Formatting and Editing Skills Objective 3 01 Apply

Formatting and Editing Skills Objective 3. 01: Apply appropriate formatting to keyed documents and use editing tools and operational keys effectively

Essential Questions ¢ What is word processing software and what is it used for? ¢ Why is formatting applied to fonts, paragraphs, and pages? ¢ How can the editing tools in a word processing program assist you? ¢ What are the functions of the operational keys on the keyboard?

Word Processing Word processing software is a type of application software that is used for creating text documents, such as: ¢ letters, ¢ Memorandums (like ‘paper’ email), and ¢ reports Advantages of Word Processing Software: • Can easily edit documents • You can save them for later • You can print them and share them with others

Title bar – displays the file Ribbon – replaces menu bars; name of a document provides you with groups of commands to use when creating a document Tool bar – provides you with buttons that allow you to access frequently used commands Scroll bar – allows you to scroll throughout a document that is too long to fit on one screen Cursor – on-screen blinking character that shows where the next character will appear

Typing Paper Standard Paper Size: 8 ½ x 11 inches There are 66 lines per page. Six lines equals one vertical inch.

Page Orientation – the direction in which you can print on a page ¢ ¢ Portrait – height is greater than the width Landscape – width is greater than the height Portrait Landscape 11” x 8 ½” x 11” Most word processing documents are printed in portrait orientation.

Document Margins Margin – the blank space at the top, bottom, left, and right of a document where you cannot type ¢ Header – allows you to type above the top margin l ¢ at the top of each page of a document Footer – allows you to type below the bottom margin l at the bottom of each page of a document

Format – to place text on a page so that it looks good and is easy to read

Text Alignment – the way multiple lines of text line up along the left, right, or both margins ¢ ¢ Tool Bar Alignment Buttons Left Align Right Center Align Left align – text is lined up along the left margin, leaving a jagged right margin Left align – Right align – text is lined up along the right margin, leaving a along the left margin jagged left margin Center align – text is centered between both margins, resulting in jagged left and right margins Center align – Justified – text is aligned along text is centered on the left and right margins, with no the page jagged edges Justify Right align – text is lined up along the right margin Justified – text is lined up along both margins

Line Spacing Line spacing – the spacing between lines of text in a document ¢Single Space (SS) – Strike Enter 1 time; leaves no blank lines between lines of text in a document ¢Double Space (DS) – Strike Enter 2 times; leaves 1 blank line between lines of text in a document ¢Triple Space (TS) – Strike Enter 3 times; leaves 2 blank lines between lines of text in a document ¢Quadruple Space (QS) – Strike Enter 4 times; leaves 3 blank lines between lines of text in a document Word wrap – the automatic wrapping of text from the end of one line to the beginning of the next line without having to press the Enter key

Horizontal Centering ¢ When text is centered between the left and right margin Commonly used when formatting: ¢ Invitations l Announcements l Title pages l Lets Hoop It Up!!! Participate in our Hoops For Heart Campaign to help raise money for the American Heart Association February 27 -March 3, 2012 See your PE teacher for more details.

Horizontal Centering Click on the Center align button

Vertical Centering When text is centered between the top and bottom margin ¢ Commonly used when formatting: ¢ l l l Invitations Announcements Title pages

Vertical Centering 1. Select Page Layout tab from the ribbon 2. Click on the arrow in the bottom right-hand corner of the Page Setup group

Vertical Centering 3. Select the Layout tab from the Page Setup window 4. Choose Center alignment from the Vertical alignment list

Text Formatting Font – the specific design for a collection of letters, numbers, and symbols Examples: Times New Roman Arial Chiller Broadway Goudy Stout Ways to format your font: Color Bold Underline SIZE Italicize

Text Formatting Bullets and numbering – used to arrange items in a list with each item beginning with a bullet or a number

Editing ¢ Editing – the process of updating a word processing document to: make changes l correct errors l make it visually appealing l

Editing Tools ¢ Cut – the word processing tool that removes text or graphics from the current location in a document ¢Copy – the word processing tool that allows text or graphics to be copied to another location within a document

Editing Tools ¢Clipboard – temporary storage location for text or graphics that have been cut or copied ¢Paste – the word processing tool that places text or graphics that have been cut or copied in a new location within a document

Editing Tools ¢ ¢ ¢ Spell Check – the word processing tool that checks your document for incorrectly spelled words, similar to an electronic dictionary Grammar Check – the word processing tool that checks selected words in a document for grammatical errors Thesaurus – the word processing tool that allows you to find synonyms (words with similar meanings) for words in a document

Operational Keys Backspace – deletes text to the left of (behind) the cursor Escape (Esc) – allows you to exit unwanted menus and dialog boxes Home – moves the cursor to the beginning of a line Insert – allows text to be inserted within a line of text Tab – used to indent; moves the cursor 5 spaces on a line Page Up – moves one screen above the current cursor position Num Lock – locks the numbers of the numeric keypad Caps Lock – Locks the alphabetic keys in uppercase Control (Ctrl) – used with other keys to execute (carry out) out commands Shift – Used to capitalize alphabetic keys and type symbol keys Alternate (Alt) – used with other keys to access tabs on the ribbon Delete – deletes text directly in front of (to the right of) the cursor Enter – used to move the cursor down to the next line End – moves the cursor to the end of a line Page Down – moves one screen below the current cursor position Arrow keys – move the cursor in the direction of the arrow, one character at a time

Combine operational keys to save time!!! ¢ Control and Page Up – moves you to the first page of a multi-page document ¢ Control and Home– takes you to the beginning of a document ¢ Control and End – takes you to the end of a document ¢ Control and Page Down – moves you to the next page of a multi-page document

Function Keys ¢ Allow you to quickly access frequently used functions/commands ¢ Examples: l l F 1 – allows you to access the Help tool F 7 – allows you to access the Spell Check tool