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  • In this chapter, you will learn to create, save, name, print, open, close, and edit a Word document.
  • You may navigate through this presentation while in Slide Show View. Click on an objective on this slide to advance directly to the related topic slide. To return to this slide, click the Objectives button located in the bottom right corner of each slide. Alternatively, you may choose to advance through the presentation one slide at a time by clicking the Next button, which appears as a right-pointing arrow in the bottom right corner of each slide. Go back a slide by clicking the Previous button, which appears as a left-pointing arrow in the bottom right corner of each slide.
  • Microsoft Office 2010 contains a word processing program named Word that you can use to create, save, edit, and print documents. The steps to open Word may vary depending on your system setup.
  • When Microsoft Word is open, a blank document displays as shown in this slide.The features of the document screen are described in the tables in the following slides.
  • The features of the document screen are described in the tables in this slide and the next slide.
  • This slide continues from the previous slide and describes the features of the document screen.
  • A document is any piece of writing that conveys information—for example, a letter, report, term paper, table, and so on. A word is wrapped to the next line if it begins before the right margin and continues past the right margin. You need to press the Enter key only to end a paragraph, create a blank line, or end a short line. If you type adn instead of the word and, Word automatically corrects your typing when you press the spacebar after the word. If you type a word that is not recognized by the Spelling dictionary, leave it as you have written it if the word is correct. However, if the word is incorrect, you have two choices—you can delete the word and then type it correctly, or you can position the I-beam pointer on the word, click the right mouse button, and then click the correct spelling in the pop-up list that displays.
  • You can leave the sentence as written or position the I-beam pointer on the sentence, click the right mouse button, and choose from the pop-up list of possible corrections. Typically, Word uses Calibri, a proportional typeface, as the default typeface. Because characters in a proportional typeface are set closer together, extra white space at the end of a sentence or after a colon is not needed. The option button that appears varies with the action you are completing. To use AutoComplete, press the Enter key or press F3 and Word inserts the text that displays in the ScreenTip above the letters.
  • A Word document is based on a template that applies default formatting. Two default formats are 1.15-point line spacing and 10 points of spacing after a paragraph. Each time you press the Enter key, Word inserts 10 points of spacing and begins a new paragraph. If you want to move the insertion point down to the next line without including the additional 10 points of spacing, use the New Line command.
  • Save a document if you want to use it in the future. You can use a variety of methods to do so, such as clicking the Save button on the Quick Access toolbar, clicking the File tab and then clicking the Save As button in the Quick Commands area at the Backstage view, or using the keyboard shortcut Ctrl + S. Clicking the Save button on the Quick Access toolbar and clicking the File tab followed by Save As both display the Save As dialog box, shown in the next slide.
  • In the Save As dialog box, type a name for the document and then press the Enter key or click the Save button located in the lower right corner of the dialog box.
  • If you open a previously saved document and want to give it a new name, use the Save As button at the Backstage view rather than the Save button. Click the File tab and then click the Save As button, and the Save As dialog box displays. At this dialog box, type the new name for the document and then press the Enter key.
  • Here are some guidelines for naming documents.
  • Click the File tab and the Backstage view displays as shown in this slide. Use buttons and tabs at this view to work with and manage documents such as opening, closing, saving, and printing a document. If you want to remove the Backstage view without completing an action, click the File tab, click any other tab in the ribbon, or press the Esc key on your keyboard.
  • Print a document from the Print tab of the Backstage view shown in this slide. To display this view, click the File tab and then click the Print tab. You can also display the Print tab Backstage view with the keyboard shortcut Ctrl + P.A printing of a document on paper is referred to as hard copy, and a document displayed on the screen is referred to as soft copy.
  • As displayed in the image in the previous slide, the left side of the Print tab Backstage view displays three categories—Print, Printer, and Settings. Use the galleries to specify 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.
  • Another method for printing a document is to insert the Quick Print button on the Quick Access toolbar and then click the button. This sends the document directly to the printer without displaying the Print tab Backstage view.To remove the Quick Print button from the Quick Access toolbar, right-click the button and then click Remove from Quick Access Toolbar at the drop-down list.
