to start and end at a different location from the margins, change the left and right paragraph indents
10.Display the vertical and horizontal rulers using the “View tab/Show Hide group” or click the “View Ruler button” on the horizontal scroll bar, so that you can see the indent markers in relation to the margins.
Click the “Page Layout tab/Paragraph group” on the ribbon to display the Page Layout tab
With the insertion point in the paragraph to indent, click the “Indent Left box up arrow” three times to display 0.3” in the indent left box and adjust the paragraph left indent by 0.3”
To Clear Formatting
When you press “Enter” at the end of the first line, to the beginning of the second line on the title page, the border and shading are carried forward to line 2, and any text you type will be 72 point, TW Cen MT Condensed Extra Bold font. Perform the following steps to clear the formatting which applies the “Normal Style” to the rest of the text typed.
11.Position the pointer at the end of line 1 and click “Enter”
Display the “Home tab”
Click the “Clear Formatting button” (looks like an eraser) in the font group to apply the “Normal Style” at the location of the insertion point
SmartArt Graphics
To Insert a SmartArt Graphic
12. With the insertion point on the blank paragraph below the title
Click the “Home tab/ Center Align button” so the SmartArt graphic will be centered below the title
Display the “Insert tab”
Click the “Insert SmartArt Graphic button” to display the “Choose a SmartArt Graphic dialog box
Click “Process” on the left side of the dialog box to display the choices related to a process SmartArt graphic
Experiment with the various choices by pointing to them and looking at the results in the “preview box”
Click on the “Upward arrow” which displays a preview and a description of the Upward Arrow layout
Click “Ok” to insert the SmartArt graphic To Add Text to a SmartArt Graphic
You can enter text in the placeholder text in the SmartArt graphic or in the text pane. The text pane, which is a separate window that can be displayed next to the SmartArt graphic, has placeholder text that duplicates the text in the SmartArt graphic. The text that you enter in a placeholder wordwraps at the end.
To Change Colors of a SmartArt Graphic 16.Select the SmartArt graphic
Click the “Design tab (contextual tab)/ SmartArt Styles group/Change colors button”
Click “Colored Outline – Accent 5” in the Change Colors gallery to apply the selected color to the SmartArt
To Apply a SmartArt Style 17.Select the SmartArt graphic
Click “Design tab/SmartArt Styles group/More button” to expand the SmartArt Styles gallery
Place your pointer over the various styles to experiment with them
Go to the 3-D area, and click on “Polished” to apply that style to the SmartArt To Format Text Using the Mini Toolbar
18.Double-click the word “Sold” to select it
Using the mini toolbar, make it bold
Click the “font size arrow” on the mini toolbar and change the font size to 44 pts.
Click the “font color arrow” on the mini toolbar and change the font color to “Pink, Accent 2, Darker 25%”
To Format Characters and Modify Character Spacing Using the Font Dialog Box To format text at the bottom of the title page this is the theme of the proposal.
19.Position the insertion point on the paragraph mark to the right of the SmartArt graphic the press the “Enter” key to position the insertion point centered below the SmartArt graphic.
Type “Join us for this great cause!”
Select the sentence you just typed and open the “Font dialog box” on the Home tab
Click “Calibri” in the Font Type list and “Bold Italic” in the Font Style List
Change the font size to 48 pts.
Change the font color to “Pink Accent 2, Darker 25%”
Click “Shadow” in the Effects Area
Click the “Spacing box arrow” and click “Expanded” to increase the amount of space between the characters to 1 pt. which is the default
Click the “Spacing By box up arrow” until the box displays 5 pts. of blank space are displayed between each character
Click “OK” To Change the Case of Text
20. Select the sentence at the bottom of the page
Go to the “Home tab/ Font group/ Change Case button” to display the “Change Case gallery”
Click “Uppercase” to change the sentence to all caps
Press the “End key” to deselect the text and position the insertion point at the end of the document
To Zoom One Page
21.Click “View” on the ribbon to display the “View tab”
Click the “One Page button” on the “View tab” to display the entire page centered in the document window
To Create a Watermark
A “watermark” is text or a graphic that is displayed on top of or behind the text in a document. In this project, a picture of an auctioneer is displayed behind all text and graphics as a watermark.
22.Go to “Page Layout tab/Page Background group/Watermark button” to display the watermark gallery
Click “Custom watermark” to display the “Printed Watermark dialog box”
Click “Picture Watermark”
Click “Select picture” and navigate to the share drive and click on the picture of the auctioneer.
Click “Insert” and click “OK”
To change Spacing Above a Paragraph and Set Zoom Level
To make the text “Join Us For This Great Cause” stand out by positioning the text below the bottom of the auctioneer watermark.
