B USINESS C OMPUTER A PPLICATION Eyad M. AlMassri BGMS4101 Introduction 1 Business Computer Application

W ORD T UTORIAL C HAPTER 8 2 Business Computer Application

3 Check spelling and grammar Select and delete text Move text within a document Find and replace text O BJECTIVES

Change margins Change alignment and paragraph indents Copy formatting with the Format Painter Emphasize points with bullets, numbering, bold, and italic Change fonts and adjust font sizes Change the document theme Preview and print a document 4 Business Computer Application

U SING THE S PELLING AND G RAMMAR C HECKER 5 Business Computer Application  Move the insertion point to the beginning of the document, click the Review tab on the Ribbon, and then, in the Proofing group, click the Spelling & Grammar button  In the Spelling and Grammar dialog box, review any items highlighted in color. Possible grammatical errors appear in green; possible spelling errors appear in red. Review the suggested corrections in the Suggestions list box  To accept a suggested correction, click on it in the Suggestions list box, click the Change button to make the correction, and then continue searching the document for errors  To skip the current instance of the highlighted text and continue searching the document for errors, click the Ignore Once button

U SING THE S PELLING AND G RAMMAR C HECKER Click the Ignore All button to skip all instances of the highlighted text and continue searching the document for errors. Click the Ignore Rule button to skip all instances of a highlighted grammatical error To type your correction directly in the document, click outside the Spelling and Grammar dialog box, make the correction, and then click the Resume button in the Spelling and Grammar dialog box To add an unrecognized word to the dictionary, click the Add to Dictionary button When you see a dialog box informing you that the spelling and grammar check is complete, click the OK button 6 Business Computer Application

U SING THE S PELLING AND G RAMMAR C HECKER 7 Business Computer Application

D ELETING T EXT Hold the Ctrl key to select multiple words simultaneously before you delete them. 8 Business Computer Application

M OVING T EXT IN A D OCUMENT 9 Business Computer Application Select the text you want to move Press and hold down the mouse button until the drag- and-drop pointer appears, and then drag the selected text to its new location Use the dotted insertion point as a guide to determine exactly where the text should be inserted Release the mouse button to “drop” the text at the insertion point

M OVING T EXT IN A D OCUMENT 10 Business Computer Application

F INDING AND R EPLACING T EXT 11 Business Computer Application Click the Find whole words only check box to search for complete words Click the Match case check box to insert the replacement text with the same case (upper or lower) as in the Replace with text box. For example, if the Replace with text box contained the words this would ensure that Word inserted the text with a capital (uppercase) “P” and a capital (uppercase) “I” Click the Find Next button Click the Replace button to substitute the found text with the replacement text and find the next occurrence Click the Replace All button to substitute all occurrences of the found text with the replacement text, without reviewing each occurrence

F INDING AND R EPLACING T EXT 12 Business Computer Application

C HANGING M ARGINS FOR A D OCUMENT 13 Business Computer Application Make sure no text is selected, and then, in the Page Setup group on the Page Layout tab, click the Dialog Box Launcher. If necessary, click the Margins tab to display the margin settings Use the arrows to change the settings in the Top, Bottom, Left, or Right text boxes, or type a new margin value in each text box Make sure the Apply to list box displays Whole document Click the OK button To choose from groups of predefined margin settings, click the Page Layout tab on the Ribbon, and then click the Margins button. In the Margins menu, click the group of margin settings that is appropriate for your document

C HANGING M ARGINS FOR A D OCUMENT 14 Business Computer Application

C HANGING M ARGINS FOR A D OCUMENT 15 Business Computer Application

A LIGNING T EXT 16 Business Computer Application The term alignment refers to the way a paragraph lines up horizontally between the margin.

T HE F ONT DIALOG BOX 17 Business Computer Application

A LIGNING T EXT 18 Business Computer Application

I NDENTING A P ARAGRAPH 19 Business Computer Application When you indent a paragraph, you move the entire paragraph to the right Indent markers Hanging indent Right indent

I NDENTING A P ARAGRAPH 20 Business Computer Application

U SING THE F ORMAT P AINTER 21 Business Computer Application The Format Painter makes it easy to copy all the formatting features of one paragraph to other paragraphs Select the text whose formatting you want to copy. If you are trying to copy the formatting of an entire paragraph, you can just click anywhere in the paragraph To copy formatting to one item, click the Format Painter button in the Clipboard group on the Home tab, and then select the text you want to format, or click anywhere in the paragraph you want to format To copy formatting to multiple items, double-click the Format Painter button in the Clipboard group on the Home tab, and then select, one by one, each text item you want to format, or click anywhere in each paragraph you want to format. When you are finished, click the Format Painter button again to deselect it

U SING THE F ORMAT P AINTER 22 Business Computer Application

A DDING B ULLETS AND N UMBERS 23 Business Computer Application You can emphasize a list of items by adding a heavy dot, or bullet, before each item in the list Much easier to read and follow than lists that do not have bullets

A DDING B ULLETS AND N UMBERS 24 Business Computer Application

E MPHASIZING T EXT U SING B OLD AND I TALIC 25 Business Computer Application You can emphasize text by formatting it with bold, underline, or italic These buttons, which are on the Home tab, are toggle buttons

H ELPFUL K EYBOARD S HORTCUTS 26 Business Computer Application For common tasks, such as applying bold and italics, it’s often faster to use a keyboard shortcut Bold selected text: Ctrl+B Italicize selected text: Ctrl+I Underline selected text: Ctrl+U Single-space lines within paragraph that currently contains the insertion point: Ctrl+1

C REATE A HEADER WITH PAGE NUMBERS A header is text printed at the top of every page. A footer is text printed at the bottom of every page. Word has great flexibility in handling headers and footers. You can specify unique headers and footers for the first page of a document, for even and odd pages in a document without sections, for each section, and for even and odd pages within sections Specifying different headers and footers for even and odd pages enables you to place items like page numbers on the outside margin of every page Specifying different headers and footers for each section enables you to include items that change, such as chapter titles, in the header or footer You can even have some pages with a header and some pages without, such as a title page 27 Business Computer Application

C REATE A HEADER WITH PAGE NUMBERS 28 Business Computer Application

C REATE A TABLE 29 Business Computer Application A table organizes information into rows and columns. This makes the information easier to read and understand. To display a large amount of information in columns, a table is easier to organize and edit than columns created with tabs. You can create tables in two ways: Create a blank table and insert text into it Convert existing text into a table To enter text into a table, move the insertion point to the correct cell and begin typing. Word will wrap the text to the next line in the same cell and increase the height of the cells in the row. Continue moving the insertion point and entering text to complete your table.

W ORD TABLE ELEMENTS 30 Business Computer Application

T ABLE NAVIGATION KEYSTROKES 31 Business Computer Application

S ORT THE ROWS IN A TABLE 32 Business Computer Application You can sort the rows in a table based on the contents of one of the columns. Rows can be sorted in ascending or descending order based on alphabetical, numerical, or chronological criterion. The Sort buttons on the Tables and Borders toolbar provide easy access to the sorting function. While all of the sorting options that are available with a spreadsheet or database program are not available in a Word table, basic sorting functions can be performed.

A SAMPLE SORTED TABLE 33 Business Computer Application

M ODIFY A TABLE ' S STRUCTURE 34 Business Computer Application You can modify the structure of a table in several ways: Rows can be added between existing rows or at the beginning or end of a table Columns can be added between existing columns or at the beginning or end of a table Individual cells can be deleted, merged, and split You can delete the content of a cell or the structure of the cell Merging cells removes the border between the cells Splitting cells creates multiple rows or columns

I NSERT AND DELETE ROWS 35 Business Computer Application

F ORMAT A TABLE There are many ways to improve the visual appeal of your table. You can: Adjust the size of the rows and columns Change the text alignment Modify the borders Add a shaded background Rotate the text inside a cell 36 Business Computer Application

A LIGN CELL BORDERS AND USE BORDERS Adjust the size of the rows and columns in print layout view so you can take advantage of the vertical and horizontal rulers when you drag the borders to new locations. Aligning text in the cells makes the data easier to compare or understand. Borders can draw attention to important data or enhance the table's appearance. 37 Business Computer Application

A LIGN CELL DATA 38 Business Computer Application

A DD A BORDER BELOW THE HEADER ROW 39 Business Computer Application

A DD A BORDER BELOW THE HEADER ROW 40 Business Computer Application

U SE SHADING AND ALIGN THE TABLE ITSELF Shading highlights important items, such as headings or totals. Text can be rotated within a cell, but use this feature cautiously. It can make the text difficult to read, detracting from your table's appearance and functionality The alignment of the entire table within the margins will affect the table's appearance and impact. Aligning the table is done from the Table tab of the Table Properties dialog box. 41 Business Computer Application

T HE T ABLE P ROPERTIES DIALOG BOX 42 Business Computer Application

A TABLE WITH SHADED HEADERS 43 Business Computer Application

H ELPFUL K EYBOARD S HORTCUTS 44 Business Computer Application Double-space lines within paragraph that currently contains the insertion point: Ctrl+2 Select entire document: Ctrl+A Cut selected text: Ctrl+X Copy selected text to Clipboard: Ctrl+C Paste most recently copied item at location of insertion point: Ctrl+V Undo your most recent action: Ctrl+Z You can also save time by using KeyTips, sometimes called access keys, to select buttons and commands

W ORKING WITH T HEMES AND F ONTS 45 Business Computer Application The document theme controls the variety of fonts, colors, and other visual effects available to you as you format a document To apply a font, select the text you want to format, then in the Font group on the Home tab, click the Font arrow, and click the font you want

W ORKING WITH T HEMES AND F ONTS 46 Business Computer Application

C HANGING THE D OCUMENT ’ S T HEME 47 Business Computer Application Each document theme is designed to convey a specific look and feel Click the Page Layout tab, and then click the Themes button

C HANGING THE D OCUMENT ’ S T HEME 48 Business Computer Application

P REVIEWING AND P RINTING THE D OCUMENT 49 Business Computer Application Click the Office Button, point to Print, and then click Print Preview From the Print Preview window, you can set the Zoom, check the print settings, and Print the document Click the Close Print Preview button to return to Print Layout view