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Chapter.02

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  • 1. Chapter 2
    Creating a Document
  • 2. What’s Inside and on the CD?
    In this chapter, you will learn how to:
    Create documents using Microsoft Word
    Select and edit text
    Check spelling
    Use the electronic thesaurus
    Specify print options
    Use document templates
    2
    Practical Microsoft Office 2010
  • 3. What’s in the Word program window?
    Word program window appears when you start Microsoft Word
    Click Start and point to All Programs, click Microsoft Office, then click Microsoft Office Word 2010
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  • 4. What’s in the Word program window?
    4
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  • 5. What’s in the Word program window?
    You use these objects to:
    create
    edit
    save
    print
    format
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  • 6. What’s in the Word program window?
    Document workspace is where you type documents. It looks like a blank sheet of paper on your screen.
    Title bar shows name of current document
    If document has not been saved, title bar displays generic title “Document1”
    Word’s ribbon contains commands and tools that you can use to create and edit your document
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  • 7. What’s in the Word program window?
    There are different ways to view document:
    Draft view
    Web Layout view
    Print Layout view
    Full Screen Reading view
    Outline view
    Status bar provides information about document
    Clickingthe Zoom level on the status bar increases or decreases the zoom level
    Right-Click status bar to customize information displayed
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  • 8. What’s in the document workspace?
    The blank document workspace is bordered by scroll bars and a ruler
    You can display none, one, or both rulers
    Use the scroll bar by dragging the scroll box or clicking the scroll arrows
    Double-arrows on the vertical scroll bar work in conjunction with the Select Browse Object control
    Page
    Chart
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  • 9. What’s in the document workspace?
    9
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  • 10. How do I create a document?
    To create new document, click blank document workspace and start typing
    Easy to edit and format document after text entered
    Insertion point indicates current location in document; click anywhere in document to relocate insertion point
    Indicates where next character will appear
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  • 11. How do I create a document?
    Word wrap automatically jumps insertion point to beginning of next line from end of previous line
    Press Enter key twice to create blank line between paragraphs
    Backspace key deletes character to left of insertion point
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  • 12. How do I create a document?
    Mouse or arrow keys move insertion point to add text in middle of line
    Insert key toggles between Overtype and Insertmodes
    Click the Insert tab and click on Symbol command, then click More Symbols to insert special characters, such as trademark symbol: ™
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  • 13. How do I create a document?
    13
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  • 14. How do I select text for editing?
    Select text marks characters, words, phrases, sentences, or paragraphs to modify
    Selected text is highlighted
    Use drag method to select short sections of text
    Double-click a word to select only that word
    Triple-click to select entire paragraph
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  • 15. How do I select text for editing?
    When pointing to left margin, pointer changes to white arrow
    Click once to select line of text
    Double-click to select paragraph
    You can use keyboard to select text
    Use mouse or arrow keys to move insertion point to beginning of selected text
    Hold Shift key down while using arrow keys to select text
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  • 16. How do I select text for editing?
    Deselect text by clicking away from text currently selected, or by pressing an arrow key
    Select section of text by clicking at beginning of selection, then Shift-clicking at end
    Select non-contiguous textby selecting first word or section, then using Control-click to select subsequent sections
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  • 17. How do I select text for editing?
    17
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  • 18. How do I move, copy, and delete text?
    Clipboard is used to temporarily hold sections of document
    Cut and paste – select text, click Cut button, position text where you want it, and then click Paste button
    Copy and paste – similar to Cut and Paste, except text is not moved from its original position. Select text, click Copy button, position text where you want it, then click Paste button
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  • 19. How do I move, copy, and delete text?
    Copied text remains on Clipboard so you can paste as many copies of text as needed
    Text, numbers, graphics, tables, and other objects can be cut or copied and pasted between different applications, such as Excel data into Word document
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  • 20. How do I move, copy, and delete text?
    20
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  • 21. Can I undo a command?
    Undo button may allow you to undo last action you performed
    Redo button may allow you to restore action that you mistakenly undid
    Repeat command repeats your last action
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  • 22. Can I undo a command?
    If no actions can be undone or redone, buttons will be disabled and appear “grayed out”
    Undo button undoes editing or formatting commands
    Actions such as saving and printing files cannot be undone
    Click down arrow beside either button to undo or redo a number of actions
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  • 23. Can I undo a command? Cont’d.
    23
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  • 24. How do I check spelling, grammar, and readability?
    Microsoft Word provides tools to help you check spelling and grammar
    You can check the readability of a document by displaying readability statics
    Based on number of syllables per word and words per sentence
    Summarized as a score between 1 and 100
    If you don’t see any wavy lines, spelling and grammar checking might be turned off
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  • 25. How do I check spelling, grammar, and readability?
    Click the Spelling & Grammar button on the Review tab to check the spelling and grammar of a complete document
    Readability statistics are shown at the end of a spelling and grammar check if the statistics feature is turned on
    Click the Microsoft Office button, then click the Word Options button. On the Proofing tab, select Show readability statistics
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  • 26. How do I check spelling, grammar, and readability?
    26
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  • 27. How do I use the thesaurus and other research tools?
    A thesaurus contains synonyms for words and other common phrases
    Click the Review tab, then click Thesaurus
    Select the word or phrase, right-click it, point to Synonyms, then click Thesaurus
    Some suggestions might not be appropriate
    Proofing group offers additional wordsmithing tools
    Translate tool
    Research tool
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  • 28. How do I use the thesaurus and other research tools?
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  • 29. Can I search for text and make global changes?
    Find and replace function allows you to replace all instances of text with new text
    Use capitalization in replacement text only if you want all instances of the replacement text to be capitalized
    If you enter the replacement text in all lowercase, Word will change the case to match the original text
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  • 30. Can I search for text and make global changes?
    Word looks for your search string in any part of the word
    The Sounds like option lets you find words even if you are not sure how to spell them
    You can use wildcards
    *
    ?
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  • 31. Can I search for text and make global changes?
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  • 32. How do I use a document template?
    Document can be created from scratch or by using a pre-formatted document template
    Word templates include:
    Letters
    Faxes
    Resumes
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  • 33. How do I use a document template?
    Placeholder is element into which text is entered to personalize document
    Create custom templates for documents needed on regular basis
    Business templates include letterhead, fax cover sheets, memos, and reports
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  • 34. How do I use a document template?
    34
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  • 35. How do I save a document?
    Save As dialog box appears first time you save document
    By default, Word saves your file as Word document in Documents folder
    You can save document as different file type by clicking down arrow key to right of Save as type text box
    Click Save button regularly to save your work
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  • 36. How do I save a document?
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  • 37. How do I print a document?
    To access the Print dialog box, click the Print option available through the file tab
    Printer list
    Print range
    Current page
    Range of pages
    Number of copies
    Collate option
    Duplex printers
    Print Preview
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  • 38. How do I print a document?
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  • 39. How can I troubleshoot printing problems?
    Printing problems can be caused by printer, software, or installation glitches
    Most printing problems easily fixed:
    Check printer
    Power
    Online
    Correct size/type of paper
    Ribbon, ink, or toner properly installed
    Check print queue by clicking the Start button, View Devices and Printers, See What’s Printing on toolbar
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  • 40. How can I troubleshoot printing problems?
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  • 41. How can I troubleshoot printing problems?
    Change the default printer by right-clicking the printer you want to set as the default, and then choose Set as Default Printer
    The Print Properties dialog box can:
    Change print settings
    Activate printer sharing
    Check the port used to connect your printer and computer
    Print a test page
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  • 42. How can I troubleshoot printing problems?
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  • 43. How can I troubleshoot printing problems?
    Check on Page Setup dialog box that page settings are correct
    Printer software may be problem
    Updated printer drivers typically available online to download and install
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