23.With the insertion point in the paragraph to adjust “Join Us For This Great Cause”
Click “Page Layout tab/Paragraph group/Spacing Before”
Change the “spacing before” to 150 pts.
Use “Shift +F1” to reveal formatting
Inserting an Existing Document in an Open Document
Assume you already have prepared a draft of the body of the proposal and saved it with the file name “Charity Auction Draft.” You would like the draft to display on a separate page following the title page. Once the two documents are displayed on the screen together as one document you save this active document with a new name so that each of the original documents remains intact.
To Insert a Next Page Section Break
The next 2 pages of the document have a header but the title page does not. One way to specify different headers in a document is to divide it into sections
24.Place the insertion point at the end of the page after the exclamation point
Go to “Page Layout tab/Page Setup group/Breaks button”
Go to the “Section Breaks gallery” and click on “Next Page Section Break”
A new section is created and the insertion point jumps to page 2
NOTE: The watermark automatically appears on page 2 and on all other pages of the document. This is because a watermark is a page format that is automatically carries forward to subsequent pages.
To Clear Formatting
When you create a section break, Word carries forward any formatting at the location of the insertion point to the next section. In this project, the current paragraph has 150 points of spacing before the paragraph and the text is formatted the same as the last line of the title page.
25.Display the Home tab
With the insertion point positioned on the paragraph mark on the second page
Click the “Clear Formatting button” on the Home tab to apply the Normal style to the location of the insertion point
To Insert a Word Document in an Open Document
The next step is to insert the draft of the sales proposal at the top of the second page of the document. The draft is located wherever you save your documents (Pdrive)
26. Be sure the insertion point is positioned on the paragraph mark at the top of page 2 27.Go to “Insert tab/Text group/Object button”, click the arrow by the “Object button”
Click “Text from File” to display the “Insert File dialog box”
Navigate to the folder where you have your documents saved (P drive) and click on “Charity Auction Draft” to select the file name.
Note: When you insert a file in an open document, Word positions the insertion point at the end of the inserted document
Press “Shift + F5” to position the insertion point on line 1 of page 2, which was its location prior to inserting the new Word document
To Save an Active Document with a New File Name
28.“Save As” “Charity Auction Proposal” to give the complete document a new file name To Customize Theme Font Sets
Theme fonts are font sets that use one type of font for headings, and another type of font for the body text
29.Click “Home tab/Styles group/Change Styles arrow/Fonts”
Click “Create New Theme Fonts” to display the “Create New Theme Fonts dialog box”
Click the “Heading font box arrow”
Scroll to and then click “TW Cent MT Condensed Extra Bold”
Click the “Body font box arrow” and then click “Franklin Gothic Book”
Type “Charity Auction Proposal” as the name for the new theme font
Click the “Save button” in the dialog box to create the customized theme font with the name “Charity Auction Proposal” and apply the new heading and body fonts in the current document
To Delete a Page Break
30.Scroll to the bottom of page 2 to display the page break notation in the document window
Highlight the page break notation
Press the “Delete key” to remove the page break from the document To Cut Text
31.Scroll to the end of the document and select the words “very much”
Click the “Cut button” on the “Home tab” to remove the selected text from the document
To Go To A Specific Section
32.Go to the Status bar and click the “Page Number in Document” button
Click “Section” in the “Go to What” area
Type “2” in the “Enter section number” text box
Click the “Go To button” in the dialog box to position the insertion point at the beginning of section 2 in the document
Click the “Close button” in the dialog box
To Create a Header Different from the Previous Section Header
The next step is to instruct Word that the header and footer to be added should be in only the current (second) section of the document so that the header and footer do not appear on the title page.
33.Go to “Insert tab/Header and Footer group/Header button”
Click “Edit Header” to switch to the header for section 2
NOTE: If the header displays the tab, “Same as Previous,” in its lower-right corner, click the “Link to Previous” button on the “Design tab” to remove the “Same as Previous” tab, which means that the headers and footers entered in section two will not be copied to section 1.
To Insert a Formatted Header
Word provides several built-in preformatted header designs for you to insert in documents.
