Computer Courseware

CustomGuide, Inc. is independent from Certiport, Inc. and not affiliated with Certiport in any manner. This publication may be
used in assisting students to prepare for an INTERNET & COMPUTING CORE CERTIFICATION™ Exam. Neither Certiport,
Inc., its agents, nor CustomGuide, Inc. warrant that use of this material will ensure success in connection with any exam.

© 2005 by CustomGuide, Inc. 1502 Nicollet Avenue South, Suite 1; Minneapolis, MN 55403
This material is copyrighted and all rights are reserved by CustomGuide, Inc. No part of this publication may be reproduced,
transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by
any means, electronic, mechanical, magnetic, optical, chemical, manual, or otherwise, without the prior written permission of
CustomGuide, Inc.
We make a sincere effort to ensure the accuracy of the material described herein; however, CustomGuide makes no warranty,
expressed or implied, with respect to the quality, correctness, reliability, accuracy, or freedom from error of this document or the
products it describes. Data used in examples and sample data files are intended to be fictional. Any resemblance to real
persons or companies is entirely coincidental.
The names of software products referred to in this manual are claimed as trademarks of their respective companies.
CustomGuide is a registered trademark of CustomGuide, Inc.
 Table of Contents
Introduction .......................................................................................................................... 7
Chapter One: Common Program Functions ..................................................................... 11
Lesson 1-1: Opening and Closing Word ..............................................................................12
Lesson 1-2: Getting Help from the Office Assistant............................................................14
Lesson 1-3: Changing the Office Assistant and Using the Help Button ..............................16
Lesson 1-4: Understanding the Program Screen..................................................................18
Lesson 1-5: Using Menus ....................................................................................................20
Lesson 1-6: Displaying and Hiding Toolbars ......................................................................22
Lesson 1-7: Working with Multiple Documents and Windows ...........................................24
Lesson 1-8: Viewing a Document and Using Zoom ............................................................26
Lesson 1-9: Creating a New Document...............................................................................28
Lesson 1-10: Opening and Closing a Document .................................................................30
Lesson 1-11: Saving a Document ........................................................................................32
Lesson 1-12: Saving a Document with a Different File Name or Type ...............................34
Lesson 1-13: Navigating Open Files ...................................................................................36
Lesson 1-14: Inserting Text .................................................................................................38
Lesson 1-15: Editing and Deleting Text ..............................................................................40
Lesson 1-16: Copying and Pasting Text ..............................................................................42
Lesson 1-17: Cutting and Pasting Text ................................................................................44
Lesson 1-18: Using Undo, Redo, and Repeat ......................................................................46
Lesson 1-19: Finding and Replacing Text ...........................................................................48
Lesson 1-20: Checking Spelling ..........................................................................................50
Lesson 1-21: Formatting Text..............................................................................................52
Lesson 1-22: Applying Subscript and Superscript...............................................................54
Lesson 1-23: Inserting a Picture ..........................................................................................56
Lesson 1-24: Inserting, Selecting and Resizing an Image File ............................................58
Lesson 1-25: Duplicating, Moving, and Deleting an Object ...............................................60
Lesson 1-26: Drawing on Your Documents.........................................................................62
Lesson 1-27: Aligning and Grouping Objects .....................................................................64
Lesson 1-28: Layering Objects ............................................................................................66
Lesson 1-29: Changing the Paper Orientation and Size ......................................................68
Lesson 1-30: Adjusting Margins..........................................................................................70
Lesson 1-31: Previewing and Printing a Document.............................................................72
Lesson 1-32: Changing Printer Settings and the Default Printer .........................................74
Lesson 1-33: Using the Print Manager ................................................................................75
Chapter One Review............................................................................................................76
Chapter Two: Word Processing Functions .................................................................... 87
Lesson 2-1: Selecting and Replacing Text...........................................................................88
Lesson 2-2: Formatting Paragraph Line Spacing.................................................................90
Lesson 2-3: Formatting Spacing between Paragraphs .........................................................92
4 IC3 Module 1 – Computing Fundamentals

Lesson 2-4: First Line and Hanging Indents ........................................................................94

Lesson 2-5: Creating Bulleted and Numbered Lists ............................................................96
Lesson 2-6: Creating a Document in Outline View .............................................................98
Lesson 2-7: Inserting Symbols and Special Characters .....................................................100
Lesson 2-8: Inserting the Date and Time ...........................................................................102
Lesson 2-9: Inserting Comments .......................................................................................104
Lesson 2-10: Setting Tab Stops with the Ruler ..................................................................106
Lesson 2-11: Adjusting and Removing Tabs......................................................................108
Lesson 2-12: Inserting Page Breaks...................................................................................110
Lesson 2-13: Inserting Automatic Page Numbering ..........................................................112
Lesson 2-14: Creating Headers and Footers ......................................................................114
Lesson 2-15: Adding Footnotes and Endnotes...................................................................116
Lesson 2-16: Adding Borders to Paragraphs......................................................................118
Lesson 2-17: Adding Shading ............................................................................................120
Lesson 2-18: Creating and Applying Paragraph Styles......................................................122
Lesson 2-19: Modifying a Style.........................................................................................124
Lesson 2-20: Using the Format Painter..............................................................................126
Lesson 2-21: Correcting Your Grammar............................................................................128
Lesson 2-22: Using the Thesaurus and Word Count ..........................................................130
Lesson 2-23: Tracking Changes.........................................................................................132
Lesson 2-24: Accepting and Rejecting Tracked Changes ..................................................134
Lesson 2-25: Creating a Table and Inserting Data .............................................................136
Lesson 2-26: Working with a Table and Editing Data........................................................138
Lesson 2-27: Inserting and Deleting Rows and Columns ..................................................140
Lesson 2-28: Adjusting Column Width..............................................................................142
Lesson 2-29: Adjusting Row Height ..................................................................................144
Lesson 2-30: Merging and Splitting Cells..........................................................................146
Lesson 2-31: Orienting, Aligning, and Spacing Cell Contents ..........................................148
Lesson 2-32: Modifying Borders .......................................................................................150
Lesson 2-33: Adding Shading and Patterns .......................................................................152
Lesson 2-34: Sorting Data in a Table .................................................................................154
Lesson 2-35: Using AutoFormat ........................................................................................156
Chapter Two Review..........................................................................................................157
Chapter Three: Spreadsheet Functions ...................................................................... 169
Lesson 3-1: Selecting a Cell and Entering Labels..............................................................170
Lesson 3-2: Selecting a Range of Cells and Entering Values.............................................172
Lesson 3-3: Selecting the Entire Worksheet and Entering Dates .......................................174
Lesson 3-4: Editing, Clearing, and Replacing Cell Contents.............................................176
Lesson 3-5: Cutting, Copying, and Pasting Cells...............................................................178
Lesson 3-6: Selecting, Inserting, and Deleting Cells, Rows, and Columns .......................180
Lesson 3-7: Modify Column Widths and Row Heights .....................................................182
Lesson 3-8: Inserting and Deleting Worksheets.................................................................184
Lesson 3-9: Creating a Custom Number Format ...............................................................186
Lesson 3-10: Changing Cell Alignment and Merging Cells ..............................................188
Lesson 3-11: Adding Borders.............................................................................................190
Lesson 3-12: Applying Colors and Patterns.......................................................................192
Lesson 3-13: Using AutoFormat ........................................................................................194
Lesson 3-14: Sorting Data .................................................................................................196
Lesson 3-15: Working with Absolute and Relative Cell References..................................198
Lesson 3-16: Entering Formulas ........................................................................................200
Lesson 3-17: Fixing Errors in Your Formulas....................................................................202
Lesson 3-18: Calculating Value Totals with AutoSum.......................................................204
Lesson 3-19: Creating a Chart ...........................................................................................206
Lesson 3-20: Formatting and Editing Objects in a Chart...................................................208
Lesson 3-21: Changing a Chart Type and Working with Pie Charts ..................................210

 2005 CustomGuide, Inc.

 Introduction 5
Lesson 3-22: Adding Titles, Gridlines, and a Data Table .................................................. 212
Chapter Three Review ....................................................................................................... 214
Chapter Four: Communicating with Presentation Software....................................223
Lesson 4-1: Inserting Slides and Changing Slide Layout .................................................. 224
Lesson 4-2: Duplicating, Moving, and Deleting Slides in Slide Sorter View.................... 226
Lesson 4-3: Adding Text in Outline View.......................................................................... 228
Lesson 4-4: Editing Text.................................................................................................... 230
Lesson 4-5: Formatting Text.............................................................................................. 232
Lesson 4-6: Working with Bulleted and Numbered Lists .................................................. 234
Lesson 4-7: Inserting and Resizing an Image .................................................................... 236
Lesson 4-8: Inserting and Resizing Pictures...................................................................... 238
Lesson 4-9: Creating a Chart ............................................................................................. 240
Lesson 4-10: Applying Colors and Shadow....................................................................... 242
Lesson 4-11: Applying a Design Template ........................................................................ 244
Lesson 4-12: Changing Slide View.................................................................................... 246
Lesson 4-13: Changing Background Color........................................................................ 248
Lesson 4-14: Using Slide Transitions ................................................................................ 250
Lesson 4-15: Adding Notes to Your Slides ........................................................................ 252
Lesson 4-16: Page Setup for Handouts and Transparencies .............................................. 254
Lesson 4-17: Delivering a Presentation on a Computer .................................................... 256
Chapter Four Review......................................................................................................... 258
Index...................................................................................................................................265

 2005 CustomGuide, Inc.

 Introduction
Welcome to CustomGuide: Microsoft Word 2003. CustomGuide courseware allows
instructors to create and print manuals that contain the specific lessons that best meet their
students’ needs. In other words, this book was designed and printed just for you.
Unlike most other computer-training courseware, each CustomGuide manual is uniquely
designed to be three books in one:
• Step-by-step instructions make this manual great for use in an instructor-led class or as a
self-paced tutorial.
• Detailed descriptions, illustrated diagrams, informative tables, and an index make this
manual suitable as a reference guide when you want to learn more about a topic or
process.
• The handy Quick Reference box, found on the last page of each lesson, is great for when
you need to know how to do something quickly.
CustomGuide manuals are designed both for users who want to learn the basics of the
software and those who want to learn more advanced features.
Here’s how a CustomGuide manual is organized:

Chapters
Each manual is divided into several chapters. Aren’t sure if you’re ready for a chapter? Look
at the prerequisites that appear at the beginning of each chapter. They will tell you what you
should know before you start the chapter.

Lessons
Each chapter contains several lessons on related topics. Each lesson explains a new skill or
topic and contains a step-by-step exercise to give you hands-on-experience.

Chapter Reviews
A review is included at the end of each chapter to help you absorb and retain all that you have
learned. This review contains a brief recap of everything covered in the chapter’s lessons, a
quiz to assess how much you’ve learned (and which lessons you might want to look over
again), and a homework assignment where you can put your new skills into practice. If you’re
having problems with a homework exercise, you can always refer back to the lessons in the
chapter to get help.
8 IC3 Module 1 – Computing Fundamentals

How to Use the Lessons

Every topic is presented on two facing pages, so that you can concentrate on the lesson
without having to worry about turning the page. Since this is a hands-on course, each lesson
contains an exercise with step-by-step instructions for you to follow.
To make learning easier, every exercise follows certain conventions:
• Anything you’re supposed to click, drag, or press appears like this.
• Anything you’re supposed to type appears like this.
• This book never assumes you know where (or what) something is. The first time you’re
told to click something, a picture of what you’re supposed to click appears either in the
margin next to the step or in the illustrations at the beginning of the lesson.

Illustrations show what your

screen should look like as you 24 Microsoft Excel 2000
follow the lesson. They also 24 Microsoft Excel 2000
describe controls, dialog boxes,
and processes. Lesson
Lesson4-2:
4-2:Formatting
FormattingValues
Values
Figure 4-3
TheFigure
Numbers tab4-3
of the
Format
The Cells dialogtabbox.
Numbers of the Preview of the
Format Cells dialog box. selected number
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Figure 4-4 Select a number
format
selected number
category
TheFigure 4-4
Expense Report Select a number
format
worksheet values Report
before category
The Expense
being formatted.
worksheet values before
Select a number
being formatted.
Figure 4-5 format
Select a number
TheFigure 4-5 format
Expense Report
worksheet values Report
The Expense after being
formatted.
worksheet values after being
formatted.
An easy-to-understand
Figure 4-3
introduction explains the task or Figure 4-3
topic covered in the lesson and
what you’ll be doing in the
exercise.

Figure 4-4 Figure 4-5

Figure 4-4 Figure 4-5

In this lesson, you will learn how to apply number formats. Applying number formatting changes
You can also format howIn values are displayed—it
this lesson, you will learn doesn’t
how tochange
apply the actual
number information
formats. in any
Applying way. Excel
number is often
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use a dollar
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margin. or Formatting
by selectingtoolbar
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or by → Cells
selecting
format
sign for you. currency (such as $548.67), Excel will automatically apply the currency number
to indicate
format for you.
The Formatting toolbar has five buttons (Currency, Percent, Comma, Increase Decimal, and
from the menu
Format and
→ Cells The Formatting
Decrease Decimal)toolbar
you canhas usefive buttons apply
to quickly (Currency,
commonPercent, Comma,
number Increase
formats. If noneDecimal,
of these and
buttons
clicking
from the menu and
Number tab. hasDecrease
what you’reDecimal)
looking you can
for, useneed
you to quickly apply
to use the common
Format Cellsnumber formats.
dialog box If none of
by selecting these →
Format buttons
clicking the
Icons and pictures appear in the Number tab. hasfrom
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from
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dialog
menulooking
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and
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the Number
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but ittab. Formatting
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and the
Format →
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formatting Cells
margin, showing you what to dialog
We’ll usebox
bothisn’t as fastinasthis
methods using the toolbar, but it gives you more precision and formatting options.
lesson.
We’ll use both methods in this lesson.
click or look for. 1. Select the cell range D5:D17 and click the Comma Style button on
Comma Style 1.theSelect the celltoolbar.
Formatting range D5:D17 and click the Comma Style button on
Comma
button Style theadds
Excel Formatting toolbar.(the comma) and two decimal places to the selected cell
a hundreds separator
button range.
Excel adds a hundreds separator (the comma) and two decimal places to the selected cell
Clear step-by-step instructions range.

guide you through the exercise.

Anything you need to click
appears like this.

 2005 CustomGuide, Inc.

 Introduction 9

• When you see a keyboard instruction like “press <Ctrl> + <B>,” you should press and
hold the first key (<Ctrl> in this example) while you press the second key (<B> in this
example). Then, after you’ve pressed both keys, you can release them.
• There is usually more than one way to do something in Word. The exercise explains the
most common method of doing something, while the alternate methods appear in the
margin. Use whatever approach feels most comfortable for you.
• Important terms appear in italics the first time they’re presented.
• Whenever something is especially difficult or can easily go wrong, you’ll see a:
NOTE:
immediately after the step, warning you of pitfalls that you could encounter if you’re not
careful.
• Our exclusive Quick Reference box appears at the end of every lesson. You can use it to
review the skills you’ve learned in the lesson and as a handy reference—when you need
to know how to do something fast and don’t need to step through the sample exercises.

Formatting a Worksheet 25
Formatting a Worksheet 25

2. Click cell A4 and type Annual Sales.

2. Click cell A4inand
The numbers type Annual
this column Sales. as currency.
should be formatted Anything you need to type
The numbers in this column should be formatted as currency.
3. Press <Enter> to confirm your entry and overwrite the existing appears like this.
3. Press <Enter> to confirm your entry and overwrite the existing
information.
information.
4. Select the cell range G5:G17 and click the Currency Style button on
4. Select the cell range
the Formatting G5:G17 and click the Currency Style button on
toolbar. Currency Style
theA Formatting
dollar sign and toolbar.
two decimal places are added to the values in the selected cell range.
Currency Style
button
A dollar sign and two decimal places are added to the values in the selected cell range. Otherbutton
Ways to Apply Whenever there is more than
5. Select the cell range F5:F17 and click the Percent Style button on Currency
Other Ways to Formatting:
Apply
5. Select the cell range
the Formatting F5:F17 and click the Percent Style button on
toolbar. Currency
• Type theFormatting:
dollar sign ($) one way to do something, the
theExcel
Formatting toolbar.
applies percentage style number formatting to the information in the Tax column.
• Typebefore you enter
the dollar a number.
sign ($)
before you enter a number. most common method is
Notice
Excel therepercentage
applies isn’t a decimal place—Excel
style number rounds
formatting to any decimal places
the information to the
in the Taxnearest
column.whole
number.
Notice thereThat
isn’tisn’t suitable
a decimal here—you want
place—Excel to include
rounds a decimal
any decimal placesplace tonearest
to the accurately show
whole presented in the exercise and
number. Thattax
the exact isn’t suitable here—you want to include a decimal place to accurately show
rate.
the exact tax rate. the alternate methods are
6. With the Tax cell range still selected, click the Increase Decimal
6. With the Tax
button cellFormatting
on the range still toolbar.
selected, click the Increase Decimal presented in the margin.
button on the
Excel adds Formatting
one decimal place totoolbar.
the information in the tax rate column.
Excel adds
Next, youone decimal
want placethe
to change to date
the information
format in thein date
the tax rate column.
column. There isn’t a “Format Date”
button
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menu.Cells from the menu or right-clicking
Format→ Tables provide summaries of the
and selecting Format Cells from the shortcut menu.
7. With the Date cell range still selected, select Format → Cells from terms, toolbar buttons, or
7. With
thethe Dateselect
menu, cell range still from
4-Mar-97 selected, select
the Type Format
list → click
box and Cells OK.
from Quick Reference
the menu, select 4-Mar-97 from the Type list box and click OK.
Quick Reference
To Apply Number shortcuts covered in the lesson.
That’s all there is to formatting values–not as difficult as you thought it would be, was it? The To Formatting:
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following
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all there lists
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formatting you want to apply.

 2005 CustomGuide, Inc.

 Chapter One:
Common Program
Functions
Chapter Objectives: Prerequisites
• Microsoft Office 2000
• Open and close a program
installed on your
• Utilize help resources computer.
• An understanding of
• Understand the program screen and use menus and toolbars
basic computer
• Work with multiple documents and windows functions (how to use
the mouse and
• View a document and use zoom keyboard).
• Create a new document
• Open and close a document
• Save a document
• Insert, edit, delete, copy, cut, paste and format text
• Use undo, redo, and repeat
• Check spelling
• Insert and edit pictures and objects
• Adjust page format
• Preview and print documents

This chapter includes the knowledge and skills required to perform functions common to all
Windows applications. Although we will be working solely with Microsoft Word, skills
and knowledge covered in this chapter will concentrate on those features considered
basic and, to the largest extent possible, applicable to all Windows-based programs.
Elements include the ability to start and exit applications, how to use toolbars and other on-
screen elements, how to use online help, and how to perform file management, editing,
formatting, and printing functions common to most Windows applications.
12 IC3 Module 2 – Key Applications

Lesson 1-1: Opening and Closing

Word
Figure 1-1
The Windows Desktop.
Figure 1-2
Programs located under
the Windows Start button.
Figure 1-3
Close buttons on the
Microsoft Word program
screen.
Figure 1-1 Figure 1-2
Closes the Microsoft
Word Program

L IC3
Objective: 2.1.1.1 and
2.1.1.2 Closes the current
document
Req. File: None

Figure 1-3

Before starting Word 2000 (some people refer to starting a program as opening or launching),
make sure your computer is on. If it’s not, turn it on! Start Word 2000 the same way you
would start any other program on your computer; use the Start button. Because every
computer can be set up differently (some people like to rearrange and reorder their program
menu), the procedure for starting Word might be different from the one listed here. You will
also learn to close the program in this lesson.

1. Make sure your computer is on and the Windows desktop is open.

Your computer screen should look similar to the one shown in Figure 1-1.
2. Use your mouse to point to and click the Start button, located on the
left-hand side of the Windows taskbar at the bottom of the screen.
Start button
The Windows Start menu pops up.

 2005 CustomGuide, Inc.

 Chapter One: Common Program Functions 13

3. Move your mouse until the cursor points to Programs.

A menu similar to the one shown in Figure 1-2 shoots out from the right side of
Programs. The programs and menus listed will depend on the programs installed on
your computer, so your menu will probably look somewhat different from the
illustration.
4. On the Programs menu, point to and click Microsoft Word.
Depending on how many programs are installed on your computer and how they are
organized, it might be a little difficult to find the Microsoft Word program. Once you
click on the Microsoft Word program, your computer’s hard drive will whir for a
moment while it loads Word. The Word program screen appears, as shown in Figure
1-3.
Once you’re finished with the Word program, close it.
5. Click the Close button on the Microsoft Word Title Bar.
There are two close buttons on your screen—make sure you click the one in the very
far upper-right hand corner of the screen to close Word. The close button located
underneath Word’s Title Bar would close the document you are working on, not the Close button
Word program. Other Ways to Exit
6. A dialog box appears, asking if you want to save changes to the current
Word:
document. • Select File → Exit from
the menu.
This dialog box appears if you have not saved changes to the open document. You have
three options:
• Yes: Click to open the Save dialog box and save the document on your
computer.
• No: Close the open document without saving changes. You’ll learn more about
saving in another lesson.
• Cancel: Close the dialog box and return to the Word program.
7. Click No.
The program closes and you are back at the Windows desktop.

Quick Reference
To Start the Microsoft
Word Program:
1. Click the Windows Start
button.
2. Select Programs →
Microsoft Word.
To Close the Microsoft
Word Program:
• Click the Word Program
Close button.
Or…
• Select File → Exit from
the menu.

 2005 CustomGuide, Inc.

14 IC3 Module 2 – Key Applications

Lesson 1-2: Getting Help from the

Office Assistant
Figure 1-4
Dialog box for asking
questions.
Figure 1-5
Dialog box for selecting an
appropriate topic.
Figure 1-6
Possible topic answers for
your question.
Figure 1-4
Figure 1-7
The Help text for the
selected topic.
Figure 1-5

L IC3
Objective: 2.1.1.4
Req. File: None

Figure 1-6 Figure 1-7

When you don’t know how to do something in Windows or a Windows based program, don’t
panic—ask the Office Assistant for help. The Office Assistant is a cute animated character (a
paper clip by default) that can answer your questions, offer tips, and provide help for all of
Word’s features. Many Word users don’t use the Office Assistant because they think of it as an
amusing distraction—something to keep them entertained while they pound out boring budget
numbers with Word. This is unfortunate, because the Office Assistant knows more about Word
than most Word reference books do!
Whenever you use Word, you can make the Office Assistant appear by pressing the <F1> key.
Then all you have to do is ask the Office Assistant your question in normal English. This
lesson will show you how you can get help by asking the Office Assistant a question about a
Word feature in normal English.

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 Chapter One: Common Program Functions 15

1. Press the <F1> key. The <F1> key is the

The Office Assistant appears and asks you what you would like to do, as shown in help key for all
Figure 1-4. Windows-based
2. Type How do I find and replace text? in the Office Assistant’s programs.
speech balloon, as shown in Figure 1-4.
You can ask the Office Assistant questions about Word in normal English, just as if you
were asking a person instead of a computer. No, the Office Assistant doesn’t really
understand the English language—computers have a way to go before they can do that.
The Office Assistant actually looks for key words and phrases in your questions like
“find,” “replace,” and “text.”
3. Click Search.
The Office Assistant presents you with a list of topics it thinks may be relevant for your Other Ways To Get Help:
question, as shown in Figure 1-5. You have to select the Help topic you’re looking for. 1. Select Help →
4. Click the Find and replace text or formatting Help topic. Contents and Index
More Help subtopics appear, as shown in Figure 1-6. Again, you have to select the from the menu.
most appropriate help topic. 2. Select a Help topic from
5. Click the Replace text Help topic. the list and click Open.
Word displays information on how to replace text. Notice the Help window has a row 3. Repeat Step 2 as
of buttons, or a toolbar, that look vaguely like some of the buttons you might have seen necessary until you
on a Web browser. Microsoft redesigned the Help system in Office 2000 so that you have found the Help
can navigate through help topics just like you would browse the Web. topic you are looking
6. Click the Help window’s Close button to close the help window. for.
The Help window closes; however, the Office Assistant remains onscreen and will
remain there, annoying you with its animated antics, unless you close it as well.

Table 1-1: Help Buttons

Button Description
Shows or hides a list of all available Help topics
Quick Reference
Moves back to the previous help topic
To Get Help from the
Moves forward to the next help topic Office Assistant:
1. Press the <F1> key.
Prints the current help topic 2. Type your question in the
Office Assistant’s speech
balloon and click Search
Displays a list of help options and commands
or press <Enter>.
3. Click the Help topic that
best matches what you’re
looking for (repeat as this
step as necessary.)

 2005 CustomGuide, Inc.

16 IC3 Module 2 – Key Applications

Lesson 1-3: Changing the Office

Assistant and Using the Help
Button
Figure 1-8
The Options tab of the
Office Assistant dialog box
allows you to change how
your Office Assistant
works.
Figure 1-9
The Gallery tab of the
Office Assistant dialog box Figure 1-8 Figure 1-9
allows you to choose a Click the Help button and
new Office Assistant. then click the control you want
more information on
Figure 1-10
The Help button. Click
this to display help on
what a dialog box control
does.

L IC3 Figure 1-10

Objective: 2.1.1.4
If you find that Clippit’s (the cartoon paper clip) antics are getting old, you can choose a
Req. File: None
different Office Assistant at any time. People have different tastes and personalities, and that’s
why Microsoft allows you to select from eight different Office Assistants (see Table 1-2:
Office Assistants) to guide you through Word. Of course, if you really hate the Office
Assistant, you can always completely shut it off, too.
The other topic covered in this lesson is how to use the Help button. During your journey with
Word, you will undoubtedly come across a dialog box or two with a number of confusing
controls and options. To help you find out what the various controls and options in a dialog
box are for, many dialog boxes contain a Help button that explains the purpose of each of the
dialog box’s controls. This lesson will show you how to use the Help button, but first, let’s
tame the Office Assistant.

To hide the Office 1. If necessary, select Help → Show the Office Assistant from the menu.
Assistant all together The Office Assistant appears.
right-click the Office 2. Right-click the Office Assistant and select Choose Assistant from the
Assistant and click shortcut menu.
Hide. The Office Assistant dialog box appears.

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 Chapter One: Common Program Functions 17

3. Click the Back or Next button to see the available Office Assistants.
The Office Assistant you select is completely up to you. They all work the same—they
just look and act different.
4. Click OK when you find an Office Assistant you like.
If you find the Office Assistant annoying (as many people do) and want to get rid of it
altogether, here’s how:
5. Right-click the Office Assistant.
A shortcut menu appears. Help button
6. Select Hide from the shortcut menu.
You can always bring the Office Assistant back whenever you require its help by
pressing the <F1> key. Now, let’s move on to how to use the Help button to discover
the purpose of confusing dialog box controls.
7. Select Format → Font from the menu.
The Font dialog box appears. Notice the Help button located in the dialog box’s title
bar just to the left of the dialog box’s Close button. This little button can answer a lot of
questions you might have in an unfamiliar dialog box.
8. Click the Help button.
The mouse pointer changes to a , indicating you can point to anything on the dialog
box to find out what it does.
9. Click the Underline style text box with the pointer. Quick Reference
A brief description of the Underline style text box appears as shown in Figure 1-10.
To Change Office
10. Close the Format Cells dialog box. Assistants:
1. If necessary, select Help
Table 1-2: Office Assistants1 → Show the Office
Office Assistant Description Assistant from the menu.
Though nothing more than a thin metal wire, Clippit will help you find what 2. Right-click the Office
Clippit you need and keep it together. Clippit is the default Office Assistant. Assistant and select
Choose Assistant from
The Dot Need a guide on the electronic frontier? Able to transform into any shape, the the shortcut menu.
Dot will always point you in the right direction. 3. Click the Next or Back
F1 is the first of the 300/M series, built to serve. This robot is fully optimized buttons until you find an
F1
for Office use. Office Assistant you like,
then click OK.
The mind of the Genius works at the speed of light. Harness his power of
The Genius To Hide the Office
thought to save yourself time and energy.
Assistant:
The Office Logo gives you help accompanied by a simple spin of its colored
Office Logo • Right-click the Office
pieces. It won’t distract you as you’re taking care of business.
Assistant and select Hide
Mother Nature Transforming into images from nature, such as the dove, the volcano, and the from the shortcut menu.
flower, Mother Nature provides gentle help and guidance. To See What a Control in a
If you’re on the prowl for answers in Windows, Links can chase them down Dialog Box Does:
Links
for you. 1. Click the dialog box Help
button (located right next
If you fall into a ravine, call Lassie. If you need help in Office, call Rocky. to the Close button).
Rocky
2. Click the control you want
1. Microsoft Office 2000 Help files, © 1999, Microsoft Corporation. more information on with
the pointer.

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18 IC3 Module 2 – Key Applications

Lesson 1-4: Understanding the

Program Screen
Title bar Menu bar Standard toolbar Formatting toolbar
Figure 1-11
Elements of the Word
program screen.
Ruler
Insertion
point

Horizontal
L IC3 Document
scroll bar

Objective: 2.1.2.1 window

Req. File: None

View buttons Status bar Vertical

scroll bar
Figure 1-11

The Word program screen may seem confusing and overwhelming the first time you see it.
What are all those buttons, icons, menus, and arrows for? This lesson will help you become
familiar with the Word program screen. There are no lengthy instructions for this lesson—all
you have to do is look at Figure 1-11 to see what everything you’re looking at represents. And
most of all, relax! This lesson is only meant to help you get acquainted with the Word screen;
you don’t have to memorize anything.

1. Select File → New from the menu.

A new file opens in Microsoft Word. Use Figure 1-11 as a guide and look around a bit.
Refer to Table 1-3: Elements of the Program Screen to familiarize yourself with the
specific purposes of each element of the Word screen.

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 Chapter One: Common Program Functions 19

Table 1-3: Elements of the Program Screen

Element What it’s Used For
Title bar Displays the name of the program you are currently using and the name of the
file you are working on. The Title bar appears at the top of all Windows
programs.
Menu bar Displays a list of menus used to give commands to the program you’re working
on. Clicking on a menu name displays a list of commands—for example,
clicking the Format menu in Microsoft Word would display different formatting
commands.
Standard toolbar Toolbars are shortcuts—they contain buttons for the most commonly used
commands (instead of wading through several menus). The Standard toolbar
contains buttons for the commands you use the most, such as saving, opening,
and printing files.
Formatting toolbar Contains buttons for the most commonly used formatting commands, such as
making text bold or in italics.
Ruler Displays left and right paragraph and document margins, and tab stops.
Document window This is where you type in text and work on your documents. You can have more
than one document window open at a time, allowing you to work on several
documents.
Insertion point The small, blinking line is where the text you type appears in the document. You
can move the insertion point by moving your mouse to a new location in the
document window (the pointer should change to ) and clicking, or by using the
arrow keys on the keyboard.
View buttons The view buttons appear on the left-hand side of the horizontal scroll bar and
are used to display documents in several different views: normal, online layout,
print layout, and outline. You’ll learn more about how these different views are
used later.
Scroll bars There are both vertical and horizontal scroll bars—you use them to view and
move around your document. The scroll box shows where you are in the
document—for example, if the scroll box is near the top of the scroll bar, you’re
at the beginning of a document.
Status bar Displays various important information, such as the total number of pages in a
document, which page you’re currently working on, and the position of the
insertion point.

Don’t worry if you find some of these elements of the program screen confusing at first—they
will make sense after you’ve used them—which you will do in the next lesson.

 2005 CustomGuide, Inc.

20 IC3 Module 2 – Key Applications

Lesson 1-5: Using Menus

Figure 1-12
The File menu.
Check to hide more
Figure 1-13 advanced menu
commands
The Customize dialog box.

L IC3
Figure 1-12
Objective: 2.1.2.1
Figure 1-13
Req. File: None
This lesson explains one of the most common ways to give commands to Word—by using the
Open a menu by
menus. Menus for all Windows programs can be found at the top of a window, just beneath
the program’s title bar. In Figure 1-12, notice the words File, Edit, View, Insert, Tools, Data,
clicking on it or by
Window, and Help. The next steps will show you why they’re there:
pressing the <Alt> key
and the underlined
letter in the menu.
1. Click the word File on the menu bar.
A menu drops down from the word File, as shown in Figure 1-12. The File menu
contains a list of file-related commands, such as New, which creates a new file; Open,
which opens or loads a saved file; Save, which saves the currently opened file; and
Close, which closes the currently opened file. Move on to the next step to learn how to
select a command from the File menu.
2. Click the word Close in the File menu.
The document window disappears—you have just closed the current document. Notice
each of the words in the menu has an underlined letter somewhere in them. For
example, the F in the File menu is underlined. Holding down the <Alt> key and
pressing the underlined letter in a menu produces the same effect as clicking on it. For
example, pressing the <Alt> key and then the <F> key would also open the File menu.
Move on to the next step and try it for yourself.
3. Press the <Alt> key then press the <F> key.
The File menu appears. Once you open a menu, you can navigate through the different
The Tools menu with menus, using either the mouse or the <Alt> key and the letter that is underlined in the
every command menu name.
displayed.
4. Press the Right Arrow Key <→ >.
The next menu to the right, the Edit menu, appears. If you open a menu and then
change your mind, it is easy to close it without selecting any commands. Click
anywhere outside the menu or press the <Esc> key.
5. Click anywhere outside the menu to close the menu without issuing any
commands.
NOTE: The procedure for using menus and the general order/layout of the menu is the
same for most Windows programs. So once you master Word’s menus, you
The Tools menu with can handle just about any Windows-based program!
less frequently used The menus in Word have some unique characteristics not featured in other Windows
commands hidden. programs and previous versions of Word! Microsoft Word displays its menu commands
on the screen in three different ways:

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 Chapter One: Common Program Functions 21

• By displaying every command possible, like in earlier versions of Word.

• By hiding the commands you don’t use as frequently (the more advanced commands)
from view.
• By displaying the hidden commands when you click the downward-pointing arrows ( ) at
the bottom of the menu or after waiting a couple seconds.
6. Click the word Tools in the menu.
The most common menu commands appear in the Tools menu. Some people feel
intimidated by so many menu options, so the menus in Office 2000 don’t display the
more advanced commands at first. To display a menu’s advanced commands, either
click on the downward pointing ( ) at the bottom of the menu or keep the menu open a
few seconds.
7. Click the downward-pointing arrow ( ) at the bottom of the Tools menu.
The more advanced commands appear shaded on the Tools menu.
If you’re accustomed to working with earlier versions of Microsoft Office, you may
find that hiding the more advanced commands is disconcerting. If so, you can easily
change how Word’s menus work. Here’s how:
8. Select View → Toolbars → Customize from the menu.
The Customize dialog box appears, as shown in Figure 1-13. This is where you can
change how Word’s menus work. There are two check boxes here that are important:
• Menus Show Recently Used Commands First: Clear this check box if
you want to show all the commands on the menus, instead of hiding the
advanced commands. Quick Reference
• Show Full Menus After a Short Delay: If checked, this option waits a few To Open a Menu:
seconds before displaying the more advanced commands on a menu. • Click the menu name with
9. Click Close. the mouse.
Or…
Table 1-4: Menus found in Microsoft Word • Press <Alt> and then the
File Description underlined letter in menu.
File File-related commands to open, save, close, print, and create new files To Display a Menu’s
Hidden Commands:
Edit Commands to copy, cut, paste, find, and replace text in a document
• Click the downward-
View Commands to change how the document is displayed on the screen pointing arrow ( ) at the
bottom of the menu.
Insert Lists items that you can insert into a document
Or…
Format Commands to format text, paragraphs
• Open the menu and wait
Tools Lists tools such as the Thesaurus and Word Count a few seconds.
Table Table-related commands To Change How Menus
Work:
Window Commands to display multiple windows
1. Select View → Toolbars
Help Get help on using Microsoft Word → Customize from the
menu.
2. Check or clear either the
Menus Show Recently
Used Commands First
and/or Show Full Menus
After a Short Delay
options, then click Close.

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22 IC3 Module 2 – Key Applications

Lesson 1-6: Displaying and Hiding

Toolbars
Click the to see additional
Figure 1-14 buttons on the toolbar

The Standard and

Formatting toolbars
squished together on the
same row.
Figure 1-15 Figure 1-14 Standard toolbar Formatting toolbar

The Standard and Standard toolbar

Formatting toolbars
stacked on separate rows.
Figure 1-16
The Customize dialog box.
Figure 1-15
Formatting toolbar

Clear this option to display

L IC3 the Standard and
Formatting toolbars
Objective: 2.1.2.2 stacked as separate
Req. File: None toolbars.

Figure 1-16

Toolbars are shortcuts—they contain buttons for the most commonly used commands. Instead
of wading through several menus to access a command, you can click a single button on a
toolbar. Two toolbars appear when you start Word by default: the Standard toolbar and the
Formatting toolbar.
The Standard toolbar is the toolbar located either on the left or on the top of the screen and
contains buttons for the commands you’ll use most frequently in Word, such as Save and
Print. The Formatting toolbar is located either to the right or below the Standard toolbar and
contains buttons for quickly formatting fonts and paragraphs.

1. Select View → Toolbars from the menu.

A list of all the available toolbars in Word appears. Notice that the Standard and
Formatting options have a checkmark next to them, indicating that they are already
shown on the screen.
Let’s see what the Picture toolbar looks like.

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 Chapter One: Common Program Functions 23

2. Select Picture.
The Picture toolbar appears on the screen. That’s all there is to displaying a toolbar.
When you’re finished with a toolbar it’s a good idea to hide it again, because too many
toolbars can take up valuable screen space.
3. Select View → Toolbars → Picture from the menu. Other Ways to Hide or
The Picture toolbar disappears. Display a Toolbar:
Today, many computers have large monitors, so Microsoft decided to save screen space • Right-click any toolbar
in Office 2000 by squishing both the Standard and Formatting toolbars together on the and select the toolbar
same bar, as shown in Figure 1-14. While squishing two toolbars together on the same you want to view from
bar gives you more space on the screen, it also makes the two toolbars look the shortcut menu.
confusing—especially if you’re used to working with a previous version of Microsoft
Office. If you find both toolbars sharing the same bar confusing, you can “un-squish”
the Standard and Formatting toolbars and stack them on top of each other, as illustrated
in Figure 1-15.
4. Select View → Toolbars → Customize from the menu.
The Customize dialog box appears, as shown in Figure 1-16. This is where you can
change how Word’s toolbars are displayed. To stack the Standard and Formatting
toolbars, simply clear the Standard and Formatting toolbars share one row check box.
Quick Reference
5. Click Close.
The Customize dialog box closes. To Display a Toolbar:
• Select View → Toolbars
from the menu and select
the toolbar you want to
view.
Or…
• Right-click any toolbar or
menu and select the
toolbar you want to view
from the shortcut menu.
To Hide a Toolbar:
• Select View → Toolbars
from the menu and select
the toolbar you want to
hide.
Or…
• Right-click any toolbar or
menu and select the
toolbar you want to hide
from the shortcut menu.
To Stack the Standard and
Formatting toolbars in
Two Separate Rows:
• Select View → Toolbars
→ Customize from the
menu and remove the
check from the Standard
and Formatting toolbars
share one row check
box.

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24 IC3 Module 2 – Key Applications

Lesson 1-7: Working with Multiple

Documents and Windows
Figure 1-17
Multiple documents open
on the screen.
Figure 1-18
Two documents on display
at the same time.

Figure 1-17 Figure 1-18

An icon appears on the taskbar
L IC3 for each open document.
Objective: 2.1.2.3
Req. File: Meeting One of the many benefits of Word is that you can open and work with several document files
Schedule.doc and Memo.doc at the same time. Each document you open in Word has its own window. This lesson explains
how to open and work with more than one document. You will also learn some tricks on
changing the size of a window, moving a window, and arranging a window.

1. Click the Open button on the Standard toolbar.

Let’s practice opening multiple documents.
2. Click the Meeting Schedule file. Press and hold down the <Ctrl> key
and click the Memo file. Click Open.
Word opens both of the files, and an icon appears on the taskbar for each open file as
shown in Figure 1-17.
Notice how the Title Bar for the Memo window is a different color than the Title Bar
for the Meeting Schedule window? That’s because the Memo window is active,
meaning it’s the window or document you’re currently working on. The other window,
Meeting Schedule, is currently inactive.
Use the Window menu To switch to a different document, click its icon on the taskbar.
to switch between any
open documents.
3. Click the Meeting Schedule icon (or whichever icon is not selected) on
the Windows taskbar.
The Meeting Schedule document appears. The Memo document is still open, but you
can’t see it because it is located behind the Meeting Schedule document window.
Sometimes it can be helpful to view two or more documents on screen at the same
time.
4. Select Window → Arrange All from the menu.
Maximize button Both documents—Meeting Schedule and Memo—appear in the program window, as
shown in Figure 1-18.

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 Chapter One: Common Program Functions 25

5. Click anywhere in the Memo window.

The Memo window becomes active and the Meeting Schedule becomes inactive. Restore button
To make working with several documents at once easier, you can change the size of the
windows. You can maximize or enlarge a window so it takes up the document window.
6. Click the Maximize button in the Meeting Schedule window’s title bar. The mouse pointer
changes shapes over
The Meeting Schedule window maximizes, filling the entire document window. You the border of a
can change a maximized window back to its original size by clicking the Restore window
button. The Restore button replaces the Maximize button whenever a window is
already maximized.
7. Click the Restore button in the Meeting Schedule window’s title bar.
The window returns to its previous size. Quick Reference
Besides Maximizing and Restoring a window, you can also manually fine-tune a To Switch between
window’s size to meet your own specific needs. A window must not be in a maximized Multiple Open Documents:
state if you want to manually size it. • Click the document on the
8. Position the mouse pointer over the bottom edge of the Meeting Windows taskbar.
Schedule window, until it changes to a . Or…
The two arrows point in the directions that you can move the border, indicating that • Select Window and
you can drag the window’s border up or down. select the name of the
NOTE: The mouse is very picky about where you place the pointer, and it can document you want to
sometimes be a little tricky finding the exact spot where the pointer changes. view.
9. While the pointer is still over the bottom edge of the window, click and To View Multiple Windows
hold down the mouse button, drag the mouse down a half-inch to move at the Same Time:
the window border, and then release the mouse button. • Select Window →
Notice the window border follows as you drag the mouse. When the window is the size Arrange All.
you want, you can release the mouse button to resize the window. You resized the
window by adjusting the bottom edge of a window, but you can also adjust the left, To Maximize a Window:
right, and top edges of a window. • Click the window’s
Sometimes, when you have more than one window open at the same time, you may Maximize button.
find that one window covers another window or other items on your screen. When this To Restore a Window:
happens, you can simply move a window to a new location on the screen—just like
you would move a report or folder to a new location on your desk. • Click the window’s
Restore button.
10. Click and drag the title bar of the Meeting Schedule window to a new
location on the screen. Release the mouse button to drop the window. To Manually Resize a
Remember that the title bar is at the top of the window or program, and displays the Window:
name of the program or window. An outline of the window follows your mouse as you 1. Position the mouse
drag the window, showing you where you are moving it. pointer over the edge of
11. Close the Meeting Schedule file. the window.
2. Hold down the mouse
button and drag the
mouse to resize the
window.
3. Release the mouse
button.
To Move a Window:
• Drag the window’s title
bar to the location where
you want to position the
window.

 2005 CustomGuide, Inc.

26 IC3 Module 2 – Key Applications

Lesson 1-8: Viewing a Document

and Using Zoom
Figure 1-19
The same document in
Normal View and Print
Layout View.
Figure 1-20 Normal View
Word’s view buttons, and
hidden characters
displayed in a document.

L IC3 Print Layout View

Objective: 2.1.2.4 and Figure 1-19 Figure 1-20 View buttons
2.1.2.5
Req. File: Memo.doc Word can create a variety of different types of documents: Simple letters, brochures and
flyers—even Web pages! When you work on various types of documents, you may find that
you need to change how you view the document on screen. Word offers several different ways
to view the computer screen:
Normal View • Normal View: The default document view for most word-processing tasks, such as
button typing, editing, and formatting. Normal View is easier to read on smaller monitors.
Other Ways to Switch to
• Web Layout View: You will work in Web layout view when you are creating a Web
Normal View:
page or a document that is viewed on the screen. In Web layout view, you can see
• Select View Normal backgrounds, text is wrapped to fit the window, and graphics are positioned just as they
from the menu. are in a Web browser.
• Print Layout View: This view displays your document as it will appear when printed.
Print Layout view uses more memory and can be slower on older computers.
• Outline View: This view displays your document in classic outline form. Work in
Outline View outline view when you need to organize and develop the content of your file.
button In this lesson, you will learn how to use these view modes; zoom in or out of a document; or
Other Ways to Switch to display characters you normally don’t see, such as spaces, paragraph marks, and tabs.
Outline View:
• Select View Outline 1. Make sure the Memo file appears on your screen. Click the Normal View
from the menu. button, located on the Horizontal scroll bar.
The document window changes to Normal View. Normal View optimizes the layout of
a document to make it easier to read on the screen.
2. Click the Outline View button on the Horizontal scroll bar.
Print Layout View The document changes to a rather confusing-looking Outline View. Outline View is
button useful for creating outlines and long documents. It shows the headings of a document
Other Ways to Switch to indented to represent its level in the document's structure. Outline View makes it easy
Print Layout View: to move quickly through a document, change the relative importance of headings, and
• Select View → Print rearrange large amounts of text by moving headings.
Layout from the menu.

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 Chapter One: Common Program Functions 27

3. Click the Print Layout View button on the Horizontal scroll bar.
The document window changes to Print Layout View. Print Layout View displays your
document as it will appear when you print it. Computer people “in the know”
sometimes refer to Print Layout View as a WYSIWYG view (pronounced “Whiz-E- Show/Hide button
Wig”, and stands for What You See Is What You Get). Print Layout View is probably
the best view to work on documents, especially if your computer has a large monitor
and high resolution (800 x 600 pixels or better).
Sometimes it is useful to see characters that are normally hidden, such as spaces, tabs,
and returns.
4. Click the Show/Hide button on the Standard toolbar.
The hidden characters, or characters that normally don’t print, appear in the document.
Paragraph marks appears as ¶, tabs appear as , and spaces appear as ⋅(dots). Notice
that the Show/Hide button on the Standard toolbar is depressed, indicating that the Zoom list
hidden characters in the document are visible.
5. Click the Show/Hide button on the Standard toolbar.
The hidden characters disappear. They’re still there—you just can’t see them. Quick Reference
Sometimes it is helpful to make a document appear larger on the computer’s screen, To Switch between
especially if you have a small monitor or bad eyes. Outline, Normal, and Print
6. Click the Zoom list arrow and select 100%. Layout Views:
The document appears on-screen at a magnification of 100%. • Click the View button on
7. Click the Zoom list arrow and select Page Width. the horizontal scroll bar
for the view you want.
The document zooms out to a level optimal for viewing the page width of the
document. This zoom level is an ideal setting for working with documents if you are Or…
working with a high-resolution (800 x 600 pixels or better) and/or a large monitor. • Select View from the
You can also view a document in full screen mode, dedicating 100% of the screen to menu and select the view
viewing the document. you want.
8. Select View → Full Screen from the menu. To Display/Hide Hidden
All the familiar title bars, menus, and toolbars disappear and the document appears in Characters (Tabs, Spaces,
full screen mode. Full screen mode is useful if you want to view your document as a and Paragraph Marks):
sheet of paper on screen, but the disadvantage is that the Word tools are not readily • Click the Show/Hide
available. You can still access the menus, although you can no longer see them, by button on the Standard
clicking the mouse at the very top of the screen. toolbar.
9. Click the Close Full Screen button floating over the document. To Change the Zoom Level
The full screen view closes and you are returned to the Print Layout View. of a Document:
10. Click the Close button to close the Memo file. • Select the zoom level
from the Zoom list arrow
on the Standard toolbar.
Or…
• Select View → Zoom
from the menu, select the
zoom level you want, and
click OK.
To View a Document in
Full Screen Mode:
• Select View → Zoom
Screen from the menu.

 2005 CustomGuide, Inc.

28 IC3 Module 2 – Key Applications

Lesson 1-9: Creating a New

Document
Figure 1-21
New
A new document in Word. Document
button
Figure 1-22
The New dialog box.

L IC3
Objective: 2.1.2.6
Req. File: None
Figure 1-21

New Document
button
Other Ways to Create a
New Document:
Figure 1-22
• Select File → New
from the menu. In this lesson, you will learn the most common ways to create a new document: through a
• Press <Ctrl> + <N>. menu and a toolbar. Menus for all Windows programs can be found at the top of a window,
just beneath the program’s title bar. Toolbars are shortcuts—they contain buttons for the most
commonly used commands. Instead of wading through several menus to access a command,
you can click a single button on a toolbar.

1. Position the mouse pointer over the New Document button on the
Standard toolbar (but don’t click the mouse yet!)
A Screen Tip appears over the button briefly identifying what the button is. In this case,
it is “New Blank Document”. If you don’t know what a button on a toolbar does,
simply move the pointer over it, wait a second, and a ScreenTip will appear over the
button, telling you what it does.
Screen Tip

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 Chapter One: Common Program Functions 29

2. Click the New Document button on the Standard toolbar.

A new, blank document appears. This document is based on Word’s default template.
You can also create new documents based on other templates. You can access these
templates using a menu. Here’s how…
3. Click the word File on the menu bar.
A list of available commands drops down.
4. Select New from the menu.
A dialog box appears. This is where you can choose which type of document you want
to create. Notice that there are a few different templates to choose from. Let’s stick
with the default blank document.
5. Select Blank Document in the dialog box. Click OK.
Yet another blank document appears on your screen.
As you can see, creating a new document is not a difficult process in Word.
You should have three blank documents open right now. Close two of them so you will
be prepared for an upcoming lesson.
6. Press <Ctrl> + <W> to close the blank document.
There should still be one blank document on your screen.

Table 1-5: New Dialog Box Tabs

Tab Description
General Includes the default template for new documents, and standard templates for
Web pages and e-mail messages.
Legal Pleadings Includes a wizard that will help you create a pleading template that matches
your needs.
Letters & Faxes Includes templates and wizards that help you compose letters and faxes, and
print mailing labels and envelopes.
Memos Choose from three memo template styles: contemporary, elegant, professional.
Quick Reference
Other Documents Includes templates and wizards to help you write an agenda, create a calendar,
or create a resume. To Create a New
Document:
Publications Templates to create a brochure, directory, manual or thesis.
• Click the New Blank
Reports Choose from three report template styles: contemporary, elegant, professional. Document button on the
Web Pages Create a Web page from a number of different templates. Standard toolbar.
Or…
Office 97 Use a template from Word 97.
Templates • Select File → New from
the menu.
Or…
• Press <Ctrl> + <N>.

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30 IC3 Module 2 – Key Applications

Lesson 1-10: Opening and Closing

a Document
Currently selected
Figure 1-23 folder or drive

The Open dialog box.

Figure 1-24
The Memo document as it
appears in Word. Select the file
you want to
Click one open
of these
options to Files in the
display the selected folder or
files in the drive
folder.
L IC3
Objective: 2.1.2.7, 2.1.2.9,
and 2.1.2.10
Figure 1-23 File name File types (can be changed)
Req. File: Memo.doc
Name of the program you’re using
(Microsoft Word) and the currently
opened document (Memo)

Figure 1-24

When you work with Word you will sometimes need to create a new document from scratch,
but more often, you’ll want to work on an existing document that you or someone else has
Open button
previously saved. This lesson explains how to open a single saved document, and how to
Other Ways to Open a close a document when you’re finished with it. Before we move on, however, it is important
File: to note that problems may arise when opening certain files. There could be many different
• Select File → Open reasons for this, including product or version incompatibility, file corruption, or unsupported
from the menu. file formats. If you are having problems opening a file, make sure you are in the correct
• Press <Ctrl> + <O>. program and are attempting to open the correct file.

1. Click the Open button on the Standard toolbar.

The Open dialog box appears. The default location of files is the My Documents folder,
so the files in this folder are what appear in the Open dialog box. This is not the folder
you want, so you will have to navigate your way to it.

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 Chapter One: Common Program Functions 31

2. Click the Look in list arrow and navigate to and open your Practice
folder.
Your computer stores information in files and folders, just like you store information in
a filing cabinet. To open a file, you must first find and open the folder where it’s saved.
The Open and Save dialog boxes both have their own toolbars that make it easy to
browse through your computer’s drives and folders. Two controls on this toolbar are
particularly helpful: Look in list
• Look In list: Click to list the drives on your
computer and the current folder, then select the drive and/or folder whose
contents you want to display.
• Up One Level button: Click to move up one folder level. This is Close button
especially helpful when sifting through folders within folders Other Ways to Close a
Follow your instructor’s directions to select the appropriate drive and folder where Document:
your practice files are located. • Select File → Close
3. In the Practice folder, double-click the document named Memo. from the menu.
Word opens the Memo document and displays it in the window, as shown in Figure • Press <Ctrl> + <W>.
1-24.
You don’t need to work on this file right now though, so close it.
4. Select File → Close to close the file.
The file closes and disappears from the Word program screen.
NOTE: If you had made any changes to the file while it was open and did not save
them before closing the file, a dialog box would appear asking if you want to
save changes to the document.
NOTE: If you have more than one document open in Word, each document appears as
an icon on the Windows taskbar. Additional document windows only have a
single close button, located in the Word title bar. To close any additional
documents, click the close button in the title bar.
Although we will discuss file types and formats in greater detail later on, it is important for Quick Reference
you to be able to identify the extensions associated with particular applications. Take a look at
To Open a Document:
the following table to familiarize yourself with several of the most common Microsoft
program file extensions. • Click the Open button on
the Standard toolbar.
Table 1-6: Common File Extensions Or…

Extension Application • Select File → Open from

the menu.
.DOC Microsoft Word document Or…
• Press <Ctrl> + <O>.
.XLS Microsoft Excel worksheet
To Close a Document:
.PPT Microsoft PowerPoint presentation • Click the Close button on
the menu bar.
.MDB Microsoft Access database Or…

.MPP Microsoft Project database • Select File → Close from

the menu.
Or…
• Press <Ctrl> + <W>.

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32 IC3 Module 2 – Key Applications

Lesson 1-11: Saving a Document

Currently selected folder or drive. Click the Go back to Search the Create a Menu of file
Figure 1-25 list arrow to list and change drives or folders. the previous Web. new folder. management
folder. commands
The Save As dialog box
toolbar.
Figure 1-26
Figure 1-25
Go up one Delete the View: Change
The Save As dialog box. folder or level. selected how files are
file(s). displayed.

Specifies where to save the

document (in which drive and
folder)
L IC3
Objective: 2.1.2.8
Req. File: None

Specify the file name

here
Save Word documents in
different file formats by selecting
Figure 1-26
the format you want to save.

After you’ve created a document, you need to save it if you intend on ever using it again.
Saving a document stores it in a file on your computer’s hard disk—similar to putting a file
away in a filing cabinet so you can use it later. Once you have saved a document the first time,
it’s a good idea to save it again from time to time as you work on it, because you don’t want
to lose all your work if the power suddenly goes out or if your computer crashes. In this
lesson, you will learn how to save a document.
Let’s try saving the blank document on your screen.

1. Click the Save button on the Standard toolbar.

Save button The Save As dialog box appears. This is where you give the document a name so that
Other Ways to Save: you can return to the document and work in it later.
• Select File → Save 2. Type New File in the File name text box.
from the menu. You also have to tell Word where to save your document.
• Press <Ctrl> + <S>. Using the Save As dialog box is very similar to using the Open dialog box. Here’s a
refresher on two very useful tools when navigating through folders on your computer:
• Save in list: Click to list the drives on your
computer and the current folder, then select the drive and/or folder whose
contents you want to display.
• Up One Level button: Click to move up one folder.

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 Chapter One: Common Program Functions 33

3. Click the Save in list arrow to navigate to your Practice folder, or

wherever you are instructed to save the file.
Ask your instructor for help if you don’t know where to save the file.
All that’s left is to confirm saving the file.
4. Click Save.
That’s all there is to saving a file.
Once you have saved the file, it is very easy to go back and make changes to it. Let’s
enter a change in the document now.
5. Type My name is (your name). on the page.
Now, save the change.
6. Click the Save button on the Standard toolbar.
Word saves the sentence you typed in the file so that when you re-open the New File
document, the sentence you just typed will appear on the page.
The table below lists some popular folders in which to save files.

Table 1-7: Special Folders in the Save As Dialog Box

Folder Description
Displays a list of files that you’ve recently worked on.

History

Displays all the files in the My Document folder—the default location where
Microsoft Office programs save their files.
My Documents

Save the file on the desktop.

Desktop

Displays a list of your “Favorite” folders, although these are often used to
organize your favorite Web pages. Quick Reference
Favorites
To Save a Document:
Displays all the files in any Web Folders—special locations to save Web pages. • Click the Save button on
the Standard toolbar.
My Network Places Or…
• Select File → Save from
the menu.
Or…
• Press <Ctrl> + <S>.

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34 IC3 Module 2 – Key Applications

Lesson 1-12: Saving a Document

with a Different File Name or
Type
Figure 1-27 Current drive or
folder
The Save As dialog box.

Files in the current

drive or folder

L IC3
Objective: 2.1.2.8 Filename
Req. File: Previous Lesson
file Figure 1-27
File type

You can save a lot of time and energy by using the text from an existing document to create a
new document. Saving an existing document under a new name does this. You can also save
some time and energy by saving documents in different file types. In this lesson, you will save
the file you saved from the previous lesson, “New File” as another file called “Personal Info,”
and learn how to save a file under a different file type.

1. Select File → Save As from the menu and navigate to your Practice
folder.
The Save As dialog box appears with other files in the Practice folder.
2. In the File name text box, type Personal Info and click Save.
The New File document is now saved under a new name, Personal Info, and the
original New File document closes. Now you can work on the new document, Personal
Info, without changing the original New File document.
There may be times you want to save a document as a different file type. For example,
if you find yourself repetitively creating a type of page, you may want to save that file
as a template file and create new documents from that template.
However, just like saving a file with a different name, when you save a file as a
different file type, you are essentially creating a new file. The original file is saved in
its original file type, and a copy of the file is created in the new file type.
Here’s how to save a file in a different file type.
3. Select File → Save As from the menu.
The Save As dialog box appears. For this lesson, try saving the file as a Web page file.

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 Chapter One: Common Program Functions 35

4. Click the Save as type list arrow and select Web page from the list and
click Save.
The file is saved as a Web page, which also means all the text and formatting is
converted to HTML. Notice that the page layout has changed a bit as well. Losing
some of the formatting that you have worked on is one of the main disadvantages in
saving a file in a different format.
5. Close the Personal Info file.
There are many other types of files you can use in Word. Table 1-8: File Types is a
collection of the most common and useful file types.

Table 1-8: File Types

File Type Extension Description
Word document .doc This is the default file type in Word. This file type allows you to
apply advanced formatting and insert images into the file. You
will probably use this file type most of the time.
Text only .txt The text file format is strictly business. If you save a .doc file
as a .txt file, you will lose all the formatting you have applied to
the text. In addition, any pictures inserted in the document are
erased.
Rich Text Format .rtf This file is useful because of its versatility. This type of file can
be read by many different programs, while keeping all the
formatting and pictures intact, making this file type a good
choice for sharing files with other word processors. The
downfall of .rtf is that it can get to be a very large file size, so
keep this in mind if sending the file online or saving it to a
storage device.
Web Page .html, .htm When a file is saved as a Web page, the text is converted to
HTML (Hyper Text Markup Language), the language used in
Web pages. Once a document is saved in HTML format, it
could be viewed on the World Wide Web. However, programs Quick Reference
created specifically for Web design are more suitable for To Save an Existing
publishing pages on the Web. Document with a Different
Document .dot When you build a template, you are building a foundation for a File Name:
Template type of document that you can reuse. For example, you can 1. Select File → Save As
create a document that contains all the images and from the menu.
information you use on company letters, and save that 2. Type the new name for
document as a template. Then, whenever you need to write a the file in the File name
letter, create a new document based on that template and type box and click OK.
the letter without worrying about formatting.
To Save an Existing
Software specific any file type This is an option that you probably won’t use often, but it can Document as a Different
file extension be useful when needed. To use this, you have to specify the File Type:
file type by adding the file extension to the file name. Usually
1. Select File → Save As
this is used with the Text Only file type. For example, if you
from the menu.
wanted to make information readable in a spreadsheet or
database as a Comma Delimited (.csv) file, the filename would 2. Click the Save as type
appear like this: filename.csv list arrow and select the
file type you want to use.
Word version any previous It’s possible to share a file with a previous version of Word. For Click OK.
version of example, to share a file created in Word 2000 with a Word 95,
Word you would select Word 6.0/95 from the Save as type list.

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36 IC3 Module 2 – Key Applications

Lesson 1-13: Navigating Open

Files
Scroll Up Button
Figure 1-28 Click to scroll up.
The scroll bars can move Vertical scroll
you from place to place in bar Scroll Box
Indicates your current position in
a document. the presentation (you can also
click and drag the scroll box to
Figure 1-29 scroll up or down)
The different ways to
navigate a document Scroll Down Button
Horizontal scroll bar
using the Select Browse Click here to scroll down.
Object button.
Previous Page
Move up to the previous page.
Figure 1-30 Figure 1-28
The Status bar displays your current
The Go To tab of the Find position in the document. Next Page
Go To Move down to the next page.
and Replace dialog box. Find
Browse by Edits Select Browse Object
Browse by Heading Click to select a way to navigate a
document, as shown in Figure 1-29.
Browse by Graphic

L IC3
Browse by Table
Objective: 2.1.3.1
Browse by Page
Req. File: Summary.doc

Browse by Endnote
Select the type Enter the page
Browse by Comment of location you number (or other
Browse by Footnote want to move location number)
to here. you want to move
Browse by Endnote to here.
Figure 1-30
Browse by Field
Figure 1-29

As documents get longer, it gets harder and harder to move around in them. For example, if
you were working on a 200-page novel, how would you get to the very end of the document
or to page 54? This lesson will show you how to get around in a Word document.

1. Navigate to your Practice folder and open the document named

Summary.
This document is several pages long, so it will be great for learning how to get around
in a document.
Scroll down arrow One way to get around in a document is by using Word’s scroll bars. The vertical scroll
bar is located along the right side of the window and is used to move up and down in a
document. The horizontal scroll bar is located along the bottom of the window, and is
used to move from left to right when a document doesn’t fit entirely on the screen.
Figure 1-28 shows both of these scroll bars.

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 Chapter One: Common Program Functions 37

2. Click the down arrow on the bottom of the vertical scroll bar several
times.
When you click the arrow, the screen scrolls down one line at a time.
Vertical scroll
3. Click and hold the down arrow on the bottom of the vertical scroll bar. box
This causes the screen to move downward more rapidly.
4. Click and drag the vertical scroll box to the top of the scroll bar.
This takes you back to the beginning of the document.
5. Press the <End> key. Status bar
The insertion point moves to the end of the current line. location indicator
6. Press the <Home> key to move to the beginning of the current line.
Other Ways to Open the
7. Press <Ctrl> + <End> to move to the end of the document.
Go To Dialog Box:
The insertion point moves to the end of the document. Notice that the vertical scroll • Press <F5>.
box appears near the end of the scroll bar, indicating your position in the document.
You can also find your position in a document by looking at the status bar at the bottom
of the screen—it states the page you’re currently on.
8. Press <Page Up> to move up one screen. Quick Reference

9. Press <Page Down> to move down one screen. To Move to the Beginning
or Ending of a Line:
10. Press <Ctrl> + <Home> to move to the beginning of the document. • Press <Home> to move
to the beginning of a line.
You can also move directly to a certain page number in a document.
11. Select Edit → Go To from the menu.
• Press <End> to move to
the end of a line.
The Find and Replace dialog box appears, with the Go To tab in front, as shown in
Figure 1-30. Here you can jump to a particular page in a document. You can use the Go To Move Up or Down One
To command to jump to specific bookmarks, sections, and lines—concepts you’re Screen:
probably not familiar with yet—but will be later on. • Press <Page Up> to
12. In the Enter page number box, type 3 and click Go To. move up one screen.
Word jumps to the third page in the document. • Press <Page Down> to
13. Click Close to close the Go To dialog box, then close the Summary move down one screen.
document by selecting File → Close from the menu, or by clicking the To Move to the Beginning
document’s Close button. or End of a Document:
• Press <Ctrl> + <Home>
Table 1-9: Keyboard Shortcuts for Moving Around in a Document to move to the beginning
of the document.
Press To Move
• Press <Ctrl> + <End> to
Home Start of line
move to the end of the
End End of line document.
Page Up Up one screen To Jump to a Specific
Page in a Document:
Page Down Down one screen
1. Select Edit → Go To
<Ctrl> + <Home> To the beginning of the document from the menu.
<Ctrl> + <End> To the end of the document 2. Verify that Page is
selected in the Go to what
box, type the page
number in the Enter page
number text box, and click
Next.

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38 IC3 Module 2 – Key Applications

Lesson 1-14: Inserting Text

Figure 1-31
A Word document with
text.

L IC3
Objective: 2.1.3.2
Req. File: None

Figure 1-31

You’re ready to enter text into a document! If you are at all familiar with typewriters or
keyboards in general, this lesson won’t be difficult.
New Document
button
Other Ways to Create a 1. Click the New Document button on the Standard toolbar.
New Document: A new, blank document appears, ready for you to work on.
• Select File → New 2. Save the document as Canada Meeting Memo.
from the menu.
• Press <Ctrl> + <N>.
3. Type TO: All Staff
The text appears in the first line of the page.
4. Press <Enter> twice.
Pressing <Enter> adds a new line and starts a new paragraph. Therefore, pressing
<Enter> twice adds two lines and separates your paragraphs.
NOTE: If the Office Assistant appears, asking whether or not you want to create a
memo using a wizard, click Cancel in the dialog box. Wizards are great for
completing complicated tasks, but for simpler tasks such as a memo or letter,
they can be more troublesome than helpful.
5. Type the following paragraph:
In little more than three months, North Shore Travel will
be introducing its new Discover Canada tour package. There
will be a brief meeting this Thursday at 9:30 A.M. in the
main conference room to finalize the Discover Canada
marketing and pricing plans. We are nearly a week behind
Office Assistant
schedule on this, so any additions or changes to the plans
should be submitted by Sunday. Please be thinking about
what we can do to make this a successful program.

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 Chapter One: Common Program Functions 39

Don’t worry about spelling for now and do not press <Enter> when you reach the end
of a line—just keep typing. Notice how your typing automatically starts a new line
when it reaches the edge of the computer screen? This feature is called word-wrap.
Great! You’ve created a document in Microsoft Word. In the next lesson, you will learn how
to edit and delete text in your document.

Quick Reference
To Insert Text in a
Document:
• Place your insertion point
in the document and
begin typing.

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40 IC3 Module 2 – Key Applications

Lesson 1-15: Editing and Deleting

Text
Figure 1-32
The document with
revisions.

L IC3
Objective: 2.1.3.3
Req. File: Previous Lesson
file
…or by using the
mouse to click where
you want to place the
Move the insertion insertion point
point with the arrow
keys on your
computer’s keyboard…

Figure 1-32

After typing a document, you will often discover that you need to make several changes to
your text—perhaps you want to delete or rephrase a sentence. Editing a document by inserting
and deleting text couldn’t be easier.
The <Backspace> key
In this lesson, you’ll get practice inserting and deleting text so you can revise the interoffice
deletes one space to
memo you created.
the left of, or behind,
the insertion point.
1. Press the Up Arrow key <↑> to move the insertion point until it is one line
below the line TO: All Staff.

2. Press <Enter>.
This will add an empty line under the “TO: All Staff” line. If you clicked the
Show/Hide All button, you would find a paragraph mark in the space between lines.
3. Type FROM: Sandra Wills and press <Enter> twice.

4. Type RE: Discover Canada Meeting and press <Enter>.

5. Use the keyboard or mouse to move the insertion point to the very end of
the line FROM: Sandra Wills and type , Communication Director.
You’ve just learned how to insert text in a document—pretty easy, huh? Now let’s try
deleting some text.

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 Chapter One: Common Program Functions 41

6. Move the insertion point to the very end of the document, after the The <Delete> key
sentence Please be thinking about what we can do to make this a deletes one space to
successful program. the right, or in front,
Remember, you can move the insertion point by pressing the arrows on your keyboard, of the insertion point.
or by moving the I-beam ( ) where you want to place the insertion point and then
clicking the left mouse button.

7. Press the <Backspace> key several times.

Pressing <Backspace> deletes one space to the left (backwards) of the insertion point.
8. Press and hold the <Backspace> key until you have deleted the entire
sentence Please be thinking about what we can do to make this a
successful program. Release the <Backspace> key when the sentence
is deleted.
Great! You’ve learned how to delete text using the Backspace key. There is another
key, the Delete key, that also deletes text, but in a slightly different way.
9. Move the insertion point right before the word main in the second
sentence of the paragraph.

10. Press the <Delete> key.

Pressing <Delete> deletes one space to the right (forwards) of the insertion point
11. Press and hold the <Delete> key until you have deleted the word main.
Now that you’ve deleted the word “main” add the word “auxiliary” so the meeting will
be held in the auxiliary conference room. Quick Reference
12. Type auxiliary. To Move the Insertion
Now you can try a type of deleting that includes typing: overtype mode. Instead of Point:
inserting additional text from the insertion point, overtype mode replaces text at the • Use the arrow keys.
insertion point. Let’s try it. Or…
13. Press the <Insert> key. • Move the I-beam pointer
Overtype mode is activated. where you want with the
14. Place your insertion point in front of the word Sunday. mouse and then click.
Let’s replace Sunday with Monday. To Insert Text:
15. Type Monday. • Move the insertion point
Notice that instead of inserting additional text, Word types over the existing text. where you want to insert
It’s important to turn off overtype when you’re finished. Otherwise, you might try to the text and then type the
insert text in your document and overtype it instead. text you want to insert.
16. Press the <Insert> key. To Delete Text:
Overtype mode is deactivated. • Use the <Backspace>
17. Save the document. key to delete text before,
or to the left of the
insertion point.
• Use the <Delete> key to
delete text after, or to the
right of the insertion point.
To Type Over Text:
• Press the <Insert> key
and type over the text you
want to delete.

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42 IC3 Module 2 – Key Applications

Lesson 1-16: Copying and Pasting

Text
Figure 1-33
Two open documents.

L IC3
Objective: 2.1.3.3
Req. File: Previous Lesson
file and Meeting
Schedule.doc

Figure 1-33

In addition to editing and deleting text, you can also duplicate text by copying and then
pasting it elsewhere. Copying and pasting text is likely one of the most common tasks you’ll
use in Word. When you copy text, a duplicate is placed in a temporary storage area called the
Clipboard. You can then move the insertion point to another location in a document and paste
the copied text from the Clipboard. The Clipboard is available in any Windows program, so
you can even copy and paste text between various software programs.
You will also get a bit more practice working with multiple documents in this lesson.

1. Navigate to your Practice folder and open the Meeting Schedule file.
We are going to copy information from this file into the Canada Meeting Memo file.
2. Select Window → Arrange All from the menu.
Both documents—Meeting Schedule and Canada Meeting Memo—appear in the
program window, as shown in Figure 1-33. You should have learned how to work with
Copy button multiple windows in a previous lesson.
Other Ways to Copy: 3. Click anywhere in the Meeting Schedule window.
• Select Edit → Copy The Meeting Schedule window becomes active and the Canada Meeting Memo
from the menu. becomes inactive.
• Press <Ctrl> + <C>. 4. Select the entire sentence that begins with An overhead display will be
• Click the right-mouse available.
button and select Copy You may have to scroll the Meeting Schedule document up or down to find the
from the shortcut menu. sentence.
5. Click the Copy button on the Standard toolbar.
Nothing appears to change, but the selected sentence has been copied to the clipboard.

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 Chapter One: Common Program Functions 43

6. Click anywhere in the Canada Meeting Memo file to make it active.

7. Press <Ctrl> + <End> to move the insertion point to the very end of the
document.

8. Press <Enter> three times. Then press the <↑> up key once.
This will give you room to paste the text.
9. Click the Paste button on the Standard toolbar.
The copied text is inserted.
Paste button
Now let’s maximize the Canada Meeting Memo window so that it fills the entire
Other Ways to Paste:
document window.
• Select Edit → Paste
10. Click the Canada Meeting Memo’s Maximize button to maximize the
from the menu.
window.
• Press <Ctrl> + <V>.
If the document appears empty at first, you’ll have to scroll up or down until you see
the document’s text. • Click the right-mouse
11. Save the document by clicking the Save button on the Standard toolbar.
button and select
Paste from the shortcut
Now that you know how to copy and paste text, you should be able to breeze through the next menu.
lesson: cutting and pasting text.

Quick Reference
To Copy Something:
1. Select the text or object
you want to copy.
2. Click the Copy button on
the Standard toolbar.
Or…
Select Edit → Copy from
the menu.
Or…
Press <Ctrl> + <C>.
To Paste Something:
• Click the Paste button on
the Standard toolbar.
Or…
• Select Edit → Paste
from the menu.
Or…
• Press <Ctrl> + <V>.

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44 IC3 Module 2 – Key Applications

Lesson 1-17: Cutting and Pasting

Text
Figure 1-34
The steps involved in
cutting and pasting text.
1. Select the text or object you want
to cut and click the Cut button.
The text or object is removed or
“cut” from its original location.

L IC3
Objective: 2.1.3.3
Req. File: Memo2.doc and
Meeting Schedule.doc

2. Move the insertion point to the

location where you want place
the cut text or object.

3. Click the Paste button to paste

the cut text or object.

Figure 1-34

Cutting text is very similar to copying and pasting text, except that you are moving the
selected text instead of duplicating it. Cutting text can save you a lot of time when you create
documents—you can easily copy a paragraph from one document and then paste it into
another one without having to retype it.

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 Chapter One: Common Program Functions 45

1. If necessary, open the Memo2 file and save it as Canada Meeting Memo.
If you don’t know where your practice files are located, ask your instructor for help.
Cut button
2. Press <Ctrl> + <End> to move to the end of the document.
Other Ways to Cut:
Let’s move some of the text from the Meeting Schedule into the memo.
• Select Edit → Cut from
3. Select Window → Meeting Schedule from the menu. the menu.
The Meeting Schedule document appears.
• Press <Ctrl> + <X>.
4. Select the four lines beginning with President’s introduction, 9:30. • Click the right-mouse
button and select Cut
5. Click the Cut button on the Standard toolbar. from the shortcut menu.
The schedule is cut from the document, Meeting Schedule, and placed on the Paste button
Clipboard. Next, you will paste the schedule into the Canada Meeting Memo Other Way to Paste:
document. • Select Edit → Paste
6. Select Window → Canada Meeting Memo from the menu. from the menu.
7. Click the Paste button on the Standard toolbar. • Press <Ctrl> + <V>.
• Click the right-mouse
The schedule is pasted at the end of the document. It’s also easy to cut and paste within
button and select
a document.
Paste from the shortcut
8. Select the sentence in the document that begins, An overhead display menu.
will be available.
Let’s move this sentence to the end of the document.
9. Click the Cut button on the Standard toolbar.
The text is placed on the clipboard.
Quick Reference
10. Press <Ctrl> + <End>, and press <Enter>.
To Cut Something:
11. Click the Paste button on the Standard toolbar. 1. Select the text or object
The cut text is inserted. you want to cut.
You won’t need the Meeting Schedule document anymore, so you can close it. 2. Click the Cut button on
the Standard toolbar.
12. Select Window → Meeting Schedule from the menu, and then select
File → Close from the menu, or click the document’s Close button. Or…
You want to close the document without saving any of the changes you’ve made to it. Select Edit → Cut from
the menu.
13. If a dialog box asks if you want to save your changes, click No to close
the Meeting Schedule without saving any changes. Or…
Maximize the Canada Meeting Memo window so it fills the entire document window. Press <Ctrl> + <X>.
14. Click the Canada Meeting Memo’s Maximize button to maximize the To Paste a Cut or Copied
window. Object:
If the document appears empty at first, you’ll have to scroll up or down until you see 1. Place the insertion point
the document’s text. where you want to paste
the text or object.
15. Save the document by clicking the Save button on the Standard toolbar.
2. Click the Paste button on
You can also copy, cut, and paste text between two different Windows programs—for the Standard toolbar.
example, you could copy a name from a Word document and paste it in an Excel spreadsheet. Or…
The cut, copy, and paste commands (the toolbar buttons, menus, and/or keyboard shortcuts)
you learned in Word will work with most Windows applications. Select Edit → Paste
from the menu.
Or…
Press <Ctrl> + <V>.

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46 IC3 Module 2 – Key Applications

Lesson 1-18: Using Undo, Redo,

and Repeat
Figure 1-35
A text deletion being
undone.

L IC3
Objective: 2.1.3.4
Req. File: Previous Lesson
file

Undo button
Other Ways to Undo:
• Select Edit → Undo Figure 1-35
from the menu.
• Press <Ctrl> + <Z>. You may not want to admit this, but you are going to make mistakes using Word. You might
accidentally cut something you didn’t really mean to cut, or you might replace something you
didn’t really mean to replace. Fortunately, Word has a wonderful feature called undo that does
just that—it undoes any mistakes and actions, as though they never happened. You can almost
think of undo as Word’s “time machine” function, because it can take you back before you
even made your mistakes. This lesson explains how you can undo both single and multiple
mistakes, how to redo your actions in case you change your mind, and how to repeat an
action.

1. Select the line TO: All Staff, then press the <Delete> key to erase the
Redo button line.
Other Ways to Redo: The line TO: All Staff disappears. Whoops! You didn’t really want to erase that! Watch
• Select Edit → Redo how you can undo your “mistake.”
from the menu.
• Press <Ctrl> + <Y>.

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 Chapter One: Common Program Functions 47

2. Click the Undo button.

Poof! The deleted text “TO: All Staff” is back again. Hmmm…maybe you did want to
delete the line TO: All Staff after all. Anything that can be undone can be redone in
case you change your mind about something, or want to “undo an undo.” Try redoing
the text deletion.
3. Click the Redo button.
The line “TO: All Staff” is deleted again.
If you’re like most people, you will probably make not one, but several mistakes and it Other Ways to Repeat:
may be a minute or two before you’ve even realized you’ve made them. Fortunately, • Select Edit → Repeat
the programmers at Microsoft thought of us when they developed Word, because the from the menu.
undo feature is actually multileveled—meaning that you can undo any of the previous
things you did.
4. Select the word Sandra in the line FROM: Sandra Wills,
Communication Director. Type Sandy to replace the word Sandra.
There’s your second change (the first change was deleting the “TO: All Staff” text).
5. Change the time of the President’s introduction from 9:30 to 9:00.
You’ve made enough changes now to see how multilevel undo works. Try undoing all
of your changes.
6. Click the downward pointing arrow to the right of the undo button.
Multilevel Undo
A list of recent actions in Word appears immediately beneath the Undo button. Notice
there are more actions listed than your four recent changes. If you wanted you could
undo everything you have worked on today on this document—but you don’t want to
do that—just undo the last four changes. Quick Reference
7. Select the word Clear from the undo list (it should be the third one
To Undo:
down).
• Click the Undo button on
The last three changes we made to our document are all undone. Besides correcting
the Standard toolbar.
mistakes, undo and redo allows you to experiment with your documents by making
changes, and then undoing them if you decide you don’t like the changes. Or…
The opposite of the Undo command is the Repeat command, which repeats your last • Select Edit → Undo from
command or action, if possible. Here’s how to use it. the menu.
Quick Reference
8. Select the line TO: All Staff then press the <Delete> key to erase the Or…
line. •ToPress
Undo:<Ctrl> + <Z>.
You’ve just deleted the recipient line. Now let’s see how you can repeat your last • Click the Undo button on
To Redo:
the Standard toolbar.
command…
• Click the Redo button on
9. Select the line FROM: Sandra Wills, Communication Director and Or…
the Standard toolbar.
press <F4>. • Select Edit → Undo
Or… from the menu.
Word repeats your last command and deletes the sender line.
•Or…
Select Edit → Redo from
10. Click the Undo button on the Standard toolbar twice to undo your the menu.
deletions, and then save your work. • Press <Ctrl> + <Z>.
Or…
To Redo:<Ctrl> + <Y>.
• Press
• Click the Redo button on
To Repeat:
the Standard toolbar.
• Select Edit → Repeat
Or…
from the menu.
• Select Edit → Redo
Or… from the menu.
•Or…
Press <F4>.
• Press <Ctrl> + <Y>.

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48 IC3 Module 2 – Key Applications

Lesson 1-19: Finding and Replacing

Text
Figure 1-36
Enter the word or
The Find tab of the Find phrase you want to
and Replace dialog box. find.

Figure 1-37
Find the next
The Replace tab of the occurrence of the word
Figure 1-36 or phrase.
Find and Replace dialog
box. Enter the word or
phrase you want to
Figure 1-38 find and replace.

Replaced text. Enter the

replacement.

Find the next

Figure 1-37 occurrence of the word
Replace the Replace every or phrase.
selection. occurrence of
the word or
TO: All Staff
phrase in the
L IC3 document.
FROM: Sandra Wills, Communication Director
Objective: 2.1.3.5 and RE: Explore Canada Meeting
2.1.3.6
In less than three months, North Shore Travel will be introducing its new
Req. File: Previous Lesson Explore Canada tour package. There will be a brief meeting this Friday at
9:30 A.M. in the auxiliary conference room to finalize the Explore Canada
file marketing and pricing plans. We are nearly a week behind schedule on this,
so any additions or changes to the plans should be submitted by Sunday.

Replaced text
Figure 1-38

Imagine you are working on a very important 50-page report about flying squirrels. You’re
almost finished when you realize that you’ve mistakenly referred to flying squirrels not by
their proper scientific name Sciuridae Glaucomys, but by the scientific name of the common
gray squirrel Sciuridae Sciurus. Yikes! It will take hours to go back and find every instance of
Sciuridae Sciurus and replace it with Sciuridae Glaucomys. On the other hand, you can use
Word’s find and replace function and it will take you less than a minute.
This lesson explains how to find specific words and phrases, and how you can automatically
replace words and phrases.

1. Press <Ctrl> + <Home> to move to the beginning, or top of the

document.

2. Select Edit → Find from the menu.

The Find and Replace dialog box opens with the Find tab already selected, as shown in
Figure 1-36.

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 Chapter One: Common Program Functions 49
Other Ways to Find Text:
3. Type Guest speaker in the Find what text box. • Press <Ctrl> + <F>
Word will look for these words in the document.
4. Click Find Next.
Word jumps to and highlights the words “Guest speaker” in the document. This feature
is especially helpful when you need to find text in longer documents. Other Ways to Replace
5. Click Cancel. Text:
The dialog box closes. Now use the Replace feature in Word. • Press <Ctrl> + <H>
6. Select Edit → Replace from the menu.
The Find and Replace dialog box opens with the Replace tab already selected, as
shown in Figure 1-36.
Quick Reference
7. In the Find what text box, type Discover.
You want to replace every occurrence of the word “Discover” with the word “Explore” To Find Text:
in the current document. 1. Select Edit → Find from
8. Click the Replace with text box. the menu.
Or…
9. Type Explore in the Replace with text box.
Press <Ctrl> + <F>.
10. Click Replace All. 2. Type the text you want to
find in the Find what text
Word finds all occurrences of the word “Discover” in the document and replaces them
box.
with the word “Explore.” A dialog box appears, telling you how many occurrences
were found and changed in the document (it should be three in this exercise). 3. Click the Find Next
button.
NOTE: Think carefully before using the Replace All button—you might not want it to
4. Repeat step 3 until you
replace every instance of a word! You can find and replace individual
find the text you’re looking
occurrences of a word or phrase by clicking the Find Next button and then
for.
clicking the Replace button to replace the text. Otherwise, click the Find Next
button to leave the text alone and move on to the next occurrence. To Replace Text:
11. Click OK. 1. Select Edit → Replace
The dialog box closes and you’re back at the Find and Replace dialog box. from the menu.
12. Click Close. Or…
The Find and Replace dialog box disappears and you’re back to your document. Notice Press <Ctrl> + <H>.
how all occurrences of the word “Discover” have been replaced by “Explore.” 2. Type the text you want to
13. Save your work and close all open documents. find in the Find what text
box.
3. Enter the new text in the
Replace with text box.
4. Click the Find Next
button.
5. Click the Replace button
to replace the text.
6. Repeat steps 4 and 5 if
there is more than one
occurrence that you want
to replace.
Or…
Click the Replace All
button to search and
replace every occurrence
of text in the document.

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50 IC3 Module 2 – Key Applications

Lesson 1-20: Checking Spelling

Figure 1-39
Word identifies spelling
errors by underlining them
in red.
Figure 1-40
The Spelling and
Grammar dialog box.

L IC3 Repeated Suggestion Spelling error

word shortcut menu
Objective: 2.1.3.7
Figure 1-39
Req. File: Preparation.doc

Use these buttons to specify

what you want to do to the
current word.
Turn off the spell
checker by selecting
Tools → Options from
the menu. Click the
Spelling & Grammar Figure 1-40
tab. Then uncheck the
Check spelling as you
Once you’re finished entering data in a document, you can print it out or send it electronically
type check box. Click
to the people that need the information you’ve accumulated. But before you do that, you need
OK.
to proofread the document for errors and formatting properties. Proofreading is important
because even if you are careful when creating a document, there is still a chance for errors.
And if you send out a document with formatting or textual errors, people may get the
impression that you are careless and unprofessional. Looking over the document once you’re
finished helps you make sure the document looks the way you want it to as well. Detailed
layout items like margins, orientation, and formatting can make or break the document’s
Spelling and
Grammar button refined, professional image.
Other Ways to Check Learn how to use the spell checker, a very useful tool in proofreading a document, in this
Spelling: lesson.
• Click the Spelling and
Grammar button on 1. Navigate to your Practice folder and open the Preparation file. Save the
the Standard toolbar. file as Final Memo.
If you don’t know where your Practice files are located, as your instructor for help.

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 Chapter One: Common Program Functions 51

2. Click the right mouse button on the red underlined word Willes in the You can add your own
second line of the memo. words to the spelling
A shortcut menu appears with suggestions for the correct spelling and several other dictionary so Word
options, as shown in Figure 1-39. “Willes” isn’t misspelled—Word just can’t find it in won’t recognize them
its dictionary. There are two things you can do when the spell checker doesn’t as spelling errors in
recognize a correctly spelled word: the future. Right-click
• Ignore All: Leaves the spelling as it is, and ignores it throughout the rest of the red-underlined
your presentation. word that Word can’t
find in its dictionary
• Add: Adds the word to the spelling dictionary, so that Word won’t nag you and select Add.
about it during spell checks. Use this option for nonstandard words you use
often.
Since “Willes” isn’t a spelling error, and you don’t want Word to nag you about it, add
the word to your dictionary. Quick Reference
3. Select Add from the shortcut menu. To Correct a Spelling
The squiggly red line under the word “Willes” disappears. Error:
The next error in the document is the misspelled word “auxilary.” • Right-click the spelling or
4. Right-click the red-underlined misspelled word auxilary and select the grammatical error and
correct spelling, auxiliary, from the suggestion menu. select the correct spelling
from the shortcut menu.
Word makes the spelling correction. The next error is the repeated word “the.”
Or…
5. Right-click the red-underlined word the located near the end of the first
paragraph in the memo. • Correct the spelling or
grammatical error by
6. Select Delete Repeated Word from the suggestion menu. retyping it.
Word deletes the extra word. Or…
7. Save your changes and close the Final Memo file. • Click the Spelling and
Grammar button on the
No doubt about it, Word’s spelling checker is a great tool to assist you in creating accurate Standard toolbar and
documents. It’s important to note, however, that Word will not catch all of your spelling and select the correct spelling
grammar errors. For example, if you mistyped the word “hat” when you meant to type “had” from the dialog box.
Word wouldn’t catch it because “hat” is a correctly spelled word.
To Ignore a Spelling Error:
In addition to running the spell checker on your document when proofreading, here are a few
steps that will help you make sure your document is mistake-free and professional looking. • Right-click the spelling or
grammatical error and
select Ignore All from the
Table 1-10: Proofreading Items shortcut menu.
Make sure the font size and type comply with Check the page’s layout (margin size, orientation, To Add a Word to the
required specifications. page size, etc). Dictionary:
Check how many pages there are in the Make sure font formatting properties are consistent • Right-click the word you
document. Use page breaks and the Shrink to Fit with parts of the document. For example, all want to add and select
feature to adjust the page number. Try not to headings should have the same formatting. Add from the shortcut
compromise the text formatting to do this. menu.
Be consistent: don’t use so much font formatting Run the spell checker in the document. To Turn Off the Spell
that it is confusing. Try to limit yourself to two font Checker:
types in the document.
• Select Tools → Options
from the menu, click the
Spelling & Grammar
tab, uncheck the Check
spelling as you type
check box and click OK.

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52 IC3 Module 2 – Key Applications

Lesson 1-21: Formatting Text

Center Decrease
Figure 1-41 indent
Style list Font list Size list Bold Underline Justify Bullets Shading
The Formatting toolbar.
Figure 1-42
The Font dialog box. Figure 1-41
Style list Font list Italics Align Align Numbering Borders Font color
arrow arrow left left
Increase
indent

The currently Select the font type.

selected font type (Bold and/or Italic)
L IC3
Objective: 2.1.3.8 Select the font type Change the size of
the font
Req. File: Text
Formatting.doc Change font color
Special font Underlining options
formatting effects

Preview of the
current font
settings
Make the
current font
settings the
default font for Figure 1-42
Word

You can emphasize text in a document by making the text darker and heavier (bold), slanted
(italics), larger, or in a different typeface (or font). One of the easiest ways to apply
character formatting is to use the Formatting toolbar, which includes buttons for the most
common character and paragraph formatting options. However, to see every possible
character formatting option, you need to use the Font dialog box.

1. Navigate to your Practice folder, open the document named Text

Bold button Formatting, and save it as Month in Review.
Other Ways to Bold: If you don’t know where your practice files are located, ask your instructor for help.
• Select Format → Font 2. Press <Ctrl> + <Home> to move the insertion point to the top of the
from the menu, select document and click the Bold button on the Formatting toolbar.
Bold from the Font The Bold button on the Formatting toolbar depresses, indicating that you are using bold
Style box, then click character formatting. Anything you type while the Bold button is depressed will be in
OK. boldface.
• Press <Ctrl> + <B>. 3. Type Board of Directors Meeting and press <Enter> twice.
Notice how the text “Board of Directors” is in bold face? You don’t want to use bold
character formatting anymore so…

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 Chapter One: Common Program Functions 53

4. Click the Bold button on the Formatting toolbar.

The Bold button on the Formatting toolbar is no longer depressed. You can also change
the formatting of existing text by simply selecting the text and then formatting it. Try Italics button
selecting and then formatting some text now. Other Ways to Italicize:
5. In the first paragraph, select the text First Quality Airlines. • Select Format Font
You can format the text now that it is selected. from the menu, select
Italic from the Font
6. Click the Italics button on the Formatting toolbar.
Style box, then click
The selected text “First Quality Airlines” appears in Italics. OK.
Besides applying Italics and Bold to text, you can also change the font type and font • Press <Ctrl> + <I>.
size. Make the headings in our summary stand out more by changing both the font and
font size.
7. Select the text Board of Directors Meeting.

8. Click the Font list arrow on the formatting toolbar, then scroll to and
click Arial from the list of fonts. Quick Reference
The selected text “Board of Directors Meeting” appears in Arial Font. Arial and Times To Bold Text:
New Roman are two of the most commonly used fonts. Next, make the font size larger.
• Click the Bold button on
9. Keeping the same text selected, click the Font Size list arrow on the the Formatting toolbar or
Formatting toolbar. Then select 16. press <Ctrl> + <B>.
The selected text “Board of Directors Meeting” appears in a larger font size (16-point
To Italicize Text:
type instead of the previous 12-point type). Font sizes are measured in points (pt.)
which are 1/72 of an inch. The larger the number of points, the larger the font. • Click the Italics button
Now format the first subheading using the Font dialog box. on the Formatting toolbar
or press <Ctrl> + <I>.
10. Select the heading The Month in Review. Select Format → Font from
the menu. To Underline Text:
The Font dialog box appears. • Click the Underline
11. In the Font list, select Arial. In the Font Style list, select Bold. In the Size
button on the Formatting
toolbar or press <Ctrl> +
list, select 14 pt. Click OK.
<U>.
The font appears in 14-pt Arial font, with bold formatting.
To Change Font Size:

Table 1-11: Examples of Common Font Types and Sizes • Select the pt. size from
the Font Size list on the
Common Font Types Common Font Sizes Formatting toolbar.
Arial Arial 8 point
To Change Font Type:
Comic Sans MS Arial 10 point • Select the font form the
Font list on the
Courier New Arial 12 point Formatting toolbar.
Times New Roman Arial 14 point To Change Formatting
Using the Font Dialog
Box:
1. Select the text you want
to format.
2. Select Format → Font
from the menu.
3. Make formatting changes
in the dialog box.
4. Click OK.

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54 IC3 Module 2 – Key Applications

Lesson 1-22: Applying Subscript

and Superscript
Figure 1-43
The currently Select the font type.
The Font dialog box. selected font type (Bold and/or Italic)

Select the font type Change the size of

the font

Change font color

L IC3 Underlining options

Objective: 2.1.3.8 Special font

formatting effects
Req. File: Previous lesson
file
Preview of the
current font
settings
Make the
current font
settings the
default font for Figure 1-43
Word

There will likely be many occasions that require the use of superscripted or subscripted
formatting in your text. Superscript text refers to text that is slightly above the line. Subscript
text refers to text that is slightly below the line. For example, scientists use a subscript often to
write chemical formulas, such as H2O or CO2. You’ve also probably seen numbers that use a
superscript, such as April 5th. Fortunately, working with subscript and superscript is very
simple. You will learn how to use both font formats in this lesson.

1. In the first paragraph, select the th in April 5th.

Let’s begin by applying a superscript to the “th” in April 5th.
2. Select Format → Font from the menu.
The Font dialog box appears. This is where you can control any type of formatting you
want to apply to text. What we’re interested in, however, is in the Effects area.
3. Check the Superscript check box.
A preview of how the formatting will appear is shown in the Preview area. Notice that
the font is smaller and is higher on the line.
4. Click OK.
The Font dialog box closes and you return to the original document. The font is
changed from the 5th, to 5th.
Let’s apply it to the other date, April 15th.
5. Select the th in April 15th. Press <F4>.
The font application is repeated and both dates appear with the correct superscript
formatting.

