Microsoft Office 2003 Illustrated Brief

Microsoft Office 2003 Microsoft Office 2003 Illustrated BriefIllustrated Brief

DocumentDocumentCreating aCreating a

2Creating a Document

Create a new document from an Create a new document from an existing fileexisting file

Enter text in a documentEnter text in a document Edit textEdit text Copy and paste textCopy and paste text Move textMove text

ObjectivesObjectives


ObjectivesObjectives

Find and replace textFind and replace text Check spelling and grammarCheck spelling and grammar Preview and print a documentPreview and print a document


Creating a New Document from Creating a New Document from an Existing Filean Existing File

– Use the Use the New Document task paneNew Document task pane to to create a new document create a new document


Creating a New Document from Creating a New Document from an Existing File (cont’d)an Existing File (cont’d) Using the New Document task paneUsing the New Document task pane

– Use the Use the Blank Document commandBlank Document command to to create a new, blank document create a new, blank document

– In the Templates section, click In the Templates section, click On my On my computercomputer to choose from a wide variety to choose from a wide variety of templates and wizardsof templates and wizards

– Use the Use the From existing documentFrom existing document command to open a copy of a command to open a copy of a document and save it with a new namedocument and save it with a new name


Creating a New Document from Creating a New Document from an Existing File (cont’d)an Existing File (cont’d) Using the New Document task paneUsing the New Document task pane

Click to create a

new blank document

Click to choose

from templates

and wizards

Click to open a copy of an

existing document and save it with a

new name


Creating a New Document from Creating a New Document from an Existing File (cont’d)an Existing File (cont’d) Benefits of using the Benefits of using the From existing From existing

documentdocument command command – Keeps the original file intactKeeps the original file intact– Lets you reuse text from another Lets you reuse text from another

document without having to retype itdocument without having to retype it– Lets you edit the text in the new Lets you edit the text in the new

document document


Creating a New Document from Creating a New Document from an Existing File (cont’d)an Existing File (cont’d) Select the file you want in the Select the file you want in the New New

from Existing Documentfrom Existing Document dialog boxdialog box then click then click Create NewCreate New


Creating a New Document from Creating a New Document from an Existing File (cont’d)an Existing File (cont’d) A copy of the file you selected opensA copy of the file you selected opens Use the Use the Save As dialog boxSave As dialog box to save to save

the file with a new namethe file with a new name

New filename appears in

title bar


Entering Text in a DocumentEntering Text in a Document Tips on entering textTips on entering text

– To enter text in a blank document, just start To enter text in a blank document, just start typingtyping

– To add text in an existing document, click to To add text in an existing document, click to set the set the insertion pointinsertion point, then start typing, then start typing

– When the text you type reaches the right When the text you type reaches the right margin, the text margin, the text wrapswraps to the next line to the next line automaticallyautomatically


Entering Text in a Document Entering Text in a Document (cont’d)(cont’d) Tips on entering textTips on entering text

– Press Press [Enter][Enter] to insert a blank line and move to insert a blank line and move the insertion point to the left marginthe insertion point to the left margin

– Click the Click the Show/Hide Show/Hide ¶ button¶ button to display to display paragraph marks in the documentparagraph marks in the document

– As you type, the As you type, the AutoCorrect featureAutoCorrect feature corrects corrects many typing errors automatically many typing errors automatically

– Possible misspellings are underlined in red, Possible misspellings are underlined in red, grammatical errors in greengrammatical errors in green


Entering Text in a Document Entering Text in a Document (cont’d)(cont’d) Understanding Views in WordUnderstanding Views in Word

– A A viewview is the way in which Word is the way in which Word displays your documentdisplays your document

– The best view for entering and editing The best view for entering and editing text is text is Normal viewNormal view

– You can switch views using the You can switch views using the View View buttonsbuttons just above the status bar just above the status bar


Entering Text in a Document Entering Text in a Document (cont’d)(cont’d)

