Skills for Success with Microsoft Office 2013 Volume 1

Skills for Success with Microsoft Office 2013 Volume 1
by Kris Townsend, Catherine Hain, and Stephanie Murre Wolf Word Chapter 1 Create Letters and Memos Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.
Skills Type Letter Text Apply Styles and Set Grammar and Spelling Options Select and Insert Text Copy, Cut, and Paste Text Check Spelling and Grammar The skills of this chapter are: Type Letter Text Apply Styles and Set Grammar and Spelling Options Select and Insert Text Copy, Cut, and Paste Text Check Spelling and Grammar The skills continue on the next slide. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skills (cont.) Check Writing Style and Insert Synonyms Use Format Painter Apply Advanced Font Settings Create Document Footers Save Documents as PDF Files Additional skills include: Check Writing Style and Insert Synonyms Use Format Painter Apply Advanced Font Settings Create Document Footers Save Documents as PDF Files Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 1: Type Letter Text
Microsoft Office Word is one of the most common productivity programs that individuals use on a computer. It is used to create documents such as memos, reports, letters, and mailing labels that can include tables and graphics. Word offers the ability to add emphasis to text by changing the font and font size, and offers spelling and grammar tools. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 1: Type Letter Text (cont.)
As shown here, to see where paragraphs begin and end, it is helpful to display formatting marks, which are characters that display in your document to represent nonprinting characters such as paragraphs, spaces, and tabs. The paragraph mark indicates the end of a paragraph and will not print. Another feature is the Show/Hide button, which is a toggle button. A toggle button is a button used to turn a feature both on and off. Because many elements in the Word window adjust to your monitor size and personal settings, you may need to change your window size, exit Reading Mode, or disable Full Screen Mode to match the figures in this book. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

The formatting marks displayed in the figure show that the letter has eight paragraphs—three for the letterhead, one for the date, and four blank paragraphs. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Word provides automatic spell check. You can see the spelling tool flags Gato by underlining it with a wavy red line even though it is spelled correctly. Word also provides word wrap, which is an automatic function that enables you to type continuously without pressing Enter at the end of every line. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

When you use the Save As feature be sure to click the location and folder where you will save your work. The name you choose for the document will display at the top of the page. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 2: Apply Styles and Set Grammar and Spelling Options
Text can be formatted quickly by applying styles, which are pre-built collections of formatting settings that can be assigned to text. Be sure to look for flagged errors—wavy lines indicating spelling or grammar errors. If you right-click these flagged errors you will see a list of suggestions for fixing them. Red wavy lines indicate words that have been flagged as possible spelling errors, and the shortcut menu provides suggested spellings, including the option to ignore all. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 2: Apply Styles and Set Grammar and Spelling Options (cont.)
Word provides many formatting styles on the ribbon. As shown, on the Home tab in the Styles group the Normal style has an extra space after each paragraph. The No Spacing style does not apply this extra space after each paragraph, and the extra space between the lines of the letterhead has been removed. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

As shown, four options are selected in the Word Options dialog box, which is open to the Proofing option. In this option you can change how Word corrects and formats your text. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

In the same Word Options dialog box, next to Writing Style select the Settings button to allow you to customize the Grammar Settings in the grammar settings dialog box. You can customize the types of errors that should be flagged as you work with a document, such as subject-verb agreement. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 3: Select and Insert Text
To apply paragraph formatting such as centering the letterhead you do not need to select the entire paragraph, but to apply formatting to two or more paragraphs at the same time you will need to select all the paragraphs. You can select a single word by double-clicking, and you can select a single paragraph by triple-clicking. When you select a word or paragraph by double- or triple-clicking the mini toolbar displays. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 3: Select and Insert Text (cont.)
Word also provides other options to select entire paragraphs. You can move the cursor to the left of the text and when the pointer displays you can drag straight down to select the paragraph or paragraphs. With the paragraph selected you can apply the No Spacing style. The amount of space between letter elements is specified by the style rules that your letter is following. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Word allows you to replace words by selecting them by double-clicking and typing in the new word or words. Inserting full paragraphs is as easy as placing the insertion point at the end of a paragraph and typing. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Word provides multiple ways to select all of the text in a document. Using the Home tab and the Editing group you can select all. Alternately, you can use the keyboard shortcut by pressing the Ctrl key and A key at the same time. The text that is selected will be highlighted in gray, which will help you not make the mistake of typing over all of your text. If this does happens you can use the Undo button to fix this mistake. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 4: Copy, Cut, and Paste Text
Using Word you can force a page to end at the location that you specify. This is called a manual page break. The page break is visible only when formatting marks or nonprinting characters are visible. The Breaks button is located on the Page Layout tab on the Ribbon. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 4: Copy, Cut, and Paste Text (cont.)
Word allows you to cut, copy, and paste with ease. The copy command places a copy of the selected text or object in the clipboard, which is a temporary storage area that holds text or an object that has been cut or copied. The Paste button has two parts, the Paste button and the Paste arrow that displays your paste options. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

