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Microsoft Word 2002

Tutorial 1 – Creating a Document

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XPPlan a document

• Word is a tool that helps you quickly create documents with a professional look.

• You should follow four steps to produce quality documents: 1. Plan and create2. Edit3. Format4. Print

• You will create documents most efficiently if you plan the content before you enter any text.

• Know what you want to tell your audience. State the information clearly and organize your material logically.

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XPOrganize your thoughts

• Organize your thoughts about the document you are going to create before you begin writing.

• Some people prefer to do this planning stage using a sheet of paper, as shown in the figure on the right.

• Others will complete this step using a program such as Notepad, WordPad, or Word itself.

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XPIdentify the components of the Word window

• Word consists of many components that help you use its features.

• Some of these components, such as the menu bar, title bar, toolbar, and status bar, are common to all Windows screens.

• To check the name of a Word toolbar button, position the mouse pointer over the button (without clicking) to display a ScreenTip.

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XPWord window components

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XPWindows screen element descriptions slide 1

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XPWindows screen element descriptions slide 2

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XPChoose commands using toolbars and menus

• You will use the Standard and Formatting toolbars when you create documents, therefore, you will want to display these toolbars at all times.

• You can display nonprinting characters, including spaces (.) and the symbol that marks the end of a paragraph, by clicking the Show/Hide button on the Standard toolbar.

• Using the Formatting toolbar or commands on the Format menu, you can change the font and font size.– When you select the Font command on the Format menu, the Font dialog

box opens, from which you can select a different font and font size

– You could also click the Font button and the Font Size button on the Formatting toolbar

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XPThe Standard and Formatting toolbars

The Standard and Formatting toolbars contain buttons to perform actions used on a frequent basis, such as cut, copy, paste, or changing font attributes such as bold and italic.

These toolbars can be turned on or off by selecting the Toolbars option on the View menu.

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XPThe Font dialog box

Set special effects by checking these options.

View a sample of your selected font and attributes in this box.

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XPChange Font settings on the Formatting toolbar

In addition to using the Font dialog box to change font attributes, you can also use the Formatting toolbar. It has tools to change the font name and size.

The Formatting toolbar has buttons to change font attributes such as bold, italic and underline, and to change text alignment.

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XPUse the Horizontal ruler

Word has a horizontal ruler that can be turned on or off and is helpful when positioning and formatting text on the page. It can be used to set margins, tab stops, and indents.

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XPDisplay non-printing characters

You can see non-printing characters by clicking the Show/Hide button. This can be helpful when working on the formatting and appearance of the document.

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XPCreate a new document

• Create or open a document by clicking the New Blank Document button on the Standard toolbar.

• The Word window will appear.• When Word opens an existing document or

creates a new one, a button for the new document will be added to the taskbar.

• Click one of these buttons to switch between documents.

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XPThe Word window when a new document is created

This is the window that appears when you create a new, blank Word document.

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XPEnter text in a new document

• When typing, do not press the Enter key at the end of each line; the insertion point will automatically move to the next line when you reach the end of the current line.

• Only press the Enter key when you want to begin a new paragraph.

• This will force a new line or add a blank line if it is the only character on the line.

• To correct an error, place the insertion point to the right of the error and then press the Backspace key to erase the characters and spaces to the left of the insertion point.

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XPScroll a document

• When a document contains too much text to display in the Word window, the text will scroll, shifting up and finally disappearing from the top of the document window.

• Use the scroll bar on the side of the window to view the text again.

• You can easily move your insertion point by scrolling to a different part of the document and then clicking within the document text.

• This makes editing quicker and easier.

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XPWord will scroll automatically

This figure shows an example of a letter that has filled the document screen and will scroll as each new line of text is entered

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XPCorrect errors

• A word processor lets you correct mistakes quickly and efficiently through the use of the Backspace and Delete keys.

• Word's AutoCorrect feature checks for errors as you type and automatically corrects common typing errors. – If AutoCorrect does not recognize a word, it alerts you by displaying a

wavy red line under the word • You can replace an incorrect word by highlighting it, clicking the right

mouse button to display a list of alternative words, and then selecting the correct word.

• Word can also search for more complicated errors by using the Spelling and Grammar checker, which continually checks your document against Word's built-in dictionary and set of grammar rules.– A wavy green line indicates a possible grammatical error or an extra space

between words

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XPUse AutoCorrect and Spelling and Grammar checker

This figure illustrates what a document with a spelling error and a spacing error would look like. The two errors have been marked by the AutoCorrect feature with a red and a green wavy line. Note that some words are corrected automatically when Word knows what they should be.

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XPSave a document

• Until you save a document, it is only stored in the computer's memory.

• If the document closes before you save, it is lost.

• It is important to make a habit of saving your work frequently to protect it from accidents or power failure.

• The first time you save a document, you will need to enter a filename.– A descriptive name will help you identify the document later

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XPPreview and print a document

• Before you print a document, you should preview it.

• The Print Preview feature lets you see what the printed document will look like before print a document with errors in layout or presentation.

• If the preview looks good, you're ready to print the document.

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XPThe Print Preview window

Previewing your document before printing it allows you to spot problems with formatting that would require a reprint.

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XPThe Print dialog box

To print the document, you can use the Print button on the Standard toolbar to print with the default settings, or you can use the Print command on the File menu and print from the Print dialog box, which enables you to change the default settings.

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XPEnter the date with AutoComplete

• The AutoComplete feature will automatically complete dates and words you use regularly.

• After you enter a few identifying letters, Word will display a small box, or ScreenTip, that suggests the full word you are typing.

• Press the Enter key to accept Word's suggestion, or continue typing to ignore the suggestion.

• You can turn this feature off or add phrases to the AutoComplete list.

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XPAn example of AutoComplete

An example of AutoComplete can be seen in this figure, where the first four letters of the word February have been entered and the ScreenTip shows the completed word suggested by AutoComplete.

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XPRemove Smart Tags

• A Smart Tag allows you to perform actions that would normally require a different program. Word attaches Smart Tags to certain kinds of text, including addresses, names, and dates.

• A Smart Tag on a word is indicated by a dotted underline.– When you point to a word with a Smart Tag, a Smart Tag icon will appear– When you point to the icon, you will see the Smart Tag Actions button – Click on the Smart Tag Actions button to view the menu of options for

this text item

• If you do not want to perform any action with the tagged text, you can choose Remove this Smart Tag from the menu. The menu will close and the dotted underline will be removed.

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XPAn example of a Smart Tag

Click the Smart Tag Actions button to see a menu of commands related to the tag.

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XPCreate an envelope

• To create an envelope, click Tools on the menu bar, point to Letters and Mailings, and then click Envelopes and Labels.

• Use the Envelopes and Labels dialog box to verify the delivery address, the return address, any required adjustments to the envelope size, the printer, and so on.

• If you want to print the envelope immediately, click the Print button in the Envelopes and Labels dialog box.

• If you want to store the envelope with the letter, click the Add to Document button. – The envelope can then be printed at a later time, just as you would print

the document

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XPThe Envelopes and Labels dialog box

The Envelopes and Labels dialog box lets you specify a delivery address and a return address. It also gives you a preview of the envelope.