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Word Processing Using Microsoft Word. Creating a Document. Top down – create overall outline, then fill in the details. Bottom up – throw ideas, sentences, phrases down, then build up from there. Modern word processors let you do any combination of these.

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Word processing using microsoft word l.jpg

Word Processing UsingMicrosoft Word


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Creating a Document

  • Top down – create overall outline, then fill in the details.

  • Bottom up – throw ideas, sentences, phrases down, then build up from there.

  • Modern word processors let you do any combination of these.

  • Other useful features: wizards and templates, automatic index and table of contents generation.

  • The finished product is a professional-looking document with less effort.


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Microsoft Word: General Info

  • Toolbars

  • The insertion point

  • Select-then-do

  • Cut, Copy, and Paste

  • Undo and Redo

  • Lines, paragraphs, pages, and sections

  • Views


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  • Find and Replace

  • Spelling and grammar checking

  • Insert

  • Web page features

  • Templates and Wizards


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Toolbars

  • Commonly used commands are collected into groups of buttons called toolbars.

  • The most commonly used Word toolbars are:

    • Standard toolbar: new file, open file, save file, print, cut, copy, paste, etc.

    • Formatting toolbar: bold, italic, underline, etc.

    • Drawing toolbar: text box, arrow, etc.

  • To see or hide these or other toolbars, do View => Toolbars.


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The insertion point

  • The insertion point is the location in the document where the next character typed will appear or the next Paste or Insert operation will deposit text or a picture, for example.

  • It is indicated by a blinking vertical bar.


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  • Note: It is not necessarily the same location as where the cursor is pointing, nor is it necessarily visible in the part of the document shown in the Word window.

  • In general, after typing some characters or performing a Paste or Insert operation, the insertion point is located just past the inserted text (or picture, e.g.).


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  • To move the insertion point

    • Click: moves it to where the cursor is

    • Arrow keys: move it left, right, up, or down

    • Ctrl+Home: moves it to the beginning of the document

    • Ctrl+End: moves it to the end of the document

    • Edit => Go To… moves it to the beginning of the desired page, paragraph, section, etc.



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  • Note that scrolling the Word window does not move the insertion point but only changes the part of the document that is displayed.

  • You must also point the cursor to the desired location (once it’s visible) and click.


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Select-Then-Do

  • In Windows or any Windows application, you first specify what object you want to perform an action on, and then specify the action.

  • Specifying the object explicitly is called selection.


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Cut, copy, and paste Select All command or type Ctrl+A.

  • To move a portion of the document from one location to another, you use a Cut operation followed by a Paste operation.

  • To duplicate a portion of the document, first use a Copy operation, then a Paste operation.

  • To understand these better, it is useful to know about the Clipboard.


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Clipboard Select All command or type Ctrl+A.

  • Each time you Cut or Copy a selected portion of the document, it is placed in the Clipboard (and replaces whatever was previously in the Clipboard).

  • To Cut, use Edit => Cut or Ctrl+X or click its icon on the standard toolbar.

  • To Copy, use Edit => or Ctrl+C or click its icon on the standard toolbar.


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  • Cut Select All command or type Ctrl+A.removes the selected portion from the document (but retains a copy of it in the Clipboard).

  • Copy leaves it there.


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Undo and Redo document at the insertion point.

  • What if you perform some erroneous keystrokes or mouse operations and the document ends up drastically modified in ways you didn’t intend?

    • Use the Undo feature by clicking the down arrow next to the Undo button on the standard toolbar and selecting the steps to undo.

    • There is a corresponding Redo feature to re-perform undone steps.


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Dividing up a document document at the insertion point.

  • Your document can/will be divided into

    • Lines

    • Paragraphs

    • Pages

    • Sections

  • Some of this is done by Word automatically and you have ways of controlling some of these as well.


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Hard vs. soft returns document at the insertion point.

  • Hard returns

    • Occur whenever you type Enter (or Return)

    • Represent the end of a paragraph

    • Displayed as ¶ when the Show/Hide button is depressed

  • Soft returns

    • Created automatically according to what fits on each line

    • Locations vary with font size, margin size, etc.


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Hard vs. soft page breaks in the text, but don’t want this to be the start of a new paragraph?

  • Hard page breaks

    • Created by selecting Page in the Insert => Break…dialog box

    • Force a new page to begin where inserted

  • Soft page breaks

    • Created automatically according to what fits on a page

    • Locations vary with font size, margin size, etc.


