
Chapter 6 Overview
Lesson 6–1 Creating a Document
Lesson 6–2 Editing Document
Lesson 6–3 Formatting a Document
Chapter Review and Assessment




Word-Processing Basics
What Is Word Processing?
In 1968, IBM first used the term word
processing. The term described machines that
could be used to type a document, remember the
typist’s keystrokes, and produce more than one
copy. With this new tool, workers saved time.
That was just the beginning. Today’s wordprocessing programs do much more. Suppose
you were writing something by hand and made a
mistake or changed your mind about what you
wanted to say. If you were using a pen, you would
probably cross out the words you wanted to
change or brush on correction fluid. Doing that
leaves the page messy, though. With wordprocessing software, you can change the text and
still create neat pages. You can even save what
you typed and use it again a day, a week, or even
a year later.
Vocabulary Preview
How many vocabulary words do you already
know? To test your knowledge of this chapter’s
key terms, click the Vocab Preview icon. Then,
•
•
•
•

List the four basic functions
of word-processing programs.
Name two tools used to
navigate a word-processing
document.
Summarize four key features
of word-processing programs.
Identify three standards for
word-processing documents.

As You Read Organize
Information Complete a
spider map to help you
organize basic facts about
word processing


word-processing
program
a program that creates
documents through
writing, editing,
formatting, and printing
functions


programa de
procesamiento de
textos
programa que elabora
documentos mediante
funciones de escritura,
edición, asignación de
formato e impresión


insertion point
a mark that indicates
where entered text will
appear in a document


punto de inserción
marca que indica dónde
aparecerá el texto
introducido en un
documento


word wrap
the automatic starting
of a new line when the
previous line is full


salto automático de
línea
inicio automático de un
nuevo renglón cuando
el anterior está
completo


pagination
the automatic division
of a document into
pages


paginación
división automática de
un documento en
páginas


AutoCorrect
a feature that fixes
common spelling
mistakes as they are
typed


autocorrección
recurso que corrige
errores de ortografía
comunes a medida que
se escribe el texto


autosave
a feature that
automatically saves a
document at set
increments of time


autoguardar
recurso que guarda
automáticamente un
documento a intervalos
fijos






Word-processing programs are used for
creating and printing text documents. These
programs have four functions:
writing—entering text and symbols into a
document
editing—revising or reorganizing the text
formatting—changing how the text looks on
the page
printing—producing a printed copy
These tasks do not need to be done all at
once or even in the order shown here.
Whatever the order, these four functions are
at the heart of word processing.

Word-processing programs can be
used to create almost any kind of
printed document, such as letters,
reports, and brochures. They can
also be used to create calendars,
return-address labels, and labels
for homemade CDs. It is no
surprise that word-processing
software is the application that
people use more than any other
application.




When you open a word processing program, a
new, blank document is created. It looks like a
blank piece of paper on the screen. The
program is ready for you to start writing. You
can create another new document at any time
by clicking the Office button, clicking the New
command, selecting Blank Document, and
clicking the Create button. In most word
processing programs, you can also create a
new document by pressing Ctrl+N (hold the
Ctrl key and press N).
Every time you create a new document, you
need to save it. Click the Save button on the
Quick Access toolbar. When the Save As dialog
box opens, name your document.
Insertion Point The insertion point shows
where the text you type will appear. It moves
as you type.
Scrolling As you write, you might want to
reread or change something you wrote earlier.
That is made easy by scrolling—using the
mouse or keyboard to move through the
document.

Most word-processing programs have four
basic features. They help you write, edit, and
save your work.





With word wrap, the program automatically
starts a new line, or “wraps” the text, when the
current line is full. If you wish, you can force
text onto a new line by pressing Enter.
When a page is full, the pagination feature
automatically starts a new page. You can also
force a new page by inserting a special
character, called a page break.
The AutoCorrect feature fixes common spelling
mistakes as they are typed. You can turn off
this feature or modify it to accept unusual
words that you often use.
The AutoRecover or autosave feature protects
you from losing work. It does so by
automatically saving a document as often as
you want. If the computer shuts down
accidentally, you can retrieve the most
recently saved version.



As you write, keep in mind three
standards of style to make your
work look professional.
Two standards are met
automatically by many
programs. They change two
hyphens (--) to an em dash (—).
They also convert quotation
marks to curly quotation marks,
or “smart quotes.”
The other standard is not
automatic—you have to
remember to do it. This
standard is to type one space,
not two, between sentences
•
•
•

Explain how to identify
document files in a list of
files.
Describe the benefits of
selecting text.
Contrast different editing
tools such as the Cut and
Copy commands, and the
Undo and Redo
commands.


As You Read
Identify Cause and Effect
Complete a cause-andeffect chart to help you
identify what happens
when word-processing
functions are applied as
you read.


select text
a software feature that
allows the user to
highlight, or select, any
amount of text in a
document for editing


seleccionar texto
recurso de software que
permite al usuario
resaltar una cantidad
cualquiera de texto de
un documento para
editarlo


copy
places a duplicate of
the selected text or
object on the Clipboard


copy
pone una copia del
texto u objeto
seleccionado en el
‘Clipboard’(sujetapapele
s)


cut
removes the selected
text or object from a
document and places it
on the Clipboard


cut
remueve el texto u
objecto seleccionado y
lo pone en el
‘Clipboard’(sujetapapele
s)


paste
inserts into a document
a duplicate of text or
object from the
Clipboard


paste
inserta en el documento
una copia del texto u
objeto que esta en el
‘Clipboard’(sujetapapele
s).


undo
removes the most
recent edit from a
document


undo
(deshacer) deshace la
edicion mas reciente de
un documento.


redo
removes the most
recent edit from a
document


redo
desace el efecto del
comando
‘undo’(rehacer).


Editing can take place at any time
after you have created the
document. To do so, you need to
open the file you created so you
can work on it again. You can use
a word-processing program’s
Open command to open a file, or
you can use a file management
program to find files on a disk. In
Windows, file names have
extensions, such as .txt, .rtf, .doc,
or .wpd, although these
extensions may be hidden from
view. On a Macintosh computer,
documents are simply listed by
file name.


Word-processing
programs make editing
easy. You can add words
simply by typing them. You
can delete characters by
pressing the Delete or
Backspace keys. Powerful
features in these programs
help you do even more.



Usually, people edit more than one character
at a time. The select text feature lets you
highlight anything from a word to a whole
document. Then you can delete it, move it,
copy it, or change its formatting. To select
text, simply click and drag the mouse over
the text you want. Most programs also let you
select text using the keyboard. You hold down
the Shift key while you use the arrow keys
and other keys to select the text. Selected
text is highlighted on the screen; that is, it
appears with a different background
color.Figure 6.2.1 Selecting text in a wordprocessing program
Two common reasons for selecting text
are cutting and copying. Both actions
place the text in the Clipboard.

The Clipboard The Clipboard stores cut
or copied text while you work. Once you
close the program or shut down the
computer, items on the Clipboard are
lost. Some programs store only one item
at a time, so cutting or copying new text
replaces what was held before. Some
programs can hold many items on the
Clipboard. The Cut command removes
the selected text from a document and
places it on the Clipboard.
• The Copy command places a duplicate
of the selected text on the Clipboard.

The Cut, Copy, and Paste commands
can be found in the Clipboard group of
the Home tab in Microsoft Word 2007.





Pasting Use the Paste command to insert an
item copied or cut to the Clipboard. Simply
place the insertion point where you want the
item to appear. Then, click the Paste icon on
the Clipboard group of the Home tab or press
Ctrl+V. The copied item or text appears where
you want it..
Using Cut and Paste Moving a sentence from
the middle of a paragraph to the beginning
can be done by selecting and dragging it. You
can use Cut and Paste to move that sentence
farther—for example, to another page—or to
move text or a graphic from one document to
another. You can even open a new window,
paste the text you cut from another document,
and save the pasted text as a new document.
Using Copy and Paste Copying and pasting
saves time when you need to repeat some
text. You can also copy and paste to bring a
graphic from one document into another.

Word-processing programs
have commands that can
undo or cancel an edit. If
you delete a word by
mistake, you can use the
Undo command to put it
back. Many programs also
have a Redo command.
You can use this feature to
put a change back in
effect after cancelling it
with Undo.
Explain what default
formatting is, Identify four
parts of any document that
can be formatted.
Summarize the advantages
of dividing a document into
sections for formatting.
Compare portrait and
landscape orientation.
As You Read

Summarize Complete a
summary chart to help
you identify different
features that can be
formatted as you read
the lesson


default
a preset option in a
program


opción automática
opción preestablecida
en un programa


style
a set of formats for
similar elements in a
document


estilo
conjunto de formatos
para elementos
similares de un
documento


section
a part of a document
that contains specific
format settings


sección
parte de un documento
que contiene
parámetros de formato
específicos


page format
the arrangement of text
on a page


formato de página
disposición del texto en
una página
A document’s formatting—its
appearance—is sometimes as
important as its contents. This is why
word-processing programs have so
many tools to format documents.

Word-processing programs include
many preset formats, called
defaults. The program applies these
formats automatically, unless you
change them. For example, many
word processors use Times New
Roman as the default font. Word
2007, however, uses Calibri, but you
can change to a different font
whenever you want.

You can format four distinct parts
of a document: characters,
paragraphs, sections, and pages.

Character formatting lets you
change the look of letters. Three
primary formats are applied to
characters:
• The font is the family of
characters used. A font is a
named set of characters that have
the same appearance. Popular
fonts are Times New Roman and
Arial .
• Font size is the height of
characters, measured in points.
One point equals 1/72 inch.
• Font styles are characteristics
such as boldface and italic



Programs make it easy to
format similar groups of
characters the same way
throughout a document. For
instance, you can create a
set of formatting
characteristics, called a style,
for all the subheadings in a
document. When you apply
that style to all subheadings,
you apply that group of
formats in one step.

A paragraph is any text that ends with the press
of the Enter key. Whenever you press Enter, you
create a paragraph. You can change many
paragraph formats, including: Alignment—the
way a paragraph lines up between the page’s
left and right margins .Line spacing—the amount
of space between the lines of text in a
paragraph .Indentation—added space between a
margin and the text .Tabs—stops placed along a
line. Pressing the Tab key moves the insertion
point to the next stop. Tabs can be used to align
text in tables or columns. You can apply these
paragraph formats through dialog boxes, but you
can also apply some of them by using ruler
settings. In Word 2007, for example, you can
create a tab stop by displaying the ruler and
then clicking the horizontal ruler at the point
where the tab stop should appear. You can
change a paragraph’s indentation by dragging
indent markers, which normally are found at
each end of the ruler. Ruler settings apply only
to the paragraph that contains the insertion
point, or to selected paragraphs.

In some word
processors, a section is
part of a document that
contains specific format
settings. A document
begins as one section,
but it can be split into
more than one. You can
format each section in
its own unique way.
Page formatting affects how and
where text is positioned on the
page. The main features in page
formatting are:
 Paper size—Various sizes of paper
can be used to create documents.
• Orientation—Text can be printed in
one or two directions, or
orientations. In portrait orientation,
text is printed down the page’s long
edge, creating a page that is taller
than it is wide. In landscape
orientation, text is printed down the
page’s short edge, creating a page
that is wider than it is tall.

Margins—the space between the
four paper edges and the text. This
open space frames the page and
can make the text easier to read.
• Headers and footers—special
information placed at the top of the
page (headers) or at the bottom
(footers). These placeholders can
show page numbers, the date, or
the document’s title.
• Graphics—drawings, photographs,
or other images. Some graphics,
like charts and graphs, are
informative. Others are decorative.
Many word-processing programs let
you create or add graphics.
•

The purpose of the
insertion point in a
word-processing
program is to show you
were the text will be
typed.

You use a mouse to
scroll through a
document by insertion
point.

You use a keyboard by
typing.

Editing because you
have to revise or
reorganize the text.

Three actions that you
can perform on selected
text is copying, cutting,
and pasting

A default format is a
word processing
program include many
present formats.

You should save your
work just incase you
want to use it again and
you also don’t want to
start all over again.

In a portrait orientationtext is printed in one or
two directions. The text
is printed down the
pages long edge,
creating a page that is
taller than its wide.

In a landscape- text is
printed down the page’s
short edge, creating a
page that is wider than
it is tall.

E. shows the place in a
document where the
text will be added or
deleted.

F. The program
automatically starts a
new line or “wraps” the
text when the line is full.

G. Feature automatically
starts a new page.

D. fixes common
spelling mistakes as
they are typed

Feature lets you
highlight anything from
word to a whole
document.

C. Area where cut or
copied text is
temporarily stored
I. preset formats

B. a separate part of a
document with its own
formatting

A. features that identify
how and where text is
positioned.
1.
The four functions of word
processing are writing, editing,
formatting, and printing

A selecting text is an
important function in
word processing.

This methods are
there because they
help move this actions
from one place to
another.
The difference between
landscape and portrait
orientation is the height and
length




A.writing
B.editing
C.scanning
D.printing

A.spreadsheet
B.word processor
C.graphics
D.database




A.editing
B.formatting
C.scrolling
D.printing

A.1
B.2
C.3
D.4

A.insert mode
B.overtype mode
C.delete mode
D.backspace mode
6.This stores cut or copied text while
you work.

A.Cut command
B.Copy command
C.Select text
D.Clipboard

A.Paste
B.Cut
C.Copy
D.New
.

A.writing
B.editing
C.formatting
D.printing

A.character
B.line
C.paragraph
D.section

A.page
B.paragraph
.
C.section
D.format


A.True
B.False


A.True
B.False

A.True
B.False

A.True
B.False

A.True
B.False
.
16.A Macintosh computer always displays
file names with their extensions showing.

A.True
B.False
17.The select text feature lets you
highlight anything from a word to a whole
document.

A.True
B.False

A.True
B.False

A.True
B.False

writing, editing, printing,
formatting

when you open a word
processing program, a
new blank document is
created.

You can use a wordprocessing program’s
Open command to open
a file, or you can use a
file management
program to find files on
a disk.

You cant tell the text is
selected in a document
because the text is
highlighted.

Margins- the space
between the four papers
edges and the text. This
opening space frames
the page and can make
the text easier.