Creating and Editing a Document

Creating and Editing a Document
Office Word 2003 Lab 1 Creating and Editing a Document

Objectives Develop a document. Insert and delete text and blank lines.
Reveal formatting marks. Use Autocorrect, AutoText, and Auto Complete. Use automatic spelling and grammar checking.

Objectives cont. Save, close, and open files. Select text.
Undo and redo changes. Change fonts and type sizes. Bold and color text. Change alignment.

Objectives cont. Insert, size, and move pictures.
Preview and print a document. Set file properties.

Concept Preview Grammar checker AutoText and AutoComplete
Spelling Checker AutoCorrect Word Wrap Font and Font Size Alignment Graphics Grammar Checker – A feature that advises you of incorrect grammar and proposes possible corrections. AutoText and Autocomplete - These two features make entering text easier by providing shortcuts for entering commonly used text Spelling Checker - A feature that advises you of misspelled words and proposes possible corrections. AutoCorrect - A feature that includes entries, such as commonly used phrases, that can be quickly inserted into a document. Word Wrap – A feature that automatically decides where to end a line and wrap text to the next line based on the margin settings. Font - A set of characters with a specific design. Font Size – Typeface has one or more font sizes Alignment- How text is positioned on a line between the margins or indents - left, center, right, and justified Graphics - A non-text element or object, such as a drawing or picture that can be added to a document.

Outline Introducing Office Word 2003 Creating New documents
Entering Text Moving Through Text

Outline cont. Identifying and Correcting Errors Automatically
Saving, Closing, and Opening Files Navigating a Document Editing Documents Formatting a Document Working with Graphics

Outline cont. Previewing and Printing a Document
Setting File Properties Exiting Word Focus on Careers Key Terms FAQs Discussion Questions

Introducing Office Word 2003
Word Processing program Can create … Professional letters & reports Attractive flyers & newsletters Review the advantages of using a word processing program. Ask students to name other word processing programs that they may have used Word Perfect Notes WordPad Although not a pre-requisite, it is helpful to know keyboarding (how to type) before using a word processor.

Office Word 2003 Window Menu bar Toolbars Standard Formatting
Document window Ruler Insertion point/cursor End-of-file marker The menu bar is below the title bar. Briefly review this bar with the students as it will be basically the same for most of the other Office 2003 applications. The Standard toolbar shows most frequently used commands. The Formatting toolbar buttons are used to change the appearance or format of the document. The Drawing toolbar is below the document window. It is used to create and enhance drawing objects. Word has 18 different toolbars. Many appear automatically as you use different features. Depending on the task to be performed, there are eight task panes. Task panes provide assistance. When Word is first opened, a new , blank document window is displayed. This is where all of your work will be performed. Ruler – Can be hidden; useful for setting margins, tab stops, and indents Insertion point – Sometimes called an I-beam; also called a cursor, it is the blinking vertical bar that marks your location in the document. End-of-file marker – A solid horizontal line that marks the last line or sentence in your document.

Exploring the Office Word 2003 Window
End-of-file marker Ruler Insertion point Ruler – can be hidden; useful for setting margins, tab stops, and indents Insertion point – sometimes called an I-beam; also called a cursor, it is the blinking vertical bar that marks your location in the document. End-of-file marker – A solid horizontal line that marks the last line or sentence in your document.

Status Bar Indicators Indicator Meaning Page
Indicates the page of text displayed onscreen. Sec Indicates the section of text displayed onscreen. A large document can be broken into sections. 1/1 Indicates the number of the pages displayed on screen, and the total number of pages in the document. At Indicates the vertical position in inches of the insertion point from the top of the page. Ln Indicates the line of text where the insertion point is located. Col Indicates the horizontal position of the insertion point in number of characters from the left margin. Point out the status bar in the document window. If you have access to a computer, type in a sentence or two and then point out the status indicators to the students. It is for large documents that can be broken into sections.

Creating New Documents
Blank document is opened when you start Default settings are used When Word is first opened, a new, blank document window is displayed. This is where all of your work will be performed Every word document is based on a document template. The Normal template is the default used when we create a new document. 1-inch top and bottom margins 1.25-inch left and right margins 8.5 by 11 paper setting Tab stops every half inch Single spacing

Document Views View Command Effect on Text Normal View/Normal
Shows text formatting Web Layout View/Web/Layout Web browser view Print Layout View/Print Layout Printed page view Reading Layout View/Reading Layout Makes pages easier to read Outline View/Outline Shows structure Full Screen View/Full Screen Shows document only Word includes several different views for viewing documents View you see first when you start Word is the view last used when program was exited. To change views… Use the View menu command or … Use the View buttons located to the left of the horizontal scroll bar Types of views Normal - Shows text formatting and simple layout of the page; this is the best view to use when typing, editing, and formatting text Web Layout – Shows the document as it will appear when viewed in a Web browser. Use when creating Web pages or documents that will be displayed on the screen only. Print Layout - Shows how the text and objects will appear on the printed page. This is the view to use when adjusting margins, working in columns, drawing objects, and placing graphics Outline - Shows the structure of the document; this is the view to use to plan and reorganize text in a document. Full Screen – Shows document minus toolbars, menu bars, status bar, or other features. It is useful for viewing and reading large documents.

Zooming a Document Zoom in to get a closer view
Zoom out to see more of the document Default of 100% shows size of characters when printed Can increase up to 500 percent Can reduce to 10 percent Zoom gives you a close up or a reduced view of your document. Can increase as high as 500% or as low as 10% 100% view shows the characters the same size they will be when printed.

Default Document Settings
8.5 by 11 inches paper size 1-inch top and bottom margins 1.25-inch left and right margins Tab settings every half inch Single line spacing Stress to students that whenever they create a new document in Word, they are using a Normal template. Templates can be used as a pattern to create many common types of documents, thereby, saving time.

Default Document Settings
Right indent markers Zoom percent First line indent marker Zoom gives you a close up or a reduced view of your document.

Developing a Document Plan Enter Edit Format Preview and Print
Step Description Plan - The first step in the development of a document is to understand the purpose of the document and to plan what your document should say. Enter - After planning the document, you enter the content of the document by typing the text using the keyboard. Text can also be entered using the handwriting and speech recognition features. Edit - Making changes to your document is called editing. While typing, you are bound to make typing and spelling errors that need to be corrected. This is one type of editing. Another is to revise the content of what you have entered to make it clearer, or to add or delete information. Format - Enhancing the appearance of the document to make it more readable or attractive is called formatting. This step is usually performed when the document is near completion. It includes many features such as boldfaced text, italics, and bulleted lists. Preview and Print - The last step is to preview and print the document. Previewing displays the document onscreen as it will appear when printed, allowing you to check the document’s overall appearance and make any final changes before printing.

Entering Text Typing text Using Backspace and Delete Ending a line
Inserting blank lines Revealing formatting marks Text can be entered using the keyboard. Ask students to list other ways of entering text in a Word document. Word has a number of features that make entering text easier: Checking for spelling and grammar errors Auto correction Word wrap To end a line and begin another, press [ENTER]. Usually done to begin a new paragraph Pressing [ENTER] at the beginning of a line will insert a new blank line in the document Formatting marks control the appearance of your document Use for troubleshooting A dot shows where the SPACEBAR was pressed; a ¶ shows how many times you have pressed the ENTER key Marks can be hidden and DO NOT appear when the document is printed

Typing Text Horizontal position of insertion point on line Insertion point shows where the next character you type will appear Te enter text in a new document, simply begin typing text.

Insert blank lines by pressing Enter
Formatting Marks Controls document appearance Show/Hide button displays underlying formatting marks Insert blank lines by pressing Enter Displaying formatting marks ¶ shows when ENTER was pressed. A dot shows when the spacebar was pressed.

Moving Through Text Keyboard Mouse Voice commands
You can use the directional keys on the numeric keypad or the dedicated directional keypad area. If using the numeric keypad, make sure the NUM LOCK feature is off, otherwise numbers will be entered in the document. The Num Lock indicator light above the keypad is lit when on. Press [Num Lock] to turn it off. If your hands are already on the keyboard, it may be easier to use the keyboard than to reach for the mouse.

Moving Using the Keyboard
Key Voice Movement [] Right One character to right [] Left One character to left [] Up One line up [] Down One line down [Ctrl] +[] Next word One word to right [Ctrl] +[] Back word One word to left [Home] Go end Left end of line [End] Home Right end of line Holding down a directional key or key combination moves quickly in the direction indicated, saving multiple presses of the key. Many of the Word insertion point movement keys can be held down to execute multiple moves.

Using the Mouse Green wavy line indicates a
Indicates error located Green wavy line indicates a grammar error has been identified Use the mouse to move to a specific location in a document.

Identifying and Correcting Errors Automatically
Word constantly checks document for spelling and grammar errors In many cases … Word will automatically correct errors for you, or Word identifies an error by underlying it Office Word 2003 is constantly checking the document for spelling and grammar errors. Point out the Spelling and Grammar icon located in the status bar Animated pencil is shown as you type. Red checkmark indicates no errors. Red X indicates an error. Identifies errors by underlining them in different colors.

Concept 1 Advises you of incorrect grammar
Grammar Checker Advises you of incorrect grammar Proposes possible corrections Grammar errors identified with a wavy green line Use discretion when correcting errors As you create a document, Word’s Grammar Checking feature detects grammatical errors and identifies them with a wavy green line. In the above example, Word has highlighted an error in the document. Advises of you of incorrect grammar: as you type gives suggestions Types of errors detected: subject-verb agreements verb forms capitalization commonly confused words

Grammar Shortcut Menu Why is this an error? Suggested correction
Available options The Grammar shortcut menu first shows the suggested correction of the word in error and then includes three available commands that are relevant to the item. Why is this an error?

Grammar Correction Options
Command Effect Ignore Once Instructs Word to ignore the grammatical error in this sentence. Grammar Opens the grammar checker and displays an explanation of the error. Look Up Provides help about the grammatical error.

Grammar Checker Option
Suggested correction Location of error Line containing error is selected This identifies possible grammatical errors in the upper text box and the suggested correction in the Suggestions box.

Using AutoText and AutoComplete
AutoComplete ScreenTip suggests AutoText entry and how to proceed Features that automatically insert text: AutoText Commonly used phrases include… Salutations Closing phrases Add your own phrases AutoComplete Completes the word after the first four characters are entered

Concept 2 Makes entering text easier
AutoText and AutoComplete Makes entering text easier Provides shortcuts for commonly used phrases AutoText Entries can be selected and inserted Can add your own entries of text or graphics AutoComplete suggests the remaining characters of an AutoText entry The AutoText entries can be selected and inserted into the document using the Insert/AutoText command. Common uses are for a company name, mailing address, and a distribution list for memos. You can choose to accept the suggestion to insert it into the document, or to ignore it.

Red wavy line indicates spelling errors
Checking Spelling Red wavy line indicates spelling errors As soon as you complete a word by entering a space or punctuation, the program checks the word for spelling accuracy.

Concept 3 Advises you of misspelled words
Spelling Checker Advises you of misspelled words Proposes possible corrections Compares each word to two dictionaries Main dictionary Custom dictionary A red wavy line is displayed below the misspelled word Main dictionary – Common words supplied by the program; may not include proper names, technical terms, etc. Custom dictionary – Can be created by the user; does not contain the words in the main dictionary Words not in either dictionary are identified as misspelled and are displayed with a red wavy line below the word. User can decide to use suggested corrections or ignore.

Spelling Shortcut Menu
Suggested correction Spelling shortcut menu A shortcut menu of suggested correct spellings is displayed.

Shortcut Menu Options Option Effect Ignore All
Instructs Word to ignore the misspelling of this word throughout the rest of this session. Add to Dictionary Adds the word to the custom dictionary list. AutoCorrect Adds the word to the AutoCorrect list . Language Sets the language format, such as French, English or German, to apply to the word. Spelling Starts the spell-checking program to check the entire document. Look Up Searches the reference tools to locate similar words and definitions. Sometimes there are no suggested replacements, because Word cannot locate any words in its dictionary that are similar in spelling; or the suggestions are not correct. If this happens, you need to edit the word manually.

Concept 4 Automatically corrects entries Makes corrections by …
AutoCorrect Automatically corrects entries Inserts proper capitalization Corrects many common typing & spelling errors automatically Makes corrections by … Looking for certain types of errors Checking all entries against a built-in list of AutoCorrect entries There are three ways that Word automatically makes corrections: Looks for certain types of errors, like two capital letters appearing in a word Checks all entries against a built-in list of AutoCorrect entries Example – the error "aboutthe" should be "about the" Uses suggestions from the spelling checker

AutoCorrect Options Menu
AutoCorrect shortcut menu The AutoCorrect Options menu allows you to undo the AutoCorrection or permanently disable the AutoCorrection for the remainder of your document. The Control AutoCorrect Options command can also be used to change the settings for this feature.

Concept 5 Automatically decides where to end a line
Word Wrap Automatically decides where to end a line Wraps text to the next line Do not need to press ENTER at the end of a full line Press ENTER only to … Insert a new paragraph Insert blank lines Create a short line like a salutation Explain to the students the use of the typewriter and hitting the carriage return at the end of a line. Compare this to the word wrap feature in Word and explain how it saves time when entering text. The only time you need to press [Enter] is to end a paragraph, to insert blank lines, or to create a short line such as the salutation.

Word Wrap Word wrap continues text on next line when right margin boundary is reached Right margin boundary This feature decides where to end a line and wrap text to the next line. Word wrap is common to all word processors.

Indicates a Smart Tag is associated with text
Using Smart Tags Indicates a Smart Tag is associated with text Words attached to a SmartTag are underlined with a dotted purple line SmartTags are useful for quickly adding identifiable objects to programs like Outlook A name can be added from your Word document to the Outlook contact folder For example words like "This Year" denotes a date item that can be added to the calendar in Outlook.

Saving, Closing, and Opening Files
As you enter and edit text to create a new document, the changes you make are immediately displayed onscreen and are stored in your computer's memory. They are not permanently stored until you save your work to a file on your disk. Once a document is saved as a file, it can be closed and opened again at a later time to be further edited.

Saving a File Save command Save As command
Saves active file using the same file name Replaces contents of existing disk file Save As command Saves active file using a new file name of to a new location Leaves original file unchanged Which command is the best one to use? Save command or button will save the active file using the same name and will save to the same location. Save is used once a file has been previously saved Save As Used the first time a file is saved, even if you chose Save instead of Save As Allows you to save a file using a new name to a new location Original file is left unchanged

Navigating a Document Scroll Search Document Map Table of Contents
Scroll bar Keyboard Move directly to a page or an item Search Document Map Table of Contents As documents increase in size, they cannot be easily viewed in their entirety in the document window. Word includes many features that make it easy to move around in a large document. The most basic is to scroll through a document using the scroll bar or keyboard.

Editing Documents Ignoring spelling errors Inserting text
Insert mode Overtype mode Deleting a word Selecting and deleting text Remind students that they must select characters or words before deleting. To select text, first move the insertion point to the beginning or end of the text to be selected, and then drag the mouse to the right or left to highlight the text you want selected. You can select as little as a single letter or as much as the entire document. Deleting a word – use [CTRL] +[DELETE] or [CTRL] +[ BACKSPACE]

Deleting Unwanted Text
Junk text deleted Unwanted text selected Backspace – Removes a character or space to the left Delete – Removes a character or space to the right

More Editing Functions
Undo editing changes Reverses last action or command Drop-down button lists most recent actions that can be changed Redo restore actions that were undone Change case Undoing edit changes – Use Undo key Reverses last action or command Can choose from a list of most recent changes

Concept 6 A font is a set of characters with a specific design
Font and Font Size A font is a set of characters with a specific design Also called a typeface Fonts can enhance the appearance of a document Basic types Serif fonts Sans serif fonts Font - A set of characters with a specific design Also called a typeface Adds interest to your document Can help readers find information quickly by giving visual cues There are two basic types of fonts: Serif fonts have a flair at the base of each letter that visually leads the reader to the next letter. Roman and Times New Roman, serif font types are generally are used in paragraphs. Sans serif fonts do not have a flair at the base of each letter. Arial and Helvetica font types are often used for headings in documents as these fonts have a clean look. Font size - Height and width of the character Can make document easier to read Measured in points One point equals 1/72 inch Most documents written in 10 pt or 12 pt

Sample of current selections
Changing the Font Available fonts Sample of current selections Don't clutter your document with more than two types of fonts.

Concept 7 The positioning of text on a line between margins or indents
Alignment The positioning of text on a line between margins or indents Types of alignment Left Centered Right Justified Affects entire paragraph Alignment types – Defines how text is positioned on a line between the margins or indents; settings affect the entire paragraph. Left Aligns text against the left margin of the page, leaving the right margin ragged. Most commonly used paragraph alignment type. The default setting in all word processing software packages. Center Centers each line of text between the left and right margins Used mostly for headings or centering graphics on a page Right Aligns text against the right margin, leaving the left margin ragged; Use right alignment when you want text to line up on the outside of a page. Justified Aligns text against the right and left margins and evenly spaces out the words; Newspapers commonly use justified alignment so the columns of text are even.

Working with Graphics Why add graphics to your documents?
Adds interest Helps reader to understand concepts Enhances your document by making it attractive

Concept 8 Graphic Types of graphics Non-text element or object
Can be added to a document Types of graphics Drawing object Picture Illustration Scanned photograph A Graphic is a non-text element or object such as a picture, clip art and scanned photograph. The Microsoft Office Clip Art and Media Gallery has many graphics that can be placed in a document. Drawing object – Shapes and lines created with the Drawing Toolbar

Enter word or phrase to locate clip art
Inserting a Picture Enter word or phrase to locate clip art Graphic file types bmp – Bit mapped picture; a standard Microsoft Windows image format, usually created by MS Paint or Paintbrush programs Standard Internet browsers do not currently support this file type. jpg – Joint photographic experts group; mages that can have millions of colors Used often for photographs and very large images

Searching for Clip Art The Clip Art task pane allows you to enter a word or phrase that is representative of the type of picture you want to locate.

Sizing a Graphic Picture is surrounded by … Picture can be manipulated
A selection rectangle Eight boxes called sizing handles Picture can be manipulated Select it Drag the sizing handles to increase or decrease Most times a graphic will need to be resized and adjusted. Select the object and drag the sizing handles to manipulate the graphic.

Previewing and Printing a Document
Remind students that it always a good idea to preview a document first before printing it. This allows you to save time and to avoid unnecessary paper waste. By previewing a document first, you can see how it will look and you can also make any adjustments before printing.

Prints entire document
Printing the Document Prints one copy Prints entire document Point out that upon choosing the File/Print command from the menu bar, a Print dialog box will appear. You need to specify the printer you will be using and the document settings.

Setting File Properties
File properties are settings that are associated with the file. Statistics for the file are automatically updated. This is the place where students can find the number of words in a document.

Exiting Word Save Exit Use the Exit command in the File menu.
Or click the Close button in the application window title bar. While exiting, Word displays a warning signal if you want to save your work. If you do not save your work and if you exit the application, any changes you made since last saving it are lost.

Key Terms alignment AutoComplete AutoCorrect AutoText
character formatting cursor custom dictionary default document window drawing object edit embedded object end-of-file marker file property font font size

Key Terms cont. object format Overtype mode formatting mark pane
paragraph formatting picture ruler sans serif font format formatting mark Formatting toolbar grammar checker graphic Insert mode insertion point main dictionary

Key terms cont. select Standard toolbar selection rectangle thumbnail
serif font sizing handles Smart Tag soft space source program spelling checker Standard toolbar thumbnail TrueType typeface word wrap

FAQs Why is there a solid horizontal line at the end of my document?
What are task panes and how do I use them? How can the status bar help me? Help! I need an easy way to view my document on the screen. Please explain the different views available.

FAQs What is the difference between the backspace key and the delete key? I can't tell if I have extra spaces between words. How can the Show/Hide feature help me? Are there shortcuts to move to the beginning and end of a document? What is AutoText?

FAQs While I type, I can see an animated pencil near the Status bar. Why is this? How can I tell Office Word 2003 to ignore errors it finds with spelling and grammar? When should I press ENTER at the end of a sentence?

FAQs What are Smart Tags?
When should I use the Reveal Formatting task pane? What is the difference between Insert and Overtype mode? Help! My graphic is too big for my document. What can I do in Office Word 2003 to resize it?

Discussion Questions Some users rely heavily on the spelling and grammar checker. Discuss why this may not be the best thing to do. The word wrap feature allows you to enter text without having to press ENTER at the end of a line. Discuss when you do need to use the ENTER key in Office Word 2003.

Discussion Questions Describe the difference between the Save and the Save As feature. Office Word 2003 provides many shortcuts to navigate through a document. Describe some of shortcuts that can help you if you are working on a long research paper.

Discussion Questions Your group have been assigned to create a newsletter. What features can you use in Office Word 2003 to enhance the appearance of your document?

Creating and Editing a Document

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