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ModulE 2 Key Applications

Word is a powerful, full-featured word-processing application. You can use

Word to create reports, tables, letters, memos, Web pages, and much more. The Word

lessons in this course will introduce you to features that enable you to prepare docu-

ments efficiently. You will also learn how to change the way the document looks on

the screen and how to navigate through a document.

◗ VOCaBUlaRY

default settings

Normal.dotm template

FigurE 7–1

The New Document

dialog box

2-1.2.1

Creating a New Document When you first start the Word application, a new blank document appears and is auto-

matically titled Document1. The blank document is formatted with default settings,

which are the preset options or variables automatically in effect when the document

is created. The default settings for Word are stored in the Normal.dotm template,

a file containing default styles and customizations that determine the structure and

page layout of a document. Using the Normal.dotm template greatly increases the

speed and efficiency of your work since you do not need to spend time setting up the

details of the page. Information about overriding the default settings and changing

document formats is provided in Lesson 13.

As you already know, you can open additional documents on top of Document1.

All new blank document filenames will be numbered sequentially during the session

that Word is open. The filenames for each open document stay the same until you

assign a new filename. When the Word application is closed and then reopened, the

new blank document filenames begin again with Document1.

Step-by-Step 7.1

1. Start the Word application.

2. Click the office Button and then click New to display the New Document

dialog box shown in Figure 7–1. The options in the dialog box will

vary, but you should see the Blank document icon, and it should be

highlighted. Because it’s a blank document, there’s nothing to show in

the preview pane.

Preview pane

Blank

document

icon

Click to create

a new

document

136

lEssoN 7 getting started with Word Essentials

3. Double-click the Blank document icon, or click Create. A new document

based on the Normal.dotm template opens. Notice that the document

title bar shows Document2. (If Word was already started when you

began this exercise, the document number might be higher than the

number 2.)

4. Leave the document open.

Changing Word Settings As you work with Word, you will begin to recognize “behind the scenes” application

settings that are designed to protect your work and improve your efficiency. If you’ve

ever experienced your computer locking up or shutting down while you are work-

ing with a document, you know that when you restart an application, one or more

of your documents may be recovered. This is because there is a setting to schedule

an automatic save of the document information as you work with the document. You

can easily customize a setting like this to fit your preferences and meet your needs.

Step-by-Step 7.2

1. Click the office Button.

2. Click Word options. The Word Options dialog box shown in Figure 7–2

will open.

2-1.1.7

2-1.2.4

Click to show

the Save

settings

FigurE 7–2

The Word Options

dialog box

137


3. Click the save option in the list on the left side of the dialog box to

review the Save settings, as shown in Figure 7–3.

FigurE 7–3

Save settings in the

Word Options dialog box

File format

AutoRecover

schedule

Default file

location

ExTRa FOR ExpERTS

Users of previous versions of Word

are unable to open files saved in

the new format, unless they have

installed compatibility software.

If you often share your documents

with users working with previ-

ous versions of Word, you should

consider changing the file format

setting so that all files are saved in

the Word 97-2003 (*.doc) format.

The drawback to this is that some

of the new Word 2007 features

that you used and applied in

the document can no longer

be accessed.

2-1.3.1

4. Make a note of the file format that is currently selected under Save docu-

ments. The default settings in Word 2007 provide that the document is

saved in the new XML format (.docx). Click the save files in this format

list arrow to view the available settings, but do not make any changes.

5. Notice that there is a setting for saving AutoRecover information. The

default setting is every ten minutes, but your setting may be different.

Do not make any changes to this setting.

6. Make note of the Default file location box. To change this setting, you

would click Browse and identify a new path. Do not make any changes

to this setting.

7. Click Cancel so that no changes are made to any of the settings.


Entering Text in a Document As you enter text in a Word document, the insertion point moves to the right and

the page number in the status bar at the bottom of the document window changes

to reflect the current position of the insertion point. The information in the status

bar also continually changes to show the current total number of words in the

document. As you add text to the document, you may see a red or green wavy line

138


under some of the words. Word automatically checks the spelling and grammar in

a document as you are entering the text, and the wavy lines suggest there may be

spelling or grammar errors. If you see any wavy lines while entering text in this

lesson, just ignore them. You will learn more about the spelling and grammar features

in Lesson 13.

If the text you are entering extends beyond the right margin, Word will

automatically wrap the text to the next line. This feature is called word wrap. When

you press Enter to start a new line in the document, you create a new paragraph. In a

document based on the Normal.dotm template, Word automatically adds extra space

after each paragraph, so you need to press the Enter key only once.

Step-by-Step 7.3

1. If necessary, click the Word button on the taskbar to make Document2

the active document.

2. Press Tab, and then enter the sentence below. Notice as you enter

the text that the insertion point moves and the status bar reflects the

number of words in the document. Remember: Do not press Enter when

the text expands to the right side of the screen.

Today, the majority of the American population

lives in cities and suburbs. The people who live in

metropolitan areas depend on parks and recreational

paths close to their homes for both recreation and

contact with nature.

3. Press Enter to start a new paragraph.

4. Press Tab and then enter the sentence below.

To preserve acres of green open space, parks

surrounding and running through metropolitan areas

are interconnected to create greenways. Sometimes

these greenways even link cities together.

5. Click the office Button and then click save As. The Save As dialog box

will open. Compare the folder structure at the top of the dialog box to

the default file location setting. They may not be the same because the

path will show the last folder into which a Word file was saved.

6. Locate the folder where you are to save your documents. (Your instructor

will provide this information.)

7. In the File name box, enter greenways1, and then click save.

8. Check the word count in the status bar at the bottom-left corner of the

window. The word count should be 62.


◗ VOCaBUlaRY

word wrap

139


2-1.1.5

2-1.1.6

Changing Views and Magnification Changing the way the document looks on your screen can make working with the

document much easier. You can change the way you view your document, and you

can also control how much of the document shows on the screen. The appearance of

the document on the screen should be appropriate for the current task.

Viewing a Document

Word offers different options for viewing a document, and you can change the view

by selecting options from the Document Views group on the View tab, shown in

Figure 7–4. You can also change the view by clicking one of the view buttons in the

status bar at the lower-right corner of the document window, shown in Figure 7–5.

Active view

is

highlighted

Options for

viewing a

document

FigurE 7–4 The Document Views group on the View tab

Web Layout

view button

Print Layout

view button

Draft view

button

Full Screen

Reading

view button

Outline view

button

FigurE 7–5 View buttons in the status bar

Each view provides a different way to look at and work with a document.

Table 7–1 describes each of the views. As you work with documents in the different

views, you may find that you prefer one view for certain tasks and another view for

other tasks.

140


TABlE 7–1 View options for Word

ViEW

dEsCriPTioN

print layout

The document shows on the screen as it will appear when printed; this

is the default view in Word

Full Screen Reading

The screen space is maximized for reading the document; when two

pages are shown side by side in Full Screen Reading view, it appears

as though you are reading a book

Web layout

The document shows on the screen as it will appear in a Web browser

Outline

The document content shows on the screen in an outline format, which

makes it easy to see the structure of the document and to quickly and

easily reorganize the content

Draft

Only the basic document, without elements such as headers and

footers, shows on the screen; the purpose of Draft view is to make

the editing process quicker

Step-by-Step 7.4

1. Open step7-4.docx from the data files, and save the document as ruts.

2. Click the View tab on the Ribbon. Notice that the document opened in

Print Layout view.

3. Click the Full screen reading button in the Document Views group on

the View tab. Your screen should look similar to Figure 7–6. Notice that

the Ribbon, the scroll bars, and the status bar are hidden.

FigurE 7–6

The document in Full Screen

Reading view

141


4. If your screen does not show two pages side by side, click View options

in the upper-right corner of the screen and then click Show Two

pages. Your screen should now show two pages side by side.

5. Click View options. If the Allow Typing button is already highlighted,

as shown in Figure 7–7, the option is already selected, and you can click

View options again to close the menu. If the Allow Typing button is not

highlighted, click the button to select it. Selecting this option will enable

you to edit the document in Full Screen Reading view.

FigurE 7–7

The View Options menu in

Full Screen Reading view

Orange highlight

indicates the option

is selected

HEaDS Up

If the Research task pane appears

when you change views, close the

task pane.

6. To scroll through the pages in the document, do one of the following:

a. Press the up and down arrow keys or the pageUp and

pageDown keys.

b. Click the arrows that appear at the lower corners of the pages.

c. Move the wheel on the mouse.

7. Show the first page of the document, and position the insertion point

in front of the letter T in the document title. Enter the words gETTiNg

THrougH so the revised title reads GETTING THROUGH THE RUTS.

8. Click the save button in the upper-left corner to quickly save the

changes.

9. Click Close in the upper-right corner of the screen to close Full Screen

Reading view. Your document now appears again in Print Layout view,

the view that was used before Full Screen Reading view. Notice that the

words you added to the title are still there.


10. Click the Web layout button. You will most likely notice a difference in

the width of the document and changes to the text wrapping.

11. Click the outline button. Notice the Ribbon changes and provides many

new tools for navigating and editing the outline. You will have an oppor-

tunity to work in Outline view in Lesson 16.

12. In the Close group, click the Close outline View button. The document

returns to Print Layout view, with the Home tab active.

13. Click the View tab and then click the draft button in the Document

Views group. You will probably notice a change in the magnification.

Change back to Print Layout view.


Changing the Zoom and Magnification Settings

Word also provides zoom options to increase and decrease the size of text and

graphics on the screen, and you can also show an entire page or multiple pages at

the same time. The zoom options are in the Zoom group on the View tab shown

in Figure 7–8. You will also find zoom controls in the status bar at the lower-right

corner of the screen, as shown in Figure 7–9.

ExTRa FOR ExpERTS

If your mouse has a wheel, you can

press and hold Ctrl and move the

wheel away from you to increase

the magnification and move the

wheel toward you to decrease the

magnification.

Zoom button

FigurE 7–8 The Zoom group on the View tab

Change text size

and magnification

FigurE 7–9 Zoom controls in the status bar

Step-by-Step 7.5

1. If necessary, open the ruts document from your solution files.

143


2. On the View tab, in the Zoom group, click the Zoom button to open the

Zoom dialog box shown in Figure 7–10. The Zoom dialog box provides a

Preview screen and a text preview panel in the Zoom dialog box so you can

preview how the changes you select will show on the screen.

FigurE 7–10

The Zoom dialog box

Screen preview Text preview

3. Notice that the current setting is Page width. Make a note of the

percent. Click to select the 75% option and preview that setting.

4. Click to select the Whole page option. Notice that the percentage

changes again.

5. Click to select the Many pages option. The percentage will change to

10% and you will be able to view all the pages in the document at the

same time.

6. Click oK to accept the change. All four pages of the document will

appear on your screen.

7. Click the Page Width button in the Zoom group on the View

tab. The first page of the document should appear on your screen.


◗ VOCaBUlaRY

toggle

144

2-2.1.6

Showing Characters As you have learned, changing the way a document looks on the screen can make

tasks easier. To make editing a document easier, you can also show some special

characters. These characters are known as nonprinting characters because, although

you can show these symbols on the screen, they do not print.

The Show/Hide ¶ button, in the Paragraph group on the Home tab, enables

you to toggle the option to show these nonprinting characters. When you toggle an

option, you alternate between the off and on states by repeating a procedure, such as

clicking a button. Nonprinting characters include paragraph markers, blank spaces,

page or section breaks, and tab markers, as shown in Figure 7–11. Initially, you may

not like showing nonprinting characters while you work with a document, but give it

a try. Once you get used to seeing the nonprinting characters on the screen, you will

find them very useful as you create and edit the document.


Space

symbols

Tab markers

Paragraph

marker

indicates a

line break

FigurE 7–11 A document with nonprinting characters showing

Step-by-Step 7.6

1. If necessary, open the greenways1 document from your solution files.

Save the document Greenways1 as greenways2.

2. Click the Home tab. In the Paragraph group, click the show/Hide¶

button to toggle the feature on. The button will have an orange

background when it is activated.

3. Compare your document to Figure 7–11. The nonprinting symbols are

identified in the figure. If necessary, scroll up in the document to see

the symbols. If you do not see the nonprinting characters on your screen,

click the Home tab and then click the Show/Hide ¶ button again.


Using Click and Type Click and type is a Word setting that enables you to quickly position the insertion

point within a blank area of a document. When you double-click in a blank space

in the document, Word automatically adds blank paragraphs or tabs to position the

insertion point where you click. Showing the nonprinting characters can be very

helpful when using click and type. If the nonprinting characters are visible when

you reposition the insertion point in a blank area of the document, new nonprinting

paragraph markers and tab markers will appear so you will know how many blank

paragraphs or tabs were created to move the insertion point to the new location.

2-1.3.1

2-2.1.6

145


Step-by-Step 7.7

1. If necessary, open the greenways2 document from your solution files.

2. Make sure that the click and type setting is enabled. Click the office

Button, click Word options, and then click Advanced. At the bottom of

the list below Editing options, make sure there is a check mark in the

box for Enable click and type. The option is turned on when there is a

check mark in the check box, as shown in Figure 7–12.

FigurE 7–12

Advanced settings in the

Word Options dialog box

Enable click

and type

ExTRa FOR ExpERTS

If a graphic is visible next to the

I-beam, it indicates the format for

the text. For example, the I-beam

shown in Figure 7–13 indicates

that the text will be aligned at the

left, beginning where you position

the insertion point.

3. Click OK to apply the option and close the dialog box.

4. If necessary, click the Print layout button in the status bar to switch

to Print Layout view.

5. Use the scroll bar to move to the bottom of the document. All or most of

the document window will be white. Point to the middle of the document

window. The mouse pointer will change to an I-beam, indicating text can be

entered in that area of the document. The I-beam is shown in Figure 7–13.

FigurE 7–13

The I-beam in a blank

area of the document

Insertion

point

I-beam

pointer

146


6. With the mouse pointer positioned in the white area, double-click.

The insertion point is now positioned where you clicked. Several new

paragraph markers and a tab marker will appear above and before the

new location of the insertion point.

7. Enter your first and last names.

8. Click the save button on the Quick Access Toolbar and close the

document.

Navigating Through the Document It’s easy to move around in a one-page document, but if the document is several pages

in length, it takes much longer to navigate. There are several ways to move around

in Word, including changing the view, using the mouse, and using the keyboard. For

both short and long documents, there are many ways to save time moving through

a document.

Using Thumbnails

You’ve already learned about several ways to view a document, but there’s another

option on the View tab that you have not yet explored. When the Thumbnails check

box in the Show/Hide group on the View tab is checked as shown in Figure 7–14,

thumbnails for each page in the document will show in a pane on the left side of the

document. Figure 7–14 shows thumbnails for the first three pages of a four-page

document. Each thumbnail is identified with a page number, and the current page

is also identified in the status bar. Although most words may be too small to read

on a thumbnail, usually graphics or headings will help you identify the page. To go

directly to a specific page, click on the thumbnail for that page.

2-1.1.3

Thumbnails

pane

Enabled

when the

check box

is checked

Page number

FigurE 7–14 The Thumbnails pane 147


Step-by-Step 7.8


2. On the View tab, click to select the Thumbnails check box

in the Show/Hide group. Four thumbnails will appear in a task pane at

the left side of the document.

3. Click the thumbnail for page 3 in the task pane.

4. Click the Thumbnails check box on the View tab to deselect the option

and hide the Thumbnails task pane.


ExTRa FOR ExpERTS

The Windows Control Panel pro-

vides options for changing mouse

settings to fit your preferences.

For example, you can change the

appearance and size of the mouse

pointer, or you can change how

fast the mouse pointer moves

around the screen. If your left

hand is your dominant hand, you

can change the settings so the

right button is the primary button.

Using the Mouse

If the location you want to navigate to is currently on the screen, you can simply

position the mouse pointer and click. If the part of the document you want to view

is currently not visible, you can use the scroll bars to navigate to that part of the

document. The scroll bars enable you to quickly move to other areas of the document.

If the zoom settings are set for page width (the default setting) or an even smaller

percentage, the horizontal scroll bar will not appear because the entire width of the

document is already visible.

If your mouse has a scroll wheel, you can use it to scroll vertically through a

Word document. To scroll down, roll the wheel toward you, and to scroll up, roll the

wheel away from you.

The position of the scroll box on the scroll bar helps you identify what part of

the document you are viewing. As you drag the scroll box, a ScreenTip tells you

what page you are viewing. As you learned in Lesson 11, when you scroll through

a document, the insertion point does not move. If you scroll to a new part of the

document and then want to reposition the insertion point on that page, simply click

where you want to position the insertion point.

Browsing is another option for navigating through the document. When you

browse, you focus on an object such as a page or a footnote. To browse, you use the

three Browse buttons at the bottom of the vertical scroll bar shown in Figure 7–15.

Select Browse

Object button

Previous button

Next button

FigurE 7–15 The Browse buttons on the vertical scroll bar

148


Step-by-Step 7.9


2. Click the Zoom button on the View tab to open the Zoom dialog box,

and click to change the percentage setting to 200%. Click oK. The

horizontal scroll bar will appear. Drag the scroll box in the horizontal

scroll bar at the bottom of the screen to the right side of the scroll bar.

3. Click the Page Width button in the Zoom group to reduce the

magnification of the document.

4. Use the vertical scroll bar to move to the top of the document. Position

the insertion point in front of the document title.

5. Click the select Browse object button at the bottom of the vertical scroll

bar. The options shown in Figure 7–16 will appear.

Go To option Browse by Page

option

6. Move the mouse pointer over the options, and the name of the object will

appear in the box. Notice that you can also access the Go To command

in these options.

7. Click the Browse by Page option. The insertion point will move to the

top of the second page.

8. Click the Previous Page button on the vertical scroll bar to move the

insertion point back to page 1.

9. Click the Next Page button on the vertical scroll bar twice to move the

insertion point to page 3.


Using the Keyboard

FigurE 7–16

Browse options

ExTRa FOR ExpERTS

If you have good keyboarding skills, learning keyboard shortcuts to move the

insertion point can speed up your work. Using the keyboard shortcuts eliminates

the need to move your hands away from the keyboard. You can use the arrow keys

on the keyboard to move the insertion point one character at a time or one line at a

time. If you need to move across several characters or lines, however, the keyboard

shortcuts shown in Table 7–2 will make the task easier and quicker.

You can find a comprehensive list of

keyboard shortcuts by searching for

the keywords keyboard shortcuts in

the Word Help dialog box.

149


TABlE 7–2 Keyboard shortcuts for moving the insertion point

To MoVE THE iNsErTioN PoiNT

PrEss

Right one character right arrow

left one character left arrow

Down one line down arrow

Up one line up arrow

To the end of a line End

To the beginning of a line Home

To the next screen Page Down

To the previous screen Page Up

To the next word Ctrl+right arrow

To the previous word Ctrl+left arrow

To the end of the document Ctrl+End

To the beginning of the document Ctrl+Home

Up one paragraph Ctrl+up arrow

Down one paragraph Ctrl+down arrow

When navigating a multi-page document, the Go To command can also be

very useful, because you can go directly to a specific page, line, or footnote in the

document.

Step-by-Step 7.10


2. Press Ctrl+Home to move the insertion point to the beginning of the

document.

3. Press the down arrow twice to move the insertion point down two lines.

Press the right arrow three times to move the insertion point three

characters to the right.

4. Press End to move the insertion point to the end of the line.

5. Press and hold Ctrl and then press the left arrow to move the insertion

point to the previous word.

6. Press Home to move the insertion point to the beginning of the line.

7. Press and hold Ctrl and then press the down arrow to move down one

paragraph. Press and hold Ctrl and then press End to move the insertion

point to the end of the document.

150


8. Press Page down once to move down one screen.

9. Click the Find button arrow in the Editing group on the Home tab, as

shown in Figure 7–17.

Find button

arrow

10. Click go To. The Go To tab in the Find and Replace dialog box shown

in Figure 7–18 will appear. Under Go to what, select Page. In the Enter

page number box, enter 2 and then click go To. The insertion point is

repositioned at the top of page 2. The information in the dialog box will

adapt to the option you select.

FigurE 7–17

The Find button in the

Editing group

FigurE 7–18

The Go To tab in the

Find and Replace dialog box

11. Enter 1 in the Enter page number box and click go To to go to the first

page. The dialog box will remain open, and you can drag the title bar to

reposition it if you want to keep it open for future searches.

12. Close the Find and Replace dialog box. The last option you chose in the

Go to what box will appear when you open the dialog box again.

13. Press and hold Ctrl and then press Page down. The insertion point

moves to the top of page 2.

14. Close the document and the application. If prompted to save changes,

click No.

151


ETHICS In TECHnOlOGY

Watermarks

A watermark was originally an image embedded in a sheet of paper when the paper was produced to show

the name or logo of the paper company. The term is also used to describe a very light image or text printed

in the background of a document. Watermarks are no longer limited to paper; they are also added to digital

files. The digital watermark identifies the owner of files and provides copyright protection. For example,

corporations add their logo to the bottom corner of a video or slide show presentation. When used for

photos, the watermark is often translucent and superimposed on the image. Although these types of water-

marks don’t prevent unlawful copying of images, video, and audio files, they show ownership and discourage

illegal copying. Also, not all digital watermarks are visible to the human eye or audible to the human ear.

Invisible watermarks are often embedded in the file and can be used to provide legal evidence of copyright

infringement if digital media is copied illegally.

Another new technology, digital fingerprinting, provides information in the file about the originator or

the purchaser. The fingerprint can be either visible or invisible. If the media is copied, the fingerprint is

copied in the file, and the fingerprint can be traced back to the originator or purchaser. Software programs

are designed to read digital watermarks and fingerprints. More new tools are on the horizon to protect the

ownership of files and prevent people from stealing content.

suMMArY

In this lesson, you learned:

n New blank documents are created based on a template with

default settings.

n There are many “behind the scenes” settings in Word which

can be changed to meet your preferences.

n Word automatically wraps text to the next line when the line of

text extends beyond the right margin.

n Word provides several options for viewing a document.

n You can use zoom options to increase or decrease the size of

the text and graphics on the screen.

n To make editing easier, you can show the nonprinting

characters, such as tab markers, blank spaces, page breaks, and

paragraph markers.

n The click and type setting lets you position the insertion point

in a blank area of a document.

n You can view thumbnails of the document pages to make it

easier and faster to move through the document.

n You can also use the mouse, keyboard shortcuts, or the Go To

command to move through a document quickly.

VoCABulArY rEViEW

Define the following terms:

default settings

Normal.dotm template

toggle

word wrap

152


rEViEW QuEsTioNs

TruE / FAlsE

Circle T if the statement is true or F if the statement is false.

T F 1. All Word settings appear on the Ribbon or in dialog boxes.

T F 2. As you enter a paragraph of text, you should press Enter to end each line at the right margin.

T F 3. Word offers five different views for the document window.

T F 4. The scroll bar includes buttons for browsing objects in the document.

T F 5. The vertical and horizontal scroll bars are always visible for open documents.

MulTiPlE CHoiCE

Select the best response for the following statements.

1. The view allows you to quickly and easily reorganize the content.

A. Outline C. Full Screen Reading

B. Draft D. Print Layout

2. Nonprinting characters include .

A. paragraph markers, blank spaces, and page markers

B. paragraph markers, tab markers, and page markers

C. paragraph markers, blank spaces, tab markers, and page or section breaks

D. paragraph markers and page markers

3. When you a document, you focus on an object such as a page or a footnote.

A. browse C. magnify

B. navigate D. scroll

4. You use the options to increase and decrease the size of text and graphics on the screen.

A. document view C. zoom

B. scroll bar D. Go To

5. To move the insertion point to the top of the document, press .

A. Ctrl+up arrow C. Ctrl+Home

B. Shift+up arrow D. Ctrl+up arrow

Fill iN THE BlANK

Complete the following sentences by writing the correct word or words in the blanks provided.

1. Preset options already in place in a new document are called .

2. The feature automatically moves text to the next line when you reach the right margin.

3. The feature enables you to position the insertion point in a blank area of the document.

4. The is a file containing default styles and customizations that determine the structure and page layout of a

document.

5. When you a setting, you are alternating between the off and on states by repeating a procedure, such as clicking a

button.

153


ProjECTs

ProjECT 7–1 1. If necessary, start Word. If Word is already open, create a new

blank document.

2. Enter the following two paragraphs.

Almost everyone knows about the San Andreas

Fault in California. Shifting along this

fault line resulted in numerous damaging

earthquakes throughout the twentieth

century.

Relatively unknown by comparison, the

New Madrid Fault in the central United

States caused three of the most powerful

earthquakes in U.S. history in the

nineteenth century. One earthquake along

this fault line was so powerful that it

caused the Mississippi River to change

course. Damage from the earthquake was

reported as far away as Charleston, South

Carolina, and Washington, DC.

3. Save the document as Fault.

4. Switch to Full Screen Reading view.

5. Position the insertion point at the beginning of the document

and enter Someone Else’s Fault.

6. Press Enter twice to create extra space after the new line

of text.

7. Save the changes and close Full Screen Reading view.

8. Change the zoom to 150% by changing the setting in the

Percent box.

9. Close the document.

ProjECT 7–2 1. Open Project7–2 from the data files.

2. Save the document as Interview Preparation.

3. Show the nonprinting characters in the document.

4. Scroll down to the middle of the document. Position the

insertion point in the white space about two inches below the

last question.

5. Choose one of the questions and enter your response to

that question.

6. There should be at least four blank paragraphs between the

last question and the response that you entered. If necessary,

position the insertion point between the last question and your

response and press Enter to add more blank lines.

7. Save your changes and close the document.

ProjECT 7–3

1. Open Project7–3 from the data files.

2. Scroll to the middle of the document until you see the heading

Similarities.

3. Use keyboard shortcuts to do the following:

a. move the insertion point to the end of the document

b. move the insertion point up one paragraph

c. move the insertion point to the beginning of the document

4. Use the Go To command to locate line 64, and then go to

line 51. The insertion point should first be positioned near the

heading Differences and then near the heading Similarities.

5. Show the Thumbnails pane and use the thumbnails to go to

page 1. The first page in the document is a cover page, so it is

numbered 0.

6. Browse the document by page until page 4 is the active page.

7. Close the document. If prompted to save changes, click No.

154


TEAMWorK ProjECT

Microsoft released the first version of Word for an IBM PC in 1983.

The early versions of the Word software were created for MS-DOS,

not Windows. Word made full use of the mouse, but few people used

the mouse at this time. They usually accessed the commands by key-

strokes, and users often memorized the necessary keystrokes. So,

keyboard shortcuts have been around for a long time. You learned

several keyboard shortcuts in this lesson, but there are many more.

1. Choose a partner to find keyboard shortcuts for commands

related to one of the following Word topics: n Display and use windows

n Switch to another view/Full Screen Reading view

n Use dialog boxes

n Use the Open and Save As dialog boxes

n Create, view, and save documents

2. Explore the ScreenTips in Word and use the Word Help system

to create a list of the commands and keyboard shortcuts for

commands related to the topic.

3. Try each of the shortcuts described in your list to see if the

shortcuts work on your computer.

4. Share your list with the class.

CriTiCAl THiNKiNg

ACTiViTY 7–1

In this lesson you viewed documents in several different views.

Which of these views do you prefer? Describe your preference and

explain why.

ACTiViTY 7–2

When you open a Word document attached to an e-mail, the docu-

ment will most likely open in Full Screen Reading view as a result

of default settings. Explore the Word Options and describe how

you can change this setting so Word documents will open in Print

Layout View when launched from an e-mail attachment.

oNliNE disCoVErY

Open your Web browser and experiment changing the text size

and zoom settings when you view Web pages. Compare changing

the view of a Web page to changing the view of a Word document.

Write a brief summary of the similarities you find.

155

156

Estimated Time: 2 hours

lESSOn 8

Editing and Formatting Documents

n OBJECTIVES

Upon completion of this lesson, you should be able to:

n Delete and insert text using the Backspace and Delete keys and

Insert and Overtype modes.

n Undo, redo, and repeat actions.

n Edit text using drag-and-drop editing and the Cut, Copy, and

Paste commands.

n Use proofing tools to check and correct spelling and grammar and

use research services.

n Format characters with fonts and attributes.

n Format paragraphs with fonts, line spacing, alignment, tabs and

indents, and bulleted and numbered lists.

n Format documents with margin settings, page orientation settings,

and page breaks.

n Find and replace text.

n DaTa FIlES

To complete this lesson, you will need these data files:

Step8-1.docx Step8-12.docx

Step8-4.docx Step8-13.docx

Step8-7.docx Project8-1.docx

Step8-9.docx Project8-2.docx

Step8-10.docx

n VOCaBUlaRY

alignment

Clipboard

drag-and-drop editing

edit

first line indent

font

format

Format Painter

hanging indent

indent

Insert mode

landscape orientation

manual line break

manual page break

margin

Overtype mode

points

portrait orientation

select

soft page break

157


◗

VOCaBUlaRY

edit

select

2-1.1.7

2-1.3.2

2-1.3.3

2-1.3.5

2-2.2.1

Word provides many features that give you the ability to improve and enhance

your documents. Editing and formatting features give you the ability to refine your

documents and determine how they will look on the screen, on the Web, or as

printed pages.

Editing Documents When you edit a document, you modify or adapt the document and make revisions or

corrections. Editing a document involves adding, deleting, changing, or moving text,

and Word provides many features that enable you to make changes, correct errors,

and check the spelling and the grammar in your document.

HEaDS Up

Be cautious when working with

selected text. If you press any let-

ters, numbers, or symbols on the

keyboard when text is selected,

the new keystrokes will replace the

selected text. Pages of text can

accidentally be replaced with a

single character.

Selecting Text

When you select text, you identify a block of text you want to edit. The text can be a

single character, several characters, a word, a sentence, one or more paragraphs, or

even the entire document. Once you select text, you can delete it, replace it, change

its appearance, move it, copy it, and so on. You can use the mouse or the keyboard

to select text. The quickest way to select text using the mouse is to click and hold

the mouse button, drag the mouse pointer over the desired text, and then release the

mouse button.

Sometimes it is difficult to select precisely when you are dragging the mouse.

Table 8–1 lists several options for selecting text using the mouse and the keyboard.

To deselect the text (remove the selection), click anywhere in the document window

or press an arrow key. If you accidentally delete or replace selected text, or if you just

change your mind, click the Undo button.

