Transcript Word Tutorial 2.ppt

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Microsoft Office Word 2003
Tutorial 2 – Editing and Formatting a
Document
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Check 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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The Spelling and Grammar dialog box
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Proofread your document
Although the Spelling and Grammar checker can find obvious mistakes in your
document, you should always proofread the document very carefully. In the
figure below, the word “too” is written where it should be “two”. Since “too” is
spelled correctly, it is not flagged as an error, but it is still incorrect.
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Select 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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Move 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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Drag-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.
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Finally, drag the text
to its new location
and release the mouse
button.
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Cut, 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 2003, a maximum of 24 items can be
stored on the Clipboard.
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Using the clipboard
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Find 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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Use Find and Replace
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Change margins, line spacing, XP
alignment, and paragraph indents
• Margins affect the amount of white space between the type
and the edge of the paper.
• Line spacing, which you can change using the Line
Spacing button on the Formatting toolbar, determines the
amount of white space between lines of type.
• Text alignment identifies how the text lines up between the
left and right margins.
• Paragraph indents change where text starts and stops on
each horizontal line without changing the margins.
• Indents are most often applied to the first line of a
paragraph, but entire paragraphs can be indented for
various reasons.
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The Page Setup dialog box
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Use the ruler to set margins
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Modify line spacing
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Indenting a Paragraph
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Align text using the
Formatting toolbar
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Copy formatting with
the Format Painter
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• The Format Painter copies formatting from one
paragraph to another in three steps:
– Select the entire formatted paragraph
– Click the Format Painter button (double-click to apply
the format to multiple items), and then use the mouse
pointer to select the item(s) you want to format
– 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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Using the Format Painter
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Emphasize 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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Use a bulleted list to organize data
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Change 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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Choose a font from the
Formatting toolbar
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Previewing Formatted Text
• It’s helpful to preview a document after formatting
it, because the Print Preview window makes it
easy to spot text that is not aligned correctly.
• To preview and print a document, press
Ctrl+Home, click the Print Preview button on the
Standard toolbar, click the One Page button on the
Print Preview toolbar, and examine the document.
• Click the Print button on the Print Preview toolbar.
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Previewing Formatted Text
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Add a comment to a document
• A comment is an electronic way of attaching a note about a certain
word or section of the text, much as you would write a note in the
margins of a paper document.
• You can insert, edit, and delete comments without affecting the
document.
• Insert comments at any point in the text.
• Select sections of the text to indicate that your comment references all
of the text selected.
• Comments can also be viewed as ScreenTips or, if you alter the default
settings, as margin notes.
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Adding a comment
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Using the Research Task Pane
• The Research task pane provides a number of
research tools, including a thesaurus, an Internet
search engine, and access to the Encarta
Encyclopedia and Dictionary
• To take full advantage, your computer must be
connected to the Internet
• Select the text you wish to research, and click the
Research button on the Standard toolbar
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Using the Research Task Pane
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