INTRODUCTORY MICROSOFT WORD Lesson 7

1
INTRODUCTORY MICROSOFT WORDLesson 7 Working
With Documents
2
Objectives

• Switch between documents.
• Copy and paste text between documents.
• Insert page breaks.
• Work with multipage documents.
• Insert headers and footers.
• Create footnotes and endnotes.

3
Objectives

• Create a section with formatting that differs
  from other sections.
• Apply styles.
• Insert and format tables.
• Organize a document in Outline view.

4
Terms Used in this Lesson

• Endnote
• Footer
• Footnote
• Header
• Page break

• Pane
• Section
• Style
• Table

5
Switching Between Documents

• The ability to work in more than one document at
  a time is a useful feature in Word.
• When a new document is opened or created, Word
  displays it on top of the document that is
  already open.

6
Taskbar

• Buttons corresponding to open documents are
  displayed on the taskbar.
• Click the button on the taskbar to make the
  document the active window.

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Copying and Pasting Text Between Documents

• Text can be copied and moved between documents
  the same way it can be copied and moved within a
  document.
• Copy the selected text to the Clipboard from the
  open document. Open the second document. Paste
  the text at the insertion point.

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Inserting Page Breaks

• Page Break the place where one page ends and
  another begins.
• Word automatically inserts page breaks where
  necessary.
• Page breaks can be inserted manually by choosing
  Break on the Insert menu.

9
Splitting Windows

• Two parts of a document can be viewed at once by
  splitting the window. Choose Split on the Window
  menu.
• Pane an area of a split window that contains
  separate scroll bars that allow you to move
  through that part of the text.

10
Go To Command

• Go To allows you to skip to a specific part of
  a document.
• Choose Go To on the Edit menu.

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Viewing Hidden Characters

• Show/Hide allows you to view hidden formatting
  characters such as spaces, paragraph returns, and
  end-of-line marks in a document.
• Click the Show/Hide button on the formatting
  toolbar.

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Word Count

• Word Count counts the pages, words, characters,
  paragraphs, and lines in a document.
• Choose Word Count on the Tools menu and the Word
  Count dialog box appears.

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Word Count Dialog Box
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Header and Footer

• Headers and footers contain information such as
  the date and page numbers.
• Header text printed at the top of each page.
• Footer text printed at the bottom of each page
• Choose Header and Footer on the View menu. The
  Header and Footer toolbar appears.

15
Footnotes and Endnotes

• Footnotes and endnotes are used to document
  information such as quotes.
• Footnotes printed at the bottom of each page.
• Endnotes printed at the end of a document.
• Choose Reference on the Insert menu and Footnote
  on the submenu. The Footnote and Endnote dialog
  box appears.

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Footnote and Endnote Dialog Box
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Formatting Sections

• Section part of a document where you can create
  a layout that is different than the rest of the
  document.
• Choose Break on the Insert menu. The Break dialog
  box appears.

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Insert Break
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Applying Styles

• Style predefined set of formatting options that
  have been named and saved.
• Choose Styles and Formatting on the Format menu
  or click the Style and Formatting button to open
  the Styles and Formatting task pane.

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Styles and Formatting Task Pane
21
Inserting a Table

• Table arrangement of text or numbers in rows
  and columns.
• Click the Insert Table button on the Standard
  toolbar or choose Insert on the Table menu, then
  Table on the submenu. The Insert Table dialog box
  appears.

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Insert Table Dialog Box
23
Organizing a Document in Outline View

• In Outline view, Word formats headings with
  built-in heading styles.
• Switch to Outline view by clicking the Outline
  View button. The Outlining toolbar appears and an
  outline symbol appears.

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Organizing a Document in Outline View

• A (plus) symbol before a heading indicates that
  subheadings or body text are below the heading.
• A (minus) symbol indicates that no subheadings
  or body text are below the heading.

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Outlining Toolbar
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Assigning Outline Levels to Paragraphs

• Switch to Print Layout view to create a document
  in outline form without visible formatting.
• Choose Paragraph from the Format menu. On the
  Indents and Spacing tab, click the appropriate
  level.

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Summary

• Switching between documents is easily done by
  clicking a documents icon in the taskbar.
• You can copy and paste between documents just as
  you can within a document.
• Page breaks can be inserted manually by choosing
  Break on the Insert menu.

28
Summary

• Commands that are useful for formatting and
  editing long documents are the Split command,
  the Go To command, the Show/Hide command, and
  the Word Count command
• Headers and Footers contain information such as
  the date and page numbers. They are found at the
  top and bottom of a page.

29
Summary

• A footnote or endnote is used to document
  information such as quotations. Footnotes are
  printed ant the bottom of a page. Endnotes are
  printed at the end of the document.
• To create different page layouts within a
  document, divide the document into sections.

30
Summary

• Styles are predefined sets of formatting options
  that add consistency to a document.
• Tables are used to show data in columns and rows.
• Outlines are useful for creating a document with
  a hierarchical structure. Use Outline view to see
  formatting.

31
Summary

• Use Print Layout view to assign outline levels to
  paragraphs, which does not change the appearance
  of the document.