Word Tutorial 1 Creating and Editing a Document

Microsoft Office 2013® ®

Word Tutorial 1Creating and Editing a Document

XPXPXPObjectives• Create and save a document• Enter text and correct errors as you type• Use AutoComplete and AutoCorrect• Select text and move the insertion point• Undo and redo actions• Adjust paragraph spacing, line spacing, and

margins• Preview and print a document• Create an envelope

New Perspectives on Microsoft Word 2013 2

XPXPXPObjectives• Open an existing document• Use the Spelling and Grammar task panes• Change page orientation, font, font color, and

font size• Apply text effects and align text• Copy formatting with the Format Painter• Insert a paragraph border and shading• Delete, insert, and edit a photo• Use Word Help


XPXPXPOverview of the Word Window


XPXPXPOverview of the Word Window


XPXPXPStarting Word• To start Word:– Display the Windows Start screen– Click the Word 2013 tile– Click Blank document

• Backstage view provides access to various screens with commands that allow you to manage files and Word options


XPXPXPWorking in Touch Mode• In Touch Mode, extra space around the buttons on

the ribbon allows your finger to tap the specific button you need


XPXPXPWorking in Touch Mode• To switch between Touch and Mouse Mode:– On the Quick Access Toolbar, click the Customize

Quick Access Toolbar button to open the menu– On the menu, click Touch/Mouse Mode– On the Quick Access Toolbar, click the

Touch/Mouse Mode– On the menu, click Touch– On the Quick Access Toolbar, click the

Touch/Mouse Mode button, and then click Mouse– Click the Customize Quick Access Toolbar button,

and then click Touch/Mouse Mode to deselect itNew Perspectives on Microsoft Word 2013 8

XPXPXPSetting Up the Word Window• To set up your Word window– Click the Maximize button in the upper-right corner

if Word does not fill the entire screen– On the ribbon, click the VIEW tab – In the Show group, click the Ruler check box if

necessary to turn on the Ruler– In the Zoom group, click the Zoom button, type the

desired zoom percentage, and click OK– On the status bar, click the Print Layout button to

select it, if necessary


XPXPXPNonprinting Characters• Nonprinting characters provide a visual

representation of details you might otherwise miss, such as the (¶) paragraph or (•) space

• To verify that nonprinting characters are displayed:– On the ribbon, click the HOME tab– The Show/Hide ¶ button in the Paragraph group

should be highlighted in blue, indicating that it is selected


XPXPXPSaving a Document• On the Quick Access Toolbar, click the Save button• Click Computer, if necessary, and then click the

Browse button


• Navigate to the desired location• Click the File name box, and then type your filename

over the default filename, “Doc1”• Click the Save button

XPXPXPCompleted Block Style Letter


XPXPXPEntering Text• Word’s AutoComplete feature automatically inserts

dates and other regularly used items• To insert the date:– Begin typing the month and ScreenTips will appear– Press Enter to accept the ScreenTip suggestions


XPXPXPEntering Text• To insert the inside address:– Type the addressee’s name, street address, and

city, state, and zip code, pressing Enter after each


XPXPXPEntering Text• To enter the salutation and the body of the letter:– Address the letter and press Enter– Begin typing the letter, pressing the spacebar

between sentences and Enter at the end of paragraphs

• To save your work, click the Save button on the Quick Access Toolbar


XPXPXPHyperlinks• A hyperlink is text or a graphic you can click to jump

to another file or to somewhere else in the same file• The two most common types of hyperlinks are:– An email hyperlink, which you can click to open an

email message to the recipient specified by the hyperlink

– A web hyperlink, which opens a webpage in a browser


XPXPXPTyping and Removing a Hyperlink• Hyperlinks are useful in documents that you plan to

distribute electronically• In printed documents, blue font and underlines can

be distracting• To enter an email address hyperlink:– Type the email address– Press the spacebar or Enter key; Word converts the

email address to a hyperlink with blue font and an underline

• To remove a hyperlink, right-click on the hyperlink and then click Remove Hyperlink


XPXPXPShortcut Menu and Mini Toolbar• You can right-click items in the Word window to

display a shortcut menu • The Mini toolbar also appears when you right-click or

select text, giving you access often used formatting


XPXPXPUsing the Undo and Redo Commands• To undo (or reverse) the last thing you did in a

document, you can click the Undo button on the Quick Access Toolbar

• To restore your original change, the Redo button reverses the action of the Undo button (or redoes the undo)