When you paste, you insert a copy of the text or object stored in the clipboard and the Paste Options button displays near the pasted text. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

The Cut command deletes the selected text or object and places a copy in the Office clipboard. You can then move the text by cutting it and then pasting it somewhere else as shown. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 5: Check Spelling and Grammar
When you are done typing the text of a document, it is a good idea to run the Spelling & Grammar checker to check for potential errors. It is located on the Review tab in the Proofing group. It will display the errors in a task pane on the right side of the window, showing the error and suggested solution and description of the error. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 5: Check Spelling and Grammar (cont.)
When a misspelled word is encountered, you can replace it with one of the suggested spellings or add it to the custom dictionary. Words added to the custom dictionary will not be flagged as spelling errors. If you accidentally add a misspelled word to the dictionary, you can open the dictionary from the Options dialog box and delete the word. The Spelling task pane often displays definitions to help you decide if the suggested spelling is the correct choice. By signing in to your Microsoft account, you can access additional online dictionaries. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Many grammar errors are explained in the Grammar pane so that you can make an informed decision to ignore or accept the suggested change. The word employees is flagged because it should have an apostrophe to indicate possessive use, which is explained in the Grammar pane. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

When all flagged errors have been changed or ignored, the task pane will automatically close and a message will display indicating that the check is complete. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 6: Check Writing Style and Insert Synonyms
Word can help improve your writing style by using the Style Checker to find weaknesses. In the Word Options dialog box, click Proofing to display Writing Style Options. By clicking the Recheck Document button, you can run the Spelling & Grammar checker again and previously ignored errors will again be flagged. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 6: Check Writing Style and Insert Synonyms (cont.)
As shown above, when you recheck the document it may show ignored use of passive voice. Although passive voice is not a grammatical error, too much use of passive voice weakens your writing. Some instances can be ignored by not selecting the suggested change in the shortcut menu. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Inserting synonyms is done by right-clicking on the word you want to replace. A command displays a submenu with alternate word choices. This allows Word’s Thesaurus to be accessed quickly. A thesaurus lists words that have the same or similar meaning to the word you are looking up. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 7: Use Format Painter
Word offers a quick and easy way to apply a set of formatting choices from one area of a document to another using the Format Painter. Formatting document text helps organize the document visually without detracting from its message. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 7: Use Format Painter (cont.)
The Format Painter in Word allows you to copy a collection of formatting settings to other text in the document. Highlight the formatting you wish to copy, select the Format Painter button located on the Home tab in the Clipboard group, and then move to the area you wish to copy formatting. Drag the painter icon across the text to apply the formatting. When you release the left mouse button, Format Painter will no longer be active. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

The Format Painter can also remain active by double-clicking on the Format Painter button. In this manner you can use Format Painter multiple times to format headings and other document elements. You can then release the Format Painter by pressing Esc, clicking Undo, or pressing Ctrl + Z . Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

The most common formatting options Word offers are the following: Font is a set of characters with a common design. Font size is the size of the characters typically measured in points. Bold is the extra thickness applied to characters to emphasize text. Italic is a slant applied to characters to emphasize text. Underline is a line under characters used to emphasize text. Text effects is a set of decorative formatting applied to characters. Highlight color is the shading applied to the background of characters. Font color is the color applied to the characters. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 8: Apply Advanced Font Settings
Word offers the ability to apply advanced font settings by using the Font Dialog Box Launcher. These dialog boxes often contain commands that are not on the Ribbon. Many of these dialog boxes can by launched from their Ribbon group. For example, the Font Dialog box can be opened by clicking the Dialog Box Launcher button in the Font group. When you point to a Dialog Box Launcher button, the name of the dialog box and the name of the keyboard shortcut that opens it display. A thumbnail of the dialog box displays next to its description. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 8: Apply Advanced Font Settings (cont.)
As shown, in the Font dialog box under Font styles the small caps effect displays all characters in uppercase while making any characters originally typed as an uppercase letter taller than the ones typed as lowercase characters. Small caps is an alternate to using bold or italic to emphasize text. A preview of the effect displays at the bottom of the Font dialog box. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Advanced settings are also available in the Font Dialog box. Shown is the spacing between characters that are measured in points. Points are a unit of measure with 72 points per inch. Here, the characters will have an additional 3 points of space between them. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

