MODULE 5

1SKILLS

Microsoft Word 2013

Creating Documents

Formatting Documents

Working with Tables and Objects

Finalizing and Sharing

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Guidelines for Planning and Creating Word Documents

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Guidelines for Planning and Creating Word Documents…continued

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Guidelines for Planning and Creating Word Documents…continued

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Whatever type of document you create, taking the time to plan your message will help ensure clear and effective communication

Planning involves deciding on a purpose, identifying your audience, selecting the topic, and choosing a format

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Guidelines for Planning and Creating Word Documents…continued

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Creating Documents

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Skills You Learn

1. Enter and edit text

2. Use cut, copy, and paste

3. Perform a spelling and grammar check

4. Create a document based on a template

5. Use the Show/Hide ¶ feature

6. Indent and add tabs using the ruler

7. Set margins

8. Insert a page break

9. Insert headers and footers

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Skill 1 Steps: Enter and Edit Text

1. Open Word and then click Blank document on the opening screen

2. Click the FILE tab and then click the Save option to open the Save As backstage area

3. Click the Computer option in the middle panel and then browse to the folder where you want to save the file

4. Type the file name and then click the Save button

5. Type the current date and press Enter twice

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Skill 1 Steps…continued

6. Type your name and the remaining text for the return address, pressing Shift + Enter at the end of each line

7. Press the Enter key twice and then type the recipient address

8. Press the Backspace key to delete text to the left of the insertion point, or press the Delete key to delete text to the right of the insertion point

9. Click the Save button on the Quick Access toolbar

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Skill 1 Visual: Enter and Edit Text

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Type your name and the remaining text for the return address, pressing Shift + Enter at the end of each line.

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Interpreting Those Wavy Underlines Red wavy lines under text, as under the word

Jardine in the address you entered, flag spelling problems

Blue wavy lines note possible formatting inconsistencies or grammar errors

Proper names or names of streets or cities may be flagged as incorrect because the spelling feature is based on a stored dictionary of words

CHECKPOINT QUESTION

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Pressing the Delete key deletes what text?

a. to the right of the insertion pointb. to the left of the insertion pointc. the last word you enteredd. the first word of the currently selected

paragraph

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Skill 2 Steps: Use Cut, Copy, and Paste

1. Place your mouse pointer in the margin to the left of the second paragraph

2. Double-click to select the entire paragraph

3. Click the Cut button in the Clipboard group on the HOME tab

4. Click just to the left of the S in the word Sincerely in the signature block

5. Click the Paste button in the Clipboard group on the HOME tab

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Skill 2 Steps…continued

6. Select the first sentence in the body of the letter

7. Click the Copy button in the Clipboard group on the HOME tab

8. Click to the left of the word Sincerely and then click the Paste button

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Skill 2 Visual: Use Cut, Copy, and Paste

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Click the Cut button in the Clipboard group on the HOME tab.

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Using the Clipboard When you cut or copy text, it is placed on the

Clipboard, a holding area for cut or copied text or objects such as pictures

Click in any document and use the Paste tool to place an item on the Clipboard immediately after cutting or copying it

You can paste an item as many times as you want, until you cut or copy another item to the Clipboard

CHECKPOINT QUESTION

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When you cut text, what happens to it?

a. It is removed from its current location and is placed on the Clipboard.

b. It remains in its current location and is also placed on the Clipboard.

c. It is deleted and irretrievable.d. It is placed in the Recycle Bin.

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Skill 3 Steps: Perform a Spelling and Grammar Check

1. Click in front of the first line of text to place your cursor at the start of the document and then click the REVIEW tab

2. Click the Spelling & Grammar button in the Proofing group

3. When the spelling checker suggests a change in the document, click the Change button, Ignore button or Ignore All button

4. Click OK to close the dialog box

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Skill 3 Visual: Perform a Spelling and Grammar Check

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Click the Ignore All button in the Spelling pane to ignore all instances of the word in the document.

