Word Processors

Omar Samy Faculty of Mass Communication

Cairo University
 What is the Word Processor
„ A word processor is a computer application used for
the production of any sort of printable material
(including composition, editing, formatting, and
possibly printing)
„ Word processing is the ability to create documents
using a word processor
„ Word processing developed as specialized programs
on mainframe computers during the 1970s as online
computing
 Benefits
„ Time savings were gained because the originators of
documents could make corrections and additions
„ Return them for revision in the electronic files and
then re-review without checking the entire document
again for new errors but only checking the updates.
„ Superior presentation and layout was achieved with
the use of multiple fonts and superior print quality,
when compared with typewriters.
 Word processing refers to text manipulation
functions such as automatic generation of:
„ Batch mailings using a form letter template
and an address database (also called mail
merging);
„ Indices of keywords and their page numbers;
„ Tables of contents with section titles and their
page numbers;
„ Tables of figures with caption titles and their
page numbers;
„ footnote numbering
 Other word processing functions

„ Spell checking
„ Grammar checking, In most languages grammar is
very complex, so grammar checkers tend to be
unreliable and also require a large amount of RAM
„ Thesaurus function (finds words with similar or
opposite meanings)
„ Comments and annotations
„ Support for images and diagrams
 Typical Word Processor Usage
Business
„ Within the business world, word processors are
extremely useful tools. Typical uses include:
• memos
• letters and letterhead
• legal copies
• reference documents
„ Businesses tend to have their own format and style
for any of these. Thus, in many ways word processors
with layout editing and similar capabilities find
widespread use in most businesses.
 Typical Word Processor Usage
„ Education
• Many schools have begun to teach typing and word
processing to their students, starting as early as
elementary school.
• Typically these skills are developed throughout
secondary school in preparation for the business world.
• Undergraduate students typically spend many hours
writing essays.
• Graduate and doctoral students continue this trend, as
well as creating works for research and publication.
Typical Word Processor Usage
Home
• While many homes have word processors on their
computers, word processing in the home tends to
be educational or business related.
• Dealing with assignments or work being
completed at home.
• Some use word processors for letter writing,
résumé creation, and card creation
 Microsoft Word
„ Microsoft Office Word is Microsoft's flagship word
processing software. It was first released in 1983
under the name Multi-Tool Word for Xenix systems
„ Microsoft Word was the first word processor for the
IBM PC that showed actual line breaks and typeface
(Fonts) markups such as bold and italics directly on
the screen while editing
 Microsoft Word
„ Microsoft Office 2007, is the most recent version of
Microsoft's productivity suite
„ Made available to retail customers on January 30,
2007 which was the same day of the formal launch to
retail customers of Windows Vista
„ Any computer working with Windows operating
system has two word processing programs
• Notepad
• WordPad
„ If you want to use MS Word you have to buy
Microsoft Office package
 Word Processing in Web 2.0
„ Web 2.0 is the place that you can perform
the ordinary computer work via the internet
browser.
„ Zoho website is a good example for this
technology.
 First Assignment
„ Write short paragraph about the
difference between MS Word and
Notepad WordPad and Zoho Word
processing service.
 Send your assignment to:
„ Send you assignments to the following Email
address:
fmc_f2009@yahoo.com
• Subject : assignment##, Group##, Student IDs
Example:
Subject: Assignment08, Group07, id:06060217 ,
id:06060230 , id:06060217 id:06060237
• Attached file name
Group## or Student Name
Lecture 2
 Creating a Document
„ Once you have started Word, to create a document all
you have to do is start typing when the document
window appears on the screen. The text will begin at
the top left corner of the page.
„ After the window fills with text, the beginning of the
document will start to disappear off the top of the
document editing portion of the screen one line at a
time as you type.
„ When a page is filled, a new page will begin
automatically.
„ In Normal View a dotted line indicates where there
will be a page break in your printed document.
 Basic Editing Features
„ Erasing Mistakes as You Type. To correct an error
immediately after it is typed, tap the BACKSPACE key.
„ Restoring a Deletion. If you delete something by mistake,
you can reverse what you just did by clicking the Undo button
on the Standard Toolbar.
„ Moving Text Three buttons on the Standard Toolbar can be
used to move text around in your document. These are the
Cut, Copy and Paste buttons.
 Saving a Document
„ It is a good idea to save a document
frequently, particularly before
printing it, to safeguard against
losing your work.
„ To save a document, click the Save
button on the Standard Toolbar
Saving a Document
 Saving a Document
„ When you save any document for the first time, Word
suggests a file name for you in the "File name:" text
box that corresponds to the first heading or sentence
in your document (up to 255 characters).
„ If you like that name, simply click the Save button to
save the file in the default (or last used) folder on
your computer.
„ If you want to give the file a different name, replace
the suggested file name with the name you want to
give your document (up to 255 characters, spaces
allowed), then click the Save button
 Saving a Document
„ To remove the suggested name all you have to do is
start typing.
„ The name of a document may contain 1-255
characters, including spaces.
„ The name of a document may not contain the
following characters:
| \ < > ? " :
„ The extension .doc will be associated with the file
name to identify it as a Word document; however,
you will not see the extension unless the Windows
operating system has been set to show extensions.
 Saving a Previously Saved Document

