new perspectives word module 1

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New Perspectives on Microsoft Word 2016

Module 1:Creating and Editing a Document

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• Create and save a document

• Enter text and correct errors as you type

• Use AutoComplete and AutoCorrect

• Select text and move the insertion point

• Undo and redo actions

• Adjust paragraph spacing, line spacing, and margins

• Preview and print a document

• Create an envelope

Objectives

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• Open an existing document

• Use the Spelling and Grammar task panes

• Change page orientation, font, font color, and font size

• Apply text effects and align text

• Copy formatting with the Format Painter

• Insert a paragraph border and shading

• Delete, insert, and edit a photo

• Use Word Help

Objectives


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Overview of the Word Window


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• To start Word:• Display the Windows Start screen• Click the Word 2016 tile• Click Blank document

• Backstage view provides access to various screens with commands that allow you to manage files and Word options

Starting Word


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• In Touch Mode, extra space around the buttons on the ribbon allows your finger to tap the specific button you need

Working in Touch Mode


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• To switch between Touch and Mouse Mode:• On the Quick Access Toolbar, click the Customize Quick Access Toolbar button to open

the menu• On the menu, click Touch/Mouse Mode• On the Quick Access Toolbar, click the Touch/Mouse Mode• On the menu, click Touch• On the Quick Access Toolbar, click the Touch/Mouse Mode button, and then click

Mouse• Click the Customize Quick Access Toolbar button, and then click Touch/Mouse Mode

to deselect it

Working in Touch Mode


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• To set up your Word window• Click the Maximize button in the upper-right corner if Word does not fill the entire

screen• On the ribbon, click the VIEW tab • In the Show group, click the Ruler check box if necessary to turn on the Ruler• In the Zoom group, click the Zoom button, type the desired zoom percentage, and

click OK• On the status bar, click the Print Layout button to select it, if necessary

Setting Up the Word Window


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• Nonprinting characters provide a visual representation of details you might otherwise miss, such as the (¶) paragraph or (•) space

• To verify that nonprinting characters are displayed:• On the ribbon, click the HOME tab• The Show/Hide ¶ button in the Paragraph group should be highlighted in blue,

indicating that it is selected

Nonprinting Characters


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• On the Quick Access Toolbar, click the Save button

• Click Computer, if necessary, and then click the Browse button

• Navigate to the desired location

• Click the File name box, and then type your filename over the default filename, “Doc1”

• Click the Save button

Saving a Document


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Completed Block Style Letter


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• Word’s AutoComplete feature automatically inserts dates and other regularly used items

• To insert the date:• Begin typing the month and ScreenTip will appear• Press Enter to accept the ScreenTip suggestions

Entering Text


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• To insert the inside address:• Type the addressee’s name, street address, and city, state, and zip code, pressing

Enter after each

Entering Text


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• To enter the salutation and the body of the letter:• Address the letter and press Enter• Begin typing the letter, pressing the spacebar between sentences and Enter at the end

of paragraphs

• To save your work, click the Save button on the Quick Access Toolbar

Entering Text


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• A hyperlink is text or a graphic you can click to jump to another file or to somewhere else in the same file

• The two most common types of hyperlinks are:• An email hyperlink, which you can click to open an email message to the recipient

specified by the hyperlink• A web hyperlink, which opens a webpage in a browser

Hyperlinks


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• Hyperlinks are useful in documents that you plan to distribute electronically

• In printed documents, blue font and underlines can be distracting

• To enter an email address hyperlink:• Type the email address• Press the spacebar or Enter key; Word converts the email address to a hyperlink with

blue font and an underline

• To remove a hyperlink, right-click on the hyperlink and then click Remove Hyperlink

Typing and Removing a Hyperlink


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• You can right-click items in the Word window to display a shortcut menu

• The Mini toolbar also appears when you right-click or select text, giving you access often used formatting

Shortcut Menu and Mini Toolbar


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• To undo (or reverse) the last thing you did in a document, you can click the Undo button on the Quick Access Toolbar

• To restore your original change, the Redo button reverses the action of the Undo button (or redoes the undo)

