Key Applications Module Lesson 12 — Word Essentials Computer Literacy BASICS

Computer Literacy BASICS Objectives Create a new document. Enter text in a document. Select text. Display nonprinting characters. Change views in the document window. Add comments and print a document with its comments. Track changes made to a document. Computer Literacy BASICS

Computer Literacy BASICS Vocabulary Comment Default Normal view Print Layout view Strikethrough Toggle Web Layout view Word wrap Computer Literacy BASICS

Creating a New Document in Word A new, blank document displays when Word starts. The document is titled Document1 until you use the Save As command to assign it a new filename. The Getting Started pane shown at right also may display when you open Word. Computer Literacy BASICS

Creating a New Document in Word (cont.) After you open Word, you can click the Create a new document link in the Getting Started task pane to open another new document with default settings. You can also click the New Blank Document button on the Standard toolbar to create a new document in Word. Computer Literacy BASICS

Entering Text in a Document As you enter text, the insertion point moves to the right. Word automatically flags spelling and grammar errors as you type. A red wavy underline is a spelling error. A green wavy underline is a grammar error. Computer Literacy BASICS

Entering Text in a Document (cont.) You can use the Backspace key to delete characters to the left of the insertion point and then you can rekey the text correctly. As you reach the end of a line, Word wraps the text to the next line if you keep typing. To insert a blank line between paragraphs, press the Enter key twice. Computer Literacy BASICS

Moving Through the Document To scroll: Drag the vertical and horizontal scroll boxes. Click the scroll arrows. Click in the scroll bar channel. To reposition the insertion point: Move the pointer to the desired location. Click the mouse button. Computer Literacy BASICS

Keyboard Shortcuts for Moving the Insertion Point Computer Literacy BASICS

Computer Literacy BASICS Selecting Text You select text to identify blocks of text you want to move, copy, delete, or replace. A block of text can be a single character, a word, a paragraph, or an entire document. The Select All command on the Edit menu (or Ctrl + A) will select everything in a document. Computer Literacy BASICS

An Example of Selected Text Selected text appears highlighted in the document. Computer Literacy BASICS

Using the Mouse to Select Text Computer Literacy BASICS

Nonprinting Characters Letters, numbers, and graphics appear on your screen just as they will look when printed. There are other characters called nonprinting characters because, although you can display these symbols on the screen, they do not print. Computer Literacy BASICS

Nonprinting Characters (cont.) The Show/Hide ¶ button on the Standard toolbar enables you to turn the display of these nonprinting characters on or off. Nonprinting characters include hard returns (or line breaks), blank spaces, page and section breaks, and tab and indent markers. Computer Literacy BASICS

Nonprinting Characters (cont.) Paragraph symbol indicates a line break or hard return Tab symbol New page indicator Word space symbols Computer Literacy BASICS

Computer Literacy BASICS Changing Views in Word You can change views in any Office application from the View menu. Word offers several different options for viewing a document: Normal view is the default view in Word, and it provides a simple layout so you can enter and edit text quickly. Print Layout view shows how a document will look when it is printed. Computer Literacy BASICS

Other Views Available in Word Web Layout view displays a document as it would appear in a Web browser. Reading Layout view displays a document as if you were reading a book, with just a few command buttons on a toolbar at the top of the document. Outline view arranges text in classic outline form, using heads as main points in the outline, with subheads and text providing entries in other levels. Computer Literacy BASICS

Computer Literacy BASICS Zoom Options Word provides magnification options to make the text and graphics in a document smaller or larger. Use the Zoom command on the View menu to open the Zoom dialog box and select from the options there. The Preview screen and text preview panel in the Zoom dialog box allow you to see how changes you select will display. Computer Literacy BASICS

Computer Literacy BASICS Comments A comment is a note added to the text, in a balloon viewable in the document’s margin. Comments are indicated with highlighting in the text. You can add a comment anywhere in a Word document by selecting Comment from the Insert menu, or click the Comment button on the Reviewing toolbar. A comment in text margin Computer Literacy BASICS

Computer Literacy BASICS Comments (cont.) To make it easier to insert comments in text quickly, display the Reviewing toolbar by selecting it from the Toolbars submenu on the View menu. The initials in the comment box indicate who has written the comment. Comments are numbered in order in the document. Computer Literacy BASICS

Computer Literacy BASICS Comments (cont.) You can print comments in a document in Print Layout view: On the File menu, click Print. Look for the Print what box at the lower left in the Print dialog box and select Document showing markup from the drop-down list. Computer Literacy BASICS

Computer Literacy BASICS Track Changes The Track Changes feature indicates where text has been inserted, deleted, or changed in a document. To turn on the Track Changes feature, select it from the Tools menu, which turns on the feature and adds the Reviewing toolbar to the toolbars above the document window at the same time. Computer Literacy BASICS

Using the Comments and Track Changes Features Comments and revisions are visible in the document when you use the reviewing tools to add notes or track changes. You can hide the revisions and comments by selecting the Markup command on the View menu. If the changes are visible, clicking Markup will hide them. If changes are hidden, clicking the command will show them again. Computer Literacy BASICS

Using the Comments and Track Changes Features (cont.) After changes and notes are added to a document, it is usually passed on to another person to make a decision about the revisions and comments. To review changes and comments, first display them using the Markup command. Use the buttons on the Reviewing toolbar to then accept or reject the changes. Computer Literacy BASICS

Computer Literacy BASICS The Reviewing Toolbar Previous Accept Change Track Changes Next Reject Change Insert Comment The Previous and Next buttons on the Reviewing toolbar let you move forward or backward to view revisions and comments one by one. The Accept button lets you accept a revision and make the change, and the Reject button rejects a change or deletes a comment. Computer Literacy BASICS

Computer Literacy BASICS Summary A blank Word document opens when you open the Word application, and you can open additional documents from the Getting Started task pane or by using the New Blank Document button on the Standard toolbar. Word automatically wraps text to the next line when the line of text extends beyond the right margin. Computer Literacy BASICS

Computer Literacy BASICS Summary (cont.) When you scroll through the document, the insertion point does not move. To reposition the insertion point, you can use either the mouse or the keyboard. You can use the mouse or keyboard shortcuts to move through a document. Computer Literacy BASICS

Computer Literacy BASICS Summary (cont.) Text must be selected before you can move, replace, copy, or delete it. Text can be selected using the mouse or the keyboard. The Show/Hide ¶ button on the Standard toolbar toggles the display of nonprinting characters such as tab and indent symbols, blank spaces, page and section breaks, and paragraph marks. Computer Literacy BASICS

Computer Literacy BASICS Summary (cont.) The View menu has several options you can choose to change the display of a document. Comments are electronic notes that can be added to a document to provide information that is not part of the text. The notes appear in balloons in the margin of the document. Computer Literacy BASICS

Computer Literacy BASICS Summary (cont.) The Track Changes feature allows you to clearly see changes made to a document, and you can hide or show comments and changes using the Markup command on the View menu. You can print a document with or without visible revisions and comments by selecting different options in the Print dialog box. Computer Literacy BASICS

Computer Literacy BASICS Quick Quiz 1. True or False? You can only have one Word document window open at a time. Computer Literacy BASICS

Computer Literacy BASICS Answer: False Computer Literacy BASICS

Computer Literacy BASICS 2. Why does Word display red or green wavy lines under some of the words in a document? Computer Literacy BASICS

Computer Literacy BASICS Answer: A red wavy line identifies a word that may be misspelled. A green wavy line identifies a possible grammatical error. Computer Literacy BASICS

Computer Literacy BASICS 3. How do you select a complete sentence? Computer Literacy BASICS

Computer Literacy BASICS Answer: Hold down the Ctrl key and then click anywhere in the sentence. Computer Literacy BASICS

Computer Literacy BASICS 4. What is the keyboard shortcut for selecting an entire document? Computer Literacy BASICS

Computer Literacy BASICS Answer: Ctrl + A Computer Literacy BASICS

Computer Literacy BASICS 5. All of the following are nonprinting characters you can display in a Word document using the Show/Hide ¶ button except the _______________. A. tab symbol B. paragraph symbol C. new page indicator D. margin indicators Computer Literacy BASICS

Computer Literacy BASICS Answer: D Margin Indicators Computer Literacy BASICS

Computer Literacy BASICS 6. _______________ view shows a simplified layout of the page and is the default view in Word. Computer Literacy BASICS

Computer Literacy BASICS Answer: Normal Computer Literacy BASICS

Computer Literacy BASICS 7. How do you find and read a comment in a Word document? Computer Literacy BASICS

Computer Literacy BASICS Answer: Look for a highlighted word in the text, and then follow the dashed line from the highlighted word to read the comment displayed in a balloon in the margin. Computer Literacy BASICS

Computer Literacy BASICS Discussion Question #1 How have word-processing programs, such as Word, changed the way documents are created and shared? Computer Literacy BASICS

Computer Literacy BASICS Discussion Question #2 Which view in Word do you think you will use most often as you create and work with documents? Explain why you think this will be the most useful view for you. Computer Literacy BASICS

Computer Literacy BASICS Discussion Question #3 Word’s Comments feature allows you to add notes to a document, similar to how you might add a stick-on note to a paper document. Do you think it would be easier to review and answer or deal with the comments in an electronic document or a paper document? Explain your reasoning. Computer Literacy BASICS