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© 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.

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Creating and Editing a Document

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Objectives

1.  Enter and edit text. 2.  Insert and delete text and blank lines. 3.  Use spelling and grammar checking. 4.  Use AutoCorrect. 5.  Cut and copy text. 6.  Change fonts and type sizes.

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Objectives

7.  Bold and color text. 8.  Change alignment. 9.  Insert, move, and size pictures. 10.  Change picture layout. 11.  Print a document. 12.  Use a template.

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Concept Preview

• Grammar Checker •  Spelling Checker • AutoCorrect • Word Wrap

• Alignment • Graphics • Text Wrapping • Template

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Outline

• Creating New Documents •  Developing a Document •  Exploring the Word 2013 Window •  Changing the Document View

• Entering Text •  Typing Text •  Revealing Formatting Marks

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Outline

•  Identifying and Correcting Errors Automatically •  Checking Grammar •  Checking Spelling •  Using AutoCorrect

• Using Word Wrap

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Outline

• Editing Documents •  Inserting and Replacing Text •  Deleting Text •  Undoing Editing Changes •  Changing Case

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Outline

• Copying and Moving Selections •  Using Copy and Paste •  Using Cut and Paste •  Using Drag and Drop

• Formatting a Document •  Changing Fonts and Font Sizes •  Setting Paragraph Alignment •  Clearing Formats

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Outline

• Working with Graphics •  Inserting a Picture from Files •  Inserting a Picture From Clip Art •  Deleting a Graphic •  Changing the Layout •  Sizing and Moving a Graphic •  Adding a Watermark •  Modifying Document Properties

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Outline

• Printing a Document •  Previewing a Document

• Working with Templates •  Concept 8: Template •  Replacing Placeholders •  Entering Body Text

• Exiting Word

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Outline

• Key Terms • FAQs • Discussion Questions

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© 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.

Creating New Documents

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Creating New Documents

• Word processing program • Can create … •  Professional letters & reports •  Attractive flyers & newsletters

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Developing a Document

• Developing a Document •  Plan •  Enter •  Edit •  Format •  Preview and Print

• Retrace editing and formatting as needed

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Exploring the Word 2013 Window

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More on the Word 2013 Window

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Changing the Document View

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Document Zoom Feature

• Zoom in to get a closer view • Zoom out to see more of the document • Default of 100% shows size of characters when

printed • Can increase up to 500 percent • Can reduce to 10 percent

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Default Document Settings

• 8.5 by 11 inches paper size • 1-inch top and bottom

margins • 1-inch left and right

margins

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Entering Text

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Entering Text

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• Text is entered using the keyboard • Word 2013 features •  Spell check •  Grammar check •  Auto corrections •  Word wrap

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Typing Text

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Revealing Formatting Marks

• Control document appearance • Not displayed

automatically • Helpful to view underlying

formatting marks

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Identifying and Correcting Errors Automatically

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Identifying and Correcting Errors Automatically

• Word constantly checks the document for spelling and grammar errors • An animated pencil icon is displayed in the status

bar while typing • Word checks for errors while you type

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Checking Grammar

• Blue wavy line indicates a spelling or grammar error •  Status icons appears in

status bar

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Concept 1: Grammar Checker

• Advises you of incorrect grammar • Proposes possible corrections • Grammar errors identified with a wavy blue line • Use discretion when correcting errors

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Grammar Context Menu

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Grammar Correction Options

•  The first item on the menu is the suggested correction •  Ignore Once instructs Word

to ignore the grammatical error. •  The Grammar option opens

the Grammar pane and displays an explanation of the error.

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Grammar Checker

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Checking Spelling

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Concept 2: Spelling checker

• Advises you of misspelled words • Proposes possible corrections • Compares each word to two dictionaries •  Main dictionary •  Custom dictionary

• A red wavy line is displayed below the misspelled word

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Spelling Context Menu

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Spelling Correction Options

•  Suggested Corrections. •  The Ignore All option instructs

Word to ignore the misspelling of this word throughout the rest of the document. •  The Add to Dictionary option

adds the word to the custom dictionary list. When a word is added to the custom dictionary, Word always accepts that spelling as correct.

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Concept 3: AutoCorrect

• Automatically corrects entries • Capitalization at the beginning of a sentence • Names of the days of the week • Changes to lowercase • Common typing and spelling errors

• Automatically makes corrections •  Looks for certain types of errors • Checks all entries against a built-in list of

AutoCorrect entries

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Using AutoCorrect

• As soon as you complete typing a word, the program checks the word •  For grammar •  For spelling

• Many spelling and grammar errors are corrected automatically as you type

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Using AutoCorrect

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Using Word Wrap

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Concept 4: Word Wrap

•  Automatically decides where to end a line and wrap text to the next line based on the margin settings. •  No need to press ENTER at the end of a full line to begin

a new line. •  Press ENTER only to...