34.Click the “Design tab/Header and Footer group/Header button” to display the Header gallery
Experiment with the various header choices
Click the “Alphabet” header design to insert it into the header of section 2
Click the “Content Control” and type “FIFTH ANNUAL KNOLL SPRINGS CHARITY AUCTION” (ALL CAPS)
To Insert a Formatted Footer
35.Click the “Design tab/Navigation group/Go to Footer button” to display the footer in the document window
Click “Design tab/Header and Footer group/Footer button” to display the Footer gallery
Click the “Alphabet” footer design to insert the footer in section 2
To Format Page Numbers to Start at a Different Number
36.With your pointer in the footer area, click “Design tab/Header and Footer group/Page Number” to display the “Insert Page Number” menu
Click “Format Page Numbers” on the “Insert Page Number” menu to display the Page Number Format dialog box
Click “Start” in the “Page Numbering” area
Click “OK” to change the starting page number for section 2 to the number 1
Click the “Close Header/Footer button”
Editing and Formatting a Table
To Format Characters
37.Scroll to display the table in the document window
Select the table title “Auction Distribution for Selected Charities”
Bold the title and change the font color to “Pink, Accent 2, Darker 25%” To Format the Table in the Document
38.Delete the blank second column
Add a row to the bottom of the table
In the first cell of the new row, type “Total” To Sum Columns in a Table
39.Click in the cell to contain the sum (last row, 2nd column)
Go to “Home tab/ Data group/ Formula button”
Click “OK” to place the sum of the numbers in the column in the current cell
Press the “Tab Key” – Click the “Formula button” on the Home tab and click “Ok”
Press the “Tab Key” – Click the “Formula button” on the Home tab and click “Ok
To Apply A Table Style
40.Place the insertion anywhere in the table
Click the “Design tab”
Go to the “Table Styles Option group” (left side)
Be sure just these check boxes contain check marks in the Design tab: “Header Row” – “Total Row” – “First Column”
Click the “More button” in the “Table Styles gallery”
Click the “Colorful List” to apply the “Colorful List Style” to the table
To Border a Table
41.With the table still selected, go to “Design tab/Draw Borders group/Line Weight button”
Click “1 pt” in the “Line Weight” gallery
Go to “Design tab/Table Styles group/Borders button arrow”
Click “Outside borders” to add a 1 pt. border to the table
Deselect the table
Highlight the cells containing dollar amounts
Click the “Layout tab/Alignment group/Align top right button”
Charting a Word Table
To Chart a Table
Using Microsoft Graph: When you create a Word table, you can easily chart its data using an embedded charting program called Microsoft Graph. To create a chart from a Word table, the first row and left column of the selected cells in the table must contain text labels and the other cell in the selected cells must contain numbers. The table in this exercise meets these criteria.
42.Highlight the first 5 rows of the table (do not highlight the total row)
Click the “Insert tab/Text group/Insert Object button”
Click the “Object button” on the Object menu to display the Object dialog box
If necessary, click the “Create New tab”
Select “Microsoft Graph Chart” in the object type list
Click “OK” to start the Microsoft Graph program which creates a chart of the selected rows in the table
To Move Legend Placement in a Chart
In this step we will move the legend so that it displays below the chart instead of to the right of the chart.
43.Make sure the chart is highlighted
Right-click the legend in the chart to display a shortcut menu related to the legends
Click “Format Legend” on the shortcut menu
Click the “Placement tab” if necessary
Click “Bottom” in the Placement area
To Resize a Chart
44.Point to the bottom right sizing handle and drag to the right to resize the chart
The chart should stretch from the beginning of the word “For” at the beginning of the paragraph to the end of the word “buyer” in the first line
To Change the Chart Type
45.Right-click an area of white space in the chart to display a shortcut menu
Click “Chart Type” on the shortcut menu to display the Chart Type dialog box
If necessary click the “Standard Types” tab
In the “Chart Types list” select “Cylinder”
Click “OK”
To Exit Graph and Return to Word
46.Click anywhere outside the graph to close the Graph program and return to Word
Display the “Home tab”
Click the chart to select it
Click the “Border button arrow”
Click “Outside border” to place the same border around the chart that is around the table
Click the “Home tab/Paragraph group/Line Spacing button”
Click “Add Space Before Paragraph” to place a blank line above the chart
Deselect the chart
Working with Formats, Styles, and Bulleted Lists
To Create a Character Style
In this sales proposal, the auction categories at the beginning of the second, third, fourth, and fifth bulleted paragraphs are to have the same character format as the auction category at the beginning of the first bulleted paragraphs (bold and dark pink.)You could select each of the auction categories and then format them. A more efficient technique is to create a character style.
47.Go to the first bullet point on page 3 and highlight the formatted word “Art” (formatted in bold and pink font)
Right click the word “Art” and point to “Styles” on the shortcut menu
Click “Save Selection as a New Quick Style”
Type “Categories” in the “Name Text Box” as the name of the new style
Click the “Modify button” and then Click the “Style” type box arrow
Click “Character” so that the new style does not contain any paragraph formats
To Select Nonadjacent Text
The next step is to select the auction categories in the second, third, fourth, and fifth bulleted paragraphs so that you can apply the “Categories” style to the categories.
