Using MS.Word Objectives

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1 OFFICE WORD 2007 LAB 1 IST203 CLEVELAND STATE UNIVERSITY PROF. VICTOR MATOS Creating and Editing a Document Using MS.Word Objectives Develop a document as well as enter and edit text 2. Insert and delete text and blank lines 3. Use spelling and grammar checking 4. Use Autocorrect 6. Set file properties 7. Save, close, and open files 8. Select text 9. Undo and redo changes 10. Change fonts and type sizes 11. Bold and color text 12. Change alignment 13. Insert and size pictures 14. Add page borders and watermarks 15. Print a document 1

2 Concept Overview 1-3 The following concepts will be introduced in this lab: Grammar Checker - The grammar checker advises you of incorrect grammar as you create and edit a document, and proposes possible corrections. Spelling Checker - The spelling checker advises you of misspelled words as you create and edit a document, and proposes possible corrections. AutoCorrect - The AutoCorrect feature makes some basic assumptions about the text you are typing and, based on these assumptions, automatically corrects the entry. Word Wrap - The word wrap feature automatically decides where to end a line and wrap text to the next line based on the margin settings. Font and Font Size - A font, also commonly referred to as a typeface, is a set of characters with a specific design that has one or more font sizes. Alignment - Alignment is how text is positioned on a line between the margins or indents. There are four types of paragraph alignment: left, center, right, and justified. Graphics - A graphic is a non-text element or object, such as a drawing or picture that can be added to a document. Introducing Office Word Word processing program Can create Professional letters & reports Business, legal, scientific documents Attractive flyers & newsletters 2

3 Starting Office Word Several ways to start Use the Start menu > All Programs Microsoft Office Click a desktop shortcut Word 2007 is displayed in a window on the desktop Exploring the Word 2007 Window 1-6 Document window 3

4 More on the Word 2007 Window Viewing and Zooming a Document 4

5 Document Zoom Feature 1-9 Zoom in to get a closer view Zoom out to see more of the document Default of 100% shows size of characters when printed Can increase up to 500 percent Can reduce to 10 percent Default Document Settings 1-10 Predefined settings in Normal.dotm template file Default settings 8.5 by 11 inches paper size 1-inch top and bottom margins 1-inch left and right margins Portrait Orientation Tip. Word templates for user: Administrator are saved at C:\Documents and Settings\Administrator\Application Data\Microsoft\Templates 5

6 Creating New Documents 1-11 Developing a Document Plan Enter Edit Format Preview and Print Retrace editing and formatting as needed Entering Text 1-12 Text is entered using the keyboard Word 2007 features Spell check Grammar check Auto corrections Word wrap 6

7 Typing Text 1-13 Your Turn 1. Start Office Word Type: Adventure Traveel (do not press space after typing the last letter do not change colors). Typing Text

8 1-15 Moving Through Text Keyboard Mouse Click on location Shape changes to I-beam Used to move insertion point Position in unmarked area Shape changes to arrow Used to highlight text Keyboard Directional Keys

9 Using Backspace and Delete 1-17 Backspace key Removes a character or space to the left ( )of the insertion point Useful when you are moving from right to left Delete key Removes the character or space to the right ( )of the insertion point Useful when you are moving from left to right Using Backspace and Delete 1-18 Your Turn 1. Press key [Backspace] to remove the extra e. 2. Press [ ] or click at the end of the line. 3. Press [Space]. 4. Type: Tours four new adventures and correct any typing errors as you make them using [Backspace] or [Delete]. 9

10 Ending a Line and Inserting Blank Lines 1-19 Press ENTER To end a line and begin another line At the beginning of a line to insert a blank line In the middle of a line to move all the text to the right of the insertion point to the beginning of the next line Ending a Line and Inserting Blank Lines 1-20 Your Turn 1. Press [Enter] key 3 times. 10

11 Inserting Blank Lines 1-21 Inserting Blank Lines 1-22 Your Turn 1. Open the Home tab and click Show/Hide in the Paragraph group. 2. Click on the right side of the s in Tours before the dot. 11

12 Inserting Blank Lines 1-23 Your Turn 1. Press [Enter] 2 times. 2. Press [Delete] to remove the space at the beginning of the line. 3. Press [ ] Revealing Formatting Marks Controls document appearance Not displayed automatically Helpful to view underlying formatting marks 12

13 1-25 Identifying and Correcting Errors Automatically Word constantly checks the document for spelling and grammar errors An animated pencil icon is displayed in the status bar while typing Word checks for errors while you type Checking Grammar 1-26 Green wavy line indicates a spelling or grammar error Status icons appears in status bar 13

