Paradigm Publishing, Inc. 1

Transcription

1 Paradigm Publishing, Inc. 1

2 Word 2013 Level 1 Unit 1 Editing and Formatting Documents Chapter 1 Preparing Documents Paradigm Publishing, Inc. 2

3 Preparing Documents Quick Links to Presentation Contents Open Microsoft Word Create a Document Save a Document Print a Document Close a Document Create a New Document Open a Document Pin a Document Save a Document with Save As CHECKPOINT 1 Close Word Edit a Document Select Text Use the Undo and Redo Buttons Check Spelling and Grammar Use Help CHECKPOINT 2 Paradigm Publishing, Inc. 3

4 Open Microsoft Word To open Microsoft Word 2013: 1. From your Windows 8 Start screen, click the Word 2013 tile. Word 2013 tile Paradigm Publishing, Inc. 4

5 Create a Document FILE tab ribbon Quick Access toolbar tabs Title bar vertical ruler Status bar insertion point I-beam pointer horizontal ruler vertical scroll bar Taskbar Paradigm Publishing, Inc. 5

6 Create a Document - continued Feature Description Collapse the Ribbon button when clicked, removes the ribbon from the screen FILE tab horizontal ruler I-beam pointer insertion point Quick Access toolbar ribbon when clicked, displays backstage area that contains options for working with and managing documents used to set margins, indents, and tabs used to move the insertion point or to select text indicates location of next character entered at the keyboard contains buttons for commonly used commands area containing the tabs with options and buttons divided into groups Paradigm Publishing, Inc. 6

7 Create a Document - continued Feature Status bar tabs Taskbar Title bar vertical ruler vertical scroll bar Description displays number of pages and words, view buttons, and Zoom slider bar contains commands and features organized into groups contains icons for launching programs, buttons for active tasks, and a notification area displays document name followed by program name used to set top and bottom margins used to view various parts of the document beyond the screen Paradigm Publishing, Inc. 7

8 Create a Document - continued At a blank document, type information to create a document. Some things to consider when typing text are: Word wrap: As you type text to create a document, you do not need to press the Enter key at the end of each line because Word wraps text to the next line. AutoCorrect: Word contains a feature that automatically corrects certain words as you type them. Automatic spelling checker: By default, Word will automatically insert a red wavy line below words that are not contained in the Spelling dictionary or are automatically corrected by AutoCorrect. Automatic grammar checker: If the grammar checker detects a sentence containing a grammatical error, a green wavy line is inserted below the sentence. continues on next slide Paradigm Publishing, Inc. 8

9 Create a Document - continued Spacing punctuation: Typically, Word uses Calibri as the default typeface, which is a proportional typeface. When typing text in a proportional typeface, space once (rather than twice) after end-of-sentence punctuation such as a period, question mark, or exclamation point, and after a colon. Option buttons: As you insert and edit text in a document, you may notice an option button popping up in your text. The name and appearance of this option button varies depending on the action. AutoComplete: Microsoft Word and other Office applications include an AutoComplete feature that inserts an entire item when you type a few identifying characters. Paradigm Publishing, Inc. 9

10 Create a Document - continued To use New Line command: 1. Position insertion point. 2. Press Shift + Enter. Press Enter to begin a new line with 8 points of spacing. Press Shift + Enter to begin a new line without extra spacing. Paradigm Publishing, Inc. 10

11 Save a Document To save a document: 1. Click Save button. 2. Click desired location. 3. Click Browse button. 4. Type document name in File name text box. 5. Press Enter or click Save button. Save button Paradigm Publishing, Inc. 11

12 Save a Document - continued Address bar toolbar Navigation pane Content pane Type the document name in this text box. Details pane Paradigm Publishing, Inc. 12

13 Save a Document - continued File names cannot include any of the following characters: forward slash (/) question mark (?) backslash (\) quotation mark ( ) greater than sign (>) colon (:) less than sign (<) semicolon (;) asterisk (*) pipe symbol ( ) Paradigm Publishing, Inc. 13

14 Print a Document To print a document: Click Quick Print button on Quick Access toolbar. OR 1. Click FILE tab. Back button options Click to display Word Options dialog box. Information about the document displays in this area of the Info backstage area. continues on next slide Paradigm Publishing, Inc. 14

15 Print a Document - continued 2. Click Print option. 3. Click Print button. Click the Print button to send the document to the specified printer. Print Preview Print option Navigation buttons slider bar Paradigm Publishing, Inc. 15

16 Print a Document - continued Click the Print button located toward the upper left side of the backstage area to send the document to the printer and specify the number of copies you want printed with the Copies option. Use the gallery in the Printer category to specify the desired printer. The Settings category contains a number of galleries, each with options for specifying how you want your document printed, including whether or not you want the pages collated when printed; the orientation, page size, and margins of your document; and how many pages of your document you want to print on a page. Paradigm Publishing, Inc. 16

17 Print a Document - continued To insert Quick Print button on Quick Access toolbar: 1. Click Customize Quick Access Toolbar button. 2. Click Quick Print at drop-down list. Customize Quick Access Toolbar button Paradigm Publishing, Inc. 17

18 Close a Document To close a document: 1. Click FILE tab. 2. Click Close option. OR Press Ctrl + F4. Close option Paradigm Publishing, Inc. 18

19 Create a New Document To create a new document: 1. Click FILE tab. 2. Click New option. 3. Click Blank document template. New option Paradigm Publishing, Inc. 19

20 Open a Document To open a document: 1. Click FILE tab. 2. Click Open option. 3. Click desired location. 4. Click Browse button. 5. Double-click document name. Open option Paradigm Publishing, Inc. 20

21 Open a Document - continued Address bar toolbar Navigation pane To open a document, double-click the document name in this Content pane. Paradigm Publishing, Inc. 21

22 Open a Document - continued To open a recently opened document: 1. Click FILE tab. 2. Click Open option. 3. Click Recent Documents. 4. Click desired document. Recent Documents Paradigm Publishing, Inc. 22

23 Pin a Document To pin a document: 1. Click FILE tab. 2. Click Open option. 3. Click stick pin at left of desired document. stick pin Paradigm Publishing, Inc. 23

24 Save a Document with Save As To save a document with Save As: 1. Click FILE tab. 2. Click Save As option. 3. At Save As backstage area, click desired location. 4. Click Browse button. 5. At Save As dialog box, navigate to desired folder. 6. Type document name in File name text box. 7. Press Enter. Save As option Paradigm Publishing, Inc. 24

25 1) Clicking this tab displays the backstage area. a. FILE b. HOME c. INSERT d. VIEW 2) What is the maximum number of characters for naming a file? a. 55 b. 155 c. 255 d. 355 Answer Next Question Answer Next Question 3) What keys are pressed to use the New Line command? a. Shift + Enter b. Ctrl + Enter c. Ctrl + Home d. Shift + Home 4) Do this to your document if you want it to display in the Recent Documents list. a. Save b. Save As c. Open d. Pin Answer Next Question Answer Next Slide Paradigm Publishing, Inc. 25

26 Close Word To close Word: Click Close button. OR Press Alt + F4. Close button Paradigm Publishing, Inc. 26

27 Edit a Document When editing a document, you may decide to insert or delete text. To edit a document, use the mouse, the keyboard, or a combination of the two to move the insertion point to specific locations in the document. Paradigm Publishing, Inc. 27

28 Edit a Document - continued You can also scroll in a document, which changes the text display but does not move the insertion point. Use the mouse with the vertical scroll bar, located at the right side of the screen, to scroll through text in a document. vertical scroll bar Paradigm Publishing, Inc. 28

29 Edit a Document - continued To use the Go To option: 1. Click HOME tab. 2. Click Find button arrow. 3. Click Go To at dropdown list. Find button arrow continues on next slide Paradigm Publishing, Inc. 29

30 Edit a Document - continued 4. At Find and Replace dialog box, type page number in Enter page number text box. 5. Press Enter key. Find and Replace dialog box Paradigm Publishing, Inc. 30

31 Edit a Document - continued To move insertion point one character left one character right one line up one line down one word to the left one word to the right to end of a line to beginning of a line Press Left Arrow Right Arrow Up Arrow Down Arrow Ctrl + Left Arrow Ctrl + Right Arrow End Home continues on next slide Paradigm Publishing, Inc. 31

32 Edit a Document - continued To move insertion point to beginning of current paragraph to beginning of next paragraph up one screen down one screen to top of previous page to top of next page to beginning of document to end of document Press Ctrl + Up Arrow Ctrl + Down Arrow Page Up Page Down Ctrl + Page Up Ctrl + Page Down Ctrl + Home Ctrl + End Paradigm Publishing, Inc. 32

33 Edit a Document - continued To delete character right of insertion point character left of insertion point text from insertion point to beginning of word text from insertion point to end of word Press Delete key Backspace key Ctrl + Backspace Ctrl + Delete Paradigm Publishing, Inc. 33

34 Select Text Use the mouse and/or keyboard to select a specific amount of text. Once selected, you can delete the text or perform other Word functions involving the selected text. selected text Mini toolbar Paradigm Publishing, Inc. 34

35 Select Text - continued To select a word a line of text multiple lines of text a sentence a paragraph multiple paragraphs an entire document Complete these steps using the mouse Double-click the word. Click in the selection bar to the left of the line. Drag in the selection bar to the left of the lines. Hold down the Ctrl key then click anywhere in the sentence. Double-click in the selection bar next to the paragraph, or triple-click anywhere in the paragraph. Drag in the selection bar. Triple-click in the selection bar. Paradigm Publishing, Inc. 35

