1. Revising and Refining a Document
Office Word 2003 Lab 2
Revising and Refining a Document

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

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

4. Objectives continued Use an AutoText entry.
Insert and Modify an AutoShape.
Edit in Print Preview.
Create document versions.

5. Concept Preview Thesaurus Move & Copy Page Break Find & Replace Field
Page Margin
Indents
Line Spacing
Bulleted & Numbered Lists
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.

6. Outline Revising a Document Spell-Checking the Entire Document
Using the Thesaurus

7. Outline continued Moving and Copying Selections
Using Copy and Paste
Using Cut and Paste
Using Drag and Drop
Copying Between Documents
Controlling Document Paging
Inserting a Hard Page Break

8. Outline continued Finding and Replacing Text
Finding Text
Replacing Text
Inserting the Current Date
Modifying Page Layout
Changing Margin Settings

9. Outline continued More Paragraph Formatting Indenting Paragraphs
Setting Tab Stops
Adding Tab Leaders
Changing Line Spacing

10. Outline continued More Character Formatting Creating Lists
Adding Color Highlighting
Underlining Text
Copying Formats with Format Painter
Applying Formats Using the Styles and Formatting Task Pane
Creating Lists
Numbering and Bulleting a List

11. Outline continued Using Auto Text Entries
Adding and Modifying an AutoShape
Inserting an AutoShape
Filling the AutoShape with Color
Adding Text to an AutoShape
Moving an AutoShape
Editing in Print Preview
Using Document Version

12. Outline continued
Key Terms
FAQS
Discussion Questions

13. Revising a Document
Once a document is written, it should be reviewed for errors and mistakes
Office Word 2003 allows you to easily revise a document

14. Word Tools to Revise a Document
Spelling and Grammar
The Thesaurus
Spell-check the entire document.
Correct any spelling and grammar error.
Check for grammar errors.
Use the thesaurus to find synonyms and antonyms.

15. Spell-Checking the Entire Document
Identified misspelled words
Suggested corrections
Turns grammar checking on or off
Spell-checking:
Can turn on manually
Can use the Spelling and Grammar Status icon
Sometimes it is more efficient to wait until you are finished writing before you correct errors.

16. Results of using Spell-Checker
Document is free of spelling and grammar errors

17. Concept 1 A reference tool that provides
Thesaurus
A reference tool that provides
Synonyms
Antonyms
Related words
Enhances your document by adding interest and variety
Explain the benefits of using the thesaurus.

18. Synonyms for word 'ideas'
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”.

19. Research Task Pane Research task pane Selected synonym replaces word
Synonyms for the word "happy" with a meaning of content
This task pane opens when you select a word, hold down the SHIFT key and press F7.

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

21. Concept 2 Text and graphics can be moved or copied System clipboard
Move and Copy
Text and graphics can be moved or copied
To a new location
Between documents
Source
Destination
System clipboard
Office clipboard
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 2003 includes an Office Clipboard that can store up to 24 items that have been cut or copied.
Can turn on manually
Can use the Spelling and Grammar Status icon
Spelling and Grammar dialog box
Not in dictionary section
Suggestions section
To access the clipboard window, select Edit/Office Clipboard.

22. Using Copy and Paste Copied selection Paste Select the item Copy it
Move to the new location
Paste it

23. Default setting inserts with associated formatting
Paste Options
Paste Options menu
Default setting inserts with associated formatting
Move to the destination area.
Click on the paste icon.
Paste Options menu appears.
Keep source formatting
Match destination formatting
Keep text only
Apply style or formatting

24. Paragraph copied from system clipboard and inserted into document
Using Cut and Paste
Paragraph copied from system clipboard and inserted into document
Selected item is removed from the source when you use cut and paste.

25. Mouse pointer changes when you drag
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.
Mouse pointer changes when you drag

26. Copying Between Documents
Active document contains the insertion point
Controls the window arrangement and actions
All Office 2003 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

27. Controlling Document Paging
Word automatically starts a new page
When text extends beyond the bottom margin
New page identified by a page
Adding text and graphics can cause 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.
You can easily see the dotted line in the Normal view.
Page breaks

28. 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
Hard page break
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]
Menu equivalent – Insert/Break/Page break

29. 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.
To use feature:
Move the insertion point to the top of the document.
Choose Edit/Find.
Another method: [CTRL] + F

30. 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
Special characters
Symbols
This feature saves time when you need to locate information and replace it with new information.
Use care when replacing so that you do not replace unintended matches

31. Search the Entire Document
Use these options to refine your search
Search can be refined.
Use options to narrow your search.

32. Replace Options Option Effect on Text Match case Case sensitive
Find whole words only
Finds matches
Use wildcards
Fine tunes a search
Sounds like (English)
Sounds like what you typed
Find all word forms (English)
"buy" will replace "purchase"
Format
Finds text with formatting
Special
Finds special characters
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

33. Enter replacement text exactly as you want it to appear
Replacing Text
Enter replacement text exactly as you want it to appear
It is much faster to use Replace All if you wanted to change all the occurrences of the located text. But, exercise care when using this option, as you may accidentally replace text you want to keep.

34. Inserting the Current Date
Enters selection as a field that will automatically update
Date styles
Time styles
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.

35. 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 2003 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.

36. Field Code
Field code
Notice the field code used for date.

37. Modifying Page Layout Standard single-sided document Left Top Bottom
Right
Double-sided with facing pages
For books and magazines
Four margins
inside
Outside

38. Concept 6 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 – 1.25"
Bottom – 1"
Right – 1.25"
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.

39. Sample of document with current margin settings
Page Setup
Default margin settings
Sample of document with current margin settings
Page Setup is used to change settings associated with the layout of the entire document.
The Margins tab of the Page Setup dialog box displays the default margin settings for a single-sided document.

40. More Paragraph Formatting
Indent paragraphs
Use tabs to create tabular columns of data
Change line spacing
Paragraph formats that affect the entire paragraph
Indent paragraphs
Tabs to create tabular columns of data
Line spacing

41. Concept 7 Indents help the reader find information quickly
Indent paragraphs from the margins
Types of indents
Left
Right
First Line
Hanging
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.

42. Indents and Spacing
Sample shows no indents
Current indents at 0" aligns each line with margin settings
To indent a paragraph line, right-click anywhere in the paragraph to access the shortcut menu.

43. Setting Tab Stops
Tabs separate the different columns of information.

44. Tabs Tab Type Effects on Text Left Extends text to right from tab stop
Center
Aligns text centered on tab stop
Right
Extends text to left from tab stop
Decimal
Aligns text with decimal point
Bar
Draws a vertical line through text at tab stop
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.

45. Adding Tab Leaders Before After Custom tab stops
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.

46. Line spacing of selection changed to 1.5
Changing Line Spacing
Line spacing of selection changed to 1.5
Line spacing adjusts vertical space between lines of text
Makes text easier to read
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

47. Concept 8 Vertical space between lines of text
Line Spacing
Vertical space between lines of text
Helps sets off areas of text from others
When increased, makes it easier to read and edit text
Default is single line spacing
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 value in the At text box as the amount to increase or decrease line spacing. For example, entering 1.3 will increase the spacing by 33 percent.

48. 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.

49. 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.

50. Styles and Formatting Task Pane
Apply styles to text
Create new styles
Modify existing styles
Formatting associated with selected text appears in text box at top of pane
Styles and Formatting Task Pane
Displays formatting associated with the text
Can pick from list of formatting being used in the document
Selected formatting can be applied

51. The Styles and Formatting Task Pane
Formatting associated with selected text
All formats used in document
Task pane
Displays and hides Styles and Formatting

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

53. Concept 9 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

54. Types of List Bullet Numbered Outline
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.

55. Numbering and Bulleting a List
Selection to be itemized
Demonstrate how to select customs bullets.
The many available options can really enhance a simple list.

56. Using AutoText Entries
Entries are text or graphics that you use frequently
Word includes a list of standard phrases
Can create your own entries

57. Adding and Modifying an AutoShape
Ready made shapes supplied by Word
To see and create, use Print Layout view
In Normal view, AutoShapes are not displayed
AutoShapes - 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 AutoShapes to create more complex designs
Text can easily be added to an AutoShape (a feature that is sometimes overlooked).

58. Inserting an AutoShape
When you select an object to insert, a drawing canvas is displayed.
All items drawn in the canvas stay as a complete picture within your document.

59. Filling the AutoShape with color

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

61. Moving an AutoShape

62. Editing in Print Preview
Can view up to six pages in the Preview windows
Can edit and format text
You can edit while previewing.
Mouse pointer changes in preview mode
Magnifying glass – Can change magnification.
I-beam – Can edit document.

63. Using Document Versions
You can save multiple versions of the same document within the same file.
Each version is a "snapshot" of a document.
This saves disk space since Word saves only the differences.
Using versions is helpful if you want to have a record of changes you have made to a document.
Entire copy of each version is NOT saved; only the difference between versions.

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

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

66. FAQs Why are some words displayed in red in my document?
What is the difference between the system Clipboard and the Office clipboard?
What is the Research task pane? How do I use it?
How can I add interest and variety to my document?

67. FAQs
I copied a word to another location in my document and now the Paste Option button is displayed? How do I use this button?
What is the difference between a soft page break and a hard page break?
Is there an easy way to locate and change text in my document?

68. FAQs What tab stop options are available in Office Word 2003?
My document looks too crowded. How can I increase the line spacing?
What is the Format Painter?
What are bulleted lists and numbered lists?
How can I preview my document before printing it?

69. FAQs What are AutoShapes?
Help! I need to have a record of changes made to a document. How can I do this in Office Word 2003?
What are the default page margins in Office Word 2003?

70. Discussion Questions
Explain how to use Word's five different tab types. Give examples of each.
You need to create an attractive flyer. How can AutoShapes help you? What would you use?
How does the document version feature work? Give an example.

71. 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 just realized that your class paper is due today. You did your research, but now you must create your paper. What features in Office Word 2003 can help you quickly develop your paper?