„ If you have already saved your document at

least once, when you click the Save button,
Word will automatically save your
modifications under the same file name you
previously gave the document (and in the same
folder). No dialog box will appear.
„ The modified version will replace the previous
version of the document.
 Printing a Document
„ To print the document currently on your screen you
can click the Print button on the Standard Toolbar —
a picture of a printer, The entire document will be
printed.
„ If you want to print only a part of a document, do the
following:
• Click File on the Menu Bar. A list of menu options will
drop down.
• Choose (click) Print... to display the Print dialog box
• Make the selection desired. For example, to print only the
current page (i.e., the page where the insertion point is
located), click Current Page. Note that the default
selection is All.
• When you are ready to print, click the OK button
Printing a Document
 Closing a Document Window
„ When you have finished working on a particular
document but want to continue working in Word (on
some other document), you should close the current
document window and, if appropriate, save your
document.
„ If you have already saved all modifications to the
document, the document will be closed immediately;
that is, without confirmation.
„ If you have made changes to the document since you
last saved it, you will see a dialog box or "Office
Assistant" bubble asking if you want to save the
changes you made to the document.
Closing a Document Window
„ When you close your document, the editing
area and many Word features will disappear
from view (only the File and Help items will
remain on the Menu Bar, for example).
 Opening an Existing Document
„ There are two ways to open a document in Word.
„ If the document you want to open is one of the
last four documents you worked on, you can
simply click File on the Menu Bar and choose the
document desired from the list near the bottom of
the drop-down menu.
 Opening an Existing Document
„ To open any document, you can do the following:
„ Click the Open button on the Standard Toolbar
„ In the Open dialog box that appears, you'll see a list of
documents. Look for the document name desired, then
click that file name to highlight it and click the Open.
 Ending a Word Session

„ Click File on the Menu Bar and choose (click)

Exit.
„ If you have more than one document open,
close each document separately. When the last
document is closed, you'll exit the program.
„ If you try to close a document that has not
been saved since you last made changes to it,
you'll see a dialog box asking if you want to
save the changes.
 Text Formatting Features

How to Bold, Italicize, or Underline Text As You Type

„ Click the appropriate button (or buttons) for the effect
desired (such as Bold — to make a heading stand out, for
example). Notice that the selected feature button (or
buttons, if you've clicked more than one) appears
depressed when clicked.
„ Type your text.

