Key Applications Module Lesson 13 — Editing and Formatting Documents Computer Literacy BASICS

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  • Key Applications ModuleLesson 13 Editing and Formatting DocumentsComputer Literacy BASICS

    Microsoft Office XP: Advanced Course

  • ObjectivesDelete and insert text using the Backspace and Delete keys and Insert and Overtype mode.Use the Undo and Redo features.Edit text using drag-and-drop editing and the cut, copy, and paste commands.Find and replace text.

    Microsoft Office XP: Advanced Course

  • Objectives (cont.)Format text with fonts, line spacing, alignment, tabs and indents, page breaks, and bulleted and numbered lists.Check and correct spelling and grammar.Display document statistics, such as word count. Use Print Preview and format a document for printing.

    Microsoft Office XP: Advanced Course

  • VocabularyAlignmentAttributesClipboardDrag-and-dropFirst line indentFontFormatFormat PainterHanging indentHard page breakInsert modeLandscape orientationOvertype modePointsPortrait orientationSoft page break

    Microsoft Office XP: Advanced Course

  • Deleting CharactersYou can delete characters one character at a time byUsing the Backspace keyThis deletes the character to the left of the insertion point each time the key is pressed.Using the Delete keyThis deletes the character to the right of the insertion point each time the key is pressed.Holding down either key will continue to delete characters until the key is released.

    Microsoft Office XP: Advanced Course

  • Inserting CharactersWord enters text in Insert mode by default.When you type new text in front of existing text, the existing text shifts to the right to make room for the new text.Turning off Insert mode activates Overtype mode.When you type new text, it replaces existing text.Toggle between these modes byDouble-clicking OVR in the status barPressing the Insert key on the keyboard

    Microsoft Office XP: Advanced Course

  • Undo, Redo, and RepeatThe Undo command on the Edit menu (or the Undo button) can be used to reverse the last edit that you made to the text or document.The Redo command on the Edit menu (or the Redo button) can be used to reverse an Undo action.You can use the Repeat command on the Edit menu to repeat your last action or edit.Shortcut keys for these commands are Ctrl + Z for Undo and Ctrl + Y for Redo or Repeat.

    Microsoft Office XP: Advanced Course

  • Undo and Redo CommandsUndoRedoTo Undo and Redo multiple steps at one time, select an action in the Undo list, and that action and all actions above it will be undone.The Undo and Redo buttons are on the Standard toolbar.Click the drop-down arrow to the right of the Undo or Redo button on the Standard toolbar to display a command list box.

    Microsoft Office XP: Advanced Course

  • Copying and Moving TextSelected text can be copied or moved from its location in the active document toSome other location in the active documentSome other Word documentSome other applications documentThe most common methods of doing this areDrag-and-drop editingCut, Copy, and Paste commands

    Microsoft Office XP: Advanced Course

  • Drag-and-Drop EditingDrag-and-drop is very efficient when moving text a short distance.To use this method:Select the text to be moved.Press and hold down the mouse button.Drag the text to its new location.Release the mouse button.You can also copy text in this way by holding down the Ctrl key as you drag.

    Microsoft Office XP: Advanced Course

  • Cut, Copy, and Paste CommandsThe Cut, Copy, and Paste commands can be activated by clicking their respective buttons on the toolbar.

    The commands can also be found on the Edit menu.Shortcut keys for these commands are Ctrl + C for Copy, Ctrl + X for Cut, and Ctrl + V for Paste.CutPasteCopy

    Microsoft Office XP: Advanced Course

  • Cut, Copy, and Paste Commands (cont.)Cut is used to remove selected text from the document.Copy is used to copy selected text.Cut and copied text is placed on the Clipboard, a temporary storage area.Paste is used to insert text from the Clipboard back into the document at the location of the insertion point.

    Microsoft Office XP: Advanced Course

  • The ClipboardThe Clipboard is a shared item among all Office applications and can hold data of all Office types. You can paste an item on the Clipboard into any Office application.The Clipboard can hold up to 24 items. To view the Clipboard task pane shown at right, select the Task Pane option on the View menu. You may need to click the down arrow at the top right of the task pane and then select Clipboard if it does not automatically display.

    Microsoft Office XP: Advanced Course

  • Inserting Special TextThe Insert menu in Word offers options to insert the current date, time, or special symbols in your document.The text will be inserted at the place in the document where the insertion point is positioned, so be sure you have the insertion point in the place where you want the special text to appear or you will have to cut and move the inserted text.

    Microsoft Office XP: Advanced Course

  • The Date and Time Dialog BoxOptions in the Date and Time dialog box allow you to enter the current date and time as text. So, if you open the document the next day, the previous days date will appear.You also can insert a field that will always show the current date or time by selecting the Field option from the Insert menu.

    Microsoft Office XP: Advanced Course

  • The Symbol Dialog BoxUse the Symbol com-mand on the Insert menu to open the Symbol dialog box.The Special Characters tab in the Symbol dia-log box allows you to insert dashes, copyright and trademark sym-bols, and nonbreaking spaces.

    Microsoft Office XP: Advanced Course

  • Finding TextUse Words Find command to search for one or all occurrences of a word or phrase in your document. Select the Find command on the Edit menu to open the Find and Replace dialog box.Enter the word or phrase to find in the text box and then click the Find Next button.Each time you click Find Next, Word will search for another occurrence.

    Microsoft Office XP: Advanced Course

  • Replacing TextUse the Replace feature to search for text and replace it with new text. Select the Replace command on the Edit menu to open the Replace tab in the Find and Replace dialog box.Enter the Find criteria, enter the Replace with criteria, and click the Find Next button.Click Replace and Find Next or just Find Next to selectively replace text, or click Replace All to replace all occurrences.

    Microsoft Office XP: Advanced Course

  • The Replace Tab in theFind and Replace Dialog Box

    Microsoft Office XP: Advanced Course

  • Formatting TextFormats are applied to text to manipulate the appearance of the text.You can change the size, font, attributes, indents, or list styles when you add a format to text.There are three categories of formats in Word:Character formats, such as text color and underlineParagraph formats, such as line spacing and alignmentDocument formats, such as paper orientation and margins

    Microsoft Office XP: Advanced Course

  • Character Formats: FontsA font is the design of a typeface.Fonts come in many styles, and you can use more than one font in a document.The size of the type is measured in points (the larger the point size, the bigger the text).Use the Formatting toolbar to change the font, attribute, or size for selected text.

    Microsoft Office XP: Advanced Course

  • The Font Dialog Box

    Microsoft Office XP: Advanced Course

  • Character Formats: AttributesThe Font dialog box also lists font attributes such as Regular, Italic, Bold, and Bold italic.You can change many more attributes such as color, outline, and shadow.The Formatting toolbar also provides buttons to quickly change the attributes of text and drop-down list boxes to change the font and size of the text without opening a dialog box.

    Microsoft Office XP: Advanced Course

  • Paragraph Formats: Line SpacingThe default line spacing in Word is single spacing.When text is double-spaced, there is a blank line between text lines.The blank line between text lines is half the space for 1-line spacing.

    Microsoft Office XP: Advanced Course

  • Paragraph Formats: Line Spacing (cont.)You can change line spacing byUsing the Line Spacing button on the Formatting toolbar.Clicking the Format menu, clicking Paragraph, and then changing the spacing option in the Paragraph dialog box.You can also adjust the spacing before and after paragraphs in the Paragraph dialog box.

    Microsoft Office XP: Advanced Course

  • Paragraph Formats: AlignmentAlignment refers to how text is positioned between the margins.You can select from four alignments:LeftCenterRightJustifiedYou can quickly set any of these options by selecting the text and using the buttons (shown above) on the Formatting toolbar.

    Alignment optionsLine Spacing

    Microsoft Office XP: Advanced Course

  • Displaying the RulerYou will usually see a ruler at the top of the document window in Word.If you do not see it, make sure that Ruler is selected in the View menu.The Ruler is a handy reference to see the true size of your text and document.It can also be used to quickly set tabs, indents,