Using the Undo and Redo Commands


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Moving the Insertion Point


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• If you notice a typing error as soon as you make it, you can press the Backspace or Delete keys

• AutoCorrect automatically corrects common typing errors, such as typing “adn” for “and”

• Word draws your attention to potential errors by marking them with wavy underlines.• A wavy red line appears beneath words with no match in Word’s dictionary• Misused words, punctuation errors, problems with possessives and plurals, and

grammatical errors are marked with a wavy blue underline

Correcting Errors as You Type


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• Right-click the misspelled word

• Select the correct spelling from the shortcut menu

Correcting Spelling Errors


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• After a document is typed, it needs to be proofread from start to finish

• Correct all spelling and grammar errors

• Remove all incorrect error indicators (such as those on people’s names) by right-clicking on the word or words in question and choosing Ignore Once or Ignore All

Proofreading a Finished Document


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• Paragraph spacing is the space that appears directly above and below a paragraph

• A paragraph can be a group of words that is many lines long, a single word, or even a blank line

• A point is 1/72 of an inch

• Line spacing space between lines of text within a paragraph• Line spacing 1.0 is single-spacing• Line spacing 2.0 is double-spacing• Line spacing 1.08 is the default spacing

Paragraph and Line Spacing


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• To adjust paragraph and line spacing, use the Line and Paragraph Spacing button in the Paragraph group on the HOME tab and choose a preset line spacing option or choose to Add Space Before Paragraph or Remove Space After Paragraph

Paragraph and Line Spacing


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• A manual line break, also called a soft return, moves the insertion point to a new line without starting a new paragraph

• To enter a manual line break:• Move the insertion point to the end of a line• Press the Shift + Enter keys

Manual Line Break


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Methods for Selecting Text


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• Check the document’s margins by changing the Zoom level to display the entire page• On the ribbon, click View• In the Zoom group, click the One Page button

• On the Ribbon, click the PAGE LAYOUT tab

• In the Page Setup group, click the Margins button

• Select the desired predefined margin options from the Margins gallery

• Use the Page Setup dialog box to customize the margins

Adjusting the Margins


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• To avoid wasting paper and time, you should preview your document in Backstage view

• Click the FILE tab to display Backstage view, and then click the Print in the navigation bar

• Review the document

• If you notice an error, click the Back button at the top of the navigation bar to return to the document

• If the document is correct and the printer is on and has paper, click the Print button

Previewing and Printing a Document


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Previewing and Printing a Document


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• Preformatted files are called templates

• There are templates to create a formatted envelope or you can create one on your own in a new, blank document

• To create a new document for the envelope:• Click the FILE tab and then click New in the navigation bar• Click Blank document

Creating an Envelope


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• To create an envelope:• On the ribbon, click the MAILINGS tab• In the Create group, click the Envelopes button • On the Envelopes tab, type a new address or edit the existing one• Type a return address; if you are using preprinted stationery, click the Omit check box • To print the envelope, insert an envelope in your printer, and then click the Print

button; to store the envelope along with the rest of the document, click the Add to Document button

• Depending on how your computer is set up, you might see an address in the Return address box



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• To open an existing document:• On the ribbon, click the FILE tab to open Backstage view• Click Open in the navigation bar• Click Computer, and then click the Browse button• Navigate to the location of the existing file, select the file, and click Open

Opening an Existing Document


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• To save an open document with a new name• On the ribbon, click the FILE tab • In the navigation bar in Backstage view, click Save As • In the Save As dialog box, click in the File name box, delete the existing name, and key

in the new name• Verify that the file location is correct or navigate to the correct location• Click the Save button

Opening an Existing Document


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• To customize the grammar settings:• Click the FILE tab, and then click Options in the navigation bar• In the left pane, click Proofing, and then click the Settings button• Scroll down in the Grammar Settings dialog box to display all the check boxes under

“Grammar”

Grammar Settings


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Grammar Settings Dialog Box


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• On the ribbon, click the REVIEW tab