„ Click the same button (or buttons) to deselect the feature

(s). Notice that the feature button (or buttons) no longer
appears depressed when you click on it the second time.
 Changing Font Typeface and Size

„ By default, all text in your document will be

displayed and printed using the Times New
Roman typeface in 10-point type size.
„ You can make changes to a single word, a new
paragraph (and subsequent paragraphs), or a
section of selected text.
„ To change the font for a single word, click
somewhere within a word to be changed.
 Changing Font Typeface and Size
„ To select (highlight) an entire document, you can:
• From the File menu, choose (click) Edit then Select All, or
• With the mouse arrow pointer positioned in the margin, triple-
click the primary mouse button.
• Press Ctrl+A
 Using the Font Dialog Box
„ If you choose the
Font option from the
Format menu, a
dialog box will be
displayed where, in
addition to choosing
font and font size, you
can select other
options for font
appearance that are
not available from the
Formatting Toolbar.
 Changing the Default Font
„ There is a Default button in the Font dialog
box that can be used to change the base font
used for each document you create.
„ Make all font modifications desired, then click
the Default button.
„ A dialog box will appear asking you to
confirm that you want to change the font
default.
„ If you click Yes, the font settings you specified
will take effect for the current document and
all new documents you create.
Lecture 3
Word Interface
 Paragraph Formatting Features

„ Word is a mainly paragraph-oriented program.

„ This means that much of the formatting you do will
affect only the paragraph where the insertion point is
located — or a section of text you have selected.
„ Some basic paragraph formatting features are
covered in this section: aligning a paragraph
(this includes centering a heading); indenting a
paragraph; setting line spacing; and setting tabs.
All these settings can be modified by clicking
Format on the Menu Bar, selecting Paragraph
 Aligning a Paragraph

„ There are four alignment (or justification) buttons on

the Formatting Toolbar (as depicted, left) — Align
Left, Align Center, Align Right, and Justify.
„ The default is Align Left.
To set alignment for a new paragraph:
„ Tap the ENTER key to begin a new paragraph.
„ Click the appropriate button for the alignment desired
(such as Align Center to center a heading).
„ Type your paragraph (this can be as little as one line,
as in a heading).
„ Tap the ENTER key to end the paragraph and start a
new one.
 Aligning a Paragraph
„ If you want to continue using the
same alignment, simply continue
typing. If you want to return to the
previous alignment (such as Align
Left), click the appropriate
alignment button before continuing.
 Paragraph Indents
Indent Formatting Buttons
„ Four buttons on the Formatting Toolbar

provide quick access to the following

paragraph indent formats (shown from left to
right on the illustration, left):
(1) numbering and indenting a paragraph,
(2) inserting bullets and indenting a paragraph,
(3) decreasing a paragraph indent, and
(4) increasing a paragraph indent.
 Paragraph Indents
Increase or Decrease Indent
„ By default the indent will be 1/2 inch.

„ To indent a new paragraph:

• Tap the ENTER key to begin a new paragraph.

• Click the Increase Indent button once.
• Type your paragraph.
• Tap the ENTER key to end the paragraph and start
a new one.
 Numbered (or Bulleted) Paragraphs

To number or bullet a new paragraph:

„ Tap the ENTER key to begin a new paragraph.

„ To number and indent the paragraph, click the

Numbering button once to "depress" it. To

bullet and indent the paragraph, click the
Bullets button once to "depress" it.
„ Type your paragraph.

„ Tap the ENTER key to end the paragraph and

start a new one.

 Numbered (or Bulleted) Paragraphs

First-Line and Hanging Indents

„ To indent the first line of a single paragraph one-half
inch, you can simply tap the TAB key. If you'd like to
indent the first line of every paragraph in your
document automatically, you can use the Format
Paragraph feature to set the indent
Numbered (or Bulleted) Paragraphs
 First-Line and Hanging Indents
„ This feature can also be used to set a hanging
indent (where the second and subsequent lines
of a paragraph are indented).
„ By default the indent distance for either a first-
line or hanging indent will be .5", but you can
set the distance to any amount you want.
First-Line and Hanging Indents
 Line Spacing
„ By default, any document you create will be
single-spaced. To change the line spacing, do
the following.
• Click Format on the Menu Bar.
• Click Paragraph... to display the Paragraph dialog
box.
• Click the Indents and Spacing tab to bring it to
the front.
• Click the arrow to the right of the "Line Spacing:"
text box to reveal the pull-down menu choices
 Before and after spacing
„ You can specify spacing before and after a paragraph.
„ If you use these settings, you will only have to tap the
ENTER key once to end a paragraph and put extra
space between paragraphs.
„ By default, these settings are shown in points.
„ There are 72 points to an inch.
„ You can also make these setting in inches (or decimal
fractions thereof) by typing the desired number
followed by the "inch mark" (such as .5").
„ The program will convert the inches into equivalent
points.
 Line Spacing
„ For example, to change to double spacing, click Double; to
change to some specified number of lines, choose Multiple
and type in the number of lines in the "At:" dialog box (this
can be a whole number, such as 4, or a decimal number, such
as 2.5).
„ Line Spacing Quick Tip: There are shortcut keys for setting
single, 1.5, and double spacing. Position the insertion point or
select text as described above, then use the applicable
keyboard combination.

Single space CTRL+1

Space and a half (1.5) CTRL+5

Double space CTRL+2

Line Spacing
Wrong Assignment Emails
Lecture 4
 Add bullets or numbering
„ Bulleted and numbered lists in Microsoft Word
are easy to create. You can quickly add bullets
or numbers to existing lines of text, or Word
can automatically create lists as you type.
„ Bullet is a dot or other symbol that is placed
before text, such as items in a list, to add
emphasis.
„ Microsoft Word can automatically create
bulleted and numbered lists as you type, or you
can quickly add bullets or numbers to existing
lines of text.
 Create bulleted and numbered lists as you type

„ Type 1. to start a numbered list or * (asterisk)

to start a bulleted list, and then press
SPACEBAR or TAB.
„ Type any text you want.
„ Press ENTER to add the next list item.
„ Word automatically inserts the next number or
bullet.
„ To finish the list, press ENTER twice, or press
BACKSPACE to delete the last bullet or
number in the list.
 Create bulleted and numbered lists as you type
Note If bullets and
numbers do not
automatically appear,
click
AutoCorrect
Options on the
Tools menu, and
then click the
AutoFormat As You
Type tab.
Select the Automatic
bulleted lists or
Automatic
numbered lists
check box.
 Add bullets or numbering to existing text

„ Select the items you want to add bullets or numbering to.

„ On the Formatting toolbar, click Bullets or
Numbering .
„ You can select different bullet styles and numbering
formats by clicking Bullets and Numbering on the
Format menu.
„ You can move an entire list to the left or the right. Click
the first number in the list and drag it to a new location.
The entire list moves as you drag, without changing the
numbering levels in the list.
Format Bullets
Customize Bullets List
 Picture Bullet
„ Picture bullets are often used in documents created for the
Web.
„ Select the items for which you want to add picture bullets or
symbols.
„ On the Format menu, click Bullets and Numbering, and
then click the Bulleted tab.
„ Click any style, and then click Customize.
„ Decide whether to use a picture or symbol for bullets.
• Click Character to add a symbol.
• Click Picture to add a picture.
„ Note If you want to use a picture that is not in the list, click
Import and browse to the picture you want to use.
„ Click the picture or symbol you want to use, and then click
OK twice.
 Customize numbered list format
„ Select the list that has the number format you want to
change.
„ On the Format menu, click Bullets and Numbering,
and then click the Numbered or Outline Numbered
tab.
„ Click the list format that you want to modify, or the
style that is closest to the format you want to modify.
„ Click Customize.
„ Select the options you want.
Customize numbered list format
Customize numbered list format
 Outline Numbered
„ You can turn an existing list into an outline numbered
list (outline numbered list: A list created to apply a
hierarchical structure to any list or document. A
document can have up to nine levels) by changing the
hierarchical level of items in the list.
„ Click a number in the list other than the first number,
and then press TAB or SHIFT+TAB, or click
Increase Indent or Decrease Indent on the
Formatting toolbar
Outline Numbered
Outline Numbered
Lecture 5
 Setting Tab Stops
„ By default, left-aligned tab stops are set every
1/2 inch across the page.
„ To set your own tab stops, you can use the
Tabs selection on the Format Menu; or you
can make tab setting changes directly on the
Ruler Bar.
„ The tab stops you set yourself will be
displayed on the Ruler Bar using a separate
symbol for each type of tab setting; default tab
stops are not displayed.
 Setting Tab Stops
„ Using the Ruler Bar
„ To set tab stops directly on the Ruler Bar, do the following:
1. To change the tab stops for several existing paragraphs,
select (highlight) the paragraphs. This could be the entire
document.
2. If the type of tab you want to use is not already selected,
click the tab button at the left end of the Ruler Bar and
make a selection
3. On the Ruler Bar, click at the point
where you want to place a tab stop.
4. Repeat steps 2 and 3 until you have
positioned all desired tabs
 Setting Tab Stops
A Left Tab stop sets the start position of text that will then run
to the right as you type.
A Center Tab stop sets the position of the middle of the text.
The text centers on this position as you type.
A Right Tab stop sets the right end of the text. As you type, the
text moves to the left.
A Decimal Tab stop aligns numbers around a decimal point. Independent of
the number of digits, the decimal point will be in the same position.
 Setting Tab Stops
First Line Indent - You can
use this selection to set the
indent for the first line of a
paragraph.

Hanging Indent — You can

use this selection to set the
indent for second and
subsequent lines of a
paragraph.
Bar Tab - A Bar Tab stop
does not position text. It
inserts a vertical bar at the tab
position
 Using the Tabs Dialog Box
„ You can also select the tab alignments and position
tabs using the Tabs option on the Format Menu or in
the Paragraph dialog box.
„ Using this method also allows you to include a leader
(such as a dot leader) to a tab stop.
„ Make desired changes in the Tabs dialog box,
clicking the Set button to set each tab stop.
„ If you want to delete a tab, click that tab setting in the
tab listing and then click the Clear button.
„ To clear all tab stops, click the Clear All button.
When finished, click the OK button.
Using the Tabs Dialog Box
Tab Leader
Lecture 6
 Columns
You can layout text or a story in newsletters, brochures, and
flyers by creating newsletter-style columns.
 Columns
„ Text in newsletter-style columns
flows continuously from the bottom of
one column to the top of the next
column.
„ You can specify the number of
newsletter-style columns you want,
adjust their width, and add vertical
lines between columns. You can also
add a banner heading that spans the
width of the page.
 Columns
„ Switch to print layout view.
„ Select the text you want to format
in columns
„ On the Standard toolbar, click
Columns
„ Drag to select the number of
columns you want.
 Columns from Menu bar
„ Open the Format Menu
„ Click on Columns
Columns
Change the width of newsletter-style columns

„ Switch to print layout view.

„ If your document is divided into sections, click in
the section you want to change.
„ Drag the column markers on the horizontal ruler.

