Formatting and Editing Skills

1. Formatting and Editing Skills Apply formatting and editing features and operational keys appropriately.

2. Word Processing Word processing software is a type of application software that is used for creating text documents, such as: • letters • memos • reports

3. Title bar – displays the filename of a document Tabs– designate different categories of tools on the Ribbon Ribbon – area that contains various tools used to perform various tasks in the Microsoft Office program Scroll bar – allows you to scroll throughout a document that is too long to fit on one screen Quick Access Toolbar– Area that contains general commands that are used often Cursor – on-screen blinking character that shows where the next character will appear Parts of the Office 2010 Word Processing Window Zoom buttons – control the magnification (how large or small the information looks) of the information on the page Document View buttons – control the way the page is viewed on the screen

4. Typing Paper Standard Paper Size: 8 ½ x 11 inches There are 66 lines per page. Six lines equals one vertical inch.

5. Setting Paper/Page Size • Click Page Layout Tab 2. Click Size Tool • Click desired size for page. (the default size is Letter 8.5” X 11”)

6. Landscape 11” x 8 ½” Page Orientation Orientation – the direction in which you can print on a page • Portrait – height is greater than the width • Landscape – width is greater than the height Portrait 8 ½” x 11” Most word processing documents are printed in portrait orientation.

7. Setting Page Orientation • Click Page Layout Tab 2. Click Orientation Tool • Click desired page orientation. (the default orientation is Portrait)

8. Margin – the blank space at the top, bottom, left, and right of a document where you cannot type Document Margins

9. Header – allows you to type above the top margin at the top of each page of a document Document Header 1. Click Insert Tab 2. Click Header Tool 3. Click on desired Header

10. Footer – allows you to type below the bottom margin at the bottom of each page of a document Document Footer 1. Click Insert Tab 2. Click Footer Tool 3. Click on desired Footer

11. Alignment – 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 Left align – text is lined up along the left margin Center align – text is centered on the page Right align – text is lined up along the right margin Justified – text is lined up along both margins Text Alignment

12. Alignment Tools Left Align Right Align Justify Center Align Setting Text Alignment

13. Line Spacing Line spacing – the spacing between lines of text in a document • Single Space (SS) – Strike Enter 1 time; leaves no blank lines between lines of text in a document • Double Space (DS) – Strike Enter 2 times; leaves 1 blank line between lines of text in a document • Triple Space (TS) – Strike Enter 3 times; leaves 2 blank lines between lines of text in a document • Quadruple Space (QS) – Strike Enter 4 times; leaves 3 blank lines between lines of text in a document Manual (doing it yourself) line spacing

14. Setting Line Spacing Computer controls line spacing; enter key only has to be pressed once after line spacing is set

15. Word Wrap 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 This text was entered using word wrap. There was no need for me to press the enter key manually because the text automatically “wrapped” to the next line when it reached the right margin.

16. Font/Text Formatting Font – a collection of letters, punctuation marks, numbers, and special characters Examples: Times New Roman Broadway Arial Comic Sans MS Lucida Calligraphy Chiller Elephant Goudy Stout

17. Font/Text Formatting Ways to format your font: Font Size (Points)– Adjusts the height and width of the fonts keyed Examples:Size 12 Size 14 Size 16 Size 18 Size 20 Size 24

18. Font/Text Formatting Ways to format your font: Font Color—Adjusts the color of the fonts keyed Examples: Black Red Blue Green

19. Font/Text Formatting Ways to format your font: Font Enhancements/Attributes—Enhances the font with an added feature. Bold—makes lines of text thicker to make them stand out more Italics—makes text slant to the right Underline—places an underline below the text

20. Font/Text Formatting Bullets and numbering – used to arrange items in a list with each item beginning with a bullet or a number • Bulleted List • Item 1 • Item 2 • Item 3 • Item 4 Numbered List Item 1 Item 2 Item 3 Item 4

21. Font/Text Formatting Creating Bulleted Lists or Numbered Lists:

22. Editing • Editing – the process of updating a word processing document to: • make changes • correct errors • make it visually appealing

23. Editing Features • Cut – the word processing feature that removes text or graphics from the current location in a document • Copy – the word processing feature that allows text or graphics to be copied to another location within a document

24. Editing Features • Clipboard – temporary storage location for text or graphics that have been cut or copied • Paste – the word processing feature that places text or graphics that have been cut or copied in a new location within a document Click picture only to do a simple paste Click Paste word to do a more advanced paste

25. Editing Features • Spell Check – the word processing feature that checks selected words in a document for spelling errors, similar to an electronic dictionary; errors will be underlined in red

26. Editing Features • Grammar Check – the word processing feature that checks selected words in a document for incorrect grammar use; errors will be underlined in green

27. Editing Features • Thesaurus – the word processing feature that allows you to find synonyms (words with similar meanings) for words in a document.

28. Vertical Centering • When text is centered between the top and bottom margin • Commonly used when formatting: • Invitations • Announcements • Title pages

29. Setting for Vertical Centering 1 3 2 4

30. Home– moves the cursor to the beginning of a line Backspace– deletes text to the left of (behind) the cursor Insert– allows text to be inserted within a line of text Page Up– moves one screen above the current cursor position Escape (Esc) – allows you to exit unwanted menus and dialog boxes Tab– used to indent; moves the cursor 5 spaces on a line Num Lock– locks the numbers of the numeric keypad Caps Lock – Locks the alphabetic keys in uppercase Shift– Used to capitalize alphabetic keys and type symbol keys Delete – deletes text directly in front of (to the right of) the cursor End – moves the cursor to the end of a line Control (Ctrl)– used with other keys to execute (carry out) out commands Page Down– moves one screen below the current cursor position Enter– used to move the cursor down to the next line Alternate (Alt)– used with other keys to access commands on the menu bar Arrow keys – move the cursor in the direction of the arrow, one character at a time Operational Keys

31. Combine operational keys to save time!!! • Control and Page Up – quickly moves you to the first page of a multi-page document • Control and Home – quickly takes you to the first line of a document • Control and End – quickly takes you to the last line of a document • Control and Page Down – moves you to the next page of a multi-page document

32. Function Keys • Allow you to quickly access frequently used functions • Examples: • F1 – allows you to access the Help feature • F7 – allows you to access the Spell Check feature