lesson 12: Word Essentials

1. Key Applications Module
Lesson 12 — Word Essentials
Computer Literacy BASICS

2. Objectives
 Create a new document.
 Enter text in a document.
 Select text.
 Display nonprinting characters.
 Change views in the document window.
 Add comments and print a document with its
comments.
 Track changes made to a document.
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3. Vocabulary
 Comment  Strikethrough
 Default  Toggle
 Normal view  Web Layout view
 Print Layout view  Word wrap
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4. Opening an Existing Document
 Click on Start
 Computer
 Share
 CTE
 Mrs. Robison
 ITF
 Word
 NY Flyer
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5. Moving Through the Document
 To scroll:
– Drag the vertical and horizontal scroll boxes.
– Click the scroll arrows.
– Click in the scroll bar channel.
 To reposition the insertion point:
– Move the pointer to the desired location.
– Click the mouse button.
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6. Keyboard Shortcuts for Moving
the Insertion Point
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7. Selecting Text
 You select text to identify blocks of text you
want to move, copy, delete, or replace.
 A block of text can be a single character, a
word, a paragraph, or an entire document.
 The Select All command on the Edit menu
(or Ctrl + A) will select everything in a
document.
 Single click, double click, and triple click
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8. An Example of Selected Text
Selected text appears highlighted in the document.
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9. Using the Mouse to Select Text
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10. Nonprinting Characters
 Letters, numbers, and graphics appear on
your screen just as they will look when
printed.
 There are other characters called nonprinting
characters because, although you can
display these symbols on the screen, they do
not print.
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11. Nonprinting Characters (cont.)
 The Show/Hide ¶ button on the Standard
toolbar enables you to turn the display of
these nonprinting characters on or off.
 Nonprinting characters include hard returns
(or line breaks), blank spaces, page and
section breaks, and tab and indent markers.
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12. Nonprinting Characters (cont.)
Paragraph
symbol
indicates a
line break
Tab symbol or hard
return
New page
indicator Word
space
symbols
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13. Changing Views in Word
You can change views in any Office application
from the View menu. Word offers several
different options for viewing a document:
 Normal view is the default view in Word, and it
provides a simple layout so you can enter and
edit text quickly.
 Print Layout view shows how a document will
look when it is printed.
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14. Other Views Available in Word
 Web Layout view displays a document as it
would appear in a Web browser.
 Reading Layout view displays a document as if
you were reading a book, with just a few
command buttons on a toolbar at the top of the
document.
 Outline view arranges text in classic outline
form, using heads as main points in the outline,
with subheads and text providing entries in other
levels.
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15. Zoom Options
 Word provides magnification options to make
the text and graphics in a document smaller
or larger.
 Use the Zoom command on the View menu
to open the Zoom dialog box and select from
the options there.
 The Preview screen and text preview panel
in the Zoom dialog box allow you to see how
changes you select will display.
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16. Comments
 A comment is a note added to the text, in a
balloon viewable in the document’s margin.
– Comments are indicated with highlighting in the text.
– You can add a comment anywhere in a Word
document by selecting Comment from the Insert
menu, or click the Comment button on the Reviewing
toolbar.
A comment in text margin
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17. Comments (cont.)
 To make it easier to insert comments in text
quickly, display the Reviewing toolbar by
selecting it from the Toolbars submenu on
the View menu.
 The initials in the comment box indicate who
has written the comment.
 Comments are numbered in order in the
document.
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18. Comments (cont.)
You can print comments in a document in Print
Layout view:
 On the File menu, click Print.
 Look for the Print what box at the lower left in
the Print dialog box and select Document
showing markup from the drop-down list.
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19. Track Changes
 The Track Changes feature indicates where
text has been inserted, deleted, or changed
in a document.
 To turn on the Track Changes feature, select
it from the Tools menu, which turns on the
feature and adds the Reviewing toolbar to
the toolbars above the document window at
the same time.
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20. Using the Comments and
Track Changes Features
 Comments and revisions are visible in the
document when you use the reviewing tools to
add notes or track changes.
 You can hide the revisions and comments by
selecting the Markup command on the View
menu.
– If the changes are visible, clicking Markup will hide
them.
– If changes are hidden, clicking the command will show
them again.
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21. Using the Comments and
Track Changes Features (cont.)
 After changes and notes are added to a
document, it is usually passed on to another
person to make a decision about the
revisions and comments.
 To review changes and comments, first
display them using the Markup command.
 Use the buttons on the Reviewing toolbar to
then accept or reject the changes.
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22. The Reviewing Toolbar
 The Previous and Next buttons on the Reviewing
toolbar let you move forward or backward to view
revisions and comments one by one.
 The Accept button lets you accept a revision and
make the change, and the Reject button rejects a
change or deletes a comment.
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23. Saving and Closing Word
 Click Save
– Top Left (picture of floppy disk)
– File
 Save or Save as
 Click Close
– File Close
 If you try to close document prior to saving, it
will ask you. But if you click “X” it will just
close.
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24. Creating a New Document in Word
 A new, blank document displays when Word
starts.
 The document is titled Document1 until you use
the Save As command to assign it a new
filename.
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25. Creating a New Document
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26. Creating a New Document in Word
(cont.)
 After you open Word, you can click the
Create a new document link in the Getting
Started task pane to open another new
document with default settings.
 You can also click the New Blank Document
button on the Standard toolbar to create a
new document in Word.
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27. Entering Text in a Document
 As you enter text, the insertion point moves
to the right.
 Word automatically flags spelling and
grammar errors as you type.
– A red wavy underline is a spelling error.
– A green wavy underline is a grammar error.
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28. Entering Text in a Document
(cont.)
 You can use the Backspace key to delete
characters to the left of the insertion point
and then you can rekey the text correctly.
 As you reach the end of a line, Word wraps
the text to the next line if you keep typing.
 To insert a blank line between paragraphs,
press the Enter key twice.
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29. Summary
 A blank Word document opens when you
open the Word application, and you can
open additional documents from the Getting
Started task pane or by using the New Blank
Document button on the Standard toolbar.
 Word automatically wraps text to the next line
when the line of text extends beyond the
right margin.
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30. Summary (cont.)
 When you scroll through the document, the
insertion point does not move. To reposition
the insertion point, you can use either the
mouse or the keyboard.
 You can use the mouse or keyboard
shortcuts to move through a document.
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31. Summary (cont.)
 Text must be selected before you can move,
replace, copy, or delete it. Text can be
selected using the mouse or the keyboard.
 The Show/Hide ¶ button on the Standard
toolbar toggles the display of nonprinting
characters such as tab and indent symbols,
blank spaces, page and section breaks, and
paragraph marks.
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32. Summary (cont.)
 The View menu has several options you can
choose to change the display of a document.
 Comments are electronic notes that can be
added to a document to provide information
that is not part of the text. The notes appear
in balloons in the margin of the document.
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33. Summary (cont.)
 The Track Changes feature allows you to
clearly see changes made to a document,
and you can hide or show comments and
changes using the Markup command on the
View menu.
 You can print a document with or without
visible revisions and comments by selecting
different options in the Print dialog box.
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