Introducing WordIntroducing Word

Lesson 1Lesson 1

ObjectivesObjectives

Enter and edit text and change the Enter and edit text and change the view view

Save a documentSave a document Preview and print a documentPreview and print a document Create a new document Using WordCreate a new document Using Word Use Cut, Copy, and PasteUse Cut, Copy, and Paste Insert symbols and use the Insert symbols and use the

AutoCorrect and AutoText featuresAutoCorrect and AutoText features Use the Spelling and Grammar tools Use the Spelling and Grammar tools

and the Thesaurusand the Thesaurus

Scenario: Managing EditorScenario: Managing Editor

Managing Editor to fill open job Managing Editor to fill open job position for a Research Editorposition for a Research Editor

To screen job applicants for the To screen job applicants for the Editorial DepartmentEditorial Department

Communicate decision to Communicate decision to managementmanagement

Offer the job to applicantOffer the job to applicant

Enter and Edit Text and Enter and Edit Text and Change ViewChange View

Microsoft Office Word is a word Microsoft Office Word is a word processing program used for processing program used for documentsdocuments Letters, memos, reports, resumes, Letters, memos, reports, resumes,

newslettersnewsletters The documents can be edited The documents can be edited

by deleting or entering text.by deleting or entering text.

Enter and Edit Text and Enter and Edit Text and Change the View Change the View

To enter text Word must be in To enter text Word must be in insert mode which is shown by the insert mode which is shown by the blinking vertical line (Insertion blinking vertical line (Insertion Point)Point)

Insert mode is the default on WordInsert mode is the default on Word Overtype mode (OVR) found on Overtype mode (OVR) found on

the status bar or by using the the status bar or by using the Insert Key on the keyboard Insert Key on the keyboard replaces existing textreplaces existing text

Enter and Edit Text and Enter and Edit Text and Change the ViewChange the View There are 5 different views found There are 5 different views found

under the ‘View’ menu or above the under the ‘View’ menu or above the status bar on the leftstatus bar on the left Normal View – basic typing and editingNormal View – basic typing and editing Print Layout view (default) – shows Print Layout view (default) – shows

document the way it would look when document the way it would look when printedprinted

Web page – how a page would look as Web page – how a page would look as a Web pagea Web page

Outline view – create and edit outlinesOutline view – create and edit outlines Reading Layout view- to read a lengthy Reading Layout view- to read a lengthy

document onscreen. document onscreen.

Save a DocumentSave a Document A document should be given a A document should be given a

meaningful name when saving for the meaningful name when saving for the first time first time

A saved document is known as a fileA saved document is known as a file To avoid loss of data the file should be To avoid loss of data the file should be

saved every few minutes allowing Word saved every few minutes allowing Word to overwrite the last version with the to overwrite the last version with the changes.changes.

When saving a document a file can be When saving a document a file can be saved as different file type to be used by saved as different file type to be used by another programanother program

Save a DocumentSave a Document

A file type can be identified by A file type can be identified by its three-character filename its three-character filename extensionextension Word - .doc, Excel - .xls, Text Word - .doc, Excel - .xls, Text

- .txt, Rich Text Format - .rtf- .txt, Rich Text Format - .rtf An .rtf file is good when sharing An .rtf file is good when sharing

files with someone who uses a files with someone who uses a different word processordifferent word processor

Preview and Print a DocumentPreview and Print a Document

It is important to use Word’s It is important to use Word’s Print Preview feature found Print Preview feature found under the File Menu or on the under the File Menu or on the Standard Toolbar before printingStandard Toolbar before printing

While in Print Preview While in Print Preview documents can be seen in Full documents can be seen in Full Screen and Zoom, Shrink to Fit, Screen and Zoom, Shrink to Fit, multiple pages at one timemultiple pages at one time

Create a New Document Create a New Document Using WordUsing Word Two ways of creating a new documentTwo ways of creating a new document

Click on the New Blank Document button on the Click on the New Blank Document button on the standard toolbar or on the File menustandard toolbar or on the File menu

Using a Word’s templatesUsing a Word’s templates A template is a file that already has A template is a file that already has

formatting and placeholders to create a formatting and placeholders to create a specific document such as a memo, letter, specific document such as a memo, letter, resumeresume

Placeholders are sections on a template to Placeholders are sections on a template to be replaced such as address, phone be replaced such as address, phone number, and date number, and date A placeholder can be recognized by its A placeholder can be recognized by its

parenthesis or a message to replace textparenthesis or a message to replace text

Business DocumentsBusiness Documents

Memos – used to share information Memos – used to share information with others in the same organization with others in the same organization informal, and usually less than a pageinformal, and usually less than a page

Letters – information to people Letters – information to people outside the companyoutside the company Should be brief and written in a Should be brief and written in a

professional toneprofessional tone Newsletters – used to provide Newsletters – used to provide

customers or stockholders customers or stockholders information and make special offersinformation and make special offers

Resumes – to sell skills and abilities Resumes – to sell skills and abilities to prospective employersto prospective employers

Use Cut, Copy, and PasteUse Cut, Copy, and Paste Cut, Copy and Paste commands use Cut, Copy and Paste commands use

an area in the computer memory an area in the computer memory known as the Clipboard to store dataknown as the Clipboard to store data Cut – removes selected data from a Cut – removes selected data from a

document to paste in another document document to paste in another document or application or application

Copy – makes a copy of selected data Copy – makes a copy of selected data Paste – Inserts cut or copied data into Paste – Inserts cut or copied data into

the same document or a different the same document or a different documentdocument

Undo – Reverses you last actionUndo – Reverses you last action

Find and Replace Document Find and Replace Document TextText

Used to quickly locate a specific Used to quickly locate a specific text in a document text in a document

The text can be replaced using The text can be replaced using the Find and Replace command the Find and Replace command found in the Edit menufound in the Edit menu

Insert Symbols and Use the Insert Symbols and Use the AutoCorrect and AutoText AutoCorrect and AutoText FeaturesFeatures AutoCorrect replaces a specific AutoCorrect replaces a specific

series of typed characters with other series of typed characters with other characterscharacters used to correct common typing used to correct common typing

mistakes as well as for inserting mistakes as well as for inserting symbols and special characterssymbols and special characters

Insert Symbol dialog box can also be Insert Symbol dialog box can also be used to insert symbolsused to insert symbols

AutoText – saves a selection that AutoText – saves a selection that can be quickly used to insert in a can be quickly used to insert in a document such as a letter headdocument such as a letter head

Use the Spelling and Grammar Use the Spelling and Grammar Tools and the ThesaurusTools and the Thesaurus

Word has a spelling checker Word has a spelling checker and grammar checker located and grammar checker located found under Language on the found under Language on the Tools menu and also on the Tools menu and also on the Standard toolbarStandard toolbar

Research tools and Thesaurus Research tools and Thesaurus can be found under the Tools can be found under the Tools MenuMenu