Chapter 9
Creating a Document
1
What’s Inside and on the CD?
• In this chapter, you will learn how to:
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Create documents using Microsoft Word
Select and edit text
Check spelling
Use the electronic thesaurus
Specify print options
Use document templates
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What’s in the Word program window?
• Word program window appears when you start
Microsoft Word
• Click Start and point to All Programs, click Microsoft
Office, then click Microsoft Office Word 2007
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What’s in the Word program window?
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What’s in the Word program window?
• You use these objects to:
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create
edit
save
print
format
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What’s in the Word program window?
• Document workspace is where you type documents. It
looks like a blank sheet of paper on your screen.
– Title bar shows name of current document
– If document has not been saved, title bar displays
generic title “Document1”
– Word’s ribbon contains commands and tools that you
can use to create and edit your document
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What’s in the Word program window?
• There are different ways to view document:
– Draft view
– Web Layout view
– Print Layout view
– Full Screen Reading view
– Outline view
• Status bar provides information about document
– Clicking the Zoom level on the status bar increases or
decreases the zoom level
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What’s in the document workspace?
• The blank document workspace is bordered by scroll
bars and a ruler
– You can display no, one, or both rulers
– Use the scroll bar by dragging the scroll box or
clicking the scroll arrows
– Double-arrows on the vertical scroll bar work in
conjunction with the Select Browse Object control
• Page
• Chart
• The insertion point indicates the location of the next
character you’ll type
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What’s in the document workspace?
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How do I create a document?
• To create new document, click blank document
workspace and start typing
• Easy to edit and format document after text entered
• Insertion point indicates current location in document;
click anywhere in document to relocate insertion point
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How do I create a document?
– Word wrap automatically jumps insertion point to
beginning of next line from end of previous line
– Press Enter key twice to create blank line between
paragraphs
– Backspace key deletes character to left of insertion
point
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How do I create a document?
– Mouse or arrow keys move insertion point to add
text in middle of line
– Insert key toggles between Overtype and Insert
modes
– Click the Insert tab and click on Symbol command,
then click More Symbols to insert special characters,
such as trademark symbol: ™
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How do I create a document?
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How do I select text for editing?
• Select text marks characters, words, phrases,
sentences, or paragraphs to modify
• Selected text is highlighted
– Use drag method to select short sections of text
– Double-click a word to select only that word
– Triple-click to select entire paragraph
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How do I select text for editing?
• When pointing to left margin, pointer changes to white
arrow
– Click once to select line of text
– Double-click to select paragraph
• You can use keyboard to select text
– Use mouse or arrow keys to move insertion point to
beginning of selected text
– Hold Shift key down while using arrow keys to select
text
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How do I select text for editing?
• Deselect text by clicking away from text currently
selected, or by pressing an arrow key
• Select section of text by clicking at beginning of
selection, then Shift-clicking at end
• Select non-contiguous text by selecting first word or
section, then using Control-click to select subsequent
sections
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How do I select text for editing?
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How do I move, copy, and delete text?
• Clipboard is used to temporarily hold sections of
document
• Cut and paste – select text, click Cut button, position
text where you want it, and then click
Paste button
• Copy and paste – similar to Cut and Paste, except text
is not moved from its original position. Select text, click
Copy button, position text where you want it, then
click Paste button
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How do I move, copy, and delete text?
• Copied text remains on Clipboard so you can paste as
many copies of text as needed
• Text, numbers, graphics, tables, and other objects can
be cut or copied and pasted between different
applications, such as Excel data into Word document
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How do I move, copy, and delete text?
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Can I undo a command?
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Undo button may allow you to undo last action you
performed
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Redo button may allow you to restore action that you
mistakenly undid
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Repeat command repeats your last action
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Can I undo a command?
• If no actions can be undone or redone, buttons will be
disabled and appear “grayed out”
• Undo button undoes editing or formatting commands
• Actions such as saving and printing files cannot be
undone
• Click down arrow beside either button to undo or redo a
number of actions
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Can I undo a command? Cont’d.
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How do I check spelling, grammar,
and readability?
• Microsoft Word provides tools to help you check spelling
and grammar
• You can check the readability of a document by
displaying readability statics
– Based on number of syllables per word and words per
sentence
– Summarized as a score between 1 and 100
• If you don’t see any wavy lines, spelling and grammar
checking might be turned off
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How do I check spelling, grammar,
and readability?
• Click the Spelling & Grammar button on the Review tab
to check the spelling and grammar of a complete
document
• Readability statistics are shown at the end of a spelling
and grammar check if the statistics feature is turned on
– Click the Microsoft Office button, then click the Word
Options button. On the Proofing tab, select Show
readability statistics
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How do I check spelling, grammar,
and readability?
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How do I use the thesaurus and other
research tools?
• A thesaurus contains synonyms for words and other
common phrases
• Click the Review tab, then click Thesaurus
• Select the word or phrase, right-click it, point to
Synonyms, then click Thesaurus
– Some suggestions might not be appropriate
• Proofing group offers additional wordsmithing tools
– Translate tool
– Research tool
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How do I use the thesaurus and other
research tools?
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Can I search for text and make global
changes?
• Search and replace function allows you to replace all
instances of text with new text
• Use capitalization in replacement text only if you want all
instances of the replacement text to be capitalized
• If you enter the replacement text in all lowercase, Word
will change the case to match the original text
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Can I search for text and make global
changes?
• Word looks for your search string in any part of the word
• The Sounds like option lets you find words even if you
are not sure how to spell them
• You can use wildcards
–*
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Can I search for text and make global
changes?
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How do I use a document template?
• Document can be created from scratch or by using a
pre-formatted document template
• Word templates include
– Letters
– Faxes
– Resumes
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How do I use a document template?
• Placeholder is element into which text is entered to
personalize document
• Create custom templates for documents needed on
regular basis
• Business templates include letterhead, fax cover sheets,
memos, and reports
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How do I use a document template?
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How do I save a document?
• Save As dialog box appears first time you save
document
• By default, Word saves your file as Word document in
Documents folder
• You can save document as different file type by clicking
down arrow key to right of Save as type text box
• Click Save button regularly to save your work
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How do I save a document?
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How do I print a document?
• To access the Print dialog box, click the Microsoft Office
button and then click Print
– Printer list
– Print range
• Current page
• Range of pages
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Number of copies
Collate option
Duplex printers
Print Preview
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How do I print a document?
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How can I troubleshoot printing
problems?
• Printing problems can be caused by printer, software, or
installation glitches
• Most printing problems easily fixed:
– Check printer
– Check print queue by clicking the Start button,
clicking Control Panel, clicking Printers, and then
double-clicking the printer
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How can I troubleshoot printing
problems?
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How can I troubleshoot printing
problems?
• Change the default printer by right-clicking the printer
you want to set as the default, and then choose Set as
Default Printer
• The Print Properties dialog box can
– Change print settings
– Activate printer sharing
– Check the port used to connect your printer and
computer
– Print a test page
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How can I troubleshoot printing
problems?
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How can I troubleshoot printing
problems?
– Check on Page Setup dialog box that page settings
are correct
– Printer software may be problem
• Updated printer drivers typically available online to
download and install
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