Lecture, PowerPoint Presentations, Readings, and Tips |
LESSON 1
Creating and Editing a Document
The outcomes and objectives of this course will prepare you to meet certification standards needed to make you more employable.
The courseware has been approved by the Microsoft Office Certification Program as among the finest available for learning Microsoft Office Excel 2010. It means that if you complete and fully understand this courseware, you will be prepared to take an exam certifying your proficiency in this application. A Microsoft Certified Application Specialist is a person who has passed exams that certify his or her skills in one or more of the Microsoft Office desktop applications, such as Microsoft Excel, Microsoft Word, Microsoft PowerPoint, Microsoft Outlook, or Microsoft Access. The Microsoft Certified Application Specialist Program is the only program in the world approved by Microsoft for testing proficiency in Microsoft Office desktop applications. This testing program can be a valuable asset in any job search or career advancement. For more information about becoming a Microsoft Certified Application Specialist, visit the website: www.microsoft.com/officespecialist.
For this course, we have three important Student Learning Outcomes (SLO's). Therefore, after completing this course, you will be able to:
Demonstrate word processing skills needed to prepare business and academic documents.
Determine and apply editing techniques and formatting standards to documents.
Organize and communicate information and data in business and academic documents.
In Lesson 1, we have seven important lesson objectives. Therefore, after completing this lesson, you will be able to:
Please refer to the objectives for each lesson. They correspond to Microsoft Word 2010 certification standards. By meeting certification standards, you can impress employers and prepare documents appropriate and impressive for use in any business or academic environment.
To help you learn Microsoft Word as it relates to business, you will apply its features to real-world situations. In the Case Study located before Lesson 1, the book describes a company named "Campbell's Confections" for which you will pretend to work as an intern. The business documents that you create in the book will relate to this fictional business. I hope you like candy.
IMPORTANT GETTING STARTED INFORMATION
Since we are just starting class, please be sure to check the due dates for assignments on the Home Page or on the discussion board. I want you to make sure you have the correct dates. This class will move at a brisk pace. Submitting your work on time is important!
After you complete your first assignments, you will have toured our classroom and will have established a work pattern for the rest of the course. Therefore, it is important that you follow instructions carefully and spend the time needed to complete the work.
In this class, you will learn to use Microsoft Word. Microsoft Word is a word processing application program. Word processing is the preparation of documents using electronic equipment. This is usually done with word processing application software on a computer. Word processing application software allows you to make changes quickly to a document and to use the same document over and over.
Microsoft Word is a popular word processing application software program that allows you to create letters, reports, memos, newsletters, address lists, mailing labels, manuscripts, tables, columns, outlines and forms that can be error-free and letter perfect.
Before you start using Word, you may want get some general Windows practice or a quick refresher on working in the Windows environment by reviewing the Windows Tutorial located after the table of contents in the front of your book. Please note that the tutorial refers to Windows Vista. You may also find it helpful to look over other topics in the Appendix section of the book. For example, formal business documents require specific formatting, spacing, and setup. Examples of how your formal documents must look are shown in the appendix. Additionally, in the Appendix, you will see a list of proofreader's marks that will help you correctly key assignments in the book.
INSTALLING MICROSOFT OFFICE 2010: For this class, we are using Microsoft Word 2010. It is one of the core programs that comes with the Microsoft Office 2010 software. Microsoft Office 2010 needs to be installed on the computer that you will use to work through the textbook. To help you, the publisher will provide a student version of Microsoft Office 2010 that you can use for about six months on your computer, but your computer must meet the following criteria before you can install the software:
Computer with 500MHz or higher processor and at least 256 MB of RAM (random access memory)
CD-ROM or DVD drive
1.5 GB or more of hard disk space
1024x768 or higher-resolution video monitor
Mouse
Modem or other Internet connection
Windows XP with Service Pack 2 or later, or Windows Vista
As you work through the lessons, the textbook will ask you to open a student file occasionally. A student file is shown in bold text in the textbook. Since you will need access to the Student Data Files in the second lesson, now would be a good time to download the student files to your computer. It would be a good idea to store the student files in a new Document folder on your computer or on a portable flash drive that you can use on any computer. To download the student data files, go to the following website:
http://highered.mcgraw-hill.com/sites/0077454898/student_view0/word/lesson_data_files.html
It is VERY IMPORTANT that you take the proper time to extract your data files and know where you put them in order to use them later. If you do not, you will have problems completing the work for this course.
TIP: After you download the files, you need an extracting software program on your computer. Windows XP and Vista have a built in extracting program, but if you are on a different operating system, you need to download an extracting program, such as WinZip to your computer. If you need WinZip, you can download a "TRIAL VERSION" for free and use it for the entire course at http://www.download-it-free.com/winzip2/.
USING OLDER VERSIONS OF MICROSOFT WORD: The Microsoft® Word 2010 student files that you must access to complete assignments in the textbook are formatted for Word 2010. If cannot install Microsoft® Word 2010 on your computer and are using an older version of Word, you may not be able to open the student files that you are required to download unless you also download and install the Microsoft® Office Compatibility Pack for Office 2010 at the following site:
The book assumes that Word is installed using the "Typical" installation and that it is running with default settings. To use Word, the first thing you must do is open Word on your computer. You can start Word on your computer two different ways. One way is to click the Start button on the Windows task bar to display a list of options, next click the All Programs option to display more options, then click Microsoft Office to display the list of programs in Microsoft Office, and finally click the Microsoft Office Word 2010 option to open Word. A quicker method is to simply click double-click the Word shortcut icon on the desktop, if one is available. Either method will work on any computer that has Word installed correctly.
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After Word opens, you will see Word's main window where you can begin creating your first document. The Word window's default document display is shown in the Print Layout view. When you prepare a document in Word with the Print Layout View displayed, what you see on the screen is what you will get when a document is printed. This is called WYSIWYG (What You See Is What You Get). Notice that the default tab on the Ribbon is with the Home tab selected.
Before you begin, verify that the Word window is maximized (fills the entire screen) by clicking the tiny square icon in between the minus and X symbols in the upper-right corner of the window to enlarge the Word window so that it fills the entire screen.
Please take some time to go over the parts of the Word screen. The default document view is Print Layout view. The default tab on the Ribbon is the Home tab. Verify that the Word window is maximized. The width of the Word window affects the size and shape of the Ribbon commands.
The Ribbon is a strip above the text area that displays seven tabs by default. The Home tab is selected when Word is started. Tabs display groups of related commands. You can click a Tab to change to a different group of commands. The number of commands for each tab varies. The Ribbon commands that appear shaded or lighter in color are currently not available. For example, the Cut command on the Home tab is gray unless text is selected.Ribbon:
You can access Ribbon commands using the mouse or from the keyboard. Press [Ctrl]+[F1] to minimize the Ribbon or to restore the Ribbon. When you minimize the Ribbon, you can simply click the tab to display the commands, but when you click in the text area, the commands go back into hiding. If you want to maximize the Word window to display the Ribbon commands, again, you can simply repress [Ctrl]+[F1] to have them remain displayed. If the window is not maximized, all controls may not be available. Groups may collapse to a single button and an extra step may be required to perform an action.
The Ribbon adapts to a task. For example, the Insert tab is used to add pages, text, shapes, illustrations, or other objects to a document. The Home tab contains commands for editing and formatting a document. There are also Ribbon tabs that are hidden from view by default. For example, the Picture Tools tab displays when a picture or clip are object is selected in a document. If a picture is not selected, the tab does not display. The Drawing Tools tab will also display when a shape is selected.
Ribbon Access keys are not combination keys like the shortcut keystrokes. You must press the Alt key, release it, and then press an arrow key, Tab, or other keystroke. Practice various Key Tips to get comfortable selecting commands in the Quick Access Toolbar, within the File menu, and the Ribbon tabs.
Key Tips:
You can press the [Alt] key to display Key Tips that show lettered or numbered squares on the
Ribbon. The tips are the letters or numbers that you can press on the keyboard to access or execute commands,
instead of clicking the item on the Ribbon.
Ribbon Access Keys: Ribbon Access keys are not combination keys like the shortcut keystrokes. You must press the Alt key, release it, and then press an arrow key, Tab, or other keystroke. Practice various Key Tips to get comfortable selecting commands in the Quick Access Toolbar, within the File menu, and the Ribbon tabs.
FILE TAB: Point to and click the File tab to display the Backstage view. The Backstage view replaces the Microsoft Office Button and File tab from earlier versions of Word. The commands available are New, Open, Save, Save As, Print, and Close. Additionally, up to 22 of the most Recent Documents that were opened are displayed to make it convenient to reopen them, if you want.
When you are doing a lot of typing, keyboard shortcuts are provided to keep you from having to go back and forth between the mouse and the keyboard. The keyboard shortcuts provide the alternative method of pressing keys on the keyboard to initiate commands, instead of clicking buttons with the mouse. Therefore, you can press [Alt]+[F] by holding down the Alt key on the keyboard, and while holding it down, press the F key on the keyboard to display the File menu, instead of having to click it with the mouse.
Quick Access Toolbar: The Quick Access Toolbar is positioned above the Ribbon. It displays the most frequently used commands. The three commands that are displayed by default on the toolbar are Save, Undo, and Redo. The Quick Access Toolbar commands are available for all tabs on the Ribbon, and the commands are executed immediately. If you accidentally display an unwanted dialog box, you can click the Cancel button to close it.
It is the only part of the Word Screen that can be customized. You can move the Quick Access Toolbar below the Ribbon, if you want. Simply click the Customize Quick Access Toolbar button the the Quick Access Toolbar.
ScreenTips: When you move the mouse pointer over an element on the screen, such as a button or command, a screen tip will appear to identify the element. Enhanced ScreenTips include a link to a Help topic. Press the function key F1 for Help.
Objective 2—Key and edit Text
To key text, you must first move the insertion point to where you will begin typing by clicking the position where you want to type. It is important that you remember that the insertion point marks the position of the next character to be keyed. When you begin keying text, remember to use only one space after punctuation. In Word, the default character format is 11 point Calibri, and the default paragraph format is left alignment, with 1.15 line spacing, and 10-point spacing after paragraphs. If you are used to pressing the Enter key two times at the end of a paragraph to leave a blank line, you will see that won't be necessary due to the 10-point spacing (like one blank line) that will insert automatically when you press the Enter key to end a paragraph. Always use only one space after a period. This might strike you as radical, if you learned to use two spaces in past keyboarding classes. With proportional fonts and justification, the use of two spaces after a period (or a colon) can make documents look unprofessional.
You will probably encounter the red wavy lines while you are keying text. You will also likely encounter AutoCorrect and AutoComplete. A wavy red line indicates a spelling error, and you will learn to use Word's automatic features to help you correct errors in your documents. When an AutoComplete Tip displays, press [Enter] to accept or continue keying text to ignore.
Word wrap is a word processing feature that causes words that won’t fit on a line to move automatically to the next line. Since you do not have to press the Enter key at the end of each line, the word wrap feature allows you to key text faster. If you allow words to wrap instead of pressing the Enter key at the end of lines, the lines will automatically adjust to any changes that you make in the text later. Remember do not press the [Enter] key at the end of every line, as you would do with a typewriter. You only press the [Enter] key at the end of a paragraph, after a short line, such as a title, or to insert a blank line.
TIP: Press the [Enter] key only when you want to end a paragraph, end a short line, or create a blank line. Otherwise, let the text wrap at the end of each line automatically.
When you make an error in a word as you are keying it, you can press the Backspace key to delete the character to the left of the insertion point. To correct an error that is not at the left of the insertion point, click the incorrect character or press the directional arrow keys to move the insertion point to it, then press the Delete key, and type the correct character.
To save time, learn the keyboard combinations used to delete words more quickly. Keyboard combinations are represented in this text (using the plus sign). For example, pressing Ctrl+Delete will delete the entire word after the insertion point. Recall that you do a keyboard shortcut combination by holding down the Ctrl key, and while holding, press the Delete key.
•When you erase text from a document, you delete it. Below is a summary of the keystrokes for quickly deleting small amounts of text.
Character to left of insertion point [Backspace]
Character to right of insertion point [Delete]
Word containing insertion point [Ctrl+Backspace]
From insertion point to end of line [Ctrl+Delete]When you change text, text realigns automatically inside the margins. You can the Delete key to delete a word one character at a time, but it is more efficient to delete an entire word by holding down the Ctrl key, and while holding, press the Backspace key. To delete an entire word, the insertion point can be located anywhere in the word.
When you add text or lines to existing text, the Insert mode pushes the existing text to the right to make room for the new text. The Insert mode is on by default.
When you turn the Insert feature off, the Overtype mode comes on so that you can key over text. The advantage of using the Overtype mode is that you can delete and replace text at the same time by simply keying new text over existing text. Use the Overtype feature when the replacement text is the same number of characters as the existing text. For example: repairing a number transposition by changing the number 52 to 25.
Overtype mode got axed in Word 2007 - thousands upon thousands of users are celebrating the event - no more gobbled up words when you hit the Insert key by mistake. Some users, however, are crying into their morning coffee - if you used it and understood it, Overtype mode was great - the keyword being "was".
So, if you're bemoaning the loss of Overtype, here’s the way to put overtype back where you wanted it to be. Click the File tab and choose Options. Click the Advanced group and scroll down to find the Use Insert the key to control overtype mode option and check it. To always start in Overtype mode, also check the Use overtype mode checkbox, and then click OK. The Status bar at the bottom of the window can be customized by right clicking it to display a shortcut menu. Notice that Overtype is an option.If you want to merge paragraphs, click the beginning of the paragraph that you want at the end of the paragraph above it, and press the Backspace key as needed until the text moves backwards and up to the next line to join the paragraphs.
An alternate method to joining two paragraphs into one paragraph is to move the insertion point to the end of the first paragraph, and press the Delete key as needed to delete the blank line or spaces between the two paragraphs, and if necessary, press the spacebar to add a space between the sentences. You can use either method. Use the method that works best for you.
If you were typing this document on a typewriter and decided that you wanted the first paragraph broken into two paragraphs, you would have to retype the text. With Word you can split or separate a paragraph into two paragraphs without retyping the text. A new paragraph will begin with the sentence at the insertion point by using the [Enter] key to separate a paragraph and move the text to a new line. A blank line can be added to create a double space by pressing the Enter key twice, if necessary.
TIP: Be sure to verify correct spacing before and after a paragraph when splitting and combining paragraphs.
Sometimes when you are learning to move the insertion point, you might accidentally press the Enter key, instead of a directional arrow key, and separate lines that you don't want separated. Let's assume that is what happened, and you want to correct the problem. You can simply press [Backspace] to rejoin the two paragraphs by deleting the paragraph mark.
To help you verify correct spacing before and after a paragraph when splitting and combining paragraphs, you can show characters that are usually invisible. Find the the Show/Hide ¶ command on the Ribbon. Make sure the Home tab is selected to find it located in the top row of the Paragraph grouping. You click the ¶ button to turn on non-printing character marks that indicate where you pressed the spacebar, tab, or the Enter key in a document. This is helpful to determine how much space you have between paragraphs or words. A space between words appears as a dot when the Show/Hide ¶ command is turned on and a paragraph mark looks like ¶ . Recall that you should leave one blank line between paragraphs and one space after ending punctuation for sentences.
TIP: To turn the Show/Hide command off, you click the ¶ button, again. The button works like a light switch by toggling on and off.
Objective 3—Name and Save a Document
An unnamed document in the window is not saved and is only in the temporary memory of the computer. It could be lost if the power to the computer is turned off before it is saved. You save a document to store it on a disk for later use. The Save command is used to save a new document or to save an existing document with the same name. The insertion point can be located anyplace in a document when you save it.
The Save As dialog box is where you will enter the name of the document that you want the document saved as. If it is a new document, you must give it a filename before it is saved. A file is where a document or data (information) is saved on a disk. The filename is the name used to find a document or the data stored in a file at a later time. If the filename you use is descriptive of the document saved in the file, it is easier for you to remember the contents of a file when you see the filename. Therefore, use a document name that is unique and relevant.
It is important that you understand the difference between Save and Save As. Remember that the Save button on the toolbar will not allow you to assign a new file name to a previously saved document. Be aware that the toolbar Save button overwrites the currently saved document with the revised copy of any document saved on your disk. Use the Save As command to name and save a document for first time or to save an existing document with a different name. Use the Save command to update an existing document. Save often and frequently!
TIP: To assign a new file name to a previously saved document and not overwrite the original document, you must use the Save As command from the File menu. When you see the words "Copy of " in a filename, it is probably a read-only file. To resave the edited file, you must use a new name.
A filename can be 255 characters long. You can use hyphens, underscores, and numbers in a filename. Following is a list of symbols that you cannot use as part of a filename:
backslash \ question mark ?
forward slash / colon :
greater than sign > quotation mark "
less than sign < semicolon ;
pipe symbol | asterisk *Throughout the text, you are told to save your files using your initials and the exercise number. Please always do so, but do not put brackets around your initials. If you are using your own personal computer, you can save your documents on Drive C in the Word Class Work subfolder in the My Documents folder or wherever you would prefer to save them.
IT IS VERY IMPORTANT TO verify the correct folder location, file name, and file type before clicking Save. If you use a file saved in the Word 2003 file type, remember that the Word 2003 format does not support the new Word 2010 features.
TIP: The default Word 2010 file name extension is .docx.
Objective 4—open and exit a document
To work on a document that is saved, you can open it to display the document on the screen. A document always opens into an empty document window. A copy of the document is put in the computer’s temporary memory for you to work on, and the original copy remains saved on your disk.
Open dialog box. When you click the Open command, remember that the Open dialog box's appearance is determined by the operating system and may look different than the illustration in the book. There are two methods to open a file – click a file once and then click the Open button, or you can double-click the file name.
The Open dialog box has search tools that you can use to help you locate the file you want. Later you may want to experiment with the search features to find a file that you cannot remember where you saved. It is important and will save you time, if you know where and how to access files.
A more simple method for giving the command to open a file is to use the keyboard shortcut [Ctrl]+[O] by holding down the Ctrl key, and while holding it down, press the O key to display the Open dialog box. Use whichever method works best for you.
TIP: You can click the headings in the Open dialog box to sort files, and you can open the Preview Pane by clicking the down arrow beside Organize, clicking Layout, and then clicking Preview Pane to display it. You can protect files by clicking the read-only attribute in the Properties dialog box.
You may want to practice changing the view in the Open dialog box to see which one you like best. In the book, you will be told to select the List view. I always use the Details view. Use the one that you like best.
The Navigation pane is where you can change the location to another folder or drive to find the Student Data files you downloaded. In the Open dialog box, you can click the down-pointing triangle button near the top of the box to drop down a list of locations available. After you have selected the location where you saved your Student Data files, you can locate the file that you want to open, and either open the file by clicking it once and then clicking the Open button, or by simply double-clicking the file name to just open it.
TIP: The Quick Access Toolbar can be customized to include an Open button by right-clicking it to display the menu option to Customize.
If you recently opened the document and want to reopen it, you can choose a document listed in the Recent Documents from the File menu, and then click the document’s name. Recent Documents link to previously opened document. Since files listed in the Recent Documents section on computers used by many other people, it may include documents that are saved on someone else’s flash drive, and the files listed may not always link to your storage medium. Recall that the Recent Documents feature can display up to 22 files.