•  End a paragraph •  Insert blank lines

• Word 2013 automatically readjusts the text on the line when the margins are changed or text is inserted or deleted.

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Using Word Wrap

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Editing Documents

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Editing Documents

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Inserting and Replacing Text

•  Insert Mode •  Allows new characters to be

inserted into existing text •  Moves existing text to the

right to make space for new characters

•  Replacing Text •  Select the text you want to

change and then type the new text

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Deleting Text

•  Use DELETE or BACKSPACE •  The CTRL+ DELETE key combination deletes text to

the right of the insertion point to the beginning of the next group of characters. •  In order to delete an entire word, position the

insertion point at the beginning of the word. •  The CTRL + BACKSPACE key combination deletes

text from the left of the insertion point to the beginning of the next group of characters.

•  Select the text to be deleted and then press DELETE .

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Undoing Editing Changes

• To undo the last action or command •  Press CTRL + Z •  Click

•  Notice that the Undo button includes a drop-down list button. Clicking this button displays a list of the most recent actions that can be reversed, with the most recent action at the top of the list. When you select an action from the drop-down list, you also undo all actions above it in the list.

• To redo •  Press CTRL + Y •  Click

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Changing Case

•  From the Font group, click Change Case.

•  The Change Case drop-down menu allows the case of selected words and sentences to be changed to the desired case without having to make the change manually.

•  SHIFT + F3 cycles through and applies the different change case options.

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Copying and Moving Selections

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Using Copy and Paste

• Click Copy in the Clipboard group of the Home tab. •  The Copy keyboard shortcut is CTRL + C.

• Click Paste in the Clipboard group. •  The Paste keyboard shortcut is CTRL + V.

•  Selected text is kept in the system Clipboard. •  The system Clipboard contents remain in the Clipboard

until another item is copied, allowing you to paste the same item multiple times.

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Paste Options

• The Paste Options button appears automatically whenever a selection is pasted. •  It is used to control the format of the pasted item. •  By default, pasted items maintain the original formatting

from the source.

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Using Cut and Paste

• Click Cut in the Clipboard group of the Home tab. •  The Cut keyboard shortcut is CTRL + X.

• Click Paste in the Clipboard group. •  The Paste keyboard shortcut is CTRL + V.

• The cut text is kept in the system Clipboard. •  The system Clipboard contents remain in the Clipboard

until another item is copied or cut, allowing you to paste the same item multiple times.

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Using Drag and Drop

• Use drag and drop to copy a selection by holding down CTRL while dragging. The mouse pointer shape is . •  This feature is most useful for copying or moving short

distances in a document.

• Alternatively, move or copy a selection by holding down the right mouse button while dragging. •  When you release the mouse button, a context menu

appears with the available move and copy options.

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Formatting a Document

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Formatting a Document

• Character formatting affects: •  the appearance of selected characters

•  Style, size, and text effects •  character spacing

• Paragraph formatting affects: • alignment •  indentation •  spacing above and below paragraphs •  line spacing

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Changing Fonts and Font Sizes

• A font is a set of characters with a specific design •  Also called a typeface •  Fonts can enhance the appearance

of a document

• Basic types •  Serif fonts •  Sans serif fonts

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Common Fonts in Different Sizes

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Changing a Font

• To change the font before typing the text, use the command and then type. •  All text will appear in the specified setting until another

font setting is selected.

• To change a font setting for existing text, select the text you want to change and apply a format. • To apply font formatting to a word, move the

insertion point to the word and the formatting is automatically applied to the entire word.

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Applying Character Effects

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Font Dialog Box

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Setting Paragraph Alignment

• Concept 5: Alignment is the positioning of text on a line between the margins or indents. •  There are four types of

paragraph alignment: left, centered, right, and justified. •  The alignment settings

affect entire paragraphs.

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Alignment Buttons and Keyboard Shortcuts

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Clearing Formats

•  Instead of clearing all formats, reselect the command button to remove the unwanted formats or select another format to replace it.

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Working with Graphics

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Concept 6: Graphics

• A graphic is a nontext element or object such as a drawing or picture that can be added to a document. •  An object can be sized, moved, and manipulated.

