New Perspectives on Microsoft Word 2016 Module 1: Creating and Editing a Document

Objectives Create and save a document Enter text and correct errors as you type Use AutoComplete and AutoCorrect Select text and move the insertion point Undo and redo actions Adjust paragraph spacing, line spacing, and margins Preview and print a document Create an envelope © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Objectives Open an existing document Use the Spelling and Grammar task panes Change page orientation, font, font color, and font size Apply text effects and align text Copy formatting with the Format Painter Insert a paragraph border and shading Delete, insert, and edit a photo Use Word Help © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Overview of the Word Window © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Starting Word To start Word: Display the Windows Start screen Click the Word 2016 tile Click Blank document Backstage view provides access to various screens with commands that allow you to manage files and Word options © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Working in Touch Mode In Touch Mode, extra space around the buttons on the ribbon allows your finger to tap the specific button you need © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Working in Touch Mode To switch between Touch and Mouse Mode: On the Quick Access Toolbar, click the Customize Quick Access Toolbar button to open the menu On the menu, click Touch/Mouse Mode On the Quick Access Toolbar, click the Touch/Mouse Mode On the menu, click Touch On the Quick Access Toolbar, click the Touch/Mouse Mode button, and then click Mouse Click the Customize Quick Access Toolbar button, and then click Touch/Mouse Mode to deselect it © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Setting Up the Word Window To set up your Word window Click the Maximize button in the upper-right corner if Word does not fill the entire screen On the ribbon, click the VIEW tab In the Show group, click the Ruler check box if necessary to turn on the Ruler In the Zoom group, click the Zoom button, type the desired zoom percentage, and click OK On the status bar, click the Print Layout button to select it, if necessary © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Nonprinting Characters Nonprinting characters provide a visual representation of details you might otherwise miss, such as the (¶) paragraph or (•) space To verify that nonprinting characters are displayed: On the ribbon, click the HOME tab The Show/Hide ¶ button in the Paragraph group should be highlighted in blue, indicating that it is selected © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Saving a Document On the Quick Access Toolbar, click the Save button Click Computer, if necessary, and then click the Browse button Navigate to the desired location Click the File name box, and then type your filename over the default filename, “Doc1” Click the Save button © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Completed Block Style Letter © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Entering Text Word’s AutoComplete feature automatically inserts dates and other regularly used items To insert the date: Begin typing the month and ScreenTip will appear Press Enter to accept the ScreenTip suggestions © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Entering Text To insert the inside address: Type the addressee’s name, street address, and city, state, and zip code, pressing Enter after each © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Entering Text To enter the salutation and the body of the letter: Address the letter and press Enter Begin typing the letter, pressing the spacebar between sentences and Enter at the end of paragraphs To save your work, click the Save button on the Quick Access Toolbar © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Hyperlinks A hyperlink is text or a graphic you can click to jump to another file or to somewhere else in the same file The two most common types of hyperlinks are: An email hyperlink, which you can click to open an email message to the recipient specified by the hyperlink A web hyperlink, which opens a webpage in a browser © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Typing and Removing a Hyperlink Hyperlinks are useful in documents that you plan to distribute electronically In printed documents, blue font and underlines can be distracting To enter an email address hyperlink: Type the email address Press the spacebar or Enter key; Word converts the email address to a hyperlink with blue font and an underline To remove a hyperlink, right-click on the hyperlink and then click Remove Hyperlink © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Shortcut Menu and Mini Toolbar You can right-click items in the Word window to display a shortcut menu The Mini toolbar also appears when you right-click or select text, giving you access often used formatting © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Using the Undo and Redo Commands To undo (or reverse) the last thing you did in a document, you can click the Undo button on the Quick Access Toolbar To restore your original change, the Redo button reverses the action of the Undo button (or redoes the undo) © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Moving the Insertion Point © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Correcting Errors as You Type If you notice a typing error as soon as you make it, you can press the Backspace or Delete keys AutoCorrect automatically corrects common typing errors, such as typing “adn” for “and” Word draws your attention to potential errors by marking them with wavy underlines. A wavy red line appears beneath words with no match in Word’s dictionary Misused words, punctuation errors, problems with possessives and plurals, and grammatical errors are marked with a wavy blue underline © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Correcting Spelling Errors Right-click the misspelled word Select the correct spelling from the shortcut menu © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Proofreading a Finished Document After a document is typed, it needs to be proofread from start to finish Correct all spelling and grammar errors Remove all incorrect error indicators (such as those on people’s names) by right-clicking on the word or words in question and choosing Ignore Once or Ignore All © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Paragraph and Line Spacing Paragraph spacing is the space that appears directly above and below a paragraph A paragraph can be a group of words that is many lines long, a single word, or even a blank line A point is 1/72 of an inch Line spacing space between lines of text within a paragraph Line spacing 1.0 is single-spacing Line spacing 2.0 is double-spacing Line spacing 1.08 is the default spacing © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Paragraph and Line Spacing To adjust paragraph and line spacing, use the Line and Paragraph Spacing button in the Paragraph group on the HOME tab and choose a preset line spacing option or choose to Add Space Before Paragraph or Remove Space After Paragraph © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Manual Line Break A manual line break, also called a soft return, moves the insertion point to a new line without starting a new paragraph To enter a manual line break: Move the insertion point to the end of a line Press the Shift + Enter keys © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Methods for Selecting Text © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Adjusting the Margins Check the document’s margins by changing the Zoom level to display the entire page On the ribbon, click View In the Zoom group, click the One Page button On the Ribbon, click the PAGE LAYOUT tab In the Page Setup group, click the Margins button Select the desired predefined margin options from the Margins gallery Use the Page Setup dialog box to customize the margins © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Previewing and Printing a Document To avoid wasting paper and time, you should preview your document in Backstage view Click the FILE tab to display Backstage view, and then click the Print in the navigation bar Review the document If you notice an error, click the Back button at the top of the navigation bar to return to the document If the document is correct and the printer is on and has paper, click the Print button © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Previewing and Printing a Document © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Creating an Envelope Preformatted files are called templates There are templates to create a formatted envelope or you can create one on your own in a new, blank document To create a new document for the envelope: Click the FILE tab and then click New in the navigation bar Click Blank document © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Creating an Envelope © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Creating an Envelope To create an envelope: On the ribbon, click the MAILINGS tab In the Create group, click the Envelopes button On the Envelopes tab, type a new address or edit the existing one Type a return address; if you are using preprinted stationery, click the Omit check box To print the envelope, insert an envelope in your printer, and then click the Print button; to store the envelope along with the rest of the document, click the Add to Document button Depending on how your computer is set up, you might see an address in the Return address box © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Opening an Existing Document To open an existing document: On the ribbon, click the FILE tab to open Backstage view Click Open in the navigation bar Click Computer, and then click the Browse button Navigate to the location of the existing file, select the file, and click Open © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Opening an Existing Document To save an open document with a new name On the ribbon, click the FILE tab In the navigation bar in Backstage view, click Save As In the Save As dialog box, click in the File name box, delete the existing name, and key in the new name Verify that the file location is correct or navigate to the correct location Click the Save button © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Grammar Settings To customize the grammar settings: Click the FILE tab, and then click Options in the navigation bar In the left pane, click Proofing, and then click the Settings button Scroll down in the Grammar Settings dialog box to display all the check boxes under “Grammar” © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Grammar Settings Dialog Box © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Spelling and Grammar Task Panes On the ribbon, click the REVIEW tab In the Proofing group, click the Spelling & Grammar button In the Spelling task pane, review the suggestions for possible corrections to the word flagged as an error; choose to: Change or Change All Ignore or Ignore All Add, to add the word as spelled in the document to the Word dictionary Click Resume to continue reviewing the document Click OK to close the dialog box when the check is complete © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Changing Page Orientation The document’s orientation is its width versus its height In portrait orientation the page is taller than it is wide In landscape orientation the page is wider than it is tall To change page orientation: On the ribbon, click the PAGE LAYOUT tab In the Page Setup group, click the Orientation button, and then click Landscape or Portrait © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Changing the Font and Font Size To change the font and font size: Select the text you want to format; the Font box in the Font group displays the name of the font applied to the selected text The word “Body” by the font name indicates that the font is intended for formatting body text. Body text is ordinary text, as opposed to titles or headings. In the Font group on the HOME tab, click the Font arrow; a list of available fonts appears Live Preview shows the results that would occur if you clicked the option you are pointing to. © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Applying Text Effects Text effects are special visual enhancements To apply text effects: Select the text to change In the Font group on the HOME tab, click the Text Effects and Typography button; a gallery appears A gallery is a menu or grid that shows a visual representation of the options available when you click a button © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Applying Text Effects © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Applying Font Color To apply font color Select the text to change In the Font group on the HOME tab, click the Font Color button arrow © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Aligning Text By default, the words in a document are left aligned (even on the left) and ragged (uneven) on the right With right alignment, words are even on the right and ragged on the left With center alignment, words are ragged on both sides and lines are centered on the page With justified alignment, the text is even at both margins and spaced out within the line Alignment buttons are found in the Paragraph group of the HOME tab © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Aligning Text © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Adding a Paragraph Border and Shading A paragraph border is an outline that appears around one or more paragraphs Shading is background color applied to one or more paragraphs The Border and Shading buttons are found in the Paragraph group of the HOME tab To apply a border: Select the text to change On the HOME tab, in the Paragraph group, click the Borders button arrow © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Adding a Paragraph Border and Shading To apply shading: Select the text to change In the Paragraph group, click the Shading button arrow © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Using the Format Painter Select the text whose formatting you want to copy On the HOME tab, in the Clipboard group, click the Format Painter button; or to copy formatting to multiple sections of nonadjacent text, double-click the Format Painter button. The mouse pointer changes to the Format Painter pointer, the I-beam pointer with a paintbrush Click the words you want to format, or drag to select and format entire paragraphs When you are finished, click the Format Painter button again to turn off the Format Painter © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Working with Pictures A picture is a photo or another type of image that you insert into a document Once a picture is selected, a contextual tab—the PICTURE TOOLS FORMAT tab—appears on the ribbon A contextual tab appears on the ribbon only when an object is selected; it contains commands related to the selected object so you can manipulate, edit, and format the selected object The squares, called handles, around the edge of the photo indicate the photo is selected © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Working with Pictures To delete the current photo: To insert a photo: Click the photo to select it Press the Delete key To insert a photo: On the ribbon, click the INSERT tab In the Illustrations group, click the Pictures button; the Insert Picture dialog box opens Navigate to the folder that contains the image and select the file Click the Insert button to close the Insert Picture dialog box and insert the photo © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Working with Pictures To resize a photo: Make sure the PICTURE TOOLS FORMAT tab is selected on the ribbon In the Size group on the far right edge of the ribbon, change the Height and the Width A picture style is a collection of formatting options, such as a frame, a rounded shape, and a shadow Apply a picture style by clicking the style in the Picture Styles gallery on the PICTURE TOOLS FORMAT tab © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

Getting Help To get the most out of Help, connect to the Internet to access the information stored at Office.com To look up information in Help, connect to the Internet, and then, on the title bar, click the Microsoft Word Help button © 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.