wd02 lectures1

THE

O’L

EARY

SER

IES

© 2014 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.

THE O’LEARY SERIES

Lab


Revising and Refining a Document

2

THE

O’L

EARY

SER

IES


Objectives

1.  Use the Spelling and Grammar and the Thesaurus tools.

2.  Work with multiple documents. 3.  Control document paging. 4.  Find and replace text. 5.  Insert the current date. 6.  Change indents, line spacing, and margins. 7.  Create a tabbed table.

2

THE

O’L

EARY

SER

IES


Objectives

8.  Add color highlighting and underlines.

9.  Create numbered and bulleted lists.

10. Create and use Building Blocks.

11. Insert and modify a shape.

12. Add a page border.

13. Secure content.

14. E-mail a document.

15. Prepare and print envelopes.

3

THE

O’L

EARY

SER

IES


Concept Preview

• Thesaurus • Page Break • Find and Replace • Field •  Indents •  Line and Paragraph

Spacing

• Bulleted and Numbered Lists •  Sort • Quick Styles •  Section • Page Margin

4

THE

O’L

EARY

SER

IES


Outline

• Revising a Document •  Spell-Checking the Entire Document •  Using the Thesaurus

• Working with Multiple Documents •  Arranging and Scrolling Windows •  Copying between Documents •  Controlling Document Paging •  Inserting a Hard Page Break

5

THE

O’L

EARY

SER

IES


Outline

•  Finding and Replacing Text •  Finding Text •  Working With Multiple Documents •  Replacing Text

•  Inserting the Current Date • Modifying Page Layout

•  Indenting Paragraphs •  Setting Tab Stops •  Leader Characters •  Changing Line Spacing and Paragraph Spacing

6

THE

O’L

EARY

SER

IES


Outline

• Formatting text •  Adding Color Highlighting •  Underlining Text •  Copying Formats with Format Painter

• Creating Lists •  Numbering A List •  Numbering a List •  Bulleting a List •  Sorting a List

7

THE

O’L

EARY

SER

IES


Outline

• Using Quick Parts •  Using Supplied Building Blocks •  Creating a Custom Building Block

• Adding and Modifying Shapes •  Inserting a Shape •  Changing the Shape Style •  Filling the Shape with Color •  Adding Text to a Shape

8

THE

O’L

EARY

SER

IES


Outline

• Finalizing the document •  Viewing the Entire Document •  Applying a Picture Style •  Inserting a Section Break •  Setting Page Margins •  Adding a Page Border

•  Securing Content and Sharing Documents •  Setting File Compatibility •  Checking for Private Information

9

THE

O’L

EARY

SER

IES


Outline

• E-mailing a Document • Preparing and Printing Envelopes • Key Terms • FAQs • Discussion Questions

10

THE

O’L

EARY

SER

IES

© 2014 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. © 2014 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.

Revising a Document

11

THE

O’L

EARY

SER

IES


Revising a Document

12

THE

O’L

EARY

SER

IES


Spell-Checking the Entire Document

13

THE

O’L

EARY

SER

IES


Spelling and Grammar Task Pane

•  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 • Definitions

14

THE

O’L

EARY

SER

IES


Concept 1: Thesaurus

• A reference tool used for selected words or phrases. • Provides: •  Synonyms •  Antonyms •  Related words

• Enhances your document by adding interest and variety.

15

THE

O’L

EARY

SER

IES


Synonyms Submenu

16

THE

O’L

EARY

SER

IES


Using the Thesaurus

17

THE

O’L

EARY

SER

IES


Working with Multiple Documents

18

THE

O’L

EARY

SER

IES


Arranging and Scrolling Windows

19

THE

O’L

EARY

SER

IES


Copying Between Documents

•  If the document windows are displaying side by side: • Copy using drag and drop. •  To copy between documents using drag and drop, hold

down the right mouse button while dragging. •  When you release the button, a context menu appears where

you specify the action you want to perform. •  If you drag using the left mouse button, the selection is

moved by default.

20

THE

O’L

EARY

SER

IES


Controlling Document Paging

• A new page is automatically started when text extends beyond bottom margin. • The beginning of a new page is identified by a page

break.

21

THE

O’L

EARY

SER

IES


Concept 2: Page Break

• 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

22

THE

O’L

EARY

SER

IES


Inserting a Hard Page Break

23

THE

O’L

EARY

SER

IES


Finding and Replacing Text

24

THE

O’L

EARY

SER

IES


Concept 3: Find and Replace

•  The Find and Replace feature to find text in a document and replace it with other text as directed. •  You also can find and replace occurrences of special

formatting, such as replacing bold text with italicized text, as well as find and replace formatting marks.

