INTRODUCTORY MICROSOFT WORD Lesson 7 – Working With Documents

1. INTRODUCTORY MICROSOFT WORDLesson 7 – Working With Documents

2. Objectives • Switch between documents. • Copy and paste text between documents. • Insert page breaks. • Work with multipage documents. • Insert headers and footers. • Create footnotes and endnotes.

3. Objectives • Create a section with formatting that differs from other sections. • Apply styles. • Insert and format tables. • Organize a document in Outline view.

4. Endnote Footer Footnote Header Page break Pane Section Style Table Terms Used in this Lesson

5. Switching Between Documents • The ability to work in more than one document at a time is a useful feature in Word. • When a new document is opened or created, Word displays it on top of the document that is already open.

6. See Figure 7-1 in student book, Taskbar with buttons for open files Taskbar • Buttons corresponding to open documents are displayed on the taskbar. • Click the button on the taskbar to make the document the active window.

7. Copying and Pasting Text Between Documents • Text can be copied and moved betweendocuments the same way it can be copied and moved within a document. • Copy the selected text to the Clipboard from the open document. Open the second document. Paste the text at the insertion point.

8. Inserting Page Breaks • Page Break – the place where one page ends and another begins. • Word automatically inserts page breaks where necessary. • Page breaks can be inserted manually by choosing Break on the Insert menu.

9. Splitting Windows • Two parts of a document can be viewed at once by splitting the window. Choose Split on the Window menu. • Pane – an area of a split window that contains separate scroll bars that allow you to move through that part of the text.

10. Go To Command • Go To – allows you to skip to a specific part of a document. • Choose Go To on the Edit menu.

11. Viewing Hidden Characters • Show/Hide¶– allows you to view hidden formatting characters such as spaces, paragraph returns, and end-of-line marks in a document. • Click the Show/Hide¶ button on the formatting toolbar.

12. See Figure 7-9 in student book, Word Count dialog box Word Count • Word Count – counts the pages, words, characters, paragraphs, and lines in a document. • Choose Word Count on the Tools menu and the Word Count dialog box appears.

13. See Figure 7-12 in student book, Header and Footer toolbar Header and Footer • Headers and footers contain information such as the date and page numbers. • Header – text printed at the top of each page. • Footer – text printed at the bottom of each page • Choose Header and Footer on the View menu. The Header and Footer toolbar appears.

14. Footnotes and Endnotes • Footnotes and endnotes are used to document information such as quotes. • Footnotes – printed at the bottom of each page. • Endnotes –printed at the end of a document. • Choose Reference on the Insert menu and Footnote on the submenu. The Footnote and Endnote dialog box appears.

15. See Figure 7-15 in student book, Footnote and Endnote dialog box Footnote and Endnote Dialog Box

16. See Figure 7-17 in student book, Break dialog box Formatting Sections • Section – part of a document where you can create a layout that is different than the rest of the document. • Choose Break on the Insert menu. The Break dialog box appears.

17. See Figure 7-19 in student book, Styles and Formatting task pane Applying Styles • Style – predefined set of formatting options that have been named and saved. • Choose Styles and Formatting on the Format menu or click the Style and Formatting button to open the Styles and Formatting task pane.

18. See Figure 7-20 in student book, Insert Table dialog box Inserting a Table • Table – arrangement of text or numbers in rows and columns. • Click the Insert Table button on the Standard toolbar or choose Insert on the Table menu, then Table on the submenu. The Insert Table dialog box appears.

19. Organizing a Document in Outline View • In Outline view, Word formats headings with built-in heading styles. • Switch to Outline view by clicking the Outline View button. The Outlining toolbar appears and an outline symbol appears.

20. See Figure 7-27 in student book, Outlining toolbar Organizing a Document in Outline View • A + (plus) symbol before a heading indicates that subheadings or body text are below the heading. • A – (minus) symbol indicates that no subheadings or body text are below the heading.

21. Assigning Outline Levels to Paragraphs • Switch to Print Layout view to create a document in outline form without visible formatting. • Choose Paragraph from the Format menu. On the Indents and Spacing tab, click the appropriate level.

22. Summary • Switching between documents is easily done by clicking a document’s icon in the taskbar. • You can copy and paste between documents just as you can within a document. • Page breaks can be inserted manually by choosing Break on the Insert menu.

23. Summary • Commands that are useful for formatting and editing long documents are: the Split command, the Go To command, the Show/Hide ¶ command, and the Word Count command • Headers and Footers contain information such as the date and page numbers. They are found at the top and bottom of a page.

24. Summary • A footnote or endnote is used to document information such as quotations. Footnotes are printed ant the bottom of a page. Endnotes are printed at the end of the document. • To create different page layouts within a document, divide the document into sections.

25. Summary • Styles are predefined sets of formatting options that add consistency to a document. • Tables are used to show data in columns and rows. • Outlines are useful for creating a document with a hierarchical structure. Use Outline view to see formatting.

26. Summary • Use Print Layout view to assign outline levels to paragraphs, which does not change the appearance of the document.