© Paradigm Publishing Inc. WORD CREATING AND EDITING A DOCUMENT Section 1

© Paradigm Publishing Inc.

WORD

CREATING AND EDITING A DOCUMENT

Section 1


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Skills

• Complete the word processing cycle

• Move the insertion point

• Insert, replace, and delete text

• Scroll and navigate in a document

• Select and delete text

• Use Undo and Redo

• Check the spelling and grammar in a document

• Use AutoCorrect

• Use Thesaurus


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Skills

• Change document views

• Use the Help feature

• Preview a document

• Print a document

• Insert the date and time

• Insert a signature line

• Insert Quick Parts


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Skills

• Close a document

• Create a document using a template

• Create and rename a folder

• Save a document in a different format


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• At Windows desktop, click Start, point to All Programs, point to Microsoft Office, then click Microsoft Office Word 2007.

• At Word document screen, identify features by comparing your screen with one shown.

scroll boxribbon

Completing the Word Processing CycleACTIVITY

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Office button

Status bar

verticalscroll bar

tabs

Taskbar

vertical ruler

Quick Access toolbar

Horizontal ruler

Insertion point

I-beam pointer


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Screen Features and Descriptions

• Office button displays a list of options and most recently opened documents

• Quick Access toolbar contains buttons for commonly used commands

• Title bar displays document name followed by program name

• ribbon contains tabs and commands divided into groups

• horizontal ruler is used to set margins, indents, and tabs

• vertical ruler is used to set top and bottom margins


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Screen Features and Descriptions

• I-beam is used to move insertion point or to select text

• insertion point indicates location of next character entered on keyboard

• vertical scroll bar is used to view various parts of document

• Status bar displays number of pages and words, View buttons, and Zoom slider bar


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Completing the Word Processing Cycle

• Type First Choice Travel, hold down Shift, press Enter, then release Shift.

• Type Los Angeles Office, then press Shift + Enter.

• Type Travel Package then press Enter.

• Type remaining text as shown.

ACTIVITY1.1

First Choice TravelLos Angeles OfficeTravel Package

Are you spontaneous adn enjoy doing something on a moment's notice? If thisdescribes you, then you will be interested in First Choice Travel Moment’sNotice Travel Package. For teh low price of $599 you can fly from New York toLondon on a four-day stay. The catch to this incredible deal is that you mustmake your reservations within the next week and complete your London staywithin thirty days.

AutoCorrect will automaticallychange these to “and” and“the”.


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Completing the Word Processing Cycle

• Save document by clicking Save on Quick Access toolbar.

• At Save As box, make WordS1 folder on your storage medium active, type WordS1-01 in File name box then press Enter or click Save.

• Print by clicking Quick Print on Quick Access toolbar.

• Close by clicking Office and clicking Close.

ACTIVITY1.1

WordS1-01


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• In Word, click Open button on Quick Access toolbar.

• At Open box, make WordS1 folder on your storage medium active and double-click FCTVacationSpecials.docx.

• Click Office and click Save As.

• At Save As box, typeWordS1-02 in File name boxand press Enter.

Moving the Insertion Point; Inserting, Replacing, and Deleting Text

ACTIVITY1.2

WordS1-02


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• End key moves insertion point to end of line

• Home key moves insertion point to beginning of line

• Pg Up key moves insertion point up one screen

• Pg Down key moves insertion point down one screen

• Ctrl + Home move insertion point to beginning of document

• Ctrl + End moves insertion point to end of document

Insertion Point Keyboard Control


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• Position mouse pointer at beginning of paragraph, then click left mouse button.

• Press Up, Down, Left, and Right arrow keys.

• Press Ctrl + Home, click at beginning of paragraph Sign up today for… , then type Ocean Vista Cruise Lines announces the inaugural voyage of the Pacific Sky ocean liner.

• Press spacebar once after typing period.

ACTIVITY1.2


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• Press Crtl + End to move insertion point to end of document, then click on any character in last sentence.

• Press Backspace until insertion point is at left margin then press Delete to delete remainder of sentence.

• Click Save on Quick Access toolbar.

ACTIVITY1.2


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Scrolling and Navigating in a Document

• Open WordS1-02.docx, press Crtl + Home to move insertion point to beginning of document.

• Position mouse pointer on down arrowon vertical scroll bar, click left mousebutton several times.

• Position mouse pointer on vertical scrollbar then click left mouse buttonseveral times.

• Position mouse pointer on scroll box onvertical scroll bar, hold down left mousebutton, drag scroll box to top of verticalscroll bar and release.

ACTIVITY1.3


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• Click Select Browse Object in lower right corner of screen, then click Go To.

• At Find and Replace box, select Go To tab, type 2 in Enter page number box, press Enter and Close.

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• Click Previous Page button .

• Click Next Page button .

• Press Ctrl + Home to moveinsertion point to beginningof document.


ACTIVITY1.3


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Selecting and Deleting Text;Using Undo and Redo

• Open WordS1-02.docx, position mouse pointer on Behold and double-click left mouse button.

• Type View.

• Move insertion point to beginning of Glacier, press F8 key, then press Right Arrow key until Glacier Bay and is selected.

• Press Delete.

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• Position mouse pointer on any character in first sentence Ocean Vista Cruise Lines announces …, hold down Ctrl, click mouse button then release Ctrl.

• Press Delete.

• Click Undo on Quick Access toolbar.

• Click Redo on Quick Access toolbar.

ACTIVITY1.4


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• Position mouse pointer between left edge of page and first line of text in second paragraph until pointer turns into arrow pointing up and right.

• Click left mouse button then deselect text by clicking in document outside selected area.


ACTIVITY1.4


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Selecting with the Mouse

• To select a word, double-click.

• To select a line of text, click in selection bar to left of line.

• To select multiple lines of text, drag in selection bar to left of lines.

• To select a sentence, hold down Ctrl key then click anywhere in sentence.


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Selecting with the Mouse

• To select a paragraph, double-click in selection bar next to paragraph or triple-click anywhere in paragraph.

• To select multiple paragraphs, drag in selection bar.

• To select an entire document, triple-click in selection bar


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Checking the Spelling and Grammarin a Document

• Open WordS1-02.docx, press Ctrl + Home to move insertion point to beginning of document.

• Click Review tab, then click Spelling & Grammar.

ACTIVITY1.5


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Spelling and Grammar Dialog Box Buttons

• Ignore Once during spell checking, skips that occurence of a word; in grammar checking, leaves currently selected text as written

• Ignore All during spell checking, skips that occurence and all other occurences of word in document

• Ignore Rule during grammar checking, leaves currently selected text as written and ignores current rule for remainder of grammar check

• Add to Dictionary adds selected word to main spelling check dictionary


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• Delete deletes current selected word(s)

• Change replaces selected word in sentence with selected word in Suggestions list box

• Change All replaces selected word in sentence with selected word in Suggestions list box and all other occurences

• Explain during grammar checking, displays information about grammar rule


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• AutoCorrect inserts selected word and correct spelling of word in AutoCorrect dialog box

• Undo reverses most recent spelling and grammar action

• Next Sentence accepts manual changes made to sentence then continues grammar checking

• Options displays a dialog box with options for customizing a spelling and grammar check


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• When inagural is selected in document and inaugural is selected in Suggestions box, click Change in Spelling and Grammar box.

ACTIVITY1.5


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• When sentence Space are limited…is selected, click Explain, read subject-verb agreement information, then click Close.

• Select Space is in Suggestions then click Change.

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• When the is selected, click Delete in Spelling and Grammar box.


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• When sentence You couldspent the weekend … isselected, click Explain, readinformation on Verb Form,then close Word Help.

• Verify spend is selected inSuggestions box then click Change.

• When utah is selected, clickChange.

• Click OK at message box verifyingspelling and grammar check is complete.

• Click Save to save changes.

ACTIVITY1.5


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• Open WordS1-02.docx, click Office then click Word Options.

• Click Proofing then clickAutoCorrect Options.

• Type bst in Replace boxthen press Tab.

• Type BahamasSightseeing Tour in Withbox, click Add, then clickOK to close AutoCorrect.

• Click OK to close Word Options.

Using AutoCorrect and the ThesaurusACTIVITY

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bst Bahamas Sightseeing Tour


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Using AutoCorrect and the Thesaurus

• Press Ctrl + End to move insertion point to end of document.

• Position insertion point a double space below last bulleted item then type text exactly as shown. AutoCorrect will correct bst to Bahamas Sightseeing Tour.

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• Click anywhere in breathtaking in second sentence of paragraph, click Review tab, then clickThesaurus .

• At Research task pane, positionmouse pointer on spectacular intask box then click down-pointingarrow, click Insert.

• Close Research paneby clicking Close.

ACTIVITY1.6


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• Position mouse pointer on bustling in the third sentence, click rightmouse button.

• At shortcut menu, pointto Synonyms, thenclick lively at side menu.

• Click Save to savedocument with samename.

ACTIVITY1.6


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• Click Office, click Word Options and verify Proofing is selected at left side of dialog box, then click AutoCorrect Options.

• Type bst inReplace box.

• Click Delete, clickOK to close dialogbox, then click OKto close WordOptions.

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Changing Document Views

• Open WordS1-02.docx, press Ctrl + Home to move insertion point to beginning of document.

• Change to Draft view by clicking View tab, then click Draft.

• Click Print Layout.

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• To change zoom, click View tab, click Zoom then at Zoom dialog box, click 75% and click OK.

• Return view percentage to 100% by positioning mouse pointer on button on Zoom slider bar and dragging button to right until 100% displays.

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• To remove white and blue space at top and bottom of each page, position mouse pointer on blue space at top of page until pointer turns into hide white space icon then double click left mouse button.

• To redisplay white and blue space at top and bottom of each page, position mouse pointer on blue space at top of page until pointer turns into hide white space icon then double click left mouse button.

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• Click Full Screen Reading then navigate in document using commands shown:

• Page Down or spacebar: Move to next page or section.

• Page Up or Backspace: Move to previous page or section.

• Right Arrow: Move to next page.

• Left Arrow: Move to previous page.

• Home: Move to first page in document.

• End: Move to last page in document.

• Esc: Return to previous view.

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• Return to Print Layout by clicking in upper right corner.

• Click DocumentMap check box inView tab.

• Click First ChoicePlanner heading todisplay pagecontaining heading.

• Click Document Map check box to remove check and turn off display of navigation pane.

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• Press Ctrl + Home, click Thumbnails box to display miniatures of each page in document, then click page 2 thumbnail.

• Click Thumbnail box to turnoff display of navigation pane.

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• Click Two Pages in Zoom group to display two pages on screen then click One Page button.

• Click Page Width in Zoom group to display document so width of page matches width of window.

• Drag button on Zoom slider bar or click Zoom Out or Zoom In until 100% displays at left side of bar.

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Using the Help Feature; Previewingand Printing a Document

• Open WordS1-02.docx, then press Ctrl + Home to move insertion point to beginning of document.

• Click Microsoft Office Word Help .

• At Word Help window, clickSaving and printing.

• Click Printing in Subcategoriesof “Saving and printing” section.

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• Click Preview a page before printing, read information, then click Back button on Word Help window toolbar.

• Click Print a file, read information, then click Close to close Word Help window.

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• Click Office, point to Print, then click Print Preview.

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• Click Next Page to display next page in document.

• Click Two Pages to display both pages then click One Page.

• Click Close Print Preview.

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• Print only page 2 by clicking Office button then Print.

• At Print box, click Pages in Page rangesection, then type 2.

• Click OK to close Print box and sendpage 2 to printer.

• Move insertion point to any character in page 3, click Office, then click Print.

• At Print box, click Current page thenclick OK to close and send page 3to printer.

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Inserting Date, Time, Signature Line,and Quick Parts

• Open WordS1-02.docx, press Ctrl + End to move insertion point to end of document then press Enter.

• To insert signature line, click Insert tab, then click Signature Line.

