Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 1 Skills for Success with Microsoft ® Office 2007 PowerPoint Lecture to Accompany Skills for Success with Microsoft ® Office 2007 Word, Chapter 2 Format and Organize Text

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 2 Skills for Success with Microsoft ® Office 2007 Introduction In Skills 1–10, you will: –Format a document to enhance page layout –Improve text readability in a document –Add bulleted items and numbered lists –Add headers and footers to display important information

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 3 Skills for Success with Microsoft ® Office 2007 Introduction Format to improve readability Format to enhance page layout Add bulleted lists Add numbered lists Add footers

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 4 Skills for Success with Microsoft ® Office 2007 Skill 1: Set Document Margins Each of the four margins can be adjusted independently of the others. Margin The space between the text and the top, bottom, left, and right edges of the paper.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 5 Skills for Success with Microsoft ® Office 2007 Skill 1: Set Document Margins Click the Margins button on the Page Layout tab to set document margins. Word automatically sets margins based on presets. Custom margins are also possible. Click to display the Page Setup dialog box.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 6 Skills for Success with Microsoft ® Office 2007 Skill 1: Set Document Margins Use the Page Setup dialog box to set document formatting options. Margin settings applied to entire document

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 7 Skills for Success with Microsoft ® Office 2007 Skill 1: Set Document Margins Margin adjustments applied

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 8 Skills for Success with Microsoft ® Office 2007 Skill 2: Align Text and Set Indents Indent The position of the first line of a paragraph in relation to the rest of the paragraph. Alignment The placement of paragraph text in relation to the left and right margins. Titles are center- aligned between left and right margins. Justify To align paragraph text with left and right margins; often causes spacing problems.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 9 Skills for Success with Microsoft ® Office 2007 Skill 2: Align Text and Set Indents Text aligned with left margin To turn off justification, select text, and then click the Align Text Left button.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 10 Skills for Success with Microsoft ® Office 2007 Skill 2: Align Text and Set Indents Change indentation to First line at 0.5 inches. To change indentation, click the dialog box launcher in the Paragraph group on the Home tab.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 11 Skills for Success with Microsoft ® Office 2007 Skill 2: Align Text and Set Indents First lines indented 0.5 inches

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 12 Skills for Success with Microsoft ® Office 2007 Skill 3: Modify Line and Paragraph Spacing Line Spacing button Line spacing The distance between lines of text in a paragraph. Paragraph spacing The distance above and below each paragraph. Extra space added between lines of text

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 13 Skills for Success with Microsoft ® Office 2007 Skill 3: Modify Line and Paragraph Spacing To change paragraph spacing, click the Line Spacing button and enter values. Spacing can be inserted before and after paragraphs.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 14 Skills for Success with Microsoft ® Office 2007 Skill 3: Modify Line and Paragraph Spacing Symbol for manual line break Manual line break The insertion of a blank line at any insertion point following text. To insert a manual line break, hold down the Shift key, and then press Enter.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 15 Skills for Success with Microsoft ® Office 2007 Skill 3: Modify Line and Paragraph Spacing Manual page break The insertion of a blank page at any insertion point following text. To insert a manual page break, hold down the Ctrl key, and then press Enter. Titles with 12 pt spacing after each paragraph

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 16 Skills for Success with Microsoft ® Office 2007 Skill 4: Format Text Using the Format Painter Format Painter Used to copy text formatting quickly from one place to another. Format Painter pointer Instructions for using Format Painter To turn on Format Painter, click the Format Painter button.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 17 Skills for Success with Microsoft ® Office 2007 Skill 4: Format Text Using the Format Painter To apply formatting, click in the paragraph with the formatting to be copied. Turn on Format Painter, and then click anywhere in the paragraph to which you want to copy the formatting. Previous paragraph formatting is applied to new paragraph.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 18 Skills for Success with Microsoft ® Office 2007 Skill 4: Format Text Using the Format Painter Click the dialog box launcher in the Font group to set up the Format Painter. Select font, style, size, and effect.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 19 Skills for Success with Microsoft ® Office 2007 Skill 4: Format Text Using the Format Painter Select text to be formatted by using Format Painter button. When you double-click to turn on Format Painter, it remains on until you turn it off by pressing the Esc key or clicking the Format Painter button. Formatting applied