158

lEsson 8 Editing and Formatting documents

TAblE 8–1 Ways to select text

To sElECT

do THis:

Any amount of text Click and hold the mouse button, drag the pointer over the text, then

release the mouse button

A word Double-click the word

A sentence With no other text or objects selected, press and hold Ctrl, then click

anywhere in the sentence

A paragraph Triple-click anywhere in the paragraph, or double-click in the left

margin

An entire document Press Ctrl+A; or move the pointer to the left of any text, and when

the pointer changes to a right-pointing arrow, triple-click

A line Click in the left margin

Multiple lines Click and hold the mouse button, and drag the pointer in the left

margin

one or more characters to the right Press and hold Shift and press the right arrow

one or more characters to the left Press and hold Shift and press the left arrow

To the beginning of a word Press and hold Ctrl+Shift and press the left arrow

To the end of a word Press and hold Ctrl+Shift and press the right arrow

Any amount of text Click where you want the selection to begin, press and hold Shift,

and then click where you want the selection to end; everything

between the two clicks is selected

or

Position the insertion point where you want the selection to begin,

press F8 to toggle on the select mode, then use the arrow keys or the

mouse to indicate where you want the selection to end (If you don’t

execute a command such as Delete or applying a format, press the

Escape key to toggle the selected mode off)

Step-by-Step 8.1

1. Start the Word application.

2. Open step8-1 from the data files and save the document as

Carbohydrates1.

3. If necessary, click the show/Hide ¶ button to show the nonprinting

characters.

159


4. Move the I-beam mouse pointer until it is at the beginning of the first

line of text. Click and hold the mouse button and drag the pointer

through the first sentence of text. When the whole first sentence is

selected, release the mouse button. The sentence is now selected, as


FigurE 8–1

Selected text

Selected

text

5. Double-click the word diet in the last paragraph to select it.

6. Press Ctrl+A to select the entire document. Click anywhere in the docu-

ment window to deselect the text.

7. Click to position the insertion point at the beginning of the second

paragraph. Press and hold the shift key, and then click after the word

rice. Everything between the two clicks is selected.

8. Continue to hold the shift key and press the right arrow key to extend

the selection. Press the left arrow key to reverse direction of the selec-

tion. Continue to press the left arrow key until text in the previous para-

graph is selected. Press the down and up arrow keys to reverse and

extend the direction of the selection. Release the shift key.

9. Position the insertion point at the end of the first paragraph. The inser-

tion point will appear between the period and the paragraph marker.

Press and hold the Ctrl and shift keys and then press the Home key. All

of the text from the insertion point to the beginning of the document is

selected.

10. Click anywhere in the document window to deselect the text. Practice

other methods of selecting text following the instructions in Table 8–1.


160


Deleting and Inserting Characters

Editing often involves deleting and replacing existing text. You can quickly delete

characters one at a time by using either the Backspace or Delete key. The Backspace

key deletes the character to the left of the insertion point. The Delete key removes

the character to the right of the insertion point. When you hold down either of these

keys, the characters will continue to be deleted until you release the key. You can

also select characters, words, sentences, or paragraphs and then press the Delete or

Backspace key to delete the selected text.

By default, Word enters text in a document using the Insert mode. In Insert

mode, when you enter new text in front of existing text, the existing text shifts to

the right to make room for the new text. When the Insert mode is turned off, the

Overtype mode is activated. In Overtype mode, new text replaces the existing text.

You can change the settings for Insert mode and Overtype mode in the Word Options

dialog box.

◗ VOCaBUlaRY

Insert mode

Overtype mode

TECHnOlOgY TImElInE

Typewriter Fonts

Before computers and word-processing programs, typewriters were used to create formal documents. The

first machines typed only in capital letters. The Remington Company was the first to offer a typewriter that

could print both upper- and lowercase letters with the addition of the Shift key. The action was called a

shift because the carriage on a typewriter would actually shift the position of the typebar to print either of

two letter cases. Modern electronic machines such as computers no longer use a mechanical shift to print

upper- and lowercase letters, but the Shift key remains on keyboards for this process.

When using typewriters, it was also common practice to include two blank spaces between sentences.

The typewriters used a monospace typeface, which means all characters were the exact same width. For

example, the amount of horizontal space provided for the letter i was the same as the amount of horizontal

space for the letter m. The extra blank space created more blank space and made it easier to see the break

between sentences. Today’s word-processing applications are more sophisticated, and the extra spaces are

not necessary because the fonts generally allow for proportional spacing, which eliminates excess blank

space between characters. The blank space between sentences is more obvious so you need only enter one

blank space between sentences. In spite of this, monospace fonts have not vanished. They are especially

useful when aligning text in columns.

161


Step-by-Step 8.2

1. If necessary, open Carbohydrates1 from your solution files.

2. Position the insertion point right before the period at the end of the

last sentence in the second paragraph. Press the backspace key several

times to erase the last four words in the sentence (instead of losing

weight).

3. Move the insertion point to the beginning of the word complex in the

second paragraph. Press delete to remove the first letter of the word.

Double-click the remaining part of the word to select it, and then press

delete.

4. Double-click the word carbohydrates in the last paragraph to select it,

and enter fat. The selected text is replaced with the new text.

5. Double-click the second occurrence of the word fat in the last paragraph

and enter complex carbohydrates.

6. Make sure the Insert mode is activated. Click the office button, click

Word options, and then click Advanced. Under Editing options, make

sure there is no check mark for the option Use Overtype mode. Also,

if necessary, enable the option use the insert key to control overtype

mode. Compare your screen to Figure 8–2.

162


FigurE 8–2

The Insert/Overtype

mode options

Settings

should look

like this

7. Click oK to accept any changes and close the Word Options dialog box.

8. Position the insertion point right before the first occurrence of the word

and in the first sentence of the second paragraph. Enter bread, and

then a space. Because you are in Insert mode, Word inserts the text

between the existing characters.

9. Press insert to toggle on Overtype mode.

10. Position the insertion point in front of the word five in the first sentence

of the third paragraph. Enter four. The new text replaces the word five.

11. Press insert to toggle to Insert mode.

12. Save the changes and leave the document open. You must complete

Step-by-Step 8.3 before closing the document.

Undoing, Redoing, and Repeating

Sometimes you may delete or replace text unintentionally. Whenever you perform

an action that you want to reverse, you can use the Undo command. If you undo

an action and then change your mind, you can reverse the undo action by using the

Redo command. You can even undo and redo multiple actions at one time.

163


There may be times when you want to repeat your last action. For example, you

may enter new text in a document and then want to add the same text in other loca-

tions in the document. You can use the Repeat command to repeat your last action.

The Undo, Redo, and Repeat buttons can be accessed on the Quick Access Toolbar,

shown in Figure 8–3. The Redo button exchanges with the Repeat button on the

Quick Access Toolbar when you undo an action.

Undo button Redo button

Undo button

list arrow

The Redo button

changes to the

Repeat button

FigurE 8–3 The Undo, Redo, and Repeat buttons on the Quick Access

Toolbar

ScreenTips for these buttons are conditional and will reflect your recent action.

Sometimes an action cannot be reversed, and the ScreenTip for the Undo button

changes to “Can’t Undo.” If you can’t repeat the last action, the Repeat button will

be dimmed and the ScreenTip for the Repeat button will show “Can’t Repeat.”

Step-by-Step 8.3

1. The document Carbohydrates1 should already be open from the previous

Step-by-Step. Save the document Carbohydrates1 as Carbohydrates2.

2. Position the insertion point at the end of the document. Enter your

name, and then press Enter twice.

3. Move the insertion point to the beginning of the document.

4. Position the mouse pointer over the Repeat button on the Quick

Access Toolbar to show the ScreenTip Repeat Typing (Ctrl + Y). Then,

click the repeat button. Your name and a blank line are inserted at the

position of the insertion point.

5. You change your mind. Position the mouse pointer over the Undo

button on the Quick Access Toolbar to show the ScreenTip Undo

Typing (Ctrl + Z). Then, click the undo button. Your name and the blank

line are removed from the top of the document.

6. Click the undo button arrow and position the mouse pointer over Typing

“bread,”. All the previous actions above that action in the list will also

be highlighted, as shown in Figure 8–4. Click Typing “bread,”. The last

six actions are reversed.

164


FigurE 8–4

Select multiple actions in

the Undo list box

7. Click the redo button on the Quick Access Toolbar to reverse only

the last undo. The word bread is reinserted in the second paragraph.

8. Click the redo button four more times to replace the word five with four.

9. Click the undo button arrow. The list includes Typing “bread,” and

Typing the letters f, o, u, and r.

10. Click anywhere in the document window to close the Undo list. Save the

changes and leave the document open.

Copying and Moving Text

Selected text can be copied or moved within a document and between documents.

For example, you can copy text from an e-mail message to a Word document. There

are several ways to copy and move text.

Using Drag-and-Drop Editing

When you use the mouse to drag selected text from the existing location and

then drop the selected text in a new location, it is called drag-and-drop editing.

Drag-and-drop editing makes moving text quick and easy, especially when you are

moving the text short distances. You simply drag selected text to the new location and

then release the mouse button. You can also copy text using drag-and-drop editing.

Hold down Ctrl as you drag, and the selected text will be copied instead of moved.

Using the Cut, Copy, and Paste Commands

You can also use the Cut, Copy, and Paste commands to move and copy selected text.

When you use the Cut, Copy, and Paste commands, Word stores the selected text

on the Clipboard. The Clipboard is a temporary storage place in your computer’s

memory, and it is shared among all the Office applications. You send selected

contents of your document to the Clipboard by using the Cut or Copy commands.

The Clipboard stores up to 24 items, which you can view by showing the Clipboard

task pane. If you prefer, you can work with the Clipboard task pane open.

◗ VOCaBUlaRY


Clipboard

ExTRa FOR ExpERTS

Word offers many options for

using the Clipboard. Use the Help

feature to find out more about the

Clipboard and to determine which

options best meet your needs.

165


The Clipboard can store data of all Office types, and that data can be inserted

into the same document, into other documents in the same application, or into files

in other Office programs. You can retrieve the contents of the Clipboard by using the

Paste command. You can select any one of the items on the Clipboard and paste it, or

you can paste all of the items at once. Pasting the contents of the Clipboard does not

delete the contents from the Clipboard. Therefore, you can paste Clipboard items as

many times as you want. However, when you turn off the computer, the Clipboard

contents are erased.

Step-by-Step 8.4

ExTRa FOR ExpERTS

To drag text beyond the current

screen of text, drag the pointer

toward the top or bottom of the

screen. As you hold the pointer at

the edge, the document will auto-

matically scroll in that direction.

1. If necessary, open Carbohydrates2 from your solution files. Save the

document Carbohydrates2 as Carbohydrates3. Also, if necessary, click

the show/Hide ¶ button to show the nonprinting characters.

2. Select all of the text in the third paragraph, but do not include the

paragraph marker in the selection.

3. Point to the selection and hold down the left mouse button. Drag the

insertion point to the end of the first paragraph, and then release. If you

look closely as you drag the selected text, you will see that the insertion

point changes to a dotted vertical line. Word automatically adjusts the

spacing by adding a blank space between the two sentences.

4. With the sentence still selected, press and hold Ctrl and use the left

mouse button to drag the text to the end of the document. Notice as you

drag the text that the mouse pointer has changed and includes a plus

sign. Release the mouse button. The text is copied to the new location.

5. Click the undo button and then click anywhere in the document window

to deselect the text.

6. Click the dialog box launcher button in the Clipboard group on the

Home tab to open the Clipboard task pane, as shown in Figure 8–5.

Your Clipboard may show different items or no items at all. If items

appear on the Clipboard, click the Clear All button to remove any items

from the Clipboard.

166


Paste button

Click to launch

the Clipboard

task pane

Click to close

the Clipboard

task pane Click to clear

the contents on

the Clipboard

FigurE 8–5

The Clipboard task pane with

data items

7. Press and hold Ctrl and click anywhere within the last sentence in the

document to select the whole sentence. In the Clipboard group, click the

Cut button . The selected text appears on the Clipboard. Cutting removes

text from the document and stores it on the Clipboard.

8. Triple-click anywhere in the second paragraph in the document to select

the whole paragraph. In the Clipboard group, click the Copy button .

The selected text appears on the Clipboard. Copying stores the text or data

on the Clipboard, but it leaves the text in the document.

9. Open step8-4 from the data files. Press and hold Ctrl and press A to

select the entire document, and click the Copy button. The text is stored

on the Clipboard.

10. Switch to the Carbohydrates3 document and position the insertion

point at the beginning of the second paragraph. In the Clipboard group,

click the Paste button. Word inserts the most recent item added to the

Clipboard at the location of the insertion point. Notice that the copied

text still appears on the Clipboard.

HEaDS Up You can also access the Cut,

Copy, and Paste commands by

right-clicking the selected text

and choosing the desired com-

mand from the shortcut menu that

appears. The keyboard shortcuts

for Cut are Ctrl+x; for Copy, Ctrl+C;

and for Paste, Ctrl+V.

167


11. Open a new blank document, and, if necessary, open the Clipboard task

pane. There should be at least three items on the Clipboard. Click the

Paste All button in the Clipboard pane. All the contents on the Clipboard

are inserted at the location of the insertion point. The oldest item on the

Clipboard is pasted first.

12. Save the new document as Carbohydrates4 and then close the document.

Also close the Step8-4 document. If prompted to save changes,

click no.

13. Position the insertion point at the end of the last sentence in the last

paragraph. In the Clipboard task pane, click the item that begins So,

if you want to lose weight. The text is inserted in the document at the

location of the insertion point.

14. Click the Close button in the upper-right corner of the Clipboard

task pane to hide the pane. Save the changes to the Carbohydrates3

document and then close the document.

Using the Proofing Tools

An accurate document makes a good impression. Word provides several proofing

tools that will help you prepare an error-free document. Figure 8–6 shows the

commands in the Proofing group on the Review tab.

Available

proofing tools

FigurE 8–6 The Proofing group on the Review tab

HEaDS Up

The spelling and grammar check-

ers are helpful tools, but you

still need to have a good working

knowledge of English grammar and

spelling. The spelling and gram-

mar checkers can identify a pos-

sible problem, but it’s up to you to

decide if a change is necessary.

Checking Spelling and Grammar

Checking the spelling in a document can significantly reduce the amount of time you

spend proofreading. As you enter text, Word automatically checks the spelling of each

word against its standard dictionary. If Word cannot find the word in its dictionary,

it will underline the word with a wavy red line. This does not necessarily mean the

word is misspelled. It simply means the word is not listed in Word’s dictionary. You

can access a shortcut menu to view suggestions for changes.

Good proofreading skills also include checking grammar. When you check

for the grammar in a document, you read for content and make sure each sentence

makes sense. Word also automatically checks for grammar errors such as incomplete

sentences, the wrong use of words, and capitalization and punctuation errors. Possible

errors are identified with a wavy green line below a word, phrase, or sentence. You

can access a shortcut menu to view suggestions for changes.

168


The red or green underlines are only visible on your screen. They will not appear

when you print the document.

Using AutoCorrect and AutoComplete

It is common for us to make the same spelling error over and over. For example, you

may often enter hte instead of the. The AutoCorrect feature automatically corrects

errors as you enter text, which saves editing time. The AutoComplete feature suggests

the spelling for frequently used words and phrases. For example, as you begin to

enter the day of the week or the month, AutoComplete will provide an option for

completing the word for you.

Step-by-Step 8.5

1. Open a new blank document and enter the following text exactly as shown

here: it is beleived. Watch the screen as you press spacebar. Word will

automatically correct the spelling and change the word to believed.

2. Complete the sentence by entering the potawatomi indians were originally

part of the ancient tribe Anishinabe. and then press Enter. Notice that

there are red wavy lines under the words potawatomi and Anishinabe.

Word automatically corrected the capitalization of the word indians.

3. Save the document as neighbors1.

4. Point to the word potawatomi and right-click. A shortcut menu appears

and shows two alternative spellings at the top of the menu. Click the first

option Potawatomi in the shortcut menu, and the word in the document

is corrected.

5. Right-click the word Anishinabe. The spelling you entered is correct,

but this word is not included in the Word standard dictionary, so that is

why the word is flagged. Click ignore All in the shortcut menu. The red

wavy line is removed, and the word Anishinabe will not be flagged as

misspelled if entered again in this document.

6. Position the insertion point at the end of the document and enter in the

early 1700s, lived near green bay, Wisconsin. and then press Enter.

The entire sentence is underlined with a green wavy line.

7. Point to any part of the green underlined sentence and right-click. A

shortcut menu appears, and the words Fragment (consider revising)

appear at the top of the menu. Click outside the shortcut menu to close

it. Position the insertion point in front of the word lived and enter they.

The green wavy line disappears.

8. Save the changes and leave the document open.

ExTRa FOR ExpERTS If you prefer not to have Word

check for spelling or grammar

errors as you enter text in a docu-

ment, you can turn off this feature.

Open the Word Options dialog box,

click Proofing, and uncheck the

options Check spelling as you type

and Check grammar with spelling.

HEaDS Up If you want assistance correcting

the grammar, click About This

sentence in the shortcut menu. A

Word Help screen will open with

suggestions for corrections.

169


HEaDS Up

When working offline, the only ser-

vices accessible in the Research

task pane are the thesaurus and

the bilingual dictionary that is

installed with Office.

Using the Research Tools

Creating a report often requires research. As you write a report, you may struggle

to think of the appropriate word or phrase to make the content easier for the reader

to understand. Or, you may want to use a synonym to avoid overusing a word. The

commands in the Proofing group on the Review tab provide you quick access to

several resources including dictionaries, a thesaurus, encyclopedia articles, translation

services, and research Web sites.

Counting the Words

How many times have you counted the words in an essay to confirm it meets the

minimum or maximum requirement for total words? The Word Count command

provides statistics about your document that include the number of pages, sentences,

lines, and characters as well as how many words are in your document. You can see

the current number of words in the document in the status bar at the bottom of the

window.

Step-by-Step 8.6

1. If necessary, open neighbors1 from your solution files. Save the docu-

ment Neighbors1 as neighbors2.

2. Position the insertion point anywhere within the word near in the

last sentence. Click the review tab, and, in the Proofing group, click

the Thesaurus button . The Research task pane, shown in

Figure 8–7, appears, showing a list of synonyms for the word near.

FigurE 8–7

The Research task pane with

results for a Thesaurus search

Click here

for options

170


3. In the Thesaurus list, point to close to, as shown in Figure 8–7, and

then click the list arrow. Click insert. The word near in the document is

replaced with close to.

4. In the Proofing group, click the Translate button . The Research

task pane will change and show the translation options. The Search for

box will most likely show Green because the insertion point is closest to

the word Green. The From box should show English (United States).

5. Click the list arrow in the To box and then click French (France).

6. Click the green arrow below Translate the whole document. When

prompted to translate the whole document, click Yes.

7. A window will open in your browser. If necessary, launch your browser

from the taskbar to show the translation text.

8. Select all of the translation text, right-click anywhere within the

selection, and click Copy in the shortcut menu. The selected text is

saved on the Clipboard.

9. Switch to the neighbors2 document, position the insertion point at the

end of the document, right-click, and click Paste in the shortcut menu.

The translation text is inserted in the document.

10. In the Search for box at the top of the Research pane, enter Potawatomi.

Click the list arrow in the box directly below, and then click Encarta

Encyclopedia: English (north America). Links for online Encarta

Encyclopedia articles about Potawatomi Indians appear.

11. In the Proofing group, click the Word Count button . The Word Count

dialog box opens, revealing the statistics for the document. Close the

Word Count dialog box.

12. Save the changes, close the Research task pane, and then close the

document. Also, close the browser.

Formatting Documents When you format a document, you change the appearance of the text or of the whole

document. The formats and design elements used in a document should be based on

the purpose of the document and the needs of reader. Formats can be applied either

before or after you enter text in your document.

Word offers a number of formats, including character formats, paragraph

formats, and document formats.

n Text color and underline are examples of character formats. You can apply more

than one character format at a time. For example, you can apply both color and

underline formats to characters.

HEaDS Up

To find synonyms for a phrase,

select all the words in the phrase.

◗ VOCaBUlaRY

format

2-1.3.4

2-1.3.6

2-1.4.1

2-1.4.2

2-2.1.1

2-2.1.2

2-2.1.3

2-2.1.4

2-2.1.5

2-2.1.7

2-2.1.16

171


◗ VOCaBUlaRY

manual line break

font

points

n A paragraph format is applied to an entire paragraph and cannot be applied to

only a portion of a paragraph. For example, you cannot single space part of a

paragraph and double space the rest. Word defines a paragraph as any amount of

text that ends with a paragraph marker. A paragraph marker is inserted by press-

ing the Enter key, which creates a manual line break.

n Document formats apply to an entire document. For example, margins and paper

size are document formats. You can position the insertion point anywhere in a

document to change the entire document format.

Applying Character Formats

Changing the character format can actually make a document easier to read. A font

is the design of the typeface in your document. Fonts are available in a variety of

styles and sizes, and you can use multiple fonts in one document. The size of the font

is measured in points. The larger the point number, the larger the font size will be.

You can quickly change the appearance of the font by using the command buttons in

the Font group on the Home tab, as shown in Figure 8–8. When you open the Font

dialog box, more font options are available, and you can make several font changes

at one time.

Font formats

FigurE 8–8 The Font group on the Home tab

Changing the character format can also set the tone for a document. Consider the

purpose of the document when you apply these design elements. While formatting

text in all caps can draw the reader’s attention, it can also send the wrong message.

Some readers may feel you are yelling at them. Changing font styles and font colors

may make the text look pretty or cool, but some formats may make it harder to read

the text.

Step-by-Step 8.7

1. Open step8-7 from the data files and save the document as H2o1.

2. Click the Page layout tab. Click the line numbers button

and click Continuous from the list of options. Line numbers will appear

to the left of each line, which will make it easier to identify the lines of

text in the document.

3. Select all of the text in line 1. Word is intuitive, and because you selected

text, a semitransparent image of the Mini toolbar with common format-

ting commands appears above the selection. Your screen should look

similar to Figure 8–9 . If you do not see the Mini toolbar, select the text

again, and do not move the mouse pointer away from the selection.

172


Mini toolbar

4. Position the mouse pointer over the Mini toolbar, and the image will

brighten. Click the bold button to apply the bold format. Move the

mouse pointer away from the Mini toolbar, and it disappears.

5. Click the Home tab. Notice the Bold button is highlighted to indicate

that the selected text is formatted bold. With the text still selected, click

the Change Case button in the Font group. Click uPPErCAsE.

6. Select all of the text in line 2. Click the bold button and the italic

button on the Mini toolbar. Then click the Font Color button arrow

on the Mini toolbar and click a color.

7. Select all of the text in line 4. In the Font group on the Home tab, click

the underline button arrow and then click the last option in the

list (the wavy line). Click the underline button to remove the format.

Click the underline button again. The wavy line underline option is

applied because it is the last underline option used.

8. Select all of the text in lines 8 and 9. Click the Font button arrow

in the Font group to show the font options. Position

the mouse pointer over one of the font options in the list to show a

live preview of the new font in the document window, as shown in

Figure 8–10. Position the mouse pointer over a different font option,

and the live preview reflects the change in fonts. The text does not

change, however, until you choose a new font style.

FigurE 8–9

The semitransparent

image of the Mini toolbar

FigurE 8–10

Live preview for

a font style

Live preview

Click to

scroll down

through list

173


HEaDS Up

To highlight multiple sections of

text throughout the document,

select the highlight color first.

The pointer will change to show

a highlighter pen, and then you

can drag the pointer over text to

apply the highlight. To toggle the

highlight option off, click the Text

Highlight Color button or press the

Escape key.

9. Scroll down the list of fonts and select Comic sans Ms. The text in

the document changes, and the name of the new font appears in the

Font box.

10. With the text still selected, click the Font size list arrow. The point sizes

are listed in increments. Click 14. With the text still selected, click the

shrink Font button in the Font group three times to decrease the

size by three increments. Click the grow Font button in the Font

group once. The point size increases by one increment and 11 appears

in the Font Size box.

11. Select the o after 72 in the same paragraph. Click the superscript

button in the Font group. Select the number 2 in H2O in line 1.

Click the subscript button in the Font group.

12. Position the insertion point at the end of the document on line 14.

Change the font size to 14 and enter www.H2oCove.net. Press Enter.

A hyperlink format is automatically applied to the URL. Because this

document will not be published on the Web, you do not need a hyperlink

format. Right-click the hyperlink and click remove Hyperlink in the

shortcut menu.

13. Select the text in line 12 and click the Text Highlight Color button arrow

in the Font Group. Click a color, and the highlight is applied to the

selected text.

14. Save the changes and leave the document open.

Applying Paragraph Formats

Changing the paragraph formats can also make the document more attractive and

easier to read. Paragraph formats include adjusting the blank space between lines of

text, aligning text, setting tabs and indents, and adding bullets and numbering. Most

of the paragraph formats can be applied using the commands in the Paragraph group

on the Home tab, shown in Figure 8–11.

Line

spacing

button

Paragraph formats

FigurE 8–11 The Paragraph group on the Home tab

174

http://www.h2ocove.net/


Changing the Line Spacing and Alignment

The default line spacing in Word is single spacing. When text is double-spaced, there

is a blank line between each line of text, which makes it easier to read. Many reports

are formatted with double line spacing. You can also adjust the spacing both before

and after the paragraph, which is common in newsletters to help to save space on a

page and/or to make a headline stand out.

Alignment refers to how text is positioned between the left and right margins.

Text can be aligned in four different ways: left, center, right, or justified. The default

setting is left alignment. Center alignment is often used for titles, headings, and

invitations. Right alignment is often used in tables for dollar amounts and dates. You

can quickly apply any of these alignments using the buttons in the Paragraph group

on the Home tab.

Step-by-Step 8.8

1. If necessary, open H2o1 from your solution files. Save the document

H2O1 as H2o2.

2. Select all of the text in the document, and then click the line spacing

button . Click the 2.0 line spacing option. All of the lines are now

double-spaced. There are still 15 lines in the document, but there is

more blank space between the lines.

3. With all of the text still selected, click the line spacing button and then

click 1.5. The spacing between lines is reduced to 1½ line spacing, and

there is less blank space between each line of text.

4. Position the insertion point in line 14. Click the line spacing button,

and then click Add space before Paragraph. Extra blank space is added

between lines 13 and 14.

5. With the insertion point positioned in line 14, click the line spacing

button again. The next to last option has changed. Click remove space

before Paragraph.

6. Position the insertion point in line 1. Click the line spacing button,

and then click Add space After Paragraph at the bottom of the list of

options. Extra blank space is added between lines 1 and 2.

7. Click the dialog box launcher in the Paragraph group to open the

Paragraph dialog box. Notice that under Spacing, the After box shows

12 pt. Click the down arrow once to reduce the setting to 6 pt. Click oK

to apply the change and close the dialog box. The space between lines 1

and 2 is adjusted.

HEaDS Up

The keyboard shortcuts for single

spacing is Ctrl+1. For 1.5 spacing,

the shortcut key combination is

Ctrl+5; and for double spacing it

is Ctrl+2.

◗ VOCaBUlaRY

alignment

175


8. With the insertion point positioned in line 1, click the Center button

in the Paragraph group. Select all the remaining lines in the document

and then click the Center button. All the lines are centered horizontally

on the page.

9. Position the insertion point in line 8, 9, or 10. Click the Justify button

in the Paragraph group. The text is aligned at both the left and right

margins. Because all three lines are in the same paragraph, the format

is applied to all three lines of text.

10. Select all of the text in lines 12, 13, and 14. Click the Align Text left

button to move the text back to the left margin. Click the Align Text

right button to align the text at the right margin.

11. Select all of the text in lines 1 and 2 and increase the font size to 18.

Select all of the text in lines 4 through 14 and increase the font size

to 14.

12. Deselect the text. Save the changes and close the document.

ExTRa FOR ExpERTS

If you want to set precise measure-

ments for tabs, click the Paragraph

group dialog box launcher, and

then click Tabs to open the Tabs

dialog box.

Setting Tabs and Indents

Tabs are useful for indenting paragraphs and lining up columns of text. Word’s

default tabs are set at every half inch. You can, however, set custom tabs at other

locations. There are four alignment options and a vertical bar for tabs. Table 8–2

describes each of the options.

TAblE 8–2 Options for tabs

TAb sETTing

dEsCriPTion

left tab This is the default tab style; when you begin to enter text at the tab, the text is aligned on

the left and extends to the right

Center tab Text is aligned evenly on either side of the tab position

right tab Text is aligned on the right and extends to the left

decimal tab Numbers with decimals are all aligned at the decimal point, and text aligns on either side

of the tab; a decimal tab can be used to align numbers or text

bar tab This setting does not position the text, but a vertical bar appears in the paragraph at the

tab position; if the tab is formatted for multiple paragraphs, the vertical bar appears in all

the paragraphs to create a vertical line along the column of text or numbers

176


The ruler, which is available from the Show/Hide group on the View tab, can be

used to quickly set tabs, indents, and margins in your document. The ruler is also a

handy reference to see the “true” size of your text and document.

An indent is a space inserted between the margin and where the line of text

appears. You can indent text from the left margin, from the right margin, or from

both the left and right margins. For example, to draw attention to specific paragraphs

in a document, you can indent all the lines of the paragraph from the left and right

margins. If you want the first line of paragraphs to be indented, you can format a

first line indent. A first line indent makes a long document with several paragraphs

easier to read because the reader can easily tell where a new paragraph begins. When

creating a bibliography for a report, you need to format a hanging indent, where the

first line of text begins at the left margin, and all other lines of the paragraph hang, or

are indented, to the right of the first line.

Step-by-Step 8.9

1. Open step8-9 from the data files and save the document as Parks.

Show nonprinting characters and continuous line numbers.

2. Click the View tab and, if necessary, click the View ruler check box

in the Show/Hide group. The ruler is visible when there is a

check mark in the box.

3. Position the insertion point at the beginning of line 3. Press Tab three

times. Although they do not appear on the ruler, default tabs are already

set for every ½ inch. The three tab symbols are spaced every ½ inch.

4. Position the insertion point anywhere in line 4. Click the tab selector

at the left end of the ruler until the Right Tab symbol appears, as


HEaDS Up

When you press Enter to create a

new paragraph, the new paragraph

will include the same paragraph

formats, such as alignment, tabs,

and line spacing.

◗ VOCaBUlaRY

indent

first line indent

hanging indent

HEaDS Up

You can also show the Ruler by

clicking the View Ruler button

at the top of the vertical scroll bar.

Click tab

selector to

change tab

type

Left Indent

marker

Right

Tab symbol

positioned

at 5-inch

marker

Right Indent

marker

FigurE 8–12

Tab symbols

and indent

markers on

the ruler

177


5. Click the 5-inch mark on the ruler (just to the left of the Right Indent

marker). See Figure 8–12. Then drag the Right Indent marker on the

ruler and position it exactly on top of the Right Tab symbol. The tab

symbol will appear on top of the Right Indent marker.

6. Position the insertion point in front of April 11 and press Tab. The date

is now aligned at the right indent, which was moved to the 5-inch mark

on the ruler.

7. Position the insertion point anywhere in line 6. Notice that no tab

markers show on the ruler, and the Right Indent marker is positioned at

the 6.5-inch mark on the ruler. The tab and right indent you set in line 5

was applied to that paragraph only, and that paragraph has only one line

of text.

8. Select all of the text in lines 5 through 24. Be sure to include the para-

graph symbol at the end of line 24.

9. Click the tab selector until the Decimal Tab symbol shows , and then

click the 3-inch mark on the ruler. Then, remove the symbol from the

ruler by dragging it off.

10. With lines 5 through 24 still selected, click the tab selector until the

Right Tab symbol shows, and then click the 5-inch mark on the ruler.

Click and drag the right indent marker to the 5-inch mark on the ruler.

Insert a tab character in front of the dates in line 9 and 16.

11. Select all of the text in lines 4 through 28. Click and drag the left

indent marker to the 1/2-inch mark on the ruler. Notice that the First

Line Indent and Hanging Indent markers also move. See Figure 8–13.

FigurE 8–13

Left Indent Markers on the ruler Margin

marker

Left

Indent

marker

First Line

Indent marker

Hanging

Indent

marker

ExTRa FOR ExpERTS

If you drag the Left Indent marker,

the First Line Indent marker also

moves. When the indent mark-

ers are positioned away from the

margin markers, you can point to

the middle of the margin markers;

a two-headed arrow appears, and

you can drag to change the margin

setting.

12. With lines 4 through 28 still selected, drag the Hanging indent marker

to the ¾-inch mark on the ruler. All lines except the first line of each

paragraph are indented from the left three-quarters of an inch.

13. Deselect the text. Save the changes and close the document.

178


Adding Bullets and Numbers

Bullets are used to list items when order does not matter—an unordered list.

Numbered lists are used to identify steps that should be completed in a specific order,

which are often referred to as an ordered list. Bulleted and numbered lists are auto-

matically formatted with a hanging indent. Word automatically calculates the best

distance for the hanging indent. You can change the bullet symbol, the number style,

or the distance for the hanging indent in the Bullets and Numbering dialog box.

Step-by-Step 8.10

1. Open step8-10 from the data files, and save the document as

Exhibition1.

2. Select the list of eight items under the heading that begins Displays and

Demonstrations. Click the bullets button in the Paragraph group on

the Home tab. Each paragraph in the selection is formatted with a bul-

let symbol. The symbol will vary depending on the symbol last used. If

necessary, click the Bullet button arrow to show the bullet options and

select one of the bullet symbols.

3. Select the list of four items below the next heading that begins A Look

at... and click the repeat button on the Quick Access Toolbar. The last

action (formatting bullets) is repeated, and bullets are applied to the

selected text.

4. Select the list of seven items below the next heading Seminars and

Films. Click the numbering button in the Paragraph group. The

number format varies depending on the format last used. If necessary,

click the Numbering button arrow to show the number format options

and select the number format 1., 2., 3.

5. Deselect the text and position the insertion point at the end of the

last line in the numbered list, 7. Transportation. Press Enter. Word

automatically formats the next paragraph with the number 8 and a

hanging indent. Enter Water conservation.

6. Press Enter, and the next paragraph is formatted for item number 9.

Click the numbering button to toggle the option off.

7. Select the numbered list and click the bullets button. The numbers are

converted to bullets.

8. Save the changes and close the document.

179


Applying Document Formats

Document formats are applied to an entire document. These formats include layout

settings such as margins, page orientation, paper size, and page breaks, and you

will look at adjusting these settings in this lesson. More document formats will be

covered in Lesson 16. Most of the document formats can be accessed in the Page

Setup group on the Page Layout tab, shown in Figure 8–14.

Document

formats

FigurE 8–14 The Page Setup group on the Page Layout tab

◗ VOCaBUlaRY

margin



soft page break

manual page break

Changing the Margins and the Page Orientation

The margin and page orientation formats you choose should be based on the purpose

and content of the document and also on the paper size. If you want more or less

content to fit on a page, you can modify the margin settings. The margin is the blank

space around the edges of the page. The default margin settings are 1 inch for top,

bottom, left, and right margins, but you can easily change those settings.

Portrait orientation formats the content of the document with the short edge

of the page at the top. This is the default setting. You can change to landscape

orientation, which formats the content of the document with the long edge of the

page at the top. Your on-screen document accurately reflects the page orientation

you choose.

Inserting Page Breaks

When you fill a page with text or graphics, Word begins a new page by automati-

cally inserting a soft page break. You can also break pages manually by inserting a

manual page break, which forces a page break at a specific location, regardless of

how much text or graphics are on the page. The location of a soft page break will

change when you add or delete text so that each page remains completely filled with

text. A manual page break will remain where you insert it until it is deleted.

In Print Layout, Outline, and Draft views, the page break is indicated with a

dotted line across the page. In Full Screen Reading view the dotted line does not

appear, but the pages actually look like separate sheets of paper, so you will clearly

see where page breaks are located. You may not see any indication of page breaks at

all in Web Layout view.

180


Step-by-Step 8.11

1. Open the Exhibition1 document from your solution files and save the

document Exhibition1 as Exhibition2.

2. Press Ctrl+A to select all the text in the document. In the Font group,

click the grow Font button three times. All the selected text increases

by three increments.

3. Position the insertion point at the beginning of the third heading,

Seminars and Films. Click the Page layout tab, and click the insert

Page and section breaks button to show a list of options.

Under Page Breaks, click Page to add a manual page break.

4. The paragraph and all of the text below the paragraph now appear on

page 2 of the document. The nonprinting characters reveal a page

break, as shown in Figure 8–15. Click the View tab and then, in the

Zoom group, click the Two Pages button .

HEaDS Up The keyboard shortcut for inserting

a manual page break is Ctrl+Enter.

Page break

5. Click the Page layout tab and then, in the Page Setup group, click the

Page size button to show the page size options. Click an option

for a paper size smaller than 8.5"×11" and the layout will likely change

in the document window. Click the Page size button again, and then

click letter 8.5"×11" to return to the default setting.

6. Click the Margins button in the Page Setup group to show the options.

Click Wide.

FigurE 8–15

A manual page break

in a document

181


HEaDS Up

You can also change margins by

dragging the margin markers on

the ruler.

HEaDS Up

You can use Format Painter to

copy formats from one Word docu-

ment to another Word document.

◗ VOCaBUlaRY

Format Painter

7. Click the Page orientation button in the Page Setup group. Click

landscape. The content is now spread out over three pages. Click the

undo button.

8. Select the paragraph containing the page break and press delete.

9. Click the office button, point to Print, and then click Print Preview.

10. Uncheck the Magnifier option in the Preview group. When this option

is unchecked, you can position the insertion point in the document in

the Print Preview window. Scroll up if necessary and edit the date in the

heading so it reads september 8-10.

11. Click the Margins button and change the setting to normal.

12. Click the shrink one Page button in the Preview group.

The document will be resized so all the content fits on one page.

13. Click the Close Print Preview button on the Print Preview tab.


Using Format Painter When you apply multiple character or paragraph formats to text, and you need to

repeat those formats throughout the document, you want the formats to be consis-

tent. You can use the Format Painter button to quickly copy the formatting to other

text and objects. Format Painter will copy and apply font and paragraph formatting

as well as some basic graphic formatting, such as borders, fills, and shading, which

you will learn more about in Lesson 16.

Step-by-Step 8.12

1. Open step8-12 from the data files and save the document as garden. If

necessary, show the nonprinting characters.

2. Format the first subheading Creating an “Attractive” Garden as follows:

Arial font, 11 point, bold, and underlined with a single line.

3. With the first subheading text selected, including the paragraph marker,

click the Format Painter button in the Clipboard group. The mouse

pointer changes to show a paintbrush when positioned over text.

182


4. Click the first word in the second subheading Tips for Attracting

Butterflies and Hummingbirds. The formats are applied only to the one

word. Also, the mouse pointer no longer displays a paintbrush, so you

cannot continue copying the formats.

5. Select the first subheading text again, and this time double-click the

Format Painter button. The mouse pointer changes to show a paint-

brush, and because you double-clicked the Format Painter button, you

now have unlimited opportunities to copy the formats.

6. Click and drag the mouse pointer to select all of the text of the second

subheading. The copied formats will be applied to all of the selected

text. Click and drag the mouse pointer to select all of the text of the

third subheading, Modifying an Existing Garden. Click the Format

Painter button to turn off Format Painter.

7. Select the first two paragraphs under the title. Justify the alignment of

text. Change the line spacing to 1.5 lines, and format the font as Arial,

10 point. Add space before the paragraphs. With the paragraphs still

selected, double-click the Format Painter button.

8. Click and drag the mouse pointer over all of the paragraphs below each

of the three subheadings, but do not drag across the bulleted and num-

bered lists. The paragraphs should now be justified with 1.5 line spacing

and extra spacing before the paragraphs, and the characters should be

Arial font, 10 point. Press Escape to turn off the Format Painter.

9. Notice that the formatting changes have made the document more than

one page, and Word automatically added a soft page break.


Finding and Replacing Text Scrolling through a long document to locate a specific section of text is time con-

suming. The Find command makes locating text and/or formats easier and more effi-

cient. You can use the Find command to search a document for every occurrence of a

word or phrase or for character and paragraph formats.

When you need to replace or reformat multiple occurrences of the same text,

you can use the Replace command. The replacements can be made individually, or

all occurrences can be replaced at once.

HEaDS Up

To turn off the Format Painter

without applying the format to

other text, click the Format Painter

button again or press Escape.

183


Step-by-Step 8.13

1. Open step8-13 from the data files and save the document as Workout.

If necessary, position the insertion point at the beginning of the

document.

2. In the Editing group, click the Find button . The Find tab in

the Find and Replace dialog box, shown in Figure 13–16, opens.

FigurE 8–16

The Find tab in the Find

and Replace dialog box

HEaDS Up

If you want to search only a spe-

cific portion of a document, you

can select the desired text before

beginning the search.

3. In the Find what text box, enter training, and then click Find next in

the dialog box. The search begins at the location of the insertion point.

Word locates and selects the first occurrence of the search text training.

The dialog box remains open.

4. Click Find next again. Word finds the next occurrence of the search text

in the open document. Click Cancel to close the dialog box.

5. Press and hold shift and press F4. The next occurrence of training is

selected. When you use the Shift+F4 key combination, Word repeats

the last search. This shortcut is convenient because you can continue

searching the same word without leaving the Find and Replace dialog

box open.

6. Position the insertion point at the beginning of the document. Click the

replace button on the Home tab. The Replace tab in the Find

and Replace dialog box appears. Click the More button for more options,

as shown in Figure 8–17. Notice the word training from your last search

still appears in the Find what text box.

184


FigurE 8–17

The Replace tab in the Find and

Replace dialog box with more

options

Click for

format

options

7. In the Find what text box, enter work out to replace training. With the

insertion point still in the Find what box, click the Format button in the

dialog box, and then click Font to show the Find Font dialog box, shown

in Figure 8–18.

HEaDS Up The keyboard shortcuts to execute

the Find command are Ctrl+F.

Use Ctrl+H to execute the Replace

command.

Click to apply

bold and

italic formats

8. Under Font style, click bold, and then click oK. Notice that Font: Bold

appears under the Find what box on the Replace tab. Word will now

search for all occurrences of work out with the bold format.

FigurE 8–18

The Find Font dialog box

185


9. In the Replace with box, enter workout. With the insertion point still in

the Replace with box, click the Format button and click Font. In the

Replace Font dialog box, click bold italic, and then click oK. The search

text will be replaced with the new text formatted bold and italic.

10. Click Find next in the dialog box. The first occurrence of the bold

text work out is selected. Click Find next again. No replacements are

made in the document, and the next occurrence of the search text is

selected.

11. Click replace in the dialog box. The selected text is replaced with

workout, formatted bold and italic, and the next occurrence of work out

is selected.

12. Click replace All in the dialog box. Word replaces all occurrences of the

search text with the replacement text. A message box opens indicating

that three replacements were made. Click oK to close the message box.

13. Position the insertion point in the Find what box and click no Formatting

at the bottom of the Find and Replace dialog box. Position the insertion

point in the Replace with box and click no Formatting to remove the for-

mats. Click Find next once to complete a search without formats. This

clears the format settings from the Find what and Replace with boxes so

your next search does not include formats. Click Yes in the message box

and then close the dialog box.

14. Click less to hide the options in the dialog box, and then close the dia-

log box. Save the changes and then close the document.

186


suMMArY

In this lesson, you learned:

n When you add new text in Insert mode, the new characters

are inserted between existing text. When text is entered in

Overtype mode, the new text replaces existing text.

n The Undo, Redo, and Repeat commands make editing easy

when you make mistakes, change your mind, or repeat actions.

n Selected text can be copied or moved from one location in a

Word document to a new location in the same document, to

a different Word document, or to another application. Drag-

and-drop editing is especially helpful when you are moving or

copying text short distances.

n When you use the Cut, Copy, and Paste commands, Word

stores the selected text on the Clipboard, which stores up to

24 items.

n Word checks spelling and grammar as you enter text.

n Formatting a paragraph for left, center, right, or justified

alignment positions the text appropriately between the left and

right margins.

n You can use the ruler to format tabs and indents.

n The Bullets and Numbering feature automatically adds and

formats bullets and numbers in lists.

n The page orientation determines how the document is printed

on the page. Adjusting the margins affects the blank space

around the edges of the page.

n The Find command makes searching for text easy and efficient.

The Replace command replaces multiple occurrences of search

text automatically.

VoCAbulArY rEViEW

Define the following terms:

alignment

Clipboard


edit

first line indent

font

format

Format Painter

hanging indent

indent

Insert mode


manual line break

manual page break

margin

Overtype mode

points


select

soft page break

rEViEW QuEsTions

TruE / FAlsE

Circle T if the statement is true or F if the statement is false.

T F 1. You can make several font changes at the same time by using the Font dialog box.

T F 2. You cannot edit a document while viewing the document in Print Preview.

T F 3. Word defines a paragraph as any amount of text that ends with a paragraph marker.

T F 4. If you hold down Ctrl as you drag and drop text, the selected text will be copied instead of moved.

T F 5. Portrait orientation is the default setting for Word documents.

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MulTiPlE CHoiCE

Select the best response for the following statements.

1. A makes a long document with several paragraphs easier to read, because the reader can easily tell where a new

paragraph begins.

A. first line indent C. paragraph marker

B. hanging indent D. line number

2. orientation formats the content of the document with the long edge of the page at the top.

A. Horizontal C. Portrait

B. Landscape D. Layout

3. refers to how text is positioned between the left and right margins.

A. Line format C. Line adjustment

B. Alignment D. Line spacing

4. A(n) is the space inserted between the margin and the line of text.

A. first line indent C. hanging indent

B. indent D. manual line break

5. Bulleted and numbered lists are automatically formatted using a indent.

A. left C. first line

B. right D. hanging

Fill in THE blAnK

Complete the following sentences by writing the correct word or words in the blanks provided.

1. When you use the Copy or Cut commands, the selected text is stored on the .

2. In mode, new text is inserted between existing text.

3. The size of the font is measured in .

4. Word automatically inserts a(n) when a page is full.

5. The is the blank space around the edges of a page.

ProJECTs

ProJECT 8–1

1. Open Project8-1 from the data files. Save the document as

Languages. If necessary, show nonprinting characters.

2. Scroll down the page and notice that there is a course

title separated from its description. Cut the Japanese for

Beginners title from its current location and paste it above the

course description that begins Build a solid foundation for

communicating in Japanese.

3. Remove the extra blank line that remains above the English as

a Second Language heading after you moved the Japanese for

Beginners heading.

4. According to the director’s notes, Spanish for Beginners and

Japanese for Beginners are offered on the same day and time

and for the same number of weeks. You need to add informa-

tion to both class descriptions.

a. Copy the class dates, September 25–November 13, that

appear below the Japanese instructor’s name. Do not

include the paragraph marker at the end of the dates in the

selection.

b. Position the insertion point below the Spanish instructor’s

name and paste the dates. Press Enter to insert a blank line

below the dates.

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c. Position the insertion point after the Spanish instructor’s

name, Ken Grazzi, and press Enter to insert a new line.

Enter Tuesday, 6-8 p.m..

d. Position the insertion point after the Japanese instructor’s

name, Hiroki Sasaki, and use the Repeat command. Word

should move to a new line and insert the same day and time

you entered for the Spanish class.

5. Show the Clipboard task pane, and clear all the items from

the Clipboard. Copy to the clipboard the name of the German

for Beginners instructor and the fee for the German for

Beginners class.

6. Paste the German instructor’s name after the course number

for Continuing German for Beginners.

7. All classes have the same fee, so you can paste the class fee

after the dates for each class.

8. The director’s notes indicate that Ken Grazzi may not be able

to teach the Spanish class. Delete his name.

9. You just received an e-mail from the director, and you learn

that Mr. Grazzi will be able to teach the class after all. Use

Undo to restore his name.

10. Using cut and paste and/or drag-and-drop editing, reorganize

the information so that the classes are listed alphabetically by

class title.

11. Hide the Clipboard task pane, save the changes, and close the

document.

ProJECT 8–2 1. Open Project8-2 from the data files. Save the document as

Oak Creek.

2. Change the page orientation to landscape. Change the top and

bottom margins to 1 inch, and the left and right margins to

2 inches.

3. Center the first eight lines of text, beginning with Oak Creek

Recreation Commission and ending with Mt. Washington

Recreation Center.

4. Format the centered text as follows:

a. Change the font style of the first line (Oak Creek Recreation

Center) to bold and the font size to 28 points.

b. Change the size of the next two lines (Community Center

and Program Guide) to 20 points.

c. Change the size of the next line (Fall) to 20 points and

apply bold style.

d. Change the size of the last four centered lines to 20 points.

5. Position the insertion point in front of the word Contents and

insert a page break. On the new page, format the word Contents

as 20 point bold.

6. Select all of the text below the Contents heading and then set a

right tab at the 6.5-inch mark on the ruler. Format the program

listings as follows:

a. Apply bold and italic formatting to the first three lines of text

below the Contents heading (Registration, Memberships,

and Hours) and the last two lines of text (Special Events

and Community Meetings). Change the size of these lines to

12 points and the font to Arial. Include the page numbers in

all formatting changes.

b. Apply bold and underline formatting to the head-

ings (including the page number) for each age group

(ELEMENTARY PROGRAMS, TEEN PROGRAMS, and

ADULT PROGRAMS). Change the size of these headings to

12 points and the font to Arial.

c. Apply a 0.25-inch left indent to the lists of programs under

each age group heading and change their size to 12 points.

7. View the document in Print Preview. You decide that the first

page could be spread out a little to fill up more of the page.

Add blank lines as desired to improve the look of the first page.

Close Print Preview.

8. If necessary, delete blank paragraphs at the end of the docu-

ment, or adjust the document margins, to fit all the content on

two pages.

9. Save your changes and close the document.

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TEAMWorK ProJECT The fonts you use to format a document can be divided into two

types: serif and sans serif. Serif faces are often used for the main

body of a document, and sans serif faces are used for headings and

other display items. Learn more about the differences between these

two types of typefaces with a partner.

1. With your partner, decide who will research serif typefaces and

who will research sans serif typefaces.

2. Use the Web, an online encyclopedia, or other references to read

about typography, the art of designing typefaces. Concentrate

on your chosen typeface, either serif or sans serif.

3. You and your partner should be able to answer these questions

after your research:

a. What is a serif?

b. What is the main difference between a serif typeface and a

sans serif typeface?

4. Select a paragraph of text and a heading from any source and

enter the material using the type of typeface you have been

studying (you use serif, for example, and your partner uses

sans serif). Copy the text several times and apply different

fonts of either serif or sans serif to each copy.

5. With your partner, decide which of the fonts is most readable

and appropriate for each type of text.

CriTiCAl THinKing

ACTiViTY 8–1

You have been copying multiple items to the Clipboard. You learned

in this lesson that the Clipboard holds up to 24 items. What do you

think happens when you copy a 25th item? Use the Help feature to

see if your answer was correct.

ACTiViTY 8–2

If you completed Project 8-2, you had to add blank lines to center

the text vertically on the first page of the document. There is another

way to center text vertically. Use Word’s Help feature to find out

how to do this. Using Word, write a brief explanation of the steps

you need to take. What would happen to the second page of the Oak

Creek document if you follow these steps? Describe at least two

other types of documents in which you could use this feature.

onlinE disCoVErY

Selecting and copying text on a Web page is very similar to select-

ing and copying text in a Word document. Open a Web page that

shows an article with several paragraphs of text. Refer to Table 8–1,

and test all the select text options listed in the table, noting whether

each option works or doesn’t work in a Web page. Then, open a new

blank Word document and test copying text from the Web page and

pasting the selected test into the Word document. Write a brief sum-

mary describing what is similar when selecting and copying text in

Word and in Web pages.

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