• At Signature Setup box type yourname in Suggested signer box,press Tab, type AdministrativeAssistant in Suggested signer’stitle box then click OK.

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• Press Enter twice then click Date & Time in Insert tab.

• At Date and Time box, click twelfth option from top in Available formats list.

• Click Updateautomatically box toinsert check markand click OK to close.

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• To identify document as a draft and insert a building block that displays DRAFT as a watermark:

– Click Quick Parts.

– Click Building BlocksOrganizer.

– Scroll to end oflist, click DRAFT 1then Insert.

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• To insert a predesigned cover page:

– Press Ctrl + Home to move insertion point to beginning of document.

– Click Quick Parts.

– Click Building BlocksOrganizer.

– Click Cubicles, thenclick Insert.

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• Click anywhere in text [Type the company name] to select it, then typeFirst Choice Travel.

• Click anywhere in text[Type the document title]then type VacationSpecials.

• Click anywhere in text[Type the documentsubtitle] then typecurrent year.


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• Click name below current year and click Author tab.

• Type your first and lastname.

• Click text [Year] towardbottom left side of page.

• Click Year tab, then press Delete.

• Press Ctrl + End to move insertion point to end of document, click anywhere in date and time, then press F9 to update time.

• Click Save, click Quick Print, then to close document click Office button and Close.


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Creating a Document Using a Template

• Click Office then click New at drop-down list.

• At New Document box display templates by clicking Installed Templates in Templates section.

• Scroll through list of templates and click Equity Letter.

• Click Create.

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• Click [Pick the date] then typecurrent date.

• Click name that displays belowdate then type your first andlast name.

• Click [Type the sender companyname] then type MarqueeProductions.

• Click [Type the sender companyaddress] then type 955 South Alameda Street, press Enter, then type Los Angeles, CA 90037.

Creating a Document Using a TemplateACTIVITY

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• Click [Type the recipient name]then type Ms. Melissa Gehring.

• Press Enter then type FirstChoice Travel.

• Click [Type the recipientaddress] then type3588 Ventura Boulevard,press Enter, then typeLos Angeles, CA 90102.

• Click [Type the Salutation] then type Dear Ms. Gehring:.


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• Click in body of letter then type text shown.


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Creating a Document Using a Template

• Click [Type the Closing] thentype Sincerely,.

• Select name below Sincerelythen type your first and lastname.

• Click [Type the sender title]then type Projects Coordinator.

• Click Save.

• At Save As box, type WordS1-03 then press Enter.

• Click Quick Print then close by clicking Office and clicking Close.

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Managing Documents

• Click Open on Quick Access toolbar.

• At Open box with WordS1 active, click Create New Folder on toolbar.

• At New Folder box, type Marquee then press Enter.

• Click Up One Level on Open box toolbar to return to previous folder.

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Marquee


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Managing Documents

• Click MPFax01.docx in Open box, hold down Ctrl, click WordS1-02.docx, clickWordS1-03.docx, thenrelease Ctrl.

• Right-click on any selecteddocument and click Copy atshortcut menu.

• Double-click Marquee file folder.

• Position mouse pointer in whiteportion of Open box, click rightmouse button, then click Paste at shortcut menu.

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Managing Documents

• To save WordS1-02.docx document in Word 2003 format, at Open dialog box with Marquee folder active, double-click WordS1-02.docx.

• Click Office, click Save As, then typeWordS1-02Wd2003 in File name box.

• Click down-pointing arrow at right side of Save as type then click Word 97-2003 Document (*.doc).

• Click Save in lower right corner of dialog box then close document.

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• Display Open box then click Up One Level on dialog box toolbar.

• To rename Marquee folder, right-click on folder name then click Rename at shortcut menu.

• Type MarqueeProductions then press Enter.

Managing DocumentsACTIVITY

1.11

MarqueeProductions


Links to Activities

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1.11

Managing Documents

• To delete MarqueeProductions folder, click once on folder, then click Delete on dialog box toolbar.

• At message asking if you are sure you want to delete folder and its contents, click Yes.

• Close Open box then exit Word by clicking Close button in upper right corner of screen.

ACTIVITY1.11