Editing and Formatting a Document

1. Microsoft Office Word 2003

Tutorial 2 - Editing and Formatting a Document

2. Check spelling and grammar

Word's Spelling and Grammar checker highlights typing errors in red and grammatical errors in green as you type.

If you open an existing document, you can still use the checker to locate errors.

As the checker proceeds through the document, it will stop at each error it finds and suggest one or more possible corrections.

3. The Spelling and Grammar dialog box

4. Proofread your document

5. Select and delete text

You can use different methods to select text with the mouse or keyboard.

Use the mouse to quickly select any amount of text-a letter, a line, or the entire document.

To select a single line or more, click in the selection bar, which is the blank space in the left margin where the cursor turns into an arrow.

After the text is selected, you can perform many actions, including deleting the highlighted text by pressing the Delete key.

6. Slide 6

7. Move text within the document

The ability to move text within a document is a timesaving editing feature.

Moving text, compared to retyping the same amount of text, makes it much easier to reorganize a document.

Dragging and dropping text enables you to move small or large amounts of text with a few mouse clicks.

8. Drag-and-drop text

9. Cut, copy and paste text

Cutting or copying and then pasting text is another way to move text from one location to another.

Cutting text removes it from its original location

Pasting places it in a new location

Copying leaves the text in its original location, but places a copy of the text in the new location when you paste

Cut and copied items are stored on the Clipboard.

In Word 2003, a maximum of 24 items can be stored on the Clipboard.

10. Using the clipboard

11. Find and replace text

The Find feature enables you to locate a word or phrase in a document.

The Replace feature enables you to automatically change the word or phrase after it is found.

You can set the options to automatically replace every occurrence of the text or to only replace individually selected occurrences.

Delete a recurring word by searching for the word and replacing it with nothing or a space.

You can also change the document's appearance by replacing a font, a special character, or the appearance of the text (bold, italic, etc.).

12. Use Find and Replace

13. Change margins, line spacing, alignment, and paragraph indents

Margins affect the amount of white space between the type and the edge of the paper.

Line spacing, which you can change using the Line Spacing button on the Formatting toolbar, determines the amount of white space between lines of type.

Text alignment identifies how the text lines up between the left and right margins.

Paragraph indents change where text starts and stops on each horizontal line without changing the margins.

Indents are most often applied to the first line of a paragraph, but entire paragraphs can be indented for various reasons.

14. The Page Setup dialog box

15. Use the ruler to set margins

16. Modify line spacing

17. Indenting a Paragraph

18. Align text using the Formatting toolbar

19. Copy formatting with the Format Painter

The Format Painter copies formatting from one paragraph to another in three steps:

Select the entire formatted paragraph

Click the Format Painter button (double-click to apply the format to multiple items), and then use the mouse pointer to select the item(s) you want to format

Click in the paragraph to be formatted. The format is copied to the second paragraph

Click the Format Painter button again to turn the function off.

20. Using the Format Painter

21. Emphasize points with bullets, numbering, boldface, underlining, and italics

Bullets and numbers make lists stand out from the rest of the document.

Click the Bullets or Numbering button on the Formatting toolbar to add bullets or numbers to each paragraph.

If you add or remove an item in a numbered list, Word will automatically adjust the numbers.

Text can also be emphasized and made clearer through the use of bolding, underlining, and italicizing.

22. Use a bulleted list to organize data

23. Change fonts and adjust font sizes

Important text, such as titles or headings, should look different from the regular text in a document.

Do this by making the title or headings larger or selecting a different font.

Fonts are classified as serif or sans serif

Traditionally, documents use a serif font for the main text and a sans serif font for headings

Draw attention to specific words by using the buttons on the Formatting toolbar to make the words bold, underlined, or italic.

A quick way to alter either the font or the font size is to access the font list or the font size list. These drop-down lists allow you to quickly change the font/font size.

24. Choose a font from the Formatting toolbar

25. Slide 25

26. Previewing Formatted Text

It's helpful to preview a document after formatting it, because the Print Preview window makes it easy to spot text that is not aligned correctly.

To preview and print a document, press Ctrl+Home, click the Print Preview button on the Standard toolbar, click the One Page button on the Print Preview toolbar, and examine the document.

Click the Print button on the Print Preview toolbar.

27. Previewing Formatted Text

28. Add a comment to a document

A comment is an electronic way of attaching a note about a certain word or section of the text, much as you would write a note in the margins of a paper document.

You can insert, edit, and delete comments without affecting the document.

Insert comments at any point in the text.

Select sections of the text to indicate that your comment references all of the text selected.

Comments can also be viewed as ScreenTips or, if you alter the default settings, as margin notes.

29. Adding a comment

30. Using the Research Task Pane

The Research task pane provides a number of research tools, including a thesaurus, an Internet search engine, and access to the Encarta Encyclopedia and Dictionary

To take full advantage, your computer must be connected to the Internet

Select the text you wish to research, and click the Research button on the Standard toolbar

31. Using the Research Task Pane