XP New Perspectives on Microsoft Word 2002 Tutorial 11 Microsoft Word

New Perspectives on Microsoft Word 2002 Tutorial 1

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Microsoft Word


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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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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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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.


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XPCheck spelling and grammar

• Word's Spelling and Grammar checker highlights typing errors in red and grammatical errors in green as you type.

• If you open an existing document, you can still use the checker to locate errors.

• As the checker proceeds through the document, it will stop at each error it finds and suggest one or more possible corrections.


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XPThe Spelling and Grammar dialog box

This figure shows the Spelling and Grammar checker with a suggested correction. Select a suggestion and click the Change button. The error will be corrected and the checker will continue to examine the rest of the document.


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XPMove the insertion point around the document

• For short distances, it may be easiest to use the arrow keys on your keyboard to move the insertion point in your document.

• For longer distances, such as moving to the beginning of the document, it's quicker to use the keyboard shortcuts. For example:– Use the Home key to move to the beginning of the

current line– Use Ctrl+Home to move to the beginning of a

document


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XPKeystrokes used to move the insertion point

The various keystrokes for moving the insertion point are displayed in this figure. Clicking the mouse at any location in the document is also a method for positioning the insertion point.


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XPSelect and delete text

• You can use different methods to select text with the mouse or keyboard.

• Use the mouse to quickly select any amount of text—a letter, a line, or the entire document.

• To select a single line or more, click in the selection bar, which is the blank space in the left margin where the cursor turns into an arrow.

• After the text is selected, you can perform many actions, including deleting the highlighted text by pressing the Delete key.


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XPMethods for selecting text

This table shows multiple methods that can be used to select text.


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XPReverse edits using the Undo button

• In Word, you can easily fix a typing mistake immediately after you make it by clicking the Undo button on the Standard toolbar.

• Undo remembers a long list of actions, as you can see by clicking the list arrow next to the Undo button.

• You can undo a single action at a time by clicking the Undo button or several at once by selecting an action from the drop-down list on the Undo button.

• If you select an action from the list, Word will reverse all actions up to and including the one you click.


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XPReverse Undo actionsusing the Redo button

• If you discover that you shouldn't have undone an action, you can click the Redo button on the Standard toolbar.

• This will reverse the action taken by the Undo button.

• The Redo button will not be available until you have clicked the Undo button at least once.

• It can't redo an action unless one has been undone.


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XPMove text within the document

• The ability to move text within a document is a timesaving editing feature.

• Moving text, compared to retyping the same amount of text, makes it much easier to reorganize a document.

• Dragging and dropping text enables you to move small or large amounts of text with a few mouse clicks.


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XPDrag-and-drop text

To drag and drop text, first select the text to be moved.

Next, press and hold down the mouse button until the pointer changes into the drag-and-drop pointer shown below.

Finally, drag the text to its new location and release the mouse button.


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XPCut, copy and paste text

• Cutting or copying and then pasting text is another way to move text from one location to another. – Cutting text removes it from its original location– Pasting places it in a new location – Copying leaves the text in its original location, but

places a copy of the text in the new location when you paste

• Cut and copied items are stored on the Clipboard.• In Word 2002, a maximum of 24 items can be

stored on the Clipboard.


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XPUsing the clipboard

The selected text below has been copied to the clipboard.

Any item on the clipboard can be pasted anywhere else in the document by moving the insertion point to the desired location, and then clicking in the clipboard on the item to paste.


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XPFind and replace text

• The Find feature enables you to locate a word or phrase in a document.

• The Replace feature enables you to automatically change the word or phrase after it is found.

• You can set the options to automatically replace every occurrence of the text or to only replace individually selected occurrences.

• Delete a recurring word by searching for the word and replacing it with nothing or a space.

• You can also change the document's appearance by replacing a font, a special character, or the appearance of the text (bold, italic, etc.).


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XPUse Find and Replace

Using the Find and Replace dialog box, you can easily search an entire document for a specific word or phrase. Open this dialog box by clicking the Edit menu, then click the Replace option.


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XPAlign text using the Formatting toolbar

The Formatting toolbar has buttons that can be used to align left, center, right or justify text. Select the text to be aligned, then click one of the alignment buttons to apply the formatting to the text.


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XPModify line spacing

Changing line spacing can help make text stand out. You can change line spacing by selecting the text to be changed, and then clicking the Line Spacing list arrow. Choose the spacing you want from the drop down list to apply that spacing to your text.


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XPCopy formatting with the Format Painter

• The Format Painter copies formatting from one paragraph to another in three steps: – Highlight the entire formatted paragraph

– Double-click the Format Painter button on the Standard toolbar

– Click in the paragraph to be formatted. The format is copied to the second paragraph

• Click the Format Painter button again to turn the function off.


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XPUsing the Format Painter

This figure shows an example of a document in which the Format Painter button has been activated and the formatting will be applied wherever the mouse is pointing when next clicked.

When you have double-clicked the Format Painter button, the button (on the Standard toolbar) becomes active and the mouse pointer changes shape to indicate that it is ready to paint a format.


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XPChange fonts and adjust font sizes

• Important text, such as titles or headings, should look different from the regular text in a document.

• Do this by making the title or headings larger or selecting a different font. – Fonts are classified as serif or sans serif

– Traditionally, documents use a serif font for the main text and a sans serif font for headings

• Draw attention to specific words by using the buttons on the Formatting toolbar to make the words bold, underlined, or italic.

• A quick way to alter either the font or the font size is to access the font list or the font size list. These drop-down lists allow you to quickly change the font/font size.


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XPChoose a font from the Formatting toolbar

When selecting from the font list (as shown in the figure below), the name of the font is displayed in that given font so that you can see an example of what the text will look like.


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XPEmphasize points with bullets, numbering, boldface, underlining, and italics

• Bullets and numbers make lists stand out from the rest of the document.

• Click the Bullets or Numbering button on the Formatting toolbar to add bullets or numbers to each paragraph.

• If you add or remove an item in a numbered list, Word will automatically adjust the numbers.

• Text can also be emphasized and made clearer through the use of bolding, underlining, and italicizing.


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XPUse a numbered list to organize data

This figure is an example of a document with a numbered list. This illustrates how information can be better organized through the use of lists and how steps can be made more clear then if the text were just included in a paragraph.


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XPCreate a table

• A table organizes information into rows and columns. This makes the information easier to read and understand.

• To display a large amount of information in columns, a table is easier to organize and edit than columns created with tabs.

• You can create tables in two ways:– Create a blank table and insert text into it

– Convert existing text into a table

• To enter text into a table, move the insertion point to the correct cell and begin typing. Word will wrap the text to the next line in the same cell and increase the height of the cells in the row.

• Continue moving the insertion point and entering text to complete your table.

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XP New Perspectives on Microsoft Word 2002 Tutorial 11 Microsoft Word