(S1-CSC115) Unit 2 - Introduction to Word

Show and Hide Formatting Symbols and Hidden Text

Editing a document is often easier when formatting marks are displayed. You may use the *Show/Hide* option to show formatting marks and hidden text. On the *Home* tab, choose the paragraph symbol *¶ (Show/Hide ¶)* in the *Paragraph* group. Select *¶* again to hide formatting marks and hidden text.

When Inspect Document is selected, you can...

select check for issues in the document.

*Remember Your Audience!* The typefaces you use will largely depend on...

where you work. A business office might use creative fonts only in its letterhead, where a marketing or graphic design firm might require the use of many different fonts and colors.

Page Orientation

you can choose portrait (vertical) or landscape (horizontal) orientation.

Paper Size command

you can choose the paper size you wish to use.

Print Range

you can choose to print either the entire document, just the current page, or custom print specific pages.

Single-and-Double Sided Printing

you can choose whether to print on one or both sides of thee paper.

Dragging the Zoom Control or Zoom bar

you can maximize or reduce the page window.

Please remember that if you want to share a document,...

you need to place it on a central "shared" location where others can access it, such as a company network drive, Microsoft OneDrive, or Google Drive.

Hyperlinking to a New Email Message

Select *E-mail Address* on the left pane of the *Insert Hyperlink* dialog box. Type in the email address and subject, and select the *OK* button.

Word continuously analyzes spelling and grammar as you type. Nothing affects your credibility like spelling and grammar errors. When your document displays red or blue lines, you'll want to investigate.

*A red squiggly line* is displayed when a word isn't recognized. *A blue line* is displayed below questionable text grammatical errors.

Hyperlinking to Create a New Document

*Choose Create New Document on the left pane.* Step 1: Type the name of your new document. Step 2: By default, Microsoft Word will place the new document in your existing folder. To change it to a new folder, select the *Change* button. Step 3: Choose when you'd like to edit the new document. If you edit the new document, it opens after you select the OK button. If you choose later, Word creates the new document but doesn't open it. Step 4: Select the OK button. The next time you activate this hyperlink, you might see a Microsoft Word Security Notice asking if you want to continue. Once you select *Yes,* Word will open the document.

In the upper-right corner is the Display Options, including the...

*Minimize* button, which hides the window; the *Restore* button, which reduces or expands the window size; and the *Close* button, which closes the application window. *For image: they are decide the _____ option not in the ______ option group.*

To move to a location, open the Go To tab. There are multiple ways to get to Go To:

- Select the *Home* tab. In the *Editing* group, select the arrow next to *Find* and select *Go To.* - On the *Home* tab, in the *Editing* group, select *Replace.* This opens the *Find and Replace* dialog box. Select the *Go To* tab. - Use the *Ctrl+G* keyboard shortcut to open the *Go To* dialog box. *Once you've launched Go To, make your selection under "Go to what:," and then make the choice on the right side of the dialog box. If you select "Page," for example, type the page number on the right side of the dialog box.*

To open a file:

1. Start Word to display the *Start* screen. 2. Links to recently used documents are in the center of the window. Select a link to open a file. 3. To open a different file, choose *Open > Browse* to display a dialog box. 4. Navigate to the file's location and then select the file name. Select *Open* to move the file to the Word window.

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.

The Function and Commands

are features used to create, edit, and share a Word document.

Groups

are found under those tabs and house related functions and commands.

Tabs

are heading for sections on the Ribbon that consist of eight tabs.

Screen Tips

are small boxes that pop up when you point the mouse at a command on the Ribbon or other features on the Word document window. They provide information about features, keyboard shortcuts, and tips.

Formatting marks

are symbols used to represent characters not normally displayed as text, such as paragraph marks, spaces, page breaks, section breaks, and tabs.

typing and editing using word processing programs have become...

essential skills for nearly all job fields.

sans serif

font doesn't have the strokes.

When you change the look of your text, you're making changes to the...

font, which refers to the typeface, size, and style of a character. For example, Calibri 11-point regular is the default Word font.

The Preview pane will show...

how your printed document will look as you change the following options.

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 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 feature changes a word that was correct as is, point at the changed word to display a blue bar and then select the bar to display a menu. *Select Change* back to to revert to the former spelling. The AutoCorrect action can also be reversed immediately by pressing *Ctrl+Z.*

You can move to a specific location or object in a document quickly using the Go To tool. Your choices include...

page, section, line number, bookmark, comment, footnote, endnote, field, table, graphic, equation, object, or heading.

