McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. Office Word 2003 Lab 1 Creating and Editing a Document

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Objectives 1.Develop a document. 2.Insert and delete text and blank lines. 3.Reveal formatting marks. 4.Use Autocorrect, AutoText, and Auto Complete. 5.Use automatic spelling and grammar checking.

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Objectives cont. 6.Save, close, and open files. 7.Select text. 8.Undo and redo changes. 9.Change fonts and type sizes. 10.Bold and color text. 11.Change alignment.

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Objectives cont. 12.Insert, size, and move pictures. 13.Preview and print a document. 14.Set file properties.

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Concept Preview Grammar checker AutoText and AutoComplete Spelling Checker AutoCorrect Word Wrap Font and Font Size Alignment Graphics

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Outline Introducing Office Word 2003 Creating New documents Entering Text Moving Through Text

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Outline cont. Identifying and Correcting Errors Automatically Saving, Closing, and Opening Files Navigating a Document Editing Documents Formatting a Document Working with Graphics

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Outline cont. Previewing and Printing a Document Setting File Properties Exiting Word Focus on Careers Key Terms FAQs Discussion Questions

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Introducing Office Word 2003 Word Processing program Can create … –Professional letters & reports –Attractive flyers & newsletters

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Office Word 2003 Window Menu bar Toolbars –Standard –Formatting –Document window Ruler Insertion point/cursor End-of-file marker

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Exploring the Office Word 2003 Window End-of-file marker Ruler Insertion point

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Status Bar Indicators IndicatorMeaning PageIndicates the page of text displayed onscreen. SecIndicates the section of text displayed onscreen. A large document can be broken into sections. 1/1Indicates the number of the pages displayed on screen, and the total number of pages in the document. AtIndicates the vertical position in inches of the insertion point from the top of the page. LnIndicates the line of text where the insertion point is located. ColIndicates the horizontal position of the insertion point in number of characters from the left margin.

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Creating New Documents Blank document is opened when you start Default settings are used

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Document Views ViewCommandEffect on Text NormalView/NormalShows text formatting Web LayoutView/Web/LayoutWeb browser view Print LayoutView/Print LayoutPrinted page view Reading LayoutView/Reading LayoutMakes pages easier to read OutlineView/OutlineShows structure Full ScreenView/Full ScreenShows document only

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Zooming a Document Zoom in to get a closer view Zoom out to see more of the document Default of 100% shows size of characters when printed Can increase up to 500 percent Can reduce to 10 percent

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Default Document Settings 8.5 by 11 inches paper size 1-inch top and bottom margins 1.25-inch left and right margins Tab settings every half inch Single line spacing

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Default Document Settings Right indent markers Zoom percent First line indent marker

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Developing a Document Plan Enter Edit Format Preview and Print

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Entering Text Typing text Using Backspace and Delete Ending a line Inserting blank lines Revealing formatting marks

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Typing Text Horizontal position of insertion point on line Insertion point shows where the next character you type will appear

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Formatting Marks Controls document appearance Show/Hide button displays underlying formatting marks Insert blank lines by pressing Enter

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Moving Through Text Keyboard Mouse Voice commands

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Moving Using the Keyboard KeyVoiceMovement [  ]RightOne character to right [  ]LeftOne character to left [  ]UpOne line up [  ]DownOne line down [Ctrl] +[  ]Next wordOne word to right [Ctrl] +[  ]Back wordOne word to left [Home]Go endLeft end of line [End]HomeRight end of line

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Using the Mouse Indicates error located Green wavy line indicates a grammar error has been identified

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Identifying and Correcting Errors Automatically Word constantly checks document for spelling and grammar errors In many cases … –Word will automatically correct errors for you, or –Word identifies an error by underlying it

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Concept 1 Advises you of incorrect grammar Proposes possible corrections Grammar errors identified with a wavy green line Use discretion when correcting errors Grammar Checker

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Grammar Shortcut Menu Suggested correction Available options Why is this an error?

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Grammar Correction Options CommandEffect Ignore OnceInstructs Word to ignore the grammatical error in this sentence. GrammarOpens the grammar checker and displays an explanation of the error. Look UpProvides help about the grammatical error.

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Grammar Checker Option Suggested correction Location of error Line containing error is selected

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Using AutoText and AutoComplete AutoComplete ScreenTip suggests AutoText entry and how to proceed

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Concept 2 Makes entering text easier Provides shortcuts for commonly used phrases AutoText –Entries can be selected and inserted –Can add your own entries of text or graphics AutoComplete suggests the remaining characters of an AutoText entry AutoText and AutoComplete

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Checking Spelling Red wavy line indicates spelling errors

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Concept 3 Advises you of misspelled words Proposes possible corrections Compares each word to two dictionaries –Main dictionary –Custom dictionary A red wavy line is displayed below the misspelled word Spelling Checker

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Spelling Shortcut Menu Suggested correction Spelling shortcut menu

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Shortcut Menu Options OptionEffect Ignore AllInstructs Word to ignore the misspelling of this word throughout the rest of this session. Add to DictionaryAdds the word to the custom dictionary list. AutoCorrectAdds the word to the AutoCorrect list. LanguageSets the language format, such as French, English or German, to apply to the word. SpellingStarts the spell-checking program to check the entire document. Look UpSearches the reference tools to locate similar words and definitions.

