© Paradigm Publishing, Inc. 1

2 Word 2010 Level 1 Unit 1 Editing and Formatting Documents Chapter 1 Preparing Documents

© Paradigm Publishing, Inc. 3 Preparing Documents  Open Microsoft Word Open Microsoft Word  Create a Document Create a Document  Save a Document Save a Document  Print a Document Print a Document  Close a Document Close a Document  Create a New Document Create a New Document  Open a Document Open a Document  Pin a Document Pin a Document  Save a Document with Save As Save a Document with Save As  CHECKPOINT 1 CHECKPOINT 1  Exit Word Exit Word  Edit a Document Edit a Document  Select Text Select Text  Use the Undo and Redo Buttons Use the Undo and Redo Buttons  Check Spelling and Grammar Check Spelling and Grammar  Use Help Use Help  CHECKPOINT 2 CHECKPOINT 2 Quick Links to Presentation Contents

© Paradigm Publishing, Inc. 4 Open Microsoft Word To open Microsoft Word: 1.Click the Start button on the Taskbar at the Windows desktop. 2.Point to All Programs. 3.Click Microsoft Office. 4.Click Microsoft Word Start button

© Paradigm Publishing, Inc. 5 Create a Document I-beam pointer Quick Access toolbar File tab ribbon vertical ruler Status bar Taskbar tabs Title bar horizontal ruler insertion point vertical scroll bar

© Paradigm Publishing, Inc. 6 Create a Document…continued

© Paradigm Publishing, Inc. 7 Create a Document…continued

© Paradigm Publishing, Inc. 8 Create a Document…continued  At a blank document, type information to create a document.

© Paradigm Publishing, Inc. 9 Create a Document…continued  Some things to consider when typing text are:  Word Wrap: As you type text to create a document, you do not need to press the Enter key at the end of each line because Word wraps text to the next line.  AutoCorrect: Word contains a feature that automatically corrects certain words as you type them.  Automatic Spell Checker: By default, Word will automatically insert a red wavy line below words that are not contained in the Spelling dictionary or are automatically corrected by AutoCorrect.  Automatic Grammar Checker: If the grammar checker detects a sentence containing a grammatical error, a green wavy line is inserted below the sentence. continues on next slide…

© Paradigm Publishing, Inc. 10 Create a Document…continued  Spacing Punctuation: Typically, Word uses Calibri as the default typeface, which is a proportional typeface. When typing text in a proportional typeface, space once (rather than twice) after end-of-sentence punctuation such as a period, question mark, or exclamation point, and after a colon.  Option Buttons: As you insert and edit text in a document, you may notice an option button popping up in your text. The name and appearance of this option button varies depending on the action.  AutoComplete: Microsoft Word and other Office applications include an AutoComplete feature that inserts an entire item when you type a few identifying characters.

© Paradigm Publishing, Inc. 11 Create a Document…continued To use the New Line command: 1.Position the insertion point. 2.Press Shift + Enter. Press Enter to begin a new line with 10 points of spacing. Press Shift + Enter to begin a new line without extra spacing.

© Paradigm Publishing, Inc. 12 Save a Document To save a document: 1.Click the Save button on the Quick Access toolbar. 2.Type the document name. 3.Click the Save button. Save button

© Paradigm Publishing, Inc. 13 Save a Document…continued Content pane Details pane Navigation pane toolbar Address bar Type the document name in this text box.

© Paradigm Publishing, Inc. 14 Save a Document…continued  File names cannot include any of the following characters: forward slash (/)question mark (?) backslash (\)quotation mark (“) greater than sign (>)colon (:) less than sign (<)semicolon (;) asterisk (*)pipe symbol (|)

© Paradigm Publishing, Inc. 15 Print a Document To print a document: 1.Click the File tab. continues on next slide… Information about the document displays in this area of the Info tab Backstage view. buttons in Quick Commands area tabs Click to display Word Options dialog box. File tab Click to exit Word.

© Paradigm Publishing, Inc. 16 Print a Document…continued 2.Click the Print tab. 3.Click the Print button. Print tab Click the Print button to send the document to the specified printer. Click the Print button to send the document to the specified printer. Navigation buttons Print Preview Slider bar

© Paradigm Publishing, Inc. 17 Print a Document…continued  Click the Print button in the Print category to send the document to the printer and specify the number of copies you want printed with the Copies option.  Use the gallery in the Printer category to specify the desired printer.  The Settings category contains a number of galleries, each with options for specifying how you want your document printed such as whether or not you want the pages collated when printed; the orientation, page size, and margins of your document; and how many pages of your document you want to print on a page.

© Paradigm Publishing, Inc. 18 Print a Document…continued To insert the Quick Print button on the Quick Access toolbar: 1.Click the Customize Quick Access Toolbar button. 2.Click Quick Print at the drop-down list. Customize Quick Access Toolbar button

© Paradigm Publishing, Inc. 19 Close a Document To close a document: 1.Click the File tab. 2.Click the Close button. Close button

© Paradigm Publishing, Inc. 20 Create a New Document To create a new document: 1.Click the File tab. 2.Click the New tab. 3.Click the Create button. New tab Create button

© Paradigm Publishing, Inc. 21 Open a Document To open a document: 1.Click the File tab. 2.Click the Open button. 3.Double-click the document name. Open button

© Paradigm Publishing, Inc. 22 Open a Document…continued Navigation pane toolbar Address bar To open a document, double-click the document name in this Content pane.

© Paradigm Publishing, Inc. 23 Open a Document…continued To open a recently opened document: 1.Click the File tab. 2.Click the Recent tab. 3.Click the desired document. Recent tab

© Paradigm Publishing, Inc. 24 Pin a Document To pin a document: 1.Click the File tab. 2.Click the Recent tab. 3.Click the Pin button. Pin button

© Paradigm Publishing, Inc. 25 Save a Document with Save As To save a document with Save As: 1.Click the File tab. 2.Click the Save As button. 3.At the Save As dialog box, type a new name for the document. 4.Press Enter. Save As button

© Paradigm Publishing, Inc. 26 1)Clicking this tab displays the Backstage View. a.File b.Home c.Insert d.View 1)Clicking this tab displays the Backstage View. a.File b.Home c.Insert d.View 3)What keys are pressed to use the New Line command? a.Shift + Enter b.Ctrl + Enter c.Ctrl + Home d.Shift + Home 3)What keys are pressed to use the New Line command? a.Shift + Enter b.Ctrl + Enter c.Ctrl + Home d.Shift + Home 2)What is the maximum number of characters for naming a file? a.55 b.155 c.255 d.355 2)What is the maximum number of characters for naming a file? a.55 b.155 c.255 d.355 4)Do this to your document if you want it to display in the Recent Documents list. a.Save b.Save As c.Open d.Pin 4)Do this to your document if you want it to display in the Recent Documents list. a.Save b.Save As c.Open d.Pin Next Question Next Slide Answer

© Paradigm Publishing, Inc. 27 Exit Word To exit Word: 1.Click the File tab. 2.Click the Exit button. Exit button

© Paradigm Publishing, Inc. 28 Edit a Document  When editing a document, you may decide to insert or delete text.  To edit a document, use the mouse, the keyboard, or the mouse combined with the keyboard to move the insertion point to specific locations in the document.

© Paradigm Publishing, Inc. 29 Edit a Document…continued  You can also scroll in a document, which changes the text display but does not move the insertion point.  Use the mouse with the vertical scroll bar, located at the right side of the screen, to scroll through text in a document. vertical scroll bar

© Paradigm Publishing, Inc. 30 Edit a Document…continued  Along with scrolling options, Word also contains navigation buttons for moving the insertion point to specific locations. Previous Page button Select Browse Object button Next Page button

© Paradigm Publishing, Inc. 31 Edit a Document…continued To use the Go To option: 1.Click the Home tab. 2.Click the Find button arrow in the Editing group. 3.Click Go To at the drop- down list. continues on next slide… Find button arrow

© Paradigm Publishing, Inc. 32 Edit a Document…continued 4.At the Find and Replace dialog box with the Go To tab selected, type the page number in the Enter page number text box. 5.Press the Enter key. Find and Replace dialog box

© Paradigm Publishing, Inc. 33 Edit a Document…continued To use the Select Browse Object: 1.Click the Select Browse Object button. 2.At the palette of browsing choices, click the desired option. Select Browse Object button

© Paradigm Publishing, Inc. 34 Edit a Document…continued continues on next slide…

© Paradigm Publishing, Inc. 35 Edit a Document…continued

© Paradigm Publishing, Inc. 36 Edit a Document…continued

© Paradigm Publishing, Inc. 37 Select Text  You can use the mouse and/or keyboard to select a specific amount of text.  Once selected, you can delete the text or perform other Word functions involving the selected text. selected text Mini toolbar

© Paradigm Publishing, Inc. 38 Select Text…continued

© Paradigm Publishing, Inc. 39 Select Text…continued  To select an amount of text other than a word, sentence, or paragraph, position the I-beam pointer on the first character of the text to be selected, hold down the left mouse button, drag the I-beam pointer to the last character of the text to be selected, and then release the mouse button.  To select all text between the current insertion point and the I-beam pointer, position the insertion point where you want the selection to begin, hold down the Shift key, click the I-beam pointer at the end of the selection, and then release the Shift key.

© Paradigm Publishing, Inc. 40 Select Text…continued  To select a specific amount of text using the keyboard, turn on the Selection Mode by pressing the F8 function key.  With the Selection Mode activated, use the arrow keys to select the desired text.  To cancel the selection, press the Esc key and then press any arrow key.

© Paradigm Publishing, Inc. 41 Select Text…continued continues on next slide…

© Paradigm Publishing, Inc. 42 Select Text…continued

© Paradigm Publishing, Inc. 43 Use the Undo and Redo Buttons  If you make a mistake and delete text that you did not intend to, or if you change your mind after deleting text and want to retrieve it, you can use the Undo or Redo buttons on the Quick Access toolbar.  If you use the Undo button and then decide you do not want to reverse the original action, click the Redo button. Undo button Redo button

© Paradigm Publishing, Inc. 44 Use the Undo and Redo Buttons…continued To undo an action performed earlier: 1.Click the Undo button arrow. 2.Click the desired option in the drop-down list. Undo button arrow

© Paradigm Publishing, Inc. 45 Check Spelling and Grammar  The spelling checker finds misspelled words and offers replacement words. It also finds duplicate words and irregular capitalizations.  When you spell check a document, the spelling checker compares the words in your document with the words in its dictionary. If the spelling checker finds a match, it passes over the word. If a match is not found for the word, the spelling checker will stop, select the word, and offer replacements.  The grammar checker will search a document for errors in grammar, punctuation, and word usage.

© Paradigm Publishing, Inc. 46 Check Spelling and Grammar…continued To check spelling and grammar: 1.Click the Review tab. 2.Click the Spelling & Grammar button in the Proofing group. continues on next slide… Spelling & Grammar button

© Paradigm Publishing, Inc. 47 Check Spelling and Grammar…continued 3.At the Spelling and Grammar dialog box, change or ignore errors. 4.Click OK. Spelling and Grammar dialog box

© Paradigm Publishing, Inc. 48 Check Spelling and Grammar…continued continues on next slide…

© Paradigm Publishing, Inc. 49 Check Spelling and Grammar…continued

© Paradigm Publishing, Inc. 50 Use Help To use Help: 1.Click the Microsoft Word Help button. 2.Type a topic, feature, or question. 3.Press Enter. 4.Click the desired topic. Microsoft Word Help button Word Help window

© Paradigm Publishing, Inc. 51 Use Help…continued Help tab Backstage view

© Paradigm Publishing, Inc. 52 Use Help…continued Help button  Some dialog boxes, as well as the Backstage view, contain a Help button you can click to display a help window with specific information about the dialog box or Backstage view.

© Paradigm Publishing, Inc. 53 1)You can use this option to move the insertion point to a specific page within a document. a.Locate b.Go To c.Search d.Browse 1)You can use this option to move the insertion point to a specific page within a document. a.Locate b.Go To c.Search d.Browse 3)Press these keys to select an entire document. a.Ctrl + E b.Ctrl + S c.Ctrl + D d.Ctrl + A 3)Press these keys to select an entire document. a.Ctrl + E b.Ctrl + S c.Ctrl + D d.Ctrl + A 2)Press this key to delete a character to the left of the insertion point. a.Insert b.Delete c.Backspace d.Enter 2)Press this key to delete a character to the left of the insertion point. a.Insert b.Delete c.Backspace d.Enter 4)The Spelling & Grammar button is located in this tab. a.Review b.Home c.Insert d.File 4)The Spelling & Grammar button is located in this tab. a.Review b.Home c.Insert d.File Next Question Next Slide Answer

© Paradigm Publishing, Inc. 54 Open Microsoft Word Create, save, name, print, open, and close a Word document Exit Word Edit a document Move the insertion point within a document Scroll within a document Select text in a document Use the Undo and Redo buttons Check spelling and grammar in a document Use the Help feature Preparing Documents Summary of Presentation Concepts