Formatting and Editing Skills

1. Formatting and Editing Skills Objective 3.01: Apply appropriate formatting to keyed documents and use editing tools and operational keys effectively

2. Essential Questions • What is word processing software and what is it used for? • Why is formatting applied to fonts, paragraphs, and pages? • How can the editing tools in a word processing program assist you? • What are the functions of the operational keys on the keyboard?

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

4. Title bar – displays the file name of a document Ribbon – replaces menu bars; provides you with groups of commands to use when creating a document Tool bar – provides you with buttons that allow you to access frequently used commands Scroll bar – allows you to scroll throughout a document that is too long to fit on one screen Cursor – on-screen blinking character that shows where the next character will appear

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

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

7. Document Margins Margin – the blank space at the top, bottom, left, and right of a document where you cannottype • Header – allows you to type above the top margin • at the top of every page of a document • Footer – allows you to type below the bottom margin • at the bottom of every page of a document

8. Format Format –to place text on a page so that it looks good and is easy to read

9. Tool Bar Alignment Buttons Left Align Right align – text is lined up along the right margin. The left is ragged. Right Align Justify Left align – text is lined up along the left margin. The right is ragged. Center align – text is centered on the page. Both sides are ragged. Justified – text is lined up on both margins. No sides are ragged. Center Align Text Alignment 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

10. Line Spacing Line spacing– the spacing between lines of text in a document • Single Space (SS) – Strike Enter 1 time; 0 blank lines between • Double Space (DS) – Strike Enter 2 times; 1 blank line between • Triple Space (TS) – Strike Enter 3 times; 2 blank lines between • Quadruple Space (QS) – Strike Enter 4 times; 3 blank lines between 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

11. Horizontal Centering • When text is centered between the left and right margin • Commonly used when formatting: • Invitations • Announcements • Title pages Lets Hoop It Up!!! Participate in our Hoops For Heart Campaign to help raise money for the American Heart Association February 27-March 3, 2012 See your PE teacher for more details.

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

13. Text Formatting Font –the specific design for a collection of letters, numbers, and symbols Examples: Times New Roman Chiller Broadway Arial Goudy Stout Ways to format your font: ColorSIZE Bold UnderlineItalicize

14. Text Formatting Bullets and numbering – used to arrange items in a list with each item beginning with a bullet or a number

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

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

17. Editing Tools • Clipboard – temporary storage location for text or graphics that have been cut or copied • Paste – the word processing tool that places text or graphics that have been cut or copied in a new location within a document

18. Editing Tools • Spell Check – the word processing tool that checks your document for incorrectly spelled words, similar to an electronic dictionary • Grammar Check – the word processing tool that checks selected words in a document for grammatical errors • Thesaurus – the word processing tool that allows you to find synonyms (words with similar meanings) for words in a document

19. Function Keys • Allow you to quickly access frequently used functions • Examples: • F1 – allows you to access the HELP tool • F7 – allows you to check SPELLING • F12 – allows you to SAVE your file

20. 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 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 Alternate (Alt)– used with other keys to access tabs on the ribbon Operational Keys

21. Combine operational keys to save time!!! • Control and PgUp– moves you to the first page of a multi-page document • Control and Home – takes you to the first line of a document • Control and End – takes you to the last line of a document • Control and PgDn– moves you to the next page of a multi-page document

22. Paragraph Formats Block style – all lines of text are aligned with the left margin • the first line of a paragraph isnot indented • used when formatting letters Indented – the first line of a paragraph is indented • use the Tab key to indent paragraphs • used when formatting reports Example: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Example: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

23. Paragraph Formats Hanging indent – a temporary left margin that indents all lines except the first line of text • the first line is flush with the left margin; every other line is indented • used for works cited (bibliography) page Example: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX