Lesson 4 Basic word and excel sections 1-7

Besides dragging, there are many ways to select text

-*Double-click* a word to select the word and the space after. -*Triple-click* to select an entire paragraph. -Press and hold the *Shift* key while pressing an arrow key to select one character at a time. Press and hold the *Shift* and *Ctrl* keys while pressing an arrow key to select one word at a time. -Press and hold the *Shift* key and then click a character to select from the insertion point to the point clicked. -Press and hold the *Ctrl* key and then click anywhere in a sentence to select the entire sentence. -Move the pointer to the left of text until it changes to an *arrow* shape and then click to select that line of text. -*Double-click* to select the entire paragraph. *Triple-click* to select the entire document. -On the *Home* tab, click *Select > Select All* to select the entire document.

The Find and Replace tool may seem very specialized, but it actually can be very useful in a number of careers

-A company decides to change a new product's name just weeks before launch. As a marketing agent for the company, you can use Find and Replace to quickly locate and change every instance of the old name in your document., saving your time and the company's money. -As a wedding planner, your clients decide they want to change the ceremony venue from the local country club to a nearby barn venue. Using Find and Replace, you can quickly locate and update mentions of the venue name and address on invitations, directions for caterers and other servicers, and contracts. -A company you serve as part of your public relations firm sends a list of details so you can create a public statement. After writing the statement, you realize that the company made a typo in their representative's name--they listed the name as Marcy Johnson, which the representative's real name is Marcy Johnston. When you perform a Find and Replace for the name Johnson to easily make the adjustment.

The Word Window

-After starting Word, the first thing you'll see is a Start screen with links to recently opened documents on the left (or, if there are none, a link to Open Other Documents). On the right of the screen are links you can use to create a new blank document or to create a document based on a template. -Click *Blank Document* or *Single spaced(blank)* to open a new document in the Word window. A blank document adds additional space between lines and extra space after a paragraph compared to the single spaced option. The word window is the *application interface* where you interact with the software.

Formatting marks

-Are symbols used to represent characters not normally displayed as text, such as paragraph marks, spaces, and tabs. These are sometimes called "invisibles." -If you don't see formatting marks, on the Home tab, click ¶ (Show/Hide ¶) in the Paragraph group. Click ¶ again if you want to hide formatting marks.

Spelling and grammar checking-Autocorrect

-Autocorrect is a feature that automatically corrects the spelling and capitalization of common words. For example, *teh* becomes *the* and *florida* becomes *Florida*. If Word decides that a combination of letters should really be a word from its Autocorrect dictionary, the correction is automatically made without you having to retype anything. For example, as soon as you type a space after "thier" word changes the spelling to "their." -When the Autocorrect features changes a word that was correct as is, hover over the changed word to display a blue bar and then click the bar to display a menu. Click *Change back* to revert to the former spelling. The autocorrect action can also be reversed immediately by pressing *Ctrl + Z*.

The keyboard shortcuts for cut, copy, and paste are

-Cut: Ctrl + X -copy: Ctrl + C -Paste: Ctrl + V -Note that paste is not Ctrl + P. That's the shortcut for print.

Typing text-word wrap, ergonomics

-In a new Word document, the insertion point appears as a blinking line in the upper left of the document. As you type, characters appear and the insertion point moves to the right. When your text reaches the right edge of the document, the insertion point is automatically moved to the next line in a process called *word wrap*. It's important to allow to text to wrap automatically, press *Enter* at the end of a paragraph only. Later, you'll see that when edits are made, word wrap adjusts text as necessary. -Another consideration when typing is how many spaces you type after a period. Word automatically adjusts space proportionally between characters and words to provide the best reading experience. To avoid distracting gaps, you should type *only* one space after a period at the end of a sentence. This will give your document a more professional look. -Planning is an important aspect of creating any type of document. If you'll be typing an address block or other text that should be single spaced, then you'll need to click *No spacing* on the *Home* tab before typing to change the paragraph style. A new Word document uses the default style, which adds extra space after a paragraph. This is more appropriate for a term paper or business letter. -One final consideration when typing is ergonomics. *Ergonomics* is the scientific study of people at work. The goal of ergonomics is to reduce stress, strain, and fatigue. To work more efficiently and productivity while reducing the possibility of eyestrain, you should change the magnification of the document so that you can easily read the text as you type. The *Zoom* controls in the lower right of the document window are used to change the magnification. Click + to increase the magnification, click - to reduce, or drag the slider in either direction. The magnification doesn't affect the size of the text when printed.