Print Command

prints your document

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 information. The *Cut, Copy,* and *Paste* commands on the Home tab make it easy.

The Microsoft Search box

can be used when you can't locate a command, or when you just want to learn how to perform an action. Type any word or phrase in the box to display a menu of related search results. The search results will include actions, words in the document, and additional help features.

To download additional fonts when using Word for the Web or Microsoft 365, click...

cloud image located next to a font name. When typing in a Google Doc, select *More Fonts* from the *Fonts* menu too add additional fonts.

Margins

command lets you adjust the page margins; are the white space around the text on a page. Wider margins on the left and right mean a shorter line length; narrow margins on the top and bottom allow more lines of text on a page. The default margins in a new Word document are 1″ on top, bottom, left, and right, which are typical for a business letter. If you reduce your margins too much you may wind up with too little white space, giving a cluttered or busy appearance that's generally hard to read and unappealing. However, flyers usually have small margins to allow for large text that can be seen from a distance. When adjusting margins, keep in mind that white space is as important to layout as the actual content.

The Zoom

controls in the lower right of the document window are used to change the magnification. Press + *(plus sign)* to increase the magnification, press - *(minus sign)* to reduce, or drag the slider in either direction. The magnification doesn't affect the size of the text when printed.

Save your document as soon as you...

create it and save often as you work on your document... or you will be very upset.

You can insert links by...

creating a bookmark or a hyperlink in your document. The commands to insert hyperlinks are found in the *Links* group on the *Insert* tab.

For words flagged as grammatical errors, right-click the text to (if it was wrong)...

display a menu with suggested corrections and other options. Choose a suggestion to replace the text or select *Grammar* to display a task pane with more explanation about the potential error. If you want to process all grammar errors at once, select the *Proofing Errors* icon in the lower left of the Status bar. To check for spelling and grammar together, on the *Review* tab, select *Spelling & Grammar.* Both methods open task panes where choosing *Ignore* or selecting a replacement and then *Change* resolves that error and shows the next one in the document. When using Word for the Web or Microsoft 365, you will need to select *Editor* from the *Home* tab for spelling and grammar features.

If you want to better understand and control the way Word decides on spelling and grammar checking,...

on the *File* tab, choose *Options.* In the Word Options dialog box, select *Proofing.* Choose *AutoCorrect Options* to customize that feature. Select *Settings* next to *Writing Style* to see grammar options. Many of the options in this dialog box are set with checkboxes. Select a checkbox to either select or clear the option. To view and modify spelling and grammar *Preferences* on *Word* for Mac, you can click Preferences on the Word menu. Select *Spelling and Grammar* under *Authoring and Proofing Tools.*

Search box

on the Quick Access Toolbar to help you understand these features. Explore the features of Word by typing questions or phrases related to document creation into the ____. You can also click the *Help* tab for additional support. Note that the *F1* key on your keyboard is often the default help key in many word processing programs.

To print a document

on the Ribbon, click the File tab. Click Print. A list of options for the available printer is displayed along with a preview of the document. 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. Click Print to send a copy of the document to the printer.

Scaling

option allows you to print more than one page on a single sheet or scale the document to fit a specific paper size.

Documents may be printed or attached to an email for distribution. In either case, you use

options on the File tab.

External links

or links that point to locations outside of the document, such as exterior websites, other documents, or PDF files, take the reader to those locations.

Once a document is saved, choosing Save will...

overwrite the existing document. In other words, you won't be prompted for a file name or location. If you want this, use *Save As* instead of *Save.*

Removing Hyperlinks

right-click the hyperlinked text and choose *Remove Hyperlink.* You can open the *Insert Hyperlink* dialog box using any of the methods described previously and select the *Remove Hyperlink* button.

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 selecting the Ruler checkbox on the View tab.

The Status bar

runs along the bottom of the window. On the left side of the status bar are a page count, word count, and a proofing errors indicator. The right side has the *Zoom slider*, used to change the document magnification and icons for changing the document view.

If the word you've typed is correctly spelled, then you can...

safely select *Ignore All* or *Add to Dictionary.* The *Add to Dictionary* command will recognize the word in all future documents and all other Office applications.

Besides dragging, there are many other ways to select text:

*Double-click* a word to select the word and the space after. *Triple-click* to select an entire paragraph. On the *Home* tab, choose *Select > Select All* to select the entire document. (Shortcut: *CTRL + A).* 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. Choose the beginning of your selection. Press and hold the *Shift* key and then navigate to the end of your selection. Press and hold the *Ctrl* key and then go anywhere in a sentence to select the entire sentence. Move the pointer to the left of the text until it changes to an *arrow* shape and then select that line of text. *Double-click* to select the entire paragraph. *Triple-click* to select the entire document.

When you're done working on a document, you can *close the file* by...

...choosing *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 close the application, press the *Close* button (X) in the upper-right corner of the window.

You may create hyperlinks to four places:

1. On an existing file or web page 2. In a place in the existing document 3. When creating a new document 4. When sending an email Select your option on the left panel of the Insert Hyperlink dialog box.

To email a document

1. On the *File* tab, select *Share*. There are several ways to share a Word document. 2. Select *Email*. Note the email options, which include *Send as Attachment* and *Send as PDF*. 3. Select an attachment option. A new email message is displayed with the file in the *Attached* line. 4. Type the recipient's email address in the To box, the subject in the *Subject* box, and a message in the body of the email. 5. Choose *Send* to send the attached file to the recipient. *Invoices, product sheets, estimates, and other business communications should be emailed in PDF format to prevent accidental changes to the contents.*

The keyboard shortcuts for Cut, Copy, and Paste are:

Cut: Ctrl+X Copy: Ctrl+C Paste: Ctrl+V

To follow a hyperlink, hold the...

Ctrl key and select the hyperlinked text. Selecting the hyperlinks will perform one of the following actions: - Launch a website - Move to another place in your document - Open another file - Open a folder in Explorer - Create a new file - Create an email message using your default email client

Ribbon

At the top of the document is the ______. The ________ contains Word commands organized into tabs that run along the top of the _________. Choose a tab name to display a related set of grouped commands. Some groups include a dialog box launcher (a small arrow icon) in the lower-right corner that you press to display a dialog box or task pane with additional group options. Some command buttons on the _________ have a dialog launcher at the side you press to display a menu of additional options. It can be customized for to fit the individual user needs.

Hyperlink to an Existing File or Web Page

Choose *Existing File* or *Web Page* in the left panel. Next to *Look in,* select the drop-down list to change the folder location. Beneath *Look in,* choose *Current Folder* to see all of the files and sub-folders of the selected folder. Select *Browsed Pages* instead if you'd like to see all of the files, folders, and websites you've recently visited. Select your file, folder, or website. The web page name or file location will pop up next to the *Address* box. Select the *OK* button to create the hyperlink. You can also manually enter a location by selecting the address and enter the "location" where the link will take the reader, such as an internet address. Select OK.

Hyperlinking to a Place in the Existing Document

Choose *Place in this Document* on the left pane. The middle pane changes to show all of the headings and bookmarked areas in the current document. Select the item, then select *OK.*

Collated

If you're printing multiple copies, you can choose how the pages should be sorted using the ____ command. The _____ option will sort pages in the sequence 1, 2, 3, 1, 2, 3. The un____ option will sort the pages in the sequence 1, 1, 2, 2, 3, 3.

Copy Feild

Input the number of copies you wish to print in the ___________.

The "Save As" dialog box allows you to change the...

MS Word document to another format. For example, 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 the file as a PDF file. This locks the formatting and layout of your file so it can't be easily changed. In the *Save As* menu, select PDF, then select the *Save* button. Another option is to save your document (.docx) as a *Word 97-2003 document (.doc).*

There are multiple ways to insert a hyperlink:

On the *Insert* tab, select *Link* in the *Links* group Highlight and right-click the text, and choose *Link, * then *Insert Link.* Select *CTRL+K.* *Pressing CTRL+K to insert a hyperlink will also work on a Google Drive document. You will need to press Command-K on a Mac. Your selected text should appear in the TEXT TO DISPLAY box and you can update it if needed. (This text can be different from the URL or location you're linking to. For example, the text you display may simply be "Click here," while the address is http://www.examplewebsite.com.)*

Microsoft has created a cloud drive called...

OneDrive A key benefit of OneDrive (or other cloud drives) is that you can easily store, sync, and share files with other people and devices via the internet. When you save a document, your OneDrive account shows up as available storage in File Explorer. It's also available when you select *File > Save As.* To access OneDrive, go to Office.com, sign in to your Microsoft account, and select OneDrive.

To save a file to your computer's hard disk or a USB flash drive:

Step 1: On the *Ribbon,* choose the *File* tab to show a screen of options. Step 2: Select *Save.* If this is your first time saving the document, you'll see a list of locations where you can save the file. Step 3: In the left pane of the dialog box, navigate to your chosen location to store the file. Choose the folder. The address bar at the top of the dialog box displays the path of the selected location. Step 4: In the *File* name box, change the name to one that describes the file's contents. A filename can include letters, numbers, spaces, and some special characters. Be sure to keep the Word file name extension of .docx. Step 5: Choose *Save.* The new name is displayed at the top of the document window. *There are additional ways to save a document. You can also use the SAVE icon on the Quick Access Toolbar or press CTRL+S on the keyboard. This method allows you to keep your hands on the keyboard.*

To move or duplicate text:

Step One: On the *Home* tab, select *Cut* to remove the text from the document or *Copy* to leave the text and create a copy. Step Two: Move the insertion point to the position where the cut or copied text is to appear. Step Three: On the *Home* tab, select *Paste.* The text appears at the position. You may also right-click your selection to view *Cut, Copy, and Paste options.*

Editing

The process of changing the contents of a document and almost always involves adding and removing text. When you're ____, 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.

The Clipboard

When you cut or copy text, it's placed in an area of memory called the Clipboard. By default, copying and pasting only works for one copied item or section at a time. To see more Clipboard items, choose 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 may store up to 24 items. You can place any of the Clipboard items at the insertion point by simply selecting the item in the task pane. Or, if you no longer want an item to be on the Clipboard, point to the item, press the arrow, and then select *Delete.*

Typing Hyperlinks

When you type email addresses or webpage URLs, Word automatically converts them to _____, making the text blue and adding an underline to indicate a link. When you hover your mouse pointer over a hyperlink it will change to a hand pointer, which indicates that the hyperlink can be selected. If you distribute the file as a Word document or PDF, the reader can select the links in your document to open the corresponding websites. Word uses the @ symbol and the text www. (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 *Link* or *Hyperlink* to display a dialog box where you can specify link information. Once inserted in the document you can edit links or hyperlinks by right-clicking on directly on the link.

word wrap

When your text reaches the right edge of the document, the insertion point is automatically moved to the next line in a process called ____. It's important to allow the 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.

Sharing Documents Electronically

Word allows you to share your documents electronically with others. Select the *Share* button in the top-right corner of your document. Next, upload your document on OneDrive. Then type the email address of the person with whom you want to share your document. If you want to, you can type a message. Select the arrow in the *People you specify can edit* box. Select your preference and then select *Apply*. Next, select the *Send* button. An email will be sent to the person whose email address you had typed in. A link to your document will appear in that email.

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.

You should always save your files in the default...

Word format, which adds a *.docx* extension to the file name. Remember in older versions of Word use the *.doc* file name extension. There are additional options for saving your files.

Searching for Text

Word has several features for improving your message whether it be through finding occurrences of text, replacing a word with a more effective one, or adding relevant information to your document. There can be several different reasons why you may want to search a document for specific text. For example, you might want to replace a certain word with a comparable synonym. To do this, choose the *Find* command from the *Home* tab in the *Editing* group. This will display the *Navigation* pane, which includes a search box. The keyboard shortcut for search is *CTRL + F.* When you enter search text or phrase, Word will highlight every instance of the searched word and displays the results in the navigation pane. You can use the arrow buttons in the task pane to move between instances. Instead of typing the search text, you may also click within the document and then select *Home > Editing > Find.*

File Save As

You can create a second copy of your file by using _____ and naming with a different name, using an alternate file extension, or saving it in a different location. To keep your file in the same location but use a different name, simply type a new name in the *File* name field. If you want to change the location, choose it on the left panel. Another way to launch the Save As dialog box is to select the *File tab* on your ribbon, select *Save As,* then choose the *More Options* hyperlink on the left of your screen. If you need to change the file type, you can select the drop-down list next to Word Document and choose the new format.

Typeface

You can think of ______ as the name of the design of the letters and other characters. Word gives you dozens of typefaces to choose from in the *Font* list on the *Home* tab. Some are decorative and others are blocky. Whichever typeface you choose, be sure to keep your audience in mind. (*IMPORTANT*) _______ are further classified as serif and sans serif.

AUTO SAVE

You might wan- ... oh sorry I mean YOU WILL set the automatic save function of Word to save every few minutes just in case yo- NO YOU WILL FORGET. To do this, select *File* and then *Options.* In the dialog box that opens, select Save and adjust the *AutoSave* settings. Changes are saved automatically for documents created on a cloud drive, such as OneDrive or Google Drive. To save a copy of an existing document on OneDrive select File and then Save a Copy. Remember, you can also activate this feature from the Quick Access Toolbar to by selecting "automatically save". A check mark will appear to show that this feature is turned on.

An open document will automatically...

be closed. If the document has unsaved changes, a warning dialog box will be displayed. You can choose *Save* to save the document before it's closed. To return to the document, select *Cancel.*

Editing Shortcuts

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 select *Undo* on the Quick Access Toolbar to remove the most recently typed text. To redo the last action, select *Repeat Typing* on the Quick Access Toolbar.

A new Blank document adds extra space after...

a paragraph. This is more appropriate for a term paper or business letter. In other cases, you use a single-spaced document. Or you can choose No Spacing on the Home tab before typing to change the paragraph style to single-spaced. (Paragraph styles are covered in a later lesson.)

Page Selection

allows you to view a different page in the Preview pane.

The window layout may be different if you're using...

an older version of Word, Word for the Web or Microsoft 365, or a different word processing program (such as Corel or Google Docs). Take time to familiarize yourself with the locations of links and tools.

Scroll Bars

are located along the right side of the window and below the document. You use them to bring unseen parts of the document into view. To *scroll* a document, move the side bar in the window up or down or the bottom bar left or right.

To print an individual page with a page range (for example, page 6 and pages 10-15)

at the same time, choose *Custom Print*, and then insert the page numbers or range of page numbers separated by commas (for example, 6, 10-15). Using Custom Print allows you to print only the pages you need in one printing.

USB flash drive

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

task pane

is a set of options that remain open with your document. To close select the *Close* button in the upper-right corner of the pane.

serif

is a small stroke or line at the ends of a letter, which draws the letters of a word together for easier reading.

The Thesaurus

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

The Quick Access Toolbar

is at the top of the window. It has shortcuts for frequently used commands and can be customized. Default features are Save, Undo, and Redo.

The File tab or Backstage View

is different from the other Ribbon tabs. This is used to create a new file, open an existing file, print, save, change options, share and collaborate, and export. To get back to the document, select the *Back* arrow in the upper-left of the screen or press the *Esc* key.

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 move the mouse anywhere or press an arrow key to remove the highlight and leave the text unchanged.

cloud drive

is online storage that's available to you from any computer, tablet, phone, or another device with internet access.

The file name, or document name

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

hard disk

is the computer's storage.

Ergonomics

is the scientific study of people at work. The goal of ___ is to reduce stress, strain, and fatigue. To work more efficiently and productively 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.

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.

To share a document

select the *File* tab and choose *Share*. You may email your Word document without opening an email client. Emailing requires that your computer has access to an email account since Word will launch your default email client to send the document. Another consideration with email is the file format. You can email a Word document as an attachment, which gives the email recipient a copy of the actual Word file. This option is good when you want the recipient to make changes to the document. However, if you don't want your document to be changed, you should send the document as a PDF.

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

select the File tab and then Open to display the Browsebutton and links to recently used documents. You can also press Ctrl+O. Pressing Ctrl+O in other word processing programs will also open a file.

To change the printer

select the arrow next to the current printer's name.

To print certain pages

some of the document's properties, or tracked changes and comments, select the arrow under Settings to see the options. Select *Print Current Page* to print what shows in the preview window. If you need to print consecutive pages such as 1-3, choose *Custom Print*, and then enter the page number range in the *Pages* box.

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. Choose *More* for additional options. Select one or more of the checkboxes under *Search Options* to make a search more specific. Select the *Format* button to search for font, paragraph formatting, tabs, language, style, and more. Select the *Special* button to use 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, select *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 choose *Find Next* to locate an occurrence of the text before selecting *Replace.* When you choose *Replace All,* every occurrence of the *Find* text is automatically changed without showing it to you.

To create a hyperlink, select...

the text or image you want to add a link to and choose one of the following options to open the *Insert Hyperlink* dialog box.