An example of using the Advanced Font Dialog box would be in formatting the letterhead of an organization. An organization’s letterhead is typically formatted differently than the rest of the letter to make it stand out. Here, the text is centered and the department’s name has been expanded and stretched. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 9: Create Document Footers
A header and footer are reserved areas for text, graphics, and fields that display at the top (called a header) or bottom (called a footer) of each page in a document. You can insert a built-in header or footer, or you can create your own custom header or footer. You can quickly insert a footer by selecting a built-in one from the Footer gallery. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 9: Create Document Footers (cont.)
Word allows you to create or edit your own custom footer by making the footer area active. You can do this using the Edit Footer command or by double-clicking in the footer area. A Design tab appears when the header or footer is active. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

You have the option to insert a field using the Quick Parts button in the header or footer Design tab. A field is a category of data such as a file name, a page number, or the current date that can be inserted into a document. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

As shown, when inserting the file name in the footer, spaces between multiple words in field names are removed to create a single word. By default, footers are inserted on each page of the document. When you select a field, it is shaded in gray. While the document text is active, the footer text cannot be edited. When the footer area is active, the footer text is black, and the document text is dimmed and cannot be edited. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 10: Save Documents as PDF Files
Word provides the option to view your document prior to printing. You can save documents in different formats so that people who do not have Word can read them so it is a good idea to set the zoom level to view one or more pages without scrolling prior to printing. When you zoom to display multiple pages, a best fit is calculated based on your monitor size. Here, two pages are displayed with a zoom level of 52 percent. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skill 10: Save Documents as PDF Files (cont.)
The Print option is available under the File tab to view your document prior to printing. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

As shown, you can preview your document and choose the option to export as a PDF for viewing by others who do not have Word. A PDF document is an image of a document that can be viewed using a PDF reader such as Adobe Acrobat Reader or Windows 8 Reader instead of the application that created the original document. You can use the same file name as the Word document because a PDF document file extension will be .pdf instead of .docx , which is the file extension assigned to Word documents. As shown, the Word file is not listed in the dialog box because only files with the extensions .pdf and .xps will be listed. The original Word file is in the folder and will not be altered. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

More Skills For Success
You will now practice the following additional skills: Prepare Documents for Distribution Insert Screen Shots into Documents Split and Arrange Windows Insert Symbols You will now practice the following additional skills: Prepare Documents for Distribution Insert Screen Shots into Documents Split and Arrange Windows Insert Symbols Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

More Skills 11: Prepare Documents for Distribution
Before sharing a document with colleagues, it is good practice to remove any hidden data or personal information embedded in the document. You can use Document Inspector to help you remove any information that you do not want to share. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

More Skills 11: Prepare Documents for Distribution (cont.)
For example, you can open a document from the Document Inspector dialog box to view a document’s comments and properties. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

More Skills 11: Prepare Documents for Distribution (cont.)
As shown, this is an example of how you can open a document that has comments and other document properties, inspect the document, and then remove all personal information. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

More Skills 12: Insert Screen Shots into Documents
When you are working on a document, you may want to include a screen shot from another program or a website as a graphic in the document. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

More Skills 12: Insert Screen Shots into Documents (cont.)
You can insert screen shots from the Insert tab using the Screenshot button. You can view all saved screen shots in the Screenshot gallery. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

More Skills 12: Insert Screen Shots into Documents (cont.)
As shown, the screen shot can be then inserted right into your existing document. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

More Skills 13: Split and Arrange Windows
Word also allows you to look at different parts of the same document at the same time by splitting the Word screen. You can also view two different documents side by side and make comparisons between the two. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

More Skills 13: Split and Arrange Windows (cont.)
In a multiple-page document the split screen makes it convenient for viewing both the first page and the last page at the same time. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

More Skills 13: Split and Arrange Windows (cont.)
As shown, you can determine how to arrange both documents in the two windows in a split screen. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

More Skills 14: Insert Symbols
There are many symbols that are used occasionally, but not often enough to put on a standard computer keyboard. These symbols can be found and inserted from the Symbols group on the Insert tab. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

More Skills 14: Insert Symbols (cont.)
Shown are some examples of commonly inserted symbols called Special Characters, which include copyright and trademark symbols, mathematical operators, and special dashes that are longer than hyphens. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Summary Word offers many ways to format your document. Check Spelling and Grammar Using Format Painter Headers and Footers Save as PDFs Word provides many easy and convenient ways to format the text in your documents. The skills and procedures you should have learned at the end of this chapter are the following: Display formatting marks Apply styles Ignore flagged words Change spelling and grammar options Select paragraphs Undo an action Select all Move to beginning of document Move to end of document Copy text Cut text Paste text Check spelling and grammar Check writing style Use Format Painter Open the Font Dialog box Apply small caps Expand or stretch text Make footers active Insert file names in footers View two pages Save as PDF documents Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Questions As you complete this chapter in Word, be sure you ask questions. You want to understand the concepts so that you can continue to build on them in future chapters. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall.

Skills for Success with Microsoft Office 2013 Volume 1

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