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- 1. ® Microsoft Office 2010 Word Tutorial 2: Editing and Formatting a Document
- 2. XPXPXPObjectives • Create bulleted and numbered lists • Move text within a document • Find and replace text • Check spelling and grammar • Format documents with themes and styles New Perspectives on Microsoft Office Word 2010 2
- 3. XPXPXPObjectives • Review the MLA style for research papers • Indent paragraphs • Insert and modify page numbers • Create citations and a bibliography New Perspectives on Microsoft Office Word 2010 3
- 4. XPXPXP Overview of Formatting a Document New Perspectives on Microsoft Office Word 2010 4
- 5. XPXPXP Overview of Formatting a Document New Perspectives on Microsoft Office Word 2010 5
- 6. XPXPXPRevising a Document • Before revising a document, familiarize yourself with the entire document and the edits to be made • Open and save the document with a new name before you begin your edits so that the original is maintained should you make an irreversible mistake New Perspectives on Microsoft Office Word 2010 6
- 7. XPXPXP Creating Bulleted and Numbered Lists • You can emphasize a list of items by adding a heavy dot, or bullet, before each item in the list – Bulleted lists are much easier to read and follow than lists that do not have bullets • For a list of items that have a particular order, a numbered list should be used • The Bullets button and the Numbering buttons are both toggle buttons used to turn on or turn off bullets or numbering New Perspectives on Microsoft Office Word 2010 7
- 8. XPXPXP Creating Bulleted and Numbered Lists • To add bullets to a series of paragraphs, you use the Bullets button in the Paragraph group on the Home tab • If you select the Bullets button arrow, you can select from a gallery of bullet styles New Perspectives on Microsoft Office Word 2010 8
- 9. XPXPXP Creating Bulleted and Numbered Lists • To create a numbered list, use the Numbering button in the Paragraph group of the Home tab New Perspectives on Microsoft Office Word 2010 9
- 10. XPXPXPMoving Text in a Document • Select the text you want to move • Dragging and Dropping – Press and hold down the mouse button until the drag-and-drop pointer appears, and then drag the selected text to its new location – Use the dotted insertion point as a guide to determine exactly where the text should be inserted – Release the mouse button to “drop” the text at the insertion point New Perspectives on Microsoft Office Word 2010 10
- 11. XPXPXPMoving Text in a Document • Cutting or Copying and Pasting Text – The key to cutting and pasting is the Clipboard, a temporary storage area on your computer that holds text or graphics until you need them – Select the text or graphics you want to cut or copy – To cut means to remove the selected content from the document and place it on the Clipboard – To copy means to copy the selected content to the Clipboard, while also leaving it in its original location – To paste means to insert (at the insertion point) the cut or copied content from the Clipboard into the document text New Perspectives on Microsoft Office Word 2010 11
- 12. XPXPXPMoving Text in a Document • The Clipboard task pane allows you to cut or copy multiple items at one time • The Clipboard task pane is opened by clicking the Dialog Box Launcher in the Clipboard group on the Home tab • When the Clipboard task pane is not opened, the Clipboard only stores the last item cut or copied • When the Clipboard task pane is open, the Clipboard can store up to 24 items • The last item cut or copied can be found at the top of the Clipboard task pane • When you exceed 24 items, the oldest item will be deleted from the Clipboard to make room for the newest item New Perspectives on Microsoft Office Word 2010 12
- 13. XPXPXPMoving Text in a Document New Perspectives on Microsoft Office Word 2010 13
- 14. XPXPXPMoving Text in a Document • To paste content from the Clipboard, click the Paste Options button in the document to open the Paste Options menu • The Keep Source Formatting button is selected by default; it keeps the original formatting of the item you are pasting • To paste only the text, without the formatting, you can click the Keep Text Only button New Perspectives on Microsoft Office Word 2010 14
- 15. XPXPXPFinding and Replacing Text • When you’re working with a longer document, the quickest and easiest way to locate a particular character, word, or phrase is to use the Navigation Pane • When you type a word or set of characters in the Navigation Pane, every instance of that word gets highlighted in the document and appears in the search results list in the Pane • Click the Find button in the Editing group on the Home tab to open the Navigation Pane New Perspectives on Microsoft Office Word 2010 15
- 16. XPXPXPFinding and Replacing Text • Replacing Text – To replace text, click the Replace button in the Editing group of the Home tab – In the Find and Replace dialog box, click the More button to expand the dialog box to display additional options (if you see the Less button, the additional options are already displayed) – In the Search list box, select Down if you want to search from the insertion point to the end of the document, select Up if you want to search from the insertion point to the beginning of the document, or select All to search the entire document – Type the characters you want to find in the Find what text box – Type the replacement text in the Replace with text box New Perspectives on Microsoft Office Word 2010 16