36 Select Text - continued To select an amount of text other than a word, sentence, or paragraph, position the I-beam pointer on the first character of the text to be selected, hold down the left mouse button, drag the I-beam pointer to the last character of the text to be selected, and then release the mouse button. To select all text between the current insertion point and the I-beam pointer, position the insertion point where you want the selection to begin, hold down the Shift key, click the I-beam pointer at the end of the selection, and then release the Shift key. Paradigm Publishing, Inc. 36

37 Select Text - continued To select a specific amount of text using the keyboard, turn on the Selection mode by pressing the F8 function key. With the Selection mode activated, use the arrow keys to select the desired text. To cancel the selection, press the Esc key and then press any arrow key. Paradigm Publishing, Inc. 37

38 Select Text - continued To select one character to right one character to left to end of word to beginning of word to end of line to beginning of line one line up one line down Press Shift + Right Arrow Shift + Left Arrow Ctrl + Shift + Right Arrow Ctrl + Shift + Left Arrow Shift + End Shift + Home Shift + Up Arrow Shift + Down Arrow continues on next slide Paradigm Publishing, Inc. 38

39 Select Text - continued To select to beginning of paragraph to end of paragraph one screen up one screen down to end of document to beginning of document entire document Press Ctrl + Shift + Up Arrow Ctrl + Shift + Down Arrow Shift + Page Up Shift + Page Down Ctrl + Shift + End Ctrl + Shift + Home Ctrl + A or click Select button in Editing group and then click Select All Paradigm Publishing, Inc. 39

40 Use the Undo and Redo Buttons If you make a mistake and delete text that you did not intend to, or if you change your mind after deleting text and want to retrieve it, you can use the Undo or Redo buttons on the Quick Access toolbar. If you use the Undo button and then decide you do not want to reverse the original action, click the Redo button. Undo button Redo button Paradigm Publishing, Inc. 40

41 Use the Undo and Redo Buttons - continued To undo an action performed earlier: 1. Click Undo button arrow. 2. Click desired option in drop-down list. Undo button arrow Paradigm Publishing, Inc. 41

42 Check Spelling and Grammar The spelling checker finds misspelled words and offers replacement words. It also finds duplicate words and irregular capitalizations. When you spell check a document, the spelling checker compares the words in your document with the words in its dictionary. If the spelling checker finds a match, it passes over the word. If a match is not found for the word, the spelling checker will stop, select the word, and offer possible corrections. The grammar checker will search a document for errors in grammar, punctuation, and word usage. Paradigm Publishing, Inc. 42

43 Check Spelling and Grammar - continued To check spelling and grammar: 1. Click REVIEW tab. 2. Click Spelling & Grammar button. Spelling & Grammar button continues on next slide Paradigm Publishing, Inc. 43

44 Check Spelling and Grammar - continued 3. Change or ignore errors. 4. Click OK. Spelling task pane Paradigm Publishing, Inc. 44

45 Check Spelling and Grammar - continued Button Ignore Ignore All Add Delete Change Change All Function During spell checking, skips that occurrence of the word; in grammar checking, leaves currently selected text as written. During spell checking, skips that occurrence of the word and all other occurrences of the word in the document. Adds the selected word to the main spelling check dictionary. Deletes the currently selected word(s). Replaces the selected word with a word in the task pane list box. Replaces the selected word and all other occurrences of it with a word in the task pane list box. Paradigm Publishing, Inc. 45

46 Use Help To use Help: 1. Click Microsoft Word Help button. 2. Type search text in search text box. 3. Press Enter. 4. Click desired topic. Microsoft Word Help button Paradigm Publishing, Inc. 46

47 Use Help - continued Home Keep Help on Top Back Forward Use Large Text Print Paradigm Publishing, Inc. 47

48 Use Help - continued Some button ScreenTips, dialog boxes, and backstage areas contain a Help icon or button you can click to display a help window with specific information about the button feature, dialog box, or backstage area. ScreenTip help hyperlink Help button Paradigm Publishing, Inc. 48

49 1) You can use this option to move the insertion point to a specific page within a document. a. Locate b. Go To c. Search d. Browse 2) Press this key to delete a character to the left of the insertion point. a. Insert b. Delete c. Backspace d. Enter Answer Next Question Answer Next Question 3) Press these keys to select an entire document. a. Ctrl + E b. Ctrl + S c. Ctrl + D d. Ctrl + A 4) The Spelling & Grammar button is located on this tab. a. REVIEW b. HOME c. INSERT d. FILE Answer Next Question Answer Next Slide Paradigm Publishing, Inc. 49

50 Preparing Documents Summary of Presentation Concepts Open Microsoft Word Create, save, name, print, open, and close a Word document Close Word Edit a document Move the insertion point within a document Scroll within a document Select text in a document Use the Undo and Redo buttons Check spelling and grammar in a document Use the Help feature Paradigm Publishing, Inc. 50