• In the Proofing group, click the Spelling & Grammar button

• In the Spelling task pane, review the suggestions for possible corrections to the word flagged as an error; choose to:• Change or Change All• Ignore or Ignore All• Add, to add the word as spelled in the document to the Word dictionary

• Click Resume to continue reviewing the document

• Click OK to close the dialog box when the check is complete

Spelling and Grammar Task Panes


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• The document’s orientation is its width versus its height

• In portrait orientation the page is taller than it is wide

• In landscape orientation the page is wider than it is tall

• To change page orientation:• On the ribbon, click the PAGE LAYOUT tab• In the Page Setup group, click the Orientation button, and then click Landscape or

Portrait

Changing Page Orientation


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• To change the font and font size:• Select the text you want to format; the Font box in the Font group displays the name

of the font applied to the selected text• The word “Body” by the font name indicates that the font is intended for formatting

body text. Body text is ordinary text, as opposed to titles or headings.

• In the Font group on the HOME tab, click the Font arrow; a list of available fonts appears

• Live Preview shows the results that would occur if you clicked the option you are pointing to.

Changing the Font and Font Size


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• Text effects are special visual enhancements

• To apply text effects:• Select the text to change• In the Font group on the HOME tab, click the Text Effects and Typography button; a

gallery appears

• A gallery is a menu or grid that shows a visual representation of the options available when you click a button

Applying Text Effects


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Applying Text Effects


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• To apply font color• Select the text to change• In the Font group on the HOME tab, click the Font Color button arrow

Applying Font Color


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• By default, the words in a document are left aligned (even on the left) and ragged (uneven) on the right

• With right alignment, words are even on the right and ragged on the left

• With center alignment, words are ragged on both sides and lines are centered on the page

• With justified alignment, the text is even at both margins and spaced out within the line

• Alignment buttons are found in the Paragraph group of the HOME tab

Aligning Text


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Aligning Text


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• A paragraph border is an outline that appears around one or more paragraphs

• Shading is background color applied to one or more paragraphs

• The Border and Shading buttons are found in the Paragraph group of the HOME tab

• To apply a border:• Select the text to change• On the HOME tab, in the Paragraph group, click the Borders button arrow

Adding a Paragraph Border and Shading


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• To apply shading:• Select the text to change• In the Paragraph group, click the Shading button arrow

Adding a Paragraph Border and Shading


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• Select the text whose formatting you want to copy

• On the HOME tab, in the Clipboard group, click the Format Painter button; or to copy formatting to multiple sections of nonadjacent text, double-click the Format Painter button.

• The mouse pointer changes to the Format Painter pointer, the I-beam pointer with a paintbrush

• Click the words you want to format, or drag to select and format entire paragraphs

• When you are finished, click the Format Painter button again to turn off the Format Painter

Using the Format Painter


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• A picture is a photo or another type of image that you insert into a document

• Once a picture is selected, a contextual tab—the PICTURE TOOLS FORMAT tab—appears on the ribbon

• A contextual tab appears on the ribbon only when an object is selected; it contains commands related to the selected object so you can manipulate, edit, and format the selected object

• The squares, called handles, around the edge of the photo indicate the photo is selected

Working with Pictures


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• To delete the current photo:• Click the photo to select it• Press the Delete key

• To insert a photo:• On the ribbon, click the INSERT tab• In the Illustrations group, click the Pictures button; the Insert Picture dialog box opens• Navigate to the folder that contains the image and select the file• Click the Insert button to close the Insert Picture dialog box and insert the photo



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• To resize a photo:• Make sure the PICTURE TOOLS FORMAT tab is selected on the ribbon• In the Size group on the far right edge of the ribbon, change the Height and the Width

• A picture style is a collection of formatting options, such as a frame, a rounded shape, and a shadow

• Apply a picture style by clicking the style in the Picture Styles gallery on the PICTURE TOOLS FORMAT tab



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• To get the most out of Help, connect to the Internet to access the information stored at Office.com

• To look up information in Help, connect to the Internet, and then, on the title bar, click the Microsoft Word Help button

Getting Help


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