XP

Chapter 7

Creating a Document

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Chapter 7
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Chapter overview
 In this chapter, you will learn how to:

 Create documents using Microsoft Word

 Select and edit text

 Use document templates

 Use document wizards

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window?
 Word program window appears when you
start Word

 Click Start and point to Programs or All

Programs, then click Word

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window? Cont’d.
The program window contains objects such as:
 title bar
 menu bar
 Toolbars
 ruler
 task pane
 status bar
 views
 document window
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window? Cont’d.
 You use these objects to:

 create
 edit
 save
 print
 format

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window? Cont’d.
 Document window is where you type
documents. It looks like a blank sheet of
paper on your screen.
 Title bar shows name of current document
 If document has not been saved, title bar displays
generic title “Document 1”
 Menu bar and toolbar contain commands and
tools used to create and edit document

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window? Cont’d.
 There are different ways to view document:

 Normal View
 Web Layout View
 Print Layout View
 Reading Layout View
 Outline View

 Clicking View, clicking Zoom, and selecting zoom

level allows viewing document at various sizes
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window? Cont’d.
 Status bar provides information about
document

 Task pane gives quick access to commonly

used features
 Opening new document
 Viewing clipboard
 Searching for document
 Applying formatting to document
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window? Cont’d.

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How do I create a document?
 To create new document, click blank
document window and start typing

 Easy to edit and format document after text

entered

 Insertion point indicates current location in

document; click anywhere in document to
relocate insertion point

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Cont’d.
 Word wrap automatically jumps insertion point to
beginning of next line from end of previous line

 Press Enter key twice to create blank line

between paragraphs

 Backspace key deletes character to left of

insertion point

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Cont’d.
 Mouse or arrow keys move insertion point to add
text in middle of line

 Insert key toggles between overtype and insert

modes

 Select Insert and click on Symbol to insert special

characters, such as trademark symbol: ™

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Cont’d.

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How do I select text for editing?
 Select text marks characters, words,
phrases, sentences, or paragraphs to modify

 Selected text is highlighted

 Use drag method to select short sections of text
 Double-click a word to select only that word
 Triple-click to select entire paragraph

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Cont’d.
 When pointing to left margin, pointer changes to
white arrow
 Click once to select line of text
 Double-click to select paragraph

 You can use keyboard to select text

 Use mouse or arrow keys to move insertion point to
beginning of selected text
 Hold Shift key down while using arrow keys to select text

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Cont’d.
 Deselect text by clicking away from text currently
selected, or by pressing an arrow key

 Select section of text by clicking at beginning of

selection, then Shift-clicking at end

 Select non-contiguous text by selecting first word

or section, then using Control-click to select
subsequent sections

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Cont’d.

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text?
 Clipboard is used to hold sections of document temporarily

 Cut and paste – select text, click Cut button, position text
where you want it, and then click Paste button

 Copy and paste – similar to Cut and Paste, except text is not
moved from its original position. Select text, click Copy button,
position text where you want it, then click Paste button

 Drag and drop – use mouse to move selected text to new

location

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text? Cont’d.
 Copied text remains on Clipboard so you can
paste as many copies of text as needed

 Text, numbers, graphics, tables, and other

objects can be cut or copied and pasted
between different applications, such as Excel
data into Word document

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text? Cont’d.

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Can I undo a command?
 Undo button may allow you to undo last
action you performed

 Redo button may allow you to restore

action that you mistakenly undid

 Repeat command repeats your last action

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Can I undo a command? Cont’d.
 If no actions can be undone or redone, buttons will
be disabled and appear “grayed out”

 Undo button undoes editing or formatting

commands

 Actions such as saving and printing files cannot be

undone

 Click down arrow beside either button to undo or

redo a number of actions
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Can I undo a command? Cont’d.

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template?
 Document can be created from scratch or by
using pre-formatted document template

 Word templates include

 Letters
 Faxes
 mailing labels
 Envelopes
 Resumes

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template? Cont’d.
 Placeholder is element into which text is
entered to personalize document

 Create custom templates for documents

needed on regular basis

 Business templates include letterhead, fax

cover sheets, memos, and reports
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template? Cont’d.

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How do I save a document?
 Save As dialog box appears first time you save
document

 By default, Word saves your file as Word document

in My Documents folder

 You can save document as different file type by

clicking down arrow key to right of Save as type text
box

 Click Save button regularly to save your work

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Cont’d.

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How do I use a document wizard?
 Document wizard provides pre-formatted way to
create document

 Wizard prompts you to enter information into dialog

boxes

 Information is incorporated into final document

 Options include contemporary, professional, or

elegant formats

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Cont’d.

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Cont’d.
 Wizards provide more options and generate
more complete document than templates

 Wizards are in Templates dialog box and are

marked with “magic wand” icon

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Cont’d.

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How do I print a document?
 Print button on toolbar prints one copy of
document

 Print option on File menu allows you to print multiple

copies, selected pages, or select alternate printer
 Printer list
 Print range
 Current page

 Range of pages

 Number of copies

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Cont’d.
 Select printer by clicking down-arrow button at
right side of Printer list, then clicking printer you
want to use

 Use Print Preview to find and correct any errors

before document is printed

 Click Print button to print from preview window, or

click Close to exit preview without printing

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Cont’d.

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problems?
 Printing problems can be caused by printer,
software, or installation glitches

 Most printing problems easily fixed:

 Check printer

 Check print queue by double-clicking icon in

lower-right corner of desktop

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problems? Cont’d.

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problems? Cont’d.
 Check default printer setting

 Click Printers and Faxes dialog box, right-click printer, and

select Properties to:

 Check print settings

 Activate printer sharing

 Check connecting port

 Print test page

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problems? Cont’d.

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problems? Cont’d.
 Check on Page Setup dialog box that page
settings are correct

 Printer software may be problem

 Updated printer drivers typically available online to
download and install

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