Spelling and grammar checking-For words flagged as grammatical errors

-Right-click the text to display a menu with suggested corrections and other options. -Click a suggestion to replace the text or click *Grammar* to display a task pane with more explanation about the potential error.

Spelling and grammar checking-For words flagged as spelling errors

-Right-click the word to display a menu with suggested spellings and other options. -On the menu, click one of the options to replace the misspelled word. If the word you've typed is correctly spelled, then you can safely click *Ignore All* or *Add to Dictionary*. The *Add to Dictionary* command will recognize the word in all future documents and all other office applications.

*START OF SECTION 4.1*-Getting started with Word

-The Microsoft Word 2016 word processor is used to create professional-looking documents such as letters, flyers, brochures, and ebooks. The instructions to start Word will vary depending on your installation. However, you will most likely need to click the Word 2016 icon in the Taskbar at the bottom of the screen or double-click the icon on the Desktop. -After becoming familiar with the word interface, you'll learn about the many features for typing and editing text. Some of these features, such as the spelling and grammar checker, Smart Lookup, and the thesaurus can help you improve your writing. Other features , such as cut, copy, and paste can help you refine your message without having to retype text.

The word window includes these features:

-The Quick Access toolbar -Customize Quick Access Toolbar -File name -Ribbon Display Options -Minimize button -Restore button -Close button -Ribbon -File tab -Tell me box -Rulers -Scroll bars -Status bar -Zoom slider -ScreenTips

List two input devices and how you use them

-The keyboard for typing characters and using keys to move the insertion point. -The mouse for pointing, selecting commands, and moving the insertion point. -The touch pad, which works similarly to a mouse. -The stylus for pointing, selecting commands, moving the insertion point, and writing.

Editing text

-The process of changing the contents of a document is called *editing* and almost always involves adding and removing text. When you edit, you must first place the insertion point where the edit is to occur. Both the arrow keys and the mouse can be used to position the insertion point. Next, you can type to insert new text or press the *Backspace* or *Delete* keys to remove unwanted text. -You'll probably find yourself in the editing process while you're still typing the original document. For example, you may decide that the sentence you just typed doesn't work well in the paragraph. In this case, rather than repeatedly pressing the *Backspace* key to remove the text, you can click *Undo* on the Quick Access Toolbar to remove the most recently typed text. To redo the last action, click *Repeat Typing* on the Quick Access Toolbar.

Find and replace

-The thesaurus replaces a single word. If you want to replace all instances of a word in a document, use the *Replace* command on the *Home* tab, which displays the Find and Replace dialog box. -Type the word or text to look for in the *Find what* box and type the replacement text in the *Replace with* box. Click *more* for additional options. Click one or more of the checkboxes under *Search options* to make a search more specific. You can also use the *Special* list to add codes for formatting marks and other special search items to the *Find What* and *Replace with* boxes. For example, you could search for line breaks, paragraph breaks, and so on. To display fewer options, click *Less*. Even after all options are set, you'll want to perform a search and replace thoughtfully to avoid changing the wrong text. The safest approach is to click *Find Next* to locate an occurrence of the text before clicking *Replace*. When you click *Replace All*, every occurrence of the Find text is automatically charged without showing it to you. -There are many reasons to search a document for text. For example, you may want to refine your writing by checking for overused words. You can do this by clicking the *Find* command on the *Home* tab, which displays the Navigation task pane with a search box. -When you type search text here, Word highlights every occurrence and displays the results. You can then click the arrow buttons in the task pane to move from one occurrence to the next.

The office clipboard

-When you cut or copy text, it's placed in an area of memory called the *office clipboard*. By default, copying and pasting only works for one copied item or section at a time. To see more Clipboard items, click the dialog box launcher in the *Clipboard* group on the *Home* tab to display the Clipboard task pane. When you copy additional items with the Clipboard pane open, the additional copied items will appear. You can place any of the Clipboard items at the insertion point by simply clicking the item in the task pane. Or, if you no longer want an item to be on the Clipboard, point to the item, click the arrow, and then click *Delete*. -The Office Clipboard stores text and graphics copied from any office application file and allows you to paste the content info any other office application file. The Clipboard is useful when you want to "collect" several copied items before posting them. However, when you paste from the Clipboard you won't have as many paste options from which to choose.

Hyperlinks

-When you email addresses or webpage URLs, Word automatically converts them to *hyperlinks*, making the text blue and adding an underline to indicate a link. If you distribute the file as a Word document or as a PDF, the reader can click the links in your document to open the corresponding websites. -Word uses the *@* symbol and the text *www.* to decide if your text should be formatted as a hyperlink. If you type a link that doesn't follow this protocol, then you can right-click the text and select *Hyperlink* to display a dialog box where you can specify link info.

Spelling and grammar checking

-Word continuously analyzes spelling and grammar as you type. When a word isn't recognized, it's displayed with a red squiggly line. And when a phrase seems grammatically incorrect, word places a blue squiggly line below the questionable text.

Selecting text

-You can edit faster by first selecting the text to be removed or changed. Selected text is highlighted. -To make a selection, drag your mouse pointer over the characters to be selected. When you've selected text, anything you type replaces the entire selection with new text. You may also press the *Backspace* or *Delete* keys once to remove all the selected text. If you've made a selection by mistake, simply click the mouse anywhere or press an arrow key to remove the highlight and leave the text unchanged.

symbols

-such as ¢ or é, For example, (c) converts to ©, (r) to ®, (tm) to ™, and -- to —. Look in the AutoCorrect dialog box for more. -A customer, client, or coworker may have a name that requires an accented letter (for example, Hernández). -You might write about a trademarked (™), copyrighted (©), or registered (®) property or slogan. -Your job may require you to deal with foreign currency such as Euros (€), Francs (₣), or yen (¥). -You may record temperatures in degrees (°) or use mathematical symbols (+, ×, ÷). -displaying formatting marks-If you don't see formatting marks, on the Home tab, click ¶ (Show/Hide ¶) in the Paragraph group. Click ¶ again if you want to hide formatting marks. -section 4.2-font style-Styles include bold, italic, underline, strikethrough, superscript (as in e=mc2), subscript (as in H2O), color, highlight, and more. -If you want to use a symbol other than the default • shape for a bulleted list click the arrow next to the Bullets command for choices.

Steps to emailing a document

1. On the *File* tab, click *Share*. There are several ways to share a Word document. 2. Click *Email*. Note the email options, which include *Send as Attachment* and *Send as PDF*. 3. Click an attachment option. A new email message is displayed with the file in the Attached file. 4. Type the recipient's email address in the *To box* and type a message in the area below. 5. Click *send* to send the attached file to the recipient.

Steps to save a document:

1. On the Ribbon, click the *File* tab to display a screen of options. 2. Click *save*. A list of locations is displayed. 3. To save a document to your computer, click *Browse*. A dialog box is displayed. In the pane on the left of the dialog box, navigate to the appropriate location to store the file. The address bar at the top of the dialog box displays the path of the selected location. 4. In the *File name* box, change the default name to one that's descriptive of the file's contents. A valid name can include letters, numbers, spaces, and some special characters. Be sure to keep the Word file name extension of .docx. 5. Click *Save*. The new name is displayed at the top of the document window.

Steps to print a document

1. On the Ribbon, click the *File* tab. 2. Click *Print*. A list of options for the available printer is displayed along with a preview of the document. 3. Take some time to review your print options. Note the Copies option at the top for increasing the number of printouts. Also, note the Pages option for printing specific pages. 4. Click *Print* to send a copy of the document to the printer.

Steps to move or duplicate text

1. Select the text to be moved or duplicated. 2. On the *Home* tab, click *Cut* to remove the text from the document or click *Copy* to leave the text and create a copy. 3. Move the insertion point to the position where the cut or copied text is to appear. 4. On the *Home* tab, click *Paste*. The text appears at the position.

Steps to open a file

1. Start Word to display the start screen. 2. Links to recently used documents are on the left side of the window. Click a link to open it. 3. To open a different file, click *Browse* to display a dialog box. 4. Navigate to the location of the file and then click the file name to select it. Click *Open* to transfer the file to the Word window.

Mouse

A pointing device used to select commands and respond to prompts. It displays a graphic image called a pointer.

USB flash drive

A portable storage device that can be plugged into the USB port on a computer and is easily moved from computer to computer.

Tell me box

A search tool and help feature. When you can't locate a command, or when you just want to learn how to perform an action, click *Tell me what you want to do* and then type any word or phrase in the box to display a menu of related search results. The search results will include related commands and an option to display a Help dialog box with more info.

Task pane

A set of options that remain open with your document. To close the task pane, click the *close* button in the upper right corner of the pane.

Thesaurus

A tool for finding words that are close in meaning. To use the thesaurus, right-click a word in the document and then click *Synonyms* to display a menu of related words. If you see a word that you like better than the current one, click it to replace the current word. If the menu is displaying words with a meaning different from the current word, then click *Thesaurus* at the bottom of the menu to open a task pane. From here, you can click a word in the search results to display synonyms related to that word. When you find a replacement, point t the word, click the arrow, and then click *Insert*.

File name/document name

Also called document name, is displayed in the top center of the window. When you save a new document, the name you provide will be displayed here.

Cut, copy, and paste

An important part of editing is refining what you've written. When you proofread your document, you may find that a sentence would be more effective at the end of a paragraph rather than in the middle, or you may see an important detail that should be repeated in closing. For edits like these you'll want to move and duplicate info. The *Cut, Copy* and *paste* commands on the *Home* tab make it easy.

Smart Lookup

Another way to improve your writing is to strengthen your content. The Smart Lookup tool allows you to research from within your document. Simply right-click a word or selected phrase and then click *Smart Lookup*. It uses the context of your document to determine which results to display in a task pane. For example, a Smart Lookup on the word *work* brings up definitions and links to articles related to human labor and physics. From the brief summaries, click the link to display the full article in a browser window.

Hand pointer

Appears when pointing to a hyperlink, like that found in a help window displayed by the Tell me Box. When you click a link a browser window opens.

Scroll bars

Are located along the right side of the window and below the document, if necessary. You use them to bring unseen parts of the document into view. The scroll bars may disappear from view when typing. Moving your mouse makes them reappear. To scroll a document in the window, drag the scroll box, click above or below it in the scroll bar, or click the up or down arrows at the top and bottom of the scroll bar.

ScreenTips

Are small boxes that pop up when you hover the mouse over a command on the Ribbon or other features on the word document window. Display info about a feature, including keyboard shortcuts for executing the feature without having to remove your hands from the keyboard.

Page up/Page down keys

Are used to scroll a document within the window.

Why might the PDF format be a better choice for an email attachment than the Word file?

Because it maintains all the formatting and layout of your file and doesn't easily allow changes to be made.

List two ways you can execute the save command

By clicking save on the file tab, clicking save on the Quick Access Toolbar, or by pressing Ctrl + S.

What are two ways to distribute a document?

By printing it or by emailing it.

To set the automatic function of Word to save every few minutes

Click *File, Options*. In the dialog box that opens, click Save and adjust the Autosave settings.

If you want to save the file in a different location

Click the *Browse* button on the Save as screen and choose the location.

If you want to open a file when Word is already running

Click the *File* tab and click *Open* to display the Browse button and links to recently used documents. You can also press *Ctrl + O*.

To create a copy of a file as a PDF

Click the *File* tab and then click *Save As.*

Spelling and grammar checking-if you want to process all grammar errors at once

Click the *Proofing Errors* icon in the lower left of the status bar. To checking for spelling and grammar together, on the *Review* tab, click *Spelling and Grammar*. Both methods open task panes where clicking Ignore or selecting a replacement and clicking *Change* resolves the error and shows the next one in the document.

If you want to search for special characters

Click the arrow on the *Find* command and click *Advanced Find*. Another option is to select a word and then click *Find*--Word will search for the highlighted word.

Ribbon

Contains word commands. Commands are organized into tabs that run along the top of the Ribbon. Click a tab name to display a different set of commands. Within a tab, commands are grouped. Some groups include a dialog box launcher (a small arrow icon) in the lower-right corner that you click to display a dialog box or task pane with additional options related to the group. Some command buttons on the Ribbon have an arrow at the side you click to display a menu of additional options.

Hourglass pointer

Displayed to indicate that Word is working on an action.

Arrow pointer

Displayed when the pointer is on a command or other selectable item. Click the pointer on the command to select it. Hover, don't click, over any Ribbon command or icon to display a pop-up description.

I-beam pointer

Displayed within a document. Move the I-beam with the mouse and then click to move the insertion point to that location.

Emailing

Emailing requires that your computer have access to an email account. Another consideration with email is the file format. You can email a Word document as an attachment, which provides the email recipient with a copy of the actual Word file. This option is good when you want the recipient to make changes to the document. However, if your document contains materials that you don't want changed, sending the document as a PDF is a better option.

List three storage media for files

Hard drive, USB flash drive, cloud drive

Learn more about spelling and grammar checking

If you want to better understand and control the way Word describes on spelling and grammar checking, on the *File* tab, click *options*. In the Word Options dialog box, click *Proofing*. Click *Autocorrect* options to customize that feature. Click *Settings* next to *Writing Style* to see grammar options. Many of the options in this dialog box are set with checkboxes. Click a checkbox to either select or clear the option.

PDF/Portable document format

If you want to give a copy of a Word file to someone who doesn't have Word installed, or who has an older version, you can save a copy as a PDF file, which stands for Portable Document Format. This format maintains the formatting and layout of your file, but can't be easily changed.

The importance of typing and editing skills

In most workplaces, electronic documents have replaced traditional pen-and-paper forms, messages, and notes. As such, typing and editing using word processing programs have become essential skills for nearly all job fields. -Workers in the medical and veterinary fields assess and take notes on patients using electronic documents. -Mechanics fill out diagnoses and repair electronically to give the info to customers easily and to file bills and estimates digitally. -Employees in the fields of business, marketing, and advertising send reports and memos to coworkers, clients, and investors using Word documents, often with a company letterhead.

Email business communication as PDF attachments

Invoices, product sheets, estimates, and other business communications should be emailed in PDF format to prevent accidental changes to the contents.

Double-clicking

Involves pressing the left mouse button twice in quick succession. This is used to select text.

Input device

Is used to communicate with an application. The input devices you'll most likely use are the keyboard, mouse, touch pad, and stylus.

Keyboard

Is used to type text into your document.

Quick Access Toolbar

It is at the top of the window and has shortcuts to commonly used commands. The default shortcuts are Save, Undo, and Redo.

File tab

It is different from the other Ribbon tab. Click *File* to display the Backstage view with options for opening, saving, printing, sharing, and closing a file. To get back to the document window with executing a command on the *File* tab, click the *Back* arrow in the upper left of the screen or press the Esc key.

Ribbon Display Options

Located in the upper-right corner which lets you control how the Ribbon displays.

Pointing

Means to move the mouse until the pointer is resting on a command or feature of the interface when you click, you point and then quickly press and release the left mouse button.

Right-clicking

Means to quickly press and release the right mouse button. This often opens a list of available commands.

Dragging

Means to select text and then press and hold the left mouse button while moving the mouse. Release the button when the item being dragged is where you want it.

Scroll wheel

Mouse may have this which can be rotated to move a document up or down in the window.

Arrow keys

Move the insertion point in the direction of the arrow.

Home and end keys

Move the insertion point to the beginning or end of a line, respectively.

Ctrl + home and Ctrl + end

Move the insertion point to the beginning or end of the document.

How can you use the mouse to move the insertion point?

Move the mouse to place the I-beam pointer and then click.

Ctrl + up or down arrow

Moves the cursor to the beginning of the previous or next paragraph.

Ctrl + left or right arrow

Moves the insertion point from word to word in the direction of the arrow (press and hold the control key(ctrl) and then press the arrow key once).

Cloud drive

Online storage that's available to you from any computer, tablet, phone, or other device with internet access.

Which key do you press to delete a character to the left of the insertion point?

Press the backspace key to delete a character to the left of the insertion point.

Using special characters

Regardless of your career, you may find yourself needing to use special characters when typing and editing text. -A customer, client, or coworker may have a name that requires an accented letter (for example, Hernández). -You might write about a trademarked (™), copyrighted (©), or registered (®) property or slogan. -Your job may require you to deal with foreign currency such as Euros (€), Francs (₣), or yen (¥). -You may record temperatures in degrees (°) or use mathematical symbols (+, ×, ÷).

Backspace key

Removes the character to the left.

Rulers

Run along the left and top of the document area. They show the size of the paper and are useful for alignment purposes. If the rulers don't appear in your Word document, you can enable them by clicking the *Ruler* checkbox on the view tab.

Status bar/zoom slider

Runs along the bottom of the window. In the lower left of the status bar is a page count, word count, and a proofing errors indicator. On the right side of the status bar is a *zoom slider* you can use to change the magnification of your document. Icons for changing the document view are also near the zoom slider.

How is the File tab different from other tabs on the Ribbon?

The File tab displays a new screen with options for opening, saving, printing, sharing, and closing a file. The other Ribbon taps display groups of commands above the active document.

Hard disk

The computer's storage

Esc key

The function will vary depending on the context, but is commonly used to cancel the current operation. For example, if a dialog box is open you can press *Esc* instead of clicking *Cancel*.

Insertion point/cursor

The location where the next character typed will appear is indicated by a blinking line.

If you want to save the new file in the current location

Then you need only change the file type by selecting PDF (*.pdf) from the list below the file name.

Opening a file

To edit or print a document, it must first be opened in Word. *Opening* a file transfers a copy from the storage media to the computer's memory and displays it in the Word window.

Hard disk, usb flash drive, and cloud drive

To make a document available for future use, it must be *saved* as a file to a lasting medium such as a hard disk, USB flash drive, or cloud drive.

What is the purpose of saving a document?

To make it available for future use.

To keep your file in the same location, but use a different name:

Type a new name in the Name box on the Save As screen.

Delete key

Used to remove the character to the right of the insertion point.

Closing a file and quitting Word

When you're done working on a document, you can close the file by clicking *Close* on the *File* tab, which removes it from the Word window. The keyboard option is *Ctrl + W*. At this point, a new document can be created, an existing document opened, or the application closed. To quit Word, click the *Close* button (x) in the upper right corner of the window. An open document will automatically be closed. If the document has unsaved changes, a warning dialog box will be displayed. You can click *Save* to save the document before it's closed.

Pointer

Which is used to point, click, or drag.

Close button

Which you click to close the application window.

Restore button

Which you click to reduce or expand the window size.

what happens when you quit Word with unsaved changes to a document?

Word displays a warning dialog box that prompts you to save.

Stylus and touch pad

Work similar to a mouse, but the touch pad has the added capability of drawing. This feature is useful for writing equations, which Word converts automatically.

Inserting special characters

You can add characters that don't appear on the keyboard, such as ¢ or é, to a document by inserting a symbol. On the *Insert* tab, click *Symbol* to display a menu of the most common or most recently used symbols. Click a symbol to insert it into the document or click *more symbols* to display a dialog box with additional symbols and special characters. Some symbols can be added through keyboard shortcuts. For example, (c) converts to ©, (r) to ®, (tm) to ™, and -- to —. Look in the AutoCorrect dialog box for more.

Other ways to save a document

You can also click the *Save* icon on the Quick Access Toolbar. Another way to execute *Save* is to press *Ctrl + S* on the keyboard. This method allows you to keep your hands on the keyboard.

Customize Quick Access Toolbar

You can click this icon to add or remove shortcuts.

Minimize button

You can click to hide a window.

List three ways to move the insertion point

You can move the insertion point in several ways, including pressing the arrow keys, the Home key, the End key, pressing an combination of Ctrl and arrow, Home, and End keys, an d moving and then clicking the I-beam pointer with the mouse, touch pad, or stylus.

Using Save As

You should always save your files in the default Word format, which adds a .docx extension to the file name. You can create a second copy of your file with a different name or in a new location using *Save As*.

What is one way in which you can execute a Ribbon command?

a. Click the command on the Ribbon. b. Click a dialog box launcher icon and then execute commands from the dialog box or task pane.