14 Concept Grammar Checker Advises you of incorrect grammar Proposes possible corrections Grammar errors identified with a wavy green line Use discretion when correcting errors Grammar Context Menu 1-28 Why is this an error? Right-click on the word: four 14

15 Grammar Correction Options 1-29 Grammar Checker

16 . Checking Spelling 1-31 Your Turn 1. Right-click the word four to open the context menu. 2. Choose Grammar 3. Click [Change]. Concept Spelling Checker Advises you of misspelled words Proposes possible corrections Compares each word to two dictionaries Main dictionary Custom dictionary A red wavy line is displayed below the misspelled word 16

17 . Checking Spelling 1-33 Your Turn 1. Type: Attention adventire travellars! 2. Press [Space]. 3. Right-click on adventire to display the context menu. 4. Choose adventure. 5. Correct the spelling for travellars. Checking Spelling

18 Spelling Context Menu 1-35 Spelling Correction Options

19 Using AutoCorrect 1-37 As soon as you complete typing a word, the program checks the word For grammar For spelling Many spelling and grammar corrections are automatically as you type Concept AutoCorrect Automatically corrects entries Capitalization at the beginning of a sentence Names of the days of the week Changes to lowercase Common typing and spelling errors Automatically makes corrections Looks for certain types of errors Checks all entries against a built-in list of AutoCorrect entries 19

20 Using AutoCorrect 1-39 Using AutoCorrect 1-40 Your Turn 1. Press [End] to move to the end of the line. 2. Type attend a presentaation to lern about teh 3. Press [Space]. 4. Point to the word Attend to display the blue box. 5. Point to the blue box. 6. Click AutoCorrect Options. 7. Click outside the menu to close it. 8. Open the spelling context menu for lern and choose learn. 20

21 Concept Word Wrap Automatically decides where to end a line Wraps text to the next line No need to press ENTER at the end of a full line Press ENTER only to Insert a new paragraph Insert blank lines Create a short line like a salutation Word Wrapping 1-42 Your Turn 1. Press [End] to move to the end of the line. 2. Type: earth s greatest unspoiled habitats and find out how you can experience the adventure of a lifetime. 3. Correct any spelling or grammar errors that are identified. 4. Move to the end of the sentence and [Enter] press twice. 21

22 Word Wrapping 1-43 Your Turn 5. Type your name. 6. Press [Enter]. 7. Type the current date beginning with the month and when the ScreenTips appear for the month and the complete date, press [Enter] to insert them. 8. Press [Enter] twice. 9. Click Show/Hide to turn off the display of formatting marks. Word Wrap 1-44 Word wrap continues text on the next line when the right margin boundary is reached. 22

23 Specifying Document Properties 1-45 Document properties Details about the document that describe or identify it Title Author name Subject & keywords Automatically generated details Number of words in a file Document creation date Date last modified Modifying Document Properties 1-46 Prepare Properties 23

24 Document Statistics 1-47 Document Properties Advanced Pro Saving, Closing, and Opening Files 1-48 As you edit and enter text, changes are stored in memory Saving a document to a file on a disk permanently stores it Saved documents can be opened and closed for ft future editing How does the Word AutoRecovery feature work? 24

25 Saving a File 1-49 Save command or Save button Saves active file using the same file name Replaces contents of existing disk file Save As command Saves active file using a new file name or saves to a new location Leaves original i file unchanged Which command is the best one to use? Saving a File 1-50 Your Turn 1. Click Save in the Quick Access Toolbar. 2. Open the Save In drop-down list box. 3. Select the location where you want to save your file. 4. Click in the File name text box to highlight g the proposed file name. 5. Type Flyer. 6. Click [Save]. 25

26 Saving a File 1-51 Save In Drop-Down List Box

27 Opening a File 1-53 Navigating a Document 1-54 Features that make it easy to move around in a large document Scroll bar Keyboard Move directly to a page Search document to locate specific items Document Map Table of Contents 27

28 Using the Keyboard to Scroll 1-55 Mouse Action on Vertical Scroll Bar

29 Editing Documents Adding Text 1-57 Your Turn 1. Open the document named: Flyer. 2. Locate the sentence adventure of a lifetime. 3. Append the following text (it contains errors please do not correct then now) Editing Documents Adding Text 1-58 Your Turn Type: This year we are introducing four new tours and offering gyou a unique opportunity to combine many different outdoor activities while exploring the world. India Wildlife Adventure Inca Trail to Machu Picchu Safari in Tanzania Costa Rica Rivers and Rain Forests Presentation ti dates are January 5 at 7:00 p.m., February 3 at 7:30 p.m., and March 8 at 7:00 p.m. All four presentations are made at convenient hotel Zerr8 too7tee 22554oo locations. The hotels are located in downtown Los Angeles, in Santa Clara, and at the LAX airport. Call for presentation locations, a full color brochure, and itinerary information, costs, and trip dates. 29