Show/Hide ¶ button

Normal View

button

Paragraph mark

Red wavy line

indicates possible spelling

error


Editing TextEditing Text

You can modify or You can modify or editedit text in many text in many waysways– Click to the right of unwanted text, then Click to the right of unwanted text, then

press press [Backspace][Backspace]– Click to the left of unwanted text, then Click to the left of unwanted text, then

press press [Delete][Delete]– SelectSelect or highlight unwanted text, then or highlight unwanted text, then

type new text to replace ittype new text to replace it


Editing Text (cont’d)Editing Text (cont’d)

Tips for editing textTips for editing text– If you make a mistake as you edit, click If you make a mistake as you edit, click

the the Undo buttonUndo button and try again and try again– If text you type deletes characters, then If text you type deletes characters, then

your computer is in your computer is in OvertypeOvertype mode; mode; press press [Insert][Insert] to change to to change to InsertInsert mode mode

– Make sure you know how to Make sure you know how to selectselect text; text; selecting text is an important skill in selecting text is an important skill in editing textediting text



Tips for Selecting TextTips for Selecting Text– To select any amount of textTo select any amount of text, drag over , drag over

the text, then release the mouse buttonthe text, then release the mouse button– To select a wordTo select a word, double-click it, double-click it– To select a sentenceTo select a sentence, press and hold , press and hold

[Ctrl], then click the sentence[Ctrl], then click the sentence– To select a paragraphTo select a paragraph, triple-click , triple-click

anywhere in the paragraphanywhere in the paragraph



Useful keys for moving the insertion Useful keys for moving the insertion point around the document:point around the document:



Selecting text in a documentSelecting text in a document

Undo button

Selected text


Copying and Pasting TextCopying and Pasting Text

Methods for copying text from one Methods for copying text from one location to another in a documentlocation to another in a document– Use the Use the Office ClipboardOffice Clipboard to to copycopy and and

pastepaste text text– DragDrag selected text to a new location selected text to a new location

((drag and dropdrag and drop method) method)



Using the Using the Office ClipboardOffice Clipboard to copy to copy and paste textand paste text– Open the Open the Clipboard task paneClipboard task pane– Select the text you want to copySelect the text you want to copy– Click the Click the Copy buttonCopy button to copy the text to to copy the text to

the the Office ClipboardOffice Clipboard, a temporary , a temporary storage area for copied itemsstorage area for copied items

– Click in the location you want to place Click in the location you want to place the copied text, then click the the copied text, then click the Paste Paste button button to insert the textto insert the text


Copying and Pasting Text (cont’d)Copying and Pasting Text (cont’d)

What’s the difference between the What’s the difference between the Office Office ClipboardClipboard and and Windows ClipboardWindows Clipboard??– Both are temporary storage areas on your Both are temporary storage areas on your

computer for copied itemscomputer for copied items– TheThe Windows Clipboard Windows Clipboard can store only one can store only one

copied item at a timecopied item at a time– TheThe Office Clipboard Office Clipboard stores up to 24 items stores up to 24 items– You must open the You must open the Clipboard task paneClipboard task pane to to

activate the Office Clipboardactivate the Office Clipboard– The The Office Clipboard Office Clipboard is only available with is only available with

Office programsOffice programs



Copying text using the Office ClipboardCopying text using the Office Clipboard

Selected text that was copied to

Office Clipboard

Clipboard task pane

shows copied item

Copy button

Paste button



Copying text using drag and drop Copying text using drag and drop methodmethod– Select the text you want to copy, press Select the text you want to copy, press

and hold and hold [Ctrl][Ctrl], drag the text to a new , drag the text to a new location, then release the mouse buttonlocation, then release the mouse button



Using Copy and Paste vs. Drag and Using Copy and Paste vs. Drag and DropDrop– Text that is Text that is copiedcopied gets placed on the gets placed on the

Office Clipboard or Windows ClipboardOffice Clipboard or Windows Clipboard– Text that is Text that is draggeddragged does does notnot get get

copied to the Office Clipboard or copied to the Office Clipboard or Windows ClipboardWindows Clipboard



Copying text by dragging itCopying text by dragging it

Pointer shape

shows text is being dragged

Dragged text does not get

copied to the

Clipboard task pane


Moving TextMoving Text

You can move text from one location You can move text from one location to another using these methods:to another using these methods:– Using theUsing the Cut Cut and and PastePaste commands commands– Dragging selected text to a new Dragging selected text to a new

locationlocation


Moving Text (cont’d)Moving Text (cont’d)

Using the Using the Office ClipboardOffice Clipboard to move to move texttext– Open the Open the Clipboard task paneClipboard task pane– Select the text you want to moveSelect the text you want to move– Click the Click the Cut buttonCut button to copy the text to to copy the text to

the the Office ClipboardOffice Clipboard– Click in the location you want to place Click in the location you want to place

the text, then click the the text, then click the Paste button Paste button to to insert itinsert it



Moving text using the drag and drop Moving text using the drag and drop methodmethod– Select the text you want to copy, drag Select the text you want to copy, drag

the selected text to a new location, then the selected text to a new location, then release the mouse buttonrelease the mouse button



Tip for selecting text you want to Tip for selecting text you want to move:move:– Place the mouse pointer in the Place the mouse pointer in the

selection barselection bar, the area to the left of the , the area to the left of the left margin, then click to select an entire left margin, then click to select an entire line of textline of text



Moving selected text using theCut Moving selected text using theCut and Paste buttonsand Paste buttons

Click in selection

bar to select entire line of

text

Cut button

Paste button

Cut text will appear in Clipboard task pane


Finding and Replacing TextFinding and Replacing Text

You can replace a word or phrase in You can replace a word or phrase in a document with another word or a document with another word or phrase using the phrase using the Replace commandReplace command– Click Click EditEdit on the menu bar, then click on the menu bar, then click

ReplaceReplace – The The FindFind and Replace dialog boxand Replace dialog box

opensopens


Finding and Replacing Text Finding and Replacing Text (cont’d)(cont’d)

Using the Using the Find and Replace dialog Find and Replace dialog boxbox

Found text is selected

in document

Type text here that

you want to find and replace

Type new, replacement text here


Finding and Replacing Text Finding and Replacing Text (cont’d)(cont’d)

Benefits of using the Find and Benefits of using the Find and Replace dialog boxReplace dialog box– Saves time and ensures accuracySaves time and ensures accuracy– You can use the You can use the Replace AllReplace All command command

to replace all instances of a word or to replace all instances of a word or phrasephrase

– You can use the You can use the Find NextFind Next command to command to review each occurrence individuallyreview each occurrence individually


Checking Spelling and GrammarChecking Spelling and Grammar

Word provides tools to ensure your Word provides tools to ensure your documents are free of errorsdocuments are free of errors– AutoCorrect featureAutoCorrect feature corrects errors as corrects errors as

you type (changes “teh” to “the”)you type (changes “teh” to “the”)– Word identifies possible misspellings Word identifies possible misspellings

with red wavy underlineswith red wavy underlines– Word identifies possible grammatical Word identifies possible grammatical

errors with green wavy underlineserrors with green wavy underlines


Checking Spelling and Grammar Checking Spelling and Grammar (cont’d)(cont’d)

Understanding the Spelling checkerUnderstanding the Spelling checker– Word compares each word you type to Word compares each word you type to

its built-in dictionaryits built-in dictionary– Words that are not in dictionary are Words that are not in dictionary are

marked with a red wavy underlinemarked with a red wavy underline



Fixing spelling errorsFixing spelling errors– Right-click a word with a red wavy Right-click a word with a red wavy

underline, then click a correctly spelled underline, then click a correctly spelled alternative on the shortcut menualternative on the shortcut menu

