Word Tutorial 2

Editing and Formatting

a Document

FIRST COURSE
Objectives XP

• Check spelling and grammar

• Select and delete text
• Move text within a document
• Find and replace text

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Objectives XP

• Change margins
• Change alignment and paragraph indents
• Copy formatting with the Format Painter
• Emphasize points with bullets, numbering, bold,
and italic
• Change fonts and adjust font sizes
• Change the document theme
• Preview and print a document

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Using the Spelling and Grammar XP
Checker
• Move the insertion point to the beginning of the document, click
the Review tab on the Ribbon, and then, in the Proofing group,
click the Spelling & Grammar button
• In the Spelling and Grammar dialog box, review any items
highlighted in color. Possible grammatical errors appear in green;
possible spelling errors appear in red. Review the suggested
corrections in the Suggestions list box
• To accept a suggested correction, click on it in the Suggestions list
box, click the Change button to make the correction, and then
continue searching the document for errors
• To skip the current instance of the highlighted text and continue
searching the document for errors, click the Ignore Once button

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Using the Spelling and Grammar XP
Checker
• Click the Ignore All button to skip all instances of the
highlighted text and continue searching the document
for errors. Click the Ignore Rule button to skip all
instances of a highlighted grammatical error
• To type your correction directly in the document, click
outside the Spelling and Grammar dialog box, make the
correction, and then click the Resume button in the
Spelling and Grammar dialog box
• To add an unrecognized word to the dictionary, click the
Add to Dictionary button
• When you see a dialog box informing you that the
spelling and grammar check is complete, click the OK
button

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Using the Spelling and Grammar XP
Checker

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Deleting Text XP

• Hold the Ctrl key to select multiple words

simultaneously before you delete them

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Moving Text in a Document XP

• Select the text you want to move

• Press and hold down the mouse button until the
drag-and-drop pointer appears, and then drag
the selected text to its new location
• Use the dotted insertion point as a guide to
determine exactly where the text should be
inserted
• Release the mouse button to “drop” the text at
the insertion point

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Moving Text in a Document XP

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Cutting or Copying and Pasting Text XP

• The key to cutting and pasting is the Clipboard, a

temporary storage area on your computer that holds
text or graphics until you need them
• Select the text or graphics you want to cut or copy
• To remove the text or graphics, click the Cut button on
the Home tab, or to copy, click the Copy button on the
Home tab
• Move the insertion point to the target location in the
document
• Click the Paste button on the Home tab

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Cutting or Copying and Pasting Text XP

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Finding and Replacing Text XP

• When you’re working with a longer document, the quickest and

easiest way to locate a particular character, word, or phrase is to use
the Find and Replace dialog box
• Click either the Find button or the Replace button on the Home tab
• Click the More button to expand the dialog box to display additional
options, including the Find whole words only option. If you see the
Less button, the additional options are already displayed
• In the Search list box, select Down if you want to search from the
insertion point to the end of the document, select Up if you want to
search from the insertion point to the beginning of the document,
or select All to search the entire document
• Type the characters you want to find in the Find what text box
• If you are replacing text, type the replacement text in the Replace
with text box

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Finding and Replacing Text XP

• Click the Find whole words only check box to search for complete
words
• Click the Match case check box to insert the replacement text
with the same case (upper or lower) as in the Replace with text
box. For example, if the Replace with text box contained the
words “Pemberly Interiors,” this would ensure that Word inserted
the text with a capital (uppercase) “P” and a capital (uppercase)
“I”
• Click the Find Next button
• Click the Replace button to substitute the found text with the
replacement text and find the next occurrence
• Click the Replace All button to substitute all occurrences of the
found text with the replacement text, without reviewing each
occurrence

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Finding and Replacing Text XP

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Changing Margins for a Document XP

• Make sure no text is selected, and then, in the Page Setup group
on the Page Layout tab, click the Dialog Box Launcher. If
necessary, click the Margins tab to display the margin settings
• Use the arrows to change the settings in the Top, Bottom, Left, or
Right text boxes, or type a new margin value in each text box
• Make sure the Apply to list box displays Whole document
• Click the OK button
• To choose from groups of predefined margin settings, click the
Page Layout tab on the Ribbon, and then click the Margins
button. In the Margins menu, click the group of margin settings
that is appropriate for your document

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Changing Margins for a Document XP

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Changing Margins for a Document XP

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Aligning Text XP

• The term alignment refers to the way a

paragraph lines up horizontally between the
margins

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Aligning Text XP

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Indenting a Paragraph XP

• When you indent a paragraph, you move the

entire paragraph to the right
– Indent markers
– Hanging indent
– Right indent

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Indenting a Paragraph XP

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Using the Format Painter XP

• The Format Painter makes it easy to copy all the formatting

features of one paragraph to other paragraphs
• Select the text whose formatting you want to copy. If you are
trying to copy the formatting of an entire paragraph, you can just
click anywhere in the paragraph
• To copy formatting to one item, click the Format Painter button in
the Clipboard group on the Home tab, and then select the text
you want to format, or click anywhere in the paragraph you want
to format
• To copy formatting to multiple items, double-click the Format
Painter button in the Clipboard group on the Home tab, and then
select, one by one, each text item you want to format, or click
anywhere in each paragraph you want to format. When you are
finished, click the Format Painter button again to deselect it

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Using the Format Painter XP

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Adding Bullets and Numbers XP

• You can emphasize a list of items by adding a

heavy dot, or bullet, before each item in the list
– Much easier to read and follow than lists that do not
have bullets

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Adding Bullets and Numbers XP

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Adding Bullets and Numbers XP

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Emphasizing Text Using Bold and Italic XP

• You can emphasize text by formatting it with

bold, underline, or italic
• These buttons, which are on the Home tab, are
toggle buttons

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Helpful Keyboard Shortcuts XP

• For common tasks, such as applying bold and

italics, it’s often faster to use a keyboard
shortcut
• Bold selected text: Ctrl+B
• Italicize selected text: Ctrl+I
• Underline selected text: Ctrl+U
• Single-space lines within paragraph that
currently contains the insertion point: Ctrl+1

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Helpful Keyboard Shortcuts XP

• Double-space lines within paragraph that currently

contains the insertion point: Ctrl+2
• Select entire document: Ctrl+A
• Cut selected text: Ctrl+X
• Copy selected text to Clipboard: Ctrl+C
• Paste most recently copied item at location of insertion
point: Ctrl+V
• Undo your most recent action: Ctrl+Z
• You can also save time by using KeyTips, sometimes called
access keys, to select buttons and commands

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Working with Themes and Fonts XP

• The document theme controls the variety of

fonts, colors, and other visual effects available to
you as you format a document
• To apply a font, select the text you want to
format, then in the Font group on the Home tab,
click the Font arrow, and click the font you want

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Working with Themes and Fonts XP

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Changing the Document’s Theme XP

• Each document theme is designed to convey a

specific look and feel
• Click the Page Layout tab, and then click the
Themes button

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Changing the Document’s Theme XP

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Previewing and Printing the Document XP

• Click the Office Button , point to Print, and then

click Print Preview
• From the Print Preview window, you can set the
Zoom, check the print settings, and Print the
document
• Click the Close Print Preview button to return to
Print Layout view

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