1. Left Indent
2. Right Indent
3. Move Column Marker
„ Note To specify exact measurements for
column widths and spacing, use the Columns
command on the Format menu.
 Background
„ You can apply a different color, apply a texture or
picture instead of color, or change settings for
patterns and gradients.
„ On the Format menu, point to Background.
„ Do one of the following:
• Click the new color you want.
• Click More Colors to see additional color
choices.
• Click Fill Effects to change or add special
effects, such as gradients, textures, or
patterns.
Background Color
 Fill Effects
„ Click Fill Effects to change or add
special effects, such as gradients
(gradient: A gradual progression of
colors and shades, usually from one
color to another color, or from one
shade to another shade of the same
color.), textures, or patterns.
Fill Effects
 Add Watermark
„ watermark: Any graphic or text, such as
"Confidential," that when printed appears
either on top of or behind existing
document text.
„ The watermark commands are available only
in normal, print layout, and outline views.
„ On the Format menu, point to Background,
and then click Printed Watermark.
 Add Watermark
„ Do one of the following:
• To insert a picture as a watermark , click Picture
Watermark, and then click Select Picture. Select
the picture you want, and then click Insert.
• To insert a text watermark, click Text
Watermark, and then select or enter the text that
you want.
„ Select any additional options that you want, and then
click Apply.
„ To view a watermark as it will appear on the printed
page, use print layout view.
Add Watermark
Lecture 7
 Tables
„ A table is one or more rows of cells commonly
used to display numbers and other items for quick
reference and analysis.
„ Items in a table are organized into rows and
columns.
„ The best way to create a table depends on how
you like to work, and on how simple or complex
the table needs to be.
• Click where you want to create a table.
• Click Insert Table on the Standard toolbar.
 Insert Table
„ Use this procedure to make choices about
the table dimensions and format before
the table is inserted into a document.
• Click where you want to create a table.
• On the Table menu, point to Insert, and then
click Table.
• Under Table size, select the number of
columns and rows.
• Under AutoFit behavior, choose options to
adjust table size.
• To use a built-in table format, click
AutoFormat.
Insert Table
 Position a table on a page
„ Move a table
• In print layout view, rest the pointer on the upper-left
corner of the table until the table move handle appears.
• Drag the table to the new location.
„ Align a Table
• Click the table.
• On the Table menu, click Table Properties, and then click
the Table tab.
• Under Alignment, select the option you want.
• To indent the table if you aligned it left, enter a number in
the Indent from left box.
• Note If Indent from left is unavailable, click None under
Text wrapping.
Table Properties
 Table Border and Shading
„ You can add borders to a
table or individual table cell,
and you can use shading to
fill in the background of a
table.
„ You can also use the table
AutoFormat feature to
quickly give a table a
polished look with a variety
of borders, fonts, and
shading.
Table Border and Shading
Page Border
Shading
Lecture 8
 Editing the structure of a table

„ If you make a mistake, and do not allow enough

rows or columns in your table, it is very easy to
add more rows and columns.
 Draw a Table
„ Click where you want to create the
table.
„ On the Table menu, click Draw
Table. The Tables and Borders
toolbar appears, and the pointer
changes to a pencil.
„ To define the outer table
boundaries, draw a rectangle. Then
draw the column and row lines
inside the rectangle.
 Draw a Table
„ To erase a line or block of lines, click
Eraser on the Tables and
Borders toolbar, and then click the
line you want to erase.
„ When you finish creating the table,
click a cell and start typing or insert
a graphic.
 Total a column

„ Microsoft Word for Windows 2003 also allows you to

perform simple calculations in a table.
• Click in the cell at the intersection of the
Spades column and the Total Sales row.
• Choose Formula from the Table menu.
You should see the formula
=SUM(ABOVE). (Figure 3-5)
• Click on OK
Total a column
 Splitting and Merging Cells
„ If you need an extra cell in a row then it's
better to split an existing cell.
„ Cells can be split either horizontally or
vertically (or both) - either by drawing borders
using the Draw Table pen or as follows:
• Click on the cell to be split
• Open the Table menu and choose Split Cells... -
the following dialog box appears:
You can also get to this dialog box from the [Split
Cells] button on the Tables and Borders toolbar or
by right clicking on a cell and picking Split Cells...
from the pop-up menu.
 Splitting and Merging Cells

• Set the Number of columns and

Number of rows required - here, accept
the default values
• Press <Enter> for [OK] then click on
the cell to release the selection
• You can split more than one cell at a
time by first selecting them
 Merging Cells
„ You can merge cells at any time by selecting
them and issuing a Merge Cells command:
„ Select two or more cells by dragging through
them (either across a row, down a column or
even in a block
„ Open the Table menu and choose Merge Cells
(or click on the [Merge Cells] button or right
click and select this option)
„ Click away from the cells to see the result then
press <Ctrl z> to [Undo] the merge
Merging Cells
 Split A Table
„ To split a table in two:
• click the row that you want to be
the first row of the second table.
• On the Table menu, click Split
Table.
 Table Auto format
„ You can quickly give your table a professional
design by using any of the built-in table formats.
• Click the table.
• On the Table menu, click Table AutoFormat.
• In the Table styles box, click the format you want.
• Select the options you want.
• Click Apply.
„ Note You can also create your own table style.
Click New in the Table AutoFormat dialog box.
 Create your own table style