•  Additionally, special characters and symbols, such as an arrow or copyright symbol, can be easily located or replaced.

•  This feature is fast and accurate; however, use care when replacing so that you do not replace unintended matches.

25

THE

O’L

EARY

SER

IES


Finding Text

26

THE

O’L

EARY

SER

IES


Find Search Options

27

THE

O’L

EARY

SER

IES


Replacing Text

• Replace With; text box allows you to enter replacement text • Text must be entered

exactly as you want it to appear

28

THE

O’L

EARY

SER

IES


Inserting the Current Date

29

THE

O’L

EARY

SER

IES


Inserting the Current Date

30

THE

O’L

EARY

SER

IES


Concept 4: Field

• A placeholder that instructs Word to insert information into a document • The field code •  contains the directions as to the type of information to

insert or action to perform. •  Appears between curly brackets { }, also called braces

•  Information displayed as a result of the field code is called the field result.

31

THE

O’L

EARY

SER

IES


Field Codes

• Many are automatically inserted • Makes it easier and faster

to perform many common functions

32

THE

O’L

EARY

SER

IES


Modifying Page Layout

33

THE

O’L

EARY

SER

IES


Indenting Paragraphs

Business letters typically use: •  Block Style

•  All parts of the letter, including the date, inside address, all paragraphs in the body, and closing lines, are evenly aligned with the left margin.

•  Modified block style •  Indents certain elements such as

the date, all paragraphs in the body, and the closing lines.

•  Indents help the reader find information quickly •  Indent paragraphs from the

margins •  Indenting paragraphs sets

them off from the rest of the document

34

THE

O’L

EARY

SER

IES


Types of Indents

35

THE

O’L

EARY

SER

IES


Simultaneous Indenting

36

THE

O’L

EARY

SER

IES


Setting Tab Stops

37

THE

O’L

EARY

SER

IES


Adding Leader Characters

38

THE

O’L

EARY

SER

IES


Changing Line and Paragraph Spacing

39

THE

O’L

EARY

SER

IES


Concept 6: Line and Paragraph Spacing

40

•  Adjusting the line spacing, or the vertical space between lines of text, and increasing or decreasing spacing before and after paragraphs improve readability of document text. •  If a line contains a character or object, such as a graphic, that

is larger than the surrounding text, the spacing for that line is automatically adjusted.

•  The default line spacing for a Word 2013 document is set to multiple with an 8 percent increase (1.08) over single spacing.

•  The default paragraph spacing adds a small amount of space (8 pt) after a paragraph and no extra space before a paragraph.

THE

O’L

EARY

SER

IES


Line Space Settings

41

THE

O’L

EARY

SER

IES


Formatting Text

42

THE

O’L

EARY

SER

IES


Adding Color Highlighting

43

THE

O’L

EARY

SER

IES


Underlining Text

44

THE

O’L

EARY

SER

IES


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

45

THE

O’L

EARY

SER

IES


Creating Lists

46

THE

O’L

EARY

SER

IES


Concept 7: Bulleted and Numbered Lists

•  Lists organizes information • Helps to make things

clear • Word includes many

basic bullet and number formats • Can create

customized designs

47

THE

O’L

EARY

SER

IES


Numbering a List

48

THE

O’L

EARY

SER

IES


Bulleting a List

49

THE

O’L

EARY

SER

IES


Sorting a List

50

THE

O’L

EARY

SER

IES


Concept 8: Sort

•  Quickly arrange or sort text, numbers, or data in lists or tables based on the first character in each paragraph •  Alphabetical order •  Numeric order •  Date order

•  Sort order •  Ascending •  Descending

51

THE

O’L

EARY

SER

IES


Sorting Rules

52

THE

O’L

EARY

SER

IES


Using Quick Parts

53

THE

O’L

EARY

SER

IES


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

54

THE

O’L

EARY

SER

IES


Using Supplied Building Blocks

55

THE

O’L

EARY

SER

IES


Creating a Custom Building Block

56

THE

O’L

EARY

SER

IES


Adding and Modifying Shapes

57

THE

O’L

EARY

SER

IES


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

58

THE

O’L

EARY

SER

IES


Inserting a Shape

59

THE

O’L

EARY

SER

IES


Changing the Shape Style

60

THE

O’L

EARY

SER

IES


Concept 9: Quick Styles

• A named group of formatting options •  Allows you to quickly apply multiple formats to a text selection

or an object in one simple step

61

THE

O’L

EARY

SER

IES


Filling the Shape with Color

62

THE

O’L

EARY

SER

IES


Adding Text to a Shape

63

THE

O’L

EARY

SER

IES


Moving an Object

64

THE

O’L

EARY

SER

IES


Finalizing the Document

65

THE

O’L

EARY

SER

IES


Viewing the Entire Document

66

THE

O’L

EARY

SER

IES


Applying a Picture Style

67

THE

O’L

EARY

SER

IES


Inserting a Section Break

68

THE

O’L

EARY

SER

IES


Concept 10: Section

• To format parts of a document differently, separate a document into different parts •  Insert section breaks.