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 20 Skills for Success with Microsoft ® Office 2007 Skill 5: Find and Replace Text Find Command used to locate a word or phrase quickly. Replace Command used to replace words or phrases one at a time or all at once.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 21 Skills for Success with Microsoft ® Office 2007 Skill 5: Find and Replace Text Find Next button Search word Search word located

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 22 Skills for Success with Microsoft ® Office 2007 Skill 5: Find and Replace Text To find whole words only, select this check box. To end Find and Replace, click the Less button, and then click Cancel.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 23 Skills for Success with Microsoft ® Office 2007 Skill 5: Find and Replace Text To replace one word at a time, type the word to be searched, and then type its replacement. Use the Find Next button. Word displays a message box when task is complete. To replace words all at once, click the Replace All button.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 24 Skills for Success with Microsoft ® Office 2007 Skill 5: Find and Replace Text Word indicates number of replacements made.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 25 Skills for Success with Microsoft ® Office 2007 Skill 6: Cut, Copy, Paste and Move Text Cut Command that removes text and stores it on the Office Clipboard. Office Clipboard Temporary storage area that holds text that has been cut or copied. Copy Command that moves a copy of the selected text to the Office Clipboard and leaves the original text in the document. Paste Places text stored on Office Clipboard at the insertion point location in a document.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 26 Skills for Success with Microsoft ® Office 2007 Skill 6: Cut, Copy, Paste and Move Text Copy button Paste button Cut button Locate the text you wish to cut, and then select it.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 27 Skills for Success with Microsoft ® Office 2007 Skill 6: Cut, Copy, Paste and Move Text Pasted text

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 28 Skills for Success with Microsoft ® Office 2007 Skill 6: Cut, Copy, Paste and Move Text To move text, select text to be moved and point to new location of text.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 29 Skills for Success with Microsoft ® Office 2007 Skill 6: Cut, Copy, Paste and Move Text Sentence dragged to new location Word dragged to new location

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 30 Skills for Success with Microsoft ® Office 2007 Skill 7: Create a Bulleted List Bulleted list A list of items with each introduced by a symbol. To create a bulleted list, select text, and then click the bulleted list button. To format spacing of list, click the Line spacing button.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 31 Skills for Success with Microsoft ® Office 2007 Skill 7: Create a Bulleted List Line spacing increased

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 32 Skills for Success with Microsoft ® Office 2007 Skill 7: Create a Bulleted List Select a symbol, and then click OK. To define a new bullet symbol, click the Bullets button arrow.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 33 Skills for Success with Microsoft ® Office 2007 Skill 7: Create a Bulleted List New bullet symbol applied

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 34 Skills for Success with Microsoft ® Office 2007 Skill 8: Create a Numbered List Using AutoFormat Numbered list A list of items with each introduced by a consecutive number. To created a numbered list, select the text, and then click the Numbering button.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 35 Skills for Success with Microsoft ® Office 2007 Skill 8: Create a Numbered List Using AutoFormat To insert a numbered list as you type, from the Office menu, click the Word Options button, and then click Proofing. Click the AutoCorrect Options button. Select the Automatic numbered lists check box.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 36 Skills for Success with Microsoft ® Office 2007 Skill 8: Create a Numbered List Using AutoFormat Numbered list To create a new numbered list, click the AutoCorrect Options button.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 37 Skills for Success with Microsoft ® Office 2007 Skill 8: Create a Numbered List Using AutoFormat To end a numbered list, press Enter two times or click the Numbering button.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 38 Skills for Success with Microsoft ® Office 2007 Skill 9: Insert and Format Headers and Footers Headers Text or graphics that display at the top of every page. Headers can contain graphics and fields. Clip art in header

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 39 Skills for Success with Microsoft ® Office 2007 Skill 9: Insert and Format Headers and Footers Align graphics using the same method you use to align paragraphs. Graphic is centered.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 40 Skills for Success with Microsoft ® Office 2007 Skill 9: Insert and Format Headers and Footers To insert footer with file name, click the Quick Parts button, and then click FileName. Footers Text that displays at the bottom of every page. FileName field added to footer

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 41 Skills for Success with Microsoft ® Office 2007 Skill 9: Insert and Format Headers and Footers To turn off headers or footers on first page, on the Design tab, in the Options group, click the Different First Page button. Header and footer display on second page only.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 42 Skills for Success with Microsoft ® Office 2007 Skill 10: Insert and Modify Footnotes Insert Footnote button Footnote A reference at the bottom of the page. Footnote inserted in text

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 43 Skills for Success with Microsoft ® Office 2007 Skill 10: Insert and Modify Footnotes Endnote A reference at the end of a section or document. Use numbers or symbols to indicate footnotes or endnotes. Footnotes renumber automatically.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 44 Skills for Success with Microsoft ® Office 2007 Skill 10: Insert and Modify Footnotes To insert more than one footnote, position the insertion point, and then click the Insert Footnote button. Second footnote added

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 45 Skills for Success with Microsoft ® Office 2007 Skill 10: Insert and Modify Footnotes To insert an asterisk (*) as a footnote symbol, click Format in the Custom Mark box, and then type *.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 46 Skills for Success with Microsoft ® Office 2007 Skill 10: Insert and Modify Footnotes Select text in footer to change font or font size.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 47 Skills for Success with Microsoft ® Office 2007 Skills for Success In Chapter 2, you practiced the following skills: –Format a document to enhance page layout –Improve text readability in a document –Add bulleted items and numbered lists –Add headers and footers to display important information

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 48 Skills for Success with Microsoft ® Office 2007 More Skills for Success You will now practice the following additional skills: –Record AutoCorrect entries –Add citations and a bibliography –Format and customize lists –Manage document properties

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 49 Skills for Success with Microsoft ® Office 2007 More Skills 11: Record AutoCorrect Entries AutoCorrect A feature that corrects common spelling errors as you type, such as teh with the. AutoCorrect Options button

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 50 Skills for Success with Microsoft ® Office 2007 More Skills 11: Record AutoCorrect Entries To create a shortcut, type the phrase you wish to replace, and then type its replacement. Shortcut text

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 51 Skills for Success with Microsoft ® Office 2007 More Skills 12: Add Citations and a Bibliography Citation A reference to an information source, inserted in document in an abbreviated manner. Insert Citation button Completed citation Source The information needed to locate original reference material in a citation; collected at the end of a chapter or document in a bibliography.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 52 Skills for Success with Microsoft ® Office 2007 More Skills 12: Add Citations and a Bibliography Word automatically formats citations to MLA format if it is selected.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 53 Skills for Success with Microsoft ® Office 2007 More Skills 12: Add Citations and a Bibliography Word automatically formats a Works Cited Page to match the source type of entered citations.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 54 Skills for Success with Microsoft ® Office 2007 More Skills 12: Add Citations and a Bibliography Works Cited page Website citation

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 55 Skills for Success with Microsoft ® Office 2007 More Skills 13: Format and Customize Lists Click the Numbering button to set continuous numbering. Numbered lists separated by other text can be formatted to display continuous numbering.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 56 Skills for Success with Microsoft ® Office 2007 More Skills 13: Format and Customize Lists To increase or decrease list indents, click the Indent button. Indents increased

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 57 Skills for Success with Microsoft ® Office 2007 More Skills 13: Format and Customize Lists Indents indicate items are at a lower level.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 58 Skills for Success with Microsoft ® Office 2007 More Skills 14: Manage Document Properties Document properties Information about a document that helps identify or organize your files, such as the document name, author, file name, and key words. Author name box

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 59 Skills for Success with Microsoft ® Office 2007 More Skills 14: Manage Document Properties To change document properties, click the Document Properties button. Enter document information.

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 60 Skills for Success with Microsoft ® Office 2007 More Skills 14: Manage Document Properties Category information added

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 61 Skills for Success with Microsoft ® Office 2007 Congratulations You have now completed all Skills for Word, Chapter 2

Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall. 62 Skills for Success with Microsoft ® Office 2007 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2009 Pearson Education, Inc. Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall