Microsoft Word Chapter 2 Robert H Smith School

Microsoft Word Chapter 2 Robert H. Smith School of Business University of Maryland – College Park 1

Students n Here are some students who are studying to become high school teachers. n n n Deo, Claude, Jean Philippe and Jean Marie Coco, Celestine, Sylvie, Josephine and Claudette How can Microsoft Word help them? You are learning Microsoft Word 2 Click to Continue

Students n n n Knowing and being able to create text documents is very important in higher education. When they become teachers, they will need to create and print student handout and exercises for homework. So what will they (and you) learn to do in Word chapter 2? You are learning Microsoft Word 3 Click to Continue

Chapter 2 Overview n This chapter will add to the basics that were learned in chapter one. It will extend your knowledge of Microsoft word, teaching you how to use editing and formatting commands available to you in Word. You are learning Microsoft Word 4 Click to Continue

Objectives n By the end of this tutorial, you will: 1. Be able to select text in a number of 2. 3. 4. 5. ways Learn the Cut, Copy, and Paste commands Learn to use Undo, Redo, and Repeat Learn to use Find, Replace, and Go To Use the scrolling feature in Word You are learning Microsoft Word 5 Click to Continue

Objectives 6. 7. 8. 9. Learn how to use the view menu Recognize differences in typefaces Learn to use the Page Setup command Learn various Paragraph Formatting commands 10. Using the Format Paragraph command 11. Learn about page columns and Click to Continue 6 You are learning Microsoft Word sections

Lesson #1 – Selecting Text n n In this lesson you will learn the different ways of selecting text in a word document. With the cursor n n n Select-then-do Click on word Using selection bar You are learning Microsoft Word 7 Click to Continue

Lesson #1 – Selecting Text This is the selection bar Double-click to select paragraph You are learning Microsoft Word 8 Click to Continue

Lesson #1 – Selecting Text You can also select the whole document by pressing Ctrl and the A key Or by clicking this button You are learning Microsoft Word 9 Click to Continue

Lesson #2 – Moving & Copying Text n n In this lesson you will learn how to move and copy text in a word document using the Cut, Copy and Paste commands. To do this you will also learn to use the clipboards n Office clipboard and Microsoft clipboard You are learning Microsoft Word 10 Click to Continue

Lesson #2 – Moving & Copying Text n Clipboards n n Temporary storage for items you want to cut or copy Office n n Ability to store many items on the clipboard for later use, but only in Office software Windows n Will only store one item at a time, but can be used in any Windows program You are learning Microsoft Word 11 Click to Continue

Lesson #2 – Moving & Copying Text n Commands found: Menu when you right-click on text Command icons On the Click to access multiple stored pieces of text You are learning Microsoft Word taskbar In the Edit menu 12 Click to Continue

Lesson #2 – Moving & Copying Text n Cut Command n n Copy Command n n Text is removed from document and placed on the clipboard Text is copied onto the clipboard Paste Command n Item on clipboard is placed in document You are learning Microsoft Word 13 Click to Continue

Lesson #2 – Moving & Copying Text n Cut Command n n Copy Command n n Select text and click Cut Select text and click Copy Paste Command n Place cursor where you want to insert text and click Paste You are learning Microsoft Word 14 Click to Continue

Tip #1 n Using the Paragraph mark n n Indicates a hard return Stores all formatting information for the previous paragraph n When cutting/copying a paragraph, include the paragraph mark to keep text formatting Click to show or hide the paragraph mark in document You are learning Microsoft Word 15 Click to Continue

Tip #2 n Using the Format Painter n Allows you to use the source format of cut or copied text when you paste that text in another part of the document The icon that comes up whenever you paste text Click to keep the text’s source format You are learning Microsoft Word 16 Click to Continue

Lesson #3 – Undo, Repeat n In this lesson, you will learn how to use the Undo, Redo and Repeat commands in Word. You are learning Microsoft Word 17 Click to Continue

Lesson #3 – Undo, Repeat n Undo Command n n Redo Command n n Allows you to correct a mistake by undoing your previous action(s) Will undo the undo command, revert back to original Repeat Command n Will repeat the last action performed in Word. You are learning Microsoft Word 18 Click to Continue

Lesson #3 – Undo, Repeat n Commands Found: In the Edit Menu On the taskbar You are learning Microsoft Word 19 Click to Continue

Tip #3 n Selecting commands with the Keyboard n Using underlined letters n n Press Alt+(underlined letter in toolbar menu) Press Shift+(underlined letter in the command) Press Atl+O to open Format menu Press Shift+P to open Paragraph Format Command You are learning Microsoft Word 20 Click to Continue

Tip #3 n Using the Ctrl key n Certain commands allow you to press Ctrl+(a letter) designated by what command you want Press Ctrl+Z to automatically undo your last typing You are learning Microsoft Word 21 Click to Continue

Quiz #1: Question 1 n What clipboard would you want to use if you want to cut/copy different pieces of text? n n Windows Clipboard Office Clipboard You are learning Microsoft Word 22 Click to Continue

Quiz #1: Answer n What clipboard would you want to use if you want to cut/copy different pieces of text? n n Windows Clipboard Office Clipboard ( this is the correct answer) You are learning Microsoft Word 23 Click to Continue

Lesson #4 – Find, Replace, Go To n n n In this lesson you will learn to use the Find, Replace, and Go To commands, and how they are helpful when creating word documents. These commands Simplify the process of revision All Commands found in the Edit menu You are learning Microsoft Word 24 Click to Continue

Lesson #4 – Find, Replace, Go To n Find command n Allows you to find specified text in a document Enter the text you want to find You are learning Microsoft Word 25 Click to Continue

Lesson #4 – Find, Replace, Go To n Replace command n Will find text and replace with different text Enter text to find Enter replacement text Search options, such as a case sensitive search You are learning Microsoft Word 26 Click to Continue

Lesson #4 – Find, Replace, Go To n Go To command n Allows you to go to a certain part of a document n Will find and go to a certain page, section, or line for example Go to a page Enter page number Click to go to page 3 You are learning Microsoft Word 27 Click to Continue

Lesson #5 - Scrolling n n In this lesson you will learn how to scroll through a document and the advantages of scrolling. Using the mouse n n Clicking the scroll up/down buttons Using mouse roller (where available) You are learning Microsoft Word 28 Click to Continue

Lesson #5 - Scrolling n Using the keyboard n n Click the Pg. Up or Pg. Dn key to move screen one page up or down, respectively Press Ctrl+Home or Ctrl+End to automatically move to the beginning or end of a document, respectively You are learning Microsoft Word 29 Click to Continue

Lesson #5 - Scrolling n Using the scroll bar n n Click and drag scroll bar to move up or down Click the up/ down arrow You are learning Microsoft Word Click to scroll up Scroll Bar Click to scroll down 30 Click to Continue

Lesson #6 – View Menu n n In this lesson you will learn how to use different document views and how to zoom in or out on a document. See Examples Page Views n Normal – The default view You are learning Microsoft Word 31 Click to Continue

Lesson #6 – View Menu n n Web Layout – looks similar to Normal Print Layout – looks like the printed version Outline – appears as an outline Zoom Feature n Changes the magnification of the document n doesn’t effect actual size of text You are learning Microsoft Word 36 Click to Continue

Lesson #6 – View Menu Different View Options You are learning Microsoft Word 37 You can choose how much to zoom the document Click to Continue

Lesson #7 - Typography n In this lesson you will learn about typefaces (fonts) and the different sizes and styles that you can choose for a typeface. You are learning Microsoft Word 38 Click to Continue

Lesson #7 - Typography n Typeface (font) n n An entire set of letters, numbers, punctuations, and symbols Can be serif or sans serif n n n Serif typeface has tiny cross lines that connect letters Sans serif doesn’t have any connecting lines Serif is easier to read You are learning Microsoft Word 39 Click to Continue

Lesson #7 - Typography n An example of different typefaces: Serif Typeface Sans Serif Typeface (Times new roman) (Arial) n Is this slideshow serif or sans serif? You are learning Microsoft Word 40 Click to Continue

Lesson #7 - Typography n Type Size n n the vertical measure from the top of the tallest letter to the bottom point of the lowest letter. Measured in points n n 72 points = 1 inch For most documents 10 pt - 12 pt text is effective You are learning Microsoft Word 41 Click to Continue

Lesson #7 - Typography Typeface can be selected from the taskbar Font size can be adjusted from the taskbar as well Preview box You are learning Microsoft Word Scroll down for more typeface chioces 42 Click to Continue

Lesson #7 - Typography n Format Font Command n Gives you control of all type settings for the document n n Typeface Style Size Special effects such as n n Underline or Shadow Found in the Format menu You are learning Microsoft Word 43 Click to Continue

Lesson #7 - Typography type size Typeface Style Typeface color Special text effects Preview text You are learning Microsoft Word 44 Click to Continue

Quiz #2: Question 1 n If you want to Find and Replace something in a document, where would you go to find that command? n n n File menu Edit menu Tools menu Insert menu Format menu You are learning Microsoft Word 45 Click to Continue

Quiz #2: Answer n If you want to Find and Replace something in a document, where would you go to do that? n n n File menu Edit menu ( this is the correct answer) Tools menu Insert menu Format menu You are learning Microsoft Word 46 Click to Continue

Lesson #8 – Page Setup Command n n n In this lesson you will learn how to change page margins, paper size, source, layout and page orientation using the page setup command Found in the File menu. Margins n Default margins are 1 inch on the top and bottom and 1 ¼ inches on the sides You are learning Microsoft Word 47 Click to Continue

Lesson #8 – Page Setup Command n Page Layout n n Paper Size n n Choose between common sizes of paper Paper Source n n Landscape or portrait Most likely the paper tray Headers and Footers n Areas for text at top or bottom of every page You are learning Microsoft Word 48 Click to Continue

Lesson #8 – Page Setup Command Margin adjustments Preview box Click to increase or decrease each margin Margins will be applied to the… You are learning Microsoft Word 49 Click to Continue

Lesson #8 – Page Setup Command Choose from common paper sizes Select portrait or landscape orientation Click to change printer paper options You are learning Microsoft Word 50 Click to Continue

Lesson #8 – Page Setup Command Header and Footer options Preview page Vertical Text Alignment You are learning Microsoft Word 51 Click to Continue

Lesson #9 – Paragraph Formatting n n In this lesson you will learn various ways to format your document at the paragraph level. This includes text alignment, indents, tabs, page breaks, hyphenation, and line spacing. Found in the Format menu You are learning Microsoft Word 52 Click to Continue

Lesson #9 – Paragraph Formatting n Alignment n Left n n Captions or headlines Justified n n Easiest to read Right n n See Example Uneven word spacing can make text difficult to read Centered n Used in formal announcements, titles, or poems You are learning Microsoft Word 53 Click to Continue

Lesson #9 – Paragraph Formatting n Indents n n n left Right Special n n n First line Hanging All indents are set at zero by default You are learning Microsoft Word 55 Click to Continue

Lesson #9 – Paragraph Formatting n Page Breaks n How Word begins n n n A new line A new paragraph A new page Soft page breaks Hard page breaks You are learning Microsoft Word 56 Click to Continue

Lesson #9 – Paragraph Formatting n Tabs n n Are used to move the cursor to pre-set stop points Five kinds of tabs are available in Word n n Leader options also available n n Left, Right, Center, Decimal, and Bar Dots, hyphens, underscore Click here to see examples of tabs You are learning Microsoft Word 57 Click to Continue

Lesson #9 – Paragraph Formatting Additional tab stops can be defined Default Tab stop Choose between alignments Click for different leaders You are learning Microsoft Word 58 Click to Continue

Lesson #9 – Paragraph Formatting n Hyphenation n n Removes excessive white space at the end of a line Useful when used with columns or justified aligned text Automatic or manual hyphenation Non-breaking hyphenation You are learning Microsoft Word 60 Click to Continue

Lesson #9 – Paragraph Formatting n Line Spacing n n The spacing between lines of text You can select between single, 1. 5 lines, double, or a chosen point value Set using the Format Paragraph Command Click here for examples of different line spacing You are learning Microsoft Word 61 Click to Continue

Tip #4 n Inserting the Date and Time in a document n n n Click on the Date and Time command in the Insert menu Select format Click Update Automatically You are learning Microsoft Word 63 Click to Continue

Lesson #10 – Borders & Shading n n In this lesson you will learn how to add a border or shading to selected text or a document. Borders n n n Command found in the Format menu Helps to “finish up” your document For selected text You are learning Microsoft Word 64 Click to Continue

Lesson #10 – Borders & Shading n Page Border n n Same as above, but for whole page Shading n n n Command found in the Format menu Used to add emphasis to important text Clear (no shading) is the default Solid (100% shading) creates a black background with white text Usually 10% - 20% shading is sufficient You are learning Microsoft Word 65 Click to Continue

Lesson #10 – Borders & Shading Scroll through all the border styles Choose type of border Preview box Click to define line weight You are learning Microsoft Word Click for specific border (left, right, top, or bottom) 66 Click to Continue

Lesson #10 – Borders & Shading Click to adjust border and shading margins Click tab for Page Border Click on Options You are learning Microsoft Word 67 Click to Continue

Lesson #10 – Borders & Shading You can choose a gradient for light shading Or choose a color to shade your text You are learning Microsoft Word 68 Click to Continue

Lesson #10 – Borders & Shading n Click here for examples of bordered text n Click here for examples of shaded text You are learning Microsoft Word 69 Click to Continue

Lesson #11 – Column Formatting n n In this lesson you will learn how to add columns and define sections in Word documents Columns n n n Adds a different look to your document Open the columns command from the Format menu Select the number of columns you want You are learning Microsoft Word 72 Click to Continue

Lesson #11 – Column Formatting See example Click to select number of columns Preview box Edit column properties, default is automatic You are learning Microsoft Word 73 Click to Continue

Lesson #11 – Column Formatting n Sections n n Found in the Page Setup command Formatting page layout, margins, and columns are defined at the section level Most documents are one section You can choose to section your document (section break) n Allows for different formatting in different sections You are learning Microsoft Word 75 Click to Continue

Tip #5 n Creating a backup copy n n n In the Tools menu click Options Click the Save tab Click the option to always create a backup copy You are learning Microsoft Word 76 Click to Continue

Quiz #3: Question 1 n Which of these can you NOT change in the Page Setup Command? n n Paper size Page orientation Font size Margins You are learning Microsoft Word 77 Click to Continue

Quiz #3: Answer n Which of these can you NOT change in the Page Setup Command? n n Paper size Page orientation Font size ( this is the correct answer) Margins You are learning Microsoft Word 78 Click to Continue

Slide Overview n n The next slide will show where command icons learned in this chapter are located on the Word screen. Blue boxes indicate commands, red lines point towards the icons for which the commands are associated. You are learning Microsoft Word 79 Click to Continue

Choose typeface Left justified Page margins 12 pt typeface Paste text Redo text Bold, Italic, or Underlined text View buttons (normal view) 100% zoom Click to change indents Click to add columns Click to change line spacing Scroll bar Click to add border Click to Continue 80

Chapter Complete! You are learning Microsoft Word 82 Click to Continue