Practical Office 2007 Chapter 2 Creating a Document Practical Office 2007 Chapter 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 Use document templates Practical Office 2007 Chapter 2

What’s in the Word program window? Word program window appears when you start Word Click Start, point to All Programs, click Microsoft Office, then click Microsoft Office Word 2007 Practical Office 2007 Chapter 2

What’s in the Word program window? Cont’d. The program window contains objects such as: Title bar Ribbon Status bar Views Document window Practical Office 2007 Chapter 2

What’s in the Word program window? Cont’d. You use these objects to: Create Edit Save Print Format Practical Office 2007 Chapter 2

What’s in the Word program window? Cont’d. Document window 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” Practical Office 2007 Chapter 2

What’s in the Word program window? Cont’d. There are different ways to view document: Draft View Web Layout View Print Layout View Full Screen Reading View Outline View Practical Office 2007 Chapter 2

What’s in the Word program window? Cont’d. Status bar provides information about document Adjust the Zoom level on the status bar to increase or decrease the Zoom level Practical Office 2007 Chapter 2

What’s in the Word program window? Cont’d. Practical Office 2007 Chapter 2

How do I create a document? To create new document, click blank document window 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 Practical Office 2007 Chapter 2

How do I create a document? Cont’d. 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 Practical Office 2007 Chapter 2

How do I create a document? Cont’d. Mouse or arrow keys move insertion point to add text in middle of line Insert key toggles between overtype and insert modes Select Insert and click on Symbol to insert special characters, such as trademark symbol: ™ Practical Office 2007 Chapter 2

How do I create a document? Cont’d. Practical Office 2007 Chapter 2

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 Practical Office 2007 Chapter 2

How do I select text for editing? Cont’d. 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 Practical Office 2007 Chapter 2

How do I select text for editing? Cont’d. 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 text by selecting first word or section, then using Control-click to select subsequent sections Practical Office 2007 Chapter 2

How do I select text for editing? Cont’d. Practical Office 2007 Chapter 2

How do I move, copy, and delete text? Clipboard is used to hold sections of document temporarily 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 You can cut and paste text, numbers, graphics, tables, and other objects between different applications, such as pasting Excel worksheet data into a Word document Practical Office 2007 Chapter 2

How do I move, copy, and delete text? Cont’d. Practical Office 2007 Chapter 2

Practical Office 2007 Chapter 2 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 Practical Office 2007 Chapter 2

Can I undo a command? Cont’d. 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 Practical Office 2007 Chapter 2

Can I undo a command? Cont’d. Practical Office 2007 Chapter 2

How do I use a document template? Document can be created from scratch or by using pre-formatted document template Word templates include Letters Faxes Resumes Practical Office 2007 Chapter 2

How do I use a document template? Cont’d. 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 Practical Office 2007 Chapter 2

How do I use a document template? Cont’d. Practical Office 2007 Chapter 2

Practical Office 2007 Chapter 2 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 Practical Office 2007 Chapter 2

How do I save a document? Cont’d. Practical Office 2007 Chapter 2

How do I perform a mail merge? Mail merge allows you to create multiple documents from a starting document and a data source The starting document can be a letter, label template, or envelope template The data source, or list, contains the information that will be merged into the starting document Practical Office 2007 Chapter 2

How do I perform a mail merge? Cont’d. You can compose your document from scratch or from a document template The data source can be from Database file Outlook Excel spreadsheet Word document Practical Office 2007 Chapter 2

How do I perform a mail merge? Cont’d. Insert pre-formatted merge field blocks or individual fields Preview your final document Practical Office 2007 Chapter 2

How do I perform a mail merge? Cont’d. Practical Office 2007 Chapter 2

How do I perform a mail merge? Cont’d. Practical Office 2007 Chapter 2

How do I print a document? Print option available through the Microsoft Office button Print option on File menu allows you to print multiple copies, selected pages, or select alternate printer Printer list Print range Current page Range of pages Number of copies Practical Office 2007 Chapter 2

How do I print a document? Cont’d. Select printer by clicking down-arrow button at right side of Printer list, then clicking printer you want to use Use Print Preview to find and correct any errors before document is printed Click Print button to print from preview window, or click Close to exit preview without printing Practical Office 2007 Chapter 2

How do I print a document? Cont’d. Practical Office 2007 Chapter 2

How can I troubleshoot printing problems? Printing problems can be caused by printer, software, or installation glitches Most printing problems are easily fixed: Check printer Check print queue by clicking Start, clicking Control Panel, and then clicking Printers Practical Office 2007 Chapter 2

How can I troubleshoot printing problems? Cont’d. Practical Office 2007 Chapter 2

How can I troubleshoot printing problems? Cont’d. Check default printer setting Click Printers window, right-click printer, and select Properties to: Check print settings Activate printer sharing Check connecting port Print test page Practical Office 2007 Chapter 2

How can I troubleshoot printing problems? Cont’d. Practical Office 2007 Chapter 2

How can I troubleshoot printing problems? Cont’d. 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 Practical Office 2007 Chapter 2