„ Click New in the

Table
AutoFormat
dialog box
 Convert text to a table or vice versa
„ When you convert text to a table, you separate text with
a comma, tab, or other separator character to indicate
where a new column should begin. Use a paragraph
mark to begin a new row.
„ Indicate where you want to divide text into columns by
inserting the separator characters you want. For
example, in a list with two words on a line, insert a
comma or a tab after the first word to create a two-
column table.
„ Select the text you want to convert.
„ On the Table menu, point to Convert, and then click
Text to Table.
„ Under Separate text at, click the option for the separator
character you want.
Convert text to a table or vice versa
Lecture 9
 Basic Editing Features
AutoCorrect
„ Correcting Spelling and Grammatical Errors:
Word provides ongoing spelling and grammar checking. It also
makes automatic corrections of some perceived errors
(AutoCorrect).
„ AutoCorrect:
The AutoCorrect feature makes corrections to various spelling
errors as defined in the program. These include correcting some
common "typos" (such as "teh" to "the") and capitalizing the first
letter of a sentence.
„ AutoCorrect Options:
You can control how AutoCorrect operates (or disable it
altogether) by clicking Tools on the Menu Bar and selecting
AutoCorrect. In the dialog box that appears, and starting with
the AutoCorrect tab, make any changes desired (adding or
deleting check marks in selections boxes).
 Basic Editing Features
AutoFormat
„ By using AutoFormat, you can quickly apply
formatting such as headings, bulleted and numbered lists,
borders, numbers, symbols, and fractions to your text.
„ Automatically format Internet, network, and e-mail
addresses as hyperlinks.
„ Apply bold or italic character formatting to text
surrounded by asterisks (*) or underscores (_).
„ Replace two hyphens (--) with dash's (—).
„ You can automatically format a document either as you
type or after you've written it. In both cases, you can
control which automatic changes Word makes. You can
also turn off automatic formatting.
 Basic Editing Features
AutoFormat
• Tables
„ Inserts a table when you type a plus sign, a series of hyphens, another
plus sign, and so on (ending the series with a plus sign), and then press
ENTER: +---+----------+----------------+
„ Note Tables can only be applied as you type (AutoFormat As You
Type tab).
• borders
„ Applies a border above a paragraph as you type three or more of the
following characters:
• Hyphens or underscores for a single line
• Equal signs for a double line
• Asterisks for a dotted line
• Tildes (~) for a single wavy line
• Number signs (#) for a decorative line
„ Note Automatic borders can only be applied as you type (AutoFormat
As You Type tab).
 Basic Editing Features
AutoFormat
„ When you set options on the AutoFormat As You Type tab
(Tools menu, AutoCorrect Options command), Word can
automatically format text as you're typing your document. For
example, if you type a number followed by a period or hyphen,
followed by a space or tab, followed by text, Word makes the text
a numbered list.
„ When Word applies automatic formatting, you can use the
AutoCorrect Options button to undo the action or change
AutoFormat settings.
Automatically format after you type
On the Format menu, click AutoFormat.
„ To choose which types of automatic changes Word
makes, click Options, select or clear the options you
want, and then click OK.
„ Click a document type to apply the most appropriate
formatting.
• Do one of the following:
„ To have Word automatically format the document, click

AutoFormat now.
„ To review and accept or reject each change, click

AutoFormat and review each change.

