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MS Word 2002: Creating and Editing a Word Document
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Microsoft gives you more than one way to start Word, its word processing product. You can click on the Start button on the Windows taskbar to begin the process or double-click on the Word icon on the Windows desktop. Refer to Figure 1-3 for a view of the Start menu. Once opened, a blank document displays on the screen as shown in Figure 1-4.
The task pane appears on the right side of the screen and allows you to view tasks while creating a document. You can close the task pane, dock it to the left or let it float on the screen. It is recommended that you close the task pane to allow more typing area. If the speech recognition software is installed on your computer, the Language bar will appear on the desktop. Minimize it by clicking on the minimize button as shown in Figure 1-4 above. The default setting displays all buttons on one row. Figures 1-6 and 1-7 show the Toolbar Options button that allows you to reset the buttons to display on two rows.
Screen tips are short notes that pop up when you point to various objects in the Word screen. See Figure 1-7 above for an example of a screen tip.
The Word window contains elements common to most word processing software. The menu bar allows you to carry out task through menu choices. These choices are listed in short or full menus displaying dimmed and hidden commands. As you use commands from the full menu, the short menu is personalized by Word to reflect the frequent use of these commands. In effect, the hidden commands in the full menu become unhidden in the short menu, depending on frequency of use.
Other built-in toolbars in the Word window include the standard and formatting toolbars. These toolbars containing buttons programmed to carry out tasks quickly can be either docked (attached to the Window edge) or floating (not attached to the Window edge). Figures 1-12a and 1-12b identify all the buttons on these toolbars.
Other elements of the window include the insertion point, end mark, mouse pointer, rulers, scrollbars and status bar. These are identified in Figure 1-8.
3. Describe the Speech Recognition Capabilities of Word
Once the Office Speech Recognition software is installed and a microphone in place, you can speak the buttons, menu choices and dialog box controls such as OK and cancel. You can also dictate text. The Language bar shown on Figure 1-14a allows you to select the speech tools or handwriting.
If the Language Indicator button identified in Figure 1-14b shows on the taskbar tray status area on your screen, then the speech recognition software is installed.
You can also enter text through the use of devices such as a graphics tablet or a mouse.
The Word zoom percentage, along with the Windows screen resolution, affects the display of text on the screen. For instance, the smaller the text on the screen, the more inches of the ruler is displayed; the larger the text, the fewer inches is displayed. The screens shown in the software textbook uses a resolution of 800 X 600. Thus, you can select a zoom percentage beyond 100% and the right margin will extend to the end of the document window. The zoom page width feature will increase or decrease the character size to where the left and right margins are at the edges of the document window, as shown in Figure 1-16.
Click the Zoom box arrow on the Standard toolbar as shown in Figure 1-15 and click page width to see the extension of the right margin. While this computes to 127% in Figure 1-16, yours may differ depending on your computer hardware. Although the Zoom box list contains predefined percentages, you may enter your desired percentage in the space provided.
5. Change the Default Font Size of All Text
Fonts describe the way text appears on the screen and on paper. The three attributes of fonts are typeface, size and style. A typeface or font is a complete set of characters in one design. The default font in Word is Times New Roman. Notice in Figure 1-16, the default font displays in the Font box on the formatting toolbar.
The font size refers to the size of the characters and is measured by points. On most computers, the default point size is 12. You can click the Font Size box arrow on the formatting toolbar and change the default font size as shown in Figure 1-17.
Once you do this, the new font size is reflected in whatever text you type into a document. Notice that the insertion point changes to reflect the change in font size. This is especially noticeable when the point size is substantially increased, as shown in Figure 1-18.
These include the shortcut menu, Format in the menu toolbar, keyboard combinations and voice commands.
To enter text into a document, you can either type or speak into a microphone. In typing text, the insertion point moves to the right as shown in Figure 1-19. After typing, press enter to move to the next row. The status bar displays the position of the insertion point from the top of page, line number and column number as shown in Figure 1-20.
As you type, the Spelling and Grammar Status icon on the status bar shows a moving pencil. The red check mark or red X appears once you stop typing. A red wavy underline appears under text if you type a word that is not in Word's dictionary (either because it is misspelled or is a proper name). A green wavy underline appears under text if Word determines this is a grammatical error. When Word flags a spelling or grammatical error, the red check mark changes to a red X. Formatting mark or nonprint character displays on the screen but not on the printed document. The paragraph mark and raised dot are examples of formatting marks. Refer to Figure 1-23 for a display of these formatting marks.
If these formatting marks do not display in your document, click the Show/Hide button on the Standard toolbar. Click again to hide the marks if you decide the screen is too cluttered. As you enter text, if you come to the end of the right margin, Word automatically positions the insertion point at the beginning of the next line. This feature is called Word wrap. If a word extends beyond the right margin, Word moves that word to the next line. So, you should press the ENTER key only to insert blank lines, to begin a new paragraph, to go to the next line after a short line of text and in response to certain Word commands.
Word scrolls or moves the document screen as you type more text than Word can display in the document window. Although the text may no longer appear on the screen, it can be viewed again by clicking the scroll arrows or dragging the scroll box on the scroll bar. Figure 1.25 shows the location of all these elements.
You must click the mouse or use the keyboard to move the insertion point to a new location. Tables 1-1 and 1-2 contain the techniques for scrolling with the mouse and keyboard.
As you type in text, Word activates its spelling and grammar check. You can right-click the flagged word and display a shortcut menu that lists suggested spelling corrections. In Figure 1-27, the misspelled work, identification appears with a wavy red line alerting you to the misspelling.
Notice that included in the listing in the shortcut menu is the Ignore All option. Word may flag words that are not misspelled; they may be abbreviations or specialized terms that are not in Word's main dictionary. Word has other features related to spell checking. As you type, it detects duplicate words. So, for instance, if you type the phrase, for a time, it puts a red, wavy line underneath the second instance of "a." Also, the AutoCorrect feature provides for automatic correction of misspellings. For instance, if the word "and" is misspelled, it will automatically make the correction. You can see the list of automatically correct words by clicking Tools in the menu, AutoCorrect Options and the AutoCorrect tab. You may decide to hide the wavy underlines until you are ready to check your document for errors. Simply right-click the Spelling and Grammar Status icon on the status bar and click Hide Grammatical Errors on the shortcut menu.
While creating a document, you are working with temporary or main memory. This memory is susceptible to power outages, so you should save your work periodically. Make it a habit to resave about every 15 minutes. Figure 1-30 shows the screen in which a file is saved to the floppy disk, rather than the default folder My Documents. Figure 1-31 shows the screen in which the default filename is changed to a more descriptive name.
To rename a document, you must select File, Save As in the menu. Selecting File, Save or clicking on the Save button will automatically save the file under the existing name.
Formatting paragraphs involves alignment, indentation, and spacing. To select a paragraph for formatting, move the insertion point into the paragraph. To format multiple paragraphs, you need to select the paragraphs. To select multiple paragraphs, place the insertion point at the extreme left margin until it changes to a right-pointing block arrow. Then, drag downward to select the paragraphs. The keyboard combination to accomplish the same is CTRL+SHIFT+DOWN ARROW. The shape of the insertion point is shown clearly in Figures 1-35 and 1-36.
Formatting text or characters involves changing the font, font style, font size; adding an underline or color and other options as listed in the More About box on page WD 1.32. To format characters, a word or words, you must select them and then format. You select by highlighting the text. On the screen, highlighted text normally appears as light letters on a dark background. The fonts for characters are variable in width so that the letter m appears larger than the letter l. Thus it is difficult to determine how many spaces may exist between sentences. So space only once after periods, colons and other punctuation marks.
11. Change the Font Size of Selected Text
In this section, you are changing the font size of a two-line heading. After selecting the heading, click on the Font Size box arrow to see the listing of point sizes. The font sizes available to you may vary depending on the font and printer drives. Once the new font size is selected, it displays on the formatting toolbar, as shown in Figure 1-39.
12. Change the Font of Selected Text
After selecting the text as explained in previous sections, you can change the font or typeface by clicking on the Font box arrow. Again, the fonts available may vary depending on your printer. Fonts are categorized as serifs or sans serifs. Serif fonts have tiny flares or serifs at the end of each letter. Examples of serif typefaces include Courier New, Perpetua and Times New Roman, the default font for Word. An example of a san serif typeface is Impact.
In Word, the default alignment of paragraphs is to the left or flush at the left margin. The right margin appears jagged. To select a center or right alignment, place the insertion point somewhere in the paragraph and select the appropriate button on the Formatting toolbar. If you select right alignment, the left margin appears jagged. If you decide to go back to the previous alignment, place the insertion point somewhere in the paragraph and select the appropriate alignment button. You can also click the Undo button to reverse your selection.
Center alignment places the paragraph equal distance between the left and right margin. Click in the paragraph and then click the Center button to set alignment to the center. On the Formatting toolbar, the Center button is darkened or depressed to indicate the alignment selected. Figure 1-44 shows the body title centered and the Center button selected.
To return to left-alignment, click the Align Left button on the Formatting toolbar. Optional ways to select alignment include selecting Format, Paragraph in the menu, pressing CTRL + E on the keyboard or the Voice Command mode.
Undo is an important tool because you may often find yourself regretting an action you took while entering text. The Undo button allows you to cancel your most recent action(s). If, after clicking the undo button, you change your mind, the Redo button is available to reverse the action of the Undo button. You can undo most Word commands. Some commands, however, cannot be undone. Those include saving, printing, opening and creating documents. Figure 1-45 shows the Undo button and the Undo button arrow.
You can click on the arrow to display your list of undo actions and drag to select the actions you wish to undo. Other ways to access the Undo feature is through Edit in the menu, CTRL+ Z on the keyboard and Voice Command mode. The Repeat command duplicates your last command so that you can repeat it. For instance, if you right-aligned a paragraph and wanted to do the same for another paragraph, click the second paragraph and select Edit, Repeat Paragraph Alignment in the menu.
You can select a line of text by moving to the left margin and changing the mouse pointer to a right-pointing block arrow. You can also click the insertion point and drag it across the line. Figure 1-46 shows a line selected. Once selected, you can change text style by clicking on the Bold, Italics or Underline button on the Formatting toolbar.
If you change your mind, click on the selected button a second time to undo or simply click the Undo button. When you italicize text, it appears slanted on the screen and on paper. This serves to give the text a distinctive appearance as shown in Figure 1-48.
CTRL-I is the keyboard combination often used to set italics. You are not limited to the Formatting toolbar for formatting options. The Font Dialog box has additional features such as engrave, superscript, outline and shadow to enhance text. It is available on the Menu toolbar, by selecting Format and clicking on Font.
To select a word, double-click in the word. Notice the insertion point changes shape to a left-pointing white arrow. In Figure 1-51, you see the selected word is highlighted. To underline the word, click the Underline button on the Formatting toolbar. In Figure 1-52 you can see the Underline button is darkened to show the underline formatting is in effect.
If you change your mind, click on the underline button a second time to undo or simply click the Undo button. Word provides additional underlining options. In the Font dialog box under Format, you can select double underlines, dotted underlines and wavy underlines. You can change the color of an underline and set underlining under words and not the spaces between the words. CTRL-U is often used as the keyboard combination for underlining.
To select a group of words, drag the mouse pointer across a series of words as shown in Figure 1-54. Then, click on the Bold button on the Formatting toolbar. The text appears considerably darkened. To remove the bold formatting, click the Bold button again or click the Undo button. CTRL-B is the keyboard combination for bold formatting.
19. Insert Clip Art into a Document
Word provides clip art or graphical images that you can insert into documents. The Clip Organizer stores the clip art, photographs, sounds and video clips. Select Insert in the Menu, Picture, Clip Art. The Insert Clip Art task pane displays on the right side of the screen. You can type a description of a graphic in the Search text box. Word will search for images that match your description. Figure 1-59 shows a search term entered into the task pane.
Word searches your hard drive and, if you are connected to the Web, clips available through Web sites. Once the search is complete, a list of clips will display. Click on the box arrow as shown in Figure 1-61 and a menu appears with options for graphics. If you click Insert, the clip art will be appear in your document at the location of your insertion point. If you decide to search again, click the Modify button as shown in Figure 1-60 to return to the original task pane.
In the More About Clip Art Packages box on page WD 1.49, the URL is identified to get more information on additional clip art available for purchase. Word has additional sources for clip art on the web. Click Clips Online in the Clip Art task bar to connect to those sources. If you click on Tips for Finding Clips at the bottom of the Clip Art task bar, Word displays tips for finding images. For instance, if you don't know the exact name of a file, you can use the asterisk (* on the keyboard) as a substitute for one or more characters and the question mark (?) as a substitute for a single character. Word has eight task panes that appear for specific tasks. If you want to view a specific task pane, click View on the Menu bar and click Task Pane. Additional features of task panes are displayed in Figure 1-61 with detailed explanations.
You are able to move backwards and forwards through a series of panes or switch to other task panes. Clicking the Close button in the task pane removes it from the desktop.
