1. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. Office Word 2003 Lab 2 Revising and Refining a Document

2. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-2 Objectives 1.Use Spelling, Grammar, & the Thesaurus. 2.Move, cut and copy text and formats. 3.Control document paging. 4.Find and replace text. 5.Insert the current date.

3. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-3 Objectives continued 6.Change margins, line spacing, and indents. 7.Create a tabbed table. 8.Add color highlighting and underlines to text. 9.Create numbered and bulleted lists.

4. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-4 Objectives continued 10.Use an AutoText entry. 11.Insert and Modify an AutoShape. 12.Edit in Print Preview. 13.Create document versions.

5. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-5 Concept Preview Thesaurus Move & Copy Page Break Find & Replace Field Page Margin Indents Line Spacing Bulleted & Numbered Lists

6. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-6 Outline Revising a Document –Spell-Checking the Entire Document –Using the Thesaurus

7. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-7 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. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-8 Outline continued Finding and Replacing Text –Finding Text –Replacing Text Inserting the Current Date Modifying Page Layout –Changing Margin Settings

9. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-9 Outline continued More Paragraph Formatting –Indenting Paragraphs –Setting Tab Stops –Adding Tab Leaders –Changing Line Spacing

10. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-10 Outline continued More Character Formatting –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. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-11 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. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-12 Outline continued Key Terms FAQS Discussion Questions

13. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-13 Revising a Document

14. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-14 Word Tools to Revise a Document Spelling and Grammar The Thesaurus

15. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-15 Spell-Checking the Entire Document Identified misspelled words Suggested corrections Turns grammar checking on or off

16. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-16 Results of using Spell-Checker Document is free of spelling and grammar errors

17. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-17 Concept 1 A reference tool that provides –Synonyms –Antonyms –Related words Enhances your document by adding interest and variety Thesaurus

18. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-18 Synonyms Synonyms for word 'ideas'

19. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-19 Research Task Pane Selected synonym replaces word Synonyms for the word "happy" with a meaning of content Research task pane

20. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-20 Moving and Copying Selections Using copy and paste Using cut and paste

21. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-21 Concept 2 Text and graphics can be moved or copied –To a new location –Between documents –Source –Destination System clipboard Office clipboard Move and Copy

22. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-22 Using Copy and Paste Copied selection Paste

23. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-23 Paste Options Paste Options menu Default setting inserts with associated formatting

24. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-24 Using Cut and Paste Paragraph copied from system clipboard and inserted into document

25. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-25 Using Drag and Drop Most useful for copying or moving short distances Point to a selection Drag it to new location Mouse pointer changes when you drag

26. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-26 Copying Between Documents Active document contains the insertion point Controls the window arrangement and actions

27. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-27 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 Page breaks

28. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-28 Concept 3 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 Page Break

29. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-29 Finding and Replacing Text

30. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-30 Concept 4 Find text in a document and replace it with other text Can find and replace … –Special formatting such as bold text –Special characters –Symbols Find and Replace Use care when replacing so that you do not replace unintended matches

31. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-31 Search the Entire Document Use these options to refine your search

32. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-32 Replace Options OptionEffect on Text Match caseCase sensitive Find whole words onlyFinds matches Use wildcardsFine tunes a search Sounds like (English)Sounds like what you typed Find all word forms (English)"buy" will replace "purchase" FormatFinds text with formatting SpecialFinds special characters

33. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-33 Replacing Text Enter replacement text exactly as you want it to appear

34. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-34 Inserting the Current Date Enters selection as a field that will automatically update Date styles Time styles

35. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-35 Concept 5 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

36. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-36 Field Code Field code

37. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-37 Modifying Page Layout

38. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-38 Concept 6 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

39. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-39 Page Setup Default margin settings Sample of document with current margin settings

40. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-40 More Paragraph Formatting Indent paragraphs Use tabs to create tabular columns of data Change line spacing

41. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-41 Concept 7 Indents help the reader find information quickly Indent paragraphs from the margins Types of indents –Left –Right –First Line –Hanging Indents

42. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-42 Indents and Spacing Sample shows no indents Current indents at 0" aligns each line with margin settings

43. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-43 Setting Tab Stops

44. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-44 Tabs Tab TypeEffects on Text LeftExtends text to right from tab stop CenterAligns text centered on tab stop RightExtends text to left from tab stop DecimalAligns text with decimal point BarDraws a vertical line through text at tab stop

45. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-45 Adding Tab Leaders BeforeAfter Custom tab stops

46. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-46 Changing Line Spacing Line spacing of selection changed to 1.5

47. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-47 Concept 8 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 Line Spacing

48. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-48 More Character Formatting Color Highlighting Underlining

49. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-49 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

50. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-50 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

51. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-51 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. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-52 Creating Lists

53. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-53 Concept 9 Lists organizes information Helps to make things clear Word includes many basic bullet and number formats Can create customized designs Bulleted and Numbered Lists

54. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-54 Types of List Bullet –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

55. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-55 Numbering and Bulleting a List Selection to be itemized

56. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-56 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. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-57 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

58. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-58 Inserting an AutoShape

59. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-59 Filling the AutoShape with color

60. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-60 Adding Text to an AutoShape

61. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-61 Moving an AutoShape

62. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-62 Editing in Print Preview Can view up to six pages in the Preview windows Can edit and format text

63. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-63 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.

64. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-64 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. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-65 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. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-66 FAQs 1.Why are some words displayed in red in my document? 2.What is the difference between the system Clipboard and the Office clipboard? 3.What is the Research task pane? How do I use it? 4.How can I add interest and variety to my document?

67. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-67 FAQs 5.I copied a word to another location in my document and now the Paste Option button is displayed? How do I use this button? 6.What is the difference between a soft page break and a hard page break? 7.Is there an easy way to locate and change text in my document?

68. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-68 FAQs 8.What tab stop options are available in Office Word 2003? 9.My document looks too crowded. How can I increase the line spacing? 10.What is the Format Painter? 11.What are bulleted lists and numbered lists? 12.How can I preview my document before printing it?

69. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-69 FAQs 13.What are AutoShapes? 14.Help! I need to have a record of changes made to a document. How can I do this in Office Word 2003? 15.What are the default page margins in Office Word 2003?

70. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-70 Discussion Questions 1.Explain how to use Word's five different tab types. Give examples of each. 2.You need to create an attractive flyer. How can AutoShapes help you? What would you use? 3.How does the document version feature work? Give an example.

71. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-71 Discussion Questions 4.The Find and Replace feature and the Format Painter allow you to modify your document. Explain how to use each of these features. 5.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?