Formatting and Editing Skills

Objective 3.01: Apply appropriate formatting to keyed documents and use

editing tools and operational keys effectively

Essential Questions What is word processing software and

what is it used for? Why is formatting applied to fonts,

paragraphs, and pages? How can the editing tools in a word

processing program assist you? What are the functions of the

operational keys on the keyboard?

Word Processing

Word processing software is a type of application software that is used for creating text documents, such as:

letters tables reports

Title bar – displays the file name of a document

Ribbon – replaces menu bars; provides you with groups of

commands to use when creating a document Tool bar – provides you with

buttons that allow you to access frequently used commands

Scroll bar – allows you to scroll throughout a document that is too long to fit on one screen

Cursor – on-screen blinking character that shows where the next character will appear

Typing Paper

Standard Paper Size: 8 ½ x 11 inches

There are 66 lines per page.Six lines equals one vertical inch.

8 ½

11

Page OrientationOrientation – the direction in which you can

print on a page Portrait

8 ½” x 11”

Landscape11” x 8 ½”

Most word processing documents are printed in portrait orientation. This is called the DEFAULT.

Landscape – width is greater than the height

Portrait – height is greater than the width

Document MarginsMargin – the blank space at

the top, bottom, left, and right of a document where you cannot type

Header – allows you to type above the top margin› at the top of every page

of a document Footer – allows you to

type below the bottom margin› at the bottom of every

page of a document

Format

Format – to place text on a page so that it looks good and is easy to read

Text AlignmentAlignment – the way multiple lines of

text line up along the left, right, or both margins

Left align – text is lined up along the left margin, leaving a jagged right margin

Right align – text is lined up along the right margin, leaving a jagged left margin

Center align – text is centered between both margins, resulting in jagged left and right margins

Justified – text is aligned along the left and right margins, with no jagged edges

Tool Bar Alignment Buttons

Left Align

Center Align

Right Align

Justify

Left align – text is lined up along the left margin. The right is ragged.

Center align – text is

centered on the page. Both

sides are ragged.

Right align – text is lined

up along the right margin.

The left is ragged.

Justified – text is lined up on both margins. No sides are ragged.

Line SpacingLine spacing – the spacing between lines of text in a document

Single Space (SS) – Strike Enter 1 time; 0 blank lines between

Double Space (DS) – Strike Enter 2 times; 1 blank line between

Triple Space (TS) – Strike Enter 3 times; 2 blank lines between

Quadruple Space (QS) – Strike Enter 4 times; 3 blank lines between

Word wrap – the automatic wrapping of text from the end of one line to the beginning of the next line without having to press the Enter key

Horizontal Centering When text is centered between the

left and right margin

Commonly used when formatting:

› Invitations› Announcements› Title pages

Lets Hoop It Up!!!Participate in our

Hoops For HeartCampaign to help raise money for the

American Heart AssociationFebruary 27-March 3, 2012

See your PE teacher for more details.

Vertical Centering When text is centered between the top and bottom margin

Commonly used when formatting:

› Invitations› Announcements› Title pages

Text FormattingFont – the specific design for a collection of letters, numbers, and symbols

Examples: Times New Roman Chiller BroadwayArial Goudy Stout

Ways to format your font:

Color SIZEBold Underline Italicize

Text Formatting

Bullets and numbering – used to arrange items in a list with each item beginning with a bullet or a number

Editing Editing – the process of updating a

word processing document to:› make changes› correct errors› make it visually appealing

Editing Tools

Cut – the word processing tool that removes text or graphics from the current location in a document

Copy – the word processing tool that allows text or graphics to be copied to another location within a document

Editing Tools

Paste – the word processing tool that places text or graphics that have been cut or copied in a new location within a document

Clipboard – temporary storage location for text or graphics that have been cut or copied

Editing Tools

Spell Check – the word processing tool that checks your document for incorrectly spelled words, similar to an electronic dictionary

Grammar Check – the word processing tool that checks selected words in a document for grammatical errors

Thesaurus – the word processing tool that allows you to find synonyms (words with similar meanings) for words in a document

Function Keys Allow you to quickly access frequently

used functions

Examples:› F1 – allows you to access the HELP tool› F7 – allows you to check SPELLING› F12 – allows you to SAVE your file

Operational KeysEscape (Esc) – allows you to exit unwanted menus and dialog boxes

Tab – used to indent; moves the cursor 5 spaces on a line

Control (Ctrl) – used with other keys to execute (carry out) out commands

Alternate (Alt) – used with other keys to access tabs on the ribbon

Delete – deletes text directly in front of (to the right of) the cursor

End – moves the cursor to the end of a line

Page Down – moves one screen below the current cursor position

Backspace – deletes text to the left of (behind) the cursor

Insert – allows text to be inserted within a line of text

Home – moves the cursor to the beginning of a line

Page Up – moves one screen above the current cursor position

Num Lock – locks the numbers of the numeric keypad

Combine operational keys to save time!!!

Control and PgUp – moves you to the first page of a multi-page document

Control and Home – takes you to the first line of a document

Control and End – takes you to the last line of a document

Control and PgDn – moves you to the last page of a multi-page document

Paragraph FormatsBlock style – all

lines of text are aligned with the left margin

the first line of a paragraph is not indented

used when formatting letters

Indented – the first line of a paragraph is indented

use the Tab key to indent paragraphs

used when formatting reports

Example:XXXXXXXXXXXXXXXXXX

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

Example:XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

Paragraph Formats

Hanging indent – a temporary left margin that indents all lines except the first line of text

the first line is flush with the left margin; every other line is indented

used for works cited (bibliography) pageExample:

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX