EDITING AND FORMATTING EDITING AND FORMATTING A DOCUMENTA DOCUMENT

Presented by:Presented by:

Dr. Ennis-ColeDr. Ennis-Cole

OBJECTIVESOBJECTIVES

Open, rename, and save a previously Open, rename, and save a previously saved documentsaved document

Check spelling and grammarCheck spelling and grammar Move the insertion point around the Move the insertion point around the

documentdocument Select and delete textSelect and delete text

OBJECTIVESOBJECTIVES

Reverse edits using the Undo and Redo Reverse edits using the Undo and Redo commandscommands

Move text within the documentMove text within the document Find and replace textFind and replace text Change margins, line spacing, Change margins, line spacing,

alignment, and paragraph indentsalignment, and paragraph indents Copy formatting with the Format pointerCopy formatting with the Format pointer

OBJECTIVESOBJECTIVES

Emphasize points with bullets, Emphasize points with bullets, numbering, boldface, underlining, and numbering, boldface, underlining, and italicsitalics

Change fonts and adjust font sizesChange fonts and adjust font sizes

Opening the DocumentOpening the Document

1. Place the data in the A: drive1. Place the data in the A: drive

2. Start the Word2. Start the Word

3. Click the Open button (std. Tool bar)3. Click the Open button (std. Tool bar)

4. Click the Look in list arrow4. Click the Look in list arrow

5. Click drive A:5. Click drive A:

6. Double click the folder6. Double click the folder

7. Select the file and click the Open button 7. Select the file and click the Open button [document centricity][document centricity]

Renaming the DocumentRenaming the Document

Click File, Save AsClick File, Save As Give the file a nameGive the file a name

Click the Save button to save the new Click the Save button to save the new filefile

Spelling & GrammarSpelling & Grammar

Place the insertion point at the Place the insertion point at the beginning of the documentbeginning of the document

Click the Spelling and Grammar button Click the Spelling and Grammar button on the on the Standard toolbarStandard toolbar

Click change to replace errors with Click change to replace errors with suggested correctionssuggested corrections

Click OKClick OK

Moving the Insertion pointMoving the Insertion point Use arrow keys on the keyboardUse arrow keys on the keyboard To move to beginning of the document, To move to beginning of the document,

press Ctrl+Home keyspress Ctrl+Home keys Press Page Down to move down to next Press Page Down to move down to next

pagepage Press ctrl+end to move down to the end of Press ctrl+end to move down to the end of

the documentthe document Refer to Figures 2-6 and 2-7, pp. 2.08-2.09Refer to Figures 2-6 and 2-7, pp. 2.08-2.09

Delete, Undo and Redo Delete, Undo and Redo CommandsCommands

To delete a phrase, use Select, then To delete a phrase, use Select, then delete delete

Click the Undo button, to reverse the Click the Undo button, to reverse the last thing you didlast thing you did

The Redo button reverses the action of The Redo button reverses the action of Undo buttonUndo button

Moving Text within a Moving Text within a DocumentDocument

With drag and drop, select the text to be With drag and drop, select the text to be moved, hold the mouse button and drag to the moved, hold the mouse button and drag to the selected locationselected location

To remove the text, select the text you want to To remove the text, select the text you want to move and click the Cut buttonmove and click the Cut button

Put the insertion pointer at the target location Put the insertion pointer at the target location and click Paste on the toolbarand click Paste on the toolbar

Find and ReplaceFind and Replace Click select, Find to select object menuClick select, Find to select object menu To find text, click Find tabTo find text, click Find tab Click more to display additional optionsClick more to display additional options Type the characters you want to findType the characters you want to find Type the replacement textType the replacement text Click Find Next buttonClick Find Next button Click the Replace button to substituteClick the Replace button to substitute

Changing the MarginsChanging the Margins

Click File, Page SetupClick File, Page Setup Display margin settingsDisplay margin settings Use the arrows to change the settingsUse the arrows to change the settings Make sure the Whole document option Make sure the Whole document option

is selected in the apply to list boxis selected in the apply to list box Click OKClick OK

Changing the Margins in the Changing the Margins in the annuity plan documentannuity plan document

Select the text by clickingSelect the text by clicking Click File, Page SetupClick File, Page Setup Display the margin settingsDisplay the margin settings Type 1.5 to change the top marginType 1.5 to change the top margin Press the tab key twice to select current Press the tab key twice to select current

margin settingmargin setting Type 1.75 and press tab keyType 1.75 and press tab key Click OKClick OK

Changing Line SpacingChanging Line Spacing

Select the textSelect the text Click format, paragraphClick format, paragraph Click the list arrow, click single, 1.5 or Click the list arrow, click single, 1.5 or

double ordouble or Select the textSelect the text Press Ctrl+1 for single spacing, Ctrl+5 Press Ctrl+1 for single spacing, Ctrl+5

for 1.5 spacing and Ctrl+2 for doublefor 1.5 spacing and Ctrl+2 for double

Changing a document’s line Changing a document’s line spacing (WD 2.21)spacing (WD 2.21)

Triple click in the selection barTriple click in the selection bar Click Format, ParagraphClick Format, Paragraph Click indents and SpacingClick indents and Spacing Click the Line spacing list arrow to Click the Line spacing list arrow to

choose 1 or 1.5 or 2 line spacingchoose 1 or 1.5 or 2 line spacing Click OkClick Ok

Aligning TextAligning Text

Click anywhere in a paragraph of the Click anywhere in a paragraph of the documentdocument

Click Center on the toolbarClick Center on the toolbar Click the Justify buttonClick the Justify button Move insertion point to the second main Move insertion point to the second main

paragraphparagraph Click the Justify button againClick the Justify button again

Indenting a ParagraphIndenting a Paragraph

Click once in the documentClick once in the document Click the Increase Indent on the toolbar Click the Increase Indent on the toolbar

twice, to move paragraph to the righttwice, to move paragraph to the right Click the Decrease Indent on the toolbar Click the Decrease Indent on the toolbar

to move the paragraph leftto move the paragraph left

Using Format PainterUsing Format Painter

Double click on the paragraph Double click on the paragraph (select/highlight)(select/highlight)

Double click the Format Painter buttonDouble click the Format Painter button Scroll down and click anywhere in the Scroll down and click anywhere in the

third paragraphthird paragraph Both paragraphs are now indented and Both paragraphs are now indented and

justifiedjustified

Adding Bullets and NumbersAdding Bullets and Numbers

Select the items to be bulletedSelect the items to be bulleted Click the Bullets button on the toolbarClick the Bullets button on the toolbar A rounded bullet appears in front of A rounded bullet appears in front of

each itemeach item Click anywhere to deselect the textClick anywhere to deselect the text To number the items, click the To number the items, click the

Numbering buttonNumbering button

Changing the Font and the Changing the Font and the Font SizeFont Size

Select the text Select the text Click the Font List arrow to display list Click the Font List arrow to display list Click the font Click the font Click the Font Size list arrowClick the Font Size list arrow Click the Font Size orClick the Font Size or Select the text, click Format, FontSelect the text, click Format, Font Select Font and Font Size, Click OKSelect Font and Font Size, Click OK

Changing Attributes by using Changing Attributes by using the Font Commandthe Font Command

Press Ctrl+Home, select the titlePress Ctrl+Home, select the title Click Font list arrowClick Font list arrow Click Arial to select as the new fontClick Arial to select as the new font Click the Font Size arrow and Click 14Click the Font Size arrow and Click 14 Click Save button.Click Save button.

Emphasizing TextEmphasizing Text

Select the word or sentence Select the word or sentence Click the Bold buttonClick the Bold button Click the Underline buttonClick the Underline button Click Italic buttonClick Italic button Thus, the text is boldfaced, underlined Thus, the text is boldfaced, underlined

and italicizedand italicized Click the buttons once again to deselectClick the buttons once again to deselect

Saving and PrintingSaving and Printing

Click File, Save AsClick File, Save As Move the insertion point to the Move the insertion point to the

beginning of the documentbeginning of the document Click print Preview buttonClick print Preview button Click the Print buttonClick the Print button Click the Close button on the Print Click the Close button on the Print

Preview toolbar and on the program Preview toolbar and on the program windowwindow