After inserting a graphic in a document, you can resize by enlarging or reducing its size. Click on the graphic to select it. The picture toolbar may automatically display. If it does not, select View in the Menu bar, point to Toolbars and click Picture. Sizing handles appear on the image as shown in Figure 1-63.
Move the cursor to one of sizing handles and the shape changes to a two-headed arrow. Drag the sizing handle to the desired size. If you drag a corner sizing handle, the shape remains in proportion to its original size. On page WD 1.51 you can view the dotted selection rectangle that moves as you drag the mouse. You can also resize a graphic by using the Format Picture dialog box and clicking the Size tab. Figure 1-66 shows the Picture toolbar and points out the location of the Format Picture button.
The Picture toolbar is a floating toolbar that you can reposition by clicking on the title bar and dragging. Or you can decide to close the toolbar by clicking on the Close button on the toolbar. If you decide to return to the original size of the graphic, you can drag the sizing handle until you approximate the original size. However, to be sure, you can click the Reset button in the Format Picture dialog box.
The term hard copy refers to output in printed form. To view the options for printing, select File in the Menu bar and click on Print. The Print dialog box gives you the option of selecting a page or pages, the entire document, or multiple copies. Clicking on the Print button on the Standard toolbar sends the entire document directly to the printer. You can view a document before printing. To do so, select File in the Menu bar and click on Print Preview. The mouse changes to the shape of a magnifying glass. Clicking on the document gives you a closer view of the document. Click the Close Preview button displayed in Print Preview to return to the document. If you decide to cancel a printing job, double-click on the printer icon as shown in Figure 1-69. Select the job to be canceled and then click Cancel on the Document menu.
Once a document is created and saved, you may reopen the document, either to view or edit it. To do so while in Word, select File in the Menu bar and click on Open. If the file is stored on a floppy drive, click the Look in box arrow and select the floppy drive. Click on the file to be opened. Clicking the Open icon on the Standard toolbar also results in opening a document. However, if you are at the Windows desktop, you can open a file by clicking on the Start button as shown in Figure 1-71 and point to Open Office Document.
The dialog box will appear as shown in Figure 1-72 with the names of Word files listed. If the file is stored on a floppy drive, click the Look in box arrow and select the floppy drive. The More About box on page WD1.55 describes the steps to ensure that Word displays the recently used documents on the File menu.
23. Correct Errors in a Document
In the process of creating a document or reviewing a finished document, you may find errors that need correction. These errors generally fall into one of these categories: additions, deletions or modifications. Word provides various methods to deal with these errors. To insert text, click the insertion point to the left of location text is to be inserted. Word automatically inserts text (called insert mode). If you double-click the OVR status indicator on the status bar (Figure 1-8) Word changes to overtype mode and replaces characters to the right of the insertion point.
Double-clicking the OVR status indicator returns you to insert mode. To delete characters, you can use either the BACKSPACE key or the DELETE key. Press the BACKSPACE key to delete to the left of the insertion point. Press the DELETE key to delete text to the right of the insertion point. To delete word(s), select the item to be deleted or cut, press the DELETE key or right-click for a shortcut menu and select Cut. The Cut button is also available on the Standard toolbar. If you decide you would like to start over completely in a document, select File, Close in the Menu toolbar and click No to ignore changes made in the document since you last saved the document. You can begin with a new document by clicking on the New Blank Document button as shown on Figure 1-12a.
The Clipboard Task Pane is discussed in the More About box on page WD 1.58. If you click the Cut or Copy button twice in a row, you activate the Clipboard task pane. You are able to copy and paste items within a document or to other Office programs. Close this task pane by clicking on the Close button in the task pane window.
Word provides an extensive help system which gives you access to help while creating documents. At the top right corner of the Word window on the Menu toolbar is the Ask a Question box. Type in a word or phrase, press the Enter key. The resulting list in Figure 1-75 gives you related topics from which to choose.
After choosing a topic, the Word Help window appears with a detailed description appearing in the main window pane as shown in Figure 1-76. You may click the Print button to print the contents of the Help window. Table 1-3 lists other components of the Word Help system.
The Office Assistant, if activated by clicking Show the Office Assistant on the Help menu, works very similarly to the Ask a Question box. You can turn off the Office Assistant by clicking Help, Hide the Office Assistant. Office on the Web is also available through the Help menu and provides access to resources through the Web.
When you decide to exit Word, you can click the Close button on the top right corner of the Word window. Other options include selecting File, Exit in the Menu bar or Alt + F4 on the keyboard.
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