COMPREHENSIVE ICT Document Preparation System Mr.S.Sajiharan Computer Unit Faculty of Arts and Culture South Eastern University of Srilanka

COMPREHENSIVE Lecture 2 Editing and Formatting a Document

XP Objectives Check spelling and grammar Select and delete text Move text within a document Find and replace text Microsoft Word 2007, By Mr.S.Sajiharan3

XP Objectives 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 Microsoft Word 2007, By Mr.S.Sajiharan4

XP Using the Spelling and Grammar Checker 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 Microsoft Word 2007, By Mr.S.Sajiharan5

XP Using the Spelling and Grammar Checker 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 Microsoft Word 2007, By Mr.S.Sajiharan6

XP Using the Spelling and Grammar Checker Microsoft Word 2007, By Mr.S.Sajiharan7

XP Deleting Text Hold the Ctrl key to select multiple words simultaneously before you delete them Microsoft Word 2007, By Mr.S.Sajiharan8

XP Moving Text in a Document 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 Microsoft Word 2007, By Mr.S.Sajiharan9

XP Moving Text in a Document Microsoft Word 2007, By Mr.S.Sajiharan10

XP Cutting or Copying and Pasting Text The key to cutting and pasting is the Clipboard, a temporary storage area on your computer that holds text or graphics until you need them Select the text or graphics you want to cut or copy To remove the text or graphics, click the Cut button on the Home tab, or to copy, click the Copy button on the Home tab Move the insertion point to the target location in the document Click the Paste button on the Home tab Microsoft Word 2007, By Mr.S.Sajiharan11

XP Cutting or Copying and Pasting Text Microsoft Word 2007, By Mr.S.Sajiharan12

XP Finding and Replacing Text When you’re working with a longer document, the quickest and easiest way to locate a particular character, word, or phrase is to use the Find and Replace dialog box Click either the Find button or the Replace button on the Home tab Click the More button to expand the dialog box to display additional options, including the Find whole words only option. If you see the Less button, the additional options are already displayed In the Search list box, select Down if you want to search from the insertion point to the end of the document, select Up if you want to search from the insertion point to the beginning of the document, or select All to search the entire document Type the characters you want to find in the Find what text box If you are replacing text, type the replacement text in the Replace with text box Microsoft Word 2007, By Mr.S.Sajiharan13

XP Finding and Replacing Text 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 “Pemberly Interiors,” 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 Microsoft Word 2007, By Mr.S.Sajiharan14

XP Finding and Replacing Text Microsoft Word 2007, By Mr.S.Sajiharan15

XP Changing Margins for a Document 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 Microsoft Word 2007, By Mr.S.Sajiharan16

XP Changing Margins for a Document Microsoft Word 2007, By Mr.S.Sajiharan17

XP Changing Margins for a Document Microsoft Word 2007, By Mr.S.Sajiharan18

XP Aligning Text The term alignment refers to the way a paragraph lines up horizontally between the margins Microsoft Word 2007, By Mr.S.Sajiharan19

XP Aligning Text Microsoft Word 2007, By Mr.S.Sajiharan20

XP Indenting a Paragraph When you indent a paragraph, you move the entire paragraph to the right – Indent markers show the paragraph’s current indent settings – In a Hanging indent, all lines except the first line of the paragraph are indented from the left margin – In a Right indent, all lines of the paragraph are indented from the right margin Microsoft Word 2007, By Mr.S.Sajiharan21

XP Indenting a Paragraph Microsoft Word 2007, By Mr.S.Sajiharan22

XP Using the Format Painter 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 Microsoft Word 2007, By Mr.S.Sajiharan23

XP Using the Format Painter Microsoft Word 2007, By Mr.S.Sajiharan24

XP Adding Bullets and Numbers 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 Microsoft Word 2007, By Mr.S.Sajiharan25

XP Adding Bullets and Numbers Microsoft Word 2007, By Mr.S.Sajiharan26

XP Adding Bullets and Numbers Microsoft Word 2007, By Mr.S.Sajiharan27

XP Emphasizing Text Using Bold and Italic You can emphasize text by formatting it with bold, underline, or italic These buttons, which are on the Home tab, are toggle buttons Microsoft Word 2007, By Mr.S.Sajiharan28

XP Helpful Keyboard Shortcuts 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 Microsoft Word 2007, By Mr.S.Sajiharan29

XP Helpful Keyboard Shortcuts 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 Microsoft Word 2007, By Mr.S.Sajiharan30

XP Working with Themes and Fonts 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 Microsoft Word 2007, By Mr.S.Sajiharan31

XP Working with Themes and Fonts Microsoft Word 2007, By Mr.S.Sajiharan32

XP Changing the Document’s Theme Each document theme is designed to convey a specific look and feel Click the Page Layout tab, and then click the Themes button Microsoft Word 2007, By Mr.S.Sajiharan33

XP Changing the Document’s Theme Microsoft Word 2007, By Mr.S.Sajiharan34

XP Previewing and Printing the Document 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 Microsoft Word 2007, By Mr.S.Sajiharan35