•  A Section break identifies the end of a section and stores the document format settings associated with that section of the document.

•  Once a document is divided into sections, the formats can be changed for individual sections •  Margins, paper size and orientation, paper source for a printer, page

borders, vertical alignment, headers and footers, columns, page numbering, line numbering, and footnotes and endnotes.

69

THE

O’L

EARY

SER

IES


Types of Section Breaks

70

THE

O’L

EARY

SER

IES


Setting Page Margins

71

THE

O’L

EARY

SER

IES


Concept 11: Page Margin

•  The blank space around the edge of a page •  Text you enter appears in the printable area inside the margins

•  Some items can be positioned in the margin space •  You can set different page margin widths to alter the appearance of the

document •  Standard single-sided documents have four margins: top, bottom, left, and right •  Double-sided documents with facing pages, such as books and magazines, also

have four margins: top, bottom, inside, and outside •  These documents typically use mirror margins in which the left page is a mirror image

of the right page •  This means that the inside margins are the same width and the outside margins are the

same width •  You also can set a “gutter” margin that reserves space on the left side of single-

sided documents, or on the inside margin of double-sided documents, to accommodate binding

•  There are also special margin settings for headers and footer

72

THE

O’L

EARY

SER

IES


Margin Setting Options

73

THE

O’L

EARY

SER

IES


Adding a Page Border

74

THE

O’L

EARY

SER

IES


Securing Content and Sharing Documents

75

THE

O’L

EARY

SER

IES


Setting File Compatibility

76

THE

O’L

EARY

SER

IES


Checking for Private Information

77

THE

O’L

EARY

SER

IES


E-mailing a Document

78

THE

O’L

EARY

SER

IES


Sharing Options

79

THE

O’L

EARY

SER

IES


E-mailing a Document

80

THE

O’L

EARY

SER

IES


Preparing and Printing Envelopes

81

THE

O’L

EARY

SER

IES


Preparing and Printing Envelopes

82

THE

O’L

EARY

SER

IES


Key Terms

83

THE

O’L

EARY

SER

IES


Key Terms

• Active window • Antonym • Attachment • Building blocks • Bulleted list • Case sensitive

• Compatibility Checker • Control • Field • Field code • Field result

84

THE

O’L

EARY

SER

IES


Key Terms

• Find and Replace • Format Painter • Gradient • Hard page break • Hyperlink •  Indent

•  Leader characters •  Line spacing • Navigation Pane • Numbered list • Page break

85

THE

O’L

EARY

SER

IES


Key Terms

• Page margin • Quick Parts •  Section break •  Soft page break •  Sort •  Style

•  Synchronized •  Synonyms • Tab stop • Thesaurus • URL

86

THE

O’L

EARY

SER

IES


FAQs

87

THE

O’L

EARY

SER

IES


FAQs

1.  Why are some words underlined in red in my document?

2.  How can I synchronize windows when I am copying between documents?

3.  What is the difference between a soft page break and a hard page break?

4.  How does the Find and Replace feature work?

88

THE

O’L

EARY

SER

IES


FAQs

5.  How can I insert the current date on my document? Can the date be updated automatically?

6.  What are the types of paragraph indents available in Word 2010?

7.  What is the Format Painter? 8.  What are tab stops and how do I use them?

89

THE

O’L

EARY

SER

IES


FAQs

9.  What are Leader characters? 10.  My document looks too crowded. How can I add

more space between the lines of text ? 11.  How does the Quick Parts feature work? 12.  I created a list but it is not in order. How can I

rearrange the order?

90

THE

O’L

EARY

SER

IES


FAQs

13. What are page borders used for? 14. When would it be useful to use a section break

instead of a page break? 15. What is the Compatibility Checker used for?

91

THE

O’L

EARY

SER

IES


Discussion Questions

92

THE

O’L

EARY

SER

IES



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 ?

93

THE

O’L

EARY

SER

IES



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.

94

THE

O’L

EARY

SER

IES



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 2010 can you use to enhance your document?

95