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New Perspectives on Microsoft Word 2002 Tutorial 2
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Microsoft Word 2002
Tutorial 2 – Editing and Formatting a Document
New Perspectives on Microsoft Word 2002 Tutorial 2
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XPCheck 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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XPThe Spelling and Grammar dialog box
This figure shows the Spelling and Grammar checker with a suggested correction. Select a suggestion and click the Change button. The error will be corrected and the checker will continue to examine the rest of the document.
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XPProofread 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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XPMove the insertion point around the document
• For short distances, it may be easiest to use the arrow keys on your keyboard to move the insertion point in your document.
• For longer distances, such as moving to the beginning of the document, it's quicker to use the keyboard shortcuts. For example:– Use the Home key to move to the beginning of the
current line– Use Ctrl+Home to move to the beginning of a
document
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XPKeystrokes used to move the insertion point
The various keystrokes for moving the insertion point are displayed in this figure. Clicking the mouse at any location in the document is also a method for positioning the insertion point.
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XPSelect 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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XPMethods for selecting text
This table shows multiple methods that can be used to select text.
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XPReverse edits using the Undo button
• In Word, you can easily fix a typing mistake immediately after you make it by clicking the Undo button on the Standard toolbar.
• Undo remembers a long list of actions, as you can see by clicking the list arrow next to the Undo button.
• You can undo a single action at a time by clicking the Undo button or several at once by selecting an action from the drop-down list on the Undo button.
• If you select an action from the list, Word will reverse all actions up to and including the one you click.
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XPReverse Undo actionsusing the Redo button
• If you discover that you shouldn't have undone an action, you can click the Redo button on the Standard toolbar.
• This will reverse the action taken by the Undo button.
• The Redo button will not be available until you have clicked the Undo button at least once.
• It can't redo an action unless one has been undone.
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XPMove 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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XPDrag-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.
Finally, drag the text to its new location and release the mouse button.
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XPCut, 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 2002, a maximum of 24 items can be
stored on the Clipboard.
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XPUsing the clipboard
The selected text below has been copied to the clipboard.
Any item on the clipboard can be pasted anywhere else in the document by moving the insertion point to the desired location, and then clicking in the clipboard on the item to paste.
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XPFind 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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XPUse Find and Replace
Using the Find and Replace dialog box, you can easily search an entire document for a specific word or phrase. Open this dialog box by clicking the Edit menu, then click the Replace option.
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XPChange margins, line spacing, 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 in the Paragraph dialog box's Indents and Spacing tab, 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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XPThe Page Setup dialog box
This figure displays the Margins tab of the Page Setup dialog box. Changes you make here can be applied to the entire document.
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XPUse the ruler to set margins
The horizontal ruler can be used to set margins and indention. In this figure, the right margin has been moved to the 5.5 inch mark by sliding the right margin pointer to that spot on the ruler.
You can also set the left margin by sliding that tab on the ruler, and also set indents using the ruler.
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XPAlign text using the Formatting toolbar
The Formatting toolbar has buttons that can be used to align left, center, right or justify text. Select the text to be aligned, then click one of the alignment buttons to apply the formatting to the text.
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XPModify line spacing
Changing line spacing can help make text stand out. You can change line spacing by selecting the text to be changed, and then clicking the Line Spacing list arrow. Choose the spacing you want from the drop down list to apply that spacing to your text.
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XPCopy formatting with the Format Painter
• The Format Painter copies formatting from one paragraph to another in three steps: – Highlight the entire formatted paragraph
– Double-click the Format Painter button on the Standard toolbar
– 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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XPUsing the Format Painter
This figure shows an example of a document in which the Format Painter button has been activated and the formatting will be applied wherever the mouse is pointing when next clicked.
When you have double-clicked the Format Painter button, the button (on the Standard toolbar) becomes active and the mouse pointer changes shape to indicate that it is ready to paint a format.
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XPChange 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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XPChoose a font from the Formatting toolbar
When selecting from the font list (as shown in the figure below), the name of the font is displayed in that given font so that you can see an example of what the text will look like.
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XPEmphasize 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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XPUse a numbered list to organize data
This figure is an example of a document with a numbered list. This illustrates how information can be better organized through the use of lists and how steps can be made more clear then if the text were just included in a paragraph.
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XPAdd 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. • The Reviewing Pane displays comments for viewing or editing.• Comments can also be viewed as ScreenTips or, if you alter the
default settings, as margin notes.
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XPAdding a comment
This figure shows a document with comments. The Reviewing Pane is open and awaiting the entry of the comment text.
Notice that the name of the person writing the comment (based upon the computer user name) is visible as well as the time and date the comment was written.
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XPView a comment
To view a comment after it has been added, move the mouse pointer over the text that comment was added to. A box will appear containing the comment text and the name and date information.
