computer fund part iii lesson 03
TRANSCRIPT
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III-3.1
Formatting Text
After completing this lesson, you will be able to:
Use the Formatting toolbar to format text.
Apply character effects to text.
Align text.
Cut and paste text.
Use drag and drop to edit text.
Use collect and paste.
Apply styles.
Preview a document.
Print a document.
Have you ever wished that you could change the format and layout of a
document to place emphasis on key words and phrases? Or have you ever read
a document that you created and printed, only to find that the information on
page 3 should be where the information on page 2 is? Microsoft Word has
numerous features to help you create and format documents in ust the way you
want! Word also lets you move and copy information throughout a document or
even to another document!
"n this lesson, you will learn how to apply formatting to make te#t bold,
underlined, and italic, and you$ll learn how to change the si%e and font style of
te#t! When you edit a document, you often need to move or copy te#t or otherobects from one place to another! "n this lesson, you will learn different
methods for cutting and copying te#t and obects! &ou$ll practice copying and
pasting te#t between different documents! &ou$ll also learn how to modify the
appearance of a paragraph by aligning te#t!
'o complete the procedures in this lesson, you will need to use a file named
(rochure )3 in the *art """, +esson)3 folder in the omputer -undamentals
*ractice folder that is located on your hard disk! 'his document has been
created to publici%e the services of the public relations firm ontoso, +td!
&ou$ll change the te#t, formatting, borders, and shading! -or the section in this
lesson on moving and copying te#t, you$ll use the files Memorandum )3 and
+ogo )3! 'hese files contain te#t that you will paste in the brochure!
Using the Formatting Toolbar toFormat Text
.lthough in Word you can change the appearance of te#t in several different
ways, using the -ormatting toolbar is the /uickest and easiest way to make
LESSON 3
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III-3.2 Computer Fundamentals
most te#t changes! 'he -ormatting toolbar has several buttons and lists that you
can use to change te#t attributes! .n attributeis a characteristic such as bold
formatting, italics, lowercasing, underlining, font 0the style of the characters1,
font si%e, and even te#t color!
'he bo#es at the left end of the -ormatting toolbar are, from left to right, the
tyle bo#, the -ont bo#, and the -ont i%e bo#, as shown in the following
illustration! 'hese bo#es tell you the name of the style, the name of the font,
and the si%e of the font currently in use! 0tyles are covered later in this lesson!1
&ou click the down arrows on the right sides of the bo#es to open the bo#es
and display content lists!
When you select formatted te#t, the font and font si%e of the selected te#t
appear on the -ormatting toolbarin the -ont and -ont i%e bo#esonly if thefont and font si%e of the selected te#t is the same! "f the font, font style, or font
si%e varies throughout the selected te#t, the -ont, -ont i%e, and -ont tyle
bo#es appear blank on the -ormatting toolbar! "f the selected te#t is bold, italic,
or underlined, the relevant button on the -ormatting toolbar appears recessed
and in a lighter shade!
&ou can also use the -ormatting toolbar to remove formatting! -or e#ample, if
you want to remove the bold formatting from a title, you simply select the title
te#t and click the (old button!
When you are formatting a document, you can open the 4eveal -ormatting task
pane 0from the -ormat menu1 to display the format of the selected te#t, such as
its font and font effects! 'he 4eveal -ormatting task pane allows you to
display, change, or clear the formatting for the selected te#t! &ou also can use
the 4eveal -ormatting task pane to select te#t based on formatting so that you
can compare the formatting used in the selected te#t with formatting used in
other parts of the document!
"n this e#ercise, you use the -ormatting toolbar buttons to make te#t bold,
italic, and underlined, and you use the -ormatting down arrows to open lists on
the -ormatting toolbar to change the font and si%e of a heading!
1 On the Standard toolbar, click the Open button.
The Open dialog box appears.
2 Click the Look in down arrow, click the icon for your hard disk,double-click the Computer undamentals !ractice folder, then
double-click the !art """ folder, then the Lesson#$ folder.