XPXPXPMoving the Insertion Point


XPXPXPCorrecting Errors as You Type• If you notice a typing error as soon as you make it,

you can press the Backspace or Delete keys• AutoCorrect automatically corrects common typing

errors, such as typing “adn” for “and”• Word draws your attention to potential errors by

marking them with wavy underlines.– A wavy red line appears beneath words with no

match in Word’s dictionary– Misused words, punctuation errors, problems with

possessives and plurals, and grammatical errors are marked with a wavy blue underline


XPXPXPErrors Marked in a Document


XPXPXPCorrecting Spelling Errors


• Right-click the misspelled word• Select the correct spelling from the shortcut menu

XPXPXPProofreading a Finished Document• After a document is typed, it needs to be proofread

from start to finish• Correct all spelling and grammar errors• Remove all incorrect error indicators (such as those

on people’s names) by right-clicking on the word or words in question and choosing Ignore Once or Ignore All


XPXPXPParagraph and Line Spacing• Paragraph spacing is the space that appears directly

above and below a paragraph• A paragraph can be a group of words that is many

lines long, a single word, or even a blank line• A point is 1/72 of an inch• Line spacing space between lines of text within a

paragraph– Line spacing 1.0 is single-spacing– Line spacing 2.0 is double-spacing– Line spacing 1.08 is the default spacing


XPXPXPParagraph and Line Spacing• To adjust paragraph and line spacing, use the Line and

Paragraph Spacing button in the Paragraph group on the HOME tab and choose a preset line spacing option or choose to Add Space Before Paragraph or Remove Space After Paragraph


XPXPXPManual Line Break• A manual line break, also called a soft return, moves

the insertion point to a new line without starting a new paragraph

• To enter a manual line break:– Move the insertion point to the end of a line– Press the Shift + Enter keys


XPXPXPMethods for Selecting Text


XPXPXPAdjusting the Margins• Check the document’s margins by changing the Zoom

level to display the entire page– On the ribbon, click View– In the Zoom group, click the One Page button


XPXPXPAdjusting the Margins• On the Ribbon, click the PAGE LAYOUT tab• In the Page Setup group, click the Margins button• Select the desired predefined margin options from

the Margins gallery


XPXPXPAdjusting the Margins• Use the Page Setup dialog box to customize the

margins


XPXPXPPreviewing and Printing a Document• To avoid wasting paper and time, you should preview

your document in Backstage view• Click the FILE tab to display Backstage view, and then

click the Print in the navigation bar• Review the document• If you notice an error, click the Back button at the top

of the navigation bar to return to the document• If the document is correct and the printer is on and

has paper, click the Print button


XPXPXPPreviewing and Printing a Document


XPXPXPCreating an Envelope• Preformatted files are called templates• There are templates to create a formatted envelope

or you can create one on your own in a new, blank document

• To create a new document for the envelope:– Click the FILE tab and then click New in the

navigation bar– Click Blank document


XPXPXPCreating an Envelope


XPXPXP


Creating an Envelope• To create an envelope:– On the ribbon, click the MAILINGS tab– In the Create group, click the Envelopes button – On the Envelopes tab, type a new address or edit

the existing one– Type a return address; if you are using preprinted

stationery, click the Omit check box – To print the envelope, insert an envelope in your

printer, and then click the Print button; to store the envelope along with the rest of the document, click the Add to Document button

XPXPXPCreating an Envelope• Depending on how your computer is set up, you

might see an address in the Return address box


XPXPXPOverview of Formatting a Document


XPXPXPOverview ofFormatting a Document


XPXPXPOpening an Existing Document• To open an existing document:– On the ribbon, click the FILE tab to open Backstage

view– Click Open in the navigation bar– Click Computer, and then click the Browse button– Navigate to the location of the existing file, select

the file, and click Open


XPXPXPOpening an Existing Document• To save an open document with a new name– On the ribbon, click the FILE tab – In the navigation bar in Backstage view, click Save

As – In the Save As dialog box, click in the File name

box, delete the existing name, and key in the new name

– Verify that the file location is correct or navigate to the correct location

– Click the Save button


XPXPXPGrammar Settings• To customize the grammar settings:– Click the FILE tab, and then click Options in the

navigation bar– In the left pane, click Proofing, and then click the

Settings button– Scroll down in the Grammar Settings dialog box to

display all the check boxes under “Grammar,”


XPXPXPGrammar Settings Dialog Box


XPXPXPSpelling and Grammar Task Panes• On the ribbon, click the REVIEW tab• In the Proofing group, click the Spelling & Grammar

button


XPXPXPSpelling and Grammar Task Panes• In the Spelling task pane, review the suggestions for

possible corrections to the word flagged as an error; choose to:– Change or Change All– Ignore or Ignore All– Add, to add the word as spelled in the document

to the Word dictionary• Click Resume to continue reviewing the document• Click OK to close the dialog box when the check is

complete


XPXPXPChanging Page Orientation• The document’s orientation is its width versus its

height• In portrait orientation the page is taller than it is

wide • In landscape orientation the page is wider than it is

tall • To change page orientation:– On the ribbon, click the PAGE LAYOUT tab– In the Page Setup group, click the Orientation

button, and then click Landscape or Portrait


XPXPXPChanging the Font and Font Size• To change the font and font size:– Select the text you want to format; the Font box in

the Font group displays the name of the font applied to the selected text


• The word “Body” by the font name indicates that the font is intended for formatting body text. Body text is ordinary text, as opposed to titles or headings.

XPXPXPChanging the Font and Font Size• In the Font group on the HOME tab, click the Font

arrow; a list of available fonts appears


• Live Preview shows the results that would occur if you clicked the option you are pointing to.

XPXPXPApplying Text Effects• Text effects are special visual enhancements• To apply text effects:– Select the text to change– In the Font group on the HOME tab, click the Text

Effects and Typography button; a gallery appears• A gallery is a menu or grid that shows a visual

representation of the options available when you click a button


XPXPXPApplying Text Effects


XPXPXPApplying Font Color• To apply font color– Select the text to change– In the Font group on the HOME tab, click the Font

Color button arrow


XPXPXP


Aligning Text• By default, the words in a document are left aligned

(even on the left) and ragged (uneven) on the right• With right alignment, words are even on the right

and ragged on the left• With center alignment, words are ragged on both

sides and lines are centered on the page• With justified alignment, the text is even at both

margins and spaced out within the line• Alignment buttons are found in the Paragraph group

of the HOME tab

XPXPXPAligning Text


XPXPXPAdding a Paragraph Borderand Shading• A paragraph border is an outline that appears around

one or more paragraphs• Shading is background color applied to one or more

paragraphs• The Border and Shading buttons are found in the

Paragraph group of the HOME tab


XPXPXPAdding a Paragraph Border and Shading• To apply a border:– Select the text to change– On the HOME tab, in the Paragraph group, click the

Borders button arrow


XPXPXPAdding a Paragraph Border and Shading• To apply shading:– Select the text to change– In the Paragraph group, click the Shading button

arrow


XPXPXPUsing the Format Painter• Select the text whose formatting you want to copy• On the HOME tab, in the Clipboard group, click the

Format Painter button; or to copy formatting to multiple sections of nonadjacent text, double-click the Format Painter button.

• The mouse pointer changes to the Format Painter pointer, the I-beam pointer with a paintbrush

• Click the words you want to format, or drag to select and format entire paragraphs

• When you are finished, click the Format Painter button again to turn off the Format Painter


XPXPXPWorking with Pictures• A picture is a photo or another type of image that

you insert into a document• Once a picture is selected, a contextual tab—the

PICTURE TOOLS FORMAT tab—appears on the ribbon• A contextual tab appears on the ribbon only when an

object is selected; it contains commands related to the selected object so you can manipulate, edit, and format the selected object

• The squares, called handles, around the edge of the photo indicate the photo is selected


XPXPXPWorking with Pictures• To delete the current photo:– Click the photo to select it– Press the Delete key


XPXPXPWorking with Pictures• To insert a photo:– On the ribbon, click the INSERT tab– In the Illustrations group, click the Pictures button;

the Insert Picture dialog box opens– Navigate to the folder that contains the image and

select the file– Click the Insert button to close the Insert Picture

dialog box and insert the photo


XPXPXPWorking with Pictures• To resize a photo:– Make sure the PICTURE TOOLS FORMAT tab is

selected on the ribbon– In the Size group on the far right edge of the

ribbon, change the Height and the Width


XPXPXPWorking with Pictures• A picture style is a collection of formatting options,

such as a frame, a rounded shape, and a shadow• Apply a picture style by clicking the style in the

Picture Styles gallery on the PICTURE TOOLS FORMAT tab


XPXPXPGetting Help• To get the most out of Help, connect to the Internet

to access the information stored at Office.com• To look up information in Help, connect to the

Internet, and then, on the title bar, click the Microsoft Word Help button


Documents

Word Tutorial 1 Creating and Editing a Document