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Section breaks in the text, but don’t want this to be the start of a new paragraph?

  • Only inserted manually, so always “hard”

  • Used to divide document up for different kinds of:

    • Page numbering

    • Column formatting

    • Margin settings

  • Created by selecting one of four section break types in the Insert => Break… dialog box


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Views of the Document in the text, but don’t want this to be the start of a new paragraph?

  • Main ways to view a Word document:

    • Normal view

    • Print Layout view

  • Either of these allows you to edit the document, but some things are best done in one or the other.

  • You can select the view using the View menu or by clicking the appropriate buttons.


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Find and Replace view:

  • Use Edit => Find…or Edit => Replace… or Edit => Go To… to:

    • Find a particular word or other string of characters in a document; or

    • Replace some or all occurrences of a string of characters in that document with another specified string; or

    • Move the insertion point to the desired location in the document (and display the text at that location).

  • All of these bring up the same Find and Replace dialog box, which has 3 tabs, one for each function.


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Spell and Grammar Checking view:

  • Each can be turned on/off individually (under Tools => Options…, then select the Spelling and Grammar tab)

  • Spell checker puts wavy red line under unrecognized (presumably misspelled) words

  • Grammar checker puts wavy green line under groups of words it thinks represent an error in grammar.

  • Best to have them both turned on, even if you don’t agree with everything flagged.


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  • If spell checker flags a word as a spelling error but you know it’s correct, either:

    • Ignore it

    • Add the flagged word to the custom dictionary

  • Also note the Tools => AutoCorrect feature, which allows abbreviations or common misspellings to be automatically expanded or corrected, based on a customizable list of entries.


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Insert know it’s correct, either:

  • Using the Insert menu you can place (embed) a wide variety of things into a document, such as:

    • The current date and time (with automatic updating if desired)

    • Pictures or Clip Art or WordArt

    • Tables

    • Symbols (e.g., mathematical symbols)

    • Many, many other types of object


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  • If you click on an embedded object in a Word document, you can then perform operations specific to that type of object.

  • For example, if you select a picture, the Picture toolbar appears, containing buttons which allow you to crop it, add a border to it, or adjust its color, brightness, and contrast.


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Pictures can then perform operations specific to that type of object.

  • You can control how a picture is placed amid the surrounding text in the Format => Picture… dialog box. (To get Picture…to appear on the Format menu, you must first select the picture.)

  • For example, the picture may appear on top of or behind text, or text may be wrapped around it in various ways.


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Drawing objects can then perform operations specific to that type of object.

  • Similar options are available for drawing objects.

  • For example, text boxes can be very useful (as in this presentation), and there is a corresponding Format => Text Box… dialog box.


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OLE drawing object and use buttons on the Drawing toolbar to edit it. For example, you can change the fill or line colors, rearrange parts, or combine images.

  • Object Linking and Embedding.

  • Use Edit => Paste Special to link an object created outside the Word program (e.g., a picture or an Excel chart or spreadsheet) into a Word document.

  • More on this later in the course.


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Word and WWW drawing object and use buttons on the Drawing toolbar to edit it. For example, you can change the fill or line colors, rearrange parts, or combine images.

  • You can insert a hyperlink (clickable link to a web page) by using the button on the standard toolbar or Insert => Hyperlink…

  • This brings up a dialog box allowing you to specify the corresponding URL (web address) and the corresponding text, which will look something like this:

    Click here to see something interesting.


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  • The most natural use of this feature is when using Word to create a web page.

  • If you do a File => Save As Web Page, the program automatically creates a text file having all the appropriate HTML tags in it so that how the file appears in a web browser is (nearly) the same as how it appears in Word.

  • The resulting file has the extension .htm.


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Templates and Wizards create a web page.

  • A template is a ‘skeleton’ document that contains all the basic, standardized characteristics of a text type which allows you to create instances of that text type.

  • Word has many built-in templates, and the user may create other customized templates as well, such as personalized letterhead.

  • A wizard is a variant in which you are asked a series of questions and the program then creates the document based on your answers.


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  • The file extension for a regular Word document is .doc showing all the available templates (and wizards) will appear.

  • The file extension for a template, whether built-in or user-created is .dot

  • For example, the default template in effect when Word is started is Normal.dot

  • Template files are stored in a special Templates folder


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