30 Editing Documents 1-59 Capitalize first word Your instructor may provide a copy of this slide Delete word Add and times Delete junk text Delete word Insert you name Delete sentence Inserting Text 1-60 Insert Mode Allows new characters to be inserted into existing text Moves existing text to the right to make space for new characters 30

31 Selecting and Replacing Text 1-61 Selecting and Deleting Text

32 More Editing Functions 1-63 Undo editing changes Reverses last action or command Includes a drop-down list of recent actions Change case Allows you to change the case of selected text Use Change Case command Formatting a Document

33 Concept Font and Font Size A font is a set of characters with a specific design Also called a typeface Fonts can enhance the appearance of a document Basic types Serif fonts: have a flair at the base of each letter that visually leads the reader to the next letter. Sans serif fonts: do not have a flair at the base of each letter. Common Fonts in Different Sizes 1-66 Note: One point equals about 1/72 inch, and text in most documents is 10 pt or 12 pt. 33

34 Changing the Font 1-67 To change the font before typing the text, first use the command and then type To change the font for existing text: Select the text first Use the command What is Live Preview? Applying Character Effects

35 Formatting the Document 1-69 Your Turn Formatting the Document 1-70 Your Turn 35

36 Formatting the Document 1-71 Your Turn Alignment

37 Concept Alignment The positioning of text on a line between margins or indents Types of alignment Left Centered Right Justified Affects entire paragraph Formatting the Document 1-74 Your Turn 37

38 Formatting the Document 1-75 Your Turn Formatting the Document 1-76 Your Turn 38

39 Formatting the Document 1-77 Your Turn Working with Graphics

40 Concept Graphics Graphic Non-text element or object Can be sized, moved, and manipulated Types of graphics Drawing object Picture Illustration Scanned photograph Inserting a Picture 1-80 Sources for clip art Office tool Clip Organizer Microsoft s Clip Art and Media Web site Digital camera images Scanned images 40

41 Inserting and Sizing a Graphic 1-81 Picture is surrounded by A selection rectangle Four circles and four squares called sizing handles Picture Tools tab Automatically appears when picture is selected Used to modify the picture Inserting a Picture Your Turn 41

42 Inserting a Picture Your Turn Clip Art Task Pane with Thumbnails

43 Enhancing the Page 1-85 Borders Can add interest and emphasis Used for entire pages, text, tables, graphics, and pictures Watermarks Text or pictures that appear behind text Add interest or identify document status Adding a Border 1-86 Your Turn 43

44 Adding a Watermark 1-87 Your Turn Printing a Document 1-88 Specify the printer Specify how much of the document you want printed 44

45 Exiting Word 1-89 Use the Exit command in the File menu to quit Can click the Close button in the window title bar Word displays a warning if you attempt to close the application without first saving 1-90 Key Terms alignment AutoCorrect character formatting clip art custom dictionary default document properties document window drawing object edit embedded object end-of-file marker font font size 45

46 Key Terms cont format grammar checker graphic Insert mode insertion point Live Preview main dictionary object paragraph formatting picture ruler sans serif font select Key terms cont selection rectangle serif font sizing handles soft space source program spelling checker template thumbnail TrueType typeface watermark word wrap 46

47 FAQs How can formatting marks help me in creating a document? 2. What is the AutoCorrect feature and how does it work? 3. How can I add a word to the dictionary? 4. How can I tell how many words are in my document? 5. Help! I saved my file and now I can t find it. What should I do? 6. How can I easily navigate to the end of a document? 7. I need to enhance my document. Where can I find clip art? FAQs What are true type fonts? 9. I need to center a heading for my document? How can I do this? 10. Besides using the backspace and delete keys, is there an easier way to get rid of unwanted text? If so, how? 11. How does the Clear Formatting command work? 47

48 Discussion Questions Some users rely heavily on the spelling and grammar checker. Discuss why this may not be the best thing to do. 2. The word wrap feature allows you to enter text without having to press ENTER at the end of a line. Discuss when you need to use the ENTER key in Word Describe the difference between the Save and the Save As feature. 4. Word 2007 provides many shortcuts to navigate through a document. Describe some of shortcuts that can help you if you are working on a long research paper. 5. Your group has been assigned to create a newsletter. What features can you use in Word 2007 to enhance the appearance of your document? 48

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