Microsoft 1Creating, Formatting, And Editing A Word .

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Microsoft Word 20101Creating, Formatting,and Editing a WordDocument with PicturesObjectivesYou will have mastered the material in this chapter when you can: Enter text in a Word document Check spelling as you type Format paragraphs Format text Undo and redo commands or actions Change theme colors Insert digital pictures in a Worddocument Format pictures Add a page border Correct errors and revise a document Change document properties Print a documentProperty of Cengage Learning1439078459 CH01.indd17/8/105:00:14 PM

Microsoft Word 20101Creating, Formatting,and Editing a WordDocument with PicturesIntroductionTo advertise a sale, promote a business, publicize an event, or convey a message to thecommunity, you may want to create a flyer and hand it out in person or post it in a publiclocation. Libraries, schools, religious organizations, grocery stores, coffee shops, and otherplaces often provide bulletin boards or windows for flyers. These flyers announce personalitems for sale or rent (car, boat, apartment); garage or block sales; services being offered(animal care, housecleaning, lessons); membership, sponsorship, or donation requests(club, religious organization, charity); and other messages such as a lost or found pet.Project PlanningGuidelinesThe process of developing a document that communicates specific information requirescareful analysis and planning. As a starting point, establish why the document is needed.Once the purpose is determined, analyze the intended readers of the document and theirunique needs. Then, gather information about the topic and decide what to include in thedocument. Finally, determine the document design and style that will be most successful atdelivering the message. Details of these guidelines are provided in Appendix A. In addition,each project in this book provides practical applications of these planning considerations.Project — Flyer with PicturesIndividuals and businesses create flyers to gain public attention. Flyers, which usually area single page in length, are an inexpensive means of reaching the community. Many flyers,however, go unnoticed because they are designed poorly.The project in this chapter follows general guidelines and uses Word to create theflyer shown in Figure 1–1. This colorful, eye-catching flyer announces that a dog has beenfound. The pictures of the dog, taken with a camera phone, entice passersby to stop andlook at the flyer. The headline on the flyer is large and colorful to draw attention into thetext. The body copy below the pictures briefly describes where and when the dog was found,along with a bulleted list that concisely highlights important identifying information. Thesignature line of the flyer calls attention to the contact phone number. The dog’s name,Bailey, and signature line are in a different color so that they stand apart from the rest ofthe text on the flyer. Finally, the graphical page border nicely frames and complements thecontents of the flyer.WD 2Property of Cengage Learning1439078459 CH01.indd27/8/105:00:16 PM

Microsoft Word 2010headlinepage borderdigital photosof dogbody copybulleted listsignature lineFigure 1–1WD 3Property of Cengage Learning1439078459 CH01.indd37/8/105:00:16 PM

WD 4 Word Chapter 1 Creating, Formatting, and Editing a Word Document with PicturesOverviewAs you read this chapter, you will learn how to create the flyer shown in Figure 1–1on the previous page by performing these general tasks: Enter text in the document. Format the text in the document. Insert the pictures in the document. Format the pictures in the document. Enhance the page with a border and additional spacing. Correct errors and revise the document. Print the document.PlanAheadGeneral Project GuidelinesWhen creating a Word document, the actions you perform and decisions you make willaffect the appearance and characteristics of the finished document. As you create a flyer,such as the project shown in Figure 1–1, you should follow these general guidelines:1. Choose the words for the text. Follow the less is more principle. The less text, the morelikely the flyer will be read. Use as few words as possible to make a point.2. Identify how to format various elements of the text. The overall appearance of adocument significantly affects its ability to communicate clearly. Examples of how youcan modify the appearance, or format, of text include changing its shape, size, color, andposition on the page.3. Find the appropriate graphical image(s). An eye-catching graphical image should conveythe flyer’s overall message. It could show a product, service, result, or benefit, or visuallyconvey a message that is not expressed easily with words.4. Establish where to position and how to format the graphical image(s). The position andformat of the graphical image(s) should grab the attention of passersby and draw theminto reading the flyer.5. Determine whether the page needs enhancements such as a border or spacingadjustments. A graphical, color-coordinated page border can further draw attention toa flyer and nicely frame its contents. Increasing or decreasing spacing between elementson a flyer can improve its readability and overall appearance.6. Correct errors and revise the document as necessary. Post the flyer on a wall and makesure all text and images are legible from a distance. Ask someone else to read the flyerand give you suggestions for improvements.For an introductionto Windows 7 andinstruction abouthow to perform basicWindows 7 tasks, readthe Office 2010 andWindows 7 chapter atthe beginning of thisbook, where you canlearn how to resizewindows, changescreen resolution,create folders, moveand rename files, useWindows Help, andmuch more.7. Determine the best method for distributing the document. Documents can be distributedon paper or electronically. A flyer should be printed on paper so that it can be posted.When necessary, more specific details concerning the above guidelines are presentedat appropriate points in the chapter. The chapter also will identify the actions performedand decisions made regarding these guidelines during the creation of the flyer shownin Figure 1–1.To Start WordIf you are using a computer to step through the project in this chapter and you wantyour screens to match the figures in this book, you should change your screen’s resolutionto 1024 768. For information about how to change a computer’s resolution, refer to theOffice 2010 and Windows 7 chapter at the beginning of this book.Property of Cengage Learning1439078459 CH01.indd47/8/105:00:26 PM

1Click the Start button on the Windows 7 taskbar to display the Start menu.2Type Microsoft Word as the search text in the ‘Search programs and files’ text boxand watch the search results appear on the Start menu.3Click Microsoft Word 2010 in the search results on the Start menu to start Word anddisplay a new blank document in the Word window.4If the Word window is not maximized, click the Maximize button next to the Close buttonon its title bar to maximize the window.5If the Print Layout button on the status bar is not selected (shown in Figure 1–2 on thenext page), click it so that your screen is in Print Layout view.Q&AThe following steps, which assume Windows 7 is running, start Word based ona typical installation. You may need to ask your instructor how to start Word for yourcomputer. For a detailed example of the procedure summarized below, refer to theOffice 2010 and Windows 7 chapter.What is Print Layout view?For an introductionto Office 2010 andinstruction abouthow to performbasic tasks in Office2010 programs, readthe Office 2010 andWindows 7 chapterat the beginning ofthis book, where youcan learn how to starta program, use theRibbon, save a file,open a file, quit aprogram, use Help,and much more.Word Chapter 1Creating, Formatting, and Editing a Word Document with Pictures Word Chapter 1 WD 5If Normal (Home tab Styles group) is not selected in the Quick Style gallery (shown inFigure 1–2), click it so that your document uses the Normal style.Q&AWhat is the Normal style?What if rulers appear on my screen?BTW6Q&AThe default (preset) view in Word is Print Layout view, which shows the document on amock sheet of paper in the document window.When you create a document, Word formats the text using a particular style. The defaultstyle in Word is called the Normal style, which is discussed later in this book.Click the View Ruler button above the vertical scroll bar to hide the rulers, or click View onthe Ribbon to display the View tab and then place a check mark in the Ruler check box.The Word WindowThe chapters in thisbook begin with theWord window appearingas it did at the initialinstallation of thesoftware. Your Wordwindow may lookdifferent depending onyour screen resolution andother Word settings.Entering TextThe first step in creating a document is to enter its text. With the projects in this book,you enter text by typing on the keyboard. By default, Word positions text you type at theleft margin. In a later section of this chapter, you will learn how to format, or change theappearance of, the entered text. The headline is the first line of text on the flyer. It conveys the product or service beingoffered, such as a car for sale or personal lessons, or the benefit that will be gained,such as a convenience, better performance, greater security, higher earnings, or morecomfort; or it can contain a message such as a lost or found pet. The body copy consists of all text between the headline and the signature line. This texthighlights the key points of the message in as few words as possible. It should be easyto read and follow. While emphasizing the positive, the body copy must be realistic,truthful, and believable.PlanAheadBTWChoose the words for the text.The text in a flyer is organized into three areas: headline, body copy, and signature line. The signature line, which is the last line of text on the flyer, contains contact informationor identifies a call to action.ZoomingIf text is too small for youto read on the screen, youcan zoom the documentby dragging the Zoomslider on the status bar orclicking the Zoom Out orZoom In buttons on thestatus bar. Changing thezoom has no effect onthe printed document.Property of Cengage Learning1439078459 CH01.indd57/8/105:00:26 PM