48.Drag through the first item to select “Electronics”
Hold down the CTRL key and drag through “Entertainment,” “Home and Garden,” and “Outdoor Equipment”
To Apply a Quick Style
49.Click “Categories’ in the “Styles Gallery” to apply the “Categories” character style to the current paragraph
To Customize Bullets in a List
50.Select all of the paragraphs in the bulleted list
Click the “Bullets button” arrow on the “Home tab” to display the Bullets gallery
Click “Define New Bullet” in the “Bullets gallery” to display the “Define New Bullet” dialog box
Click the “Picture button” in the “Define New Bullet” dialog box to display the “Picture Bullet” dialog box
Choose a bullet style of your choice and click “OK”
Drawing a Table
To Draw an Empty Table 51.Display the “Insert tab”
Click the “Table button” on the “Insert tab” to display the table gallery
Click “Draw Table”
Position the mouse pointer (which has a pencil shape) where you want the “upper left hand corner” of the table
Drag the pencil pointer downward and to the right until the dotted rectangle goes from the word “If” the right of the word “you” at the end of the paragraph and should extend about ½ inch below the watermark
52.Position the pointer on the top border of the table at about the letter “O” on the word “auction” above the table
Drag the pointer down to the bottom border of the table
Draw another vertical line starting at about the letter “e” in the word “outlined” above
Draw another vertical line starting at the letter “o” in the word “below” in the line above
53.Position the pencil pointer about ½ inch down on the first vertical line you drew and draw 3 horizontal lines that extend to the right border
NOTE: the second horizontal line should extend from the left border to the right border
To Erase Lines in a Table
54.Click the “eraser button” on the far right side of the “Design tab” (the mouse pointer changes to an eraser)
Erase part of the third horizontal line in the second column To Distribute Rows
Because you drew the table borders with the mouse, some of the rows may be varying heights. The following step spaces the row heights evenly.
55.Display the “Layout tab/Table group/Select Table button” to select the complete table
Click “Layout tab/ Cell Size group/ Distribute Rows button” to make the height of the rows uniform
To Single Space Table Contents
You want the data that you are going to enter into the cells to be single-spaced instead of 1.15 (the default)
56.Select the table and press “CTRL + 1”
57.Type data into the cells of the table using the data sheet provided (handout) To Display Text Vertically
58.Select the cells containing the words “Before Auction” and “During Auction” 59.Go to “Layout tab/Alignment group/Text Direction button” and click the “Text
To Resize Table Columns to Fit Table Contents
Each table cell should be as wide as the widest entry in the table
60. Place the insertion point in the table
Go to the “Layout tab/Cell Size group/AutoFit button”
Click the drop down arrow and click “AutoFit to Contents” from the AutoFit Menu
NOTE: the text in each cell will now be displayed on 1 line (Before Auction and During Auction were cut off in the first column-will be corrected in the next step)
To Change Column Width
61. Click the “View Ruler” button to display the horizontal and vertical rulers
Position the mouse pointer on the first “Move Table Column” marker on the ruler
Drag the “Move Table Column” marker rightward until the word “Auction” appears in the table cells (displayed vertically)
To Align Data in Cells
62. Select the cells containing dates and tasks
Click “Layout tab/Alignment group/Align Center Left button” to center the text vertically along the left edge of the cell
Select the cells containing the times
Click “Layout tab/Alignment group/Align Center Right button” to center the selected text vertically at the right edge of the cell
Add a Row to a Table and Merge Cells
The next stop is to add a row to the top of the table for the table title
63.Position the pointer anywhere in the first row of the table
Go to “Layout tab/Rows and Columns group/Insert Rows Above”
Highlight all of the columns in the first row (the row you just created)
To Enter and Format Text in a Cell
NOTE: The merged cell uses the formats that were in the leftmost cell, which means its contents are aligned vertically
64.With the first row of the cell still selected, click “Layout tab/Alignment group/Text Direction button” until the text is displayed horizontally in the merged cell
Click the “Align Center button” in the “Alignment group of the Layout tab”
Type “Volunteers Needed” as the table title To Shade a Table Cell
65.Place the pointer in the top cell of the table (the cell to shade)
Go to “Design tab/Table Styles group/Shading button arrow”
Apply the shading color “Gray-50%,Text 2, Lighter 60% To Format and Shade More Cells and Change Table Border Color
66.Highlight the table title “Volunteers Needed”
Make it bold
Change the font size to 20 point
Select the dates and make them bold
Shade the date cells Gray-50%, Text 2, Lighter 60%
Highlight the whole table and open the “Borders and Shading” dialog box
In the “Setting area” on the left, click “All” so that all borders will be formatted
Click the “Color box arrow” and click “Pink, Accent 2, Darker 25% to change the border colors in the preview area
Click “OK” and then deselect the table
To Change Row Height and Add a Blank Line Above a Paragraph
67.Click on the bottom border of the top row, and drag up just below the title text and then release the mouse button
Place the pointer in the last paragraph of the proposal
Press CTRL + 0 to add a blank line above the paragraph
