Title: New Perspectives on Microsoft Office Word 2003 Tutorial 2
1Microsoft Office Word 2003
- Tutorial 2 Editing and Formatting a Document
2Check spelling and grammar
- Word's Spelling and Grammar checker highlights
typing errors in red and grammatical errors in
green as you type. - If you open an existing document, you can still
use the checker to locate errors. - As the checker proceeds through the document, it
will stop at each error it finds and suggest one
or more possible corrections.
3The Spelling and Grammar dialog box
4Proofread your document
Although the Spelling and Grammar checker can
find obvious mistakes in your document, you
should always proofread the document very
carefully. In the figure below, the word too is
written where it should be two. Since too is
spelled correctly, it is not flagged as an error,
but it is still incorrect.
5Select and delete text
- You can use different methods to select text with
the mouse or keyboard. - Use the mouse to quickly select any amount of
texta letter, a line, or the entire document. - To select a single line or more, click in the
selection bar, which is the blank space in the
left margin where the cursor turns into an arrow.
- After the text is selected, you can perform many
actions, including deleting the highlighted text
by pressing the Delete key.
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7Move text within the document
- The ability to move text within a document is a
timesaving editing feature. - Moving text, compared to retyping the same amount
of text, makes it much easier to reorganize a
document. - Dragging and dropping text enables you to move
small or large amounts of text with a few mouse
clicks.
8Drag-and-drop text
To drag and drop text, first select the text to
be moved.
Next, press and hold down the mouse button until
the pointer changes into the drag-and-drop
pointer shown below.
Finally, drag the text to its new location and
release the mouse button.
9Cut, copy and paste text
- Cutting or copying and then pasting text is
another way to move text from one location to
another. - Cutting text removes it from its original
location - Pasting places it in a new location
- Copying leaves the text in its original location,
but places a copy of the text in the new location
when you paste - Cut and copied items are stored on the Clipboard.
- In Word 2003, a maximum of 24 items can be stored
on the Clipboard.
10Using the clipboard
11Find and replace text
- The Find feature enables you to locate a word or
phrase in a document. - The Replace feature enables you to automatically
change the word or phrase after it is found. - You can set the options to automatically replace
every occurrence of the text or to only replace
individually selected occurrences. - Delete a recurring word by searching for the word
and replacing it with nothing or a space. - You can also change the document's appearance by
replacing a font, a special character, or the
appearance of the text (bold, italic, etc.).
12Use Find and Replace
13Change margins, line spacing, alignment, and
paragraph indents
- Margins affect the amount of white space between
the type and the edge of the paper. - Line spacing, which you can change using the Line
Spacing button on the Formatting toolbar,
determines the amount of white space between
lines of type. - Text alignment identifies how the text lines up
between the left and right margins. - Paragraph indents change where text starts and
stops on each horizontal line without changing
the margins. - Indents are most often applied to the first line
of a paragraph, but entire paragraphs can be
indented for various reasons.
14The Page Setup dialog box
15Use the ruler to set margins
16Modify line spacing
17Indenting a Paragraph
18Align text using the Formatting toolbar
19Copy formatting with the Format Painter
- The Format Painter copies formatting from one
paragraph to another in three steps - Select the entire formatted paragraph
- Click the Format Painter button (double-click to
apply the format to multiple items), and then use
the mouse pointer to select the item(s) you want
to format - Click in the paragraph to be formatted. The
format is copied to the second paragraph - Click the Format Painter button again to turn the
function off.
20Using the Format Painter
21Emphasize points with bullets, numbering,
boldface, underlining, and italics
- Bullets and numbers make lists stand out from the
rest of the document. - Click the Bullets or Numbering button on the
Formatting toolbar to add bullets or numbers to
each paragraph. - If you add or remove an item in a numbered list,
Word will automatically adjust the numbers. - Text can also be emphasized and made clearer
through the use of bolding, underlining, and
italicizing.
22Use a bulleted list to organize data
23Change fonts and adjust font sizes
- Important text, such as titles or headings,
should look different from the regular text in a
document. - Do this by making the title or headings larger or
selecting a different font. - Fonts are classified as serif or sans serif
- Traditionally, documents use a serif font for the
main text and a sans serif font for headings - Draw attention to specific words by using the
buttons on the Formatting toolbar to make the
words bold, underlined, or italic. - A quick way to alter either the font or the font
size is to access the font list or the font size
list. These drop-down lists allow you to quickly
change the font/font size.
24Choose a font from the Formatting toolbar
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26Previewing Formatted Text
- Its helpful to preview a document after
formatting it, because the Print Preview window
makes it easy to spot text that is not aligned
correctly. - To preview and print a document, press CtrlHome,
click the Print Preview button on the Standard
toolbar, click the One Page button on the Print
Preview toolbar, and examine the document. - Click the Print button on the Print Preview
toolbar.
27Previewing Formatted Text
28Add a comment to a document
- A comment is an electronic way of attaching a
note about a certain word or section of the text,
much as you would write a note in the margins of
a paper document. - You can insert, edit, and delete comments without
affecting the document. - Insert comments at any point in the text.
- Select sections of the text to indicate that your
comment references all of the text selected. - Comments can also be viewed as ScreenTips or, if
you alter the default settings, as margin notes.
29Adding a comment
30Using the Research Task Pane
- The Research task pane provides a number of
research tools, including a thesaurus, an
Internet search engine, and access to the Encarta
Encyclopedia and Dictionary - To take full advantage, your computer must be
connected to the Internet - Select the text you wish to research, and click
the Research button on the Standard toolbar
31Using the Research Task Pane