XP M.S. Word Editing and Formatting a Document. XP New Perspectives on Microsoft Office 2007: Windows XP Edition2 Objectives Check spelling and grammar

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M.S. Word

Editing and Formatting a Document

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New Perspectives on Microsoft Office 2007: Windows XP Edition 2

Objectives• Check spelling and grammar• Select and delete text• Move text within a document• Find and replace text

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Objectives• Change margins• Change alignment and paragraph indents• Copy formatting with the Format Painter• Emphasize points with bullets, numbering, bold,

and italic• Change fonts and adjust font sizes• Change the document theme• Preview and print a document

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Using the Spelling and Grammar Checker• Move the insertion point to the beginning of the document, click

the Review tab on the Ribbon, and then, in the Proofing group, click the Spelling & Grammar button

• In the Spelling and Grammar dialog box, review any items highlighted in color. Possible grammatical errors appear in green; possible spelling errors appear in red. Review the suggested corrections in the Suggestions list box

• To accept a suggested correction, click on it in the Suggestions list box, click the Change button to make the correction, and then continue searching the document for errors

• To skip the current instance of the highlighted text and continue searching the document for errors, click the Ignore Once button

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Using the Spelling and Grammar Checker• Click the Ignore All button to skip all instances of the

highlighted text and continue searching the document for errors. Click the Ignore Rule button to skip all instances of a highlighted grammatical error

• To type your correction directly in the document, click outside the Spelling and Grammar dialog box, make the correction, and then click the Resume button in the Spelling and Grammar dialog box

• To add an unrecognized word to the dictionary, click the Add to Dictionary button

• When you see a dialog box informing you that the spelling and grammar check is complete, click the OK button

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Using the Spelling and Grammar Checker

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Deleting Text• Hold the Ctrl key to select multiple words

simultaneously before you delete them

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Moving Text in a Document• Select the text you want to move• Press and hold down the mouse button until the

drag-and-drop pointer appears, and then drag the selected text to its new location

• Use the dotted insertion point as a guide to determine exactly where the text should be inserted

• Release the mouse button to “drop” the text at the insertion point

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Moving Text in a Document

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Cutting or Copying and Pasting Text• The key to cutting and pasting is the Clipboard, a

temporary storage area on your computer that holds text or graphics until you need them

• Select the text or graphics you want to cut or copy• To remove the text or graphics, click the Cut button on

the Home tab, or to copy, click the Copy button on the Home tab

• Move the insertion point to the target location in the document

• Click the Paste button on the Home tab

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Cutting or Copying and Pasting Text

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Finding and Replacing Text• When you’re working with a longer document, the quickest and

easiest way to locate a particular character, word, or phrase is to use the Find and Replace dialog box

• Click either the Find button or the Replace button on the Home tab• Click the More button to expand the dialog box to display additional

options, including the Find whole words only option. If you see the Less button, the additional options are already displayed

• In the Search list box, select Down if you want to search from the insertion point to the end of the document, select Up if you want to search from the insertion point to the beginning of the document, or select All to search the entire document

• Type the characters you want to find in the Find what text box• If you are replacing text, type the replacement text in the Replace

with text box

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Finding and Replacing Text• Click the Find whole words only check box to search for complete

words• Click the Match case check box to insert the replacement text

with the same case (upper or lower) as in the Replace with text box. For example, if the Replace with text box contained the words “Pemberly Interiors,” this would ensure that Word inserted the text with a capital (uppercase) “P” and a capital (uppercase) “I”

• Click the Find Next button• Click the Replace button to substitute the found text with the

replacement text and find the next occurrence• Click the Replace All button to substitute all occurrences of the

found text with the replacement text, without reviewing each occurrence

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Finding and Replacing Text

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Changing Margins for a Document• Make sure no text is selected, and then, in the Page Setup group

on the Page Layout tab, click the Dialog Box Launcher. If necessary, click the Margins tab to display the margin settings

• Use the arrows to change the settings in the Top, Bottom, Left, or Right text boxes, or type a new margin value in each text box

• Make sure the Apply to list box displays Whole document• Click the OK button• To choose from groups of predefined margin settings, click the

Page Layout tab on the Ribbon, and then click the Margins button. In the Margins menu, click the group of margin settings that is appropriate for your document

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Changing Margins for a Document

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Changing Margins for a Document

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Aligning Text• The term alignment refers to the way a

paragraph lines up horizontally between the margins

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Aligning Text

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Adding Bullets and Numbers• You can emphasize a list of items by adding a

heavy dot, or bullet, before each item in the list– Much easier to read and follow than lists that do not

have bullets

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Adding Bullets and Numbers

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Presentation on M. S. Word 2007___bY___ Hafiz Tariq Aziz 22

Adding Bullets and Numbers

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Emphasizing Text Using Bold and Italic

• You can emphasize text by formatting it with bold, underline, or italic

• These buttons, which are on the Home tab, are toggle buttons

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Helpful Keyboard Shortcuts• For common tasks, such as applying bold and

italics, it’s often faster to use a keyboard shortcut

• Bold selected text: Ctrl+B• Italicize selected text: Ctrl+I• Underline selected text: Ctrl+U• Single-space lines within paragraph that

currently contains the insertion point: Ctrl+1

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Helpful Keyboard Shortcuts• Double-space lines within paragraph that currently

contains the insertion point: Ctrl+2• Select entire document: Ctrl+A• Cut selected text: Ctrl+X• Copy selected text to Clipboard: Ctrl+C• Paste most recently copied item at location of insertion

point: Ctrl+V• Undo your most recent action: Ctrl+Z• You can also save time by using KeyTips, sometimes called

access keys, to select buttons and commands

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Working with Themes and Fonts• The document theme controls the variety of

fonts, colors, and other visual effects available to you as you format a document

• To apply a font, select the text you want to format, then in the Font group on the Home tab, click the Font arrow, and click the font you want

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Working with Themes and Fonts

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Changing the Document’s Theme

• Each document theme is designed to convey a specific look and feel

• Click the Page Layout tab, and then click the Themes button

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Changing the Document’s Theme

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Previewing and Printing the Document

• Click the Office Button , point to Print, and then click Print Preview

• From the Print Preview window, you can set the Zoom, check the print settings, and Print the document

• Click the Close Print Preview button to return to Print Layout view

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XP M.S. Word Editing and Formatting a Document. XP New Perspectives on Microsoft Office 2007: Windows XP Edition2 Objectives Check spelling and grammar