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Adding a Word to Your Dictionary When a word is challenged during a spelling

check, click the Add button in the Spelling pane and you will never have to verify it again

CHECKPOINT QUESTION

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You initiate a spelling check from which tab?

a. HOMEb. REFERENCESc. REVIEWd. PAGE LAYOUT

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Skill 4 Steps: Create a Document Based on a Template

1. Open Word

2. Click the Letters link in the Suggested searches list on the Word opening page

3. Locate and click the Letter (Equity theme) option

4. Click the Create button to download the template

5. Click in each field and type the desired text

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Skill 4 Visual: Create a Document Based on a Template

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Click in each field and type the desired text.

Text can be entered directly into the body of the template-based letter.

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Creating Your Own Template You can create your own template by saving

your original file using Word Template as the Save as type option in the Save As dialog box

To use the template, follow these steps:1. click the FILE tab, the New option, and then the

Personal option

2. locate your template file and click it

3. a new file opens, based on the template layout and ready for your changes

CHECKPOINT QUESTION

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Templates may contain settings for

a. the buttons available on the ribbon.b. text formatting and graphics.c. the location for storing the file.d. the maximum number of pages in the

document.

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Skill 5 Steps: Use the Show/Hide ¶ Feature

1. Click the Show/Hide ¶ button in the Paragraph group on the HOME tab

2. When you press Enter, a paragraph mark ( ¶ ) appears indicating that you have inserted a new, blank paragraph

3. When you press Shift + Enter, a line break mark ( ) appears indicating that you have inserted a new, blank line

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Skill 5 Steps…continued

4. When you press the spacebar, a space mark () appears indicating that you have inserted a space

5. Click the Show/Hide ¶ button again to see how your document looks without the formatting marks displayed

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Skill 5 Visual: Use the Show/Hide ¶ Feature

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Click the Show/Hide ¶ button in the Paragraph group on the HOME tab.

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Saving Paper Have you ever printed a document and ended

up with an unexpected blank page at the end? This commonly happens when the document

contains extra paragraphs or lines at the end of the last page

Use the Show/Hide ¶ feature to look for blank paragraphs and lines at the end of your document—and then delete them to save paper!

CHECKPOINT QUESTION

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The Show/Hide ¶ button is located in the Paragraph group on which tab?

a. HOMEb. REFERENCESc. REVIEWd. PAGE LAYOUT

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Skill 6 Steps: Indent and Add Tabs Using the Ruler

Indent Paragraphs of Text

1. Click the VIEW tab

2. In the Show group, click the Ruler check box to insert a check mark

3. Select the paragraphs that you would like to indent

4. Drag the Left Indent indicator one-half inch to the right so that it rests at the one-half-inch mark on the ruler and then release the mouse button

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Skill 6 Steps…continued

Set a Left Tab and a Decimal Tab

1. Click the 2-inch mark and the 3.5-inch mark on the ruler

2. Press the Tab key and then type Year

3. Press Tab again, type Total Donations, and then press Enter

4. Remove the left tab symbol at the 3.5-inch mark by dragging it down and off the ruler

5. Click the HOME tab

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Skill 6 Steps…continued

6. Click the Show/Hide ¶ button in the Paragraph group

7. Click the tab selector at the left side of the ruler three times until the ScreenTip reads Decimal Tab

8. Click the 4-inch mark on the ruler

9. Type the lines of data, pressing Tab once before typing each year, pressing Tab once before adding each dollar amount, and pressing Enter after typing the dollar amounts

10. Click the Show/Hide ¶ button

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Skill 6 Visual: Indent and Add Tabs Using the Ruler

Indent Paragraphs of Text

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Drag the Left Indent indicator one-half inch to the right so that it rests at the one-half-inch mark on the ruler and then release the mouse button.

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Skill 6 Visual…continued

Set a Left Tab and a Decimal Tab

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Click on the ruler to set the tab.

Click on the tab selector to select the type of tab.

