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New Perspectives on Microsoft Office Word 2003 Tutorial 2


Microsoft Office Word 2003 Tutorial 2 Editing and Formatting a Document Check spelling and grammar Word's Spelling and Grammar checker highlights typing errors in ... – PowerPoint PPT presentation

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Title: New Perspectives on Microsoft Office Word 2003 Tutorial 2

Microsoft Office Word 2003
  • Tutorial 2 Editing and Formatting a Document

Check 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.

The Spelling and Grammar dialog box
Proofread 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.
Select 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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Move 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
  • Dragging and dropping text enables you to move
    small or large amounts of text with a few mouse

Drag-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.
Cut, copy and paste text
  • Cutting or copying and then pasting text is
    another way to move text from one location to
  • Cutting text removes it from its original
  • 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.

Using the clipboard
Find 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.).

Use Find and Replace
Change 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.

The Page Setup dialog box
Use the ruler to set margins
Modify line spacing
Indenting a Paragraph
Align text using the Formatting toolbar
Copy 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.

Using the Format Painter
Emphasize 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

Use a bulleted list to organize data
Change fonts and adjust font sizes
  • Important text, such as titles or headings,
    should look different from the regular text in a
  • 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.

Choose a font from the Formatting toolbar
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Previewing 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
  • 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

Previewing Formatted Text
Add 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.

Adding a comment
Using 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

Using the Research Task Pane