INTRODUCTORY MICROSOFT WORD Lesson 7 Working With Documents

INTRODUCTORY MICROSOFT WORD Lesson 7 – Working With Documents Microsoft Office XP: Introductory Course 1 Pasewark & Pasewark

Objectives Word - Lesson 7 l 2 l l l Switch between documents. Copy and paste text between documents. Insert page breaks. Work with multipage documents. Insert headers and footers. Create footnotes and endnotes. Microsoft Office XP: Introductory Course Pasewark & Pasewark

Objectives Word - Lesson 7 l 3 l l l Create a section with formatting that differs from other sections. Apply styles. Insert and format tables. Organize a document in Outline view. Microsoft Office XP: Introductory Course Pasewark & Pasewark

Terms Used in this Lesson Word - Lesson 7 l 4 l l Endnote Footer Footnote Header Page break l l Pane Section Style Table Microsoft Office XP: Introductory Course Pasewark & Pasewark

Switching Between Documents Word - Lesson 7 l 5 l The ability to work in more than one document at a time is a useful feature in Word. When a new document is opened or created, Word displays it on top of the document that is already open. Microsoft Office XP: Introductory Course Pasewark & Pasewark

Taskbar Word - Lesson 7 l 6 l Buttons corresponding to open documents are displayed on the taskbar. Click the button on the taskbar to make the document the active window. See Figure 7 -1 in student book, Taskbar with buttons for open files Microsoft Office XP: Introductory Course Pasewark & Pasewark

Word - Lesson 7 Copying and Pasting Text Between Documents 7 l l Text can be copied and moved between documents the same way it can be copied and moved within a document. Copy the selected text to the Clipboard from the open document. Open the second document. Paste the text at the insertion point. Microsoft Office XP: Introductory Course Pasewark & Pasewark

Inserting Page Breaks Word - Lesson 7 l 8 l l Page Break – the place where one page ends and another begins. Word automatically inserts page breaks where necessary. Page breaks can be inserted manually by choosing Break on the Insert menu. Microsoft Office XP: Introductory Course Pasewark & Pasewark

Splitting Windows Word - Lesson 7 l 9 l Two parts of a document can be viewed at once by splitting the window. Choose Split on the Window menu. Pane – an area of a split window that contains separate scroll bars that allow you to move through that part of the text. Microsoft Office XP: Introductory Course Pasewark & Pasewark

Go To Command Word - Lesson 7 l 10 l Go To – allows you to skip to a specific part of a document. Choose Go To on the Edit menu. Microsoft Office XP: Introductory Course Pasewark & Pasewark

Viewing Hidden Characters Word - Lesson 7 l 11 l Show/Hide ¶– allows you to view hidden formatting characters such as spaces, paragraph returns, and end-of-line marks in a document. Click the Show/Hide ¶ button on the formatting toolbar. Microsoft Office XP: Introductory Course Pasewark & Pasewark

Word Count Word - Lesson 7 l 12 l Word Count – counts the pages, words, characters, paragraphs, and lines in a document. Choose Word Count on the Tools menu and the Word Count dialog box appears. See Figure 7 -9 in student book, Word Count dialog box Microsoft Office XP: Introductory Course Pasewark & Pasewark

Header and Footer Word - Lesson 7 l Headers and footers contain information such as the date and page numbers. – – l Header – text printed at the top of each page. Footer – text printed at the bottom of each page Choose Header and Footer on the View menu. The Header and Footer toolbar appears. See Figure 7 -12 in student book, Header and Footer toolbar 13 Microsoft Office XP: Introductory Course Pasewark & Pasewark

Footnotes and Endnotes Word - Lesson 7 l 14 Footnotes and endnotes are used to document information such as quotes. – – l Footnotes – printed at the bottom of each page. Endnotes – printed at the end of a document. Choose Reference on the Insert menu and Footnote on the submenu. The Footnote and Endnote dialog box appears. Microsoft Office XP: Introductory Course Pasewark & Pasewark

Word - Lesson 7 Footnote and Endnote Dialog Box 15 See Figure 7 -15 in student book, Footnote and Endnote dialog box Microsoft Office XP: Introductory Course Pasewark & Pasewark

Formatting Sections Word - Lesson 7 l 16 l Section – part of a document where you can create a layout that is different than the rest of the document. Choose Break on the Insert menu. The Break dialog box appears. See Figure 7 -17 in student book, Break dialog box Microsoft Office XP: Introductory Course Pasewark & Pasewark

Applying Styles Word - Lesson 7 l 17 l Style – predefined set of formatting options that have been named and saved. Choose Styles and Formatting on the Format menu or click the Style and Formatting button to open the Styles and Formatting task pane. See Figure 7 -19 in student book, Styles and Formatting task pane Microsoft Office XP: Introductory Course Pasewark & Pasewark

Inserting a Table Word - Lesson 7 l 18 l Table – arrangement of text or numbers in rows and columns. Click the Insert Table button on the Standard toolbar or choose Insert on the Table menu, then Table on the submenu. The Insert Table dialog box appears. See Figure 7 -20 in student book, Insert Table dialog box Microsoft Office XP: Introductory Course Pasewark & Pasewark

Organizing a Document in Outline View Word - Lesson 7 l 19 l In Outline view, Word formats headings with built-in heading styles. Switch to Outline view by clicking the Outline View button. The Outlining toolbar appears and an outline symbol appears. Microsoft Office XP: Introductory Course Pasewark & Pasewark

Organizing a Document in Outline View Word - Lesson 7 l 20 l A + (plus) symbol before a heading indicates that subheadings or body text are below the heading. A – (minus) symbol indicates that no subheadings or body text are below the heading. See Figure 7 -27 in student book, Outlining toolbar Microsoft Office XP: Introductory Course Pasewark & Pasewark

Assigning Outline Levels to Paragraphs Word - Lesson 7 l 21 l Switch to Print Layout view to create a document in outline form without visible formatting. Choose Paragraph from the Format menu. On the Indents and Spacing tab, click the appropriate level. Microsoft Office XP: Introductory Course Pasewark & Pasewark

Summary Word - Lesson 7 l 22 l l Switching between documents is easily done by clicking a document’s icon in the taskbar. You can copy and paste between documents just as you can within a document. Page breaks can be inserted manually by choosing Break on the Insert menu. Microsoft Office XP: Introductory Course Pasewark & Pasewark

Summary Word - Lesson 7 l 23 l Commands that are useful formatting and editing long documents are: the Split command, the Go To command, the Show/Hide ¶ command, and the Word Count command Headers and Footers contain information such as the date and page numbers. They are found at the top and bottom of a page. Microsoft Office XP: Introductory Course Pasewark & Pasewark

Summary Word - Lesson 7 l 24 l A footnote or endnote is used to document information such as quotations. Footnotes are printed ant the bottom of a page. Endnotes are printed at the end of the document. To create different page layouts within a document, divide the document into sections. Microsoft Office XP: Introductory Course Pasewark & Pasewark

Summary Word - Lesson 7 l 25 l l Styles are predefined sets of formatting options that add consistency to a document. Tables are used to show data in columns and rows. Outlines are useful for creating a document with a hierarchical structure. Use Outline view to see formatting. Microsoft Office XP: Introductory Course Pasewark & Pasewark

Summary Word - Lesson 7 l 26 Use Print Layout view to assign outline levels to paragraphs, which does not change the appearance of the document. Microsoft Office XP: Introductory Course Pasewark & Pasewark