Revising and Refining a Document

Revising and Refining a Document
Office Word 2007 Lab 2 Revising and Refining a Document In this lab, the student will learn more about editing documents They will learn to use many more of the formatting features included in Office Word 2007 to add style and interest to documents Formatting features can greatly improve the appearance and design of any document

Objectives Use Spelling and Grammar tool and the Thesaurus
Move, cut and copy text and formats Control document paging Find and replace text Insert the current date

Objectives Change indents, line spacing, and margins
Create a tabbed table Add color highlighting and underlines to text Create numbered and bulleted lists

Objectives Create and use Building Blocks Insert and modify Shape
Edit in Print Preview Print a document

Concept Preview Thesaurus Move & Copy Page Break Find & Replace Field
Indents Line Spacing Bulleted and Numbered Lists Sort Word Page Margin Thesaurus -A reference tool that provides synonyms, antonyms, and related words for a selected word or phrase. Move and Copy - Text and graphic selections can be moved or copied to new locations in a document or between documents. Page Break – A page break marks the point at which one page ends and another begins. There are two types of page breaks that can be used in a document: soft page breaks and hard page breaks. Find and Replace - Use the Find and Replace feature to find text in a document and automatically replace it with other text. Field – A field is a placeholder that instructs Word to insert information into a document. Page Margin – The page margin is the blank space around the edge of the page. Standard single-sided documents have four margins: top, bottom, left, and right. Indents - Indenting paragraphs sets them off from the rest of the document. Bulleted and Numbered Lists – Add bullets or numbers in front of items in a list to organize the information and make your writing clear and easy to read.

Outline Revising a Document Moving and Copying Selections
Spell-Checking the Entire Document Using the Thesaurus Moving and Copying Selections Using Copy and Paste Using Cut and Paste Using Drag and Drop Copying Between Documents

Outline Controlling Document Paging Finding and Replacing Text
Inserting a Hard Page Break Finding and Replacing Text Finding Text Replacing Text

Outline Inserting the Current Date Modifying Page Layout
Indenting Paragraphs Setting Tab Stops Adding Leading Characters Changing Line Spacing

Outline More Character Formatting Creating Lists
Adding Color Highlighting Underlining Text Copying Formats with Format Painter Creating Lists Numbering a List Bulleting a List Sorting a List

Outline Using Quick Parts Adding and Modifying Shapes
Using Supplied Building Blocks Creating a Custom Building Block Adding and Modifying Shapes Inserting a Shape Filling the Shape with Color Adding Text to a Shape Removing Hyperlinks Moving an Object

Outline Previewing and Editing Multiple Pages Setting Page Margins
Printing the Document Key Terms FAQS Discussion Questions

Revising a Document Once a document is written, it should be reviewed for errors and mistakes Office Word 2007 allows you to easily revise a document

Spell-Checking the Entire Document
Correct any spelling and grammar error. Use the thesaurus to find synonyms and antonyms.

Spelling and Grammar Dialog Box
Suggestions list box Displays words located in the dictionary Most likely match is highlighted Change spelling of the word to one of the suggested spellings Spell-checking: Feature can be automatic Can use the Spelling and Grammar Status icon

Concept 1 A reference tool used for selected words or phrases Provides
Thesaurus A reference tool used for selected words or phrases Provides Synonyms Antonyms Related words Enhances your document by adding interest and variety Explain the benefits of using the thesaurus

Synonym Submenu Synonyms are words with a similar meaning.
Antonyms are words with an opposite meaning. Related words are words that are variations of the same word, such as “cheerful” and “cheer”.

Research Pane This task pane can open when you select a word, hold down the SHIFT key and press F7

Moving and Copying Selections
Using copy and paste Using cut and paste Use move and copy to quickly make changes to your document

Concept 2 Text and graphics can be moved or copied
Move and Copy Text and graphics can be moved or copied To a new location Between documents Source – original location Destination – new location Clipboards System Office Many students do not understand the difference between MOVE and COPY A selection that is moved is cut from its original location, called the source, and inserted at a new location, called the destination A selection that is copied leaves the original in the source and inserts a duplicate at the destination Explain that a system file called a Clipboard, temporarily stores the selection in memory Office 2007 includes an Office Clipboard that can store up to 24 items that have been cut or copied

Using Copy and Paste Copy selection is inserted at specified location
Paste Options button appears automatically Select the item Copy it Move to the new location Paste it

Paste Options Insert item with the same source formatting or…
Change item to formatting of surrounding destination text or… Insert text only Used when there is a combination of text and graphics Move to the destination area Click on the paste icon The Paste options are used to specify whether to insert the item with the same formatting that it had in the source, to change it to the formatting of the surrounding destination text, or to insert text only (from a selection that is a combination of text and graphics) The default, to keep the formatting from the source, is appropriate The last option is used to change the default paste formatting setting to another Paste Options menu appears Keep source formatting Match destination formatting Keep text only Set default paste

Using Cut and Paste Selected item is removed from the source when you use cut and paste

Using Drag and Drop Most useful for copying or moving short distances
Point to a selection Drag it to new location Drag and Drop – Most useful for copying or moving short distances in a document Point to selection Drag it to the new location. Mouse pointer will change shape. Temporary insertion point shows you where text will be placed.

