Paradigm Publishing Benchmark Series Microsoft Office Word chapter 1

Word 2013
Level 1
Unit 1 Editing and Formatting
Documents
Chapter 1 Preparing Documents

Preparing Documents
 Open Microsoft Word
 Create a Document
 Save a Document
 Print a Document
 Close a Document
 Create a New Document
 Open a Document
 Pin a Document
 Save a Document with Save As
 CHECKPOINT 1
 Close Word
 Edit a Document
 Select Text
 Use the Undo and Redo Buttons
 Check Spelling and Grammar
 Use Help
 CHECKPOINT 2
Quick Links to Presentation Contents

Open Microsoft Word
To open Microsoft Word 2013:
1. From your Windows 8 Start
screen, click the Word 2013 tile.
Word 2013 tile

Create a Document
I-beam pointer
Quick Access toolbar
FILE tab
ribbon
vertical ruler
Status bar
Taskbar
tabs Title bar
horizontal ruler
insertion point
vertical scroll bar

Create a Document - continued
Feature Description
Collapse the
Ribbon button
when clicked, removes the ribbon from the screen
FILE tab
when clicked, displays backstage area that contains
options for working with and managing documents
horizontal ruler used to set margins, indents, and tabs
I-beam pointer used to move the insertion point or to select text
insertion point
indicates location of next character entered at the
keyboard
Quick Access
toolbar
contains buttons for commonly used commands
ribbon
area containing the tabs with options and buttons
divided into groups

Feature Description
Status bar
displays number of pages and words, view buttons,
and Zoom slider bar
tabs contains commands and features organized into groups
Taskbar
contains icons for launching programs, buttons for
active tasks, and a notification area
Title bar displays document name followed by program name
vertical ruler used to set top and bottom margins
vertical scroll bar
used to view various parts of the document beyond
the screen

 At a blank document, type information to create a
document.
 Some things to consider when typing text are:
 Word wrap: As you type text to create a document, you do
not need to press the Enter key at the end of each line
because Word wraps text to the next line.
 AutoCorrect: Word contains a feature that automatically
corrects certain words as you type them.
 Automatic spelling checker: By default, Word will
automatically insert a red wavy line below words that are not
contained in the Spelling dictionary or are automatically
corrected by AutoCorrect.
 Automatic grammar checker: If the grammar checker detects
a sentence containing a grammatical error, a green wavy line
is inserted below the sentence.
continues on next slide…

 Spacing punctuation: Typically, Word uses Calibri as the
default typeface, which is a proportional typeface. When
typing 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 and edit text in a document,
you may notice an option button popping up in your text. The
name and appearance of this option button varies depending
on the action.
 AutoComplete: Microsoft Word and other Office applications
include an AutoComplete feature that inserts an entire item
when you type a few identifying characters.

To use New Line command:
1. Position insertion point.
2. Press Shift + Enter. Press Enter to begin a new
line with 8 points of spacing.
Press Shift + Enter to begin a
new line without extra spacing.

Save a Document
To save a document:
1. Click Save button.
2. Click desired location.
3. Click Browse button.
4. Type document name in File name text box.
5. Press Enter or click Save button.
Save button

Save a Document - continued
Content pane
Details pane
Navigation pane
toolbar
Address bar
Type the document
name in this text box.

Save a Document - continued
 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 (|)

Print a Document
To print a document:
Click Quick Print button on Quick Access toolbar.
OR
1. Click FILE tab.
Information about the document displays
in this area of the Info backstage area.
options
Click to display Word
Options dialog box.
Back button

Print a Document - continued
2. Click Print option.
3. Click Print button.
Print option
Click the Print button to send the
document to the specified printer.
Navigation buttons
Print Preview
slider bar

 Click the Print button located toward the upper left
side of the backstage area to send the document to
the printer and specify the number of copies you want
printed with the Copies option.
 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, including 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.

To insert Quick Print
button on Quick
Access toolbar:
1. Click Customize
Quick Access
Toolbar button.
2. Click Quick Print at
drop-down list.
Customize Quick
Access Toolbar button

Close a Document
To close a document:
1. Click FILE tab.
2. Click Close option.
OR
Press Ctrl + F4.
Close option

Create a New Document
To create a new document:
1. Click FILE tab.
2. Click New option.
3. Click Blank document template.
New option

Open a Document
To open a document:
1. Click FILE tab.
2. Click Open option.
3. Click desired location.
5. Double-click document
name.
Open option

Open a Document - continued
Navigation pane
toolbar
Address bar
To open a document, double-click the
document name in this Content pane.

Open a Document - continued
To open a recently opened document:
1. Click FILE tab.
3. Click Recent Documents.
4. Click desired document.
Recent Documents

Pin a Document
To pin a document:
1. Click FILE tab.
3. Click stick pin at left of desired document.
stick pin

Save a Document with Save As
To save a document with Save As:
1. Click FILE tab.
2. Click Save As option.
3. At Save As backstage area, click desired location.
5. At Save As dialog box, navigate to desired folder.
6. Type document name in File name text box.
7. Press Enter.
Save As option

1) Clicking this tab displays the
backstage area.
a. FILE
b. HOME
c. INSERT
d. VIEW
3) What keys are pressed to use the
New Line command?
a. Shift + Enter
b. Ctrl + Enter
c. Ctrl + Home
d. Shift + Home
2) What is the maximum number of
characters for naming a file?
a. 55
b. 155
c. 255
d. 355
4) Do this to your document if you
want it to display in the Recent
Documents list.
a. Save
b. Save As
c. Open
d. Pin
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Close Word
To close Word:
Click Close button.
OR
Press Alt + F4. Close button

Edit a Document
 When editing a document, you may decide to insert or
delete text.
 To edit a document, use the mouse, the keyboard, or a
combination of the two to move the insertion point to
specific locations in the document.

Edit a Document - continued
 You can also scroll in a document,
which changes the text display 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

To use the Go To option:
1. Click HOME tab.
2. Click Find button
arrow.
3. Click Go To at drop-
down list.
Find button arrow

4. At Find and Replace dialog box, type page number in
Enter page number text box.
5. Press Enter key.
Find and Replace dialog box

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

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

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

Select Text
 Use the mouse and/or keyboard to select a specific
amount of text.
 Once selected, you can delete the text or perform
other Word functions involving the selected text.
selected text
Mini toolbar

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.
a sentence
Hold down the Ctrl key then click anywhere
in the sentence.
a paragraph
Double-click in the selection bar next to
the paragraph, or triple-click anywhere in
the paragraph.
multiple paragraphs Drag in the selection bar.
an entire document Triple-click in the selection bar.

 To select an amount 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.
 To select all text between the current insertion point
and the I-beam pointer, 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.

 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.
 To cancel the selection, press the Esc key and then
press any arrow key.

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

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 or click Select
button in Editing group
and then click Select All

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 retrieve it, you can use the Undo or Redo
buttons on the Quick Access toolbar.
 If you use the Undo button and then decide you do not
want to reverse the original action, click the Redo button.
Undo button Redo button

Use the Undo and Redo Buttons -
continued
To undo an action performed earlier:
1. Click Undo button arrow.
2. Click desired option in drop-down list.
Undo button arrow

Check Spelling and Grammar
 The spelling checker finds misspelled words and offers
replacement words. It also finds duplicate words and
irregular capitalizations.
 When you spell check a document, the spelling
checker compares the words in your document with
the words in its dictionary. If the spelling checker finds
a match, it passes over the word. If a match is not
found for the word, the spelling checker will stop,
select the word, and offer possible corrections.
 The grammar checker will search a document for
errors in grammar, punctuation, and word usage.

To check spelling and grammar:
1. Click REVIEW tab.
2. Click Spelling & Grammar button.
Check Spelling and Grammar - continued
Spelling & Grammar button

3. Change or ignore errors.
4. Click OK.
Spelling task pane

Button Function
Ignore
During spell checking, skips that occurrence of the
word; in grammar checking, leaves currently selected
text as written.
Ignore All
During spell checking, skips that occurrence of the
word and all other occurrences of the word in the
document.
Add
Adds the selected word to the main spelling check
dictionary.
Delete Deletes the currently selected word(s).
Change
Replaces the selected word with a word in the task
pane list box.
Change All
Replaces the selected word and all other occurrences
of it with a word in the task pane list box.

Use Help
To use Help:
1. Click Microsoft Word
Help button.
2. Type search text in
search text box.
3. Press Enter.
4. Click desired topic.
Microsoft Word
Help button

Use Help - continued
Home
Back
Forward
Print
Keep Help on Top
Use Large Text

Use Help - continued
Help button
 Some button ScreenTips, dialog boxes, and backstage
areas contain a Help icon or button you can click to
display a help window with specific information about
the button feature, dialog box, or backstage area.
ScreenTip
help hyperlink

1) You can use this option to move
the insertion point to a specific
page within a document.
a. Locate
b. Go To
c. Search
d. Browse
3) Press these keys to select an entire
document.
a. Ctrl + E
b. Ctrl + S
c. Ctrl + D
d. Ctrl + A
2) Press this key to delete a
character to the left of the
insertion point.
a. Insert
b. Delete
c. Backspace
d. Enter
4) The Spelling & Grammar button is
located on this tab.
a. REVIEW
b. HOME
c. INSERT
d. FILE
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 Open Microsoft Word
 Create, save, name, print, open, and close a Word document
 Close Word
 Edit a document
 Move the insertion point within a document
 Scroll within a document
 Select text in a document
 Use the Undo and Redo buttons
 Check spelling and grammar in a document
 Use the Help feature
Preparing Documents
Summary of Presentation Concepts

Paradigm Publishing Benchmark Series Microsoft Office Word chapter 1

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