Formatting and Editing Skills

Apply formatting and editing features and operational keys

appropriately.

Word Processing

Word processing software is a type of application software that is used for creating text documents, such as:

letters memos reports

Title bar – displays the filename of a document

Scroll bar – allows you to scroll throughout a document that is too long to fit on one screen

Cursor – on-screen blinking character that shows where the next character will appear

Ribbon – area that contains various tools used to perform various tasks in the Microsoft Office program

Tabs– designate different categories of tools on the Ribbon

Parts of the Office 2010 Word Processing Window

Document View buttons – control the way the page is viewed on the screen

Zoom buttons – control the magnification (how large or small the information looks) of the information on the page

Quick Access Toolbar– Area that contains general commands that are used often

Typing Paper

Standard Paper Size: 8 ½ x 11 inches

There are 66 lines per page.Six lines equals one vertical inch.

Setting Paper/Page Size1. Click Page

Layout Tab

2. Click Size Tool

3. Click desired size for page. (the default size is Letter 8.5” X 11”)

Page Orientation

Orientation – the direction in which you can print on a page

Portrait – height is greater than the width Landscape – width is greater than the height

Portrait

8 ½” x 11”

Landscape

11” x 8 ½”

Most word processing documents are printed in portrait orientation.

Setting Page Orientation1. Click Page

Layout Tab2. Click Orientation

Tool3. Click desired

page orientation. (the default orientation is Portrait)

Document Margins

Margin – the blank space at the top, bottom, left, and right of a document where you cannot type

Document HeaderHeader – allows you to type above the top margin

at the top of each page of a document

1. Click Insert Tab

2. Click Header Tool

3. Click on desired Header

Document Footer Footer – allows you to type below the bottom margin

at the bottom of each page of a document

1. Click Insert Tab

2. Click Footer Tool

3. Click on desired Footer

Text Alignment

Alignment – the way multiple lines of text line up along the left, right, or both margins

Left align – text is lined up along the left margin, leaving a jagged right margin

Right align – text is lined up along the right margin, leaving a jagged left margin

Center align – text is centered between both margins, resulting in jagged left and right margins

Justified – text is aligned along the left and right margins, with no jagged edges

Left align – text is lined up along the left margin

Center align – text is

centered on the page

Right align – text is lined

up along the right margin

Justified – text is lined up along both margins

Setting Text Alignment

Alignment Tools

Left Align

Center Align

Right Align

Justify

Line SpacingLine spacing – the spacing between lines of text in a document

Single Space (SS) – Strike Enter 1 time; leaves no blank lines between lines of text in a document

Double Space (DS) – Strike Enter 2 times; leaves 1 blank line between lines of text in a document

Triple Space (TS) – Strike Enter 3 times; leaves 2 blank lines between lines of text in a documentQuadruple Space (QS) – Strike Enter 4 times; leaves 3 blank lines between lines of text in a document

Manual (doing it yourself) line spacing

Setting Line Spacing

Computer controls line spacing; enter key only has to be pressed once after line spacing is set

Word Wrap

Word wrap – the automatic wrapping of text from the end of one line to the beginning of the next line without having to press the Enter key

This text was entered using word wrap. There was no need for me to press the enter key manually because the text automatically “wrapped” to the next line when it reached the right margin.

Font/Text Formatting

Font – a collection of letters, punctuation marks, numbers, and special characters

Examples: Times New Roman Broadway

Arial Comic Sans MS Lucida Calligraphy

Chiller Elephant Goudy Stout

Font/Text Formatting

Ways to format your font:

Font Size (Points)– Adjusts the height and width of the fonts keyed

Examples: Size 12 Size 14

Size 16 Size 18

Size 20 Size 24

Font/Text Formatting

Ways to format your font:

Font Color—Adjusts the color of the fonts keyed

Examples: Black Red Blue Green

Font/Text Formatting

Ways to format your font:

Font Enhancements/Attributes—Enhances the font with an added feature.

Bold—makes lines of text thicker to make them stand out more

Italics—makes text slant to the right

Underline—places an underline below the text

Font/Text Formatting

Bullets and numbering – used to arrange items in a list with each item beginning with a bullet or a number

Bulleted List•Item 1•Item 2•Item 3•Item 4

Numbered List1.Item 12.Item 23.Item 34.Item 4

Font/Text Formatting

Creating Bulleted Lists or Numbered Lists:

Editing

Editing – the process of updating a word processing document to:make changescorrect errorsmake it visually appealing

Editing Features

Cut – the word processing feature that removes text or graphics from the current location in a document

Copy – the word processing feature that allows text or graphics to be copied to another location within a document

Editing Features

Paste – the word processing feature that places text or graphics that have been cut or copied in a new location within a document

Clipboard – temporary storage location for text or graphics that have been cut or copied

Click picture only to do a simple paste

Click Paste word to do a more advanced paste

Editing Features Spell Check – the word processing feature that checks

selected words in a document for spelling errors, similar to an electronic dictionary; errors will be underlined in red

Editing Features Grammar Check – the word processing feature that checks

selected words in a document for incorrect grammar use; errors will be underlined in green

Editing Features Thesaurus – the word processing feature that allows

you to find synonyms (words with similar meanings) for words in a document.

Vertical Centering

When text is centered between the top and bottom margin

Commonly used when formatting:

Invitations Announcements Title pages

Setting for Vertical Centering

1

4

32

Operational KeysEscape (Esc) – allows you to exit unwanted menus and dialog boxes

Tab – used to indent; moves the cursor 5 spaces on a line

Caps Lock – Locks the alphabetic keys in uppercase

Control (Ctrl) – used with other keys to execute (carry out) out commands

Shift – Used to capitalize alphabetic

keys and type symbol keys

Alternate (Alt) – used with other keys to access commands on the menu bar

Enter – used to move the cursor down to the next line

Delete – deletes text directly in front of (to the right of) the cursor

Arrow keys – move the cursor in the direction of the arrow, one character at a time

End – moves the cursor to the end of a line

Page Down – moves one screen below the current cursor position

Backspace – deletes text to the left of (behind) the cursor

Insert – allows text to be inserted within a line of text

Home – moves the cursor to the beginning of a line

Page Up – moves one screen above the current cursor position

Num Lock – locks the numbers of the numeric keypad

Combine operational keys to save time!!!

Control and Page Up – quickly moves you to the first page of a multi-page document

Control and Home – quickly takes you to the first line of a document

Control and End – quickly takes you to the last line of a document

Control and Page Down – moves you to the next page of a multi-page document

Function Keys

Allow you to quickly access frequently used functions

Examples: F1 – allows you to access the Help feature F7 – allows you to access the Spell Check

feature