  • When you save a document, it is saved on your storage medium but remains on the document screen. To remove the document from the screen, click the File tab and then click the Close button in the Quick Commands area, or use the keyboard shortcut Ctrl + F4. When you close a document, it is removed and a blank screen displays. At this screen, you can open a previously saved document, create a new document, or exit the Word program.
  • When you close a document, a blank screen displays. To create a new document, first display a blank document. To do this, click the File tab, click the New tab, and then click the Create button that displays below the image of the blank document at the right side of the New tab Backstage view. You can also create a new document using the keyboard shortcut Ctrl + N, or by inserting a New button on the Quick Access toolbar. To insert the button, click the Customize Quick Access Toolbar button that displays at the right side of the toolbar and then click New at the drop-down list.
  • After you save and close a document, you can open it at the Open dialog box shown in the next slide. To display this dialog box, click the File tab and then click the Open button. If you want to see a list of the most recently opened documents, click the File tab and then click the Recent tab. To open a document from the list, scroll down the list and then click the desired document.
  • At the Open dialog box shown in this slide, open a document by double-clicking the document name.You can also display the Open dialog box using the keyboard shortcut Ctrl + O, or by inserting an Open button on the Quick Access toolbar. To insert the button, click the Customize Quick Access Toolbar button that displays at the right side of the toolbar.
  • When you click the File tab and then click the Recent tab, the Recent Documents list displays with the most recently opened documents. If you want a document to remain in the list, “pin” the document to the list by clicking the Pin button that displays at the right side of the document name. This changes the dimmed gray stickpin to a blue stickpin. The next time you display the Recent Documents list, the document(s) you pinned displays at the top of the list. To “unpin” the document, click the Pin button to change it from a blue pin to a dimmed gray pin.
  • In Slide Show View, click the Answer button after you believe that you know the correct answer to Question 1). The correct answer will be displayed. Click the Next Question button and Question 2) will appear. Repeat these steps for the remaining questions. When you have clicked the Answer button for Question 4), the Next Slide button will appear. Click this button to advance to the next slide.
  • When you are finished working with Word and have saved all necessary information, exit Word by clicking the File tab and then clicking the Exit button located below the Help tab. You can also exit the Word program by clicking the Close button located in the upper right corner of the screen.
  • To move the insertion point using the mouse, position the I-beam pointer where you want the insertion point to be located and then click the left mouse button.
  • To turn on the Overtype mode, click the File tab and then click the Options button located below the Help tab. At the Word Options dialog box, click Advanced in the left panel. In the Editing options section, insert a check mark in the Use overtype mode check box if you want the Overtype mode always on in the document. Or, insert a check mark in the Use the Insert key to control overtype mode check box if you want to use the Insert key to turn Overtype mode on and off. After making your selection, click the OK button located in the lower right corner of the dialog box.
  • A number of options are available for deleting text. Some deletion commands are shown in this slide.
  • The names of the Previous and Next buttons and the tasks they complete vary depending on the last navigation selected.
  • Word also includes a Go To option you can use to move the insertion point to a specific page within a document. To move the insertion point to a specific page, click the Find button arrow located in the Editing group of the Home tab and then click Go To at the drop-down list. At the Find and Replace dialog box with the Go To tab selected, type the page number in the Enter page number text box and then press the Enter key. Click the Close button to close the dialog box.
  • The Select Browse Object button, located toward the bottom of the vertical scroll bar, allows you to select options for browsing through a document. Click this button and a palette of browsing choices displays. Use the options on the palette to move the insertion point to various features in a Word document. Position the arrow pointer on an option in the palette and the option name displays below the options. The options on the palette and their location vary depending on the last function performed.
  • To move the insertion point with the keyboard, use the arrow keys located to the right of the regular keyboard together with other keys to move the insertion point to various locations in the document, as shown in this slide and the next slide.You can also use the arrow keys on the numeric keypad. If you use these keys, make sure Num Lock is off.
  • This slide continues from the previous slide and provides insertion point movement commands.When you move the insertion point with the keyboard, keep in mind that the Word commands use the following definitions: a word is any series of characters between spaces, a paragraph is any text that is followed by a stroke of the Enter key, and a page is text separated by a soft or hard page break. If you open a previously saved document, you can move the insertion point to where it was last located when the document was closed by pressing Shift + F5.
  • Click the up scroll arrow at the top of the vertical scroll bar to scroll up through the document; click the down scroll arrow to scroll down through the document. A scroll box on the scroll bar indicates the location of the text on the document screen in relation to the remainder of the document. To scroll up one screen at a time, position the arrow pointer above the scroll box and then click the left mouse button. Position the arrow pointer below the scroll box and click the left button to scroll down a screen. If you hold down the left mouse button, the action becomes continuous. You can also position the arrow pointer on the scroll box, hold down the left mouse button, and then drag the scroll box along the scroll bar to reposition text on the document screen. As you drag the scroll box along the vertical scroll bar in a multi-page document, page numbers display in a box at the right side of the document screen.
  • Once you have selected the text, you can delete it or perform other Word functions that involve it.Move the mouse pointer over the Mini toolbar and it becomes active.
  • Use the mouse to select a word, line, sentence, paragraph, or an entire document. The table in this slide lists the steps to follow to select a specific amount of text. For example, to select a line, click in the selection bar. The selection bar is the space located toward the left side of the document screen between the left edge of the page and the text. When the mouse pointer is positioned in the selection bar, the pointer turns into an arrow pointing up and to the right.
  • To cancel a selection using the mouse, click anywhere in the document screen outside the selected text.
  • You can customize the Status bar to display text indicating that the Selection mode is activated. To do this, right click any blank location on the Status bar and then click Selection Mode at the shortcut menu. When you press F8 to turn on the Selection mode, the words Extend Selection display on the Status bar.
  • You can also select text with the keyboard commands shown in this slide and the next slide.
  • This slide continues from the previous slide and lists how to select text with the keyboard.
  • Many Word actions can be undone or redone. Some actions, however, such as printing and saving, cannot be undone or redone.
  • Word maintains actions in temporary memory. If you want to undo an action performed earlier, click the Undo button arrow. This causes a drop-down list to display. To make a selection from this drop-down list, click the desired action. That action, along with any actions listed above it in the drop-down list, is undone.
  • Microsoft Word includes a Help feature that contains information about Word features and commands. Click the Microsoft Word Help button located in the upper right corner of the screen or press the keyboard shortcut F1 to display the Word Help window. In this window, type a topic, feature, or question in the Search text box and then press the Enter key. Topics related to the search text display in the Word Help window as shown in the next slide.Click a topic that interests you. If the topic window contains a Show All hyperlink in the upper right corner, click this hyperlink and the topic options expand to show additional help information related to the topic. When you click the Show All hyperlink, it becomes the Hide All hyperlink.
  • The Help tab Backstage view, shown in this slide, contains an option for displaying the Word Help window as well as other options. Click the Microsoft Office Help button in the Support section to display the Word Help window and click the Getting Started button to access the Microsoft website that displays information about getting started with Word 2010. Click the Contact Us button in the Support section and the Microsoft Support website displays. Click the Options button in the Tools for Working With Office section and the Word Options dialog box displays. You will learn about this dialog box in a later chapter. Click the Check for Updates button and the Microsoft Update website displays with information on available updates. The right side of the Help tab Backstage view displays information about Office and Word.
  • In Slide Show View, click the Answer button after you believe that you know the correct answer to Question 1). The correct answer will be displayed. Click the Next Question button and Question 2) will appear. Repeat these steps for the remaining questions. When you have clicked the Answer button for Question 4), the Next Slide button will appear. Click this button to advance to the next slide.

chapter 1 chapter 1 Presentation Transcript

  • © Paradigm Publishing, Inc. 1 Objectives
  • Chapter 1: Creating, Printing, and EditingDocumentsPerformance Objectives Open Microsoft Word  Exit Word Create a Document  Edit a Document Save a Document  Move the Insertion Point Name a Document  Scroll in a Document Print a Document  Select Text Close a Document  Use the Undo and Redo Buttons Create a New Document  Use Help Open a Document  CHECKPOINT 2 CHECKPOINT 1© Paradigm Publishing, Inc. 2 Objectives
  • Open Microsoft Word To open Microsoft Word: 1. Click the Start button on the Taskbar at the Windows desktop. 2. Point to All Programs. 3. Click Microsoft Office. 4. Click Microsoft Word 2010. Start button © Paradigm Publishing, Inc. 3 Objectives
  • Open Microsoft Word…continued Quick Access toolbar Tabs Title bar File tab Ribbon Horizontal ruler Insertion point I-beam pointer Vertical ruler Vertical scroll bar Status bar Task bar © Paradigm Publishing, Inc. 4 Objectives
  • Open Microsoft Word…continued Feature Description Quick Access Contains buttons for commonly used commands toolbar Click the File tab and the Backstage view displays File tab containing buttons and tabs for working with and managing documents Title bar Displays document name followed by program name Tabs Contain commands and features organized into groups Area containing the tabs and commands divided into Ribbon groups © Paradigm Publishing, Inc. 5 Objectives
  • Open Microsoft Word…continued Feature Description Horizontal ruler Used to set margins, indents, and tabs Vertical ruler Used to set top and bottom margins I-beam pointer Used to move the insertion point or to select text Indicates location of next character entered at the Insertion point keyboard Vertical scroll bar Used to view various parts of the document Displays number of pages and words, View buttons, and the Zoom slider bar and can be customized by Status bar right-clicking on the Status Bar and then turning on or off the desired features © Paradigm Publishing, Inc. 6 Objectives
  • Create a Document  As you type text, you will notice that Word contains the following helpful features:  Word Wrap: You do not need to press the Enter key at the end of each line, because Word wraps text from one line to the next.  AutoCorrect: Word automatically corrects certain words as you type them. AutoCorrect also superscripts the letters that follow an ordinal number.  Automatic Spell Checker: By default, Word automatically inserts a red wavy line below words that are not contained in its Spelling dictionary or automatically corrected by AutoCorrect. © Paradigm Publishing, Inc. 7 Objectives
  • Create a Document…continued  Word also contains the following helpful features:  Automatic Grammar Checker: If the grammar checker detects a sentence that contains a grammatical error, Word inserts a green wavy line below the sentence.  Spacing Punctuation: When you type 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 or edit text in a document, an option button may pop up.  AutoComplete: AutoComplete feature inserts an entire item when you type a few identifying characters. © Paradigm Publishing, Inc. 8 Objectives
  • Create a Document…continued To use the New Line command: 1. Position the insertion point. 2. Press Shift + Enter. Press Enter to begin a new line with 10 points of spacing. Press Shift + Enter to begin a new line without extra spacing. © Paradigm Publishing, Inc. 9 Objectives
  • Save a Document To save a document: 1. Click the Save button on the Quick Access toolbar. 2. Type the document name. 3. Click the Save button. Save button © Paradigm Publishing, Inc. 10 Objectives
  • Save a Document…continued Address bar Toolbar Navigation pane Type the document name in this text box. After typing the document name, click the Save button. Details pane © Paradigm Publishing, Inc. 11 Objectives
  • Save a Document…continued To save a document with Save As: 1. Click the File tab. 2. Click the Save As button. 3. Type a document name. 4. Press Enter. Save As button © Paradigm Publishing, Inc. 12 Objectives
  • Name a Document  Document names created in Word and other suite applications can be a maximum of 255 characters in length, including drive letter and any folder names, and may include spaces.  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 Objectives
  • Print a Document To print a document: 1. Click the File tab. (continues on next slide) File tabButtons in QuickCommands area Tabs Buttons Information about the document displays in this area of the Info tab Backstage view. © Paradigm Publishing, Inc. 14 Objectives
  • Print a Document…continued 2. Click the Print Preview Print tab. Print button 3. Click the Print button. Print tab Navigation buttons Slider bar © Paradigm Publishing, Inc. 15 Objectives
  • Print a Document…continued  Click the Print button in the Print category to send the document to the printer and specify the number of copies you want printed in the Copies option text box.  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. © Paradigm Publishing, Inc. 16 Objectives
  • Print a Document…continued To insert the Quick Print button on the Quick Access toolbar: 1. Click the Customize Quick Access Toolbar button. 2. Click Quick Print at the drop-down list. Customize Quick Access Toolbar button © Paradigm Publishing, Inc. 17 Objectives
  • Close a Document To close a document: 1. Click the File tab. 2. Click the Close button. Close button © Paradigm Publishing, Inc. 18 Objectives
  • Create a New Document To create a new document: 1. Click the File tab. 2. Click the New tab. 3. Click the Create button. New tab © Paradigm Publishing, Inc. 19 Objectives
  • Open a Document To open a document: 1. Click the File tab. 2. Click the Open button. 3. Double-click the document name. Open button © Paradigm Publishing, Inc. 20 Objectives
  • 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 Objectives
  • Open a Document…continued To pin a document: 1. Click the File tab. 2. Click the Open button. 3. Click the Pin button. Pin button © Paradigm Publishing, Inc. 22 Objectives
  • CHECKPOINT 1 1) Clicking this tab displays the 3) What keys are pressed to use the Backstage view. New Line command? a. File a. Shift + Enter b. Home b. Ctrl + Enter c. Insert c. Ctrl + Home d. View d. Shift + Home Answer Answer Next Question Next Question 2) What is the maximum number of 4) Do this to your document if you characters for naming a file? want it to display in the Recent a. 55 Documents list. b. 155 a. Save c. 255 b. Save As d. 355 c. Open Answer d. Pin Answer Next Question Next Slide © Paradigm Publishing, Inc. 23 Objectives
  • Exit Word To exit Word: 1. Click the File tab. 2. Click the Exit button. Exit button © Paradigm Publishing, Inc. 24 Objectives
  • Edit a Document  You may need to change, or edit, documents that you create.  To edit a document, use the mouse, the keyboard, or the mouse in combination with the keyboard to move the insertion point to specific locations in the document. © Paradigm Publishing, Inc. 25 Objectives
  • Edit a Document…continued  Editing a document may include inserting or deleting text.  To insert text in a document, position the insertion point in the desired location and then type the text. By default, existing characters move to the right as you type the text.  If you want to type over existing text rather than have it move to the right as you insert new text, you will need to turn on the Overtype mode. With the Overtype mode on, anything you type will replace existing text. © Paradigm Publishing, Inc. 26 Objectives
  • Edit a Document…continued To delete Press Character right of insertion point Delete key Character left of insertion point Backspace key Text from insertion point to beginning of word Ctrl + Backspace Text from insertion point to end of word Ctrl + Delete © Paradigm Publishing, Inc. 27 Objectives
  • Move the Insertion Point  Word contains navigation buttons for moving the insertion point to specific locations within a document. Previous button Next button © Paradigm Publishing, Inc. 28 Objectives
  • Move the Insertion Point…continued To use the Go To option: 1. Click the Find button arrow located in the Editing group Find button of the Home tab. arrow 2. Click Go To at the drop- down list. Find and Replace 3. At the Find and Replace dialog box dialog box with the Go To tab selected, type the page number in the Enter page number text box. 4. Press the Enter key. © Paradigm Publishing, Inc. 29 Objectives
  • Move the Insertion Point…continued To use the Select Browse Object: 1. Click the Select Browse Object button. 2. At the palette of browsing choices, click the desired option. Select Browse Object button © Paradigm Publishing, Inc. 30 Objectives
  • Move the Insertion Point…continued To move insertion point Press One character left Left Arrow One character right Right Arrow One line up Up Arrow One line down Down Arrow One word to the left Ctrl + Left Arrow One word to the right Ctrl + Right Arrow To end of a line End To beginning of a line Home © Paradigm Publishing, Inc. 31 Objectives
  • Move the Insertion Point…continued To move insertion point Press To beginning of current paragraph Ctrl + Up Arrow To beginning of next paragraph Ctrl + Down Arrow Up one screen Page Up Down one screen Page Down To top of previous page Ctrl + Page Up To top of next page Ctrl + Page Down To beginning of document Ctrl + Home To end of document Ctrl + End © Paradigm Publishing, Inc. 32 Objectives
  • Scroll in a Document  In addition to moving the insertion point to a specific location, you can use the mouse to move the display of text on the document screen.  Scrolling in a document changes the text displayed 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. 33 Objectives
  • Select Text  You can use the mouse or the keyboard to select a specific amount of text.  When text is selected, it displays with a blue background as shown below.  The Mini toolbar also displays, in a dimmed fashion, and it contains options for performing common tasks. Mini toolbar Selected text © Paradigm Publishing, Inc. 34 Objectives
  • Select Text…continued To select Complete these steps using the mouse A word Double-click the word. A line of text Click in the selection bar to the left of the line. Multiple lines of text Drag in the selection bar to the left of the lines. Hold down the Ctrl key, then click anywhere in the A sentence sentence. Double-click in the selection bar next to the A paragraph paragraph or triple-click anywhere in the paragraph. Multiple paragraphs Drag in the selection bar. Triple-click in the selection bar or click Select button An entire document in Editing group and then Select All. © Paradigm Publishing, Inc. 35 Objectives
  • Select Text…continued  To select sections 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.  You can also select all text between the current insertion point and the I-beam pointer. To do this, 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 Objectives
  • 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.  If you want to cancel the selection, press the Esc key and then press any arrow key. © Paradigm Publishing, Inc. 37 Objectives
  • Select Text…continued To select Press One character to right Shift + Right Arrow One character to left Shift + Left Arrow To end of word Ctrl + Shift + Right Arrow To beginning of word Ctrl + Shift + Left Arrow To end of line Shift + End To beginning of line Shift + Home One line up Shift + Up Arrow One line down Shift + Down Arrow © Paradigm Publishing, Inc. 38 Objectives
  • Select Text…continued To select Press To beginning of paragraph Ctrl + Shift + Up Arrow To end of paragraph Ctrl + Shift + Down Arrow One screen up Shift + Page Up One screen down Shift + Page Down To end of document Ctrl + Shift + End To beginning of document Ctrl + Shift + Home Entire document Ctrl + A © Paradigm Publishing, Inc. 39 Objectives
  • 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 Undo Redo button button retrieve it, you can use the Undo or Redo buttons on the Quick Access toolbar.  You can undo text or commands.  If you use the Undo button and then decide you do not want to reverse the original action, click the Redo button. © Paradigm Publishing, Inc. 40 Objectives
  • Use the Undo and Redo Buttons…continued To undo an action performed earlier: 1. Click the Undo button arrow. 2. Click the desired option in the drop-down list. Undo button arrow © Paradigm Publishing, Inc. 41 Objectives
  • Use Help To use Help: 1. Click the Microsoft Microsoft Word Word Help button. Help button 2. Type a topic or feature. 3. Press Enter. 4. Click the desired topic. Word Help window © Paradigm Publishing, Inc. 42 Objectives
  • Use Help…continued © Paradigm Publishing, Inc. 43 Objectives
  • CHECKPOINT 2 1) With this mode on, anything you 3) Press this key to delete a character type will replace existing text. to the left of the insertion point. a. Insert a. Backspace b. Overtype b. Insert c. Backstage c. Delete d. Overwrite d. Enter Answer Answer Next Question Next Question 2) You can use this option to move 4) Press these keys to select an the insertion point to a specific entire document. page within a document. a. Ctrl + E a. Locate b. Ctrl + S b. Search c. Ctrl + D c. Browse d. Ctrl + A d. Go To Answer Answer Next Question Next Slide © Paradigm Publishing, Inc. 44 Objectives