The contents of the Lesson#$ folder appear in the Open dialog box.
3 %erify that the file &rochure #$ is selected and click the Open
button.
The Open dialog box closes and the file &rochure #$ appears in
'ord.
"n the following exercises, the
Standard and ormatting
toolbars ha(e been
separated.
The buttons on the toolbars
toggle on and off. That is,
when you click a button, you
turn on the attribute. 'hen
you click the button again,
you turn off the attribute.
'hen you create a new
document, 'ord uses Times
)ew *oman as the font in
+-point type as the default
setting. point is the
eui(alent of +/0 of an inch
in height. So +-point text is
one-sixth of an inch in height.
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Part III: Lesson 3 Formatting Text III-3.3
4 Select the heading line, Contoso, Ltd. Network.
5 On the ormatting toolbar, click the &old button, and click the "talic
button.
The title appears bold and italic.6 1ouble-click the last word of the heading, Network, to select it.
7 On the ormatting toolbar, click the 2nderline button.
8 Click anywhere.
The text is no longer selected, and the word Networkis underlined.
9 Triple-click the selection area 3the area of the document to the left
of the text4.
ll text in the document appears selected.
10 On the ormatting toolbar, click the ont down arrow.
list of a(ailable fonts appears.
11 Scroll down, if necessary, and click Century Schoolbook.
The text changes to the Century Schoolbook font.
12 On the ormatting toolbar, click the ont Si5e down arrow 3to the
right of the number 124.
list of font si5es appears.
13 Click +#.
6ou can also apply the &old
attribute to selected text by
pressing the key combination
Ctrl7&. Similarly, you can
italici5e selected text bypressing Ctrl7".
6ou can also apply the
2nderline attribute to
selected text by pressing
Ctrl72.
)ote that the styles listed in
the ont list on your
computer screen might be
different from the styles
shown in this figure.
The most recently used fonts
are listed first in the ont list,
followed by an alphabetical
listing of all a(ailable fonts.
The ont Si5e list displays
whole numbers, but you can
specify font si5es in half-point
increments by typing the font
si5e 3for example, 10.54 in the
ont Si5e box.
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III-3.4 Computer Fundamentals
The selected text is displayed in a smaller, +#-point font si5e.
14 Click anywhere.
The text is no longer selected.
15 On the ormat menu, click *e(eal ormatting.The *e(eal ormatting task !ane appears, displaying the format of
the selected text.
)ote the information that is pro(ided in this task pane as well as the
links to other dialog boxes such as the ont dialog box and the
!aragraph dialog box.
16 "n the *e(eal ormatting task pane, click the Close button.The *e(eal ormatting task pane closes.
17 On the ile menu, click Sa(e s.
The Sa(e s dialog box appears.
18 Sa(e the document as &rochure #$ 8dited, and click Sa(e.
'ord sa(es the document.
9eep this file open for the next exercise.
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Part III: Lesson 3 Formatting Text III-3.5
Applying Character Effects to Text
&ou can apply formatting attributes and effects that are not available on the
-ormatting toolbar, such as superscript, subscript, strikethrough, and small caps
character effects from the -ont dialog bo#! When you use the -ont dialog bo#,you can also change multiple attributes at once and display a sample of the
selected attributes before you apply them to the te#t! Other attributes that are
available only from the -ont dialog bo# include special effects such as
shadowed or embossed te#t and color for underlined te#t!
'o use the -ont dialog bo#, you select the te#t that you want to format, and on
the -ormat menu, click -ont! Or before you begin typing te#t, on the -ormat
menu, click -ont! 'hen all te#t that you type will appear in the format that you
selected in the -ont dialog bo# until you change the formatting again!
Since all the font attributes
are (isible in the ont dialog
box, modifications can bemade uite easily. 6ou can
use the !re(iew box to see
how the modifications will
look in the document.
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III-3.6 Computer Fundamentals
Aligning Text in a Document
(y default, te#t that you type has the Align Leftalignment attribute applied!
'hat is, te#t is aligned with the left margin! However, you can use the Center,AlignRight, or Justify attributes toalign te#t! enteredte#t is placed e/ually
between the left and right margins, right5aligned te#t is placed at the right
margin, and ustifiedte#t fills out all the space between the right and left
margins! 'o align an e#isting paragraph, click anywhere in the paragraph and
click one of the following buttons on the -ormatting toolbar!
6se the alignment buttons on complete paragraphs rather than on characters or
phrases! &ou do not need to select all the te#t in a paragraph before you apply
an alignment! &ou only need to click to place the insertion point somewhere in
the paragraph!
'he following illustration shows the four different types of alignment
attributes7
"n this e#ercise, you center, right5align, left5align, and ustify te#t!
1 Select the first heading line, Contoso, Ltd. Network.
2 On the ormatting toolbar, click the Center button.
The heading line mo(es to the center of the document.
3 Click anywhere in the first paragraph.
s is true with text attributes,
when an alignment attribute
is turned on, all text typed
from that point on is affected
until you turn the attribute off.
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Part III: Lesson 3 Formatting Text III-3.7
4 On the ormatting toolbar, click the lign *ight button.
The paragraph mo(es to the right margin.
5 On the ormatting toolbar, click the lign Left button.
The paragraph mo(es back to the left margin.
6 On the ormatting toolbar, click the :ustify button.
The lines in the paragraph now extend to both the left and right
margins, except for the last line of the paragraph, which doesn;t
extend all the way to the right margin because it is shorter than the
other lines.
7 On the ormatting toolbar, click the lign Left button to return thetext to its original alignment.
8 Sa(e and close this document. 9eep 'ord open for the next
exercise.
Cutting and asting Text
When you cut and paste te#t, you are removing te#t from one location in a
document and placing it in another location in the same document or in a
different document! opying and pastingduplicates the original information in
another location or document! 'here are various methods for cutting and
pasting te#t7 you can click ut and *aste on the 8dit menu, use the mouse
pointer to drag and drop te#t, or click the ut and *aste buttons on the tandardtoolbar! -or e#ample, the marketing manager at ontoso, +td! is updating the
company brochure! 'he new brochure will contain information from an internal
memorandum that was distributed to company employees! 'o save time, she
will copy the information in the memo, rather than retyping it, and will paste
the information into the brochure that she is updating!
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III-3.8 Computer Fundamentals
When you use the opy command, te#t that you select is duplicated in a new
location while also remaining in the original spot! When you use the ut
command, the te#t that you select is taken from its original position and moved
to another location!When you paste something from the lipboard, the *aste Options button
appears ne#t to the item you have pasted! licking the *aste Options button
displays a list of actions Word can take regarding the pasted item! 'his list will
vary depending upon the content of the pasted item but generally 0for te#t
items1 will include7 9eep ource -ormatting, 6se :estination tyles, Match
:estination -ormatting, and 9eep 'e#t Only! 'hese options allow you a /uick
and easy way to format pasted te#t to match an e#isting documentor not,
depending upon your needs!
"n this e#ercise, you copy selected te#t from one document to another, and cut
and paste selected te#t within the same document!
1 On the Standard toolbar, click the Open button.
The Open dialog box appears with the contents of the Lesson#$
folder displayed.
2 Select the file named
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Part III: Lesson 3 Formatting Text III-3.9
8 On the Standard toolbar, click the !aste button.
The paragraph remains in the original document, and a copy of the
paragraph is inserted at the new location in the brochure.
9 Click the !aste Options button.
The menu of options for pasting opens.
10 Click
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III-3.10 Computer Fundamentals
14 !ress 8nter to separate the paragraph with a blank line, and on the
Standard toolbar, click the !aste button.
The paragraph appears at the new location after the list of ser(ices.
15 On the Standard toolbar, click the Sa(e button.
9eep this file open for the next exercise.
Using Drag and Drop to Edit Text
'o cut and paste without using the buttons, you can use the drag5and5drop
techni/ue! .s is true with other editing techni/ues, you begin by selecting the
desired te#t! 'o drag and drop, select the te#t, position the mouse pointer over
the selected te#t, hold down the left mouse button, and then drag the selection
to a new location!
"n this e#ercise, you use drag and drop to move te#t within a document!
1 Click the selection area to the left of the word Photographyto select
the entire line.
To copy text using drag and
drop, position the mouse
pointer o(er the selected text,
hold down the mouse button,
hold down Ctrl, and then drag
to the new location.
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Part III: Lesson 3 Formatting Text III-3.11
2 !osition the mouse pointer o(er the selected text, and press and
hold down the left mouse button.
dotted rectangle appears near the mouse pointer.
3 1rag the text, with the dotted rectangle, until the dotted line mouse
pointer is directly in front of the Nin News Releases3the top line in
the list of ser(ices4.
4 *elease the mouse button.
The text mo(es to the new location.
5 On the Standard toolbar, click the Sa(e button.
'ord sa(es the document.9eep this file open for the next exercise.
Using Collect and aste
Office ;* actually uses two clipboardsthe Windows lipboard 0which you
have already used in this lesson1 and the Office Clipboard! 'he Windows
lipboard can store only one selection at a time! However, the Office lipboard
can hold up to 2< items at a time, and you can paste any of these items into
documentsnot ust the item that you most recently copied or cut to the
lipboard! &ou need to view the Office lipboard$s task pane so that you can
see its contents!
The Office Clipboard is
a(ailable in
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III-3.12 Computer Fundamentals
'he lipboard displays the first =) characters of te#t or, if it is a graphic or
some other form of data, as much of the item as is possible! 8ach item also has
an icon ne#t to it, which indicates the program from which it came!
'he lipboard task pane can appear automatically when you copy or cut two
items consecutively if you have it set up to do so! "f this option is turned off,
you can manually open the lipboard task pane by clicking Office lipboard
on the 8dit menu!
'he Office lipboard can hold up to 2< items! "f you try to copy a twenty5fifth
item, a message asks if you want to discard the first item on the Office
lipboard and add the new item to the end of the lipboard! "f you click O9,
the ne#t time you copy an item from any program, the Office lipboardautomatically discards the first item and adds the new item! "f you click ancel,
any new items that you copy won$t be added to the Office lipboard until you
make space on the Office lipboard by pasting or cutting items already stored
there! &ou won$t see the message again until the Office lipboard is full! >ote
that the collected items remain on the Office lipboard until you /uit all open
Office ;* programs on your computer!
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Part III: Lesson 3 Formatting Text III-3.13
'o adust the way in which the Office lipboard works, click the Options
button at the bottom of the lipboard! -rom the menu choices that appear, you
can choose to Show Office Clipboard Automaticallywhen you cut or copy two
items consecutively or to Collect Without Showing Office Clipboard! "f you
choose to Show Status Near Taskbar When Copying you$ll see a creen'ipnear the Windows taskbar each time you cut or copy an item! &ou can also
choose how Office lipboard "con on 'askbar, which places an icon on the
Windows taskbar! 'his icon will be displayed anytime you have the lipboard
open in one of the Office applications! &ou can then double5click this icon to
display the Office lipboard!
"n this e#ercise, you open the lipboard task pane, see how the Office
lipboard handles multiple items, and then paste from it and clear it!
1 On the 8dit menu, click Office Clipboard.
The Clipboard task pane opens.
2 Click the Clear ll button.
"f there were any cut or copied items in the Clipboard, they are
cleared.
3 On the Standard toolbar, click the Open button. "n the Open dialog
box, select the file named Logo #$, and click Open.
'ord opens the file.
4 Click the text Contoso, Ltd.
Little boxes appear around the logo, indicating that the logo isselected.
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III-3.14 Computer Fundamentals
5 On the Standard toolbar, click the Copy button.
The logo is copied from the document and placed in the Clipboard.
ScreenTip appears on the taskbar indicating that the item has
been collected. There is one item a(ailable in the Clipboard.
6 Close the logo document.
The logo document closes, and the brochure document appears.
7 1ouble-click in the selection area next to the last paragraph of the
brochure document that begins n addition to the network.
8 On the Standard toolbar, click the Cut button.
The paragraph is remo(ed from the document and placed on the
Office Clipboard. The Clipboard task pane now contains two items.
9 Scroll up to the top of the document, and click in front of the letter C
in the heading Contoso, Ltd. Network.
10 !ress 8nter eight times to mo(e the title down.
11 Click at the top of the document to position the insertion point.
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III-3.16 Computer Fundamentals
Applying !tyles to Text
Stylessave you time when formatting a document and help you maintain a
consistent format within the same document and from document to document!-or e#ample, suppose you are creating a document that contains several
subheadings! &ou want these subheadings to be green and in a different font
than your te#t! "nstead of using the formatting options on the -ormatting
toolbar every time you type a subheading in the document, you can create a
style!
.fter you create the style, you simply place the insertion point anywhere in the
e#isting te#t or anywhere in the document you want the style to start and click
the tyle down arrow! elect the style you want, and the te#t is modified with
the chosen style!
Whenever you open a new, blank document, Word automatically attaches a
standard template to the document! . templateis a preformatted document thathas its own set of styles! When you type in a new, blank document, the
characters are set in a default style that is called >ormal! 'he words that you
type are automatically formatted in the font 'imes >ew 4oman, at 2 points in
si%e, and aligned against the left margin! 'he >ormal template has five styles,
three of which are designed for use as headings! 'he names of styles are
located on the -ormatting toolbar, in the tyle list, as shown in our ne#t figure!
styleis a named set of
formatting instructions, used
to apply multiple formatting
characteristics to text in a
single step.
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Part III: Lesson 3 Formatting Text III-3.17
&ou can use styles to /uickly apply multiple formatting attributes to te#t! -or
e#ample, you could specify attributes such as bold, left align, italici%e, and even
font color, and then apply all those attributes at the same time by applying a
style! imply select or click the te#t, and on the -ormatting toolbar, click the
tyle down arrow, and click the style that you want to apply! "f you want toapply a style to an entire paragraph, you need only click anywhere in that
paragraph and click the style name in the tyle list! &ou can also apply a style
by clicking a blank line, selecting a style from the tyle list, and typing! 'he
te#t that you type from then on appears in the style that you selected!
"n this e#ercise, you apply styles to paragraphs!
1 Scroll down in the document, and click anywhere in the word
Photography, which is the first item in the list of ser(ices near the
end of the document.
2 On the ormatting toolbar, click the Style down arrow, and click
=eading $.The style is applied to the current paragraph?in this case, the
single line Photography.
3 Select the remaining list items, click the Style down arrow, and click
=eading $.
The =eading $ style is applied to all the paragraphs in the list.
4 Click outside of the list to deselect the paragraphs.
The list should look like the one in the following illustration.
5 Click in front of the first line in the last paragraph of the document.
6 On the ormatting toolbar, click the Style down arrow, and click
=eading +.
The style is applied to the entire paragraph.
On the 8dit menu, click the
*epeat command to apply
styles to multiple paragraphs
that are scattered throughout
the document. pply the style
that you want to use in the
first paragraph, click or select
the next paragraph, and
press Ctrl76 or @. 2se this
method until you are finished
applying the style.
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III-3.18 Computer Fundamentals
7 On the Standard toolbar, click the 2ndo button to remo(e the
formatting that you Aust applied.
8 "n the last paragraph of the document, select the words For more
information.
9 On the ormatting toolbar, click the Style down arrow, and click
=eading $.
The style is applied only to the selected text and not to the entire
paragraph.
10 Select the Pin the word Photography, which is the first item in the
list of ser(ices.
11 Click the Style down arrow, and click =eading +.
The character becomes larger.
12 On the Standard toolbar, click the 2ndo button to remo(e the
formatting you Aust applied.
13 On the Standard toolbar, click the Sa(e button.
'ord sa(es the document.