- 17. XPXPXPFinding and Replacing Text • Replacing Text (continued) – Click the Find whole words only check box to search for complete words – Click the Match case check box to insert the replacement text with the same case (upper or lower) as in the Replace with text box. – Click the Find Next button – Click the Replace button to substitute the found text with the replacement text and find the next occurrence – Click the Replace All button to substitute all occurrences of the found text with the replacement text, without reviewing each occurrence New Perspectives on Microsoft Office Word 2010 17
- 18. XPXPXPFinding and Replacing Text New Perspectives on Microsoft Office Word 2010 18
- 19. XPXPXP Using the Spelling and Grammar Checker • Use the Spelling and Grammar Checker to thoroughly check a document, word by word • Move the insertion point to the beginning of the document, click the Review tab on the Ribbon, and then, in the Proofing group, click the Spelling & Grammar button • In the Spelling and Grammar dialog box, review any items highlighted in color. Possible grammatical errors appear in green; possible spelling errors appear in red. Review the suggested corrections in the Suggestions list box • To accept a suggested correction, click on it in the Suggestions list box, click the Change button to make the correction, and then continue searching the document for errors • To skip the current instance of the highlighted text and continue searching the document for errors, click the Ignore Once button New Perspectives on Microsoft Office Word 2010 19
- 20. XPXPXP Using the Spelling and Grammar Checker • Click the Ignore All button to skip all instances of the highlighted text and continue searching the document for errors. Click the Ignore Rule button to skip all instances of a highlighted grammatical error • To type your correction directly in the document, click outside the Spelling and Grammar dialog box, make the correction, and then click the Resume button in the Spelling and Grammar dialog box • To add an unrecognized word to the dictionary, click the Add to Dictionary button • When you see a dialog box informing you that the spelling and grammar check is complete, click the OK button New Perspectives on Microsoft Office Word 2010 20
- 21. XPXPXP Using the Spelling and Grammar Checker New Perspectives on Microsoft Office Word 2010 21
- 22. XPXPXPWorking with Styles • A style, also known as a Quick Style, is a set of formatting options that you can apply by clicking its icon in the Quick Style gallery on the Home tab. • All the text you type in a document has some style applied • Some styles apply paragraph-level formatting—they are set up to format an entire paragraph, including changing the paragraph and line spacing • Some styles apply character-level formatting—they are set up to format only a few characters or words • One row of the Quick Styles gallery is always visible on the Home tab; to access more styles, click the More button in the Styles group to display the entire Quick Styles gallery New Perspectives on Microsoft Office Word 2010 22
- 23. XPXPXPWorking with Styles New Perspectives on Microsoft Office Word 2010 23
- 24. XPXPXPWorking with Styles • Working with Heading Levels – Heading styles have different levels – Heading 1 style is the highest level, is used for the major headings, and applies the most noticeable formatting – Heading 2 style is used for headings that are under Heading 1; it applies slightly less dramatic formatting New Perspectives on Microsoft Office Word 2010 24
- 25. XPXPXPWorking with Themes • The document theme controls the fonts, colors, and other visual effects available to you as you format a document • Word has 44 different themes available, created by professional designers, to ensure that a document has a polished, coherent look • Along with the theme, there are also coordinated color schemes • The Office theme is applied to all new documents by default • To ensure that your documents have a harmonious look, each theme assigns one font or font style for headings and one for body text; in some themes, the same font is assigned to each use New Perspectives on Microsoft Office Word 2010 25
- 26. XPXPXPWorking with Themes • To change the document’s theme, click the Themes button, located in the Themes group on the Page Layout tab, and select the theme you want. New Perspectives on Microsoft Office Word 2010 26
- 27. XPXPXP Overview of MLA Formatting Guidelines New Perspectives on Microsoft Office Word 2010 27
- 28. XPXPXP Overview of MLA Formatting Guidelines New Perspectives on Microsoft Office Word 2010 28
- 29. XPXPXPReviewing the MLA Style • A style guide is a set of rules that describe the preferred format and style for a certain type of writing • Style guides emphasize the proper way to create citations, which are formal references to the work of others • Researchers in the social and behavioral sciences use the American Psychological Association (APA) style guide • In the humanities, the Modern Language Association (MLA ) style is widely used • The MLA Handbook for Writers of Research Papers is published by The Modern Language Association of America New Perspectives on Microsoft Office Word 2010 29
- 30. XPXPXPReviewing the MLA Style • The MLA guidelines focus on specifications for formatting a research document and citing the sources used in research conducted for a paper • The MLA style is very flexible, making it easy to include citations without disrupting the natural flow of the writing • In MLA style, citations take the form of a brief parenthetical entry, with a complete reference to each item included in the alphabetized bibliography at the end of the research paper • MLA guidelines were also designed to ensure consistency in documents, so that all research papers look alike; there should be no special formatting applied to the text in an MLA style research paper New Perspectives on Microsoft Office Word 2010 30
- 31. XPXPXPReviewing the MLA Style • Checklist for formatting a default Word document to match the MLA style: – Double-space the entire document – Remove paragraph spacing from the entire document – Increase the font size for the entire document to 12 points – Indent the first line of each body paragraph .5 inch from the left margin. – Add the page number (preceded by your last name) in the upper-right corner of each page (you can omit this from the first page) New Perspectives on Microsoft Office Word 2010 31
- 32. XPXPXPIndenting a Paragraph • In a Hanging indent, all lines except the first line of the paragraph are indented from the left margin • Indent markers show the paragraph’s current indent settings – The First Line Indent marker looks like the top half of an hour glass – The Hanging Indent marker looks like the bottom half of an hour glass – The square below the Hanging Indent marker is the Left Indent marker – The Right Indent Marker looks just like the Hanging Indent marker, except that it is located on the far right side of the horizontal ruler. New Perspectives on Microsoft Office Word 2010 32
- 33. XPXPXPIndenting a Paragraph New Perspectives on Microsoft Office Word 2010 33
- 34. XPXPXP Inserting and Modifying Page Numbers • When inserting page numbers in a document, use a page number field – an instruction that tells Word to insert a page number on each page • Word inserts page number fields in the header (the blank area above the top margin) or in the footer (below the bottom margin) • Page numbers can also be inserted in the side margins, although for business or academic documents, it’s customary to place them in the header or footer • The Page Number button is in the Header & Footer group on the Insert tab • The MLA style requires a page number preceded by the student’s last name in the upper-right corner of each page New Perspectives on Microsoft Office Word 2010 34
- 35. XPXPXP Inserting and Modifying Page Numbers • When you select the Page Number location for insertion, a gallery of page styles appears New Perspectives on Microsoft Office Word 2010 35
- 36. XPXPXP Creating Citations and a Bibliography • A bibliography (or list of works cited) is an alphabetical list of all the books, magazines, Web sites, movies, and other works that you refer to in your research paper • The items listed in a bibliography are known as sources • Every source included in your citations then has a corresponding entry in the works-cited list • Within the research paper, you include a parenthetical reference, or citation, every time you quote or refer to a source • A citation should include enough information to easily identify the quote or referenced material, so that the reader can locate the source in the accompanying works-cited list New Perspectives on Microsoft Office Word 2010 36
- 37. XPXPXP Creating Citations and a Bibliography • Creating Citations – Click the References tab, click the Bibliography Style button arrow in the Citations & Bibliography group, and then select the style you want – Enter information in the Create Source dialog box New Perspectives on Microsoft Office Word 2010 37
- 38. XPXPXP Creating Citations and a Bibliography • Generating a Bibliography – On the References tab, in the Citations & Bibliography group, click the Bibliography button – Select Bibliography or Works Cited style New Perspectives on Microsoft Office Word 2010 38
- 39. XPXPXP Creating Citations and a Bibliography • Modifying an Existing Source – Click a citation to that source in the document, click the Citations Options button on the content control, and then click Edit Source • Updating a Bibliography – To update a bibliography created with a bibliography style, click the bibliography, and then, in the content control tab, click Update Citations and Bibliography – To update a bibliography that was created without a style, right-click the bibliography, and then click Update Field on the Shortcut menu New Perspectives on Microsoft Office Word 2010 39
- 40. XPXPXP Finalizing an MLA Works Cited Page • Adapting a Word bibliography to match MLA guidelines : 1. Format the “Works Cited” heading to match the formatting of the rest of the text in the document. 2. Center the title of the Works Cited list. 3. Change the formatting of the titles in the entries from underlined to italics. 4. For each item in the list that is a print publication, type “Print.” at the end of the entry. Other types of media require similar notations. 5. Double-space the entire works cited list, including the heading, with no extra space after the paragraphs. 6. Change the font size for the entire works cited list to 12 point. New Perspectives on Microsoft Office Word 2010 40