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Indenting the First Line in Paragraphs To indent the first line of each paragraph:

1. click the dialog box launcher in the Paragraph group on the HOME tab to open the Paragraph dialog box

2. adjust the measurement for the left indentation

3. choose First Line from the Special drop-down list

4. click OK to save the changes

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Adding Tabs to Existing Text Select all the text whose tab settings you wish

to change To move a tab, drag the tab symbol to the new

location on the ruler To remove a tab, drag the tab marker off the

ruler To insert a new tab for the selected text, follow

the method outlined in this skill

CHECKPOINT QUESTION

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You can set tabs in your document using which Word feature?

a. the VIEW tabb. options accessed through the FILE menuc. Word Stylesd. the ruler

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Skill 7 Steps: Set Margins

1. Click the PAGE LAYOUT tab

2. Click the Margins button in the Page Setup group

3. In the drop-down gallery that appears, click the Moderate option

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Skill 7 Visual: Set Margins

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Click the Margins button in the Page Setup group on the PAGE LAYOUT tab.

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Creating Custom Margins You can use the Custom Margins option to

create margins to accommodate any document:1. click the PAGE LAYOUT tab

2. click the Margins button in the Page Setup group

3. click Custom Margins to open the Page Setup dialog box with the Margins tab selected

4. use the arrows in the measurement boxes (Top, Bottom, Left, and Right) to set a custom number for each margin

CHECKPOINT QUESTION

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Margins

a. are special header/footer sections where you can enter text that is to appear on the top and bottom of every page.

b. are automatically adjusted to fit the text on one page.

c. are adjustable so you can fit more or less text on a page.

d. justify the text on a page.

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Skill 8 Steps: Insert a Page Break

1. Click the Show/Hide ¶ button in the Paragraph group on the HOME tab

2. Click at the start of a paragraph where you want to insert a page break

3. Click the INSERT tab

4. Click the Page Break button in the Pages group to insert a page break

5. Click the Show/Hide ¶ button in the Paragraph group on the HOME tab

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Skill 8 Visual: Insert a Page Break

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Click the Page Break button in the Pages group on the INSERT tab.

The page break mark appears when the Show/Hide ¶ feature is turned on.

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Using Page Breaks Effectively While you are writing and revising a document,

use page breaks only in situations where you truly have to start a new page– for example, to separate the cover page of a report

from the first page, the end of a chapter from the start of the next chapter, or the last page of your report from the first page of its index

When you know your document is essentially final, use page breaks to adjust awkward breaks between pages or to remove breaks that split tables or lists

CHECKPOINT QUESTION

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The Page Break button is located in the Pages group on which tab?

a. HOMEb. INSERTc. REVIEWd. PAGE LAYOUT

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Skill 9 Steps: Insert Headers and Footers

1. Click the INSERT tab

2. Click the Header button in the Header & Footer group and then click the Blank (Three Columns) option

3. Click the [Type here] placeholder in the left margin of the header and then type Mr. Arthur Renfrew

4. Click the [Type here] placeholder in the center of the header and then press the Delete key to remove it

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Skill 9 Steps…continued

5. Click the [Type here] placeholder on the far right of the header and then type Page followed by a space

6. Click the Page Number button in the Header & Footer group on the HEADER & FOOTER TOOLS DESIGN tab

7. At the drop-down list, point to the Current Position option and then click Plain Number

8. Click in the footer area of the page, type Helen Starkey, and then press the Tab key to move the cursor to the center of the footer

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Skill 9 Steps…continued

9. Click the Date & Time button in the Insert group on the HEADER & FOOTER TOOLS DESIGN tab

10. Choose the first available format from the list in the dialog box that appears and then click OK

11. Click the Different First Page check box in the Options group on the HEADER & FOOTER TOOLS DESIGN tab to insert a check mark

12. Click the Close Header and Footer button

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Skill 9 Visual: Insert Headers and Footers

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Click the Header button in the Header & Footer group on the INSERT tab.

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Inserting Document Properties in a Header/Footer Click the Quick Parts button in the Insert group

on the HEADER & FOOTER TOOLS DESIGN tab and choose Document Property

A drop-down list of possible properties appears This list gives you a handy way to quickly insert

fields for information, such as the author or company, drawn from the document properties

CHECKPOINT QUESTION

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Headers and footers provide a way for you to

a. add a footnote to a page.b. insert text you’d like to appear on every

page in the document.c. set tabs.d. add white space to the edges of your

document.

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Tasks Summary: 1 of 2

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Tasks Summary: 2 of 2

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