Copying Between Documents
All Office 2007 applications allow you to open and use multiple files at the same time Each file is displayed in a separate application window Use the taskbar to switch from one window to the next You can copy text between different documents

Controlling Document Paging
New page started when text extends beyond bottom margin Beginning of a new page is identified by a page break As text and graphics are added to a document, Word automatically starts a new page when text extends beyond the bottom margin setting The beginning of a new page is identified by a page break A page break marks the point at which one page ends and another begins Two types of page breaks can be used in a document: soft page breaks hard page breaks

Concept 3 Point where one page ends and another begins Two types
Page Break Point where one page ends and another begins Two types Soft page break Done automatically Hard page break Done manually Location is never moved regardless of changes made to the document Soft page break – Word automatically inserts a soft page break when the bottom margin is reached and starts a new page. As you add or remove text from a page, Word automatically readjusts the placement of the soft page break. Hard page break - You may want to force a page break to occur at a specific location. Word begins a new page regardless of the amount of text on the previous page. When a hard page break is used, its location is never moved regardless of the changes that are made to the amount of text on the preceding page. All soft page breaks that precede or follow a hard page break continue to automatically adjust. Hard page breaks can be removed by deleting the dotted line. Short cut to insert hard page break – [CTRL] +[ENTER]

Inserting a Hard Page Break
Many times, the location of the soft page break is not appropriate In these cases, a hard page break is necessary

Finding and Replacing Text
In addition to finding and replacing words in a document, Word can also find and replace occurrences of special formatting For example, bold text can be found and replaced with italicized text

Concept 4 Find text in a document and replace it with other text
Find and Replace Find text in a document and replace it with other text Can find and replace … Special formatting such as bold text Formatting marks Special characters Symbols Use care when replacing so that you do not replace unintended matches This feature saves time when you need to locate information and replace it with new information.

Search the Entire Document
Search can be refined To further control the search, you can specify to match prefixes or suffixes Use options to narrow your search If you use the Up or Down options and the search does not begin at the top of the document, when Word reaches the beginning or end of the document, it asks if you want to continue searching from the end or beginning of the document You also can highlight text to restrict the search to a selection

Search Options When you enter the text to find, you can type everything in lowercase because the Match Case option is not selected If Match Case is not selected, the search will not be case sensitive This means that lowercase letters will match both upper and lowercase letters in the text In the Find and Replace dialog box, the search option default is set to ALL Word searches the entire document including headers and footers Can select either Up or Down which excludes headers, footers, footnotes, and comments

The Reading Highlight Feature
This feature allows you to better see all located words The highlight color is determined by the currently selected color in Text Highlight

Replacing Text Replace With text box allows you to enter replacement text Text must be entered exactly as you want it to appear The Replace tab includes a Replace With text box in which you enter the replacement text This text must be entered exactly as you want it to appear in your document

Inserting the Current Date
Current date is the date maintained by your computer You can choose various date and time format styles Select the Update Automatically option to always show the current date and time on the document

Concept 5 Field A placeholder Instructs Word to insert information into a document Field codes What information to insert or action to perform Appear between curly brackets { } Field result Displayed as a result of the field code Field – is a placeholder that instructs word to insert information into a document Field code – This contains the directions that tell Office Word 2007 what type of information to insert Field result – The information that is displayed as a result of the field code is known as field result

Field Code Many are automatically inserted
Makes it easier and faster to perform many common functions Notice the field code used for date The field code includes the field name, DATE, followed by the field properties Whenever this documented is printed, Word will print the current system date using this format

Modifying Page Layout Paragraph settings Page margin settings
Indents Line spacing Page margin settings Page background colors Themes Vertical alignment Orientation of text To give the document more interest, you can indent paragraphs, use tabs to create tabular columns of data, and change the line spacing These formatting features are all paragraph formats that affect the entire selected paragraph

