Sometimes, in a report, we need to show
some data in two or more columns. If we use multi-columns, a reader can read it
quickly and easily. Moreover, we can effectively utilize the space of the document.
We are going to see how to format our annual report
like Picture A (Both the original and modified Report pages are given below).
 |
Picture A:
Multi-Column Presentation
|
Items that are presented in these pages are listed
below:
Items
|
Original Report
page
|
Modified Report
Page
|
Annexure D
|
Yes
|
Yes
|
Annexure E
|
Yes
|
Yes
|
Table A
|
Yes
|
Yes
|
Rectangle Shape
|
No
|
Yes*
|
* Rectangle Shape that is placed in the modified
report page gives the professional look, hence it is added.
Let’s start formatting, follow the steps given
below to achieve the same.
Step 1: Place your insertion point at the
beginning of the paragraph followed by the title ‘Annexure D: Forming Part of
the Director’s report’ (Refer Picture B)
 |
Picture B: Insertion
Point
|
Step 2: On Page Layout tab, in the Page
Setup group, click Break and then click Continuous (shortcut:
Alt + P + B + O). On click of this Continuous Section Break button, Word
will place a Section break in that point. But we cannot see the section break
in print layout view. To see the section break that we have inserted, we have
to change the view as Outline Layout view.
To change view to
Outline layout, on View tab, in the Document Views group, click Outline
(Shortcut: Alt + W + U). You can see the section break (refer Picture C).
 |
Picture C: Section
Break (Continuous)
|
Now change the document view as Print Layout View
(Shortcut: Alt + W + P), if you had changed the view as Outline View.
To know more about Section Breaks, refer post How to use breaks to format the reports?
Step 3: On the Page Layout tab, in the Page Layout
group, click Columns and click Two (Shortcut: Alt + P + J). Word will
split the entire document into two columns.
Step 4: Now we have to place two continuous
section breaks, one in front of ‘Annexure E: Forming part of directors report’
and the other one at the beginning of the paragraph next to the title ‘Annexure
E: Forming part of directors report’ (refer Picture D).
 |
Picture D: Two
Continuous Section Breaks
|
Step 5: Place the insertion point in front
of ‘Annexure E: Forming Part of the Directors Report’. On the Page Layout
tab, in the Page Setup group, click Columns and click One
(Shortcut: Alt + P + J + Enter).
Step 6: Center the titles (i.e. ‘Annexure D:
Forming Part of the Directors Report’ and ‘Annexure E: Forming Part of the
Directors Report’). Increase the font size and change the font color (you may
apply built-in Heading Styles (Shortcut: Alt + H + L). Now your report page will
look like the below image (refer Picture E)
 |
Picture E: Text
Center aligned report page
|
Step 7: Apply any built-in style to the table. To apply the
style, click anywhere inside the table, on Design tab, in the Table
Styles group, select any table style (Shortcut: Alt + JT + S).
Step 8: Select the entire table; Click and drag the table and move
handle in the middle of the two columns; place the table between two columns
(refer Picture F)
 |
Picture F: Table Move
Handle
|
Step 9: Insert a rectangle shape and place
it in the right corner of the page (make sure, the shape should be placed behind
the text). Select the shape, on Format tab, in the Arrange group,
click Text Wrap and click Behind Text’ (shortcut: Alt + JP
+ TW + D).
Step 10: Add text in the rectangle shape,
change the text direction and increase the font size.
To add Text: Select the shape, right click your
mouse, click edit Text and add text
To change the text direction: select the text or
shape, on Format tab, in Text group, click Text Direction
and select the text direction (Shortcut: Alt + JD + AX).
The final output will look like the image given
below (refer Picture G)
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Picture G: Final
Output
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Related Posts:
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How to create Table of Contents of your report – Click Here
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