Word Tutorial 2 Editing and Formatting a Document

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Word Tutorial 2Editing and Formatting a
Document
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Objectives

• Check spelling and grammar
• Select and delete text
• Move text within a document
• Find and replace text

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Objectives

• Change margins
• Change alignment and paragraph indents
• Copy formatting with the Format Painter
• Emphasize points with bullets, numbering, bold,
  and italic
• Change fonts and adjust font sizes
• Change the document theme
• Preview and print a document

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Using the Spelling and Grammar Checker

• Move the insertion point to the beginning of the
  document, click the Review tab on the Ribbon, and
  then, in the Proofing group, click the Spelling
  Grammar button
• In the Spelling and Grammar dialog box, review
  any items highlighted in color. Possible
  grammatical errors appear in green possible
  spelling errors appear in red. Review the
  suggested corrections in the Suggestions list box
• To accept a suggested correction, click on it in
  the Suggestions list box, click the Change button
  to make the correction, and then continue
  searching the document for errors
• To skip the current instance of the highlighted
  text and continue searching the document for
  errors, click the Ignore Once button

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Using the Spelling and Grammar Checker

• Click the Ignore All button to skip all instances
  of the highlighted text and continue searching
  the document for errors. Click the Ignore Rule
  button to skip all instances of a highlighted
  grammatical error
• To type your correction directly in the document,
  click outside the Spelling and Grammar dialog
  box, make the correction, and then click the
  Resume button in the Spelling and Grammar dialog
  box
• To add an unrecognized word to the dictionary,
  click the Add to Dictionary button
• When you see a dialog box informing you that the
  spelling and grammar check is complete, click the
  OK button

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Using the Spelling and Grammar Checker
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Deleting Text

• Hold the Ctrl key to select multiple words
  simultaneously before you delete them

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Moving Text in a Document

• Select the text you want to move
• Press and hold down the mouse button until the
  drag-and-drop pointer appears, and then drag the
  selected text to its new location
• Use the dotted insertion point as a guide to
  determine exactly where the text should be
  inserted
• Release the mouse button to drop the text at
  the insertion point

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Moving Text in a Document
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Cutting or Copying and Pasting Text

• The key to cutting and pasting is the Clipboard,
  a temporary storage area on your computer that
  holds text or graphics until you need them
• Select the text or graphics you want to cut or
  copy
• To remove the text or graphics, click the Cut
  button on the Home tab, or to copy, click the
  Copy button on the Home tab
• Move the insertion point to the target location
  in the document
• Click the Paste button on the Home tab

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Cutting or Copying and Pasting Text
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Finding and Replacing Text

• When youre working with a longer document, the
  quickest and easiest way to locate a particular
  character, word, or phrase is to use the Find and
  Replace dialog box
• Click either the Find button or the Replace
  button on the Home tab
• Click the More button to expand the dialog box to
  display additional options, including the Find
  whole words only option. If you see the Less
  button, the additional options are already
  displayed
• In the Search list box, select Down if you want
  to search from the insertion point to the end of
  the document, select Up if you want to search
  from the insertion point to the beginning of the
  document, or select All to search the entire
  document
• Type the characters you want to find in the Find
  what text box
• If you are replacing text, type the replacement
  text in the Replace with text box

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Finding and Replacing Text

• Click the Find whole words only check box to
  search for complete words
• Click the Match case check box to insert the
  replacement text with the same case (upper or
  lower) as in the Replace with text box. For
  example, if the Replace with text box contained
  the words Pemberly Interiors, this would ensure
  that Word inserted the text with a capital
  (uppercase) P and a capital (uppercase) I
• Click the Find Next button
• Click the Replace button to substitute the found
  text with the replacement text and find the next
  occurrence
• Click the Replace All button to substitute all
  occurrences of the found text with the
  replacement text, without reviewing each
  occurrence

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Finding and Replacing Text
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Changing Margins for a Document

• Make sure no text is selected, and then, in the
  Page Setup group on the Page Layout tab, click
  the Dialog Box Launcher. If necessary, click the
  Margins tab to display the margin settings
• Use the arrows to change the settings in the Top,
  Bottom, Left, or Right text boxes, or type a new
  margin value in each text box
• Make sure the Apply to list box displays Whole
  document
• Click the OK button
• To choose from groups of predefined margin
  settings, click the Page Layout tab on the
  Ribbon, and then click the Margins button. In the
  Margins menu, click the group of margin settings
  that is appropriate for your document

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Changing Margins for a Document
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Changing Margins for a Document
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Aligning Text

• The term alignment refers to the way a paragraph
  lines up horizontally between the margins

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Aligning Text
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Indenting a Paragraph

• When you indent a paragraph, you move the entire
  paragraph to the right
• Indent markers show the paragraphs current
  indent settings
• In a Hanging indent, all lines except the first
  line of the paragraph are indented from the left
  margin
• In a Right indent, all lines of the paragraph are
  indented from the right margin

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Indenting a Paragraph
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Using the Format Painter

• The Format Painter makes it easy to copy all the
  formatting features of one paragraph to other
  paragraphs
• Select the text whose formatting you want to
  copy. If you are trying to copy the formatting of
  an entire paragraph, you can just click anywhere
  in the paragraph
• To copy formatting to one item, click the Format
  Painter button in the Clipboard group on the Home
  tab, and then select the text you want to format,
  or click anywhere in the paragraph you want to
  format
• To copy formatting to multiple items,
  double-click the Format Painter button in the
  Clipboard group on the Home tab, and then select,
  one by one, each text item you want to format, or
  click anywhere in each paragraph you want to
  format. When you are finished, click the Format
  Painter button again to deselect it

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Using the Format Painter
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Adding Bullets and Numbers

• You can emphasize a list of items by adding a
  heavy dot, or bullet, before each item in the
  list
• Much easier to read and follow than lists that do
  not have bullets

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Adding Bullets and Numbers
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Adding Bullets and Numbers
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Emphasizing Text Using Bold and Italic

• You can emphasize text by formatting it with
  bold, underline, or italic
• These buttons, which are on the Home tab, are
  toggle buttons

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Helpful Keyboard Shortcuts

• For common tasks, such as applying bold and
  italics, its often faster to use a keyboard
  shortcut
• Bold selected text CtrlB
• Italicize selected text CtrlI
• Underline selected text CtrlU
• Single-space lines within paragraph that
  currently contains the insertion point Ctrl1

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Helpful Keyboard Shortcuts

• Double-space lines within paragraph that
  currently contains the insertion point Ctrl2
• Select entire document CtrlA
• Cut selected text CtrlX
• Copy selected text to Clipboard CtrlC
• Paste most recently copied item at location of
  insertion point CtrlV
• Undo your most recent action CtrlZ
• You can also save time by using KeyTips,
  sometimes called access keys, to select buttons
  and commands

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Working with Themes and Fonts

• The document theme controls the variety of fonts,
  colors, and other visual effects available to you
  as you format a document
• To apply a font, select the text you want to
  format, then in the Font group on the Home tab,
  click the Font arrow, and click the font you want

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Working with Themes and Fonts
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Changing the Documents Theme

• Each document theme is designed to convey a
  specific look and feel
• Click the Page Layout tab, and then click the
  Themes button

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Changing the Documents Theme
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Previewing and Printing the Document

• Click the Office Button , point to Print, and
  then click Print Preview
• From the Print Preview window, you can set the
  Zoom, check the print settings, and Print the
  document
• Click the Close Print Preview button to return to
  Print Layout view