Concept 6 Indents help the reader find information quickly
Indent paragraphs from the margins Indenting paragraphs sets them off from the rest of the document Left - Indents the entire paragraph from the left margin To outdent or extend the paragraph into the left margin, use a negative value for the left indent Right - Indents the entire paragraph from the right margin To outdent or extend the paragraph into the right margin, use a negative value for the right indent First Line - Indents the first line of the paragraph. All following lines are aligned with the left margin Hanging Indent - Indents all lines after the first line of the paragraph. The first line is aligned with the left margin. A hanging indent is typically used for bulleted and numbered lists

Types of Indents Press the TAB key to indent the first line of a paragraph A tab stop is a marked location on the horizontal ruler The default tab stops are every 0.5 inch

Simultaneous Indenting
You can select paragraphs and indent them simultaneously by dragging the upper indent marker on the ruler

Setting Tab Stops You can select from five different types of tab stops that control how characters are positioned or aligned with the tab stop. To select a type of tab stop, click the tab alignment selector box on the left end of the ruler to cycle through the types To specify where to place the selected tab stop type, click on the location in the ruler As you specify the new tab stop settings, the table data will align to the new settings

Adding Leader Characters
Tab Leaders – solid, dotted, or dashed lines that fill the blank space between tab stops Give examples of when you would use this feature; for example leader dots are commonly used when creating a telephone list

Changing Line Spacing Adjusting the line spacing, or the vertical space between lines of text, helps set off areas of text from others and when increased makes it easier to read and edit text Accommodates the largest font in that line, plus a small amount of extra space The amount of extra space varies with the font that is used If a line contains a character or object, such as a graphic, that is larger than the surrounding text, the spacing for that line is automatically adjusted

Concept 7 Adjusts vertical space between lines of text
Line Spacing Adjusts vertical space between lines of text Helps sets off areas of text from others When increased, makes it easier to read and edit text Spacing is adjusted if line includes a graphic object Spacing Effect 1.5 lines Spacing is one and a half times that of single line spacing. Double Spacing is twice that of single line spacing. At least Uses a value specified in points in the At text box as the minimum line spacing amount that can accommodate larger font sizes or graphics that would not otherwise fit within the specified spacing. Exactly Uses a value specified in points in the At text box as a fixed line spacing amount that is not changed, making all lines evenly spaced. Multiple Uses a percentage to increase or decrease line spacing. For example, entering 1.3 will increase the spacing by 33 percent.

More Character Formatting
Color Highlighting Underlining Word applies character formatting to the entire selection or to the entire word at the insertion point. You can apply formatting to a portion of a word by selecting the area to be formatted first. Highlighting – like a yellow highlighter marker; can change the color. Underlining – useful but could be confused with the use of underlines for hyperlinks.

Copying Formats with Format Painter
Applies the formats associated with the current selection to new selections Quickly applies the same format to other text Can be applied to entire paragraphs, characters, or words Format Painter – A useful tool that often gets overlooked; copies only the formatting from text and applies it to other text It is used on single words or paragraphs You can use multiple times by first double clicking on the icon and then dragging icon over the selected text

Creating Lists Use bulleted or numbered lists to organize information and to make your writing clear and easy to read

Concept 8 Lists organizes information Helps to make things clear
Bulleted and Numbered Lists Lists organizes information Helps to make things clear Word includes many basic bullet and number formats Can create customized designs Whenever possible, add bullets or numbers before items in a list to organize information and to make your writing clear and easy to read Word includes many basic bullet, a dot or other symbol, and number formats from which you can select If none of the predesigned bullet or number formats suits your needs, you also can create your own customized designs

Types of Lists Bulleted list Numbered list Outline numbered list
Use when you have several items in a paragraph Numbered Use when you want to convey a sequence Outline Use to display multiple outline levels that show a hierarchical structure Both bullet and number styles will automatically indent the items when applied. Use a bulleted list when you have several items that logically fall out from a paragraph into a list. You can select from several types of symbols to use as bullets and you can change the color, size, and position of the bullet. Use a numbered list when you want to convey a sequence of events, such as a procedure that has steps to follow in a certain order A numbered list displays numbers or letters before the text. Word automatically increments the number or letter as you start a new paragraph. You can select from several different numbering schemes. Use an outline numbered list style to display multiple outline levels that show a hierarchal structure of the items in the list. There can have up to nine levels.

Numbering a List Bullet and number formats indent the items automatically Numbering gallery available Contains seven built-in styles Numbers followed by periods is the default Other options Change indent level Customize appearance Set a new start number Because both bullet and number formats will indent the items automatically when applied A nice feature is the option to begin numbering from a specific number for a number list

Concept 9 Sort Word can arrange or sort text, numbers, or data in lists or tables Alphabetical order Numeric order Date order Sort order Ascending Descending Use sort to have the list appear in a certain order Word can quickly arrange or sort text, numbers, or data in lists or tables in alphabetical, numeric, or date order based on the first character in each paragraph The sort order can be ascending (A to Z, 0 to 9, or earliest to latest date) or descending (Z to A, 9 to 0, or latest to earliest date)

Sorting Rules When a tie occurs, Word uses the first nonidentical character in each item to determine which item should come first

Using Quick Parts Quickly insert text and graphics that you use frequently Includes reusable pieces of content or document parts Called building blocks Supplied with Word Can create your own Gives you a head start in creating content The Quick Parts feature includes reusable pieces of content or document parts, called building blocks that give you a head start in creating content such as page numbers, cover pages, headers and footers, and sidebars In addition to the supplied building blocks, you also can create your own custom building blocks

Using Supplied Building Blocks
Supplied building blocks get their information from the file’s document properties

Creating a Custom Building Block
Use a custom building block to quickly insert information Use the Create New Building Block dialog window to help you define the properties for a custom building block

Adding and Modifying Shapes
Ready made shapes supplied by Word To see and create, use Print Layout view In Draft view, AutoShapes are not displayed Shapes - Ready-made shapes that are supplied with Word. These include such basic shapes as: Rectangles and circles A variety of lines Block arrows Flowchart symbols Stars, banners, and callouts Additional shapes are available in the Media Gallery Can also combine Shapes to create more complex designs Text can easily be added to a shape (a feature that is sometimes overlooked).

Inserting a Shape The Shapes menu displays seven categories of shapes
Pointing to a shape displays the shape name in a ScreenTip The recently selected shapes appear at the top of the menu

Filling the Shape with Color
The shape can be enhanced using many of the features on the Format tab, such as adding a background fill color, gradient, and line color A gradient is a gradual progression of colors and shades, usually from one color to another, or from one shade to another of the same color As you make your selections, the Live Preview feature will show how they will look

Adding Text to a Shape You can add text to an Shape
The text can be a hyperlink The link can be to the web (URL) or to another location in the document

Moving an Object You can drag an object to the desired location

Previewing and Editing Multiple Pages
When previewing a document, it is often useful to see multiple pages at the same time to check formatting and other items Word allows you to display both pages of your document at the same time in the window

Setting Page Margins You can set different page margin widths to alter the appearance of a document Why would you want to change a page margin? Ask for comments.

Concept 10 A blank space around the edge of a page
Page Margin A blank space around the edge of a page Standard single-sided documents have four margins: Top Bottom Left Right Gutter margins are used for book binding. Page margin settings Blank space around edge of page Some items can be displayed in margin space. First time users should use the default margin settings. Top – 1" Left – 1” Bottom – 1" Right – 1" Explain that double-sided pages like books and magazines use mirror margins in which the left page is a mirror image of the right page. Explain gutter margins that are used to accommodate binding.

Margins Default document setting for the left and right margins is 1 inch Use the Page Setup group to make changes Mirrored option used for double-sided documents with facing pages, such as a book To create a book, you need to be aware of the gutter margin

Margin Setting Options
The Margins drop-down menu displays several common margin setting options for a single-sided document, including the default setting of Normal You can create custom margins

Printing the Document Quick Print
Talk about the different print options, especially choosing a printer Quick directs the printing to the default printer

Key Terms active window antonym building blocks bulleted list
case sensitive destination drag and drop field field code field result Format Painter hard page break hyperlink indent leader character line spacing

Key Terms continued numbered list Office clipboard
outline numbered list page break page margin soft page break sort source synchronized synonym system Clipboard tab stop thesaurus URL

FAQs Why are some words underlined in red in my document?
How many items can the Office Clipboard store? What is the difference between Copy and Paste and Cut and Paste? Is there a quick way to move a word to a different location in the document?

FAQs How can I synchronize windows when I am copying between documents? What is the difference between a soft page break and a hard page break? How does the Find and Replace feature work?

FAQs How can I insert the current date on my document? Can the date be updated automatically? What are the types of paragraph indents available in Word 2007? What is the Format Painter? What are tab stops and how do I use them?

FAQs What are Leader characters?
My document looks too crowded. How can I add more space between the lines of text ? How does the Quick Parts feature work? I created a list but it is not in order. How can I rearrange the order?

Discussion Questions Explain how to use Word's five tab types. Give examples of each. Describe what custom building blocks you can create for a report ? Explain how you can open and use multiple Word files at the same time. Discuss what features in Word can help you to create books and magazines.

Discussion Questions The Find and Replace feature and the Format Painter allow you to modify your document. Explain how to use each of these features. You want to make your class report look more exciting. What features in Word 2007 can you use to enhance your document?

Revising and Refining a Document

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