 Spell Check
„ A red wavy line under a word indicates a
possible spelling mistake. When you see a red
wavy line under a word, you can respond in
one of three ways:
• You can ignore it (if you're sure you haven't made
a mistake);
• You can correct the mistake; or
• You can see what Word suggests (and correct the
error) by doing the following.
 Spell Check
„ Click somewhere in the potentially misspelled
word.
„ Click the secondary (e.g., right) mouse button
to display a popup shortcut menu.
„ If you see the correct spelling on the pop-up
menu, simply click the appropriate selection to
replace the incorrectly spelled word — and
you're done.
 Spell Check
„ If a word is spelled correctly and you prefer
not to see the wavy red line, choose Ignore All
from the spell check pop-up menu.
„ To add a correctly spelled word to Word's
dictionary, choose Add.
„ The menu also includes a Spelling option. If
you choose that option, a dialog box will be
displayed in which you can make choices.
 Spell Check
„ Make sure automatic spelling and grammar checking are
turned on, How?
• On the Tools menu, click Options, and then click the
Spelling & Grammar tab.
• Select the Check spelling as you type and Check
grammar as you type check boxes.
„ Type in the document.
„ Right-click a word with a wavy red or green underline, and
then select the command or the spelling alternative you
want.
Lecture 10
Add words to a custom dictionary during a
spelling check
„ On the Standard toolbar, click Spelling and
Grammar.
„ In the Not in Dictionary box, make sure you see the
word you want to add to a custom dictionary.
„ To select the custom dictionary you want to add
words to, click Options, and then click Custom
Dictionaries. Select the check box next to a
dictionary in the Dictionary list box, and then click
OK twice.
Add words to a custom dictionary during a
spelling check
„ If you're using automatic spell checking, here's an
even faster way to add a word to the default custom
dictionary:
Right-click a word with a wavy red underline, and
then click Add to Dictionary on the shortcut menu.
 Edit a custom dictionary
Add, delete, or edit words in a custom dictionary:
„ On the Tools menu, click Options, and then click the
Spelling & Grammar tab.
„ Click Custom Dictionaries.
„ Select the dictionary you want to edit. Make sure you
do not clear its check box.
„ Click Modify.
„ Do one of the following:
• To add a word, type it in the Word box, and then
click Add.
• To delete a word, select it in the Dictionary box,
and then click Delete.
• To edit a word, delete it, and then add it with the
spelling you want.
 Grammar
„ A green wavy line under a word section of text
indicates a potential grammatical error.
„ When you see a green wavy line under a word
or section of text, you can respond in one of
three ways:
• You can ignore it (if you're sure you haven't made
a mistake);
• You can correct the mistake; or
• You can see what Word suggests (and correct the
error) by doing the following.
„ Click somewhere in the potentially grammatically
incorrect word or phrase.
„ Click the secondary (e.g., right) mouse button to display
a pop-up shortcut menu.
 Grammar
„ The shortcut menu may include alternate suggestions.
„ If you want to correct the grammar as suggested, simply click
the alternate wording — and you're done.
 Grammar
„ If you're happy with the grammatical structure
of your sentence and you prefer not to see the
wavy green line, choose Ignore from the
grammar pop-up menu.
 Automatically summarize a document
„ On the Tools menu, click AutoSummarize.
„ Select the type of summary you want.
„ In the Percent of original box, type or select the
level of detail to include in the summary. Select a
higher percentage of the original document to include
more detail.
„ To cancel a summary in progress, press ESC.
„ After you create your summary, review it to make
sure it covers your document's key points. Keep in
mind that the summary text is a rough draft and you'll
probably need to fine-tune it.
AutoSummarize
 Count Words
„ If you need to know how many words are in
your document, Microsoft Word can count them
for you. Word can also tell you how many
pages, paragraphs, and lines are in your
document, as well as the number of characters,
either including or not including spaces.
„ To count words in selected text only, select the
text you want. If you don't select any text,
Microsoft Word counts the words in the whole
document.
„ On the Tools menu, click Word Count. Word
displays counts for words, paragraphs, lines,
and characters.
 Count Words
„ To add or remove footnotes and
endnotes from the count, select or
clear the Include footnotes and
endnotes check box.
„ You can quickly recount the number
of words, paragraphs, lines, and
characters by using the Word Count
toolbar. In the Word Count dialog
box, click Show Toolbar, and then
close the dialog box.
Count Words
 Track changes while you edit
„ With the Track Changes feature turned on, each
insertion, deletion, or formatting change that you or a
reviewer makes is tracked. As you review tracked
changes, you can accept or reject each change.
„ Open the document you want to revise.
„ On the Tools menu, click Track Changes. When the
Track Changes feature is enabled, TRK appears on
the status bar at the bottom of your document. When
you turn off change tracking, TRK is dimmed.
„ Make the changes you want by inserting, deleting, or
moving text or graphics. You can also change
formatting.
Track changes