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Concept 4 Automatically corrects entries –Inserts proper capitalization –Corrects many common typing & spelling errors automatically Makes corrections by … –Looking for certain types of errors –Checking all entries against a built-in list of AutoCorrect entries AutoCorrect

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved AutoCorrect Options Menu AutoCorrect shortcut menu

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Concept 5 Automatically decides where to end a line Wraps text to the next line Do not need to press ENTER at the end of a full line Press ENTER only to … –Insert a new paragraph –Insert blank lines –Create a short line like a salutation Word Wrap

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Word Wrap Word wrap continues text on next line when right margin boundary is reached Right margin boundary

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Using Smart Tags Indicates a Smart Tag is associated with text

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Saving, Closing, and Opening Files

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Saving a File Save command –Saves active file using the same file name –Replaces contents of existing disk file Save As command –Saves active file using a new file name of to a new location –Leaves original file unchanged Which command is the best one to use?

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Navigating a Document Scroll –Scroll bar –Keyboard –Move directly to a page or an item Search Document Map Table of Contents

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Editing Documents Ignoring spelling errors Inserting text –Insert mode –Overtype mode Deleting a word Selecting and deleting text

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Deleting Unwanted Text Junk text deleted Unwanted text selected

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved More Editing Functions Undo editing changes –Reverses last action or command –Drop-down button lists most recent actions that can be changed Redo restore actions that were undone Change case

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Concept 6 A font is a set of characters with a specific design –Also called a typeface –Fonts can enhance the appearance of a document Basic types –Serif fonts –Sans serif fonts Font and Font Size

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Changing the Font Available fonts Sample of current selections

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Concept 7 The positioning of text on a line between margins or indents Types of alignment –Left –Centered –Right –Justified Affects entire paragraph Alignment

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Working with Graphics

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Concept 8 Graphic –Non-text element or object –Can be added to a document Types of graphics –Drawing object –Picture Illustration Scanned photograph Graphics

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Inserting a Picture Enter word or phrase to locate clip art

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Searching for Clip Art

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Sizing a Graphic Picture is surrounded by … –A selection rectangle –Eight boxes called sizing handles Picture can be manipulated –Select it –Drag the sizing handles to increase or decrease

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Previewing and Printing a Document

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Printing the Document Prints one copy Prints entire document

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Setting File Properties

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Exiting Word Save Exit –Use the Exit command in the File menu. –Or click the Close button in the application window title bar.

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Key Terms alignment AutoComplete AutoCorrect AutoText character formatting cursor custom dictionary default document window drawing object edit embedded object end-of-file marker file property font font size

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Key Terms cont. format formatting mark Formatting toolbar grammar checker graphic Insert mode insertion point main dictionary object Overtype mode pane paragraph formatting picture ruler sans serif font

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Key terms cont. select selection rectangle serif font sizing handles Smart Tag soft space source program spelling checker Standard toolbar thumbnail TrueType typeface word wrap

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved FAQs 1.Why is there a solid horizontal line at the end of my document? 2.What are task panes and how do I use them? 3.How can the status bar help me? 4.Help! I need an easy way to view my document on the screen. Please explain the different views available.

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved FAQs 5.What is the difference between the backspace key and the delete key? 6.I can't tell if I have extra spaces between words. How can the Show/Hide feature help me? 7.Are there shortcuts to move to the beginning and end of a document? 8.What is AutoText?

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved FAQs 9.While I type, I can see an animated pencil near the Status bar. Why is this? 10.How can I tell Office Word 2003 to ignore errors it finds with spelling and grammar? 11.When should I press ENTER at the end of a sentence?

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved FAQs 12.What are Smart Tags? 13.When should I use the Reveal Formatting task pane? 14.What is the difference between Insert and Overtype mode? 15.Help! My graphic is too big for my document. What can I do in Office Word 2003 to resize it?

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Discussion Questions 1.Some users rely heavily on the spelling and grammar checker. Discuss why this may not be the best thing to do. 2.The word wrap feature allows you to enter text without having to press ENTER at the end of a line. Discuss when you do need to use the ENTER key in Office Word 2003.

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Discussion Questions 3.Describe the difference between the Save and the Save As feature. 4.Office Word 2003 provides many shortcuts to navigate through a document. Describe some of shortcuts that can help you if you are working on a long research paper.

McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved Discussion Questions 5.Your group have been assigned to create a newsletter. What features can you use in Office Word 2003 to enhance the appearance of your document?