In this video, learn how to set up columns in a document and apply columns to existing portions of text, choosing from preset column settings, including the number of columns, widths, and spacing, as well as how to customize your own column settings.
- [Instructor] If you've ever picked up a newspaper or a magazine and started flipping through the pages, you probably noticed text is broken up into multiple columns. There's a reason for this. The eye can get very tired going all the way from the left side of the page to the right, back to the left, then right, working your way down the page. By breaking up text into columns, the eye doesn't have to travel as far, you don't get as tired, you can read more, and that's what we're going to explore in this movie. Continuing with our Tech Connect document, but I want you to close up what you're working on and open up this version, Tech Connect0404.
As you scroll down, you'll see, I've added some additional text for you, so you don't have to type it in. A new heading, In this Issue. You can see I've added some topics and a number, pressing Enter to work my way down to add those topics. Some quotes, some contact information, another heading, and then we have some more paragraphs of text. So, it might look nice if, not the entire document, but part of it was broken up into two columns, starting at In This Issue. If we were to go, say, all the way down to the end of the email and then start Just Droning Around up at the top right-hand side in a second column, maybe a wider right column than left, that would look good.
Be easier to look at, easier to read. Let's do that. If we're going to apply columns to a portion of our document, we first need to select that portion. So, let's go up to In This Issue, just left of the I in In, click and drag down, and as you drag down, you'll scroll all the way down to that third page at the end of the word children, including the period, release. So, that's the content we wanna put into columns. Next, we go up to Layout.
By going up to Layout, you'll see there is a Columns drop-down with some presets, give it a click. One is already selected, we're working with a single column that uses the left and right margin, but there are some presets here to split it up into two equal columns. There's three equal columns. There's also one called Left that gives you a narrow left column, a wider right column, and then Right gives you the exact opposite. But you can customize exactly what you need by going to More Columns, click there.
Now, from here, you'll see those same presets. There's Two, Three, a better look at what Left would look like, and Right. I think Left is going to apply to us, although the measurements may need some tweaking. Let's go to Left and click there. You can see what that gives us, two columns. Now, we can change the number of columns using these arrows. Here's three, four. I'm gonna go back down to two, and you can see the default setting. Working from our left margin to the right gives us just over 2.1567 inches on the width of the left column, half an inch in between, and almost five inches on the right.
So, in other words, it's not equal columns, but we could choose equal columns using this checkbox or one of the presets, and it will be applied to the selected text as opposed to the whole document. We can even put a vertical line in between those columns by clicking the checkbox here for Line between. And I don't think we need it in our particular scenario, so let's deselect it and go back to these settings. If we wanted to, we can make adjustments. Maybe the width here needs to be a little bit bigger on the left.
Let's take out the 0.17 and type in a two. Now, when you hit your Tab key, you can see the spacing at a half inch stays the same. Now the right margin is not quite as wide as it was before. That might work out nicely, let's click OK. Now you can see what happens, we have a couple of different columns. Click in the background. As we scroll down In This Issue, we get down to Contact Us and it looks like the next heading, Just Droning Around, is kind of on its own down here and it should be up here at the top of the next one.
So, that's where putting a break in will help us align our content. When you put a page break in to go from one page to the next, you can see new content starts on the next page. With columns, we can do the same thing. It's called a column break. And we want the new column to start with Just Droning Around. So, by clicking in front of the J in Just, we can go back up to our ribbon with Layout selected, and you'll see right below it, Breaks, click there.
There's your page break, but what we want is a column break. Go ahead and click Column. Now Just Droning Around shows up at the top of column two and everything makes much better sense, the way we're reading it. Let's click inside Just Droning Around. I think that should actually look different. Let's go up to our Home tab and apply the Heading 2 style that we used in a previous movie. That looks good. Click in the background and we're done. So, at any time, you can create multiple columns for your document.
The whole document if you wanted to or just a portion that you've selected, as we've done. Makes it a lot easier to look at, easier to read, and more appealing to your readers.
- Explain how to save a new document.
- Distinguish between Cut, Copy, and Paste and describe how to use them.
- Describe how to change font formatting.
- Cite how to adjust line spacing.
- Explain the advantages of columns and how to use them.
- Summarize the purpose of headers and footers, and describe how to use them.
- Describe how to create a numbered list.