– Open the Open the Spelling and Grammar dialog Spelling and Grammar dialog boxbox to check for spelling and to check for spelling and grammatical errorsgrammatical errors



Correcting spelling errorsCorrecting spelling errors

Red wavy line indicates possible

misspelled word

Right-click to open shortcut

menu with correctly spelled

alternatives

Spelling and

Grammar button



Using the Spelling and Grammar Using the Spelling and Grammar dialog boxdialog box

Possible misspelled

word appears in red here

Word suggests

alternative spellings

here

Click to leave selected

occurrence unchanged

Click to leave all

occurrences unchanged



Using the Grammar checkerUsing the Grammar checker– Grammar errors include extra spaces, Grammar errors include extra spaces,

or instances of passive voiceor instances of passive voice– Possible grammar errors are marked Possible grammar errors are marked

with green underlinewith green underline– Fix changes just as you would fix Fix changes just as you would fix

spelling errorsspelling errors


Checking Spelling and Grammar Checking Spelling and Grammar (cont’d)(cont’d) Understanding smart tagsUnderstanding smart tags

– Smart tagsSmart tags are items Word has identified as a are items Word has identified as a certain data type certain data type

– Smart tags are marked by dotted purple Smart tags are marked by dotted purple underlineunderline

– Place the pointer over a smart tag, click the Place the pointer over a smart tag, click the Smart Tag Options button to open menu, then Smart Tag Options button to open menu, then choose appropriate command to perform an choose appropriate command to perform an actionaction

– ExampleExample: if a smart tag is a name, you can : if a smart tag is a name, you can send mail to itsend mail to it


Previewing and Printing a Previewing and Printing a DocumentDocument

Before printing, you can view a Before printing, you can view a document in document in Print PreviewPrint Preview– Print Preview shows how a document Print Preview shows how a document

will appear on the printed pagewill appear on the printed page– Use Print Preview to check your Use Print Preview to check your

document’s overall appearancedocument’s overall appearance– Previewing a document before printing Previewing a document before printing

is a good way to save paperis a good way to save paper


Previewing and Printing a Previewing and Printing a Document (cont’d)Document (cont’d)

Using Print PreviewUsing Print Preview– Click the Click the Print Preview buttonPrint Preview button on the on the

Standard toolbarStandard toolbar– Use the Use the Zoom pointerZoom pointer to change the to change the

magnification level of the view magnification level of the view – Use the Use the Magnifier buttonMagnifier button to make edits to make edits

in Print Previewin Print Preview



Print Preview windowPrint Preview window

Multiple Pages button

Magnifier button



Printing a documentPrinting a document– Click the Click the Print buttonPrint button

OROR– Click Click FileFile on the menu bar, then click on the menu bar, then click

PrintPrint to open the Print dialog box to open the Print dialog box



Using the Print dialog boxUsing the Print dialog box

Your default printer

appears here

Type specific pages to print

here if you don’t want to print them all

Type number of copies to print here



Descriptions of other views you can Descriptions of other views you can use to view a documentuse to view a document


SummarySummary

Use Word to create documentsUse Word to create documents Use the From existing document Use the From existing document

command to create a new document command to create a new document that’s based on an existing onethat’s based on an existing one

Enter and edit text using keyboardEnter and edit text using keyboard Copy and move text in a document Copy and move text in a document

using Cut, Copy, and Paste using Cut, Copy, and Paste commands or by dragging itcommands or by dragging it


Summary (cont’d)Summary (cont’d)

Use Find and Replace dialog box to Use Find and Replace dialog box to replace unwanted text with new textreplace unwanted text with new text

Use Spelling and Grammar checker Use Spelling and Grammar checker to ensure error-free documentsto ensure error-free documents

Preview a document before printing it Preview a document before printing it to ensure it looks the way you wantto ensure it looks the way you want

Documents

Microsoft Office 2003 Illustrated Brief