9eep this file open for the next exercise.
re"iewing a Document
'o see e#actly how your document will look after it is printed, you can use
Print Preview! 'he *rint *review window shows you e#actly how the lines on
the page will appear when they$re printed and where page breaks will occur! "f
you don$t like the layout, you can make adustments before you print! 6sing
*rint *review can help you identify desired formatting changes without wasting
paper!
tip
"n !rint Layout (iew, you can show or hide the white space between the
pages. !osition the pointer between the pages until the Show 'hite Space
pointer or =ide 'hite Space pointer appears, and then click the page.
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Part III: Lesson 3 Formatting Text III-3.19
"n this e#ercise, you preview a document before printing it!
1 On the Standard toolbar, click the !rint !re(iew button.
2 On the !rint !re(iew toolbar, click the
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Part III: Lesson 3 Formatting Text III-3.21
#esson $rap%Up
"n this lesson, you learned how to format te#t! &ou also learned how to use
various te#t attributes, how to cut or copy and paste te#t, and how to use thelipboard to paste multiple selections! "n addition, you applied styles, then
previewed and printed the document!
"f you are continuing to the ne#t lesson7
1 On the Standard toolbar, click the Sa(e button.
'ord sa(es the changes to the file.
2 On the ile menu, click Close to close the file.
'ord closes the file.
"f you are not continuing to other lessons7
1 On the Standard toolbar, click the Sa(e button.
'ord sa(es the changes to the file.
2 "n the upper-right corner of the 'ord window, click the Close
button.
'ord closes the file and the 'ord program closes.
&uic' &ui(
1 'hat key combination and shortcut key allow you to apply styles to
multiple nonconsecuti(e paragraphsE
2 'hat are four methods to cut and paste a selection of textE
3 &efore you print a document, how can you be sure that the marginswill look rightE
4 'hat is a styleE
5 'hat are two ways that you can apply bold formatting to a selection
of textE
6 =ow can you (iew multiple selections of text in the Office
ClipboardE
7 'hat is the difference between cutting and copying textE
8 =ow can you edit a linked obAect in a 'ord documentE
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III-3.22 Computer Fundamentals
utting )t All Together
Exeri!e 1""f necessary, start Word! Open the document named "nvitation )3
from the *art """, +esson)3 folder! enter all the te#t in the document! hangethe second paragraph from the bottom to a 2)5point font si%e, in small caps,
blue, and bold! elect the lines of te#t Youre inited to!, When, and Where,
and change them to @ points and bold! hange all te#t to the font Aaramond!
-inally, move the last three paragraphs to the top of the document! *rint two
copies of the document! ave the document as Invitation 0 !ditedin the
+esson)3 folder!
Exeri!e 2"Open one of the documents that you have worked with in this
lesson and view it in *rint *review! .dust the margins using the 4uler! Boom
in and out of the document using the Magnifier! Boom in and out of the
document using the drop5down list! Ciew the print preview in full screen and
then return to the normal print preview screen! 6se Word$s help files todetermine the purpose of the hrink to -it button! Would that feature be useful
in the document that you opened? "f so, use the hrink to -it button! +eave the
document open for the ne#t 8#ercise!
Exeri!e 3"elect and copy several paragraphs in your document! 0"f
necessary, manually open the Office lipboard!1 .s you are copying te#t, note
the order in which the paragraphs are placed on the lipboard! Which item is at
the top of the list? "f you click on the down arrow ne#t to an item, what options
are available? When would it be useful to use the *aste .ll option on the Office
lipboard?
Exeri!e 4""n this lesson we briefly e#plored the 4eveal -ormatting task
pane! Open the task pane again and click on the links to determine what otherdialog bo#es are accessible through this task pane! 'hink of ways in which this
task pane could be useful in your work with Word! 6se Word$s help files to
learn more about 4eveal -ormatting! Write a brief e#planation of the features
available through this task pane and how you would use them! lose the
document that you opened for these 8#ercises without saving any changes!