McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Office Word 2007 Lab 2 Revising and Refining a Document

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Objectives 1.Use Spelling and Grammar tool and the Thesaurus 2.Move, cut and copy text and formats 3.Control document paging 4.Find and replace text 5.Insert the current date 2-2

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Objectives 6.Change indents, line spacing, and margins 7.Create a tabbed table 8.Add color highlighting and underlines to text 9.Create numbered and bulleted lists 2-3

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Objectives 10.Create and use Building Blocks 11.Insert and modify Shape 12.Edit in Print Preview 13.Print a document 2-4

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Concept Preview Thesaurus Move & Copy Page Break Find & Replace Field Indents Line Spacing Bulleted and Numbered Lists Sort Word Page Margin 2-5

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Outline Revising a Document –Spell-Checking the Entire Document –Using the Thesaurus Moving and Copying Selections –Using Copy and Paste –Using Cut and Paste –Using Drag and Drop –Copying Between Documents 2-6

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Outline Controlling Document Paging –Inserting a Hard Page Break Finding and Replacing Text –Finding Text –Replacing Text 2-7

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Outline Inserting the Current Date Modifying Page Layout –Indenting Paragraphs –Setting Tab Stops –Adding Leading Characters –Changing Line Spacing 2-8

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Outline More Character Formatting –Adding Color Highlighting –Underlining Text –Copying Formats with Format Painter Creating Lists –Numbering a List –Bulleting a List –Sorting a List 2-9

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Outline Using Quick Parts –Using Supplied Building Blocks –Creating a Custom Building Block Adding and Modifying Shapes –Inserting a Shape –Filling the Shape with Color –Adding Text to a Shape –Removing Hyperlinks –Moving an Object 2-10

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Outline Previewing and Editing Multiple Pages Setting Page Margins Printing the Document Key Terms FAQS Discussion Questions 2-11

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Revising a Document 2-12

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Spell-Checking the Entire Document 2-13

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Spelling and Grammar Dialog Box Suggestions list box – Displays words located in the dictionary –Most likely match is highlighted Change spelling of the word to one of the suggested spellings 2-14

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Concept 1 A reference tool used for selected words or phrases Provides –Synonyms –Antonyms –Related words Enhances your document by adding interest and variety 2-15 Thesaurus

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Synonym Submenu 2-16

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Research Pane 2-17

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Moving and Copying Selections Using copy and paste Using cut and paste 2-18

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Concept 2 Text and graphics can be moved or copied –To a new location –Between documents Source – original location Destination – new location Clipboards –System –Office 2-19 Move and Copy

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Using Copy and Paste Copy selection is inserted at specified location Paste Options button appears automatically 2-20

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Paste Options Insert item with the same source formatting or… Change item to formatting of surrounding destination text or… Insert text only –Used when there is a combination of text and graphics 2-21

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Using Cut and Paste 2-22

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Using Drag and Drop Most useful for copying or moving short distances Point to a selection Drag it to new location 2-23

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Copying Between Documents 2-24

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Controlling Document Paging New page started when text extends beyond bottom margin Beginning of a new page is identified by a page break 2-25

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Concept 3 Point where one page ends and another begins Two types –Soft page break Done automatically –Hard page break Done manually Location is never moved regardless of changes made to the document 2-26 Page Break

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Inserting a Hard Page Break 2-27

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Finding and Replacing Text 2-28

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Concept 4 Find text in a document and replace it with other text Can find and replace … –Special formatting such as bold text –Formatting marks –Special characters –Symbols 2-29 Find and Replace

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Search the Entire Document 2-30

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Search Options 2-31

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. The Reading Highlight Feature 2-32

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Replacing Text Replace With text box allows you to enter replacement text Text must be entered exactly as you want it to appear 2-33

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Inserting the Current Date 2-34

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Concept 5 A placeholder Instructs Word to insert information into a document Field codes –What information to insert or action to perform –Appear between curly brackets { } Field result –Displayed as a result of the field code 2-35 Field

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Field Code Many are automatically inserted Makes it easier and faster to perform many common functions 2-36

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Modifying Page Layout Paragraph settings –Indents –Line spacing Page margin settings Page background colors Themes Vertical alignment Orientation of text 2-37

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Concept 6 Indents help the reader find information quickly Indent paragraphs from the margins Indenting paragraphs sets them off from the rest of the document 2-38 Indents

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Types of Indents 2-39

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Simultaneous Indenting 2-40

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Setting Tab Stops 2-41

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Adding Leader Characters 2-42

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Changing Line Spacing 2-43

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Concept 7 Adjusts vertical space between lines of text Helps sets off areas of text from others When increased, makes it easier to read and edit text Spacing is adjusted if line includes a graphic object 2-44 Line Spacing

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. More Character Formatting Color Highlighting Underlining 2-45

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Copying Formats with Format Painter Applies the formats associated with the current selection to new selections Quickly applies the same format to other text Can be applied to entire paragraphs, characters, or words 2-46

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Creating Lists 2-47

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Concept 8 Lists organizes information Helps to make things clear Word includes many basic bullet and number formats Can create customized designs 2-48 Bulleted and Numbered Lists

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Types of Lists Bulleted list Numbered list Outline numbered list 2-49

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Numbering a List Bullet and number formats indent the items automatically Numbering gallery available –Contains seven built-in styles –Numbers followed by periods is the default Other options –Change indent level –Customize appearance –Set a new start number 2-50

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Concept 9 Word can arrange or sort text, numbers, or data in lists or tables –Alphabetical order –Numeric order –Date order Sort order –Ascending –Descending 2-51 Sort

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Sorting Rules 2-52

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Using Quick Parts Quickly insert text and graphics that you use frequently Includes reusable pieces of content or document parts –Called building blocks Supplied with Word Can create your own –Gives you a head start in creating content 2-53

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Using Supplied Building Blocks 2-54

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Creating a Custom Building Block 2-55

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Adding and Modifying Shapes Ready made shapes supplied by Word To see and create, use Print Layout view In Draft view, AutoShapes are not displayed 2-56

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Inserting a Shape 2-57

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Filling the Shape with Color 2-58

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Adding Text to a Shape 2-59

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Moving an Object 2-60

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Previewing and Editing Multiple Pages 2-61

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Setting Page Margins 2-62

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Concept 10 A blank space around the edge of a page Standard single-sided documents have four margins: –Top –Bottom –Left –Right Gutter margins are used for book binding Page Margin

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Margins Default document setting for the left and right margins is 1 inch Use the Page Setup group to make changes Mirrored option used for double-sided documents with facing pages, such as a book 1- 64

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Margin Setting Options 1- 65

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Printing the Document 2-66 Quick Print

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Key Terms active window antonym building blocks bulleted list case sensitive destination drag and drop field field code field result Format Painter hard page break hyperlink indent leader character line spacing 2-67

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Key Terms continued numbered list Office clipboard outline numbered list page break page margin soft page break sort source synchronized synonym system Clipboard tab stop thesaurus URL 2-68

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. FAQs 1.Why are some words underlined in red in my document? 2.How many items can the Office Clipboard store? 3.What is the difference between Copy and Paste and Cut and Paste? 4.Is there a quick way to move a word to a different location in the document? 2-69

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. FAQs 5.How can I synchronize windows when I am copying between documents? 6.What is the difference between a soft page break and a hard page break? 7.How does the Find and Replace feature work? 2-70

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. FAQs 8.How can I insert the current date on my document? Can the date be updated automatically? 9.What are the types of paragraph indents available in Word 2007? 10.What is the Format Painter? 11.What are tab stops and how do I use them? 2-71

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. FAQs 12.What are Leader characters? 13.My document looks too crowded. How can I add more space between the lines of text ? 14.How does the Quick Parts feature work? 15.I created a list but it is not in order. How can I rearrange the order? 2-72

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Discussion Questions 1.Explain how to use Word's five tab types. Give examples of each. 2.Describe what custom building blocks you can create for a report ? 3.Explain how you can open and use multiple Word files at the same time. 4.Discuss what features in Word can help you to create books and magazines. 2-73

McGraw-Hill Career Education © 2008 by the McGraw-Hill Companies, Inc. All rights reserved. Discussion Questions 5.The Find and Replace feature and the Format Painter allow you to modify your document. Explain how to use each of these features. 6.You want to make your class report look more exciting. What features in Word 2007 can you use to enhance your document? 2-74