WD 6 Word Chapter 1 Creating, Formatting, and Editing a Word Document with PicturesTo Type TextTo begin creating the flyer in this chapter, type the headline in the document window. The following stepstype this first line of text in the document.1 Type Found DogHome tabas the headline(Figure 1–2).documentwindowQ&AWhat if I make anerror while typing?You can press theBACKSPACE key untilyou have deletedthe text in error andthen retype the textcorrectly.Normal style automaticallyselected when you firstinstall WordStyles groupinsertion pointmoves to theright as you typetext typedWhy did the Spellingand Grammar Checkicon appear on thestatus bar?Q&AView Rulerbutton showsor hides rulersmouse pointer’s shape changesdepending on task you areperforming in Word andpointer’s location on screenNote: To help youlocate screen elementsthat are referenced inthe step instructions,such as buttons andcommands, this bookuses red boxes topoint to these screenelements.When you begintyping text, theSpelling and GrammarCheck icon appearson the status bar withan animated pencilSpelling and Grammarnumber ofPrint Layout buttonCheck icon contains a bluewriting on paper towords inautomatically selected whencheck mark, indicating thedocumentyou first install Wordindicate that Word isentered text contains nospelling or grammar errorschecking for spellingand grammar errors.When you stop typing,Figure 1–2the pencil changes toa blue check mark (noerrors) or a red X (potential errors found). Word flags potential errors in the documentwith a red, green, or blue wavy underline. Later in this chapter, you will learn how to fix flagged errors.Zoom slider2 Press the ENTER key to move theQ&Ainsertion point to the beginning ofthe next line (Figure 1– 3).Why did blank space appearbetween the headline and theinsertion point?blank spaceautomaticallyinserted betweenparagraphsinsertion pointmoved to next lineEach time you press the ENTER key,Word creates a new paragraph andinserts blank space between the twoparagraphs. Later in this chapter,you will learn how to adjust thespacing between paragraphs.Figure 1–3Property of Cengage Learning1439078459 CH01.indd67/8/105:00:26 PM

To Display Formatting MarksTo indicate where in a document you press the enter key or spacebar, you may find it helpful to displayformatting marks. A formatting mark, sometimes called a nonprinting character, is a character that Word displayson the screen but is not visible on a printed document. For example, the paragraph mark (¶) is a formatting markthat indicates where you press the enter key. A raised dot (·) shows where you press the spacebar. Other formatting marks are discussed as they appear on the screen.Depending on settings made during previous Word sessions, your Word screen already may display formattingmarks (Figure 1– 4). The following step displays formatting marks, if they do not show already on the screen.1 If the Home tab is not the activeHome tab isactive tabWord Chapter 1Creating, Formatting, and Editing a Word Document with Pictures Word Chapter 1 WD 7Show/Hide ¶buttonselectedtab, click Home on the Ribbon todisplay the Home tab. If it is not selected already, clickQ&Athe Show/Hide ¶ button (Hometab Paragraph group) to displayformatting marks on the screen(Figure 1– 4).raised dot betweeneach word indicatesSPACEBAR has beenpressedParagraph groupWhat if I do not want formattingmarks to show on the screen?paragraph mark atend of line indicatesENTER key has beenpressedYou can hide them by clickingthe Show/Hide ¶ button (Hometab Paragraph group) again. Itis recommended that you displayformatting marks so that youvisually can identify when you pressthe ENTER key, SPACEBAR, and otherkeys associated with nonprintingcharacters; therefore, most of thedocument windows presented inthis book show formatting marks.paragraph mark atend of documentFigure 1– 4Other Ways1. Press CTRL SHIFT *To Insert a Blank LineIn the flyer, the digital pictures of the dog appear between the headline and body copy. You will not insertthese pictures, however, until after you enter and format all text. Thus, you leave a blank line in the document as aplaceholder for the pictures. To enter a blank line in a document, press the enter key without typing any text on theline. The following step inserts one blank line below the headline.1 Press the ENTER key to insert ablank line in the document(Figure 1– 5).blank lineinsertedinsertionpointFigure 1–5Property of Cengage Learning1439078459 CH01.indd77/8/105:00:32 PM

WD 8 Word Chapter 1 Creating, Formatting, and Editing a Word Document with PicturesWordwrapBTWThe Ribbon and ScreenResolutionWord may change howthe groups and buttonswithin the groups appearon the Ribbon, dependingon the computer’s screenresolution. Thus, yourRibbon may look differentfrom the ones in this bookif you are using a screenresolution other than1024 768.Wordwrap allows you to type words in a paragraph continually without pressingthe enter key at the end of each line. As you type, if a word extends beyond the rightmargin, Word also automatically positions that word on the next line along with theinsertion point.Word creates a new paragraph each time you press the enter key. Thus, as youtype text in the document window, do not press the enter key when the insertion pointreaches the right margin. Instead, press the enter key only in these circumstances:1. To insert a blank line(s) in a document (as shown in the steps on the previous page)2. To begin a new paragraph3. To terminate a short line of text and advance to the next line4. To respond to questions or prompts in Word dialog boxes, task panes, and otheron-screen objectsTo Wordwrap Text as You TypeThe next step in creating the flyer is to type the body copy. The following step illustrates how the body copytext wordwraps as you enter it in the document.1 Type the first sentence of the bodycopy: Adorable, loving,Q&Afriendly, well-behaveddog found early Fridaymorning, June 1,wandering on the biketrail at Filcher Parkin Hampton Township.Why does my document wrapon different words?ENTER key notpressed whenright marginreachedfirst sentenceof body copyenteredThe printer connectedto a computer is onethe word, trail, couldfactor that can controlnot fit at end ofprevious line, so itwhere wordwrapwrapped to beginningof this lineoccurs for each line ina document. Thus, itinsertion point andparagraph mark movedis possible that the same documentto next line becausecould wordwrap differently ifENTER key was pressedprinted on different printers. Press the ENTER key to position theinsertion point on the next line inthe document (Figure 1– 6).Figure 1–6Property of Cengage Learning1439078459 CH01.indd87/8/105:00:35 PM

As you type text in a document, Word checks your typing for possible spellingand grammar errors. If all of the words you have typed are in Word’s dictionary andyour grammar is correct, as mentioned earlier, the Spelling and Grammar Check iconon the status bar displays a blue check mark. Otherwise, the icon shows a red X. In thiscase, Word flags the potential error in the document window with a red, green, or bluewavy underline. A red wavy underline means the flagged text is not in Word’s dictionary (because it is a proper name or misspelled). A green wavy underline indicates the textmay be incorrect grammatically. A blue wavy underline indicates the text may contain acontextual spelling error such as the misuse of homophones (words that are pronouncedthe same but that have different spellings or meanings, such as one and won). Althoughyou can check the entire document for spelling and grammar errors at once, you also cancheck flagged errors as they appear on the screen.A flagged word is not necessarily misspelled. For example, many names, abbreviations,and specialized terms are not in Word’s main dictionary. In these cases, you can instructWord to ignore the flagged word. As you type, Word also detects duplicate words whilechecking for spelling errors. For example, if your document contains the phrase, to the thestore, Word places a red wavy underline below the second occurrence of the word, the.Automatic SpellingCorrectionAs you type, Wordautomatically correctssome misspelled words.For example, if youtype recieve, Wordautomatically corrects themisspelling and displaysthe word, receive, whenyou press the SPACEBARor type a punctuationmark. To see a completelist of automaticallycorrected words, click Fileon the Ribbon to openthe Backstage view, clickOptions in the Backstageview, click Proofing inthe left pane (WordOptions dialog box), clickthe AutoCorrect Optionsbutton, and then scrollthrough the list near thebottom of the dialog box.Word Chapter 1Spelling and Grammar CheckBTWCreating, Formatting, and Editing a Word Document with Pictures Word Chapter 1 WD 9To Check Spelling and Grammar as You TypeIn the following steps, the word, patches, has been misspelled intentionally as paches to illustrate Word’s checkspelling as you type feature. If you are doing this project on a computer, your flyer may contain different misspelledwords, depending on the accuracy of your typing.1 Type Tan color withpaches and then press theso that a red wavyline appears below themisspelled word (Figure 1–7).Q&ASPACEBARspace betweenmisspelled word andinsertion pointWhat if Word does not flag myspelling and grammar errors withwavy underlines?text enteredTo verify that the checkwithspelling and grammar as you misspelledword at endtype features are enabled,click File on the Ribbon to openthe Backstage view and then clickOptions in the Backstage view.When the Word Options dialogbox is displayed, click Proofing inthe

WD 2 Microsoft Word 2010 1 Creating, Formatting, and Editing a Word Document with Pictures Introduction To advertise a sale, promote a business, publicize an event, or convey a message to the

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