exploring Microsoft Office 2013 Volume 1

exploring Microsoft Office 2013 Volume 1
by Mary Anne Poatsy, Keith Mulbery, Lynn Hogan, Amy Rutledge, Cyndi Krebs, Eric Cameron, Rebecca Lawson Chapter 1 Introduction to Word This chapter introduces you to Microsoft Office Word The chapter focuses on basic word processing features used by people around the world to create documents such as letters, reports, research papers, newsletters, and brochures. You can also send , create web pages and enhance documents with a word processor. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.
Objectives Begin and edit a document Customize Word Use features that improve readability View a document in different ways The objectives of this chapter are: Begin and edit a document Customize Microsoft Word Use features that improve readability View a document in different ways The objectives continue on the next slide. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Objectives (cont.) Prepare a document for distribution Modify document properties Additional objectives include to: Prepare a document for distribution Modify document properties Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Word Processing Word processing software, such as Microsoft Word 2013, is the most commonly used type of software. Students, office assistants, managers, and professionals use word processing software to produce a variety of documents. Shown here are four common examples: a newsletter, invoice, partnership agreement, and flyer. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Opening a Word document
Blank document Recently opened documents Templates When you open Word 2013 you will see recently viewed files on the left and several categories of templates on the right. You can choose Blank document to open a new blank document. Word 2013 provides a large, clean, uncluttered area for you to type your document. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

The Word Window Quick Access Toolbar Ribbon Display Options Title bar Ribbon Collapse the Ribbon Vertical scroll bar One of the basic features of Word is the Ribbon, which enables you to create, modify, and enhance documents. There is a title bar which indicates the file name of the current document and includes Windows control buttons to access Word Help. At the top of the window is the Quick Access Toolbar which allows you to save a document, and undo or redo recent commands. At the bottom of the Word wind is the status bar which keeps you apprised of information in your document such as, word and page count, and your current position. There are view buttons which allow you to change the view of the document. The Zoom slider allows you to enlarge or reduce the onscreen size of the document. The scroll bars allow you to move through a document. The scroll bar appears if the document is long or wide enough to see additional page content. Zoom slider Status Bar Views Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

A Word document Show/Hide Space Soft returns When you create a blank document in Word, as you type your text will automatically push words to the next line when you reach the right margin. This is called the word wrap feature. This feature allows you to type without having to think about how much text will fit on one line. When Word wraps text from one line to the next it is known as a soft return. Soft returns change automatically as text is inserted or deleted, but is not considered a character. When you press the Enter key it is considered a hard return, which is a nonprinting character, called a paragraph mark. You can display nonprinting characters such as Tabs, Spaces, and Hard returns by selecting Show/Hide. To remove the display of nonprinting characters, click Show/Hide again. Paragraph mark Tab Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Reuse Text Insert text from file Object arrow To reuse text from a previously created document into a new document, insert the text from a saved document into the currently open document. Position the insertion point to where the text is to be inserted, click the Insert tab, click the Object arrow, click Text from File, navigate to the location of the saved document and double-click the file name. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Save a document Select to save to your SkyDrive account Select if you plan to save to local storage, such as a flash drive or hard drive Click to navigate to a folder on the selected storage device or location If you don’t want to lose what you have created or edited, then you would need to save your document. Word 2013 allows you to save to the cloud, Internet, a local drive, or a flash drive. It is always a good idea to save a document in several places so you always have a backup copy. To save a document, click the File tab and click Save or Save As. You can also click Save on the Quick Access Toolbar. Microsoft provides free online storage space called SkyDrive. If you choose to share documents from SkyDrive storage, collaborators can easily access and edit them. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Opening a Saved document
Click this link to return to your previous position Having saved a document, you can open it later when you start Word and then either select the document from the Recent list or click Open Other Documents and navigate to the saved file. Word remembers the position of the insertion point when you previously saved the file and suggests that you return to that same location. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Reviewing a document Typographical errors Grammatical errors Identifying proper wording Defining words With the automated spelling and grammar tools in Word, it is easy to produce an error-free document. A word that is considered misspelled is underlined with a red wavy line. A grammatical mistake or word usage error is underlined in blue. Word provides a thesaurus to help find a synonym for a particular word. If you have installed a dictionary, you will see a definition of the selected word at the bottom of the Thesaurus pane. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Reviewing word usage in a Document
Define Thesaurus Check spelling and grammar Word Count Error in document You can correct possible spelling, grammatical, or word usage errors in a document by right-clicking an underlined error. However, this can become time consuming. Word can check an entire document, pausing at each identified error so you can correct or ignore the problem. To check an entire document click the Review tab and click Spelling & Grammar in the Proofing group. You can also click the Proofing errors button on the status bar. If you need to know how many words are included in the document click Word Count on the Review tab. Proofing errors Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Customizing Word Categories Word is a full-featured word processing application and it can be customized to meet the needs of the user. You can add or remove features from the document window. You can add commands to the Quick Access Toolbar, and you can customize how documents are saved. To modify the Word options, click the File tab and then click Options. The Word Options dialog box displays the categories. The options that you select will remain in effect until you change them again, even after Word is closed and reopened. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Customizing the Ribbon
Review tab is deselected, so it will be removed from the Ribbon Rename a tab Add a new tab The Word Ribbon provides access to commands that make it easy to develop, edit, save, share, and print documents. If necessary, you can add and remove Ribbon tabs, as well as rename them. Click the File tab and click Options. Click Customize Ribbon. By deselecting a tab name you can remove a Ribbon tab. You can click Rename to change the name of a Tab. To return to showing all original tabs, click Reset and click Reset all customizations. Reset tabs to their original state Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Headers and Footers Choose from predesigned headers Headers and footers give your documents a professional appearance. The header consists of one or more lines of text at the top of each page. The header might include the name of the organization, author, or title. The footer displays at the bottom of the page. It might contain a page number or the date the document was created. If you use the Header and Footer features to set up these areas, they appear automatically on every page of the document. You also have the option to use only a header or a footer, or to use both. The Header and Footer commands are on the Insert tab. You can format the text just as you would any other paragraph by setting typefaces, sizes, and alignments. You can select from a gallery of predefined header or footer styles or click Edit header or footer to create an unformatted header or footer. The discussion continues on the next slide. Create an unformatted header Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Insert common headers and footers
Click to close a header or footer Header & Footer Tools contextual tab Choose from a complete list of fields and settings Insert headers and footers You can choose author, date, and file names in your headers and footers. Some header and footer fields like page numbers will change from one page to the next. Other fields like author name and date, will remain constant. Frequently accessed fields such as Date & Time and Page Number are available on the Header & Footer Tools Design contextual tab. When you click the Document Info tab in the Insert group Author, File Name, and Document Title are available to use. Insert date and time Insert page numbers Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Inserting Symbols Select a Font Option to enter a character code A symbol is text, a graphic, or a foreign language character that can be inserted into a document. Symbols such as © are not located on the keyboard, you need to find them in Word’s library of symbols or use a shortcut key combination, if available. You can select a nonbreaking hyphen, nonbreaking space, and other special characters when you click the Insert tab Symbol, More Symbols, and Special Characters. Click a special character and click Insert to place it in a document. Depending on your font selection, your choices for symbols vary. Fonts such as Wingdings, Webdings, and Symbol contain a wealth of special symbols, many of which are actually pictures. Each symbol is assigned a character code. If you know the character code of the symbol, you can type it in and press Alt+X. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Adjusting Margins Click to create custom margins Predefined margin settings A margin is the area of blank space that displays to the left, right, top, and bottom of a document, between the test and the edge of the page. You can change a document’s appearance by adjusting the margins. You can change margins by clicking the Page Layout tab and then click Margins in the Page Setup group. Select from one of the predefined margin settings or click Custom Margin to adjust each margin individually. You can also click the File tab and click Print. Click Normal Margins or the previous margin settings to change one or more margins. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Changing page Orientation
Select Portrait or Landscape Orientation You will find that some documents are more attractive in either portrait or landscape orientation. A document displayed in portrait orientation is taller than it is wide, whereas a document shown in landscape is wider than it is tall. To change page orientation click Orientation on the Page Layout tab to select either Portrait or Landscape. Click the Margins on the Page Layout tab and click Custom Margins. On the Page Setup dialog box select either Portrait or Landscape. You can also click the File tab, click Print, and then click Portrait or Landscape Orientation. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Inserting a Watermark Watermark [Draft] A watermark is a text or graphic that displays behind text on a page. It is often used to display a very light washed-out logo for a company or to indicate the status of a document. Watermarks do not display on a document that is saved as a Web page. To insert a watermark, click the Design tab and click Watermark. Select from predesigned styles, or click Custom Watermark to create your own. To remove a previously created watermark click the Design tab, click Watermark, and then select Remove Watermark. You can create a Custom Watermark by clicking the Design tab, click Watermark, and then select Custom Watermark. You can select or change a watermark’s color, size, font, and text, in addition to that, you can include your favorite picture. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Changing a document view
Views When you begin a new document, you will see the top, bottom, left, and right margins. This is the Print Layout view, and it is the default view for Word. You can choose to view a document differently. You can choose Draft view to view a document with out margins or special page features. Read Mode facilitates proofreading and comprehension, whereas Outline view displays a document in hierarchical fashion. If a document is destined for the Web, you would want to use Web Layout view. Word Document views continued on next slide. Views on status bar Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Document Views (cont.) The Read Mode is a new Word 2013 feature. It is designed to make a document easy to read and to facilitate access across multiple devices. Read Mode presents a document in a left to right flow, automatically splitting text into columns. When in Read mode the Ribbon is removed from the view. In Read Mode, right-click a word and choose Define from the shortcut menu for a quick definition or synonym. You can also select translate, if the document is not in your native language. When in Read mode you can perform object zooming. Simple double-click a object, such as a table, chart, picture, or video to zoom in. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Changing Zoom Settings
Zoom Options Zoom Out and Zoom In You can use Word’s zoom feature to enlarge or reduce the view of text. Unlike zooming in on an object in Read Mode, the zoom feature available on the View tab enables you to enlarge text, not objects or videos. Changing the size of text onscreen does not actually change the font size of a document. The View tab includes options that change the onscreen size of a document. You can use the Zoom command to select a percentage of zoom or to indicate a preset width (page width, text width, or whole page). Zoom Slider Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Managing page flow Page break Indicator Occasionally, a page will end poorly or a heading may be seen at the bottom of the page. You may need to start a new page by forcing a page break. Click where the page is to be placed and Press Ctrl + Enter or click the Page Layout tab, click breaks, and then select Page. With nonprinting characters shown you will be able to see the Page Break. To remove the page break, click Page Beak indicator and press Delete. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Backup Options Time between AutoRecover saves Location of the AutoRecover file Check to enable AutoRecover Word enables you to backup your files in different ways. If AutoRecover is enabled, it helps you to recover the previous version of a file if Word crashes. The only work you would lose is that which took place between the last AutoRecover save and the time of the crash. The AutoRecover actions are set on the File tab. Click Options, click Advanced, and then Save, and click Always create a backup copy. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Backup Options (cont.) Advanced Backup option Another backup option you may want automatically creates a backup copy every time you save. The second time you save a document, when this option is enabled, the first file becomes the backup copy and the new copy is saved under the name you specified. You now have two versions of the file on the computer, one designated as the backup file and the other as the new version of the file. When you save the next time, the previous version becomes the backup file and the current version is saved as the “new” file. Regardless of the number of times you save the document, only one backup file will be available. Using this backup option enables you to use the backup file if the original file is accidently erased or edited incorrectly. One disadvantage is that this puts two copies of every file onto your computer, possibly using valuable storage space. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Document Inspector Inspect The Document Inspector checks for and removes different kinds of hidden and personal information from a document, for privacy or security reasons. Shown in the dialog box are the types of content that are affected by the Document Inspector. Because some information that the Document Inspector might remove cannot be recovered with the Undo command, you should always save a copy of the original document, using a different file name, before running any Inspector. Click the File tab, and then click Check for Issues. Click Inspect Document to open the Document Inspector dialog box, shown here. Select the types of content you want to check and click Inspect. Word lists the results and enables you to choose whether to remove the content from the document. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Printing settings Document preview Printer Preview settings As you finalize your document and prepare to print it, you should review the print preview carefully. This keeps you from printing pages that you will not be able to use. The print preview appears automatically when you click the File tab and Print. Use the Previous Page and Next Page arrows to move between the pages. You can zoom to magnify the page or view several pages at once. There are many options available when you are ready to print the document, as shown here. You can select the number of copies to print, select a different printer, and specify settings that include printing all of the pages, printing one-sided copies, and collating the copies. Additional specifications are orientation of the printouts, the paper size, margins, and number of pages per sheet. Next page Zoom slider Previous page Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Document Properties Click to show Document Panel Document properties View of open Document Panel You may want to include information to identify your document such as author, document purpose, or intended audience. You do not want this information to appear in the document as it appears on the screen or as printed. You can use the Document panel to display descriptive information. You can also search for a file by the identifying information you assigned to a document. Click the File tab, click Properties arrow, and then click show Document Panel. For statistical information related to the current document, click the File tab and make sure that Info is selected. Data such as file size, number of pages, and total words are presented. You can modify some document information in this view by adding a title and comments. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Summary Word processors make it easy to create and edit documents You can customize Word using features that improve readability Word allows you to create copies and back up changes at every opportunity When you use word processors you have the ability to modify document properties Word processors are the most commonly used type of software and enable you to create a wide variety of documents. As you create documents, consider not only the content of documents, but how they will look when printed. Protect the work you put into documents by saving often, creating copies, and backing up changes. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Questions As you complete this introduction to Word, be sure you ask questions. You want to understand the concepts so that you can continue to build on them in future chapters. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

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 © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

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