• Types of graphics •  Drawing objects

•  consisting of shapes such as lines and boxes. •  Pictures •  Illustrations •  Scanned photographs

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Inserting a Picture from Files

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Inserting a Picture from Online Sources

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Clip Art Task Pane with Thumbnails

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Deleting a Graphic

•  Select a picture by clicking on it • Press DELETE •  Sometimes a picture may be hidden behind text or

another graphic. •  To locate and select the picture

•  Click in the Editing group of the Home tab •  Choose Selection Pane from the menu in the Selection Pane •  Click the picture.

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Changing the Layout

• Concept 7: Text Wrapping controls how text wraps around a graphic object. •  There are eight text wrapping styles. •  All the text wrapping styles except InLine with Text are

floating objects. •  The InLine with Text style is an inline object and is

treated as a character in the paragraph. •  It is part of the text and moves around like any other character

in the paragraph when text is inserted or deleted before it.

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Anchoring a Floating Graphic

• Each floating graphic is anchored to the paragraph that is closest to the top of the picture. •  When moving a picture, the picture attaches to the next

closest paragraph. •  Lock an anchor to ensure that the object is always

attached to the same paragraph and on the same page as the picture anchor. •  The point of attachment is indicated by a small anchor

icon.

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Sizing a Graphic

•  Select the graphic and drag the sizing handles to increase or decrease the size of the object. •  The mouse pointer changes to when pointing to a

handle. •  The direction of the arrow indicates the direction in

which you can drag to size the graphic.

• Alternatively, enter exact values in the Shape Height and Shape Width text boxes in the Size group of the Picture Tools Format tab.

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Moving a Graphic

•  Select the graphic and drag it anywhere on the page •  This includes in the margins or on top of or below other objects.

•  Including text if it is a floating object. •  Graphic object cannot go into a footnote, endnote, or caption.

•  When moving an object, green alignment guides appear to help position the graphic on the page.

•  If the alignment guides do not appear, open the Picture Tools Format tab, click

Align Object in the Arrange group and choose Use Alignment Guides to

turn on this feature.

•  Alternatively, move a picture in small increments using the arrow keys. •  The alignment guides will not appear.

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Adding a Watermark

• Text or pictures that appear behind text • Add interest or identify

document status

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Modifying Document Properties

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Printing a Document

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Previewing a Document

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Working with Templates

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Concept 8: Template

•  A document file that stores predefined settings and other elements such as graphics for use as a pattern when creating documents. •  Can be sized, moved, and

manipulated. •  Word includes many

templates that are designed specifically to help create professional-looking documents.

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Replacing Placeholders

•  Placeholders are graphic elements, commonly enclosed in brackets, that are designed to contain specific types of information. •  Edit placeholders to contain

specific information by clicking on the placeholder to select it and then typing the new information.

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Entering Body Text

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Exiting Word

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Exiting Word

• Use the Close command on the File tab

• Can click the Close button in the window title bar

• Word displays a warning if you attempt to close the

application without first saving

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Key Terms

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Key Terms

• alignment • anchor • AutoCorrect •  character formatting •  custom dictionary • default

• document window • drawing layer • drawing object • edit • embedded object • end-of-file marker

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Key Terms

•  floating object •  format •  grammar checker •  graphic •  inline object •  Insert mode

• main dictionary • object • paragraph formatting • picture • placeholder •  ruler

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Key Terms

•  sans serif font •  selection rectangle •  serif font •  sizing handles •  soft space •  source program

•  spelling checker •  template •  text wrapping •  thumbnail • TrueType • watermark • word wrap

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FAQs

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FAQs

1.  How can formatting marks help me in creating a document?

2.  What is the AutoCorrect feature and how does it work?

3.  How can I add a word to the dictionary? 4.  How can I tell how many words are in my

document?

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FAQs

5. Help! I saved my file and now I can’t find it. What should I do?

6. How can I easily navigate to the end of a document?

7. I need to enhance my document. Where can I find clip art?

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FAQs

8. What are true type fonts? 9. I need to center a heading for my document? How

can I do this? 10. Besides using the backspace and delete keys, is

there an easier way to get rid of unwanted text? If so, how?

11. How does the Clear Formatting command work?

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Discussion Questions

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1.  Some users rely heavily on the spelling and grammar checker. Discuss why this may not be the best thing to do.

2.  The word wrap feature allows you to enter text without having to press ENTER at the end of a line. Discuss when you need to use the ENTER key in Word 2013.

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3.  Describe the difference between the Save and the Save As feature.

4.  Word 2013 provides many shortcuts to navigate through a document. Describe some of shortcuts that can help you if you are working on a long research paper.

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5.  Your group has been assigned to create a newsletter. What features can you use in Word 2013 to enhance the appearance of your document?

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