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 Chapter One: Common Program Functions 55

Oftentimes, Word will automatically apply superscript formatting where it is needed. In

fact, some versions of Word would automatically apply superscript formatting to the
date April 5th.
Applying a subscript formatting is similar. Here’s how to do it…
6. In the last line, select the 2 in H2O.
This common chemical formula for water is usually written with the 2 slightly below
the line; subscript formatting will take care of this.
7. Select Format → Font from the menu.
Again, the Font dialog box appears.
8. Check the Subscript check box. Click OK.
The 2 appears slightly below the line, so the formula appears as H2O.
9. Save your changes and close the file.
Superscript and subscript formatting may seem like small detail, but their importance is
significant; without the correct formatting, you might communicate the wrong idea. For
example, the equation E=MC2 is completely different from this one: E=MC2. Table 1-12:
Font Dialog Box Formatting Options explains the different options in the Font dialog box.

Table 1-12: Font Dialog Box Formatting Options

Option Description
Font Displays and allows you to change the font from those installed on your computer

Font style Formats the style of the font: Regular (no emphasis), Italic, Bold, and Bold Italic

Size Displays and allows you to increase or decrease the size of the font

Underline Style Displays and allows you to change font underlining styles and colors
and Color

Color Display and allows you to change the font color

Effects Allows you to add special effects to fonts as follows: Quick Reference
To Apply Subscript or
Strikethrough Shadow SMALL CAPS
Superscript Formatting:
Double strikethrough ALL CAPS 1. Select the text you want
to format.
Superscript EEEm
mbbbooossssss
m Hidden* 2. Select Format → Font
from the menu.
Subscript EEEnnngggrrraaavvveee 3. Check the Superscript or
Subscript check box.
* Hidden text does not normally appear when the document prints—it is used to
4. Click OK.
keep notes to yourself that you do not want to be printed.

Default Makes the current font formatting the default font. Word will use it automatically
whenever you create a new document. Be very careful about using this option!

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56 IC3 Module 2 – Key Applications

Lesson 1-23: Inserting a Picture

Figure 1-44
The Microsoft Clip Gallery.
Figure 1-45
A clip art picture is easy to
insert.
Figure 1-46
The updated document
with a clip art picture Figure 1-45
added. Type what you’re …or select the category Select the clip art
looking for here… of clip art you want to graphic you want
use. and click Insert
Figure 1-44 clip.

L IC3 Trek Across Britain

North Shore Travel is proud to present Trek Across Britain, a historical tour that
Objective: 2.1.3.9 includes stops at two beautiful and educational destinations. Trek Across Britain
will visit Stonehenge and Stratford-upon-Avon.

Req. File: Pictures, Images,

Charts.doc

Figure 1-46

Microsoft Office comes with several thousand graphics that you can use to make your
documents more visually attractive. The Word clip art is stored and managed by a program
called the Microsoft Clip Art Gallery (Microsoft never has been very imaginative when it
comes to naming their products). The Clip Art Gallery program categorizes its pictures by
topic—such as holidays, business, or sports—making it easier to find a clip art graphic for
your specific needs.

1. Navigate to your Practice folder and open the Pictures, Images, Charts
file. Save the file as British History.
If you don’t know where your Practice file is located, as your instructor for help.
2. Place your insertion point below the first body paragraph, which begins
North Shore Travel is proud to present.
This is where we want to add a clip art picture.
3. Select Insert → Picture → Clip Art from the menu.
Inserting a Clip The Microsoft Clip Gallery window appears, as shown in Figure 1-44. Your Clip Art
Art Graphic Gallery window may look slightly different, depending on how much Clip Art is
installed on your computer. Microsoft Office 2000 comes with a small selection of clip
art pictures you can use in your documents. The pictures are categorized and indexed
by keywords, making it easier to find what type of picture you want to use.

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 Chapter One: Common Program Functions 57

4. Type England in the Search for clips text box. Press <Enter>.
The Clip Gallery is updated to display clip art in the symbol category. Notice that there
aren’t many clips with England for a keyword, so you don’t have to look far to find the
clip you want.
NOTE: Don’t be concerned if different clip art pictures appear on your computer than
what is shown in Figure 1-45; your computer is just set up differently.
5. Click on the clip similar to the one shown in Figure 1-46 and select the
Insert Clip button from the list.
Insert Clip button
The selected graphic is inserted into the document.
NOTE: Depending on how Word is installed and configured on your computer
system, you may get a “The file is not available…” or similar error message.
This means Word cannot locate the Clip Art pictures. If you are in a
classroom environment, ask your instructor for assistance. If you are using
word by yourself, you may need to insert the Office 2000 or Word 2000
CD-ROM in your computer.
6. Close the ClipArt Gallery program.
The clip appears on the page: compare your page to Figure 1-46. The clip looks okay
the way it is, so you don’t need to resize or adjust it in any way.
You probably noticed there were several other options listed in the Insert → Picture menu.
Here’s what they are and what they do:

Table 1-13: The Insert Picture Menu

Insert Description

Clip Art Opens the Clip Gallery where you can select a clip art image to insert. Quick Reference
To Insert a Clip Art
From File Inserts a graphic file created in another program. Graphic:
Inserts a ready-made shape, such as a circle, rectangle, star, arrow, etc. 1. Select Insert → Picture
AutoShapes
→ Clip Art from the
Inserts a Microsoft Organization Chart object into worksheet. menu.
Organization Chart
2. Type the name of what
WordArt Creates spectacular text effects, such as . you’re looking for in the
Search for clips box and
From Scanner Scans an image and inserts it at the insertion point. press <Enter>.
Or…
Chart Creates a chart by inserting a Microsoft Graph object.
Click a clip art category.
3. Scroll through the clip art
pictures, clicking Keep
Looking as needed until
you find an appropriate
graphic.
4. Click the graphic you
want to insert and select
Insert clip.
5. Close the Clip Gallery
program.

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58 IC3 Module 2 – Key Applications

Lesson 1-24: Inserting, Selecting

and Resizing an Image File
Figure 1-47
Select the graphic file you want to
The Insert Picture dialog insert.
box.
Figure 1-48
Resizing an image.
Figure 1-49
The updated document
with a resized external
picture file.
Figure 1-47

Stonehenge Stonehenge
A Bronze Age artifact A Bronze Age artifact
L IC3 Our first stop will be the mystical Stonehenge, a monolithic artifact from the Our first stop will be the mystical Stonehenge, a monolithic artifact from the
Bronze Age. Many believe Stonehenge was created for astrological Bronze Age. Many believe Stonehenge was created for astrological
Objective: 2.1.3.9 and observation. observation.

2.1.3.10
Req. File: Previous lesson
file and stonehenge.jpg

Figure 1-48 Figure 1-49

If the Microsoft Clip Gallery doesn’t have the graphic you’re looking for, you can insert
graphics created with other programs. There are many other clip art collections available that
are much larger than the Microsoft Clip Gallery. Additionally, you can use graphics and
pictures created with graphics programs such as Microsoft Paint (which comes with
Windows) or Corel Draw. In this lesson, you will learn how to insert an image on file into a
document.

Inserting a 1. Make sure you’re on page 2, and place the insertion point below the body
Picture File paragraph, which begins One of our first stops will be the mystical
Stonehenge.
This is where you want to insert a picture.
2. Select Insert → Picture → From File from the menu.
The Insert Picture dialog box appears, as shown in Figure 1-47. This is where you need
to specify the name and location of the graphic file to be inserted into your document.
3. Navigate to your practice folder.
All the graphic files located in your practice disk appear in the file window.

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 Chapter One: Common Program Functions 59

4. Select the stonehenge file.

Your dialog box may display a preview of the graphic in the right side panel of the
Insert Picture dialog box.
5. Click the Insert button to insert the Stonehenge picture.
Word inserts the Stonehenge picture into the current document. The picture appears The procedure is the
inline in the paragraph and Word treats the picture just like a text character. same for selecting
pictures, images, and
You may notice that the Stonehenge image doesn’t quite fill up the page. To make it a
better match for the page, let’s resize the image. But first, we have to select the image. charts: click on the
object to select it.
6. Click on the Stonehenge image.
Notice that eight sizing handles appear around the image, indicating that the image is
selected.
7. Place your cursor on the lower right corner until the cursor changes to a The procedure is the
. Click and drag down and to the right to increase the size of the image. same for resizing
pictures, images, and
Once you start to drag the image, the cursor will turn to crosshairs and a dashed line
charts: select the
appears as shown in Figure 1-48. The dashed line indicates how large the image will be
object, then click and
when you let go of the mouse button.
drag a sizing handle to
8. Release the mouse button. resize the object.
The size of the image is increased.

Table 1-14: Keystroke/Mouse Combinations

Hold Down This Key While Dragging This To Do This
Nothing An object’s sizing handles Resize the object
<Shift> An object’s sizing handles Maintain the objects proportions
while resizing it
<Ctrl> An object’s sizing handles Keep the object centered while
Quick Reference
resizing it
To Insert an Image File:
Nothing An object Move the object
1. Select Insert → Picture
<Shift> An object Move the object along a straight → From File from the
horizontal or vertical line menu.
<Ctrl> An object Copy the object 2. Select the file location
and name and click OK.
To Select a Picture, Image,
or Chart:
• Click on the object to
select it.
To Resize a Picture,
Image, or Chart:
1. Select the object.
2. Place your cursor over a
sizing handle.
3. Click and drag the object
to the desired size, then
release the mouse
button.

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60 IC3 Module 2 – Key Applications

Lesson 1-25: Duplicating, Moving,

and Deleting an Object
Figure 1-50
Use the Cut, Copy, and Paste
The page with a duplicate buttons on the toolbar to
picture. duplicate and move objects.

L IC3
Objective: 2.1.3.10
Req. File: Previous Lesson
file

Figure 1-50

Before you can duplicate (copy), move (cut), or delete anything in a document, you have to
select the object. If you already know how to copy, cut, and paste text, this lesson will be easy
Copy button
because the procedure to duplicate and move objects is the same.
Other Ways to Copy:
First, you must select the object you want to duplicate.
• Select Edit → Copy
from the menu.
1. Select the England picture on the first page of the document.
• Press <Ctrl> + <C>.
Now copy the picture onto the clipboard.
• Click the right-mouse
button and select Copy
2. Select Edit → Copy from the menu.
from the shortcut menu. The picture stays in its original location on the page, and a duplicate copy of it is on the
clipboard. All you have to do is paste the clipboard copy of the picture somewhere in
the document.
3. Place your insertion point to the right of the picture on the first page.
Other Ways to Delete: Select Edit → Paste from the menu.
• Select the object and Now two instances of the picture appear on the page right next to one another. This
press the <Delete> key. really isn’t necessary, so delete one of them.
• Right-click the object 4. Select the duplicate picture. Press the <Delete> key.
and select Delete from The duplicate of the picture is deleted and the page returns to its original state.
the shortcut menu. NOTE: Deleting a picture, image, or chart uses the same procedure: press the
<Delete> key, or right-click the object and select Delete from the shortcut
menu.
Moving, or cutting, an object is just as easy as duplicating one.

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 Chapter One: Common Program Functions 61

5. Scroll down to the second page of the document.

Cut button
Let’s try cutting and pasting the Stonehenge image.
Other Ways to Cut:
6. Select the Stonehenge image. Select Edit → Cut from the menu.
• Select Edit → Cut from
As you can see, the Stonehenge image is no longer on the page; it has been moved to
the menu.
the clipboard so you can paste it elsewhere.
• Press <Ctrl> + <X>.
Once something is placed on a clipboard, the items on the clipboard can be pasted into
any other Microsoft Office program, or into another document. You’ve already pasted • Click the right-mouse
within the document, so let’s try pasting the image into another document. Create a button and select Cut
new document to paste into. from the shortcut menu.
7. Click the New Blank Document button on the Standard toolbar.
A blank document appears on the screen. Try pasting the image onto the page using the
paste keystroke shortcut.
8. Press <Ctrl> + <V>. Quick Reference
Keystroke shortcuts are much quicker than using menus—don’t you think? To Duplicate (Copy) an
You don’t need this new document, so go ahead and close it. Object:
9. Click the document Close button without saving changes. • Click the Copy button on
The document closes and you return to the original document. the Standard toolbar.
Undo the cut command so the Stonehenge image is back on the page. • Select Edit → Copy from
the menu.
10. Select Edit → Undo Cut from the menu.
• Press <Ctrl> + <C>.
The cut command is undone and the page looks complete again.
• Click the right-mouse
That’s all there is to duplicating, moving, and deleting objects in Word.
button and select Copy
11. Close the document without saving your changes. from the shortcut menu.
To Move (Cut) an Object:
• Click the Cut button on
the Standard toolbar.
• Select Edit → Cut from
the menu.
• Press <Ctrl> + <X>.
• Click the right-mouse
button and select Cut
from the shortcut menu.
To Paste an Object:
• Click the Paste button on
the Standard toolbar.
• Select Edit → Paste
from the menu.
• Press <Ctrl> + <V>.
• Click the right-mouse
button and select Paste
from the shortcut menu.
To Delete an Object:
• Select the object and
press the <Delete> key.
• Right-click the object and
select Delete from the
shortcut menu.

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62 IC3 Module 2 – Key Applications

Lesson 1-26: Drawing on Your

Documents
Select Object Draw Draw Insert Line Arrow 3-D
Figure 1-51 Tool Arrow Oval WordArt Line Color Style Style Effects
The Drawing toolbar.
Figure 1-52
Drawing Rotate Insert Draw Draw Fill Object Font Color Dash Shadow
The procedure for drawing menu AutoShape Line Rectangle Color Style
a line or shape on a Figure 1-51 Insert Text
document. Box

Figure 1-53 1. Click the line or

shape you want to
The updated document draw on the
with lines added. Drawing toolbar Black Hills, S.D.

2. Move the Philadelphia

pointer to the
starting point of the
line or shape and
click and hold the
mouse button
L IC3 New Orleans

Objective: 2.1.3.11 Figure 1-53

Req. File: Drawing.doc 3. Drag the pointer
to the ending point of
the shape or line and
release the mouse
button

Figure 1-52

Most of Word’s drawing tools can be found by summoning the Drawing toolbar. The
Drawing toolbar is the electronic equivalent to the crayons, paint brushes, scissors, and
colored pencils you used in elementary school. The Drawing toolbar contains tools for
drawing lines, shapes, and arrows, and for formatting graphic objects with different coloring,
shadow, and 3-D effect effects. To summon the Drawing toolbar, either click the Drawing
button on the Standard toolbar or select View → Toolbars → Drawing from the menu.
The shapes, lines, and text boxes you can add to your documents are called drawing objects.
Drawing button Here are some tips about drawing objects:
Other Ways to Display • By default, most drawing objects “anchor” or attach themselves to the nearest paragraph.
the Drawing toolbar: If you move the paragraph, the drawing object will move along with it.
• Select View → • You can delete drawing objects from your documents by clicking them to select them and
Toolbars → Drawing then pressing the <Delete> key.
from the menu. • You can change the size and shape of drawing objects by clicking them and dragging
their sizing handles.
• You can format drawing objects and change their fill (inside) and line (border) color.

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 Chapter One: Common Program Functions 63

1. Open the document named Drawing and save it as American History.

In order to draw on your document, you first have to summon the Drawing toolbar…
2. Click the Drawing button on the Standard toolbar. Line button
The Drawing toolbar appears, as shown in Figure 1-51.
This document is supposed to show the destinations of a tour package, but if you look
closely, you’ll notice that several things are missing from it—such as some of the lines
You can create
which connect text labels to points on the map. Go to the next step and we’ll learn how
to draw a line to fix this problem. perfect circles,
squares, and straight
3. Click the Line button on the Drawing toolbar. lines by holding down
The pointer changes to a , indicating that you can draw the selected shape. the <Shift> key while
4. Place the pointer below the Black Hills, S.D. text label. Click and drag you drag with a
the pointer to the South Dakota marker on the map and release the drawing tool.
mouse button, as shown in Figure 1-52.
That’s all there is to drawing a line. Try drawing another one.
5. Following the same procedure as Step 4, draw a line between the
Philadelphia text label and the Philadelphia marker on the map.
If you can draw a line, you can draw an arrow to point to an item of interest. That’s Arrow button
because an arrow is really nothing more than a line with an pointy-head at one end.
Actually, you can format any line and change it into a arrow or vice versa—but we’ll
cover how to format drawing objects in another lesson. Move on to the next step and
try drawing an arrow.
6. Click the Arrow button on the Drawing toolbar.
The pointer again changes to a , indicating that you can draw an arrow.
7. Following same procedure as Step 4, draw a line between the New Quick Reference
Orleans text label and the New Orleans marker on the map. To Display the Drawing
Congratulations! You’ve just drawn an arrow on your document. Toolbar:
NOTE: Arrows point at whatever you drag the destination line to—not where you first • Click the Drawing button
click. If your arrow points in the wrong direction, you can always format it on the Standard toolbar.
and change which end has a pointy-head. See the lesson “Formatting Or…
Objects”. • Select View → Toolbars
Let’s try drawing a rectangle next. → Drawing from the
8. Click the Rectangle button on the Drawing toolbar. menu.
The pointer changes to a . Drawing shapes is similar to drawing lines—you click on To Draw an Object:
the document where you want to draw the shape, and then drag until the shape reaches 1. Click the object on the
the desired size. To draw a perfect circle, rectangle, straight line, or other shape, hold drawing toolbar (such as
down the <Shift> key as you drag. a line or circle).
9. Click in the blank area near the bottom-left corner side of the map. Hold 2. Draw your shape by
down the <Shift> key as you drag a square. clicking where you want
to add the shape and
dragging until the shape
reaches the desired size.
To Resize an Object:
1. Click the object to select
it.
2. Drag the object’s sizing
handles to resize it.

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64 IC3 Module 2 – Key Applications

Lesson 1-27: Aligning and Grouping

Objects
Figure 1-54 Aligning Objects Grouping Objects
The steps for aligning 1. Select the objects 1. Select the objects
you want to align by you want to group by
objects with one another. holding down the holding down the
<Shift> key as you <Shift> key as you
Figure 1-55 click each object click each object
The steps for grouping
objects.

2. Select Draw → Align 2. Select Draw →

→ and select the Group from the
alignment from the Drawing toolbar
Drawing toolbar
L IC3
Objective: 2.1.3.11
Req. File: Previous Lesson
file

The objects are

aligned with one The objects are
another grouped together as
a single object
Figure 1-54

Figure 1-55

Documents that have lots of pictures and drawing objects scattered randomly about them look
Select more than one terrible. The Align command, located under the Draw button on the Drawing toolbar, aligns
object by holding down objects relative to one another. You can align objects so that they are lined up with one
the <Shift> key as you another or spaced equally apart from one another. This lesson will give you some practice
click each object… aligning drawing objects with Word’s alignment commands.
This lesson also explains how to group and ungroup objects. It’s often easier to move and
work with a single object than it is to work with several smaller objects. A group is a
collection of objects that Word treats as though it were a single object. By grouping several
objects together, you can move or resize the entire group rather than moving and resizing each
object one by one.
…or by using the
pointer to draw a box 1. Click <Page Down> until you get to Page 4 of the document.
around the objects you Someone sure was sloppy when they created this page—the pictures and text are all
want to select. over the place! You could manually move the objects and align the objects with one
another by using the mouse and eyeballing it—but that would require a lot of time, and
unless you have eyes like a hawk, it would be difficult to align the objects perfectly.
Instead, we’ll align the objects using Word’s alignment commands.
First, you need to select the objects you want to align with one another. There are two
ways to select more than one object:

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 Chapter One: Common Program Functions 65

• Hold down the <Shift> key as you click each object that you want to select.
• Click the Select Objects button on the Drawing toolbar and use the arrow pointer ( ) Drawing button
to draw a box around the objects that you want to select. Point to a location above and to
the left of the objects that you want to select, and click and drag the mouse down and to
the right until the box surrounds all the objects. When you release the mouse button, all
the objects in the box will be selected. The disadvantage of this method is that it’s not as
selective as using the <Shift> + click method.
2. Hold down the <Shift> key as you select the Executive, Legislative,
and Judicial pictures as shown in Figure 1-54.
Now you can align the selected objects with one another.
3. Click the Drawing button on the Drawing toolbar and select Align and
Distribute → Align Bottom. Quick Reference
The selected objects are aligned with the bottom-most object, the Executive branch To Select Multiple Objects:
picture. Next, we need to center align the Judicial text box with the Judicial branch • Press and hold down the
picture. <Shift> key as you click
4. Click in a blank area on the screen to deselect the objects, click on the each object that you want
Judicial branch picture, hold down the <Shift> key, and click the to select.
Judicial text box. Or…
Now let’s center align the two selected objects. • Use the arrow pointer ( )
5. Click the Drawing button on the Drawing toolbar and select Align and to draw a box around the
Distribute → Align Center. objects that you want to
Word centers the picture and text label. select.
The procedure for grouping several objects into a single object is very similar to To Align Objects with
aligning several objects—first you select the objects you want to group, then you select Each Other:
the Group command from the Draw button on the Drawing toolbar. 1. Follow the above steps to
6. Click the Legislative branch picture to select it and deselect the other select the objects you
objects. Then hold down the <Shift> key and click the Legislative text want to align.
box. 2. Click the Draw button on
Since these two objects should always remain together, it makes sense to group them the Drawing toolbar,
together and work with a single object instead of two. select Align or
7. Click the Drawing button on the Drawing toolbar and select Group. Distribute, and select
how you want to align or
Word groups the selected picture and text box into a single object. You can break a distribute the selected
group back into its original components at any time by selecting the grouped object, objects.
clicking the Draw button, and selecting Ungroup.
To Group Several Objects:
8. Following the procedure you just learned, group the Judicial branch
picture and the Judicial text box together and then group the Executive 1. Select the objects you
branch picture and the Executive text box together. want to group together.
You can also use the Align and Distribute command to distribute selected objects so 2. Click the Draw button on
there is equal horizontal or vertical distance between all the objects. Move on to the the Drawing toolbar and
next step to try distributing the selected object horizontally. select Group.
9. Select the Executive, Legislative, and Judicial objects, click the To Ungroup a Grouped
Drawing button on the Drawing toolbar, and select Align and Object:
Distribute → Distribute Horizontally. • Select the grouped object,
Word evenly distributes the selected objects across the page. click the Draw button on
the Drawing toolbar, and
select Ungroup.

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66 IC3 Module 2 – Key Applications

Lesson 1-28: Layering Objects

Figure 1-56 4. Bring to Front French Rule Layer 1 (Top)

Here, the Mardi Gras text 3. Bring to Front Layer 2

object appears before the
2. Bring to Front Spanish Rule Layer 3
mask.
1. Bring to Front Layer 4
Figure 1-57
American Rule Layer 5 (Bottom)
By clicking the Draw Figure 1-56
button on the Drawing Figure 1-58
toolbar and selecting
Order → Send Backward,
the Mardi Gras text object New Orleans
is sent behind the mask. America’s Most Distinct City
• French Quarter French Rule

Figure 1-58 • Uptown and the Spanish Rule

Garden District
The order in which you
select and send objects to Figure 1-57 • Cemeteries American Rule

the front or back is very • River Road Plantations

important, as shown here.
Figure 1-59
Figure 1-59
The updated document
with the objects properly
layered. Whenever you have more than one object on the page, it’s possible for one or more objects to
overlap one another. This presents you with a problem: how can you make sure one object
appears in front of, or in back of, another object? Word (and most other drawing programs)
solves this problem by layering objects, like a stack of papers. The first object you draw is on
the bottom layer, and the last object you draw is on the top layer. Of course, you can change
L IC3 the order in which objects appear in front or back, and that’s the topic this lesson.
Objective: 2.1.3.11
There are four layering commands:
Req. File: Previous Lesson
• Bring to Front: This places the selected object to the very top layer of the document.
file
All other objects will appear behind the selected object.
• Send to Back: This places the selected object to the very back layer of the document.
All other objects will appear in front of the selected object.
• Bring Forward: Brings the selected object one layer up on the document
• Send Backward: Sends the selected object one layer down on the document
Ready to get some layering practice? Let’s get started.

1. Click <Page Down> until you get to Page 5. Click the Mardi Gras object
to select it.
We want to send the Mardi Gras object to the back layer, so that it appears in the back
of the document.
2. Click the Draw button on the Drawing toolbar and select Order → Send
Backward.
The selected Mardi Gras text object is sent one layer backward so that it appears
behind the mask graphic.

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 Chapter One: Common Program Functions 67

When you want to layer several objects in a particular sequence, the order in which you
select the object and then send it to the front or back is very important. For example, if
you bring object A to the front (or on top), and then bring object B to the front (or on
top), object A moves down one layer, so that it would appear behind object B if the two
objects overlapped each other.
Confused? Let’s try layering the objects in the document’s flowchart so you’ll better
understand why the order in which you select and layer objects is so important.
3. Select the arrow between Spanish Rule and American Rule, click the
Draw button on the Drawing toolbar, and select Order →Bring to
Front.
Word brings the selected arrow to the front layer, in front of both the Spanish Rule and
American Rule boxes. We want the arrow to appear in front of the American Rule box,
but not in front of the Spanish Rule box. Move on to the next step to bring the Spanish
Rule box in front. Quick Reference
4. Select the Spanish Rule object, click the Draw button on the Drawing To Change the Order in
toolbar, and select Order → Bring to Front. Which Objects Appear on
Word brings the Spanish Rule object to the front layer, in front of the arrow that had a Document:
previously been on the top layer. Notice that the bottom arrow still appears on top of 1. Select the object.
the American Rule box, however. 2. Click the Draw button on
Go to the next step and finish layering the object in the flowchart. the Drawing toolbar,
5. Follow the sequence shown in Figure 1-58 (you’re on Step 3) and layer select Order, and select
the remaining arrow and French Rule box. one of the following
layering commands:
When you’re finished your document should look like the one in Figure 1-59. Had you
selected the objects and brought them to the front in any other sequence, the objects Bring to Front: This
wouldn’t appear in the correct order. places the selected object
to the very top layer of the
6. Close the file without saving your changes. document. All other
objects will appear behind
the selected object.
Send to Back: This
places the selected object
to the very back layer of
the document. All other
objects will appear in front
of the selected object.
Bring Forward: Brings
the selected object one
layer up on the document
Send Backward: Sends
the selected object one
layer down on the
document
• The order in which you
select and layer objects
will determine the order in
which they appear on the
document. For example,
the last object you bring
to the front will always
appear on the top layer.

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68 IC3 Module 2 – Key Applications

Lesson 1-29: Changing the Paper

Orientation and Size
Figure 1-60 Select from
several preset
Comparison of portrait and paper sizes…
landscape page
orientations. …or specify the
paper size by
Figure 1-61 designating its
Portrait width and height.
The Paper size options in
the Page Setup dialog Select the page
orientation.
box.

Landscape Figure 1-61

Figure 1-60
L IC3 Every document you print uses one of two different types of paper orientations: Portrait or
Objective: 2.1.4.1 Landscape. In Portrait orientation, the paper is taller than it is wide—like a portrait painting.
Req. File: Document In landscape orientation, the paper is wider than it is tall—like a painting of a landscape. Most
Formatting.doc documents are printed using Portrait orientation. However, there are times you may want to
use landscape orientation for your documents, like if you want to display a sign or a large,
complex table.
In this lesson, you will also learn how to print on different paper sizes. People normally print
on standard Letter-sized (8½ × 11) paper, but Word can also print on other paper sizes, such as
Legal-sized (8½ × 14) and other custom-sized paper. This means that you can use Word not
only to print letters, but also postcards, tickets, flyers, and any other documents that use a
non-standard paper size.

1. Navigate to your Practice folder and open the Document Formatting

file. Save the file as Complaint Letter.
Word is a little bit inconsistent when you format pages, because the Page Setup dialog
box is located under the File menu, not the Format menu.
2. Select File → Page Setup from the menu.
The Page Setup dialog box appears. The page orientation settings are located on the
Paper Size tab.
3. Click the Paper Size tab.
The Paper Size tab appears, as shown in Figure 1-61.
4. In the Orientation area, click the Landscape option.
Notice how the preview area displays how your document will look with the new page
orientation settings.
5. Click OK.
The Page setup dialog box closes, and the document is changed from portrait to
landscape orientation. Since this is a business letter, it really should be formatted in
portrait orientation, so undo your paper orientation changes:

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 Chapter One: Common Program Functions 69

6. Click the Undo button to undo our orientation changes.

Most documents and letters are Letter (8½” × 11”) sized. There are times, however,
when you may find it necessary to create a document on irregular sized paper. You can
adjust the page size on the Page Size tab on the Page Setup dialog box. Undo button
7. Select File → Page Setup from the menu. If necessary, click the Paper
Size tab.
The Page Setup dialog box appears.
8. Click the Paper size list arrow and select Legal.
Notice how the Preview section displays what our paper size changes will look like.
If you had clicked OK at this point, your document would be reformatted for Legal
(8½ × 14 in) paper size. You may have already noticed the most common paper size
options are listed in the Paper size list, but what if you’re working with a paper size
that isn’t listed? Say, for example, a card? No problem—Word lets you enter the
paper’s width and height for custom paper sizes.
9. Click the Width text box down arrow until it displays 5”.
Notice how the Preview area shows how our document will look on paper that is 5
inches wide. Now try adjusting the paper’s height:
10. Click the Height text box down arrow until it displays 4.5”.
There! Your document is formatted to fit on paper that is 5.0” × 4.5”.
NOTE: Word may support all kinds of paper sizes, but your printer may not. Make
sure your printer can handle the paper size you’re using before printing, unless
you want to have a paper jam (or worse).
Since you are working with a standard business letter in this lesson, Letter (8.5” × 11”)
is fine, so cancel our paper size changes:
11. Click Cancel to cancel the paper size changes. Quick Reference
Knowing how to change the orientation of a document is another skill that can be used with To Change a Page’s
many other Windows-based programs. Word documents normally use Portrait orientation, but Orientation:
other Windows programs may use Landscape orientation as their default, such as Microsoft 1. Select File → Page
PowerPoint. Setup from the menu,
and click the Paper Size
tab.
2. In the Orientation section
select either the Portrait
or Landscape option.
To Change the Paper Size:
1. Select File → Page
Setup from the menu,
and click the Paper Size
tab.
2. Click the Paper Size list
arrow to select from a list
of common paper sizes.
Or…
Adjust the paper size
manually by entering the
paper’s size in the Width
and Height text boxes.

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70 IC3 Module 2 – Key Applications

Lesson 1-30: Adjusting Margins

Top margin
Figure 1-62
A document’s margins.
Left margin Right margin
Figure 1-63
The Margins tab in the
Page Setup dialog box. Bottom margin
Figure 1-62

Adjusts the
document’s
margins
L IC3
Adds extra
Objective: 2.1.4.1 space to the
inside margin
Req. File: Previous Lesson for bound
file documents
Applies the
The distance margin setting
between a to the whole
document’s document or
header and the current
footer and the section
edge of the
paper
Makes the current Adjusts the margins so that when you
Figure 1-63 margins the print on both sides of the page, the
default for all inside margins of facing pages are
documents the same width, and the outside
margins are the same width

You’re probably already aware that margins are the empty space between a document’s text
Although it’s not and the left, right, top, and bottom edges of a page. Word’s default margins are 1inch margins
recommended (due to at the top and bottom, and 1.25 inch margins to the left and right. You can also change the
its inaccuracy), you can default margins if Word’s are not to your liking—for example, many people have their default
also adjust the margins all set at 1 inch.
margins on a page by
clicking and dragging
This lesson explains how to change a document’s margins. There are many reasons to change
the margins for a document: to make more text fit on a page, for binding documents, or for
the left or right
leaving a blank area on a document for notes. It’s important that you don’t confuse adjusting a
margin line on the
document’s margins with adjusting a paragraph’s indentation. Changing a document’s margins
ruler.
effects the entire document and every paragraph in it. Changing a paragraph’s Indentation
indents only the selected paragraph(s)—it doesn’t affect the rest of the document.
Word’s default
margins are 1 inch on 1. Select File → Page Setup from the menu. Click the Margins tab if it is
the top and bottom not currently in front.
and 1.25 inches on the The Page Setup dialog box appears, as shown in Figure 1-63. This is where you can
left and right. view and adjust the margin sizes for our document. Notice there are margins settings in
the Top, Left, Right, and Gutter boxes.

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 Chapter One: Common Program Functions 71

2. Type .8 in the Top Margin box or press the Top Margin box down arrow
until .8” appears in the box.
This will change the size of the top margin from 1.0 inch to 0.8 inch. Notice that the
Preview area of the Page Setup dialog box gives you a preview of what your document
will look like with your new margin settings. Now change the bottom margin.
3. Type .8 in the Bottom Margin box or press the Bottom Margin box If you intend to bind a
down arrow until .8” appears in the box, and then click OK. document and require
The Page Setup dialog box closes and the top and bottom margins are changed from extra space for the
1.0 inch to 0.8 inch. plastic bindings, use
Use the same procedure for changing the margins for the right and left sides of the the Gutter setting on
document. the Margins tab.
You probably already know the importance of margins and learning how to adjust them. But
you may not know that many other Windows programs, such as Microsoft Excel and
PowerPoint, also use margins. Once you have mastered changing the margins in one program,
the procedure is almost entirely the same in other Windows programs.

Quick Reference
To Change a Document’s
Margins:
1. Select File → Page
Setup from the menu,
and click the Margins tab.
2. Adjust the top, bottom,
left, and/or right margins
as necessary.
Or…
• Click and drag the Left or
Right margin line on the
ruler.

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72 IC3 Module 2 – Key Applications

Lesson 1-31: Previewing and

Printing a Document
Figure 1-64
The Print Preview screen.
Figure 1-65
The Print Preview toolbar.
Figure 1-66
The Print dialog box.

Figure 1-64
Shrink Close
L IC3 Print One Page Zoom to Fit Preview

Objective: 2.1.4.2 and

2.1.4.3 Magnifier View Full Context
Multiple Ruler Screen Sensitive Help
Req. File: Previous Lesson Pages
file
Figure 1-65

Select the printer you

want to use.

Specify which pages Specify how many

of the document you copies you want to print.
want to print.

Figure 1-66

Once you have created a document, you can create a printed copy of it (if your computer is
connected to a printer). Before you print a document, it’s a good idea to preview it on your
Print Preview
button screen before sending it to the printer (and wasting paper if you see something that needs to
be changed). This lesson will show you how to preview a document, how to choose print
Other Ways to Preview: output options, and how to print.
• Select File → Print
Preview from the
menu.

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 Chapter One: Common Program Functions 73

1. Click the Print Preview button on the Standard toolbar.

Your document will be previewed on the screen, as shown in Figure 1-64. You can use
the toolbar as shown in Figure 1-65 to view or adjust the document differently.
Close the preview screen.
Print button
2. Click the Close button on the Print Preview toolbar.
Other Ways to Print:
• Select File → Print
You return to the document where you can make any changes to the document.
from the menu.
Now that you’ve previewed the document and it looks fine, let’s try printing the
document. • Press <Ctrl> + <P>.
3. Click the Print button on the Standard toolbar.
The document is sent to the default printer connected to your computer using default
settings (entire document, print on one side).
NOTE: If you are covering this lesson in a classroom setting, your computer may not
be set up for printing ability.
If you don’t want to use the default settings, use the Print dialog box to specify print
options such as which pages you want to print or number of copies.
4. Select File → Print from the menu.
Quick Reference
The Print dialog box appears, as shown in Figure 1-66. Using the print keystroke
shortcut <Ctrl> + <P> will open the Print dialog box as well. To Preview a Document on
Let’s explore some of the options in the dialog box. Screen:
5. Look at the Page range section of the dialog box. • Click the Print Preview
button on the Standard
This area contains options that will allow you to specify exactly what you want to print
toolbar.
from the document. There are four options in this area:
Or…
• All: Prints all the pages in the document
• Select File → Print
• Current Page: Prints only the page where the insertion point is located. Preview from the menu.
• Selection: Prints only selected text; this option isn’t available if you haven’t To Change Print Output
selected any text in the document. Options:
• Pages: Prints only the pages of the document you specify in the Pages box. 1. Click the Print button on
Once you’ve specified what you want to print, you can specify how many copies you the Standard toolbar.
want to print. Or…
6. Look at the Copies section of the dialog box. Select File → Print from
Specify how many copies of the document you want to print here. Check the Collate the menu.
check box to print the copies in binding order. Or…
If you are hooked up to a network that has multiple printers, you can also choose which Press <Ctrl> + <P>.
printer you want to print from. The default printer is the one that appears in the dialog
2. Change the options in the
box, but you can print from a different printer if you have multiple printers installed on
Print dialog box.
your computer.
7. In the Printer section at the top of the dialog box, click the Name list To Print a Document:
arrow. • Click the Print button on
If you have multiple printers installed on your computer, you will have multiple the Standard toolbar to
options in the list. print using default
settings.
Once you have chosen your print options, you can click OK to print the document, or if
you choose not to print, click the Cancel button. Or…
8. Click the Cancel button. • Select File → Print from
the menu.
The dialog box closes, and you return to the original Word document. Close out of the
document and the Word program. Or…
9. Select File → Exit from the menu, and don’t save any changes. • Press <Ctrl> + <P>.
Both the document and Word program close.

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74 IC3 Module 2 – Key Applications

Lesson 1-32: Changing Printer

Settings and the Default Printer
Clicking a tab lets
Figure 1-67 you view and
change those
Right-click any printer in settings for your
the Printers folder to printer
change its settings.
Select the port
Figure 1-68 the printer uses

The printer Properties

dialog box will be different
for every printer,
depending on the printer’s
features.

Figure 1-67
L IC3
Objective: 2.1.4.4 Figure 1-68
Req. File: None
Sometimes you may want a little more from your printer. For example, perhaps you have
more than one printer connected to your computer and want to change the default printer.
Maybe you want to take advantage of some of your printer’s more advanced features or are
having trouble printing and want to look at your printer’s settings and find out what’s wrong.
This lesson will show you how to change which printer your computer uses as the default
Default Printer
printer (where your computer prints everything unless you specify otherwise) and how to
view and change the default settings for your printer.

Quick Reference 1. Click the Start button and select Settings → Printers.
To Change the Default The Printers window appears.
Printer: 2. Right-click the printer you want to set as your new default printer and
1. Open the Printers folder select Set as Default from the shortcut menu.
by clicking the Start The default printer displays a black checkmark ( ). Any documents you print will now
button and selecting be sent to the default printer.
Settings → Printers.
You can also view the properties for all your printers from the Printers folder. Here’s
2. Right-click the desired how:
printer and select Set as
Default from the shortcut
3. Right-click the printer whose properties you want to view and select
menu. Properties from the shortcut menu.
The Properties dialog box for your particular printer appears, as shown in Figure 1-68.
To View/Change a Keep in mind that every printer is different, so the Properties dialog box for your
Printer’s Properties: particular printer may look a lot different from the one shown in Figure 1-68. All
• Open the Printers folder, Printer Properties dialog boxes let you change the default options for your particular
right-click the appropriate printer—what port it uses, its print quality, etc.
printer, and select 4. Click Cancel to close the Properties dialog box, then close the Printers
Properties from the folder.
shortcut menu.

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 Chapter One: Common Program Functions 75

Lesson 1-33: Using the Print

Manager
Figure 1-69
The Print Manager
window.

L IC3
Objective: 2.1.4.4
Figure 1-69 Req. File: None

The time between sending a file to a printer and the file being printed is short. In that small Other Ways to Pause,
time frame, if you ever want to view a print job’s progress, pause, restart, or delete a print job, Resume, Restart, or
you can do so with the print manager. Cancel printing:
• Click the Document
1. After sending a file to the printer, double-click the Printer icon in the menu in the Print
system tray located at the lower right corner of the screen. Manager window and
The print manager icon only appears when a file has been sent to the printer. If you select an option from
click this icon, a window appears on your desktop, similar to the one shown in Figure the menu.
1-69. All of the files in the printer queue appear in this window. Or…
Note that there are a number of different columns in the window. These are useful for • For multiple file
determining the print job’s progress and status. For example, look at the Status and commands, click the
Pages columns in the window. You can tell that the print job is currently being printed, Printer menu in the
and that it’s half finished (20 of the 41 pages have been printed). Print Manager window.
The print manager window is also where you can control the status of the print job.
2. Right-click the print job. Select an option from the shortcut menu, as
shown in Figure 1-69. Quick Reference
Canceling a print job is the same as deleting it. The printer changes the status of the
To View Print Job
print job according to the option selected from the shortcut menu. The same options are
Progress:
available in the Document menu. To control the status of multiple files in the printer
queue, select the Printer menu. • Double-click the
printer icon in the system
That’s all you need to know about printing for now. You’ll become more familiar with
tray and check the file’s
using properties and other print features as you use them.
progress in the Print
Manager.
To Change Print Job
Status:
• Right-click the print job in
the Print Manager window
and select an option from
the shortcut menu.

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76 IC3 Module 2 – Key Applications

Chapter One Review

Lesson Summary
Opening and Closing Word
• To Start the Microsoft Word Program: Click the Windows Start button and select Programs →
Microsoft Word.
• To Close the Microsoft Word Program: Click the Word Program Close button, or select File →
Exit from the menu.

Getting Help from the Office Assistant

• You can ask the Office Assistant (the cute animated character) your questions in conversational
English.
• To Get Help from the Office Assistant: Press <F1 > to open the Office Assistant, type your
question in normal English, and click Search. Click the Help topic that best matches what you’re
looking for (repeat as this step as necessary.)

Changing the Office Assistant and Using the Help Button

• To Change Office Assistants: If necessary, select Help → Show the Office Assistant from the
menu. Right-click the Office Assistant and select Choose Assistant from the shortcut menu. Click
the Next or Back buttons until you find an Office Assistant you like, then click OK.
• To Hide the Office Assistant: Right-click the Office Assistant and select Hide from the shortcut
menu.
• To See what a Control in a Dialog Box Does: Click the dialog box Help button (located right
next to the Close button) and click the control you want more information on with the pointer.

Understanding the Program Screen

• Be able to identify the main components of the program screen.

Using Menus
• To Use a Menu: Either click the menu name with the mouse pointer or press the <Alt> key and the
letter that is underlined in the menu name.
• Word 2000’s new personalized menus hide more advanced commands from view. To display a
menu’s hidden commands, click the downward-pointing arrow ( ) at the bottom of the menu, or
open the menu and wait a few seconds.
• To Change How Menus Work: Select View → Toolbars → Customize from the menu, check or
clear either the Menus Show Recently Used Commands First and/or Show Full Menus After a
Short Delay options, then click Close.

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 Chapter One: Common Program Functions 77

Displaying and Hiding Toolbars

• To Display or Hide a Toolbar: Select View → Toolbars from the menu and select the toolbar you
want to display or hide or right-click any toolbar or menu and select the toolbar you want to display
or hide from the shortcut menu.
• To Stack the Standard and Formatting toolbars in Two Separate Rows: Word 2000 places the
Standard and Formatting toolbars together on the same row. To stack these toolbars on separate
rows, select View → Toolbars → Customize from the menu and remove the check from the
Standard and Formatting toolbars share one row check box.

Working with Multiple Documents and Windows

• To Open Multiple Adjacent Documents (Shift key): Click the Open button on the Standard
toolbar, or select File → Open from the menu, or press <Ctrl> + <O>. Click the first file you want
to select in the series and press the <Shift> key. Click the last file you want to select in the series
and click Open.
• To Open Multiple Non-Adjacent Documents (Control key): Click the Open button on the
Standard toolbar, or select File → Open from the menu, or press <Ctrl> + <O>. Click the first file
you want to select and press the <Ctrl> key. Click the other files you want to select and click Open.
• To Switch between Multiple Open Documents: Click the document on the Windows taskbar or
select Window and select the name of the document you want to view.
• To View Multiple Windows at the Same Time: Select Window → Arrange All.
• To Maximize a Window: Click the window’s Maximize button.
• To Restore a Window: Click the window’s Restore button.
• To Manually Resize a Window: Position the mouse pointer over the edge of the window and hold
down the mouse button and drag the mouse to resize the window. Release the mouse button.
• To Move a Window: Drag the window’s title bar to the location where you want to position the
window.

Viewing a Document and Using Zoom

• To Switch between Outline, Normal, and Print Layout Views: Click the View button on the
horizontal scroll bar for the view you want or select View from the menu and select the view you
want.
• To Change the Zoom Level of a Document: Select the zoom level from the Zoom list box on the
Standard toolbar. Or, select View → Zoom from the menu, select the zoom level you want, and
click OK.
• To View a Document in Full Screen Mode: Select View → Full Screen from the menu.

Creating a New Document

• To Create a New Blank Document: Click the New Blank Document button on the Standard
toolbar or select File → New from the menu or press <Ctrl> + <N>.

Opening and Closing a Document

• To Open a Document: Click the Open button on the Standard toolbar, or select File Open from
the menu, or press <Ctrl> + <O>.

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78 IC3 Module 2 – Key Applications

• To Close a Document: Click the document window Close button, or select File → Close from
the menu, or press <Ctrl> + <W>.

Saving a Document
• To Save a Document: Click the Save button on the Standard toolbar, or select File → Save from
the menu, or press <Ctrl> + <S>.

Saving a Document with a Different File Name or Type

• To Save a Document in a New File with a Different Name: Select File → Save As from the
menu, type a new name for the document and click OK.
• To Save an Existing Document as a Different File Type: Select File → Save As from the menu,
click the Save as type list arrow and select the file type you want to use. Click OK.

Navigating Open Files

• Press <Home> to move to the beginning of a line, <End> to move to the end of a line.
• Press <Page Up> to move up one screen, <Page Down> to move down one screen.
• Press <Ctrl> + <Home> to move to the beginning of a document, <Ctrl> + <End> to move to the
end of a document.
• To Jump to a Specific Page in a Document: Select Edit → Go To from the menu. Verify that
Page is selected in the Go to what combo box, type the page number in the Enter page number
text box, and click Next.

Inserting Text
• To Insert Text in a Document: Place your insertion point in the document and begin typing.

Editing and Deleting Text

• To Move the Insertion Point: Use the arrow keys or move the I-beam pointer where you want with
the mouse and then click.
• To Insert Text: Move the insertion point where you want to insert the text and then type the text
you want to insert.
• To Delete Text: Use the <Backspace> key to delete text before, or to the left of the insertion point.
Or, use the <Delete> key to delete text after, or to the right of the insertion point.
• To Type Over Text: Press the <Insert> key and type over the text you want to delete.

Copying and Pasting Text

• To Copy Something: Select the text and copy it using one of the following methods:
1) Click the Copy button on the Standard toolbar.
2) Select Edit → Copy from the menu.
3) Press <Ctrl> + <C>.
• To Paste Something: Place the insertion point where you want to paste the text or object, and use
one of the following methods to paste it:
1) Click the Paste button on the Standard toolbar.
2) Select Edit → Paste from the menu.
3) Press <Ctrl> + <V>.

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 Chapter One: Common Program Functions 79

Cutting and Pasting Text

• To Cut Something: Select the text and cut it using one of the following methods:
1) Click the Cut button on the Standard toolbar.
2) Select Edit → Cut from the menu.
3) Press <Ctrl> + <X>.
• To Paste a Cut or Copied Object: Place the insertion point where you want to paste the text or
object, and use one of the following methods to paste it:
1) Click the Paste button on the Standard toolbar.
2) Select Edit → Paste from the menu.
3) Press <Ctrl> + <V>.

Using Undo, Redo, and Repeat

• To Undo: Click the Undo button on the Standard toolbar, or select Edit → Undo from the menu,
or press <Ctrl> + <Z>.
• To Redo: Click the Redo button on the Standard toolbar, or select Edit → Redo from the menu,
or press <Ctrl> + <Y>.
• Multilevel Undo/Redo: Click the arrows on the Undo or Redo buttons on the Standard toolbar to
undo or redo several actions at once.
• To Repeat: Press <F4>, or select Edit → Repeat from the menu.

Finding and Replacing Text

• To Find Text: Select Edit → Find from the menu, or press <Ctrl> + <F>. Type the text you want
to search for in the Find what text box, and click the Find Next button. If there is more than one
occurrence of the text, click the Find Next button until you find the text you’re looking for.
• To Replace Text: Select Edit → Replace from the menu, or press <Ctrl> + <H>. Type the text
you want to find in the Find what text box and the text you want to replace it with in the Replace
with text box. Click the Find Next button and then the Replace button to find each occurrence of
the text, or click the Replace All button to replace every occurrence of the text in the document at
once.

Checking Your Spelling

• Word automatically underlines spelling errors with red and grammar errors with green.
• To Correct a Spelling Error: Right-click a spelling or grammar error to bring up a shortcut menu
with suggestions for spelling, or grammar corrections for the error. Or, click the Spelling and
Grammar button on the Standard toolbar and select the correct spelling from the dialog box.
• Add words to the spelling dictionary by right-clicking the red underlined word you want to add and
selecting Add from the shortcut suggestion menu.
• Ignore spelling and grammar errors by right-clicking the red underlined word and selecting Ignore
All from the shortcut suggestion menu.
• To Turn Off the Spell Checker: Select Tools → Options from the menu, click the Spelling &
Grammar tab, uncheck the Check spelling as you type check box, and click OK.

Formatting Text
• To Bold Text: Click the Bold button on the Formatting toolbar or press <Ctrl> + <B>.
• To Italicize Text: Click the Italics button on the Formatting toolbar or press <Ctrl> + <I>.

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80 IC3 Module 2 – Key Applications

• To Underline Text: Click the Underline button on the Formatting toolbar or press <Ctrl> + <U>.
• To Change Font Size: Select the pt. size from the Font Size list on the Formatting toolbar.
• To Change Font Type: Select the font from the Font list on the Formatting toolbar.
• To Change Formatting Using the Font Dialog Box: Select the text you want to format. Select
Format → Font from the menu. Make formatting changes in the dialog box and click OK.

Applying Subscript and Superscript

• Select the text you want to change and select Format → Font from the menu. Check the
Superscript or Subscript check box and click OK.

Inserting a Picture
• To Insert a Clip Art Graphic: Select Insert → Picture → Clip Art from the menu, type the name
of what you’re looking for in the Search for clips box and press <Enter> or select a clip art
category. Scroll through the clip art pictures, clicking Keep Looking as needed until you find an
appropriate graphic. Click the graphic you want to insert and select Insert clip. Close the Clip
Gallery program.

Inserting, Selecting, and Resizing an Image File

• To Insert an Image File: Select Insert → Picture → From File from the menu, then select the
file location and name, and click OK.
• To Select a Picture, Image, or Chart: Click on the object to select it.
• To Resize a Picture, Image, or Chart: Click on the object to select it, drag the object’s sizing
handles until the shape reaches the desired size, and release the mouse button.

Duplicating, Moving, and Deleting an Object

• To Duplicate (Copy) an Object: Click the Copy button on the Standard toolbar. Or, select Edit
→ Copy from the menu. Or, press <Ctrl> + <C>. Or, Click the right-mouse button and select
Copy from the shortcut menu.
• To Move (Cut) an Object: Click the Cut button on the Standard toolbar. Or, select Edit → Cut
from the menu. Or, press <Ctrl> + <X>. Or, Click the right-mouse button and select Cut from the
shortcut menu.
• To Paste an Object: Click the Paste button on the Standard toolbar. Or, select Edit → Paste
from the menu. Or, press <Ctrl> + <V>. Or, Click the right-mouse button and select Paste from
the shortcut menu.
• To Delete an Object: Select the object and press the <Delete> key. Or, right-click the object and
select Delete from the shortcut menu.

Drawing on Your Documents

• To Display the Drawing Toolbar: Click the Drawing button on the Standard toolbar or select
View → Toolbars → Drawing from the menu.
• To Draw an Object: Click the object you want to draw on the drawing toolbar (such as a line or
circle) and draw your shape by clicking on the document with the pointer and dragging until the
shape reaches the desired size.
• To Resize an Object: Click the object to select it, drag the object’s sizing handles until the shape
reaches the desired size, and then release the mouse button.

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 Chapter One: Common Program Functions 81

Aligning and Grouping Objects

• To Select Multiple Objects: Press and hold down the <Shift> key as you click each object that
you want to select, or use the arrow pointer ( ) to draw a box around the objects that you want to
select.
• To Align Objects with Each Other: Follow the above steps to select the objects you want to align,
click the Draw button on the Drawing toolbar, select Align or Distribute, and select how you want
to align or distribute the selected objects.
• To Group Several Objects: Select the objects you want to group together, click the Draw button
on the Drawing toolbar, and select Group.
• To Ungroup a Grouped Object: Select the grouped object, click the Draw button on the Drawing
toolbar, and select Ungroup.

Layering Objects
• To Change the Order in Which Objects Appear in a Document: Select the object, click
the Draw button on the Drawing toolbar, select Order and select one of the following layering
commands:
Bring to Front: Places the selected object to the very top layer of the document. All other objects
will appear behind the selected object.
Send to Back: Places the selected object to the very back layer of the document. All other objects
will appear in front of the selected object.
Bring Forward: Brings the selected object one layer up on the document.
Send Backward: Sends the selected object one layer down on the document.
• The order in which you select and layer objects will determine the order in which they appear on
the document. For example, the last object you bring to the front will always appear on the top
layer.

Changing the Paper Orientation and Size

• To Change a Page’s Orientation: Select File → Page Setup from the menu, and click the Paper
Size tab. In the Orientation section select either the Portrait or Landscape option.
• To Change the Paper Size: Select File → Page Setup from the menu, and click the Paper Size
tab. Click the Paper Size list arrow to select from a list of common paper sizes. Or, adjust the
paper size manually by entering the paper’s size in the Width and Height text boxes.

Changing the Margins

• To Change a Document’s Margins: Select File → Page Setup from the menu, and click the
Margins tab. Adjust the top, bottom, left, and/or right margins as necessary. Or, click and drag the
Left or Right margin line on the ruler.

Previewing and Printing a Document

• To Preview a Document on Screen: Click the Print Preview button on the Standard toolbar, or
select File → Print Preview from the menu.
• To Change Print Output Options: Click the Print button on the Standard toolbar, or select File
→ Print from the menu, or Press <Ctrl> + <P>. Change the options in the Print dialog box.
• To Print a Document: Click the Print button on the Standard toolbar, or select File → Print from
the menu, or press <Ctrl> + <P>.

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82 IC3 Module 2 – Key Applications

Changing the Default Printer and Printer Settings

• To Change the Default Printer: Open the Printers folder by clicking the Start button and
selecting Settings → Printers. Right-click the desired printer and select Set as Default from the
shortcut menu.
• To View/Change a Printer’s Properties: Open the Printers folder, right-click the appropriate
printer, and select Properties from the shortcut menu.

Using the Print Manager

• To View Print Job Progress: Double-click the Printer icon in the system tray and check the
file’s progress in the Print Manager.
• To Change Print Job Status: Right-click the print job in the Print Manager window and select an
option from the shortcut menu.

Quiz
1. What is the keystroke shortcut to close a document?
A. <Ctrl> + <W>.
B. <Ctrl> + <D>.
C. <Ctrl> + <C>.
D. <Ctrl> + <M>.

2. The fastest, easiest way you can get help in Word is by:
A. Asking the Office Assistant your question in ordinary English.
B. Reading the manual that came with the program.
C. Spending your day on the phone with Microsoft Technical Support.
D. Pressing the <F6> key.

3. How do you open multiple documents in Word? (Select all that apply.)
A. To select adjacent files, select the first file, press <Shift>, and select the last file.
B. Right-click the files you want to open.
C. To select non-adjacent files, press <Ctrl> and select the files you want to open.
D. Press the <Shift> key as you click the Open button on the Standard toolbar.

4. You can only save documents as a Word document. (True or False?)

5. How do you view multiple documents at a time?

A. You can’t: Word only displays one document at a time.
B. Select Window → Arrange All from the menu.
C. Select File → Arrange Windows from the menu.
D. Tell the Office Assistant to arrange the windows.

6. Which key deletes text behind, or to the left of, the insertion point?
A. <Page Up>.
B. <Page Down>.
C. <Delete>.
D. <Backspace>.

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 Chapter One: Common Program Functions 83

7. Which of the following are ways to save the current document? (Select all
that apply.)
A. Press <Ctrl> + <S>.
B. Select File → Save from the menu.
C. Click the Save button on the Standard toolbar.
D. Click Save on the Windows Start button.

8. You’re working on your first novel and want to make it more dramatic. How
can you replace every instance of the word “good” in your novel with
“fantastic”?
A. Select Edit → Replace from the menu, type “good” in the Find what text box, type
“fantastic” in the Replace with text box and click Replace All.
B. There isn’t any easy way – you’ll have to go through your novel and replace the
words yourself.
C. Click the Find and Replace button on the Standard toolbar, then follow the Find and
Replace Wizard’s on-screen instructions to replace the word.
D. Select Tools → Replace from the menu, type “good” in the Find what text box, type
“fantastic” in the Replace with text box and click Replace All.

9. Which of the following is not a command to cut text or graphics? (Trick

Question!)
A. Click the Cut button on the Standard toolbar.
B. Press <Ctrl> + <C>.
C. Press <Ctrl> + <X>.
D. Select Edit → Cut from the menu.

10. The size and orientation of Word documents cannot be changed. (True or
False?)

11. You can display how a document will look when it’s printed by:
A. Clicking the Print Preview button on the Standard toolbar.
B. Selecting File → View Onscreen from the menu.
C. Selecting View → WYSIWYG from the menu.
D. Word is unable to display how documents will look when printed onscreen.

12. What does the little check mark next to a printer indicate in the Printer
Folder?
A. The printer power is on.
B. The printer needs a maintenance check.
C. The printer is broken.
D. It is the default printer.

13. The Print Manager keeps track of the files waiting to be printed on a
selected printer. (True or False?)

Homework
1. Start the Microsoft Word program.
2. Navigate to your Practice Folder and open the Homework 1 file.

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84 IC3 Module 2 – Key Applications

3. Save the presentation as “Maytag Letter”.

4. Select the closing line “Wearing clean clothes,” and replace it with the text
“Sincerely,”
5. Cut the text “We’d certainly appreciate it!”
6. Paste the text after “Let me know what you think!”
7. Delete the word “this” in the second line of the body paragraph and type “he” in its
place. Then, insert the word “and” after the word “him” in the third line.
8. Change the font style and size of sender’s address to 14 pt Arial.
9. Click the Print Preview button on the Standard toolbar to preview your document.
10. Click the Save button on the Standard toolbar to save your document and then exit
Microsoft Word.

Quiz Answers
1. A. Press <Ctrl> + <W> to close a document.
2. A and C. You can either press <Shift> to select adjacent files, or <Ctrl> to select non-
adjacent files.
3. A. You can ask the Office Assistant for help in everyday English.
4. False. You can save documents as different file types, such as Rich Text File, Text File, or
HTML file.
5. B. Select Window → Arrange All from the menu.
6. D. Press the <Backspace> key to delete text behind, or to the left of, the insertion point.
7. A, B and C. You can use any of these methods to save a document.
8. A. Select Edit → Replace from the menu, type “good” in the Find what text box, type
“fantastic” in the Replace with text box, and click Replace All.
9. B. <Ctrl> + <C> copies selected text or graphics, <Ctrl> + <X> cuts selected text or
graphics.

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 Chapter One: Common Program Functions 85

10. False. Word documents can use portrait or landscape orientation, and the size of the page
can also be changed.
11. A. Click the Print Preview button on the Standard toolbar to see how a document will
look when it’s printed.
12. D. A checkmark next to a printer in the Printer Folder indicates it is the default printer.
13. True. The Print Manager keeps track of the files waiting to be printed.

 2005 CustomGuide, Inc.

 Chapter Two: Word
Processing Functions
Chapter Objectives: Prerequisites
• A computer with Word
• Format a paragraph
2000 installed.
• Create bulleted and numbered lists • How to open and close
Microsoft Word.
• Insert symbols and special characters
• An understanding of
• Insert the date and time and automatic page numbering basic computer
functions (how to use
• Insert comments and page breaks the mouse, keyboard,
• Set, change, and remove tab stops menus and dialog
boxes).
• Create headers and footers • How to open and save
• Add borders and shading to paragraphs a document.

• Create, apply, and modify paragraph styles

• Use the format painter
• Use the thesaurus and word count
• Track your changes
• Create and modify a table

Microsoft Word is a powerful word-processing software program that gives its users the tools
necessary to create a variety of professional documents. Microsoft Word is the most widely
used and, according to most reviews, the most powerful and user-friendly word-processing
program available.
This chapter includes the knowledge and skills required to perform functions specific to
creating documents with a word processing program. You will learn about paragraph
formatting (including line spacing, indenting, and creating bulleted and numbered lists),
document formatting (including headers and footers), applying styles and other automatic
formatting options, and creating and formatting tables.
88 IC3 Module 2 – Key Applications

Lesson 2-1: Selecting and

Replacing Text
Figure 2-1 1. Position the I-beam or insertion point
before or after the text that you want to
Selecting several words. select.

Figure 2-2 2. Click and hold down the left mouse

button, drag the mouse across the text
How to select text using you want to select, then release the
the mouse. mouse button.

Figure 2-3
3. If you want to replace the selected text,
Selecting a line of text simply type in the new text – it will
using the Selection bar. overwrite the selected text.
Figure 2-1 Figure 2-2

L IC3
Objective: 2.2.1.2
Req. File: Memo.doc

Figure 2-3

To replace text, select

When you want to edit more than one character at a time, you must select it first. Many other
the text you want to
editing and formatting techniques, such as formatting text, also require that you select the text
replace, then type the
you want to modify. Actually, there are probably hundreds of reasons to select text in Word, so
new text to replace it. this is a task you have to learn.

1. Open Microsoft Word.

2. Navigate to your Practice folder and open the Memo file.

If you don’t know where your practice files are located, ask your instructor for help.
3. Place the insertion point in front of the words little more in the first
sentence of the paragraph.
Let’s select these two words using the mouse.
4. Place the insertion point in front of the words little more in the first
sentence of the paragraph.
Let’s select these two words using the mouse.

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 Chapter Two: Word Processing Functions 89

5. Click and hold the left mouse button and drag the mouse across the
words little more. When you’re done (the words should be highlighted),
release the left mouse button.
The words “little more” should be highlighted in black, as shown in Figure 2-1.
Selecting text with the mouse can be a little tricky for some people, especially if you
don’t have much experience using a mouse. You can use this same selecting method to
select as little text (like a single character) or as much text (like an entire document) as
you want.
While text is selected, anything you type will delete the existing selected text and
replace it with the new text.
6. Type less <Spacebar>.
The word “less” replaces the selected text “little more”.
7. Double-click the word Thursday. You can also select
text using the
Double-clicking a single word is a quick way to select it.
keyboard by pressing
8. Type Friday <Spacebar>. and holding the <Shift>
The word “Friday” replaces the word “Thursday”. key while using the
9. Use the mouse to place the pointer to the very far left of the line TO: All arrow keys to select
Staff, until the pointer changes to a , then click the mouse button. the text you want.
Positioning the pointer to the left of a line and clicking selects that line, as shown in
Figure 2-3.
10. Click anywhere in the document to deselect the text. To deselect text, point
the mouse and click
The line “TO: All Staff” is no longer selected.
anywhere in the
11. Close this document without saving changes. document.
That’s all there is to selecting text in Word. It can’t be stressed enough how important it is for
you to be an expert in selecting text. Knowing how to select text will make you much more
proficient and skillful at using Microsoft Word. People who haven’t mastered selecting text
treat Word as nothing more than a sophisticated typewriter and never take advantage of the Quick Reference
many rich features Word offers.
To Select Text:
Table 2-1: Text Selection Shortcuts describes several shortcut techniques you can use to select 1. Move the insertion point
text. You don’t have to memorize these shortcuts, but if you do, it will certainly save you a lot to the beginning or end of
of time. the text you want to
select.
Table 2-1: Text Selection Shortcuts 2. Click and hold the left
To select Do this mouse button and drag
the insertion point across
A word Double-click the word. the text. Release the
A sentence Press and hold <Ctrl> and click anywhere in the sentence. mouse button once the
text is selected.
A line of text Click in the selection area to the left of the line. Or…
A paragraph Triple-click in the paragraph, or double-click in the selection area • Hold down the <Shift>
next to the paragraph. key while using the arrow
keys to select the text you
The entire document Triple-click in the selection area or press and hold <Ctrl> and click
want.
anywhere in the selection area or press <Ctrl> + <A>.
To Replace Text:
• Replace text by first
selecting it then typing the
new text you want.

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90 IC3 Module 2 – Key Applications

Lesson 2-2: Formatting Paragraph

Line Spacing
Figure 2-4
Line spacing in the Single spacing
Paragraph dialog box.
Figure 2-5
Line spacing example. 1.5 line spacing

Double spacing
L IC3
Objective: 2.2.1.3 Figure 2-5
Req. File: Paragraph Figure 2-4 Select how much space you
Formatting.doc want to appear between the
lines in a paragraph.

You’ve probably had a teacher, professor, or manager who would only accept double-spaced
reports. Adding space between lines makes a document easier to read (and longer!). You can
add as much or as little line spacing between the lines in your document as you want. This
lesson shows you how.

1. Navigate to your Practice folder and open the Paragraph Formatting

file. Save the file as Board Meeting.
Ask your instructor for help if you don’t know where your Practice files are located.
2. Place the insertion point anywhere in the paragraph that starts with April
turned out to be and select Format → Paragraph from the menu.
The Paragraph dialog box appears. Look at the Line spacing text box: see how this
paragraph’s line spacing is currently single spaced? You want to format this paragraph
with 1.5 line spacing instead.
3. Click the Line Spacing list arrow.
You have several line spacing choices:
• Single: Line spacing that accommodates the largest font in that line, plus a
small amount of extra space. This is the default setting for paragraphs.
• 1.5 Lines: Line spacing for each line that is one-and-one-half times that of
single line spacing. For example, if 10-point text is spaced at 1.5 lines, the line
spacing is approximately 15 points.
• Double: Line spacing for each line that is twice that of single line spacing. For
example, in double-spaced lines of 10-point text, the line spacing is
approximately 20 points
• At least: Minimum line spacing that Word can adjust to accommodate larger
font sizes that would not otherwise fit within the specified spacing.

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 Chapter Two: Word Processing Functions 91

• Exactly: Fixed line spacing that Word does not adjust. This option makes all
lines evenly spaced.
• Multiple: Line spacing that is increased or decreased by a percentage that you
specify. For example, setting line spacing to a multiple of 1.2 will increase the
space by 20 percent, while setting line spacing to a multiple of 0.8 will decrease
the space by 20 percent. Setting the line spacing at a multiple of 2 is equivalent
to setting the line spacing at Double. In the At box, type or select the line
spacing you want. The default is three lines.
4. Select 1.5 lines spacing from the list and click OK.
The Paragraph dialog disappears and the selected paragraph is formatted with 1.5 line
spacing.
5. Repeat Steps 1-3 for the two remaining body paragraphs that start with
North Shore Travel will unveil its and The three-month long search
for.
Of course there are other line spacing options besides singles and 1.5 line spacing. Try
formatting a paragraph with double spacing.
6. Place the insertion point anywhere in the paragraph that starts with April
turned out to be and select Format → Paragraph from the menu.
The Paragraph dialog box appears.
7. Click the Line Spacing list arrow and select Double spacing from the
list. Click OK.
The Paragraph dialog box disappears and the selected paragraph is formatted with
double spacing. You don’t want the line spacing to be double-spaced, so undo the last
formatting.
8. Click the Undo button to undo the previous paragraph formatting
command.
The selected paragraph’s line spacing returns to 1.5 line spacing.
What if you want to format your paragraph’s line spacing with something that isn’t
available on the Line Spacing list? For example, what if you want triple spacing?
9. Keeping the insertion point in the same paragraph, select Format → Quick Reference
Paragraph from the menu. To Change Paragraph Line
The Paragraph dialog box appears. Spacing:
10. Click the Line Spacing list arrow and select Exactly spacing from the 1. Select Format →
list. Paragraph from the
A number, probably 10 or 12-pt, will appear in the Line Spacing At text box to the menu to open the
right. The Line Spacing At text box allows you to specify the exact amount of line Paragraph dialog box.
spacing you want. Format the paragraph with triple line spacing, so enter 36-pt (12-pt 2. Click the Line Spacing
to a line × 3 = 36-pt). list arrow and select the
11. In the Line Spacing At text box type 36. spacing option you want
to use (Single, 1.5 lines,
12. Click OK. Double, At least, Exactly,
or Multiple).
The selected paragraph is formatted with 36-pt line spacing.
13. Click the Undo button to undo the previous paragraph formatting
command.
The selected paragraph’s line spacing returns to 1.5 line spacing.
14. Save your work.

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92 IC3 Module 2 – Key Applications

Lesson 2-3: Formatting Spacing

between Paragraphs
Figure 2-6
The Paragraph dialog box. Enter the amount of space
you want to leave before
Figure 2-7 the first line of each
selected paragraph.
Spacing before and after a
paragraph.
Enter the amount of space
you want to leave after
each selected paragraph.

L IC3
Figure 2-6
Objective: 2.2.1.3
Req. File: Previous Lesson Spanish Conquest
file Before paragraph
The quick brown fox jumps over the lazy
dog. The quick brown fox jumps over the Line spacing
lazy dog. The quick brown fox jumps
over the lazy dog.
After paragraph
The quick brown fox jumps over the lazy
dog. The quick brown fox jumps over the
lazy dog. The quick brown fox jumps
over the lazy dog.
Figure 2-7

Adding space between the paragraphs in a document gives it structure and makes it easier to
read. You’re probably already thinking, What’s so hard about adding space between
paragraphs? All I have to do is hit the <Enter> key a few times. True—but sometimes you
might need more precise spacing than the simple <Enter> key can provide. For example, you
might want to add just a tad more space above or below a paragraph. That’s when you need to
bring up the trusty Paragraph dialog box and adjust the spacing above or below the paragraph.

1. Place the insertion point anywhere in the paragraph that starts with April
turned out to be and select Format → Paragraph from the menu.
The Paragraph dialog box appears. You need some space between this paragraph and
the heading immediately above it. You could use the <Enter> key to add a blank line
between the two paragraphs, but there’s a better way.
2. Click the up arrow to the right of the Spacing Before text box so it
displays 12 pt.
This will add 12 pt of space before the selected paragraph. Since the font for the
selected paragraph is 12 pt in size, 12-pt spacing would equal a single, blank line.

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 Chapter Two: Word Processing Functions 93

3. Click OK.
The Paragraph dialog disappears, and the selected paragraph is formatted with 12-pt
spacing immediately above it.
4. Repeat Steps 1-3 for the two remaining body paragraphs that start with
North Shore Travel will unveil its and The three-month long search
for.
You may have noticed that there is an After text box immediately below the Before text
box in the Paragraph dialog box. That’s right, Word can also add spacing after a
paragraph.
5. Place the insertion point anywhere in the first heading paragraph, The
Month in Review, and select Format → Paragraph from the menu.
6. Click the up arrow to the right of the Spacing After text box so it
displays 6 pt.
This means you want 6 points of space to come after this paragraph.
7. Click OK.
The Paragraph dialog box closes, and the selected heading is formatted with 6 pt
spacing after it.
Using the Paragraph dialog box to add space between paragraphs in a document is often easier
than adding spacing with the <Enter> key—especially if you change your mind and want to
modify how much space is between paragraphs. You only need to select the paragraphs whose
paragraph spacing you want to change and then modify the paragraph spacing using the
Paragraph dialog box. That way, you don’t have to hunt down and find each and every
paragraph mark.

Quick Reference
To Adjust the Space above
a Paragraph:
1. Select Format →
Paragraph from the
menu to open the
Paragraph dialog box.
2. Specify how much space
you want in the Spacing
Before box.
To Adjust the Space below
a Paragraph:
1. Select Format →
Paragraph from the
menu to open the
Paragraph dialog box.
2. Specify how much space
you want in the Spacing
After box.

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94 IC3 Module 2 – Key Applications

Lesson 2-4: First Line and

Hanging Indents
Figure 2-8 First line indent Hanging indent

First line indentation and

Hanging indentation.
Figure 2-9
First line indentation
First line, Hanging, and Left indent Right indent
Left indent markers on the Figure 2-9
ruler.

Hanging indentation
L IC3 Figure 2-8
Objective: 2.2.1.4 and
2.2.1.1 Besides the standard left and right indentations, Word also lets you create two types of special
indentations: first line indentations and hanging indentations. A first line indentation lets you
Req. File: Previous Lesson
indent the first line of a paragraph independently of the other lines. Sometimes people indent
file
the first line of their paragraphs by a half-inch by pressing the Tab key, but you can also
format the paragraph so that the first line is automatically indented a half-inch. It’s easier to
show you what a Hanging indentation is rather than attempting to explain it—see Figure 2-8
for an example. The first line in the paragraph stays put while the other lines in the paragraph
are indented. Hanging indentations are often used in bibliographies.

1. Place the insertion point anywhere in the paragraph under the heading
The Month in Review and select Format → Paragraph from the menu.
2. Click the Special Indentation list arrow and select First line.
Special
Indentation Notice 0.5 automatically appears in the By text box, which will indent the first line of
Section the paragraph a half-inch. If you wanted to indent the first line of the paragraph by an
amount other than 0.5 inches, you would enter the amount in the By box.
3. Click OK.
The first line of the paragraph is indented an additional half-inch. You can also use the
ruler to indent the first line instead of using the Paragraph dialog box. Try it!

First Line Indent

4. Click the Undo button to undo the previous paragraph formatting.
Market The first line of the paragraph is no longer indented.
5. Drag the First Line Indent marker on the ruler to the right, moving it to
the next half-inch mark.
The first line of the paragraph is indented a half-inch, just as in Step 3. Let’s move on
to the other type of special indentation—the Hanging indent.
6. Place the insertion point anywhere in the paragraph under the heading
Explore Canada Tour Package and select Format → Paragraph from
the menu.
The Paragraph dialog box appears.

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 Chapter Two: Word Processing Functions 95

7. Click the Special Indentation list arrow and select Hanging.

Again, 0.5 automatically appears in the By text box.
8. Click OK.
The paragraph is formatted with a hanging indent, as shown in Figure 2-8.
You don’t really need a hanging indent for this paragraph, so remove the special indent
formatting.
9. Keeping the insertion point in the same paragraph, select Format →
Paragraph from the menu.
The Paragraph dialog box appears.
10. Click the Special Indentation list arrow, select (none), and then click
OK.

Quick Reference
To Create a Hanging
Indent:
1. Select Format →
Paragraph from the
menu.
2. Select Hanging from the
Special box in the
Indention section.
3. Enter the amount of the
hanging indent in the By
box, and click OK.
Or…
• Click and drag the
Hanging Indent
marker on the ruler (see
Figure 2-8).
To Indent Only the First
Line of a Paragraph:
1. Select Format →
Paragraph from the
menu.
2. Select First line from the
Special box in the
Indention section.
3. Enter the amount of the
hanging indent in the By
box, and click OK.
Or…
• Click and drag the
First Line Indent
marker on the ruler.

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96 IC3 Module 2 – Key Applications

Lesson 2-5: Creating Bulleted and

Numbered Lists
Things to buy:
Figure 2-10
• Peas
An example of a bulleted
• Corn
list.
• Cod-liver Oil
Figure 2-11
Bulleted List
An example of a
numbered list. Figure 2-10

Figure 2-12
The Bulleted tab under the How to turn on my computer:
Bullets and Numbering 1. Take a deep breath.
dialog box. 2. Press ON.
Figure 2-13 3. Wait. Figure 2-12

The Numbered tab under Numbered List

the Bullets and Numbering
Figure 2-11
dialog box.

Select Restart numbering if you want

list numbering to start over at 1.

L IC3 Select Continue previous list if you

want to continue the previous list. For
Objective: 2.2.1.5 example, if the last number in the
previous list is 3, this list starts with 4.
Req. File: Previous Lesson
file
Figure 2-13

You can make lists more attractive and easier to read by using bulleted lists. In a bulleted list,
each paragraph is preceded by a bullet: a filled in circle or other character (•), not the type of
bullet you load in a gun. Use bulleted lists when the order of the items does not matter.
When the order of the items in a list does matter, try using a numbered list. Numbered lists are
great when you want to present step-by-step instructions (like in this book!). When you work
with a numbered list, Word takes care of the numbering for you—you can add or delete items
in a list and they will always be numbered correctly.

1. Select the entire list at the end of the document, beginning with Written
Bullets button formal client correspondence and ending with Purchase of a new
H2O cooler.
With the current formatting, it’s difficult to distinguish this as a list. Add some bullets
to make it stand out.
2. Click the Bullets button on the Formatting toolbar.
Bullets appear in front of each listed item.

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 Chapter Two: Word Processing Functions 97

The Bullets button is really a toggle switch—clicking it once adds bullets, clicking it
again removes them. Therefore, to remove bullets from a bulleted list, simply select the
list and click the Bullets button.
Applying numbers to a list is just as easy.
3. With the same list still selected, click the Numbering button on the
formatting toolbar.
Viola! The bulleted list is changed to a numbered list.
The Numbering button is also a toggle switch—clicking it once adds numbers, clicking
it again removes them. Therefore, to remove numbers from a numbered list, simply
select the list and click the Numbering button.
4. Place the insertion point at the end of the Purchase of a new H2O
cooler line.
Numbering button
5. Press <Enter> to start a new paragraph.
Notice how the new paragraph starts with the next number on the list and “inherits”
the same formatting as the paragraph before it.
6. Type North Shore Travel’s Monthly Newsletter.

7. Press <Enter> to start a new paragraph.

The paragraph starts with the next number on our list. Great, but hmm… what if
you’ve finished your list and want to type something else?
8. Press the <Backspace> key to stop adding to the list.
The paragraph no longer has a number in front of it and is not part of the list.
You can also create a bulleted or numbered list by bringing up the Bullets and Quick Reference
Numbering dialog box using the Formatting menu. The Bullets and Numbering dialog
To Create a Bulleted List:
box gives you many more formatting options than the simple buttons on the Formatting
toolbar. • Click the Bullets button
9. Select the entire list at the end document, beginning with Written formal
on the Formatting toolbar.
client correspondence and ending with North Shore Travel’s Or…
Monthly Newsletter. 1. Select Format → Bullets
and Numbering from the
10. Select Format → Bullets and Numbering from the menu. menu and click the
The Bullets and Numbering dialog box appears with the Numbered tab selected, as Bullets tab.
shown in Figure 2-12. Here, you can select type of numbers or bullets you want to 2. Select the bulleting option
appear in your list. you want to use.
11. If necessary, click the Numbered tab. To Create a Numbered
12. Click the Roman numeral numbering option (the fourth option in the List:
• Click the Numbering
first row) and click OK.
button on the Formatting
The list is numbered with Roman numerals. toolbar.
Or…
1. Select Format → Bullets
and Numbering from the
menu and click the
Numbering tab.
2. Select the numbering
option you want to use.

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98 IC3 Module 2 – Key Applications

Lesson 2-6: Creating a Document

in Outline View
Figure 2-14
Normal view and Print
Layout view are great for
editing the text in a
document, but not for
working with the
document’s overall
structure.
Figure 2-15
The same document
displayed in Outline view. Figure 2-14 Figure 2-15 Outline View button

Figure 2-16 Display all Hides or displays

Promote Demote Move text Collapse
heading to body down one the paragraphs, character
The Outlining toolbar. including body text formatting
level text line heading

Demote Move Expand Displays only Hides or displays Master

heading text up the paragraphs up to (and all but the first document
level one line heading including) the selected line of the body buttons
L IC3 number text
Figure 2-16
Objective: 2.2.1.6
Req. File: None
Anytime you create a long document that contains several topics, you should consider using
Word’s outlining features. Word’s Outline View helps you to organize your ideas and topics
when you create a long document. You can also use Outline View to view longer documents,
separating the “forest from the trees” by collapsing, or hiding, the text in the document so that
only the document’s headings appear.
This lesson shows you how to use Outline View to outline several topics and subtopics for a
longer document.
Outline View
button
1. Start a new document in Word.
Other Ways to Switch to
Outline View: 2. Click the Outline View button located on the horizontal scroll bar near
• Select View → Outline the bottom of the screen.
from the menu. The main document window changes to outline view. Outline view makes it much
easier to create, view, and organize an outline.
3. Type Executive Summary.
Look at the Style box. Notice the line is given a Heading 1 style. In case you’re
wondering, a Heading 1 style is the highest level in an outline, a Heading 2 style would
be the next highest level, and so on all the way down to Heading 9. The minus symbol
( ) located to the left of the line you just typed indicates the current heading does not
contain any subordinate items, such as body text or subheadings.

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 Chapter Two: Word Processing Functions 99

4. Press <Enter> and type Assessment.

This line is also assigned with a Heading 1 style.
5. Press <Enter> and type Current Environment. Demote to Body
In Outline View, it’s easy to change heading styles. For example, you could change (or Text button
demote) a Heading 1 to a Heading 2 style or change (or promote) a Heading 2 style to a
Heading 1 style. There are three ways to promote headings:
• Using the Keyboard: Press the <Tab> key to demote the current heading and
press <Shift> + <Tab> to promote the current heading. This is probably the
fastest and easiest method.
• Using the Outlining Toolbar: Click either the Promote button or Demote
button on the Outlining toolbar.
• Using the Formatting Toolbar: Select the Heading level from the Style List
on the Formatting toolbar. This method isn’t as fast or as easy as the other two
methods—but you don’t have to be in Outline View to use it. Quick Reference
Here’s how to demote a heading using the keyboard method: To Switch to Outline View:
6. Press <Tab>. • Click the Outline View
The line is demoted and formatted with the Heading 2 style. Notice the line is indented, button on the Horizontal
showing it is subordinate to the heading “Assessment” above it. Also, notice the minus scroll bar near the bottom
outline symbol ( ) located to the left of the “Assessment” heading changes to a plus of the screen.
( ), indicating that the headings contains subheadings or subordinate text. Or…
7. Press <Enter> and type Business Needs. • Select View → Outline
Notice the line is given the Heading 2 style, just like the previous line. from the menu.
NOTE: Don’t press <Enter> to add a blank space while you’re in Outline View. The To Demote the Current
resulting line will be formatted as a heading level and will cause problems Heading:
with any automatic numbering or table of contents in your document. If you
• Press <Tab>.
want to add a blank line, make sure it is not using a heading style by clicking
the Demote to Body Text button on the Outlining toolbar before you press Or…
<Enter>. • Click the Demote button
8. Press <Enter> and type System Strategies. on the Outlining toolbar.
This line needs to be a level 1 heading instead of a level 2 heading. Here’s how to Or…
promote a heading to the next highest level. • Select the Heading level
9. Press <Shift> + <Tab>. from the Style List on the
Formatting toolbar.
The selected line is formatted with the Heading 1 style. Notice the line is no longer
indented. To Promote the Current
10. Press <Enter>, then <Tab> to demote the heading, type Hardware, press Heading:
<Enter>, type Software, and press <Enter>. • Press <Shift> + <Tab>.
The selected lines are indented; indicating they are subheadings under the “System Or…
Strategies” heading. • Click the Promote button
Here’s how to add body text under a heading. on the Outlining toolbar.
11. Click the Demote to Body Text button on the Outlining toolbar. Or…
The current paragraph is demoted to ordinary body text. • Select the Heading level
12. Type The proposed operating system of North Shore Travel is from the Style List on the
Microsoft Windows 2000. Formatting toolbar.
Super! You’ve just created your first outline in Word. To Demote a Heading to
Body Text:
• Click the Demote to
Body Text button on the
Outlining toolbar.

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100 IC3 Module 2 – Key Applications

Lesson 2-7: Inserting Symbols and

Special Characters
Figure 2-17
Select a symbol or character
The Symbols tab of the from a different font.
Insert Symbol dialog box.
Figure 2-18 Select the symbol or character
you want to insert.
The Special Characters
tab of the Insert Symbol
dialog box.
Insert the selected symbol.
Figure 2-17

L IC3
Objective: 2.2.1.7
Req. File: Prev. Lesson file

Figure 2-18

Believe it or not, you can enter many more characters and symbols in a document than can be
found on the keyboard. For example, you can insert the copyright symbol (©), accented and
foreign characters (Æ), silly characters (☺), and many, many more. In this lesson, you will
learn how to insert several of these special symbols into a document.

1. Move the insertion point immediately after the word Microsoft.

Make sure the insertion point is immediately after Microsoft—don’t even leave a space
between the word Microsoft and the insertion point! You want to insert a Federal
Registration symbol () here, since Microsoft is registered in the U.S. Patent and
Trademark Office.
2. Select Insert → Symbol from the menu.
The Insert Symbol dialog box appears, as shown in Figure 2-17. Your computer has
more than one set of fonts installed, so you need to select which font family the symbol
you want to insert comes in. Most fonts contain mainly letters, numbers, and
punctuation; however there are several fonts that are made just for inserting symbols.
Some of these fonts include:
• Symbols: Common typographical symbols, such as ©, ÷, •, and →.
• Wingdings: Small typographical pictures suitable for bullets, such as , ☺,
, or .

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 Chapter Two: Word Processing Functions 101

3. Verify that Symbol appears in the Font box. (If it doesn’t, click the Font
box list arrow, and select Symbol from the drop-down menu.)
4. Find and click the  Registered symbol.
The word find is emphasized here, because you’ll probably spend a few minutes Which symbols you are
looking for the tiny  symbol before you find it. presented with depend
on which fonts are
5. Click Insert.
installed on your
The  Registered symbol is inserted immediately after the word Microsoft. computer.
NOTE: Some symbols can be inserted using the keyboard, thanks to a feature called
AutoCorrect. Here are a few of them. Press the <Backspace> key immediately
to undo a change made by AutoCorrect.
Type this: For this symbol:
(r) ®
(c) ©
(tm) ™
Besides symbols, there are also some other special characters you can insert that can
sometimes be useful. Let’s take a look at these special characters.
6. Click the Special Characters tab at the top of the dialog box, as shown
in Figure 2-18.
We’re just going to look here—you don’t actually have to insert any of these symbols.
Here you can find several useful characters, such as non-breaking spaces and hyphens
(both keep two words from being broken apart by word-wrap), various dashes, and also
several of the most common symbols, like the  Registered symbol (Hey! Why didn’t
you send me here in the first place?).
7. Click Close.
The Insert Symbol dialog box closes. We’re finished working with this file, so let’s
close it.
8. Save this file as Outline and then click the Close button.

Quick Reference
To Insert a Symbol or
Special Character:
1. Place the insertion point
where you want to insert
the character.
2. Select Insert → Symbol
from the menu.
3. Select the symbol you
want and click OK.

Your Organization’s Name Here

102 IC3 Module 2 – Key Applications

Lesson 2-8: Inserting the Date

and Time
Figure 2-19
The Date and Time dialog
box.

L IC3
Objective: 2.2.1.8
Req. File: Board
Meeting.doc
Figure 2-19
Check to automatically
update the date or time
when you print the
document.

In addition to inserting symbols and special characters, you can also insert the current date
and time into a document. This can come in especially handy when sorting through the stacks
and stacks of papers that have overtaken your desk. Good thing you inserted the date onto
each document—otherwise, how could you organize them into deadline-related piles?

1. Navigate to your Practice folder and open the Board Meeting file you
created earlier.
If you don’t know where your practice files are located, ask your instructor for help.
2. Place the insertion point anywhere in the first line of the document.
You can have Word Now let’s add a new line with the date.
automatically insert
today’s date by
3. Press <End> to move the insertion point to the end of the current line,
and then press <Enter>.
selecting Insert →
Date and Time from The new paragraph is also centered like the one above it. That’s because when you
the menu. press <Enter>, the new paragraph “inherits” the same formatting as the paragraph
above it.

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 Chapter Two: Word Processing Functions 103

4. Select Insert → Date and Time from the menu.

The Date and Time dialog box opens, as shown in Figure 2-19. Word automatically
inserts the date, based on your computer’s internal clock. Make sure that the Update
Automatically check box is not checked, or the date will change every time you save or
print the document.
5. Click the third option from the list, as shown in Figure 2-19, and click OK.
Today’s date (or the date your computer thinks it is) is inserted into the document.
We will be using this file again in an upcoming lesson, so don’t close it yet!

Quick Reference
To Insert the Date and
Time:
1. Select Insert → Date
and Time from the menu.
2. Select an option from the
list and click OK.

Your Organization’s Name Here

104 IC3 Module 2 – Key Applications

Lesson 2-9: Inserting Comments

Figure 2-20
The Comment pane.
Figure 2-21
Display a comment by
Comment indicator
pointing at it.

Close the comment

L IC3 pane
Objective: 2.2.1.9
Type your comments
Req. File: Comments.doc here. Word adds the
initials of the person
who added the
comment.
Figure 2-20 Select whose comments Record a voice annotation if you have
you want to review. a sound card and microphone
Not Recommended.

Figure 2-21

This lesson explains how to add comments to a document. Adding a comment to a document
is like a sticking a Post-It note to it. You can use Word’s comments feature to add suggestions,
Insert Comment
button notes, or reminders to your documents and you can add a comment virtually anywhere in a
document. Once you’ve added a comment to a document they appear in bold colors and are
Other Ways to Insert a almost impossible to miss. Comments are easy to read too—you simply position the pointer
Comment: over the comment and a window appears, displaying the comment’s text.
• Select Insert →
Comment from the 1. Navigate to your Practice folder and open the Comments file.
menu. If you don’t know where your practice files are located, ask your instructor for help.
2. Move the insertion point to the very beginning of the third body
paragraph beginning with I am enclosing…
This is where you want to insert a comment.

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 Chapter Two: Word Processing Functions 105

2. Click the Insert Comment button on the Reviewing toolbar.

The Comment pane opens at the bottom of the document window, as shown in Figure
2-20. This is where you can enter comments or notes about a document to yourself or Delete Comment
to other users. Notice the letters at the beginning of the comment—these represent your button
initials so that other users can see who added the comment. The number after the Other Ways to Delete a
initials is the comment number. Comment numbers are automatically ordered Comment:
sequentially as you add and delete comments. • Right-click the comment
NOTE: You can find and change the user information (where Word gets the initials marker and select
for comments and other revisions features) by selecting Tools → Options Delete Comment from
from the menu and then clicking the User Information tab. the shortcut menu.
Also, notice the button with the Insert Sound Object button (the one with the picture of
a tape cassette). You can click this button and record a voice annotation instead of
typing a comment if your computer is equipped with a sound card and microphone
(although voice annotations take up a lot more disk space than simple text annotations).
3. In the Comments Pane, type Can we add our web address here?,
Quick Reference
then click Close.
Word adds the comment at the insertion point. Notice a comment marker—a small, To Insert a Comment:
yellow box—appears where you added the comment. You can read a comment by 1. Place the insertion point
simply placing the mouse pointer over the comment marker. where you want to insert
4. Move the mouse pointer over the comment marker until the pointer the comment.
changes to a . 2. Click the Insert
The comment appears in a yellow pop-up window, as shown in Figure 2-21. The Comment button on the
comment pop-up window disappears when you move the mouse anywhere else in the Reviewing toolbar.
document. Or…
5. Right-click the comment marker in the document and select Edit Select Insert →
Comment from the shortcut menu. Comment from the menu.
The Comment pane appears with the selected comment. Now you can make changes to To View a Comment:
the comment.
• Position the mouse
6. Move the insertion point to the end of the text in the comment and type pointer over the comment
It’s www.northshoretravel.com., then click Close. marker until it changes to
a and wait a few
7. Press <Ctrl> + <Home> to move to the beginning of the document. moments.
Let’s add another comment here.
To Review a Document’s
8. Click the Insert Comment button, type Ask Marsha for the Comments:
address., and click Close.
• Click the Next Comment
Word inserts a comment at the insertion point. Notice how comment numbering is button on the Reviewing
updated and reordered. You can quickly jump from one comment to the next by toolbar to browse from
clicking the Next Comment button on the Reviewing toolbar. comment to comment.
9. Click the Next Comment button on the Reviewing toolbar. To Edit a Comment:
Word jumps to the second comment in the document. You can also delete a comment
• Right-click the comment
when it is no longer needed.
marker and select Edit
10. With the second comment still selected, click the Delete comment Comment from the
button on the Reviewing toolbar. shortcut menu.
The selected comment is deleted. To Delete a Comment:
11. Save your work and then click the Close button. • Right-click the comment
marker and select Delete
Comment from the
shortcut menu.

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106 IC3 Module 2 – Key Applications

Lesson 2-10: Setting Tab Stops

with the Ruler
Tab stop at 1.5”.
Figure 2-22
Tab stops.
Figure 2-23
Different types of tab
stops at the same
location.
Figure 2-23

Figure 2-22 Tab Alignment Box Click on the ruler

Click to toggle between left, where you want set
L IC3 center, right, and decimal a new tab stop.
aligned tab stops.
Objective: 2.2.1.10, 2.2.1.11,
and 2.2.1.1
Req. File: Board Tabs make it easy to align text. Many novice word processors mistakenly use the Spacebar to
Meeting.doc align text. The Tab key is more accurate, faster, and much easier to change. Each time you
press the Tab key, the insertion point moves to the next tab stop. Word’s tab stops are set at
every half-inch by default, but you can easily create your own tab stops. There are several
different types of tab stops available: see Table 2-2: Types of Tabs for their description.

1. Select Window → Board Meeting from the menu.

Show/Hide button The Board Meeting document appears on your screen.
2. Click the Show/Hide Paragraph button on the Standard toolbar.
All the hidden characters in the document (spaces, tabs, and paragraph marks) appear,
making it easier for you to see any tab marks.
3. Move the insertion point to the blank line directly under the first body
paragraph, ending with The bookings and destination summary for
the month of April is as follows: and press <Enter>.
The default tab stops are normally left-aligned and located on every half-inch on the
ruler.
Left-Align 4. Press <Tab>, type Destination, press <Tab>, type Bookings, press
Marker <Tab>, type Change, press <Tab>, and then type Total Change.
The headings you entered are all aligned with the default half-inch tab stops. You can
change, add, and remove tab stops very easily. Here’s how:
5. Click the 0.5 inch mark on the ruler.
Right-Align Word inserts a left-aligned tab stop where you click on the ruler. The “Destination”
Marker
heading is aligned with the left-align tab stop.
Left-align tabs are the default type of tab stops—and they’re the type you’ll use 95% of
the time. However, there are times when you may want to align text differently on a tab
Center-Align stop—so that it is centered or right-aligned, for example. To change the type of tab stop
Marker Word uses, click the Tab alignment box until the tab stop you want appears, then click
the ruler to add that type of tab stop.

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 Chapter Two: Word Processing Functions 107

6. Click the Tab alignment box so that the center-alignment tab marker
appears, then click the 2-inch mark on the ruler.
See Figure 2-22 if you have trouble finding the Tab Alignment box. The tab alignment
box cycles between four different types of tab stop alignment: left, center, right, and
decimal. The “Bookings” heading is aligned with the center-align tab stop.
7. Click the Tab alignment box until you see the right-alignment tab
marker, then click the 3.5-inch mark on the ruler.
The heading “Change from Last Month” is aligned with the right-aligned tab stop at
the 3.5-inch mark on the ruler.
The decimal tab is the most confusing of all the tab stops. It aligns numbers by their
decimal point. If the number doesn’t have a decimal point—or if it’s not a number at
all, but text—it will align to the left of the decimal tab stop.
Decimal-Align
Marker
8. Click the Tab alignment box until you see the decimal-alignment tab
marker, then click the 5-inch mark on the ruler.
The heading “Total Change” is aligned with the new tab stop at the 5-inch mark on the
ruler. You can’t really see how decimal tabs work unless you’re working with numbers
that have decimal places. Don’t worry; we’ll add some numbers in the next step.
NOTE: Tab stops are added to the current or selected paragraph(s)—not the entire
document. If you want your entire document to have the same tab stops, you
would have to select the entire document first (hold down the <Ctrl> key as
you click the far left margin) and then add the tab stops.
Quick Reference
9. Press <Enter> and type the following text into the document. Make sure
you press <Tab> as indicated, and remember to press <Enter> at the To Add a Tab Stop:
end of each line. • Click on the ruler where
<Tab> Left <Tab> Center <Tab> Right <Tab> Decimal you want to add the tab
<Tab> East <Tab> 9,417 <Tab> $968,723 <Tab> +32.38% stop.
<Tab> West <Tab> 7,983 <Tab> $747,295 <Tab> +6.151% Or…
<Tab> Central <Tab> 5,205 <Tab> $529,207 <Tab> +13.8% • Select Format → Tabs
When you press <Enter>, notice how each new paragraph has the new tab stops? from the menu and
That’s because, as with paragraph formatting, each new paragraph “inherits” the tab specify where you want to
stops in the paragraph above it. add the tab stop(s).
To Change the Tab
Table 2-2: Types of Tabs Alignment:
Alignment Mark Example Description • Click the Tab selector
box on the ruler until you
see the type of tab you
Left 1,000.00 Aligns the left side of text with the tab stop. want to use (left, center,
right, and decimal) and
Center 1,000.00 Aligns the text so that it is centered over the tab stop. then follow the previous
steps to add the tab stop.
Right 1,000.00 Aligns the right side of text with the tab stop. To Adjust a Tab Stop:
• Click and drag the tab
Decimal Aligns text at the decimal point. Text and numbers stop to the desired
1,000.00
before the decimal point appear to the left, the text position on the ruler.
and numbers after the decimal point appear to the To Remove a Tab Stop:
right.
• Drag the tab stop from
the ruler.

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108 IC3 Module 2 – Key Applications

Lesson 2-11: Adjusting and

Removing Tabs
Figure 2-24
A paragraph’s tab settings.
Change tab stops by dragging
Figure 2-25 them on the ruler.

The Tabs dialog box.

Figure 2-24

Sets the default

spacing between
L IC3 Enter a measurement for tab stops
a new tab stop, or click
Objective: 2.2.1.11 an existing tab stop and
Select the tab
Req. File: Prev. Lesson file then type a new
alignment.
measurement for it.

Tab stops in the selected Specify if you

paragraph want to add a
Leader to a tab
stop.

Figure 2-25 Set a tab Clears the Clears all tab stops for
stop selected a tab the selected paragraph

The last lesson focused on setting tab stops by using the horizontal ruler. In this lesson, you’ll
learn how to add and modify tab stops by using the other method of setting tabs stops: the
Tabs dialog box. The Tabs dialog box is slightly slower to work with than setting tabs with the
horizontal ruler, but it is more accurate and gives you more options. Enough talking—let’s get
started!

1. Select the entire list as shown in Figure 2-24.

2. Carefully drag the third to the right tab (the right-align tab above the
Change heading) on the ruler from the 3.5” mark to the 3” mark.
The entire Change column moves to the left a half-inch. This is another mouse
operation that requires some mouse dexterity—if you aren’t extremely precise when
you select and drag a tab you may accidentally add a new tab stop.
Removing tabs is even easier than adjusting them—go ahead and try removing one:

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 Chapter Two: Word Processing Functions 109

3. With the text still selected, drag the fourth to the right tab (the decimal-
align tab above the Total Change heading) down and off the ruler.
When you remove a tab, the tabbed text moves to the nearest available tab stop, in this
case messing up your list quite a bit. Add a left-align tab to replace the right-align tab
you just removed.
4. Click the Tab alignment box until you see the Left tab marker, then
click the 4.5-inch mark on the ruler.
The last column is aligned with the new tab.
Another way to add, adjust, and remove tabs is to use the Tabs dialog box. The Tabs Clicking the Clear All
dialog box lets you add and adjust tabs by entering units of measurement, like 1.5 button removes all tab
inches instead of sliding tab symbols on the ruler. The Tab dialog box allows you to be stop settings for the
more precise when setting tab stops, and some people find it easier to use than setting selected paragraph(s).
tabs on the ruler.
5. Make sure the entire list is still selected and select Format → Tabs from
the menu.
The Tabs dialog box appears, as shown in Figure 2-25.
6. Select the 2” from the Tab stop position list box and click Clear.
This will remove the 2” tab—the one above the “Bookings” heading. The Tabs dialog
box is convenient because you can precisely enter where you want a tab stop, instead
of eyeballing it on the ruler.
7. Type 1.8 in the Tab stop position text box, make sure the alignment
option is set to Center, and click Set.
Show/Hide button
This will add a new, centered 1.8” tab.
8. Click OK.
The Tabs dialog box closes, and the “Bookings” column is aligned on the 1.8” centered
tab.
The Tabs dialog box also offers a setting that is not available on the ruler: leaders. A Quick Reference
leader is a set of periods or lines that run from one place to another. Leaders make
To Adjust a Tab Stop:
reading lengthy lists and reference material easier and are usually found in the table of
contents section of a report or book. Try adding a leader to one of your tab settings. • Click and drag the tab
stop to the desired
9. Keeping the same list selected, select Format → Tabs from the menu.
position on the ruler.
10. Select the 1.8” from the Tab stop position list box. To Remove a Tab Stop:

11. Under Leader, click the 2 option to place a dotted leader before the tab • Drag the tab stop from
the ruler.
stop.
You could have also chosen a dash leader (3) or a line leader (4). To Use the Tabs Dialog
box:
12. Click the Set button and click OK to close the dialog box.
• Select Format → Tabs
A dotted leader now precedes the “Bookings” column. You certainly don’t need any from the menu.
leaders for the type of list you’re working on, so go ahead and remove it.
13. Click the Undo button to undo the last changes made to the tab To Add a Leader to a Tab
settings. Stop:
Since you’re done working with tabs you don’t need to see the non-printing characters 1. Select Format → Tabs
(spaces, tabs, and paragraphs) anymore. from the menu to open
the Tabs dialog box.
14. Click the Show/Hide button on the Standard toolbar.
2. Select the Leader you
The non-printing characters are no longer displayed. want to use from the Tabs
dialog box.

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110 IC3 Module 2 – Key Applications

Lesson 2-12: Inserting Page

Breaks
Figure 2-26 The Keep with next
option keeps this
The Paragraph dialog box paragraph on the
with the Line and Page same page as the
Breaks tab displayed. See next paragraph.
Table 2-3: Line and Page
Break Options on the
following page for a
description of the available
options.
Figure 2-27
Examples of different line The Page break
and page break options. before option inserts
a page break before
this paragraph.
Figure 2-26

L IC3
Objective: 2.2.1.12 and
2.2.1.1
Req. File: Page Breaks.doc
Figure 2-27

This lesson explains how to control exactly where the page breaks in a document.

1. Navigate to your Practice folder and open the document named Page
Breaks.
Let’s try inserting a manual page break.
2. Move the insertion point to the very beginning of the Assessment
heading and insert a page break by pressing <Ctrl> + <Enter>.
Word inserts a page break at the insertion point, and the Assessment heading appears at
the top of the second page in the document.
Look at the end of the second page—the Hardware subheading is orphaned from the
paragraph it belongs with, which appears on the third page. You can fix this problem by
telling Word to keep the heading with the following paragraph—here’s how:
3. Place the insertion point in the Hardware heading, select Format →
Paragraph from the menu, and click the Line and Page Breaks tab.
The Paragraph dialog box appears with the Line and Page Breaks tab in front, as shown
in Figure 2-26. The Line and Page Breaks tab lets you control how the page breaks.
Table 2-3: Line and Page Break Options describes the various options listed on the
Line and Page Break Options tab.
4. Check the Keep with next check box and click OK.
The “Keep with next” option prevents a page break between the selected paragraph and
the following paragraph.

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 Chapter Two: Word Processing Functions 111

You can also use the Line and Page Breaks tab of the Paragraph dialog box to insert a
page break before a selected paragraph. This is especially useful for headings.
5. Place the insertion point in the System Strategies heading, at the end of
the first page, and select Format → Paragraph from the menu.
We’re back at the Line and Page Breaks tab of the Paragraph dialog box.
6. Click the Page break before check box and click OK.
The dialog box closes and a page break appears before the System Strategies heading, Page Break
so now it appears at the top of the document’s third page. Indicator
It’s easy to remove a paragraph’s line and page break options—simply select the
paragraph, select Format → Paragraph from the menu, click the Line and Page Breaks
tab, and add or remove the checks from the appropriate check boxes. Removing a
manual page break, like the one we inserted back in Step 2, isn’t much harder—here’s
how to delete a manual page break.
7. Switch to Normal View by clicking the Normal View button on the
horizontal ruler at the bottom of the screen, or select View → Normal
from the menu.
Although you don’t necessarily have to be in Normal View to delete a page break, page
breaks are visible in Normal View, and are therefore much easier to delete.
8. Press <Ctrl> + <Home> to move to the beginning of the document.
Since you’re in Normal View, you can easily stop the manual page break you inserted.
9. Place the insertion point on the line that contains the Page Break and
Quick Reference
press the <Delete> key.
The page break is deleted. To Insert a Manual Page
10. Switch back to Print Layout View by clicking the Print Layout View
Break:
button on the horizontal ruler at the bottom of the screen, or select View • Place the insertion point
→ Print Layout from the menu. where you want to insert
the page break and press
11. Close the Page Breaks file without saving changes. <Ctrl> + <Enter>.
To Delete a Page Break:
Table 2-3: Line and Page Break Options • Place the insertion point
Option Description on the line that contains
the page break and press
Window/Orphan control This prevents Word from printing the last line of a paragraph by itself at the
the <Delete> key.
top of a page (widow) or the first line of a paragraph by itself at the bottom
of a page (orphan). This option is selected by default. • It's easier to delete a
page break if you’re in
Keep with next This prevents the page from breaking between the selected paragraph and Normal View.
the following paragraph
To Adjust the Line and/or
Keep lines together Prevents the page from breaking within a paragraph Page Break Settings for a
Paragraph:
Page break before This inserts a page break before the selected paragraph. This is a good 1. Select the paragraph and
option for major headings. select Format →
Suppress line numbers This prevents line numbers from appearing next to selected paragraphs if Paragraph from the
the Line Numbering option is on. This setting has no effect in documents or menu and click the Line
sections with no line numbers. and Page Break tab.
2. Select the line and/or
Don’t hyphenate Excludes a paragraph from automatic hyphenation page break options for the
selected paragraph and
click OK.

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112 IC3 Module 2 – Key Applications

Lesson 2-13: Inserting Automatic

Page Numbering
Figure 2-28 Select where you want
the page number to
The Page Numbers dialog appear on the page.
box. Preview where the
Select how you want page number will be
Figure 2-29 the page number to be located on the page.
aligned on the page.
The Page Number Format Click to specify further
dialog box. Choose whether or how the page
not you want the Figure 2-28 numbers will appear
page number to in the Page Number
appear on the first Format dialog box.
page.

L IC3
Choose the number format
Objective: 2.2.1.13 you want to use (Arabic,
Check this box to include
Roman, etc.)
Req. File: Board the chapter number with
the page number. Then
Meeting.doc decide how you want the
chapter and page numbers
to appear together.
Use continuous numbering,
or specify the number you
want to start at.

Figure 2-29

This lesson will show you the ins and outs of applying page numbering to a document.
Inserting automatic page numbering is quick and easy. Let’s get a move on!

1. Select Window → Board Meeting from the menu.

The Board Meeting file appears, once again, on your screen.
2. Select Insert → Page Numbers from the menu.
The Page Numbers dialog box appears.
There are quite a few options that allow you to control how and where you want the
page number to appear. First, decide where you want to the page number to appear.
3. Click the Position list arrow.
You are given two choices: Top of Page, or Bottom of Page.
4. Select Top of Page (Header) from the list.
Now decide how the number will be aligned in the header.
5. Click the Alignment list arrow.
This list has a few more options.
6. Select Outside from the list.
Look at the Preview area of the dialog box. The outside and inside options are good to
use in documents that will be printed and bound like a book.
This document isn’t very long, so use a different alignment.

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 Chapter Two: Word Processing Functions 113

7. Click the Alignment list arrow and select Right from the list.
The document will be numbered in the top right corner of each page.
Before we close this dialog box, notice the Format button. This opens another dialog
box with more options or formatting the page number, as shown in Figure 2-29.
8. Click OK.
The dialog box closes and a gray number field appears in the upper right corner of the
document.
That’s all there is to inserting page numbering!
9. Close the document without saving changes.

Quick Reference
To Insert Page Numbering:
1. Select Insert → Page
Numbers from the menu.
2. Verify where on the page
(top or bottom) you want
the number to appear,
and the alignment.
3. (Optional) Click the
Format button to further
format the page
numbering.
4. Click OK.

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114 IC3 Module 2 – Key Applications

Lesson 2-14: Creating Headers

and Footers
Figure 2-30
A header that has been
inserted.
Figure 2-31
The header and footer
toolbar, which lets you
insert the date, time, and
page number.

Figure 2-30 Make the header or

footer the same as
L IC3 the previous section Switch Close
Insert an AutoText Insert the total Insert the between the header/footer
Objective: 2.2.1.14 entry number of pages date Page setup header/footer view
Req. File: Document
Formatting.doc

Insert the Format the Inserts the Show/hide Display the

Figure 2-31 page page number time document text previous/next
number header or footer

Documents with several pages often have information—such as the page number, the
document’s title, or the date—located at the top or bottom of every page. Text that appears at
Center button
the top of every page in a document is called a header, while text appearing at the bottom of
each page is called footer. In this lesson, you will learn how to use both.

1. Navigate to your Practice Folder and open the Document Formatting

file.
If you don’t know where your practice files are located, ask your instructor for help.
2. Select View → Header and Footer from the menu.
Word displays the Header area and the Header and Footer toolbar, as shown in Figure
2-30. Anything you type in the Header area (the outlined rectangle) will appear at the
top of every page in your document. Notice that you can’t edit text outside the header
while viewing the Header or the Footer.
3. Click the Center button on the Formatting toolbar, and then click the
Bold button. Type the following: North Shore Travel. Click the Bold
button and press <Enter>.
4. Type North Shore Travel’s address:
502 Caribou Avenue<Enter>
Duluth, MN 55802
The lines of text you typed in the Header section will appear at the top of each page in
the document. Next, add some text to the document’s footer.

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5. Click the Switch Between Header and Footer button on the Header
and Footer toolbar to view the document’s footer.
The Switch Between Header and Footer button takes you back and forth between a Switch Between
document’s header and footer. Word displays the document’s footer. In the footer area,
Header and
Footer button
you can type text you want to appear at the bottom of every page.
6. Click the Insert Date button on the Header and Footer toolbar
Don’t like how the date is formatted? Then instead of clicking the Insert Date button,
select Insert → Date and Time from the menu and select the date format you want. Insert Date
7. Press <Tab> twice, type Page, and press <Spacebar>. button
There are preset tab stops at the center and right of both headers and footers. By
pressing the <Tab> key twice, you’ve moved the insertion point to the preset tab stop at
the far right margin. Now insert a page number.
8. Click the Insert Page Number button on the Header and Footer toolbar. Insert Page
Word inserts the current page number. Now try something a little more advanced—
Number button
inserting the total number of pages in the document.
9. Press the <Spacebar> to add a space, type of, and then press the
<Spacebar> once more.
Insert Number of
10. Click the Insert Number of Pages button on the Header and Footer Pages button
toolbar.
The Insert Number of Pages button inserts the total number of pages in a document.
Notice that the numbers have gray shading around them. This indicates that the
numbers are dynamic, which means they will update themselves if the page number or
number of pages in the document changes.
Quick Reference
11. Click the Close button to return to your document.
The Header/Footer view of the document closes and you return to the document’s text To Add or View a
area. Great! Now you know how to add headers and footers to your documents— Document Header or
something very important if you work with multiple page documents, and even more Footer:
important if you have a supervisor that reads them. • Select View → Header
12. Close the document without saving changes. and Footer from the
menu.
Table 2-4: AutoText Options To Switch Views Between
the Header and Footer:
AutoText Example
• Click the Switch
-PAGE- -1-
between Header and
Author, Page #, Date Sandra Willes, Page 1 06/20/02 Footer button on the
Header and Footer
Confidential, Page #, Date Confidential Page 1 06/20/02 toolbar.
Created by Created by Sandra Willes To Insert a Page Number
Created on Created on 06/20/02 in a Header or Footer:
1. Display the header or
Filename Letter to John.doc footer and position the
Filename and path C:\My Documents\LoveLetters\Letter to John.doc insertion point where you
want the page number.
Last printed Last printed 06/20/02 12:23 AM
2. Click the Insert Page
Last saved by Last saved by Number button on the
Header and Footer
Page X of Y Page 1 of 12 toolbar.

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116 IC3 Module 2 – Key Applications

Lesson 2-15: Adding Footnotes

and Endnotes
Figure 2-32
The Footnote and
Endnote dialog box.
Figure 2-33
A footnote can be inserted
into a document.

Figure 2-32

L IC3
Objective: 2.2.1.15
Req. File: Footnotes.doc
Figure 2-33 Footnote Footnote number

You’re probably already familiar with footnotes and/or endnotes if you have ever had to write
a paper for an English class. Footnotes and endnotes explain, comment on, or provide
references for text in a document. Footnotes appear at the end, or foot, of each page in a
document, while endnotes appear at the end of a document. Other than that, they both work
the same way. Footnotes and endnotes have two linked parts: the note reference mark (usually
a number) and the corresponding footnote or endnote. Word automatically numbers footnotes
and endnotes marks for you, so when you add, delete, or move notes, they are automatically
renumbered.
The button
in the Footnote and 1. Navigate to your Practice folder and open the Footnotes file.
Endnote dialog box If you don’t know where your practice files are located, ask your instructor for help.
gives you more
numbering and
2. Go to page 2 of the document and place the insertion point at the end of
the text in the Network Internet Connection.
placement options for
endnotes and Insert a footnote here.
footnotes. 3. Select Insert → Footnote from the menu.
The Footnote and Endnote dialog box appears, as shown in Figure 2-32. This is where
you can insert a footnote or endnote. Here’s the difference between the two:
• Footnote: Appears on the same page as the text it explains.
• Endnote: Appears at the end of the section or document.
We want to insert a footnote for this exercise—and since that’s the default option, we
don’t need to change anything in the dialog box.
4. Click OK.
Word inserts a footnote at the insertion point and moves the insertion point to the
bottom of the page, where you can type your footnote.
NOTE: If you are in Normal view, a separate area appears where you can edit your
footnote, like the one shown in Figure 2-33. If you are in Print Layout view,
you edit the footnote right on the bottom of the page.

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 Chapter Two: Word Processing Functions 117

5. Type Using Fast-Connect! as an Internet Service Provider. in

the footnote area.
Preview your document on screen so that you can see how the footnote looks.
6. Click the Print Preview button on the Standard toolbar.
Word displays a preview or how the document will look when it’s printed. Notice the
Print Preview
endnote at the bottom of the page. button
7. Click the pointer near the bottom of the page to magnify it.
Word zooms in so you can view the footnote better.
8. If you are in Normal View click Close to return to the document. If you
are in Print Layout View, simply click anywhere in the body of the
document.
You can easily read a footnote—here’s how:
9. Position the pointer over the footnote number until it changes to a ,
and leave it there for several seconds.
Viewing a
After a few seconds, the contents of the footnote appear in a small pop-up window. To Footnote
edit an existing footnote, double-click the footnote number.
10. Double-click the footnote number to edit it.
Word jumps to the text for the footnote. Quick Reference
11. Edit the footnote so it reads Using Quick-Connect! instead of Using
Fast-Connect! To Insert a Footnote or
Endnote:
You can return to the rest of your document once you’ve finished editing the footnote.
1. Place the insertion point
12. If you’re in Print Layout View, click anywhere in the text of the document. where you want the
Otherwise, click Close to return to the document if you’re in Normal footnote or endnote
View. inserted and select Insert
There’s just one more thing you should know about footnotes and endnotes: how to → Footnote from the
delete them. To delete a footnote or endnote, just select or highlight the footnote or menu.
endnote number and press the <Delete> key. 2. Specify if you want to
13. Save your work and then close the document. insert a footnote or
endnote and click OK.
3. Type the footnote or
endnote.
To View a Footnote or
Endnote:
• Position the pointer over
the footnote or endnote
number for several
seconds.
To Edit a Footnote or
Endnote:
• Double-click the footnote
or endnote number.
To Delete a Footnote or
Endnote:
• Select the footnote or
endnote number and
press the <Delete> key.

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118 IC3 Module 2 – Key Applications

Lesson 2-16: Adding Borders to

Paragraphs
Line Width Add Borders
Figure 2-34
The Tables and Borders
toolbar has several Line Style Border Color Shading Color
buttons for adding and Figure 2-34
formatting borders.
Figure 2-35
The table with the
modified borders.
Add borders from one
of the preset Select the border’s
settings… line style.

Or by clicking the
sides of the diagram or
L IC3 Select the border’s
clicking the border
line color.
buttons to add or
Objective: 2.2.1.16 remove the currently
Select the border’s
Req. File: Paragraph selected border(s).
line width.
Formatting.doc

Figure 2-35

Borders are lines you can add to the top, bottom, left, or right of paragraphs to make
paragraphs stand out, and are great for emphasizing headings. Like just about every
Border button formatting command in Microsoft Word, you can add borders to your documents in one of
Other Ways to Add a two ways: By using the Formatting or Tables and Borders toolbar (fast and easy method), or
Border to a Paragraph:
by selecting Format → Borders and Shading from the menu (slow but more powerful
• Select Format → method). We’ll format several paragraphs using both methods in this lesson.
Borders and Shading
from the menu and click 1. Navigate to your Practice folder and open the Paragraph Formatting
where you want to add file. Save the file as Month in Review.
the border on Preview
If there is already a Month in Review file on your computer, replace it.
diagram.
2. Place your insertion point in the heading The Month in Review, click
the Border button arrow on the Formatting toolbar, and select the
single bottom border (located in the third column of the second
row).
A single, thin border appears below the heading.
If you want to do anything more than add a simple line to a paragraph, you will need to
summon the Tables and Borders toolbar or open the Borders and Shading dialog box
by selecting Format → Borders and Shading from the menu. Let’s try using the Tables
Line Width list and Borders toolbar to format the border we just added.

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 Chapter Two: Word Processing Functions 119

3. Right-click any toolbar and select Tables and Borders from the shortcut
menu.
The Tables and Borders toolbar appears, as shown in Figure 2-35. The Tables and
Borders toolbar has a Border button (just like the Formatting toolbar) that you can use
to add or remove borders from your paragraphs. It also has several additional buttons
you can use to change the style, size, and color of a border.
NOTE: If your pointer changes to a pencil, it means you have to turn off the Draw
Table tool. Just click the Draw Table button on the Tables and Borders
Adding a Border
in the Preview
toolbar. Section
4. Click the Line Weight list arrow from the Tables and Borders toolbar and
select the 3-pt option.
Now reapply the bottom border and see what happens.
5. Repeat Step 1 to apply a 3-pt bottom border to The Month in Review Quick Reference
heading.
To Add a Border to a
The paragraph’s border changes to the thicker 3-pt line weight.
Paragraph:
We’ll add a border to the next heading using another method for adding and formatting
paragraph borders—the Borders and Shading dialog box. 1. Select Format →
Borders and Shading
6. Place your insertion point in the heading Explore Canada Tour from the menu and click
Package and select Format → Borders and Shading from the menu. the Borders tab.
The Borders and Shading dialog box appears, with the Borders tab in front, as shown 2. Click the side(s) (top,
in Figure 2-35. bottom, left, and/or right)
7. Click the Width list arrow and select 1½ pt. of the Border Preview
This will give you a thicker, bolder border, just like Step 3 did. Notice there are also section where you want
lists in the Borders and Shading dialog box that let you change the style and color of a the borders.
border. Or…
On the right side of the Borders and Shading dialog box is the Preview section. The • Click the Border button
Preview section is a “model” paragraph. By clicking the top, bottom, left and/or right, list arrow on the
you can add borders above, below, and to the left and right of your paragraph. Here’s Formatting toolbar and
how to add a border to the bottom of the paragraph: select the border you wish
8. Click the top of the page in the preview section of the Borders and to add.
Shading dialog box. To Summon the Tables
A line appears above the model paragraph, letting you to see how the paragraph will and Borders toolbar:
look once it has a border above it. • Right-click any toolbar
9. Click OK to close the dialog box. and select Tables and
The “Explore Canada Tour Package” heading now has a border above it. Borders from the shortcut
menu, or select View →
10. Place your insertion point in the heading New Communications
Toolbars → Tables and
Director Position and select Format → Borders and Shading from the Borders from the menu.
menu.
So far, you’ve been adding borders underneath paragraphs. You can also add borders to To Format the Style of a
the left, right, and/or top of a paragraph by clicking on the Preview diagram where you Border Line:
want to add the borders—or you can select one of the preset borders settings: • Select Format →
11. Click the Box option under Setting then click OK. Borders and Shading
from the menu and select
The selected paragraph is surrounded by a box—borders on the left, right, top, and the formatting options.
bottom.
Or…
• Format the Border using
the Tables and Borders
toolbar.

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120 IC3 Module 2 – Key Applications

Lesson 2-17: Adding Shading

Fill Color
Figure 2-36 Select the fill color you want for the
shading or click None to remove
The Shading tab of the the shading color.
Border and Shading dialog
box.
Shade
Figure 2-37 Click the shading style you want to
apply "over" the fill color. Click
The table with the new Clear to apply only the fill color (no
pattern color). Click Solid to apply
shading options. only the pattern color (no fill color).

Color
Click a color for the lines and dots
in the selected shading pattern.
L IC3 The Color box is unavailable if you Figure 2-36
click Clear in the Style box.
Objective: 2.2.1.16
Req. File: Prev. lesson file

Add shading to a paragraph

by selecting the
paragraph(s) and selecting
the color you want to add
from the Shading button.

Figure 2-37

Adding shading, colors, and patterns to a paragraph is similar to adding borders—select the
shading options from either the Shading button on the Tables and Borders toolbar or by
Shading Button selecting Format → Borders and Shading from the menu and clicking the Shading tab. This
Other Ways to Apply lesson will give you some practice adding colors, shading, and patterns to text.
Shading:
• Select Format → 1. Place your insertion point in the heading: The Month in Review.
Borders and Shading This is where you want to apply shading.
from the menu, click the 2. Click the Shading button arrow on the Tables and Borders toolbar.
Shading tab, and
A color palette appears below the Shading button.
specify the shading
options. 3. Select the yellow color.
The paragraph is shaded with a yellow color. As with adding borders, you can also
apply shading to a paragraph using the Borders and Shading dialog box.

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 Chapter Two: Word Processing Functions 121

4. Place your insertion point in the Explore Canada Tour Package

heading, select Format → Borders and Shading from the menu, and
click the Shading tab.
The Shading tab of the Borders and Shading dialog box appears, as shown in Figure
2-36. The Borders and Shading dialog box gives you more colors, patterns, and
shading options than the Shading toolbar.
5. Click the Style list, scroll all the way down to familiarize yourself with the
available shading and patterns, and then scroll back up. Select the 10%
option and click OK.
The Borders and Shading dialog box closes, and Word formats the paragraph with the
specified 10% shading.
Now that you understand how to apply shading to a paragraph, undo the ugly shading
you added to the paragraphs.
6. Click the Undo button twice to undo the last shading commands.
Since we’re finished working with borders and shading for now, you can hide the
Tables and Borders toolbar.
7. Hide the Tables and Borders toolbar by right-clicking any toolbar and
selecting Tables and Borders from the shortcut menu.

8. Close the file without saving changes.

Quick Reference
To Add Shading to a
Paragraph:
1. Select the paragraph(s)
you where you want to
apply the shading or
patterns.
2. Click the Shading list
arrow on the Tables and
Borders toolbar and
select the color you want
to apply.
Or…
• Select Format →
Borders and Shading
from the menu, click the
Shading tab and select a
shading option.

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122 IC3 Module 2 – Key Applications

Lesson 2-18: Creating and

Applying Paragraph Styles
Figure 2-38
A paragraph style can be
created.
Figure 2-39
A Style List is available for
use on the Formatting
toolbar.

1. Select a paragraph that 2. Type a name 1. Select the text 2. Select the Style
contains the formatting for the new or paragraph you want to apply
that you want to use in style in the you want to from the Style List.
your style. Style List. format.
Figure 2-38 Figure 2-39
L IC3
Objective: 2.2.1.17 Styles save a lot of time and ensure that your documents are formatted in a consistent manner.
Req. File: Paragraph A style is a group of characters and paragraph formatting settings that are stored under a
Style.doc single name. When you apply a style to text or a paragraph, you apply several formatting
settings in a single step. Imagine you want to format all the headings in a long document
using 14 point Arial boldfaced font. Instead of having to select each of these formatting
options one at a time, you could apply them all at once using a style. If you make changes to a
style, every character or paragraph formatted with that style is automatically updated to reflect
the style changes. For example, if the headings of your document use a 14-point Arial
boldfaced font and you later decide you want your headings to use a 16-point font, you don't
have to reformat every heading in the document. Just change the heading style properties.
Paragraph styles are
There are two different types of styles:
identified by a ¶
symbol to the left of • Character Styles: A combination of any of the character formats in the Font dialog
the style name. box.
• Paragraph Styles: A combination of character, paragraph, tab, border, and bullets and
numbering formats.
There are two ways to create and/or modify a paragraph style:
• By Example: The quickest and easiest way to create a new paragraph style or modify an
existing style is to find and select a paragraph that contains the formatting you want to
use in your style, or else format a paragraph with the formatting options you prefer. Once
you have selected the formatted paragraph, you create a new style based the style on the
formatting of the selected characters or paragraph.
• From Scratch: You can create and/or modify both character and paragraph styles by
opening the Style dialog box (click Format → Style from the menu) and then specifying
the style’s formatting options.
In this lesson, you’ll learn how to create a paragraph style by example. You will get a chance
to create a character style using the Style dialog box in the next lesson.

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 Chapter Two: Word Processing Functions 123

1. Navigate to your Practice folder, open the Paragraph Style document,

and save it as Agent Meeting.
This document contains several different types of headings. You could format each Style List
heading individually, but we’ll save the time and effort by using a style instead. Other Ways to Create a
Style by Example:
2. Select the line Introduction to the RVB Reservation Program.
• Select the paragraph
First, we have to format a paragraph with the settings we want to include in the style. that contains the
3. With the text still selected, click the Bold button on the Formatting formatting you want to
toolbar, select Arial from the Font list, and select 14 from the Font Size use for your style, and
list. open the Style dialog
The selected text is formatted with Arial, 14-pt. boldface font. Now let’s format the box by selecting
paragraph. Format → Style from
4. With the text still selected, select Format → Paragraph from the menu. the menu. Click New
and type a new name
The Paragraph dialog box appears.
for the style.
5. Click the Spacing Before box up arrow twice so it displays 12 pt.
This will add a 12-point space—the equivalent of a blank line—above the paragraph.
6. Click OK.
The Paragraph is formatted with 12 pt of space before it. In Steps 1-5 you applied
several different font and paragraph formatting options to the line “Introduction to the
RVB Reservation Program.” Instead of repeating each of the these steps to apply the
same character and paragraph formatting options to the other headings, you could
create a style based on the “Introduction to the RVB Reservation Program” paragraph
and then use the style to apply all the formatting options at once. Here’s how to create a
style by example:
7. Make sure the paragraph you want to base the style on (Introduction to
the RVB Reservation Program) is selected. Then click in the Style list on
Quick Reference
the Formatting toolbar.
To create a style based on the selected paragraph, all you have to do is type a name for To Create a Paragraph
the new style in the Style list. Style by Example:
8. Type Seminar over the existing style name in the Style list and then 1. Select a paragraph that
press <Enter> to create the name for the new style. contains the formatting
you want to use in your
You’ve just created a new style named “Seminar” based on how the selected style.
“Introduction to the RVB Reservation Program” paragraph is formatted. Now you can
use the Seminar style to format the remaining headings. 2. Type a name for the style
in the Style List on the
NOTE: You can only create a paragraph style by typing the style name directly in the Formatting toolbar and
Style list on the Formatting toolbar. press <Enter>.
9. Select the line Explore Canada Promotion. To Apply a Paragraph
Actually, since you are formatting a paragraph, you don’t have to select the line; just Style:
make sure the insertion point is located somewhere within the line. Here’s how to 1. Select the paragraph you
apply an existing style to a paragraph: want to format with the
10. Click the Style list arrow on the Formatting toolbar and select Seminar. style.
The selected paragraph is formatted with the Seminar paragraph style formatting 2. Click the Style list arrow
options. Wasn’t that a lot faster and easier than all that pointing and clicking you did in on the Formatting toolbar
Steps 1-5? Move on to the next step and apply the Seminar style to the remaining and select the paragraph
seminar headings. style you want to apply to
11. Repeat Steps 9 and 10 and apply the Seminar style to the remaining the selected paragraph.
Seminar headings: Better Team Communication, Exploring
Childcare, and The Internet and Travel.

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124 IC3 Module 2 – Key Applications

Lesson 2-19: Modifying a Style

Figure 2-40 Update the style to reflect the current changes:
Changes the style definition to match the formatting of
The Modify Style dialog the current selection
box.
Reapply the formatting of the style to the
Figure 2-41 selection: Restores the formatting of the selection to
that of the original style definition
When you modify a Style,
every character and/or Figure 2-40
paragraph based on that
Style is updated to reflect
the change.

L IC3
Objective: 2.2.1.17
Req. File: Prev. lesson file Modify a style…
Figure 2-41 …and every character and/or
paragraph based on that style changes.

Now that you know how to create and apply character and paragraph styles, you can move on
to what’s really cool about styles—modifying them. You can modify the formatting options
for a style in much the same way that you can modify the formatting options for a paragraph.
However, when you modify the formatting options for a style, every character or paragraph
that is based on that style is updated to reflect the formatting changes! So if your boss tells
you to change the font in the 50+ headings in a 300-page report before lunch, you won’t have
to frantically go through the entire document, fixing each heading. Just modify the style the
heading is formatted with and… Viola! All the headings are reformatted with only a few
clicks of the mouse.
Just like creating a style, there are two ways to modify an existing style: by example or by
opening the Style dialog box, selecting Format → Style, and changing the style’s formatting
options. This lesson explains both methods.
First, we’ll learn how to modify a style by example (the fast and easy way).

1. Select the line Introduction to the RVB Reservation Program.

You need to format a paragraph—with an existing style.
2. With the same text still selected, click the Font Size list arrow on the
Formatting toolbar, and then scroll to and click 16.
The font size of the selected text changes from 14 to 16. Here’s how you can modify
the Seminar style based on the currently selected text:
3. Click the Style list arrow on the Formatting toolbar and select Seminar.
The Modify Style dialog box appears, as shown in Figure 2-40. You are presented with
two options:

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• Update the style to reflect recent changes: This modifies the selected
style by example—the style to match the formatting of the current selection.
This is the default setting.
• Reapply the formatting of the style to the selection: This reapplies or
restores the formatting of the selection to that of the original style settings.
Since the first option, “Update the style to reflect recent changes”, is selected, you can
click OK to modify the Seminar style by example. Adding a Border
4. Click OK. to a Paragraph
Every paragraph based on the Seminar style is automatically updated to reflect the
16-point font size. Look how much time you just saved by modifying the Seminar
style! If you hadn’t used a style, you would have had to reformat each seminar heading Quick Reference
manually—plus there’s always the chance that you might miss reformatting one of the
To Modify an Existing
headings.
Style by Example:
Modifying an existing style with the Style dialog box is more involved than modifying
1. Select the text or
a style by example, but it allows you to format the style with greater precision.
paragraph that contains
5. Select Format → Style from the menu. the formatting that you
The Style dialog box appears. want to copy to an
6. Select Seminar from the Style list (you may have to scroll to find it) and existing style.
click Modify. 2. Select the style you want
The Modify Style dialog box appears. This is where you can modify a style’s to modify from the Style
formatting options or specify additional formatting options. list on the Formatting
toolbar.
7. Click the Format button.
3. Select the Update the
A list of elements that you can format appears. style to reflect recent
8. Select Border from the Formatting list. changes option and click
The Borders and Shading dialog box appears. Add a border beneath the Seminar style OK.
to make it stand out. To Modify an Existing
9. Click the bottom of the page in the preview section of the Borders and Style using the Style
Shading dialog box. Dialog Box:
A line appears under the model paragraph, allowing you to see how the paragraph will 1. Select Format → Style
look once it has a border below it. fromQuick
the menu.Reference
10. Click OK to close the Borders and Shading dialog box. 2. Select the style you want
To Modify an Existing
A border is added to the Seminar style and the Borders and Shading dialog box closes. to change from the Style
Style by Example:
list and click Modify.
11. Click OK to close the Modify Style dialog box. 1. Find a paragraph (or
3. Click the Format button
The Modify Style dialog box closes. characters) based on the
and select the element
existing style you want to
12. Click Apply to close the Style dialog box and apply your changes. you want to change.
modify.
The Style dialog box closes. Notice that all the seminar headings formatted with the 4. Change the formatting
2. Format the paragraph (or
Seminar style are updated with borders underneath. options for the selected
characters) they way you
13. Save your work and then close the document. element.
want the style to appear.
5. Click OK, OK, Apply to
3. Select the paragraph (or
close the various dialog
characters) and select the
boxes.
style you want to modify
Tofrom theaStyle
Delete Style:list in the
Formatting
• Select Format toolbar.
→ Style
4. from
Makethesure the Update
menu, select the
the style
style fromto thereflect
Style list,
recent
and clickchanges
Delete. option is
selected and click OK.

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126 IC3 Module 2 – Key Applications

Lesson 2-20: Using the Format

Painter
Figure 2-42
Selected text with the
formatting you want to
copy.
Figure 2-43
Text that has been Click or double-
formatted with the Format click the Format
Painter. Painter button

L IC3
Objective: 2.2.1.18
Figure 2-42 Figure 2-43
Req. File: Format
Painter.doc

If you find yourself applying the same formatting to characters and/or paragraphs again and
again, then you need the Format Painter tool. The Format Painter allows you to copy the
formatting of text and apply it elsewhere. Sound confusing? It won’t after you walk through
this lesson.

1. Navigate to your Practice file and open the Format Painter file.
Format Painter If you don’t know where your practice files are located, ask your instructor for help.
button
2. Select the heading The Month in Review.
You want to use the same formatting in “The Month in Review” for the other two
headings in the document.
3. Keeping the same text selected, double-click the Format Painter
button.
Single-click the Double-clicking the Format Painter button allows you to copy the same formatting
Format Painter button several times. If you had clicked the Format Painter button only once it would only
to apply any copied allow you to apply the copied formatting one time. Notice that the pointer changes to a
formatting. Double- .
click the Format
4. Move the pointer to the very beginning of the heading, Explore
Painter button to apply
Canada Tour Package. Click and hold the mouse button and drag the
any copied formatting
pointer across the heading. Release the mouse button at the end of the
several times. Click
heading.
the Format Painter
button again when
Like other mouse-intensive operations, this one can be a little tricky for some people
the first time they try it. The formatting from the first heading is applied to the selected
you’re finished.
heading. Because you double-clicked the Format Painter button, you can keep applying
the formatting you copied to other paragraphs.

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 Chapter Two: Word Processing Functions 127

5. Drag the pointer across the remaining heading, New

Communications Director Position.
The formatting is applied to the last heading in the document.
6. Click the Format Painter button to deactivate the Format Painter.

7. Deselect the text by clicking anywhere on the screen, and then close the
document without saving changes.

Quick Reference
To Copy Formatting with
the Format Painter:
1. Select the text or
paragraph with the
formatting options you
want to copy.
2. Click the Format Painter
button on the Standard
toolbar.
3. Drag the Format Painter
pointer across the text or
paragraph where you
want to apply the copied
formatting options.
To Copy Selected
Formatting to Several
Locations:
1. Select the text or
paragraph with the
formatting options you
want to copy.
2. Double-click the Format
Painter button.
3. Drag the Format Painter
pointer across the text or
paragraph where you
want to apply the copied
formatting options.
4. Click the Format Painter
button when you’re
finished.

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128 IC3 Module 2 – Key Applications

Lesson 2-21: Correcting Your

Grammar
Figure 2-44
Word identifies grammar
errors by underlining them
in green.
Figure 2-45
The Spelling & Grammar
tab of the Options dialog Grammar
error
box lets you specify which
spelling and grammar
errors you want to check.
Figure 2-46
The Settings button lets
you specify which types of Suggestion
grammar errors you want shortcut menu
Figure 2-44
Word to check.

Check to have
Word spell-check
your document as
you type (default)

L IC3
Objective: 2.2.1.19 Select the writing style
you want Word to
Req. File: Preparation2.doc check in the document

Specify which
grammar errors you
want Word to check
Figure 2-45 Figure 2-46

In this lesson, you will learn how to use the spell checker’s sidekick: the grammar checker.
Word not only identifies grammar errors, but also repeated words as well. What’s more, Word
checks for these errors as you type, highlighting grammar errors with a green underline.

1. Navigate to your Practice folder and open the Preparation2 file.

The first error in the document is a grammar error, indicated by a green underline under
the word “in” in the first paragraph of the memo.

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 Chapter Two: Word Processing Functions 129

2. Right-click the green-underlined word in at the beginning of the first

body paragraph of the memo.
Another shortcut menu appears, this time displaying any possible grammar corrections.
Word only presents you with a single grammar suggestion—the properly capitalized
word “In”.
3. Select the grammar suggestion In from the shortcut menu.
Word capitalized the word “In.” The next error in the document is the repeated word Suggestion
“the.”
shortcut menu
4. Right-click the green-underlined word the located near the end of the
first paragraph in the memo.

5. Select the from the suggestion menu.

Word deletes the extra word.
Unless your grandmother is an English professor, you would probably be less
concerned about grammatical usage in an informal letter to her than you would in a
cover letter to prospective employer. Microsoft recognizes that different types of
documents use different writing styles, so you can specify what types of grammatical
errors you want checked.
6. Select Tools → Options from the menu and click the Spelling &
Grammar tab.
The Spelling & Grammar tab of the Options dialog box appears, as shown in Figure
Quick Reference
2-45. Here you can specify which spelling and grammar “errors” you want Word to
check. You can also specify whether or not you want Word to check your spelling as To Correct a Grammar
you type. You can specify the writing style by which you want Word to check the Error:
grammar by selecting it from the Writing style list.
• Right-click the grammar
7. Click Close to close the Options dialog box. error and select the
NOTE: Microsoft Word’s grammar checking function isn’t the greatest and should correction from the
probably take a few remedial English courses. The grammar checker often shortcut menu.
mistakenly indicates grammar problems where there are none while ignoring Or…
blatantly obvious errors in the same sentence. Think of the grammar checker • Correct the grammar error
as a tool that sometimes catches simple grammar errors—just don’t expect it by retyping it.
to be as accurate as the spelling checker or make you a better writer.
To Ignore a Grammar
No doubt about it, Word’s grammar checker is a great tool to assist you in creating accurate Error:
documents. It’s important to note, however, that Word will not catch all of your spelling and
grammar errors. For example, if you mistyped the word “hat” when you meant to type “had” • Right-click the grammar
Word wouldn’t catch it because “hat” is a correctly spelled word. error and select Ignore
All from the shortcut
menu.
To Change How Word
Checks for Grammar and
Spelling Errors:
• Select Tools → Options
from the menu, click the
Spelling & Grammar tab,
make your specifications,
and click OK.

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130 IC3 Module 2 – Key Applications

Lesson 2-22: Using the Thesaurus

and Word Count
Figure 2-47
Finding a synonym for a
selected word.
Figure 2-48
The Word Count dialog
box.

L IC3
Select Synonyms from
Objective: 2.2.1.19 and the shortcut menu and
2.2.1.21 select a replacement
for the selected word.
Req. File: Prev. Lesson file

Figure 2-47 Right-click the word

you want to look up.

Figure 2-48

This lesson will explain how you can use Word’s built-in Thesaurus to help you find just the
right word. Word’s Thesaurus will look up synonyms for a selected word and allow you to
replace that word with another. For example, you can use the Thesaurus to replace the ho-hum
word “good” with “commendable”, “capital”, or “exemplary.”
This lesson also explains how you can use the Word Count feature to find out how many
words are in your document.

1. Right-click the word further near the end of the last sentence in the
memo.
A shortcut menu appears near the word. To look up a word in the Thesaurus, select
Synonyms from the shortcut menu.

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 Chapter Two: Word Processing Functions 131

2. Select Synonyms from the shortcut menu. Other Ways to Use the
Several synonyms for the word “further” appear in the shortcut menu, as shown in Thesaurus:
Figure 2-47. Now all you have to do is select the word you want to use. • Select the word and
3. Select the word additional from the synonym list box. press <Shift> + <F7>.
The word further is replaced with the new word additional. • Select Tools →
Language →
Another important program function of Word is Word Count. Word Count does exactly
what it says it does: it counts how many words there are in a document (actually, it Thesaurus from the
counts the number of pages, lines, and characters). This is a great feature if you’re a menu.
student and need to know exactly when to quit on that 5,000 word report. Let’s see how
many words there are in the document.
4. Make sure no words are selected, and then select Tools → Word Count
from the menu.
The Word Count dialog box appears, as shown in Figure 2-48. Here you can see how
many words, pages, characters, and lines there are in the current document.
5. Click Close to close the dialog box, then close the document without
saving any changes.
Just like the Grammar checker, Word’s Thesaurus isn’t the best—it doesn’t offer enough
synonyms (especially if you’re a professional writer), but it’s fast, convenient, and certainly
better than nothing. If you do a lot of professional writing you can purchase a genuine Roget’s
Thesaurus to use with Microsoft Word, which offers significantly more and better words than
Word’s simple Thesaurus. Ask about it at your local computer store.

Quick Reference

To Use the Thesaurus:

• Right-click the word you
want to look up, select
Synonyms from the
shortcut menu and select
a synonym from the list.
Or…
• Select the word you want
to look up and select
Tools → Language →
Thesaurus from the
menu or press <Shift> +
<F7>.
To Count the Number of
Words in a Document:
• Select Tools → Word
Count from the menu.

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132 IC3 Module 2 – Key Applications

Lesson 2-23: Tracking Changes

Figure 2-49
The Highlight Changes
dialog box.
Figure 2-50
Tracked and highlighted Figure 2-49
changes in a document.

L IC3
Objective: 2.2.1.20
Req. File: Tracking.doc

These bars
indicate that a
revision has
been made

Addition Deletion TRK indicates that Word

is tracking revisions
Figure 2-50

If you have a supervisor who makes changes to your document, and if he or she uses
Microsoft Word, you should considering photocopying this lesson and giving a copy of it to
him or her. Seriously. Revising a document in Word works just like revising a document with
a printed copy and a red pen; you can easily see the original text and any additions, deletions,
or changes made to the document. Using Word to make revisions differs from the traditional
method in that the revisions are made, you can review them and then decide if you want to
accept or reject the revisions, instead of having to manually retype the changes yourself..

1. Navigate to your Practice folder and open the Tracking document.

2. Select Tools → Track Changes → Highlight Changes from the menu.

The Highlight Changes dialog box appears, as shown in Figure 2-49. The Highlight
Changes dialog box lets you specify if you want to see and track changes made on the
screen as you edit a document.

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 Chapter Two: Word Processing Functions 133

3. Check the Track changes while editing box, make sure the two other
boxes are checked, and then click OK.
Now any changes, additions, or deletions you make to the document will be tracked Other Ways to Track
and highlighted on the screen. Notice the TRK indicator appears in black on the status Changes:
bar, indicating that you are currently tracking revisions. • Display the Reviewing
4. Place the insertion point in the first body paragraph. Add the sentence toolbar by selecting
Thank you for your interest in North Shore Travel! at the View → Toolbars →
very beginning of this paragraph. Reviewing from the
Notice the new text is underlined and colored, indicating that it has been added to the menu, click the Track
document. Changes button on the
5. Find and select the word yourselves in the last sentence of the second Reviewing toolbar.
body paragraph. Press the <Delete> key to delete the selected text.
The word “yourselves” still appears on the screen but appears colored with a line
passing through it, indicating that it has been deleted.
6. Type Pleasant Hills.
The text appears underlined and colored, indicating it has been added.
7. Select the word great in the last sentence of the second body paragraph,
and replace it by typing wonderful.
The word “great” is deleted, appearing in strikethrough and colored, and the word
“wonderful” is added, appearing underlined and colored.
You’re done making revisions, so you can stop tracking your changes.
8. Select Tools → Track Changes → Highlight Changes from the menu.
The Highlight Changes dialog box appears.
9. Uncheck the Track changes while editing box, then click OK.
Any changes, additions, or deletions you make to the document will be no longer be
tracked and highlighted on the screen. Notice the TRK, the revision indicator, on the
status bar no longer appears in black.
10. Replace the number 3 with the number 4 in the last sentence of the first
body paragraph. Quick Reference
Notice that your changes are no longer being tracked and highlighted. To Track Revisions:
Now that you’ve revised your document, turn the page to learn how to accept or reject the 1. Select Tools → Track
changes you’ve made. Changes → Highlight
Changes from the menu.
2. Check the Highlight
Changes box and click
OK.
3. Edit the document—your
revisions will be
highlighted.
To Stop Tracking
Revisions:
1. Select Tools → Track
Changes → Highlight
Changes from the menu.
2. Uncheck the Highlight
Changes check box and
click OK.

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134 IC3 Module 2 – Key Applications

Lesson 2-24: Accepting and

Rejecting Tracked Changes
Save
Insert Previous Delete Previous Accept
Figure 2-51 Comment Comment Comment Change Change Highlight Version

The Reviewing toolbar.

Figure 2-52
The Accept or Reject Edit Next Track Next Reject Send to Mail
Comment Comment changes Change Change Create Recipient
Changes dialog box. Microsoft
Outlook task
Figure 2-51

Find and go to
L IC3 previous revision
Objective: 2.2.1.20 Find and go to next
Req. File: Prev. lesson file revision

Accept Reject Accept all Reject all Undo a previously

revision revision revisions in a revisions in a accepted revision
document document
Figure 2-52

Once a document has been revised using Word’s revisions feature, you can review the
changes and decide if you want accept the changes and make them part of the document, or
reject the changes. Revising documents using Word’s revision features can save a lot of time,
because the changes are already there and typed in your document—you merely have to
accept the changes to incorporate them into your document instead of manually typing the
changes yourself.
Although you can accept and reject revisions using the menu, it’s faster and easier to work
with revisions if you use the Reviewing toolbar.
Next Change
1. Select View → Toolbars → Reviewing from the menu.
button
The Reviewing toolbar appears, as shown in Figure 2-51. The Reviewing toolbar
contains useful reviewing and group collaboration commands.
2. Press <Ctrl> + <Home> to go to the beginning of the document.
Now you can begin reviewing the changes made to the document.
Accept Change 3. Click the Next Change button on the Reviewing toolbar.
button
Word selects the first change in the document, the inserted sentence “Thank you for
you interest in North Shore Travel!” You can accept this change.
4. Click the Accept Change button on the Reviewing toolbar.
Reject Change Word accepts the added text change and removes the underlining and color from the
inserted sentence. Now find the next document change.
button

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 Chapter Two: Word Processing Functions 135

5. Click the Next Change button on the Reviewing toolbar, and then click
the Accept Change button.
Word finds and accepts the deleted “yourselves” change.
6. Click the Next Change button on the Reviewing toolbar, and then click
the Accept Change button.
Word finds and accepts the inserted “Pleasant Hills” change. Now try rejecting a
change to the document.
7. Click the Next Change button on the Reviewing toolbar.
Word finds the deleted word “great.” Reject this change and keep the original text.
8. Click the Reject Change button on the Reviewing toolbar.
Word rejects the deleted “great” change and restores the word, removing its color and
strikethrough. Now reject the inserted “wonderful” text change.
9. Click the Next Change button on the Reviewing toolbar, then click the
Reject Change button.
Quick Reference
Word rejects the “wonderful” text insertion and removes it from the document.
10. Select Tools → Track Changes → Accept or Reject Changes from the To Accept and/or Reject
menu. Revisions using the
Review Toolbar:
The Accept or Reject Changes dialog box appears, as shown in Figure 2-52. Accepting
and/or rejecting document revisions using this dialog box is pretty self-explanatory: 1. Display the Review
click the Find buttons to move to the next or previous revision, and then click the toolbar by selecting View
corresponding Accept, Reject, Accept All, or Reject All buttons. → Toolbars →
Reviewing from the
11. Close the Accept or Reject dialog box and close this file without saving
menu.
changes.
2. Click the Next Change
See how much time you can save using Word’s revisions feature? Imagine how much longer it button to move through
would have taken if you had to manually type all the previous changes instead of merely the revisions in your
accepting them. document.
3. Click either the Accept
Change button or
the Reject Change
button on the Reviewing
toolbar.
To Accept and/or Reject
Revisions using the
Accept or Reject Changes
dialog box:
1. Select Tools → Track
Changes → Accept or
Reject Changes from the
menu.
2. Click Find to move
through the revisions in
your document.
3. Click either the Accept or
the Reject button. You
can also accept or reject
all the changes at once by
clicking the corresponding
button.

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136 IC3 Module 2 – Key Applications

Lesson 2-25: Creating a Table and

Inserting Data
Figure 2-53
The Insert Table button.
Figure 2-54
The new table.
Figure 2-55
The Insert Table dialog Click the Insert Table
box. button and drag to
select how many
columns and rows you
want

L IC3 Figure 2-53

Objective: 2.2.2.1 and
2.2.2.2
Req. File: Tables.doc

Figure 2-55

Figure 2-54

In this lesson, you will learn how to create a table and then enter information into it. To create
a table, you must specify how many columns (which run up and down) and rows (which run
left to right) you want to appear in your table. Cells are small, rectangular-shaped boxes
where the rows and columns of a table intersect. The number of columns and rows will
determine how many cells will be in table and how much information your table can contain.
If you’re not certain how many columns and rows you want in your table, take an educated
guess—you can always add or delete columns and rows from a table later.

1. Navigate to your Practice folder, open the Tables document, and save it
as Explore Canada Table.

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 Chapter Two: Word Processing Functions 137

2. Press <Ctrl> + <End> to place the insertion point at the end of the
document.
Now we’ll walk through the quickest and easiest method of inserting a table—by using
the Insert Table button on the Standard toolbar.
3. Click the Insert Table button on the Standard toolbar, hold the mouse
button down, and then drag inside the grid to select 4 rows and 5
columns, as shown in Figure 2-53. Release the mouse button when you Insert Table
button
are finished.
Other Ways to Insert a
A blank table appears with four rows and five columns, but without any information in
Table:
it. If you have trouble dragging the Insert Table button’s grid to create a table, you can
also insert a table with the Insert Table dialog box, shown in Figure 2-55. Just select • Select Table → Insert
Table → Insert → Table from the menu to open it. → Table from the
menu, enter the number
Go ahead and enter some information into the new table.
of columns and row,
4. Place the insertion point in the first cell (the one in the upper left-hand and click OK.
corner of the table) by clicking the cell.

5. Type Destination, then press <Tab> to move to the next cell.

The <Tab> moves the insertion point to the next cell in the row. Finish adding the
column headings for your table. Make sure you press <Tab> to move to the next cell.
6. Type Avg. Cost, press <Tab>, type Promotion, press <Tab>, type
Projected Bookings, press <Tab>, and type Projected Income. Quick Reference

7. Press <Tab> to move the insertion point to the first cell in the second To Create a Table:
row. • Click the Insert Table
button on the Standard
8. Type the following text in the table. Press <Tab> after entering the text in toolbar, and then drag
each cell. inside the grid to select
Ottawa $1,500 Yes 105 $157,000 how many columns and
rows you want.
Nova Scotia $1,350 Yes 60 $81,000
Or…
Vancouver $1,600 No 90 $144,000
• Select Table → Insert
Uh-oh, you’ve run out of rows, and there are two more rows to insert. Just press the → Table from the menu,
<Tab> key after typing $144,000, the last cell in the table. A new row is inserted specify the number of
into the table. Repeat this process to insert the Toronto row. rows and columns you
want, and click OK.
Winnipeg $1,200 No 50 $60,000
To Move from Cell to Cell
Toronto $1,050 No 65 $68,250 in a Table:
When you’re finished, your table should look like the one in Figure 2-54.
• Press <Tab> to move
Congratulations! You’ve created your first table! Sorry for all the typing you had to do in this forward one field or cell,
lesson, but it gives you an idea of how easy tables make it to enter and present information. and press <Shift> +
Now that you know how to create a table, you will appreciate the upcoming lessons where <Tab> to move back one
you learn how to add and delete columns and rows, how to insert and edit data, how to modify field or cell.
table structure, how to format the table, and even how to sort data in a table.
To Delete Text in a Cell:
• Select the cell(s) and
press the <Delete> key.
To Insert a New Row:
• Press <Tab> in the last
cell of the table.

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138 IC3 Module 2 – Key Applications

Lesson 2-26: Working with a

Table and Editing Data
Figure 2-56
Techniques for selecting a
table’s cells, rows, and
columns.
Select a Single Cell Select a Column Select a Row Select Several Cells
Figure 2-57 Click the left edge of the Click the column's top Click to the left of the Drag across the cell, row, or
cell. border (the pointer will row. column; or select a single
The Tables and Borders change to a ). cell, row, or column, and
toolbar (your Tables and then hold down <Shift> while
you click another cell, row, or
Borders toolbar may be in column.
a different shape).
Select the entire table by
clicking the Move handle
next to the table (must be in
Print Layout View).
Figure 2-56
Distribute Sort
Split Cells Rows Evenly Descending
L IC3 Draw table tool Change Text
Objective: 2.2.2.2 (Freehand) Border Width Add Borders Insert Table Direction

Req. File: Prev. lesson file

Eraser tool Border Style Border Cell Shading Align List Table AutoSum
(Freehand) Color Color AutoFormat (Total)
Merge Cells Distribute Sort
Figure 2-57
Columns Evenly Ascending

Other Ways to Select a Working with tables is not much different, but it can be a little tricky the first few times you
Row or Column: try it. You have to be extra careful when selecting a table’s cells, rows, and columns—and
• Place the insertion point many users have difficulty selecting information in a table the first few times they try it. You
in the row or column already know that once you select text in a document, you can format it, delete it, move or
you selected and select copy it, or replace it by typing. The same rules apply to tables—you have to select cells, rows,
Table → Insert Row or and columns if you want to format, delete, or move them. This lesson explains how to select a
Insert Column from the table’s cells, rows, and columns, and how to use the Tables and Borders toolbar to help make
menu. working with tables easier.

1. Select the first row in the table by moving the pointer to the far left of the
table until the pointer changes directions, from to . Click to select the
row.
If you’re having problems selecting a row using the mouse, you can also select the row
by placing the insertion point in the row you want to select and select Table → Select
Center button → Row from the menu. If you had wanted to select more than one row, you would
have clicked and held the mouse button, and then dragged the pointer down to select
the rows.
Now that you have selected the row, you can format its text.

Bold button

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 Chapter Two: Word Processing Functions 139

2. With the row still selected, click the Center button and the Bold button
on the Formatting toolbar.
The text in the selected row appears in bold and is centered in each row. Tables and
Borders button
3. Select the last column in the table (Projected Income) by moving the
Other Ways to Display
pointer over the very top of the column, until it changes to a . Click to the Tables and Borders
select the column. toolbar:
As with selecting rows, you can also select a column by placing the insertion point in • Right-click any toolbar
the row you want to select, and select Table → Select → Column from the menu. You or menu and select
can also select more than one column by holding the mouse button, and dragging the Tables and Borders.
pointer across the columns you want to select.
• Select View →
4. Click the Bold button on the Formatting toolbar two times. Toolbars → Tables
The contents of the selected column appear in bold. and Borders from the
5. Select the Ottawa cell by clicking just inside the left side of the cell (the menu.
pointer should change directions, like ).
Remember that anything you type replaces the current selection—and the contents of a
cell are no exception to this rule.
6. Type Montreal and press the <Tab> key. Quick Reference
The Tables and Borders toolbar, shown in Figure 2-57, can be a big help when you’re To Edit Data:
working with tables. If the Tables and Borders toolbar doesn’t automatically appear • Select the data in the cell
when you create or work on a table, it’s easy to display it. Here’s how: and edit the text.
7. Click the Tables and Borders button on the Standard toolbar. If To Select a Cell:
the Draw Table button is pressed down, click it to turn the Draw Table • Click the left edge of the
tool off. cell.
The Tables and Borders toolbar appears, as shown in Figure 2-57.
To Select a Row:
Selecting cells, rows, and columns might seem very boring to you, but it’s crucial that you • Click to the left of the row.
understand it if you’re going to work with tables. When people have problems doing
something with a table, about 90% of the time it’s because they didn’t properly select the To Select a Column:
table. • Click the column's top
border (the pointer will
change to a ).
To Select Several Cells:
• Drag across the cell, row,
or column, or select a
single cell, row, or column
and hold down <Shift>
while you click another
cell, row, or column.
To Select the Entire Table:
• Click the move
handle next to the table
(must be in Print Layout
View.)
To Display the Tables and
Borders Toolbar:
• Click the Tables and
Borders button on the
Standard toolbar

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140 IC3 Module 2 – Key Applications

Lesson 2-27: Inserting and

Deleting Rows and Columns
Figure 2-58
The table shortcut menu
showing how to delete a
row.
Figure 2-59
The table shortcut menu
showing how to delete a
column.
Figure 2-60
Our table with new rows
and columns.

Figure 2-58 Figure 2-59

L IC3
Objective: 2.2.2.3
Req. File: Prev. lesson file

Other Ways to Insert a

Column:
• Select the column that
you want the new Figure 2-60
column to be inserted in
front of and select In the previous lessons, you learned how to adjust the size of rows and columns. In this
Table → Insert → lesson, you will learn how to delete entire columns and rows (and any text they contain), and
Column to the Right or how to insert new columns and rows into a table.
Column to the Left
from the menu. 1. Place the insertion point anywhere in the Montreal row.
Here’s how to delete the current row:
2. Select Table → Delete → Rows from the menu.
Other Ways to Insert a The Montreal row is deleted. Now try inserting a new row.
Row:
3. Place the insertion point in the Nova Scotia row.
• Select the row that you
Now you can insert a row above the current row.
want the new row to be
inserted above and 4. Select Table → Insert → Rows Above from the menu.
select Table → Insert A new row is inserted immediately above the Nova Scotia row.
→ Row Above or Row
Below from the menu.

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 Chapter Two: Word Processing Functions 141

5. Place the insertion point in the first cell in the new row, type Quebec,
press <Tab>, then type the following numbers in the cells in the new
row:
$2,000 <Tab> No <Tab> 150 <Tab> $300,000.
If you’re at the last cell of a table, there is another simple way to insert rows.
6. Place the insertion point in the very last cell in the bottom right-hand
corner of the table.

7. Press the <Tab> key.

Quick Reference
Word adds a new row at the end of the table and moves the insertion point to the first
cell in the new row. Normally, pressing the <Tab> key moves to the next cell in a table, To Delete a Column or
but since this is the last cell in the table, Word assumes you need another row in the Row:
table and automatically adds one. • Select the column or row
Now that you have deleted and inserted a row, try deleting and inserting a column. you want to delete. Then
8. Place the insertion point anywhere in the Promotion column. click the right mouse
button and select Delete
Here’s how to delete the current column:
Columns or Delete Rows
9. Select Table → Delete → Columns from the menu. from the shortcut menu.
The Promotion column is deleted. Now try inserting a column. Or…
10. Place the insertion point anywhere in the Avg. Cost column. • Select the column or row
Move on to the next step to insert a new column. you want to delete, then
11. Select Table → Insert → Columns to the Right from the menu. select Table→ Delete
→ Columns or Rows
A new column appears to the right of the Avg. Cost column. Go ahead and type some
from the menu.
information in this new column:
12. Place the insertion point in the top cell of the new column and type Avg. To Insert a Column:
Days. 1. Select the column that
you want the new column
13. Press the Down Arrow Key <↓> to move down to the next empty cell in to be inserted in front of.
the column. 2. Click the right mouse
Complete the rest of the column. button and select Insert
14. Type 2.5 Weeks, press the Down Arrow Key <↓> to move down to the Columns from the
next empty cell in the column, type 1.5 Weeks, press <↓>, type 2 shortcut menu.
Weeks, press <↓>, type 1.5 Weeks, press <↓>, and type 1 Week. Or…
Compare your table to the one in Figure 2-60. Select Table → Insert
→ Columns to the Left
or Columns to the Right.
To Insert a Row:
1. Select the row that you
want the new row to be
inserted above.
2. Click the right mouse
button and select Insert
Rows from the shortcut
menu.
Or…
Select Table → Insert →
Rows Above or Rows
Below from the menu.

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142 IC3 Module 2 – Key Applications

Lesson 2-28: Adjusting Column

Width
Type an inch measurement or a
Figure 2-61 percentage (for Web pages).

You can use the mouse to

adjust column width. Drag the right
edge of a border
Figure 2-62 to change its
width
The Column tab of the
Table Properties dialog
box.

L IC3
Objective: 2.2.2.3
Req. File: Tables2.doc

Figure 2-62
Select the previous Choose whether you
or next column in want to measure the
Figure 2-61 the table. column width in
inches or as a
percentage (if the
Other Ways to Select table will be viewed
Rows, Columns, or the in a Web browser).
Entire Table:
• Place the insertion point When you create a table, all of the rows and columns normally appear the same size. As you
in the row, column or enter information in a table, you will quickly discover that some of the columns are not wide
table you want to select enough to properly display the information they contain. This lesson explains how to change
and select Table → the width of a column.
Select → Table,
Column, Row, or Cell. 1. If necessary, find and open the Tables2 document and save it as
Explore Canada Table.
If you do not know where your practice files are located, ask your instructor for
assistance.
Here’s how to resize the width of a column…
Other Ways to AutoFit a 2. Carefully position the pointer over the very last column border, after the
Column: heading Projected Income, until it changes to a , as shown in Figure
• Double-click the right 2-61. Click and hold the mouse button, drag the pointer to left, to the 6-
edge of the column. inch mark on the horizontal ruler (as shown in Figure 2-61), and then
release the mouse button.
The width of the “Projected Income” column is now much smaller.
3. Select the last column (Projected Income).
Now that the column is selected, you can adjust its width using the menu.

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 Chapter Two: Word Processing Functions 143

4. Select Table → Table Properties from the menu.

The Table Properties dialog box appears.
5. Click the Column tab to bring the column settings to the front of the Distribute
dialog box. Columns Evenly
button
The Column tab appears, as shown in Figure 2-62. Here, you can adjust column width
Other Ways to Distribute
and the amount of spacing between columns. Columns Evenly:
6. Type 1 in the Preferred width box. • Select Table →
This will change the column width to one inch. Notice the “Measure in” to the left of AutoFit → Distribute
the Preferred width box. There are two ways you can measure the width of a column: Columns Evenly.
• Inches: Measure column width with a fixed measurement. Unless you are
using Word to create Web pages, this is the setting you will almost always use.
• Percent: Choose percent if the table will be viewed in a Web browser. In Web
layout view, the column width is measured as a percentage of the screen. Close
the dialog box.
7. Click OK.
Quick Reference
The dialog box closes and Word automatically adjusts the width of the selected column
to 1 inch. Another fast and easy way to adjust a column’s width is to use Word’s To Adjust the Width of a
AutoFit feature. AutoFit adjusts the width of a column automatically to fit the text of Column:
the column. • Click and drag the
8. Make sure the Projected Income column is still selected, and then select column’s right border to
Table → AutoFit → AutoFit to Contents from the menu. the left or right.
Word automatically adjusts the width of the selected column so the text fits in it. Or…
Another neat trick you should know when adjusting the width of columns is that you 1. Place the insertion point
can distribute columns evenly, which changes the selected columns or cells to equal in the column.
column width.
2. Select Table → Table
9. Click anywhere inside the table, and then click the move handle in the Properties from the
upper-left corner of the table. menu and click the
The entire table is selected. Column tab.
NOTE: You must be in Print Layout View or the move handle won’t appear when 3. Specify the column width
you select the table. If you don’t see the table’s move handle, click and click OK.
anywhere inside the table. To Adjust the Width of a
When the entire table is selected, any height or width adjustments made will affect Column using AutoFit:
every column or row in the entire table. Move on to the next step to use the Distribute
• Select the column and
Columns Evenly Command, which changes the selected columns or cells to equal
column width. select Table → AutoFit
→ AutoFit to Contents
10. Click the Distribute Columns Evenly button on the Tables and Borders from the menu.
toolbar.
To Distribute Columns
Word adjusts the width of all the columns in the selected table so that they are equal.
Evenly in a Table:
11. Click anywhere inside the table.
• Select the columns and
click the Distribute
Columns Evenly button
on the Tables and
Borders toolbar.
Or…
• Select Table →
Distribute Columns
Evenly from the menu.

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144 IC3 Module 2 – Key Applications

Lesson 2-29: Adjusting Row

Height
Figure 2-63
The Row tab of the Cell Enter a measurement for the
Height and Width dialog row height. Select one of the following:
• At Least: Specifies a minimum
box.
row height. If the cell contents
Select the previous or next cause the cell to exceed the
Figure 2-64 row in the table. height specified, Word will adjust
the height of the row to fit the
The mouse can adjust the contents.
height of a row. • Exactly: Specifies a fixed row
height. If cell contents exceed the
fixed height, Word prints only the
contents that fit in the cell.

Figure 2-63
L IC3
Objective: 2.2.2.3
Req. File: Prev. Lesson file

Drag a row’s bottom border up or down to

change its height (only works in Print Layout
view).

Figure 2-64

In the previous lesson, you learned how to change the width of a column. In this lesson, we’ll
look at changing the height of a row. You will seldom need to change a row’s height because,
unless you specify otherwise, rows automatically expand to the tallest cell in the table—the
one that contains the most lines of text.

1. Place the insertion point anywhere in the first row.

Now you can change the height of the current row.
2. Select Table → Table Properties from the menu and click the Row tab.
The Table Properties dialog box appears with the Row tab selected, as shown in Figure
2-63. Here, you can adjust the row height, alignment of text in the cells, indentation for
the cells, and if you want to allow the row to break across pages or not.
The Specify Height box is especially important:

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 Chapter Two: Word Processing Functions 145

• Specify Height Box Unchecked: Automatically adjusts the row height for
the tallest cell in the row (the one with the most text in it). This option makes it Print Layout View
easy to change a row’s height—just press <Enter> and the cell will expand to button
hold the new blank line(s). This is the default setting and the one you will
Other Ways to Display
usually want to use.
Print Layout View:
• Specify Height Box Checked: Lets you manually adjust the row height by
• Select View → Print
entering a value in the “Specify height” box.
Layout View from the
Let’s try manually changing the row height. menu.
3. Check the Specify Height box.
Now you can specify the height of the row.
4. Type .5 in the Specify Height text box.
There are two additional options you can specify when manually adjusting the height
of a row, listed in the “Row height in” combo box:
• At Least: Specifies a minimum row height (enter the minimum height in the
Specify Height text box). If cell contents cause the cell to exceed the height
Quick Reference
specified, Word will adjust the height of the row to fit the contents.
• Exactly: Specifies a fixed row height (enter the height in the Specify Height To Adjust the Height of a
text box). If cell contents exceed the fixed height, Word will print only the Row:
contents that fit in the cell. 1. Place the insertion point
5. Select At Least from the Row Height list and click OK. in the row.
The dialog box closes and the height of the first row cells is adjusted to a half-inch. 2. Select Table → Table
You can also adjust the width of all the columns or height of all the rows in a table at Properties from the
once by selecting the entire table, selecting Table → Table Properties from the menu, menu and click the Row
and clicking the Row tab, and then specifying the row height. tab.
You can also adjust the height of the row using the mouse, but make sure you are in 3. Specify the row height
Print Layout View. and click OK.
6. Make sure you are in Print Layout View—if you’re not, click the Print Or…
Layout View button on the Horizontal scroll bar located near the bottom • Make sure you are in
of the screen. Print Layout View and
drag the row’s bottom
NOTE: You must be in Print Layout View mode in order to adjust the height of a row border up or down
with the mouse.
7. Position the pointer directly on the bottom border of the first row, until it
To Adjust the Height of a
Row using AutoFit:
changes to a . Click and hold the mouse button, drag the pointer up
• Select the row and select
about a quarter-inch, (as shown in Figure 2-64), and then release the
Table → AutoFit →
mouse button. AutoFit to Contents from
As with column width, you can also change selected rows or cells to equal row height. Simply the menu.
select the rows that you want to be the same height, and select Table → AutoFit → Distribute To Distribute Rows Evenly
Rows Evenly from the menu. Or you can right-click the selected row(s) and select Distribute in a Table:
Rows Evenly from the shortcut menu.
• Select the column and
We will be using this file again in an upcoming lesson, so don’t close it yet! click the Distribute Rows
Evenly button on the
Tables and Borders
toolbar.
Or…
• Select Table → AutoFit
→ Distribute Rows
Evenly from the menu.

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 146 IC3 Module 2 – Key Applications

Lesson 2-30: Merging and

Splitting Cells
Figure 2-65 1. Select the cells you want to merge.
Cells merging.
Figure 2-66 2. Click the Merge Cells button on the
Tables and Borders toolbar (or use any
Cells splitting. of the alternative methods).

Figure 2-67 The selected cells are merged into a

single, larger cell.
The Split Cells dialog box.
Figure 2-65

L IC3
1. Select the cell(s) 2. Click the Split 3. Specify the number of The selected cells are
Objective: 2.2.2.3 you want to split Cells button on columns and/or rows you split into several
the Tables and want to split the cell(s) smaller cells.
Req. File: Merging.doc
Figure 2-66 Borders toolbar. into, and if they should be
merged before being
split.

Merge Cells
Other Ways to Merge
Cells:
• Select cells you want to
merge and select Table Figure 2-67
→ Merge Cells from
If you have been working with tables for a while, you may find times when you wish you
the menu.
could have a single, large cell that spanned across several smaller columns. The Merge Cells
• Select cells you want to command merges or combines several smaller cells into a single larger cell that spans the
merge, click the space the previous cells occupied. Merged cells and non-merged cells can be broken into
selection with the right several smaller cells by using the Table Spilt Cells command. Merging and splitting cells
mouse button, and sounds more confusing than it really is, so let’s get started with this lesson and it will make
select Merge Cells more sense to you.
from the shortcut menu.
• Use the Eraser button 1. Open the Merging document and save it as Two Year Cash Flow. Click
on the Tables and the Tables and Borders button to display the Tables and Borders
Borders toolbar to erase toolbar.
the lines between cells. First, we need to select the cells we want to merge.

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 Chapter Two: Word Processing Functions 147

2. Select all the cells in the top row.

Once you select several cells, you can merge them or combine them into a single,
larger cell. Split Cells button
3. Click the Merge Cells button on the Tables and Borders toolbar to Other Ways to Split
merge the selected cells. Cells:
The selected cells are merged into a single cell that spans across the entire table, as • Select cell(s) you want
shown in Figure 2-65. to split and select Table
→ Split Cells from the
4. Select the four cells in the second row, starting with 1999 and merge
menu.
them into a single cell that spans across all four quarters, and then click
the Center button on the Formatting toolbar. • Select cell(s) you want
to split. Click the
5. Select the four cells in the second row, beginning with 2000 and merge selection with the right
them into a single cell that spans across all four quarters, and then click mouse button and
the Center button on the Formatting toolbar. select Split Cells from
The procedure for splitting a single cell into several smaller cells is almost as easy as the shortcut menu.
merging cells. • Use the Draw Table
6. In the first column, select 5 cells beginning with the Flights and ending button on the Tables
with Total, as shown in Figure 2-66. and Borders toolbar to
draw lines to create
You want to split the selected cells into several smaller cells.
new cells.
7. Click the Split Cells button on the Tables and Borders toolbar.
The Split Cells dialog box appears, as shown in Figure 2-66.
8. Verify that the number 2 appears in the Number of Columns box and
uncheck the Merge cells before split box.
This split the selected cell into 2 columns. You may notice that under the Number of
Columns text box is a Number or Rows text box—if you wanted to split a cell into
Quick Reference
multiple rows, you would type the number of rows here. The Merge cells before split
option, when selected, would merge the selected cells into a single, larger cell before To Merge Cells:
splitting them into multiple cells. Checking the Merge cells before split option makes it • Select the cells you want
easy to quickly reconfigure a table (for example, to change a 3-by-3 table to a 4-by-4 to merge, then select
table) if it doesn’t contain any information. You should remove the check from the
Table → Merge cells
Merge cells before split if the cells you want to split already contain information.
from the menu
9. Click OK. Or…
The dialog box closes and the selected cells are each split into two smaller cells, as
• Select the cells you want
shown in Figure 2-66.
to merge, then click the
10. Using either the cut and paste method or the drag and drop method, Merge Cells button on
move the row labels from the first column into the newly created second the Tables and Borders
column. toolbar.
All the row labels—Flights, Tour Packages, Cruises, Other Income, Total—should To Split a Cell:
appear in the new, second column, as shown in Figure 2-67.
• Select the cell you want to
Now let’s merge the empty cells into a single larger cell.
split, then select Table →
11. In the first column, select the 5 empty cells, beginning with the cell to the Split cells from the
left of Flights and ending with the cell to the left of Total. Then click the menu.
Merge Cells button on the Tables and Borders toolbar. Or…
Now see if you can split and merge the expense accounts. • Select the cell you want to
12. Select the 10 cells in the first column, starting with Advertising and split and click the Split
ending with Total and repeat Steps 7-11, splitting the cells, moving their Cells button on the
contents, and creating a single blank merged cell. Tables and Borders
toolbar.
13. Compare your table to the one in Figure 2-67.

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148 IC3 Module 2 – Key Applications

Lesson 2-31: Orienting, Aligning,

and Spacing Cell Contents
Figure 2-68
The Text Direction dialog
box.
Figure 2-69
Use the Spacing Before
and After boxes in the
Paragraph dialog box to
Figure 2-68
specify how much space
should appear before and
after the text in a cell.
Figure 2-70 Figure 2-69

The completed table.

L IC3
Objective: 2.2.2.3
Req. File: Prev. Lesson file

Figure 2-70

In this lesson, you will learn how to align text horizontally and vertically in a cell. You can
even change the text direction in a cell. So, for example, you could change the text direction
in a cell from horizontal orientation to vertical orientation. Like other table operations,
aligning and orienting cell contents is easiest if you use the Tables and Borders toolbar.

1. Select the merged cell to the left of the Flights label. Drag the cell’s right
border so that the column width is about a quarter-inch, as shown in
Figure 2-70.
If you don’t select the cell before changing the border, you will change the width of the
entire column, and you don’t want to do that.
2. Select the merged cell to the left of the Advertising label. Repeat Step 1
to change the cell’s width.

3. Place the insertion point in the merged cell to the left of the Flights label
and click the Change Text Direction button on the Tables and Borders
toolbar two times.
Clicking the Change Text button cycles through three different text orientations. You
Change Text want the orientation.
Direction button

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 Chapter Two: Word Processing Functions 149

4. Type Income.
Notice the text appears in a vertical direction, from the bottom of the cell to the top.
You may find it easier to orient text using the Text Orientation dialog box.
5. Place the insertion point in the merged cell to the left of the Advertising
label and select Format → Text Direction from the menu.
The Text Orientation dialog box appears, as shown in Figure 2-68. The Text
Orientation dialog box allows you to preview and select a text orientation.
6. Select the vertical bottom-to-top text orientation and click OK.
The dialog box closes and Word vertically orients the text from the bottom to the top of
the cell.
7. Type Expenses.
Again, the text appears in a vertical direction, from the bottom of the cell to the top. Alignment button
Here’s how to align the contents of a cell horizontally and vertically.
8. With the insertion point still in the second merged cell, click the
Alignment button list arrow on the Tables and Borders toolbar and
select the Align Center option.
Notice that the image on the Formatting toolbar’s Center button changes to indicate
that it will center text vertically. The Center Vertically button on the Tables and Borders
toolbar centers the text vertically between the left and right of the cell, and the Center
button centers the text between the top and bottom of the cell.
Quick Reference
9. Place the insertion point in the first merged cell and repeat Step 8 to
align the text vertically and horizontally within the cell. To Align a Cell’s Contents:
You can also align paragraphs inside of a cell. • Select the cell(s) and
10. Select the 1999 and 2000 merged cells in the second row. select an alignment from
the Alignment button on
If you want to specify how much space appears between the cell contents and the top
the Tables and Borders
and bottom of the cell, use the Format → Paragraph command and adjust the spacing
toolbar.
Before and After the paragraph, as shown in Figure 2-70.
11. Select Format → Paragraph from the menu. To Vertically Align a Cell’s
Contents:
The Paragraph dialog box appears, as shown in Figure 2-70.
• Select the cell(s) and click
12. Change the Before box to 12 pt and the After box to 6 pt. the Align Top, Center,
This will add a 12-pt space before the paragraph and a 6-pt space after the paragraph. If Vertically, or Align
a cell has more than one paragraph, you would have to adjust the spacing before the Bottom button on the
first paragraph in the cell and the spacing after the last paragraph in the cell. Tables and Borders
13. Click OK. toolbar.
The dialog box closes and the spacing before and after the contents of the selected To Change Text Direction:
paragraphs is adjusted. • Click the Change Text
14. Compare your table to the one in Figure 2-70. Save your work and close Direction button on the
the document. Tables and Borders
toolbar to toggle between
the three different text
directions.
Or…
• Select Format → Text
Direction from the menu
and select the text
direction.

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150 IC3 Module 2 – Key Applications

Lesson 2-32: Modifying Borders

Figure 2-71
Add borders from
The Borders tab of the one of the preset
settings…
Borders and Shading Select the border’s
dialog box. line style.
or by clicking the
sides of the
Figure 2-72 diagram or clicking
Select the border’s
line color.
the border buttons
The table with the to add or remove
modified borders. the currently
Select the border’s
line width.
selected border(s).

Figure 2-71

L IC3
Objective: 2.2.2.4 Add borders to a table by
selecting the cells and
Req. File: Tables3.doc selecting the type of borders
you want to add from the
Border button.

Figure 2-72

Borders improve table appearance, giving them a polished, professional image. Borders can
often also make it easier to read the table’s information, especially numbers. When you create
You can find the
a table, Word automatically adds borders or lines around every cell in the table, but it’s very
Border button on both easy to change, add, or remove your tables’ borders. The easiest way to add borders to your
the Formatting toolbar tables is to use the Border button on either the Formatting toolbar or Tables and Border
and Tables and toolbar.
Borders toolbars.
This lesson will give you some practice working with borders. For the purpose of this
exercise, we’ll start by removing all the borders that Word automatically adds whenever you
create a new table.

1. If necessary, navigate to your Practice folder, open the Tables3

document, and save it as Explore Canada Table.
If you don’t know where your practice files are located, ask your instructor for help.
No border 2. Select the entire table by clicking the move handle in the upper-left
corner of the table.
In order to practice adding borders to a table, you’ll need to remove the table’s default
borders.
NOTE: If you don’t see the table’s move handle, click anywhere inside the table.

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 Chapter Two: Word Processing Functions 151

3. Click the Border button arrow on either the Standard toolbar or the
Tables and Borders toolbar.
A list appears with several border options.
4. Select the No Border option from the border list.
Word removes all the borders from the table. The table’s gridlines remain to help you
see what cell you’re working on. Unlike borders, gridlines don’t print. Some people
like to use tables without any borders to help them align text.

5. Select the table’s top row, click the Border button arrow and select the
Outside Border option.
Word adds an outside border around the selected cells.
Now add a border to a single cell.
6. Select Toronto’s Projected Income cell—the cell that contains Line Weight
$68,250. button
You want to add a thick, dark border to the bottom of this cell. Here’s how to change
the border’s width:
7. Click the Line Weight button arrow on the Tables and Borders toolbar Quick Reference
and select 2¼ pt. from the list.
To Add a Border to a
Now that you’ve selected the border’s width (or weight), you can add the border.
Table:
8. Click the Border button arrow and select the Single Bottom Border
1. Select the cells where you
option. want to apply the borders.
Word adds a thick border to the bottom of the cell.
2. Click the Border
It is easy to modify and apply borders with the Borders and Shading dialog box. Style list arrow on the
9. Select the table’s top row. Select Format → Borders and Shading from Tables and Borders
the menu. Click the Borders tab. toolbar and select the
The Borders tab of the Borders and Shading dialog box appears, as shown in Figure border option you want.
2-71. Here you can find every conceivable option for adding, removing, and Or…
configuring your table’s borders. Select Format →
Let’s reapply the borders in the top row to be orange, using a light dash for line style. Borders and Shading
10. Select the second option in the Style list. from the menu, click the
Borders tab, and add the
This changes the line style. Now change the border color. borders by clicking the
11. Click the Color list arrow and select Orange. preview area.
The border color will be orange. Now apply these properties to the selected cells. To Modify Borders:
12. Click the Box option in the Setting area on the left side of the dialog box. 1. Select the cells you want
This applies a border around the selected cells. Close the dialog box and see how it to change.
looks. 2. Use buttons on the Tables
13. Click OK to apply the border and close the Borders and Shading dialog and Borders toolbar to
box. change properties: Line
The Borders and Shading dialog box closes and the top row of the table is surrounded Weight, Line Style,
with an orange dotted border. Compare your table with the one shown in Figure 2-72. Border Color.
Or…
Select Format →
Borders and Shading
from the menu, click the
Borders tab, modify
border properties and
click OK.

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152 IC3 Module 2 – Key Applications

Lesson 2-33: Adding Shading and

Patterns
Fill Color
Figure 2-73 Select the fill color you want for the
shading or click None to remove
The Shading tab of the the shading color.
Border and Shading dialog
box.
Shade
Figure 2-74 Click the shading style you want to
apply "over" the fill color. Click
The table with the new Clear to apply only the fill color (no
pattern color). Click Solid to apply
shading options. only the pattern color (no fill color).

Color
Click a color for the lines and dots
in the selected shading pattern. Figure 2-73
The Color box is unavailable if you
L IC3 click Clear in the Style box.
Objective: 2.2.2.4
Req. File: Prev. lesson file

Add shading to a table’s

cells by selecting the
cells and selecting the
color you want to add
from the Shading button.

Figure 2-74

Adding shading, colors, and patterns to a table is similar to adding borders—you select the
cells and then select the shading options from either the Shading button on the Tables and
Shading button
Borders toolbar, or by selecting Format → Borders and Shading from the menu and clicking
Other Ways to Apply the Shading tab. This lesson will give you some practice adding colors, shading, and patterns
Shading: to your table.
• Select Format →
Borders and Shading 1. Select the top row of the table.
from the menu, click the This is where you want to apply shading.
Shading tab, and
specify the shading
2. Click the Shading button arrow on the Tables and Borders toolbar.
options. A color palette appears below the Shading button.

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3. Select the Yellow color.

The selected row is shaded with a yellow color. As with borders, you can also apply
shading to a table using the Borders and Shading dialog box.
4. Select the bottom six rows of the table. Select Format → Borders and
Shading from the menu and click the Shading tab.
The Shading tab of the Borders and Shading dialog box appears, as shown in Figure
2-73. The Borders and Shading dialog box gives you more colors, patterns, and
shading options than the Shading toolbar.
5. Click the Style list, scroll all the way down to familiarize yourself with the
available shading and patterns, and then scroll back up and select the
10% option. Click OK. Deselect the cells.
The Borders and Shading dialog box closes, and Word formats the selected cells with
the specified 10% shading.
6. Save your work.

Quick Reference
To Add Shading to a
Table:
1. Select cells where you
want to apply the shading.
2. Click the Shading list
arrow on the Tables and
Borders toolbar and
select the shading color
you want.
Or…
Select Format →
Borders and Shading
from the menu, click the
Shading tab, and select a
shading option.

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154 IC3 Module 2 – Key Applications

Lesson 2-34: Sorting Data in a

Table
Figure 2-75
The table sorted in
descending order, by the
Destination column.
Figure 2-76
The Sort dialog box. Figure 2-75 Select the type of data
you want to sort—text,
Figure 2-77 numbers, or dates.

The table sorted in Sort by this column

first…
ascending order, by the
Destination column. … then by this Specify the sort order.
column (optional).

Select this option

so the first header
L IC3 row is not included
in the sort.
Objective: 2.2.2.5
Figure 2-76
Req. File: Tables4.doc

Figure 2-77

Another of Word’s many useful functions is its ability to sort information. Word can sort items
in a list alphabetically, numerically, or chronically (by date). In addition, Word can sort
information in ascending (A to Z) or descending (Z to A) order. You can sort an entire table or
any portion of a table by selecting what you want to sort. You can even sort information that
isn’t in a table at all, as long as you select it first. This lesson will show you several
techniques you can use to sort information in your tables.

1. If necessary, open Tables4 in your Practice folder, save it as Explore

Canada Table, and click the Tables and Borders button to display the
Tables and Borders toolbar.
You need to select the column you want to sort first.
2. Click any cell in the Destination column.
You want to sort the table by this column.

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 Chapter Two: Word Processing Functions 155

3. Click the Sort Ascending button on the Tables and Borders toolbar.
The table is sorted in an ascending way- alphabetically based on the names in the
Destination column. Yes, that means the last row in the table appears near the top, thus Sort Ascending
messing up the formatting of your borders. You could have prevented this by button
temporarily typing a ‘Z’ in the blank cell, sorting the table, and then erasing the Z. Or
you can also sort information with the Sort dialog box, which offers more sorting
options.
4. Make sure the insertion point is in the table and select Table → Sort from
the menu.
The Sort dialog box appears, as shown in Figure 2-76. The Sort dialog box lets you
specify how you want the information in your table sorted. You can select the column
by which you want to sort your table, the sort order, and if you want to sort the table
again by any additional columns. For example, you could sort a table by last name, and
then by first name.
5. Make sure Destination appears in the Sort by list and click the
Descending option.
This will sort the table in descending order—alphabetically from Z to A, or
numerically from the largest to the smallest value.
6. In the “My list has” section, make sure the Header row option is
selected.
This button ensures Word does not sort the first row of the table, the column heading
row.
7. Click OK.
The dialog box closes and the table is sorted in descending order based on the values in
the Destinations column. Compare your table to the one in Figure 2-75.

Table 2-5: Sort Examples

Order Alphabetic Numeric Date
Ascending A, B, C 1, 2, 3 1/1/99, 1/15/99, 2/1/99 Quick Reference
Descending C, B, A 3, 2, 1 2/1/99, 1/15/99, 1/1/99 To Sort Data in a Table:
1. Select the cells or
information you want to
sort.
2. Select Table → Sort
from the menu, then
specify the order you
want to sort (ascending or
descending).
Or…
Depending on how you
want information sorted,
click either the Sort
Ascending button or
the Sort Descending
button on the Tables and
Borders toolbar.

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156 IC3 Module 2 – Key Applications

Lesson 2-35: Using AutoFormat

Figure 2-78
Select from a list of
The Table AutoFormat preset formats
dialog box.
Figure 2-79
Select what you
The table after being want to be
formatted with the Colorful formatted
2 AutoFormat setting. Specify these options
to emphasize the
heading rows, first
column, first row, and
last column
Figure 2-78
L IC3
Objective: 2.2.2.4
Req. File: Prev. Lesson file

Figure 2-79

Since we’ve been working with rather difficult concepts—such as inserting and deleting rows,
columns, and cells—in this lesson you’ll get a break. This incredibly easy lesson explains
how Word can automatically format your tables with the Table AutoFormat command.
AutoFormat is a built-in collection of formats such as font sizes, patterns, and alignments that
you can quickly apply to a table. AutoFormat lets you select from 40 different preset formats.
AutoFormat is a great feature if you want your table to look sharp and professional, but don’t
have the time to format it yourself.

Quick Reference 1. Place the insertion point anywhere in the table and select Table → Table
AutoFormat from the menu.
To Format a Table using The Table AutoFormat dialog box appears, as shown in Figure 2-78. The 40 preset
AutoFormat:
formats are listed in the Formats list. You can control what type of formatting to apply
1. Place the insertion point by adding or removing the checkmarks to the option in the Formats to Apply section. If
anywhere in the table and you want AutoFormat to skip one of the formatting categories, simply uncheck the
select Table → Table appropriate box. To see what a preset format looks like, select it from the Format list
AutoFormat from the and look at the Preview area of the dialog box.
menu. 2. Ensure that the Heading rows and First column boxes are checked.
2. Select a preset format This will emphasize these cells—notice they appear in the Preview box.
from the list.
3. Select the Colorful 2 option from the Formats list and click OK.
The dialog box closes and the selected cell range is formatted with the Colorful 2
formatting options, as shown in Figure 2-79.
4. Close this file without saving changes, then close Microsoft Word.

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Chapter Two Review

Lesson Summary
Selecting and Replacing Text
• To Select Text: Move the insertion point to the beginning or end of the text you want to select.
Click and hold the left mouse button, drag the insertion point across the text and release the
mouse button once the text is selected. Or, hold down the <Shift> key while using the arrow keys
to select the text you want.
• To Replace Text: Replace text by first selecting it then typing the new text you want.

Formatting Paragraph Line Spacing

• To Change Paragraph Line Spacing: Select Format → Paragraph from the menu, click the Line
Spacing list arrow and select the spacing option you want to use (Single, 1.5 lines, Double, At
least, Exactly, or Multiple).

Formatting Spacing between Paragraphs

• To Adjust the Space above a Paragraph: Select Format → Paragraph from the menu and
specify how much space you want in the Spacing Before box.
• To Adjust the Space below a Paragraph: Select Format → Paragraph from the menu and
specify how much space you want in the Spacing After box.

First Line and Hanging Indents

• Hanging Indents (Using the Paragraph Dialog Box): Select Format → Paragraph from the
menu and select Hanging from the Special box in the Indentation section. Enter the amount of the
hanging indent in the At box, and click OK.
• Hanging Indents (Using the Ruler): Click and drag the Hanging Indent marker on the ruler.
• To Indent Only the First Line of a Paragraph (Using the Paragraph Dialog Box): Select
Format → Paragraph from the menu and select First line from the Special box in the Indentation
section. Enter the amount of the hanging indent in the At box, and click OK.
• To Indent Only the First Line of a Paragraph (Using the Ruler): Click and drag the First Line
Indent marker on the ruler.

Creating Bulleted and Numbered Lists

• To Create a Bulleted List: Click the Bullets button on the Formatting toolbar, or select Format
→ Bullets and Numbering from the menu, click the Bullets tab, and select the bulleting option
you want to use.
• To Create a Numbered List: Click the Numbering button on the Formatting toolbar, or select
Format → Bullets and Numbering from the menu, click the Numbering tab, and select the
numbering option you want to use.

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Creating a Document in Outline View

• Outline View helps you to organize your ideas and topics and see the overall structure of a long
document.
• A plus symbol by a heading indicates the heading contains subordinate text that is currently
collapsed, or hidden. A minus symbol by a heading indicates the heading’s subordinate text is
expanded, or displayed.
• To View a Document in Outline View: Click the Outline View button located on the horizontal
scrollbar near the bottom of the screen, or select View → Outline View from the menu.
• To Demote the Current Heading: Do any of the following:
- Press <Tab>
- Click the Demote button on the Outlining toolbar
- Select the Heading level from the Style List on the Formatting toolbar
• To Promote the Current Heading: Do any of the following:
- Press <Shift> + <Tab>
- Click the Promote button on the Outlining toolbar
- Select the Heading level from the Style List on the Formatting toolbar
• To Demote a Heading to Body Text: Click the Demote to Body Text button on the Outlining
toolbar.

Inserting Symbols and Special Characters

• To Insert a Symbol or Special Character: Place the insertion point where you want to insert the
character, select Insert → Symbol from the menu, select the symbol you want and click OK.

Inserting the Date and Time

• To Insert the Date and Time: Select Insert → Date and Time from the menu, select an option
from the list, and click OK.

Inserting Comments
• To Insert a Comment: Place the insertion point where you want to insert the comment and click
the Insert Comment button on the Reviewing toolbar or select Insert → Comment from the
menu.
• To View a Comment: You can view a comment by positioning the mouse pointer over the
comment marker until it changes to a and waiting a few seconds.
• To Review a Document’s Comments: Click the Next Comment button on the Reviewing toolbar
to browse from comment to comment.
• To Edit a Comment: Right-click the comment marker and select Edit Comment from the
shortcut menu.
• To Delete a Comment: Right-click the comment marker and select Delete from the shortcut menu.

Setting Tab Stops

• Tab stops can be aligned to the left, center, right, and to decimal points.
• To Add a Tab Stop: Click on the ruler where you want to add the tab stop or select Format →
Tabs from the menu and specify where you want to add the tab stop(s).

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• To Change the Tab Alignment: Click the Tab selector box on the ruler until you see the type of
tab you want to use (left, center, right, and decimal) and then follow the previous steps to add the
tab stop.
• To Adjust a Tab Stop: Click and drag the tab stop to the desired position on the ruler.
• To Remove a Tab Stop: Drag the tab stop from the ruler.

Adjusting and Removing Tabs

• To Adjust a Tab Stop: Click and drag the tab stop to the desired position on the ruler.
• To Remove a Tab Stop: Drag the tab stop from the ruler.
• To Use the Tabs Dialog box: Open the Tabs dialog box by selecting Format → Tabs from the
menu.
• To Add a Leader to a Tab Stop: Select Format → Tabs from the menu to open the Tabs dialog
box and select the Leader you want to use from the Tabs dialog box.

Inserting Page Breaks

• To Insert a Manual Page Break: Place the insertion point where you want to insert the page break
and press <Ctrl> + <Enter>.
• To Delete a Page Break: Place the insertion point on the line that contains the page break and
press the <Delete> key. It's easier to delete a page break if you’re in Normal View.
• To Adjust the Line and/or Page Break Settings for a Paragraph: Select the paragraph and
select Format → Paragraph from the menu and click the Line and Page Break tab. Select the
line and/or page break options for the selected paragraph and click OK.

Inserting Automatic Page Numbering

• To Insert Page Numbering: Select Insert → Page Numbers from the menu. Verify where on the
page (top or bottom) you want the number to appear, and the alignment. (Optional) Click the
Format button to further format the page numbering. Click OK.

Creating Headers and Footers

• To Add or View a Document Header or Footer: Select View → Header and Footer from the
menu.
• To Switch Views Between the Header and Footer: Click the Switch between Header and
Footer button on the Header and Footer toolbar.
• To Insert a Page Number in a Header or Footer: Display the header or footer and position the
insertion point where you want the page number. Click the Insert Page Number button on the
Header and Footer toolbar.

Adding Footnotes and Endnotes

• To Insert a Footnote or Endnote: Place the insertion point where you want the footnote or
endnote inserted and select Insert → Footnote from the menu. Specify if you want to insert a
footnote or endnote, click OK, and type the footnote or endnote.
• To View a Footnote or Endnote: Position the pointer over the footnote or endnote number for
several seconds.
• To Edit a Footnote or Endnote: Double-click the footnote or endnote number.

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160 IC3 Module 2 – Key Applications

• To Delete a Footnote or Endnote: Select the footnote or endnote number and press the <Delete>
key.

Adding Borders to Your Paragraphs

• To Add a Border to a Paragraph: Select Format → Borders and Shading from the menu, click
the Borders tab, and click the side(s) (top, bottom, left, and/or right) of the Border Preview section
where you want the borders. You can also add borders by clicking the Border button arrow on the
Formatting toolbar and selecting the border you wish to add.
• To Summon the Tables and Borders toolbar: Right-click any toolbar and select Tables and
Borders from the shortcut menu, or select View → Toolbars → Tables and Borders from the
menu.
• To Format the Style of a Border Line: Select Format → Borders and Shading from the menu
and select the formatting options. Format the Border using the Tables and Borders toolbar.

Adding Shading
• To Add Shading to a Paragraph (Toolbar): Select the paragraph(s) where you want to apply the
borders, click the Shading list arrow on the Tables and Borders toolbar, and select the color you
want to apply.
• To Add Shading to a Paragraph (Menu): Select Format → Borders and Shading from the
menu, click the Shading tab, and select a shading option.

Creating and Applying Paragraph Styles

• Select the paragraph you want to format with the style. Click the Style list arrow on the Formatting
toolbar and select the paragraph style you want to apply to the selected paragraph.

Modifying a Style
• When you modify a style’s formatting options, every paragraph and/or character formatted with that
style in the document is updated to reflect the changes.
• To Modify an Existing Style by Example: Select the text or paragraph that contains the
formatting that you want to copy to an existing style, select the style you want to modify from
the Style List on the Formatting toolbar, select the Update the style to reflect recent changes
option, and click OK.
• To Modify an Existing Style using the Style Dialog Box: Select Format → Style from the
menu, select the style you want to change from the Style list, and click Modify. Click the Format
button and select the element you want to change, change the formatting options for the selected
element, and then click OK, OK, Apply to close the various dialog boxes.
• To Delete a Style: Select Format → Style from the menu, select the style from the Style list, and
click Delete.

Using the Format Painter

• The Format Painter lets you copy character and paragraph formatting and apply or paste the
formatting to other characters and paragraphs.
• To Copy Formatting with the Format Painter: Select the text, paragraph, or object with the
formatting options you want to copy. Click the Format Painter button on the Standard toolbar and
drag the Format Painter pointer across the text or paragraph where you want to apply the copied
formatting options.

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• To Copy Selected Formatting to Several Locations: Double-click the Format Painter button to
apply formatting to several locations. Click the Format Painter button again when you’re finished.

Correcting Your Grammar

• Word automatically underlines grammar errors in green.
• To Correct a Grammar Error: Right-click the grammar error to bring up a shortcut menu with
suggestions for corrections. Or, correct the grammar error by retyping it.
• Ignore grammar errors by right-clicking the error and selecting Ignore All from the shortcut
suggestion menu.
• To Turn Off the Grammar Checker: Select Tools → Options from the menu, click the Spelling &
Grammar tab, make your specifications, and click OK.

Using the Thesaurus and Word Count

• To Use the Thesaurus: Right-click the word you want to look up, select Synonyms from the
shortcut menu and select a synonym from the list or select the word you want to look up and select
Tools → Language → Thesaurus from the menu or press <Shift> + <F7>.
• To Count the Number of Words in a Document: Select Tools → Word Count from the menu.

Tracking Changes
• To Track Revisions: Select Tools → Track Changes→ Highlight Changes from the menu.
Check the Highlight Changes check box and click OK. Edit the document—your revisions will be
highlighted.
• To Stop Tracking Revisions: Select Tools → Track Changes→ Highlight Changes from the
menu, uncheck the Highlight Changes check box, and click OK.

Accepting and Rejecting Tracked Changes

• To Accept and/or Reject Revisions (using the Review Toolbar): Display the Review toolbar by
selecting View → Toolbars → Reviewing from the menu. Click the Next Change button to move
through the revisions in your document. Click either the Accept Change button or the Reject
Change button on the Reviewing toolbar.
• To Accept and/or Reject Revisions (using the Accept or Reject Changes dialog box): Select
Tools → Track Changes → Accept or Reject Changes from the menu. Click Find to move
through the revisions in your document. Click either the Accept or the Reject button. You can also
accept or reject all changes at once by clicking the corresponding button.

Creating a Table and Inserting Data

• To Create a Table Using the Standard Toolbar: Click the Insert Table button on the Standard
toolbar and drag inside the grid to select how many columns and rows you want.
• To Create a Table Using the Menu: Select Table → Insert → Table from the menu, specify the
number of rows and columns you want, and click OK.
• To Move from Cell to Cell in a Table: Move between cells by pressing <Tab> to move forward
one field or cell, and <Shift> + <Tab> to move back one field or cell.
• To Delete Text in a Cell: Delete the contents of a cell by selecting the cell(s) and pressing the
<Delete> key.

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162 IC3 Module 2 – Key Applications

• To Insert a New Row: Press <Tab> in the last cell of the table.

Working with a Table and Editing Table Data

• To Edit Data: Select the data in the cell and edit the text.
• To Select a Cell: Click the left edge of the cell.
• To Select a Row: Click to the left of the row.
• To Select a Column: Click the column's top gridline or border (the pointer will change to a ).
• To Select Several Cells: Drag across the cell, row, or column (or select a single cell, row, or
column) and then hold down <Shift> while you click another cell, row, or column.
• To Select the Entire Table: Click the move handle next to the table.
• To Display the Tables and Borders Toolbar: Click the Tables and Borders button on the
Standard toolbar, or select View → Toolbars → Tables and Borders from the menu, or right-click
any toolbar or menu and select Tables and Borders.

Inserting and Deleting Rows and Columns

• To Delete a Column or Row Using the Right Mouse Button: Select the column or row you want
to delete. Click the right mouse button and select Delete Columns or Delete Rows from the
shortcut menu.
• To Delete a Column or Row Using the Menu: Select the column or row you want to delete, then
select Table→ Delete Columns or Delete Rows from the menu.
• To Insert a Column: Select the column that you want the new column to be inserted in front of.
Click the right mouse button and select Insert Columns from the shortcut menu, or select Table
→ Insert → Columns to the Left or Columns to the Right.
• To Insert a Row: Select the row that you want the new row to be inserted above. Click the right
mouse button and select Insert Rows from the shortcut menu, or select Table → Insert →
Rows Above or Rows Below from the menu.

Adjusting Column Width

• To Adjust the Width of a Column: Click and drag the column’s right border to the left or right. You
can also adjust a column’s width by placing the insertion point in the column, selecting Table →
Table Properties from the menu and clicking the Column tab. Specify the column width and click
OK.
• To Adjust the Width of a Column using AutoFit: You can use AutoFit to adjust a column’s width
to fit the column’s widest entry. Select the column and select Table → AutoFit → AutoFit to
Contents from the menu.
• To Distribute Columns Evenly in a Table: Select the columns and click the Distribute Columns
Evenly button on the Tables and Borders toolbar. Or, select the columns and select Table →
Distribute Columns Evenly from the menu.

Adjusting Row Height

• To Adjust the Height of a Row: Select the row, select Table → Table Properties from the menu,
click the Row tab, enter the height of the row, and click OK. You can also adjust a row’s height by
being in Print Layout View and dragging the row’s bottom border up or down.

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• To Adjust the Height of a Row using AutoFit: Select the row and select Table → AutoFit →
AutoFit to Contents from the menu.
• To Distribute Rows Evenly in a Table: Select the column and click the Distribute Rows Evenly
button on the Tables and Borders toolbar. Or, select Table → AutoFit → Distribute Rows
Evenly from the menu.

Merging and Splitting Cells

• You can merge multiple cells into a single, larger cell by selecting the cells you want to merge and
selecting Table → Merge cells from the menu, or by clicking the Merge Cells button on the
Tables and Borders toolbar. You can also use the Draw Table button on the Tables and Borders
toolbar to split cells by drawing lines between them.
• You can split a cell into several smaller, multiple cells by selecting the cell you want to split and
selecting Table → Split cells from the menu, or by clicking the Split Cells button on the Tables
and Borders toolbar. You can also use the Eraser button on the Tables and Borders toolbar to
merge cells by erasing the lines between them.

Orienting, Aligning, and Spacing Cell Contents

• To Horizontally Align a Cell’s Contents: Select the cell(s) and click the Align Left, Center,
or Align Right button on the Formatting toolbar, or select Format → Paragraph from the menu
and select the alignment.
• To Vertically Align a Cell’s Contents: Select the cell(s) and click the Align Top, Center,
Vertically, or Align Bottom button on the Tables and Borders toolbar.
• To Change Text Direction: Click the Change Text Direction button on the Tables and Borders
toolbar to toggle between the three different text directions, or select Format → Text Direction
from the menu and select the text direction.

Modifying Borders
• To Add a Border to a Table: Select the cells where you want to apply the borders, click the
Border Style list arrow on the Tables and Borders toolbar, and select the border option you want.
Or, select Format → Borders and Shading from the menu, click the Borders tab, and add
borders by clicking the preview area.
• To Modify Borders: Select the cells you want to change and use buttons on the Tables and
Borders toolbar to change properties: Line Weight, Line Style, Border Color. Or, select Format
→ Borders and Shading from the menu, click the Borders tab, modify border properties and click
OK.

Adding Shading and Patterns

• To Add Shading to a Table: Select the cells where you want to apply the shading, click the
Shading Style list arrow on the Tables and Borders toolbar, and select the shading you want. Or,
select Format → Borders and Shading from the menu, click the Shading tab and add the
shading options.

Sorting Data in a Table

• Using the Menu: Select the cells or information you want to sort, select Table → Sort from the
menu, and specify the order you want to sort (ascending or descending).

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• Using the Toolbar: Click either the Sort Ascending button or the Sort Descending button on
the Tables and Borders toolbar.

Using AutoFormat
• AutoFormat lets you quickly format all elements of a table, including its fonts, borders, and shading
option by selecting from 40 preset formats.
• To AutoFormat a Table: Make sure the insertion point is located in the table, and then select
Table → Table AutoFormat from the menu.

Quiz
1. Your research paper isn’t long enough. How can you double-space it to
make it longer?
A. Select Tools → Format from the menu, click the Line Spacing arrow, and select
Double.
B. Select Tools → Paragraph Formatting from the menu, click the Line Spacing arrow,
and select Double.
C. Select Format → Paragraph from the menu, click the Line Spacing arrow, and select
Double.
D. Click the Paragraph Spacing arrow on the Formatting toolbar and select Double.

2. How can you change the bullet character that is used in a bulleted list?
A. Click the Bullets arrow on the Formatting toolbar and select the character.
B. You can’t change the bullet character.
C. Select Edit → Bullet Symbol from the menu, select the bulleted list you want to use,
click Customize, and select the character you want to use.
D. Select Format → Bullets and Numbering from the menu, select the bulleted list you
want to use, click Customize, and select the character you want to use.

3. To insert a symbol or special character:

A. Click the Symbol button on the Standard toolbar.
B. Select Edit → Symbol from the menu.
C. Select Insert → Symbol from the menu.
D. Select Format → Symbol from the menu.

4. You see that some text in a document is highlighted as having a comment.

How can you view the comment?
A. Select Tools → Comments from the menu.
B. Position the pointer over the comment marker.
C. Click the View Comments button on the Standard toolbar.
D. Click the TRK indicator on the Status bar.

5. Which of the following are types of tab stops? (Select all that apply.)
A. Left.
B. Center.
C. Right.
D. Decimal.

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6. What is a page break?

A. A type of document formatting you can use to control where text ends and begins on
a page.
B. An area of the document that does not follow the paper’s thesis.
C. Where the page ends in Print Layout view.
D. There is no such thing in Word.

7. You’re working on a school report and need to cite a source. How can you
add a footnote to your document?
A. Select View → Header and Footer from the menu.
B. Select Tools → Footnote from the menu.
C. Select Insert → Footnote from the menu.
D. Click the Foot button on the Standard toolbar.

8. You want to add a border at the bottom of the paragraph. How can you do
this?
A. Click the Border button arrow on the Formatting toolbar and select the bottom
option.
B. Select the paragraph and click the Underline button on the Formatting toolbar.
C. Select Edit → Border from the menu and click where you want to add the border on
the paragraph diagram.
D. Select Insert → Border from the menu.

9. When you modify a Style’s formatting options, every character or

paragraph formatted in a document based on that Style is updated to reflect
the Style change. (True or False?)

10. You want to use the Format Painter to apply formatting to multiple lines of a
document that are not next to each other. How can you do this?
A. Click the Format Painter button on the Standard toolbar.
B. Double-click the Format Painter button on the Standard toolbar.
C. This isn’t possible.
D. Open the Copy and Apply Formatting dialog box by selecting Format → Copy
Formatting from the menu.

11. What color are grammar errors?

A. Red
B. Blue
C. Yellow
D. Green

12. How can you count how many words are in a document?
A. Select Tools → Language → Word Count from the menu.
B. Press <Ctrl> + <W>.
C. Select Tools → Word Count from the menu.
D. Click the Count Words button on the Standard toolbar.

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13. The letters TRK appear on Word’s status bar. What does this mean?
A. TRK indicates that several versions of this document have been saved in the same
file.
B. TRK stands for “Try Remedial Komputing” because Word has noticed you have
been making a lot of stupid mistakes lately.
C. TRK indicates that Word is tracking changes or revisions made to the document.
D. TRK indicates that the macro recorder is tracking what you are doing.

14. Which of the following is NOT a way to create a table?

A. Select Table → Insert → Table from the menu.
B. Click the Insert Table button on the Standard toolbar.
C. Select Insert → Table from the menu.
D. Select View → Toolbars → Tables and Borders to view the Tables and Borders
toolbar and click the Draw Table button on the Tables and Borders menu.

15. Which keys can you use to enter information and navigate a table?
A. <Tab> to move to the next cell, <Shift> + <Tab> to move to the previous cell.
B. <Enter> to move to the next cell, <Shift> + <Enter> to move to the previous cell.
C. <→> to move to the next cell, <Shift> + <←> to move to the previous cell.
D. All of the above.

16. How can you adjust the height of a row?

A. Click the Row button on the Tables and Borders toolbar.
B. Drag the row’s bottom border up or down in Print Layout View.
C. Select Tables → Row Height from the menu.
D. None of the above.

17. You have four cells that you would like to combine into one. Which of the
following methods can you use to combine the cells? (Select all that apply.)
A. Select the four cells and click the Merge Cells button on the Tables and Borders
toolbar.
B. Select the four cells and select Table → Merge Cells from the menu.
C. Select the four cells and select Table → Combine Cells from the menu.
D. Select the four cells and press <Ctrl> + <M>.

18. How can you sort items in a table into alphabetical order?
A. Select Tools → Sort from the menu.
B. Click the Sort Ascending (A to Z) button on the Tables and Borders toolbar.
C. Click the Sort Ascending (A to Z) button on the Formatting toolbar.
D. Select Edit → Sort from the menu.

Homework
1. Start Microsoft Word, open the “Homework 2” document, and save it as “Broncos”.

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 Chapter Two: Word Processing Functions 167

2. Add a border below the sender’s address: Place the insertion point in the last line of
the address, click the Border list and select the Bottom Border option.
3. Create a bulleted list: Select the paragraphs beginning with “I’ve noticed that there
have been some terrible injuries in recent years…” and ending with “Now there’s
excitement!” Click the bullets button on the Formatting toolbar.
4. Create a numbered list: With the same paragraphs still selected, click the Numbering
button on the formatting toolbar.
5. Double-space the body of the letter.
6. Set a left tab stop: Select the closing paragraphs, starting with “Sports are vital,” and
ending with “P.S. Do you have any spare (XL) jerseys?” Click the 2.5 inch mark on
the ruler.
7. Place the insertion point at the very beginning of the “Sports are vital,” paragraph
and press the <Tab> key. Repeat this for the two remaining paragraph lines (“Paul C.
Rosa” and “P.S. Do you have any spare (XL) jerseys?”)
8. Delete a tab stop: With the closing paragraphs still selected, drag the tab marker off
the ruler.
9. Insert the Date and Time.
10. Check the Word Count.
11. Display the Tables and Borders toolbar by clicking the Tables and Borders button on
the Standard toolbar, or by selecting View → Toolbars → Tables and Borders from
the menu.
12. Save your work and exit Microsoft Word.

Quiz Answers
1. C. Select Format → Paragraph from the menu, click the Line Spacing arrow, and select
Double to double-space a paragraph.
2. D. To change the bullet character used in a bulleted list, select Format → Bullets and
Numbering from the menu; select the bulleted list you want to use; click Customize; and
select the character you want to use.
3. C. Select Insert → Symbol from the menu to insert a symbol or special character.

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168 IC3 Module 2 – Key Applications

4. B. To view a comment, simply point at the comment marker for a few seconds.
5. A, B, C, and D. All of these are types of tab stops.
6. A. A page break is a type of document formatting you can use to control where text ends
and begins on a page.
7. C. Select Insert → Footnote from the menu to insert a footnote or endnote.
8. A. Click the Border button arrow on the Formatting toolbar and select the bottom option
to add a border to the bottom of a paragraph.
9. True.
10. B. Double-click the Format Painter button to apply formatting to multiple areas of a
document. Click the Format Painter button when you’re finished.
11. D. Grammar errors are underlined in green, while spelling errors are underlined in red.
12. C. Select Tools → Word Count from the menu to count the number of words in a
document.
13. C. The TRK indicator means that Word is tracking any changes or revisions you are
making to a document.
14. C. You would think selecting Insert → Table would be the way to insert a table using the
menu, but the actual command is Table → Insert → Table.
15. A. Press <Tab> to move to the next cell, or press <Shift> + <Tab> to move back to the
previous cell.
16. B. Drag the row’s bottom border up or down in Print Layout View to change row height.
17. A and B. Either of these methods will combine or merge several cells into a single cell.
18. B. You can sort items in a table by clicking the Sort Ascending (A to Z) button on the
Tables and Borders toolbar.

 2005 CustomGuide, Inc.

 Chapter Three:
Spreadsheet
Functions
Chapter Objectives: Prerequisites
• A computer with
• Select information with the keyboard and mouse
Microsoft Excel 2000
• Insert and modify cell contents installed.
• How to start Microsoft
• Cut, copy, and paste cells
Excel.
• Select, insert, and delete cells, rows, and columns • How to use menus,
toolbars, dialog boxes,
• Modify table structure and shortcut
• Insert and delete worksheets keystrokes.

• Change cell alignment and merge cells

• Format cells
• Sort data
• Work with formulas
• Work with charts

Microsoft Excel is a powerful spreadsheet software program that allows you to make quick
and accurate numerical calculations. Entering data onto a spreadsheet (or worksheet as they
are called in Excel) is quick and easy. Once data has been entered in a worksheet, Excel can
instantly perform any type of calculation on it. Excel can also make your information look
sharp and professional. The uses for Excel are limitless: businesses use Excel for creating
financial reports, scientists use Excel for statistical analysis, and families use Excel to help
manage their investment portfolios. Microsoft Excel is by far the most widely used and,
according to most reviews, the most powerful and user-friendly spreadsheet program
available.
This chapter includes the knowledge and skills required to analyze information in an
electronic spreadsheet and to format information using functions specific to spreadsheet
formatting. You will learn how to use formulas and functions, sort data, modify the structure
of a worksheet, and edit and format data in worksheet cells.
170 IC3 Module 2 – Key Applications

Lesson 3-1: Selecting a Cell and

Entering Labels
Figure 3-1
Entering text labels in a
worksheet.
Enter,
Cancel, and
Edit Formula
buttons

L IC3
Objective: 2.3.1.1 and
2.3.1.2 Labels
Req. File: Data.xls

Figure 3-1

Once you learn how to get around in Excel, you’ll probably want to start entering data. In
order to begin this task, you should know a thing or two about how a spreadsheet is organized.
Columns are the cells that run up and down in a worksheet, and rows run left to right. Each
cell in a worksheet is identified by a column and row number, such as A1, which identifies the
cell in the top left corner of a worksheet. There are two basic types of information you can
enter in a cell:
• Labels: Any type of text or information not used in any calculations.
• Values: Any type of numerical data: numbers, percentages, fractions, currencies, dates,
or times, usually used in formulas or calculations.
This lesson focuses on labels. Labels can be used for worksheet headings as well as row and
column headings, making your worksheets easy to read and understand. Labels identify
information in the corresponding columns and/or rows and are very important when it comes
to organizing a worksheet, especially a worksheet that contains more than one table. Labels
usually contain text, but can also consist of numerical information not used in any
calculations, such as serial numbers and dates. Excel treats information beginning with a letter
as a label and automatically left-aligns it inside the cell.

1. Start the Excel program, navigate to your practice folder, open the
workbook named Data, and save it as Labeling Practice.
If you do not know where your practice files are located, ask your instructor for
assistance. First, you need to select a cell.
2. Click cell A1 to make it the active cell.
Formula bar This is where you want to add a title for your worksheet. Don’t worry if the cell
already contains text—anything you type will replace the old cell contents.

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 Chapter Three: Spreadsheet Functions 171

3. Type Income and Expenses.

If you make a mistake while you’re typing a cell entry you can press the <Backspace>
key to delete any characters, one at a time.
Notice as you start typing that the text appears in both the cell and in the formula bar.
Also, look at the formula bar—three new buttons have appeared: the Cancel button (the Enter button
red X), the Enter button (the green check mark), and the Edit Formula button (the =
sign), as shown in Figure 3-1. You can click the Enter button when you’ve finished Other Ways to Enter:
typing to confirm the cell entry or the Cancel button to cancel the entry and return the • Press the <Enter> key.
cell to its previous state. • Press the <Tab> key.
4. Click the Enter button on the Formula bar (see Figure 3-1 if you can’t • Press any of the arrow
find it). keys.
Clicking the Enter button on the Formula bar confirms the cell entry. There are several
other, more efficient methods for entering and confirming data. We’ll take a look at
these methods in the next steps. Cancel button
Notice the text label is too large to fit in the current cell and the text spills into the Other Ways to Cancel:
empty adjacent cells to the right. Excel will use adjacent cells to display labels that are • Press the <Esc> key.
too long to fit in a single cell, so long as they are empty. If the adjacent cells aren’t
empty, Excel truncates the text—everything’s still there, but you just can’t see all of it.
Quick Reference
Next, you need to add some labels to make the worksheet more meaningful.
To Enter a Label:
5. Click cell A7 to make it the active cell. 1. Select the cell you want to
The series of numbers located directly to the right of the current cell are the basic contain the label.
monthly expenses for North Shore Travel. Go ahead and enter the labels for the 2. Type the label – Excel will
expenses. recognize it as a label if it
6. Type Advertising and press the <Enter> key. begins with a letter. Type
Excel confirms your entry and moves down to the next cell, A8. You can also complete an ‘ (apostrophe) if your
an entry by pressing any of the arrow keys, <Tab>, or as you’ve already learned, by label begins with a
clicking the Enter button on the formula toolbar. Notice the label Advertising doesn’t number.
quite fit into the cell. Add the remaining expense labels. 3. Confirm the entry.
7. Type Office and press <Enter>. To Select a Cell:
The cell pointer moves down to the next cell, A9. This row contains the monthly • Click the cell that you
payroll expenses. want to make the active
8. Type Payroll but don’t press <Enter> this time. cell.
You decide you would rather use the label “Salary” instead of “Payroll” so cancel the To Confirm a Cell Entry:
change and return the cell to its empty state.
• Click the Enter button on
9. Click the Cancel button on the Formula bar. the Formula bar.
The Payroll label disappears from both the Formula bar and the current cell. Go on to Or…
the next step to enter the new correct label, for this cell and the remaining labels.
• Press either the <Enter>
10. Type Salary and press <Enter>, type Rent and press <Enter>, and then key or the <Tab> key.
type Totals and press <Enter>.
Or…
NOTE: Normally, Excel treats any information beginning with a letter as a label and • Press any of the arrow
any information beginning with a number as a value. If you want to create a keys on the keyboard.
label that starts with a number, to prevent Excel from recognizing it as a value
type an ' (apostrophe) before typing the number. To Cancel a Cell Entry:
• Click the Cancel button
Congratulations! You’ve finished entering the expense labels for the worksheet, making it
on the Formula bar.
much easier to read and understand. Compare your worksheet with the one in Figure 3-1, and
then go on to the next lesson to enter some values into the worksheet. Or…
• Press either the <Esc>
key.

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172 IC3 Module 2 – Key Applications

Lesson 3-2: Selecting a Range of

Cells and Entering Values
Figure 3-2
Selecting an adjacent
range of cells.
Click the first cell of
the range you want to
select.

L IC3
Objective: 2.3.1.2 and
2.3.1.3
Req. File: Prev. Lesson file
Drag the mouse
pointer to the last cell
of the range.

Ranges are identified

by the first and last
cells in the range, so
this range would be
Figure 3-2 F7:G10.

In the previous lesson, you learned how to enter labels into a worksheet. In this lesson, you
will be working with the other basic type of worksheet information: values. Values are usually
used in calculations. A value can be any type of numerical data: numbers, percentages,
fractions, currencies, dates, and times. Excel treats information that contains numbers, dates
or times, and certain numerical punctuation as a value and automatically right-aligns it in the
cell. Values don’t have to contain only numbers. You can also use numerical punctuation
including the period (.) for a decimal point, the hyphen (-) for negative values, the dollar sign
($) for currencies, the percent sign (%) for percentages, and the comma (,) (for separating
numbers like 1,000).
Entering values into a worksheet is no different from entering labels: you simply type the
value and confirm the entry by clicking the Enter button, pressing <Tab> or <Enter> on the
keyboard, or by clicking any of the arrow keys. One more important thing to know about
entering values: you can use the numeric keypad on your keyboard to key in values, which,
for most people, is a very fast method to enter data once you’re familiar with it.

1. Click cell E7 to make it the active cell, type 2500, and press <Enter> to
complete the entry and move the cell pointer to cell E8.

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 Chapter Three: Spreadsheet Functions 173

2. Type 400, press <Enter>, type 7000, press <Enter>, type 3000, and
press <Enter>.
Up until now, you have only worked with a single cell. In order to be proficient at
Excel you need to know how to select and work with multiple cells.
Selecting a Cell
3. Move the pointer over cell F7, click and hold down the mouse button, Range
drag the pointer over cell G10, then release the mouse button.
Ranges are identified
You have just selected a range of cells. A range consists of two or more selected cells by the first and last
and is identified by the first and last cells in the range, for example F7:G10. To select cells in the range, such
an adjacent range of cells: position the pointer over the first cell, click and hold the as F7:G10.
mouse button, drag the pointer to the last cell you want in the range, then release the
mouse button.

NOTE: To select a non-adjacent range of cells, simply press and hold the <Ctrl> key Other Ways to Select a
down while you select each cell. Cell Range:
Selecting a range of cells restricts the cell pointer so it can only move inside the • Make sure the active
selected range. cell is the first cell of the
4. Type 1500, press <Enter>, type 400, press <Enter>, type 7000, press
cell range, and then
press and hold the
<Enter>, and then type 3000. Do not press <Enter> after typing 3000.
<Shift> key while
By now, you know that pressing <Enter> normally completes the cell entry and moves moving the cell pointer
the cell pointer down to the next cell. Remember, however, that right now you are to the last cell.
working in a selected cell range. Go on to the next step and see what happens when
you press the <Enter> key. • Press and hold the
5. Press <Enter>. <Ctrl> key while you
click non-adjacent cells.
Instead of moving down to the next cell, F11, the cell pointer moves to the next cell in
the selected range, G7. By selecting a range, you restrict where the cell pointer can
move and can concentrate on your data entry instead of worrying about where the cell
pointer is. Go ahead and enter the remaining numbers. Quick Reference
6. Enter the following numbers, making sure to press <Enter> after you To Select a Cell Range:
enter each number. Do not press <Enter> after typing 3000. • Click the first cell of the
1200 range and then drag the
500 mouse pointer to the last
cell.
7000
Or…
3000
• Make sure the active cell
You’re at G10, the last cell in the selected range. So, what will happen if you press the is the first cell of the cell
<Enter> key now? Go on to the next step and find out. range, then press and
7. Press <Enter>. hold the <Shift> key while
The cell pointer moves back to the first cell in the selected range, F7. You can deselect selecting the last cell of
the range by clicking any cell in the worksheet. the cell range.
8. Click any cell in the worksheet to deselect the range. Or…
Compare your worksheet with the one in Figure 3-2 when you have finished. • Press and hold the <Ctrl>
9. Save your work and close the workbook.
key while you select non-
adjacent cells.
To Deselect a Cell Range:
• Click any cell outside of
the selected cell range.

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174 IC3 Module 2 – Key Applications

Lesson 3-3: Selecting the Entire

Worksheet and Entering Dates
Figure 3-3
You can enter dates into a
worksheet using a variety
of formats. No matter
which method you use to
enter dates, they will be Press
displayed according to <Enter>
how the cell is formatted.

L IC3 Figure 3-3

Both of these cells contain the same
Objective: 2.3.1.2 and date value—they’re just formatted
2.3.1.3 differently.
Req. File: Dates.xls
Normally, Excel treats dates in your worksheets as values rather than labels. The reason for
this is simple—so you can perform calculations and formulas with them. For example, you
can subtract one date from another to find how many days are between them. You can enter
dates using many different types of date formats, as shown in Table 3-1: Examples of Valid
Date and Time Entries.
Before we get to dates, let’s discuss another, convenient feature that Microsoft Excel has to
offer – the Select All button. This feature allows you to quickly select all of the cells in a
worksheet, so that you might make sweeping formatting changes.

1. Navigate to your Practice folder, open the workbook named Dates, and
save it as Mileage Reimbursement.
If you do not know where your practice files are located, ask your instructor for
assistance.
Select All button 2. Click the Select All button.
Notice that all of the cells look shaded in. This means that they are all selected and
ready to be formatted.
3. Click the Bold button on the Formatting toolbar.
All of the text is now Bold. You don’t really want your text to be Bold, so…
4. Click the Bold button on the Formatting toolbar.
All of the text returns back to its original formatting. Click on any cell in the worksheet
to deselect the entire page.
Bold button Now you’re ready to add some dates to your worksheet.
5. Click cell A11, type 2/24 and press <Enter>.
Notice that Excel completes the date entry by automatically inserting the current year
for you.
NOTE: Excel assumes any two-digit years entered between 01/01/30 and 12/31/99 are
in the 20th century, so when you enter 10/3/54 Excel assumes you mean

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 Chapter Three: Spreadsheet Functions 175

October 10, 1954. Excel assumes any two-digit years entered between
01/01/00 and 12/31/29 are in the 21st century, so when you enter 10/3/15
Excel assumes you mean October 10, 2015.
You don’t have to enter your dates using a 10/5/98 format. Excel understands a variety
of date formats. Try entering a date using a different format.
6. Type Feb 27 and press <Enter>.
This format is just as acceptable to Excel as the first one you used.
7. Save your work.
Congratulations are in order. You have just added another bit of Excel knowledge to
your collection – entering date values into a worksheet.
Don’t forget to take a look at the other date formats that Excel has to offer!

Table 3-1: Examples of Valid Date and Time Entries

Date Entries Time Entries
October 17, 1995 5:45 PM
10/17/95 5:45 AM
10-17-95 5:45 (Excel assumes that it’s 5:45 AM)
17-Oct-95 17:45 (5:45 PM on a 24-hour clock)
Oct-17 (Excel assumes that it’s the current year) 17:45:20 (5:45 PM and 20 seconds)

Quick Reference
To Select the Entire
Worksheet:
• Click the Select All
button.
Or…
• Press <Ctrl> + <A>.
To Enter Date Values in
Excel:
• Excel treats dates and
times as values, so once
you enter a date in one
format, such as 4/4/99,
you can reformat the
date.

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176 IC3 Module 2 – Key Applications

Lesson 3-4: Editing, Clearing, and

Replacing Cell Contents
Figure 3-4
Pressing the <Delete> key
clears the contents of the Press
selected cell or cell range.
Figure 3-5
Typing replaces the Figure 3-4
contents of a cell.

L IC3 Type any text

Objective: 2.3.1.3
Req. File: Prev. Lesson file Figure 3-5

You can change or clear the contents of your cells any time. To clear a cell entry, simply select
the cell or cell range you want to delete and press the <Delete> key. You don’t have to clear a
cell entry if you want to replace it altogether—just select the cell and enter the new entry on
top of the old entry.
There are two methods you can use to edit the contents of a cell. One method is to select the
cell you want to edit, click the formula bar, and then edit the cell contents in the formula bar.
Another method is to double-click the cell you want to edit and then change the cell contents
directly in the cell. Either method causes Excel to go to Edit mode, and the Cancel and Enter
buttons appear on the formula bar. In Edit mode the arrow keys move from character to
character in the cell, instead of from cell to cell. While Excel is in Edit mode, you can also
move the insertion point by clicking the I-beam pointer ( ) where you want to insert text.
Press <Delete> to clear
the contents of the 1. Click cell B3 to make it active.
active cell.
2. Press <Delete> to clear the contents of the active cell.
The contents of cell B3—the label “location”—is deleted, or cleared, from the cell.
Move on to the next step to add a better description for this label.
3. Type Destination and press <Enter>.
You can clear the contents of several cells at once by first selecting the cells and then
pressing the <Delete> key.
4. Select the cell range G3:G10 by clicking cell G3, holding down the
mouse button, and dragging it to cell G10.
Selecting a Cell
Range Now clear the selected cell range (G3:G10).
5. Press the <Delete> key.
The contents of the cells in the selected range are deleted.

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 Chapter Three: Spreadsheet Functions 177

6. Click cell A1 to make it active, type Reimbursable Mileage Report,

and press <Enter>.
Editing a Cell
The original content of the cell, the label “Mileage” is replaced with the new label Entry with the
“Reimbursable Mileage Report” as shown in Figure 3-5. Formula Bar
7. Click cell C3.
This cell label needs to be changed from “Starting” to “Beginning.” There are several
different methods you can use to edit the contents of a cell. The first is to select the cell
you want to edit and then click the formula bar.
8. Click anywhere in the formula bar. Editing a Cell
Entry in Place
Notice that the status bar at the bottom of the Excel screen changes from “Ready” to
“Edit” indicating Excel is in Edit mode. The blinking vertical line ( ) that appears in
the Formula bar is called the insertion point. Now, you can move the insertion point in
the formula bar to edit any area by either pressing the arrow keys or by moving the
insertion point ( ) and clicking.
9. Press the <Backspace> key.
Excel deletes one letter to the left of the insertion point. Quick Reference
10. Press and hold the <Backspace> key to delete the word “Starting,” then To Clear a Cell’s Contents:
type Beginning, and press <Enter>. 1. Select the cell.
Another method you can use to edit a cell entry is to edit inside of the cell instead of in 2. Press the <Delete> key.
the Formula bar, by double-clicking the cell.
11. Double-click cell D3.
To Replace a Cell’s
Contents:
The insertion point appears directly in the cell so that you can edit the cell’s entry.
1. Select the cell that
12. Delete ing, so the cell reads “End” and press <Enter>. contains the label or value
You can edit cells that contain values and formulas just like cell entries with labels. you want to replace.
13. Click cell E2, type Cost Per Mile, press <Tab> or <→> to move to cell 2. Enter the new label or
F2, type .32, and then press <Enter>. value.
3. Press <Enter> when
14. Click cell F4, click anywhere in the formula bar or double-click cell F4 to you’re finished.
enter Edit mode. To Edit a Cell’s Contents
You want to edit the formula in this cell so that it references whatever value is in cell in the Formula Bar:
F2 rather than the fixed value of .30, currently used in the formula. 1. Select the cell.
15. Press the <Backspace> key three times to delete the 0.3. 2. Click anywhere in the
Now that you’ve deleted the explicit, fixed value used in the formula, create a Formula bar.
reference to cell F2. 3. Edit the cell’s contents
16. Click cell F2. (use the arrow, <Delete>,
Excel automatically enters the cell reference, F2, to the formula in cell F4. The formula and <Backspace> keys).
should now read =E4*F2. 4. Press <Enter> when
17. Press <Enter> to confirm the cell entry. you’re finished editing the
cell.
18. Save your work. To Edit aCell’s Contents
within the Cell Itself:
1. Double-click the cell you
want to edit.
2. Edit the contents of the
cell itself.
3. Press <Enter> when
you’re finished editing the
cell.

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178 IC3 Module 2 – Key Applications

Lesson 3-5: Cutting, Copying, and

Pasting Cells
Figure 3-6
Selecting and cutting a
range of cells.
Figure 3-7
Pasting the selected cells
in a new location in the
workbook.

L IC3
Objective: 2.3.1.4
Req. File: Prev. Lesson file

Figure 3-6 Figure 3-7

You already know how to select a cell and ranges of cells using the mouse or keyboard. Once
you have selected a cell or cell range, you can cut it, removing it from its original location,
and then paste it in another location in the worksheet. Copying is similar to cutting, except the
cells are copied instead of removed. Whenever you cut or copy something, it is placed in a
temporary storage area called the Clipboard. The Clipboard is available in any Windows
Copy button program, so you can cut and paste between different programs.
Other Ways to Copy: Cutting and copying cell entries is one of the more common tasks you’re likely to use in Excel
• Select Edit → Copy (and in many other programs, too). This lesson will give you some practice cutting, copying,
from the menu. and pasting in Excel.
• Press <Ctrl> + <C>. First you need to select the cell or cell range you want to copy…

1. Click cell B5 to make it active.

You want to copy this cell to the clipboard so you can paste it in a different location in
the worksheet. There are several different methods of copying something—we’ll look
at all of them. Try out each method and then use the method you prefer.
2. Click the Copy button on the Standard toolbar.
Paste button A line of marching ants appears around the selected cell and the message “Select
destination and press ENTER or choose Paste” appears on the status bar. Now you
Other Ways to Paste: must move the cell pointer to the location where you want to paste the copied cell.
• Select Edit → Paste
from the menu.
3. Select cell B11.
This is where you want to paste the cell you copied. There are several methods you can
• Press <Ctrl> + <V>. use to paste what you copied or cut to the Windows clipboard.

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 Chapter Three: Spreadsheet Functions 179

4. Click the Paste button on the Standard toolbar.

The contents you copied from cell B5 are pasted into the active cell, B11, replacing its
original contents. When you use the Paste command, Excel still keeps the copied cells
in the Clipboard so that you can paste them again in other locations. Try pasting the Cut button
copied cell in another location. Other Ways to Cut:
5. Select cell B12 and repeat Step 4 to paste the copied cell again. • Select Edit → Cut from
The copied cell is inserted in the active cell. the menu.
Now that you’re familiar with copying, let’s try cutting several cells. You can cut (or • Press <Ctrl> + <X>.
copy) several cells at once by selecting the cells you want to cut (or copy).
6. Select the cell range A3:F12.
By now, you should know how to select a cell range. Quick Reference
7. Click the Cut button on the Standard toolbar. To Cut and Paste:
A line of marching ants appears around the selected cells and the message “Select 1. Select the cell or cell
destination and press ENTER or choose Paste” appears on the status bar. When you range you want to cut.
select a destination to paste a range of cells you only have to designate the first cell 2. Click the Cut button on
where you want to paste the cell range. the Standard toolbar.
8. Select cell A13. Or…
This is where you want to paste the selected cell range. Select Edit → Cut from
9. Click the Paste button on the Standard toolbar to paste the cut cell the menu.
range. Or…
Excel removes or “cuts” the selected cells from their original location and inserts them Press <Ctrl> + <X>.
at the new location that begins with the active cell.
3. Select the cell where you
10. Save your work and close the workbook. want to paste the cut
You can also copy, cut, and paste text between two different Windows programs. For cell(s).
example, you could copy information from an Excel worksheet and paste it in a Word 4. Press <Enter>.
document. The cut, copy, and paste commands (the toolbar buttons, menus, and/or keyboard
To Copy and Paste:
shortcuts) you learned in Excel will work with most Windows applications.
1. Select the cell or cell
range you want to copy.
2. Click the Copy button on
the Standard toolbar.
Or…
Select Edit → Copy from
the menu.
Or…
Press <Ctrl> + <C>.
3. Select the cell where you
want to paste the cut
cell(s).
4. Click the Paste button on
the Standard toolbar.
Or…
Select Edit → Paste
from the menu.
Or…
Press <Ctrl> + <V>.

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180 IC3 Module 2 – Key Applications

Lesson 3-6: Selecting, Inserting,

and Deleting Cells, Rows, and
Columns
Figure 3-8
The Insert dialog box.
Figure 3-9
The Delete dialog box.
Figure 3-10
Figure 3-8 Figure 3-9
Selecting a cell range to
insert.
Figure 3-11
An inserted row.
Figure 3-10

Existing cells move to

make room for the
L IC3 inserted cells.

Objective: 2.3.1.2 and Figure 3-11

2.3.1.4
Req. File: Cells.xls While working on a worksheet, you may need to insert new cells, columns, or rows into your
worksheet. Other times, you may need to delete existing cells, columns, or rows. When you
insert cells, you must shift any existing cells down or to the right to make room from the new
cells. Likewise, when you delete cells (which is not the same as clearing the cell contents) you
must shift any existing cells to fill the space left by the deletion.
In this lesson, you will get some practice inserting and deleting cells, rows, and columns.

1. Navigate to your practice folder, open the workbook named Cells, and
save it as Driving Log.
If you do not know where your practice files are located, ask your instructor for help.
First, you need to specify where you want to insert the new cell.
Select rows and 2. Select the cell range A2:F2.
columns by clicking the This is where you want to insert the new cells.
heading for first row
or column you want to
3. Select Insert → Cells from the menu.
select, then dragging The Insert dialog box appears, as shown in Figure 3-8. You can choose to shift the
the mouse pointer to existing cells to the right or down, or you can insert an entire row or entire column. The
the last row or column
“Shift cells down” option is selected by default. This is the option you want to use.
You’re going to be inserting a new row of cells.
heading.
4. Click OK.
Excel inserts six new cells and shifts the cells below down one row.

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 Chapter Three: Spreadsheet Functions 181

You can also insert entire columns and rows using a couple different methods:
• Menu: Select the column or row heading where you want to insert the new
column or row and select Insert → Rows or Insert→ Columns from the menu.
• Shortcut Menu: Right-click the selected row or column heading(s) and select
Insert from the shortcut menu.
To select a row, all you have to do is click the desired row’s heading.
5. Select the second and third rows by clicking the row 2 heading, dragging
the pointer to the row 3 heading, and then releasing the mouse button.
NOTE: If you want to select rows that are non-adjacent, simply press and hold the
<Ctrl> key while you select each row heading. However, if you do this and
then insert new rows, a new row will be added above each of the original rows Quick Reference
that you selected.
You’ve selected both the second and third rows. To Insert a Row or
Column:
6. Right-click either of the selected row headings and select Insert from the
1. Select the row or column
shortcut menu.
headings where you want
Excel inserts two new rows. Inserting columns is almost the same as inserting rows. To to insert the column or
select a column, simply click the desired column’s heading. row.
7. Select the F and G columns by clicking the column F heading, dragging 2. Right-click the selected
the pointer to the column G heading, and then releasing the mouse row or column heading(s)
button. and select Insert from the
NOTE: If you want to select columns that are non-adjacent, simply press and hold the shortcut menu.
<Ctrl> key while you select each column heading. However, if you do this Or…
and then insert new columns, a new column will be added to the left of each Select Edit → Insert
of the original columns that you selected. Columns or Insert Rows
You’ve selected both the F and G columns. from the menu.
8. Right-click either of the selected column headings and select Insert from To Delete a Row or
the shortcut menu. Column:
Excel inserts two new columns after column E. 1. Select the row or column
Deleting cells, cell ranges, columns, and rows is just as easy and straightforward as heading(s) you want to
inserting them. delete.
9. Select the second, third, and fourth rows. 2. Right-click the selected
row or column heading(s)
10. Select Edit → Delete from the menu. and select Delete from
the shortcut menu.
The selected rows are deleted. You can also delete using the shortcut menu method:
11. Select the F and G column headings, right-click either one, and select
Or…
Delete from the shortcut menu. Select Edit → Delete
from the menu.
Excel deletes the entire F column.
12. Save your work and close the workbook. To Delete a Cell Range:
1. Select a cell range you
That’s it! You’ve learned how to insert and delete cells, columns, and rows to and from your
want to delete.
worksheets.
2. Right-click the selection
and select Delete from
the shortcut menu. Or
select Edit → Delete
from the menu.
3. Specify how you want
adjacent cells shifted.

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182 IC3 Module 2 – Key Applications

Lesson 3-7: Modify Column Widths

and Row Heights
Figure 3-12
Adjusting the width of a
column.
Figure 3-13
Adjusting the height of a
row.
Figure 3-14
The Row Height dialog Figure 3-12 Click and drag the line that Figure 3-13 Click and drag the line that
box. separates column headers to separates row headers to
change the width of a column change the height of a row
Figure 3-15
The Column Width dialog
box.

L IC3 Figure 3-14 Figure 3-15

Objective: 2.3.1.4
When you start working on a worksheet, all of the rows and columns are the same size. As
Req. File: Columns and
you enter information into the worksheet, you will quickly discover that some of the columns
Rows.xls
and rows are not large enough to display the information that they contain. This lesson
explains how to change the width of a column and the height of a row.

1. Navigate to your practice folder, open the Columns and Rows

workbook, and save it as Expenses.
If you do not know where your practice files are located, ask your instructor for help.
2. Carefully position the pointer over the line between the B and C in the
column header area, until it changes to a .
Once the pointer is positioned over the column line and appears as a , you can adjust
the column width to make it smaller or wider.
3. Click and hold the mouse button and drag the line to the right until
Column B is wide enough to see all of the Type labels, as shown in Figure
3-12.
Column Header
Shortcut menu Notice that while you are dragging the column line, a tip box appears displaying the
current width of the column.
Click to select all the
cells in a worksheet
4. Position the pointer over the line between the D and E in the column
header area, until it changes to a , then double-click the left mouse
button.
Excel automatically adjusts the width of the selected column so that it can hold the
widest cell entry. This neat feature is called AutoFit. You can also use AutoFit by
Select All button selecting Format → Column (or Row) → AutoFit from the menu.

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 Chapter Three: Spreadsheet Functions 183

The procedure for adjusting the height of a row is almost the same as adjusting the
width of a column:
5. Carefully position the pointer over the line between the 3 and 4 in the row
header area, until it changes to a .
Once the pointer is positioned over the column line and appears as a , you can adjust
the row height to make it smaller or wider.
6. Click and hold the left mouse button and drag the line down until the
height of Row 3 is doubled, as shown in Figure 3-13.
Notice that while you are dragging the column, a tip box appears displaying the current
height of the row. Quick Reference
In most instances, using the mouse is the fastest and easiest method to adjust the height To Adjust the Width of a
of a row or the width of a column. There are times, however, when you may want to Column:
adjust the height of a row or the width of a column by using a dialog box. For example,
• Drag the column header’s
you can select and adjust the width of several columns at the same time with a dialog
box. right border to the left or
the right.
7. Click the Select All button (the gray rectangle in the upper-left corner of
the worksheet where the row and column headings meet) to select the Or…
entire worksheet. • Right-click the column
Excel selects all the cells in the worksheet. header(s), select Column
Width from the shortcut
8. Select Format → Row → Height from the menu. menu and enter the
The Row Height dialog box appears, as shown in Figure 3-14. Here you can enter an column width.
exact measurement to adjust the row height. The default row height is 12.75.
Or…
9. Type 14 in the Row Height text box and click OK.
• Select the column
The height of all the rows in the worksheet changes to 14. Notice, however that the header(s), select Format
new row height is not sufficient to accommodate the worksheet’s title, so you will need → Column → Width
to adjust the height of row A. You can use the AutoFit feature to automatically adjust from the menu, and enter
the height of row 1. the column width.
10. De-select the entire worksheet by clicking any cell in the worksheet. To Adjust the Height of a
The entire worksheet is no longer selected. Row:
11. Double-click the line between the 1 and 2 in the row header area. • Drag the row header’s
Excel automatically adjusts the height of the first row so the title Expense Report fits in bottom border up or
the row. A faster way to open either the Row Height or the Column Width dialog box is down.
to use the right mouse button shortcut menu. • Right-click the row
12. Right-click the A column heading. header(s), select Row
A shortcut menu containing the most commonly used commands used with columns Height from the shortcut
appears. Had you right-clicked a row heading, a shortcut menu with the most menu and enter the row
commonly used Row commands would have appeared. height.
13. Select Column Width from the shortcut menu. • Select the row header(s),
The Column Width dialog box appears, as shown in Figure 3-15. Here you can enter an select Format → Row
exact measurement to adjust the column width. The default column width is 8.43. → Height from the menu
and enter the row height.
14. Type 10 in the Column Width box and click OK.
To Automatically Adjust
The width of the selected column, column A, changes to 10.
the Width of a Column
15. Save your work and close the current workbook. or Row (AutoFit):
Splendid! In just one lesson you’ve learned how to adjust the width of columns and height of • Double-click the right
rows using several different methods. border of the column or
the bottom border of a
row.

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184 IC3 Module 2 – Key Applications

Lesson 3-8: Inserting and Deleting

Worksheets
Figure 3-16
Delete confirmation dialog
box.
Figure 3-17
The Insert dialog box. Error! Reference

Error! Reference

L IC3 An Excel workbook contains three blank worksheets by default. You can easily add and delete
Objective: 2.3.1.4 worksheets to and from a workbook, and you’ll learn how to do it in this lesson.
Req. File: Worksheets.xls
1. Start Microsoft Excel.

2. Navigate to your practice folder, open the Worksheets workbook, and

save it as Airline Reservations.
If you do not know where your practice files are located, ask your instructor for
assistance.
3. Right-click the Comments tab.
A shortcut menu appears with commands to insert, delete, rename, move or copy, select
all sheets, or view the Visual Basic code in a workbook.
4. Select Delete from the shortcut menu.
A dialog box appears warning you that the selected sheet will be permanently deleted.
5. Click OK to confirm the worksheet deletion.
The Comments worksheet is deleted from the workbook.
6. Delete the Foreign, Domestic, Receipts, and Summary sheets from the
workbook.
There are several worksheets that you need to add to the Weekly Reservations
workbook—a worksheet for Monday’s reservations and another to summarize the
entire week. Inserting a new worksheet to a workbook is just as easy as deleting one.

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 Chapter Three: Spreadsheet Functions 185

7. Select Insert → Worksheet from the menu.

Excel inserts a new worksheet tab labeled Sheet1 to the left of the selected sheet. You
can also insert worksheets using a right mouse button shortcut menu.
8. Right-click any of the sheet tabs and select Insert from the shortcut
menu.
The Insert dialog box appears.
9. Verify that the Worksheet option is selected and click OK.
Excel inserts another worksheet tab labeled Sheet2 to the left of the Sheet1.
10. Save your work.

Quick Reference
To Add a New Worksheet:
• Right-click on a sheet tab
and select Insert from the
shortcut menu.
Or…
• Select Insert →
Worksheet from the
Insert dialog box.
To Delete a Worksheet:
• Right-click on the sheet
tab and select Delete
from the shortcut menu.
Or…
• Select Edit → Delete
Sheet from the menu.

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186 IC3 Module 2 – Key Applications

Lesson 3-9: Creating a Custom

Number Format
Figure 3-18
Entering a custom number Displays how the custom
format in the Format Cells number format will appear
dialog box. Enter the Format codes for
the custom number format
Figure 3-19 here

Cells formatted using

custom number formats.
Figure 3-20
Example of how to use
Format codes to create a
custom number format.
Figure 3-18 Figure 3-19

L IC3 Figure 3-20

Objective: 2.3.1.5 You learned how to format values (numbers) in a previous lesson in this chapter. Excel comes
Req. File: Formats.xls with a huge number of predefined number formats you can use. With so many available
number formats, it is unlikely that you will ever need to create your own custom number, but
if you do, this lesson explains how to do it.

1. Navigate to your Practice folder, open the workbook named Formats and
save it as Expense Report.
2. Select cell A19 to make it active, type 6125555555 and press <Enter>.
This cell contains the employee’s telephone number. To make the phone number easier
to read, you can apply special number formatting to the cell.
3. Select cell A19 again, select Format → Cells from the menu, then click
Enter button the Number tab.
The Format Cells dialog box appears with the Numbers tab selected.
4. Select Special under the Category list and select Phone Number under
the Type list.
This will add area code parenthesis and a prefix separator (hyphen) format to the
number, making it easy to recognize as a telephone number. A preview of how the
number will look with the selected formatting appears in the Sample area of the dialog
box.
5. Click OK.
The Format Cells dialog box closes and the Phone Number format is applied to the
active cell. Whoops! You’re going to have to widen the A column in order to see the
newly formatted number.

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 Chapter Three: Spreadsheet Functions 187

6. Double-click the right border of the A column heading.

Excel automatically adjusts the width of the A column. There’s the phone number!
If you find that none of the formatting options is satisfactory, here’s how to create your
own:
7. Enter 521876 into cell A20.
The number you just entered is the employee ID. This number should be displayed like
52-1876. Since there isn’t a number format like this, you’ll have to create your own.
8. Make sure cell A20 is the active cell and select Format → Cells from the
menu and click the Number tab.
The Format Cells dialog box appears.
9. Select Custom under the Category list.
This is where you can create your own number formats. You create a custom number
format by specifying format codes that describe how you want to display a number,
date, time, or text. Table 3-2: Format Codes for Numbers and Dates gives some
examples of how to use these codes when creating custom number formats.
10. In the Type box replace the word “General” with ##-#### and click OK.
The dialog box closes and Excel formats cell A20 with the custom number format you
created.
NOTE: The sample area of the number dialog box becomes very important when
you’re creating custom number formats. Watch the sample area carefully to
see how the custom number format you create will be displayed.
11. To verify that cell A20 is selected, select Format → Cells from the menu
and click the Number tab.
Now create a new custom number format.
12. Select Custom under the Category list, type ”Employee ID:” ##-####
in the Type field and click OK.
The dialog box closes and the new custom number format is applied to the cell, as
shown in Figure 3-19.
You can create custom number formats by entering format codes that describe how you want Quick Reference
to display a number, date, time, or text. Table 3-2: Format Codes for Numbers and Dates
shows several examples which demonstrate how you can use number codes to create your To Create a Custom
own custom number formats. Number Format:
1. Select the cell or cell
range you want to format.
Table 3-2: Format Codes for Numbers and Dates
2. Select Format → Cells
Numbers Dates and Times from the menu and click
To Display Use this Code To Display Use this Code the Number tab.
1234.59 as 1234.6 ####.# 1/1/99 as 1-1-99 m-d-yy 3. Select the Custom
12499 as 12,499 #,### 1/1/99 as Jan 1, 99 mmm d, yy category and type a
number format in the
12499 as 12,499.00 #,###.## 1/1/99 as January 1, 1999 mmmm, d, yyyy Type box using the format
codes shown in Table 3-2:
1489 as $1,489.00 $#,###.## 1/1/99 as Fri 1/1/99 ddd m/d/yy
Format Codes for
.5 as 50% 0% 1/1/99 as Friday, January 1 dddd, mmmm, d Numbers and Dates.
.055 as 5.5% 0.0% 4:30 PM as 4:30 PM h:mm AM/PM
Hide value ;; 4:30 PM as 16:30 h:mm

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188 IC3 Module 2 – Key Applications

Lesson 3-10: Changing Cell

Alignment and Merging Cells
Figure 3-21 Merged cell

Examples of how different

cell alignment options.
Figure 3-22
The worksheet with new
alignment formatting.
Figure 3-23
Figure 3-21 Merged cell
The Alignment tab of the
Format Cells dialog box. Figure 3-22

Select how text is

aligned horizontally in
a cell
L IC3
Objective: 2.3.1.7 Select how text is
Wrap text into multiple aligned vertically in a
Req. File: Prev. Lesson file lines in a cell cell

Reduce the displayed

font size of a cell so Specify how much
that all data fits in it text should be
indented in a cell
Combines two or more
selected cells into a
single cell
Figure 3-23

By default, the contents of a cell appear at the bottom of the cell, with values (numbers)
aligned to the right and labels (text) aligned to the left. This lesson explains how to control
how data is aligned in a cell using the Formatting toolbar and the Format Cells dialog box.

1. Select the cell range A4:G4 and click the Center button on the
Center button Formatting toolbar.
Excel centers the selected headings inside the cells. Notice the Center button on the
Formatting toolbar is depressed, indicating the cells are center aligned.
2. Select the cell range A5:A17 and click the Center button on the
Formatting toolbar.
The dates in column A are centered.

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 Chapter Three: Spreadsheet Functions 189

3. Select cell G2, then click the Align Right button on the Formatting
toolbar.
Excel aligns the label to the right side of the cell. Notice the text spills over into the
cells to the left of the cell, since they are currently unoccupied.
Align Right button
4. Select the cell range A1:G1 and click the Merge and Center button on
the Formatting toolbar.
Excel merges, or combines, the seven selected cells into a single larger cell that spans
across seven columns, and centers the text inside the single merged cell. A merged cell
is a single cell created by combining two or more selected cells. The cell reference for
a merged cell is the upper-left cell in the original selected range. Merge and Center
button
5. Select the cell range E19:G21.
You want to combine all the cells in the selected range into a single merged cell.
6. Select Format → Cells from the menu and click the Alignment tab.
The Format Cells dialog box appears with the Alignment tab in front, as shown in
Figure 3-23. Here you can specify more advanced cell alignment options.
Increase Indent
7. Select the Merge cells check box and click OK. button
The Format Cells dialog box closes and the selected cell range is merged into a single
cell. Hey! The new merged cell is large enough to hold all of the notes text, so why is
only a single line of text displayed? To display multiple lines of text in a cell you must
select the Wrap text option on the Alignment tab of the Format Cells dialog box.
8. With the merged cell still selected, select Format → Cells from the
Decrease Indent
menu. button
The Format Cells dialog box reappears with the Alignment tab in front.
9. Select the Wrap text check box and click OK.
The notes wrap on multiple lines so that all the text fits inside the merged cell.
Sometimes you might want to indent the contents of several cells to make a worksheet Quick Reference
appear more organized and easier to read.
10. Select the cell range B5:B17 and click the Increase Indent button on To Change Cell Alignment:
the Formatting toolbar. 1. Select the cell or cell
range you want to align.
The labels in the selected cells are indented one space to the right.
11. With the same cell range selected, click the Decrease Indent button on
2. Click the appropriate
alignment button(s) on the
the Formatting toolbar, then save your work.
Formatting toolbar.
Or…
Table 3-3: Alignment Formatting Buttons on the Formatting Toolbar
1. Select the cell or cell
Button Name Example Formatting range you want to align.
Align Left Left Aligns the cell contents to the left side of the cell 2. Either right-click the
selection and select
Center Center Centers the cell contents in the cell Format Cells from the
shortcut menu or select
Merge and Center Center Merges the selected cells and centers the cell contents Format → Cells from the
menu.
Align Right Right Aligns the cell contents to the right side of the cell
3. Click the Alignment tab
Indent Indents the cell contents by one character and select the desired
Increase Indent
alignment option.
Decrease Indent Indent Decreases indented cell contents by one character

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190 IC3 Module 2 – Key Applications

Lesson 3-11: Adding Borders

Figure 3-24
The View tab of the
Options dialog box.
Figure 3-25
The Expense Report
worksheet with borders
added.
Figure 3-26
The Border tab of the Figure 3-25
Format Cells dialog box. Figure 3-24 Display/Hide gridlines

Preset border formats

L IC3 Adds a border around
only the outside edge,
Objective: 2.3.1.6 inside the grid, or
Select a line size and
removes any borders
Req. File: Prev. Lesson file style for a border
from the selected cell
range.

Click one or more buttons Select a line color for

to add or remove borders a border
for the selected cells

Figure 3-26

Borders make worksheets more visually attractive. Adding borders to ranges of similar cells
also makes them more organized and easier to read. Just like any other formatting attributes,
you can add a variety of borders to the cells in your worksheet using the Formatting toolbar
(specifically, the Border button) or the Format cells dialog box. Just like the previous
formatting lessons, we’ll cover both methods of adding borders in this lesson.
Although it isn’t absolutely necessary, removing the gridlines in the worksheet makes it easier
to see any borders.

1. Select Tools → Options from the menu and click the View tab.
The Options dialog box appears with the View tab selected, as shown in Figure 3-24.
Here you can change how the worksheet is displayed. You’re only interested in one
view option here: you want to remove the cell gridlines in this worksheet so you can
more easily see the borders you will be adding in this lesson.
Border button 2. Click the Gridlines check box to remove the check mark and click OK.
The dialog box closes and the cell gridlines no longer appear on the worksheet. Don’t
worry—the worksheet works exactly the same with or without the gridlines. Gridlines
are only a visual aid to help to you determine which column and row a cell is in.

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 Chapter Three: Spreadsheet Functions 191

3. Select the cell range A4:G4, click the Border button arrow on the
Formatting toolbar, and select the single bottom border option (located
in the second column of the first row).
A single, thin border appears at the bottom of the selected cells. You can choose from
several different border styles. Try using a different border style in the next step.
4. Select the cell G17, click the Border button arrow on the Formatting
toolbar and select the double bottom border option (located in the first
column, second row).
Excel adds a double-lined border to the bottom of the selected cell. The Border button
is usually the fastest and easiest way to add borders to your worksheets, but you can
also add borders using the Borders tab of the Format Cells dialog box. Selecting a Thick
5. Select the cell range A5:G17, select Format → Cells from the menu and Border Line
click the Border tab.
The Format Cells dialog box appears with the Border tab selected, as shown in Figure
3-26. The Border tab of the Format Cells dialog box gives you more options for adding
borders than the Borders button on the Formatting toolbar does.
6. Select the thickest line style in the Style list (the second to the last
option in the second column). Click the Color list arrow and select a
dark blue color, then click the Outline button to apply the specified
border style to the outside of the selected cell range. Selecting an
This will add a thick, dark blue border around the outside of the selected cell range. Outline Border
7. Click OK.
The Format Cells dialog box closes and the borders you specified are added to the
selected cell range. Let’s add a different border style inside the cell range.
8. With the cell range A5:G17 still selected, select Format → Cells from
the menu.
The Format Cells dialog box appears.
9. Select the thinnest solid line style (the last option in the first column).
Click the Color list arrow and select Automatic, then click the Inside Quick Reference
button to apply the specified border style to the inside of the selected
To Add a Border:
cell range.
1. Select the cell or cell
Notice that a preview of how your borders will look appears in the Border section of
range you want to add
the dialog box.
the border(s) to.
10. Click OK. 2. Click the Border Style list
The Format Cells dialog box closes and the borders you specified are added to the arrow on the Formatting
selected cell range, as shown in Figure 3-26. toolbar and select the
11. Select the cell range E19:G19 (the merged notes cell), click the Border border you want.
button arrow, and select the thick outline border option (located in the Or…
last column and last row) and click OK. Either right-click the
Excel adds a thick border around the outside of the selected cells. You decide you want selection and select
to remove the border. It is just as easy to remove a border as it is to add it. Format Cells from the
12. With the cell range E19:G19 selected, click the Border button arrow shortcut menu or select
and select the No Border option (located in the first column and first Format → Cells from the
row). menu. Click the Border
tab and select the
The border is removed from the selected cell range. Before we finish this lesson we border(s) you want to
must once again display the worksheet gridlines. add.
13. Select Tools → Options from the menu, click the View tab, check the
Gridlines check box and click OK.

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192 IC3 Module 2 – Key Applications

Lesson 3-12: Applying Colors and

Patterns
Figure 3-27
The Patterns tab of the
Format Cells dialog box.
Figure 3-28
The Expense Report with
Pattern formatting.

L IC3
Objective: 2.3.1.6 Figure 3-27 Figure 3-28
Req. File: Formats2.xls
In the last lesson, you learned how to add borders to the cells in your worksheet. In this
lesson, you will see how you can change the background colors and patterns of cells.
Applying colors and patterns to cells is actually a very, very easy procedure, so let’s get
started!

1. If necessary, navigate to your Practice folder, open the Formats2

workbook, and save it as Expense Report.
If you don’t know where your practice files are located, ask your instructor for help.
2. Click cell E19 (the merged cell that contains the notes) to make it active,
click the Fill Color button arrow on the Formatting toolbar and select
the Yellow color from the color palette.
The background of the selected cell changes to the yellow. Like all other formatting
options in Excel, you can also change the background color of cells with the Format
Cells dialog box.
3. Select the cell range A5:G17, select Format → Cells from the menu and
Selecting a Fill click the Patterns tab.
Color The Format Cells dialog appears with the Patterns tab selected, as shown in Figure
3-27. Here you can add both colors and patterns to the background of cells.
4. Select a light purple color and click OK.
The dialog box closes and the selected purple color is applied to the selected cell range.
The procedure for adding a pattern to the background of a cell range is the same as
adding colors.
5. Click cell A1 to make it active and select Format → Cells from the menu.
The Format Cells dialog appears with the Patterns tab selected.
6. Click the Pattern list arrow, select the thin horizontal stripe option and
click OK.
Pattern List
The Format Cells dialog box closes and the selected pattern, the thin horizontal stripe,
is applied to the background of the cell.

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 Chapter Three: Spreadsheet Functions 193

NOTE: If you intend on printing a worksheet, be careful which colors and patterns
you use, especially if you don’t have a color printer. Some colors may look
great on the computer screen, but not when printed. Some background colors
and patterns can even cause the cell information to be illegible when printed.
You are usually better off if you use lighter background colors and patterns,
such as yellow, light gray, or light blue.
7. All these colors and patterns look pretty gaudy, huh? Go ahead and
remove the colors and patterns you just applied using the Undo function.

8. Save your work.

Selecting a
Pattern

Quick Reference
To Apply Background
Colors and Patterns:
1. Select the cell or cell
range you want to format.
2. Click the Fill Color list
arrow on the Formatting
toolbar and select the
color you want.
Or…
• Either right-click the
selection and select
Format Cells from the
shortcut menu, or select
Format → Cells from the
menu. Click the Patterns
tab and select the color or
pattern you want to use.

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194 IC3 Module 2 – Key Applications

Lesson 3-13: Using AutoFormat

Figure 3-29
The AutoFormat dialog
box.
Figure 3-30
Preview of the selected
A worksheet format
AutoFormatted with the
Colorful 2 option.

Select which elements you

want AutoFormat to apply

Figure 3-29 Select the present format

you want to use
L IC3
Objective: 2.3.1.8
Req. File: Prev. Lesson file

Figure 3-30

Congratulations! You’re just about finished with the chapter. This lesson explains how Excel
can automatically format your worksheets with the AutoFormat command. AutoFormat is a
built-in collection of formats such as font sizes, patterns, and alignments you can quickly
apply to a cell range or entire worksheet. AutoFormat lets you select from 16 different preset
formats. AutoFormat is a great feature if you want your worksheet to look sharp and
professional but don’t have the time to format it yourself.

1. Place the cell pointer anywhere in the table (the cell range A4:G17).
Excel will automatically determine the table’s boundaries. You can also manually
select the cell range.
2. Select Format → AutoFormat from the menu.
The AutoFormat dialog box appears, as shown in Figure 3-29. The 16 present formats
are listed in the Table format list. You can see what a present format looks like by
selecting it and looking at the sample area of the dialog box.
3. Click the Options button.
The AutoFormat dialog box expands to show six check boxes. You can control the type
of formatting that is applied by checking or unchecking any of the boxes. If you want
AutoFormat to skip one of the formatting categories, simply uncheck the appropriate
box.

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 Chapter Three: Spreadsheet Functions 195

4. Select the Colorful 2 option from the Table format list and click OK.
The dialog box closes and the selected cell range is formatted with the Colorful 2
formatting options, as shown in Figure 3-30.
5. Save your work and close the workbook.

Quick Reference
To Format a Table Using
AutoFormat:
1. Place the cell pointer
anywhere within a table
you want to format, or
else select the cell range
you want to format.
2. Select Format →
AutoFormat from the
menu.
3. Select one of the 16
AutoFormats from the
list and click OK.

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196 IC3 Module 2 – Key Applications

Lesson 3-14: Sorting Data

Figure 3-31
An unsorted list.
Figure 3-32
The same list, sorted in
ascending order by last
name.
Figure 3-33
The Sort dialog box.

L IC3 Figure 3-31 Figure 3-32

Objective: 2.3.2.1
Req. File: Sorting Data.xls

First sort field

Second sort field

Third sort field

Make sure the Header row

option is selected to make
sure the field labels will not
be included in the sort

Figure 3-33

Normally, when you enter new records to a list, you add them to the end of the list, in the
order you receive them. That’s fine, but what if you want the list’s records to appear in
Sort Ascending
button alphabetical order? Another of Excel’s useful functions is its ability to sort information. Excel
can sort records alphabetically, numerically, or chronically (by date). Additionally, Excel can
sort information in ascending (A to Z) or descending (Z to A) order. You can sort an entire list
or any portion of a list by selecting it. This lesson will show you several techniques you can
use to sort information in your lists.

1. Navigate to your Practice folder, open the Sorting Data workbook, and
Sort Descending save it as Database List.
button
2. Click cell B1 to make it active.
You want to sort the list by the last name, so you have selected the Last field.

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 Chapter Three: Spreadsheet Functions 197

2. Click the Sort Ascending button on the Standard toolbar.

Excel sorts this list, ordering the records in ascending (A-Z) order by last name, as
shown in Figure 3-32. You can also sort a list in descending (Z-A) order.
3. Click cell A1 to make it active, then click the Sort Descending button
on the Standard toolbar.
The list is sorted in descending (Z-A) order by the First field.
So far, you have sorted the list by a single field. You can sort lists by up to three fields
by using the Sort dialog box found under Data → Sort.
4. Select Data → Sort from the menu.
The Sort dialog box appears, as shown in Figure 3-33. You want to sort the list by the
last name and then by the first name.
5. Select Last from the Sort by list arrow and make sure the Ascending
option is selected.
The list will be sorted in ascending order (A-Z) by the last name. Next, specify the
second field you want to sort the list by.
6. Click the first Then by arrow, select First, and make sure the
Ascending option is selected.
You’re ready to sort the list.
7. Click OK.
The Sort dialog box closes and the list is sorted in ascending order, first by the last
names, and then by first names.
8. Save your work. Quick Reference
The information you sorted in this lesson was in a list, but you can use the same sorting To Sort a List by One
techniques to sort information anywhere in a worksheet, whether it is in a list or not. Field:
1. Move the cell pointer to
Table 3-4: Sort Examples the column you want to
use to sort the list.
Order Alphabetic Numeric Date
2. Click either the Sort
Ascending A, B, C 1, 2, 3 1/1/99, 1/15/99, 2/1/99 Ascending button
or Sort Descending
Descending C, B, A 3, 2, 1, 2/1/99, 1/15/99, 1/1/99 button on the Standard
toolbar.
To Sort a List by More
than One Field:
1. Make sure the cell pointer
is located within the list
and select Data → Sort
from the menu.
2. Select the first field you
want to sort by from the
drop-down list and specify
Ascending or
Descending order.
3. Repeat Step 2 for the
second and third fields
you want to sort by (if
desired).

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198 IC3 Module 2 – Key Applications

Lesson 3-15: Working with

Absolute and Relative Cell
References
Figure 3-34
Using AutoFill to copy a
formula to other cells. Click the fill …and drag to
handle of a select the cell
Figure 3-35 selected cell or where you
cell range… want to copy
Relative vs. absolute cell the cell.
references. Figure 3-34

Relative cell references Absolute cell references

are based on their always refer to a
L IC3 position relative to the particular cell address.
cell that contains the They do not change if
Objective: 2.3.2.2 formula. The cell the cell is moved to a
Req. File: References.xls references change if the new location.
cell is moved to a new
location.
Figure 3-35

One of the more difficult Excel concepts you need to understand is the difference between
relative and absolute cell references. You should already know that a cell reference identifies
a cell or a range of cells on a worksheet and tells Microsoft Excel where to look for values
you want to use in a formula. Here is the description and differences between absolute and
relative cell references:
• Relative: Relative references tell Excel how to find another cell starting from the cell
that contains the formula. Using a relative reference is a lot like giving someone
directions based on where they’re standing right now. When a formula containing relative
references is moved, it will reference new cells based on their location to the formula.
Relative references are the default type of references used in Excel.
• Absolute: Absolute references always refer to the same cell address, even if the formula
is moved.

1. Navigate to your practice folder, open the workbook named References,

and save it as Mileage Report.
If you do not know where your practice files are located, ask your instructor for
assistance.
First we need to create a simple formula…
2. Click cell E5, type the formula =D5-C5 and press <Enter>.
You’ve just created a simple formula that finds out the number of miles driven to a
location by subtracting the beginning mileage from the ending mileage. Instead of
retyping the total miles formula for every one of the destinations, you can copy the
formula using any of the copy and paste methods you’ve already learned. The easiest
and fastest way of copying the formula to the other cells is using the AutoFill function.

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 Chapter Three: Spreadsheet Functions 199

3. Click cell E5 and position the pointer over the fill handle of cell E5, until
it changes to a , click and hold the mouse and drag the fill handle down
to cell E12 and release the mouse button, as shown in Figure 3-34.
Poof! AutoFill copies the formula you entered in cell E5 to the cells you selected,
saving you a lot of time if you manually entered the formulas yourself. Now let’s take
a look at what is meant by a relative cell reference. Fill Handle
4. Click cell E6 to make it active.
Look at the formula bar. The formula that Excel copied to this cell isn’t exactly the one A1
you entered in cell E5. Instead of the original formula you entered, =D5-C5, this cell Relative
contains the formula =D6-C6. Do you see what happened? Excel copied the formula, Reference
but substituted new cell references so that although the location of the cell has
$A$1
changed, its relationship with the cells in the formula hasn’t. This is an example of
relative cell addresses—they are based on their position relative to the cell that Absolute
contains the formula. Reference
Relative cell addresses are almost always the best way to reference other cells in
formulas, which is why they are the default way Excel uses to reference cells.
Sometimes, however, you might want a cell reference to always refer to a particular
cell address. In this case, you would use an absolute cell reference, which always refers
to a specific cell address, even if you move the formula to a new location. Create
another formula to see how to use an absolute cell reference.
5. Select cell F5, type =, click cell E5 (the total miles), type * (the Press the <F4> key
multiplication operator), click cell F2 (the cost per mile), and complete when clicking a cell to
the formula by pressing <Enter>. create an absolute cell
reference.
Great! You’ve just created a formula that multiplies the total miles driven by the cost
per mile, currently .32. Now, use AutoFill to copy the formula to the other cells.
6. Position the pointer over the fill handle of cell F5, until it changes to a ,
click and hold the mouse and drag the fill handle down to cell F12 and
release the mouse button.
Excel copies the formula, but what went wrong? Let’s take a look. Quick Reference
7. Click cell F6 to make it active.
To Create a Relative
Look at the formula bar. The formula, =E6*F3, that Excel copied to this cell is not Reference in a Formula:
correct. Look at cell F3—there’s nothing there to multiply (unless you consider the text
label), hence the #VALUE! error message. You need to use an absolute reference so the • Click the cell you want to
formula always refers to cell F2, even if a formula is moved or copied. reference, for example
click cell B4.
8. Click cell F5 to make it active and click anywhere in the Formula bar to
change to Edit mode. Or…
• Type the address of the
9. Verify the insertion point is touching the F2 in the formula and press the cell, for example type B4.
<F4> key. To Create an Absolute
Dollar signs appear, changing the F2 reference to $F$2—indicating it is an absolute Reference in a Formula:
reference. You can create an absolute reference to a cell by placing a dollar sign ($) • Press and hold the <F4>
before the parts of the reference that do not change. To create an absolute reference to key as you click the cell
cell A1, for example, add dollar signs to the formula: $A$1. Pressing <F4> changes a you want to reference, for
relative cell reference to an absolute cell reference.
example click cell B4.
10. Press <Enter> and repeat Step 6 to copy the formula to the other cells.
Or…
This time, the formula is copied correctly. The first cell reference in the formula is
• Type the address of the
relative and changes based on the formula’s location. The second cell reference in the
cell with $ (dollar signs)
formula, ($F$2), on the other hand, is an absolute cell reference and always points to
cell F2, regardless of the formula’s location. before every reference
heading. For example,
11. Save your work and close the workbook. type $B$4.

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200 IC3 Module 2 – Key Applications

Lesson 3-16: Entering Formulas

Figure 3-36
Entering a formula in
Excel to find the Net
Income.

L IC3
Objective: 2.3.2.3, 2.3.2.4
and 2.3.2.5
Req. File: Formula.xls

Figure 3-36

This lesson introduces what spreadsheet programs are really all about: formulas. A formula is
a value that performs calculations, such as adding, subtracting, and multiplying. Formulas
start with the equal sign (=), which tells Excel you want to perform a calculation. After the
equal sign, you must specify two more types of information: the values you want to calculate
and the arithmetic operator(s) or function name(s) you want to use to calculate the values.
Formulas can contain explicit values, such as the numbers 4 or 5, but more often will
reference the values contained in other cells. For example, the formula =A3+A4 would add
together whatever values were in the cells A3 and A4. Look at Table 3-5: Examples of
Operators, References, and Formulas to see a variety of formulas that contain different
operators, references, and values.

1. Navigate to your Practice folder, open the Formula workbook, and save
it as Sales Totals.
If you do not know where your practice files are located, ask your instructor for
assistance.
2. Click cell A13, type Net Income, and press <Tab>.
Remember: All This row will contain the net income, which you can find by subtracting the total
formulas in Excel must expense values from the sales value.
begin with an equal
3. Type = (the equal sign) in cell B13.
sign (=).
Typing an equal sign at the beginning of a cell entry tells Excel you want to enter a
formula rather than a value or label.
4. Type B4-B11.
This will subtract the value in cell B11 (12,500) from the value in B4 (12,000).

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 Chapter Three: Spreadsheet Functions 201

5. Press <Enter>.
Excel displays the result of the formula, -500, in cell B13. Notice, however, that the
cell’s formula still appears in the formula bar. Instead of manually typing cell
references, like you did in Step 3, you can specify cell references in a formula by
clicking and selecting the cell or cell ranges with the mouse.
6. Click cell C13.
This is where you will enter the formula to find the net income for the C column. Enter button
7. Type =.
Excel is now ready to accept the formula for this cell. Instead of typing in the cell
references this time, enter them using the mouse.
8. Click cell C4.
A line of marching ants appears around the cell C4, indicating the cell range. Look
back at cell C13. Notice Excel inserts the cell reference C4 in the formula. The next
step is entering the arithmetic operator in the formula.
9. Type – (the minus sign or hyphen).
To complete the formula you must specify the cell reference for the total expenses,
C11.
10. Click cell C11.
Excel enters the cell reference, C11 in the formula.
11. Press <Enter> to complete the formula.
The result of the formula (3900) appears in cell C13.
12. Close the workbook.
Use Table 3-5: Examples of Operators, References, and Formulas as a reference when you
start creating your own formulas. Not only does it contain examples of formulas, but also the
most common operators and functions used in formulas.

Table 3-5: Examples of Operators, References, and Formulas

Operator or
Function Name Purpose Example Quick Reference

= All formulas must start with an equal sign To Enter a Formula:

1. Click the cell where you
+ Performs addition between values =4+3 want to insert the formula.
2. Press = (the equals sign)
- Performs subtraction between values =A1-B1 to begin any formula.
3. Enter the formula.
* Performs multiplication between values =B1*2 4. Press <Enter>.
/ Performs division between values To Reference a Cell in a
=A1/C2
Formula:
SUM Adds all the numbers in a range =SUM(A1:A3) • Type the cell reference—
for example A3.
AVERAGE Calculates the average of all the numbers in =AVERAGE(A2,B1,C3) Or…
a range
• Click the cell you want to
reference.
COUNT Counts the number of items in a range =COUNT(A2:C3)

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202 IC3 Module 2 – Key Applications

Lesson 3-17: Fixing Errors in Your

Formulas
Trace Precedents Remove All Arrows Clear Validation
Figure 3-37 Trace Dependents New Comment
Circles

The Auditing toolbar.

Figure 3-38
A worksheet with several
error values. Remove Precedent Trace Error Circle Invalid
Arrows Data
Figure 3-39 Remove Dependent
Arrows
Tracing the source of an Figure 3-37 Figure 3-38
error using the Auditing
toolbar.

Figure 3-39
L IC3 Sometimes Excel comes across a formula that it cannot calculate. When this happens, it
Objective: 2.3.2.6 and displays an error value (see Table 3-6: Excel Error Values). Error values occur because of
2.3.2.8 incorrectly written formulas, referencing cells or data that doesn’t exist, or breaking the
Req. File: Errors.xls fundamental laws of mathematics, like division by 0.
In this lesson, you will learn about the error values you might encounter in Excel, and what
you can do to fix them.

1. Navigate to your practice folder and open the Errors workbook.

If you do not know where your practice files are located, ask your instructor for
assistance.
This workbook, created by a user who is not as proficient in Excel as you are, contains
several common errors that you will likely encounter. Notice cells B7, B8, B10, and
B12 all have a string of #####’s in them, as shown in Figure 3-38. Technically, this
isn’t an error—the numerical information in the cells is just too large to be displayed in
the current cell width. To fix the problem you simply need to widen the column.
2. Double-click the line between the B and C column headers.
Excel automatically adjusts the width of the selected column so that it can display the
widest cell entry and the #####’s disappear. Next let’s find out what went wrong in cell
D5. This cell displays #DIV/0!. This error code results when Excel tries to divide a
number by zero. You can use the Auditing toolbar to track what caused the error.
3. Select Tools → Auditing → Show Auditing Toolbar from the menu.
The Auditing toolbar appears, as shown in Figure 3-37. The Auditing toolbar helps you
find cells that have a relationship to a formula, displays formulas affected by changes
made to the cell, and tracks down the sources of error values.

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 Chapter Three: Spreadsheet Functions 203

4. Click cell D5, and then click the Trace Error button on the Auditing
toolbar.
An arrow appears from the active cell, D5, to the cells that caused the error. Notice cell
B5 contains a value, while cell C5 is blank—the source of the #DIV/0! error in cell D5.
To fix the error, you must enter a value in cell C5. Trace Error
button
5. Click cell C5, type 1,and press <Enter>. Click the Remove All Arrows
button on the Auditing toolbar to remove the tracer arrow.
The error value in cell D5 is replaced by the correct calculation of the formula. Next,
look at cell B12, the one that calculates the agent’s commission. Hmm… considering
the commission rate at North Shore travel is 5 percent this commission amount seems
too large. You can investigate this value by tracing the cell precedents—the cells that
are related in some way to the formula.
Remove All
6. Click cell B12 and click the Trace Precedents button on the Auditing Arrows button
toolbar.
Arrows appear from the cell range B4:B10 to cell B12. You can now easily see the
source of the problem: the cell range includes both the sales totals and the sum of the
sales totals, doubling the value used to calculate commission. Fix the error.
7. Edit the formula in cell B12 so it reads =B10*0.05 and press <Enter>.
The formula now calculates a more reasonable commission amount, $731.70. You can Trace Precedents
close the Auditing toolbar since you’re finished using it. button
8. Click the Auditing toolbar’s close button to close it, and then close the
workbook without saving it.
Table 3-6: Excel Error Values lists the error values Excel displays when it encounters an error
and what these rather cryptic-looking error values mean.

Table 3-6: Excel Error Values

Error Value Description
##### The numeric value is too wide to display within the cell. You can resize the
column by dragging the boundary between the column headings.
Quick Reference
#VALUE! You entered a mathematical formula that references a text entry instead of a
numerical entry. To Display or Hide the
Auditing Toolbar:
#DIV/0! You tried to divide a number by zero. This error often occurs when you create a
• Select Tools → Auditing
formula that refers to a blank cell as a divisor.
→ Show Auditing
#NAME? You entered text in a formula that Excel doesn't recognize. You may have Toolbar from the menu.
misspelled the name or function, or typed a deleted name. You also may have To Correct Formula
entered text in a formula without enclosing the text in double quotation marks. Errors:
#N/A This error occurs when a value is not available to a function or a formula. If • Refer to Table 3-6: Excel
certain cells on your worksheet contain data that is not yet available, enter #N/A Error Values.
in those cells. Formulas that refer to those cells will then return #N/A instead of
attempting to calculate a value.
#REF! The #REF! error value occurs when a cell reference is not valid. You probably
deleted the cell range referenced to in a formula.
#NUM! The #NUM! error value occurs when you used an invalid argument in a
worksheet function.
#NULL! You specified an intersection of two ranges in a formula that do not intersect.

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204 IC3 Module 2 – Key Applications

Lesson 3-18: Calculating Value

Totals with AutoSum
Figure 3-40
Using the AutoSum
AutoSum button
function to find the column
totals.

L IC3
Objective: 2.3.2.7 and
2.3.2.9
Req. File: AutoSum.xls AutoSum totals
any adjacent
cells above, to
the right, or that
are selected.

Figure 3-40

You already know that a formula performs calculations, such as adding, subtracting, and
multiplying. Formulas contain information to perform a numerical calculation, such as
adding, subtracting, multiplying, or even finding an average. A cell with the formula =5+3
will display the result of the calculation: 8.
All formulas in Excel
You’re already familiar with some of the arithmetic operators used in Excel formulas: they
must begin with an
include math symbols such as the plus sign (+) to perform addition between values and the
equal sign (=).
minus sign (-) to perform subtraction. Functions are used in formulas to perform calculations
that are more complicated. For example, the SUM function adds together a range of cells, and
the PMT function calculates the loan payments based on an interest rate, the length of the
loan, and the principal amount of the loan. In this lesson, you will learn how to use one of the
most commonly used functions in Excel, the SUM function, which finds the total of a block
of cells.

1. Navigate to the Practice folder, open the workbook named AutoSum and
save it as Sales Expenses.
If you don’t know where your practice files are located, ask your instructor for help.
2. Click cell B11 to make it the active cell.
This is where you want to enter a formula to total the expenses in B column. The
easiest way to add together several number values in a cell range is to use the AutoSum
AutoSum button button. The AutoSum button inserts the SUM function (which adds all the values in a
range of cells) and selects the range of cells Excel thinks you want totaled.

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 Chapter Three: Spreadsheet Functions 205

3. Click the AutoSum button on the Standard toolbar.

Excel enters =SUM(B7:B10) in cell B11. Notice that the cells included in the formula
range—B7, B8, B9, and B10—are surrounded by what looks like a line of marching
ants. The AutoSum function is quite good at guessing which cells you want to total, but
sometimes you will want to modify the cell selection. In our case, AutoSum has
correctly selected the cells.
NOTE: Excel is usually smart enough to determine which cells you want to total; Finding the Total
of a Cell Range
however, if the suggested range is incorrect, select the range you want using
the mouse to select the cells and press <Enter>.
4. Click the Enter button on the Formula bar.
Excel instantly calculates the totals of the values in the cell range B7:B10 and displays Enter button
the result, 11700, in the cell. Look at the formula bar—notice the formula
=SUM(B7:B10), appears instead of the result of the calculation.
5. Click cell B7, enter 2000, and press <Enter>.
You’ve just made two very important discoveries! The first is that entering data in a
cell replaces or overwrites whatever information was currently there. The second Formula bar
discovery is what is more relevant to this lesson: look at cell B11, where you just
entered the SUM formula. Cell B11 now reads 12500—it has automatically
recalculated the total for the cell range. Go ahead and find the total for the expenses in
the C column.
6. Click cell C11, click the AutoSum button, and press <Enter>.
Excel totals the expenses in the C column. Finish entering totals for the remaining
expense columns.
7. Repeat Step 6 and enter SUM formulas for the remaining columns (D
through G). Compare your worksheet with the one in Figure 3-40 when
you’re finished.
Functions help you to draw logical conclusions based on the data that is represented in
a spreadsheet. Calculating the sum of certain cells and columns allows you to identify
trends and other important information almost immediately.
8. Save your changes and close the workbook.
Quick Reference
To Use the AutoSum
Function to Find the
Totals of a Cell Range:
1. Click the cell where you
want to insert the total.
2. Click the AutoSum
button on the Standard
toolbar.
3. Verify the cell range
selected by AutoSum is
correct. If it isn’t, select
the cell range you want
to total.
4. Complete the formula by
pressing <Enter>.

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206 IC3 Module 2 – Key Applications

Lesson 3-19: Creating a Chart

Figure 3-41
Step One of the Chart
Wizard—selecting a type
of chart.
Figure 3-42
Step Three of the Chart
Wizard—specifying chart
options.
Figure 3-43
Figure 3-42
The new chart.

Figure 3-41

L IC3
Objective: 2.3.2.10
Req. File: Charts.xls

Figure 3-43

Charts illustrate data, relationships, or trends graphically. Like the saying “a picture is worth a
thousand words,” charts are often better at presenting information than hard-to-read numbers
in a table or spreadsheet.
You can plot most of the information in a worksheet on a chart—and that’s what this lesson is
about! This lesson will give you practice creating a chart based on data that’s already been
Chart Wizard
button entered in a worksheet. The most common (and by far the easiest method) of creating a chart
is to use the ChartWizard. Get that image of mysterious old bearded men wearing purple
Other Ways to Insert a robes and pointy hats with stars and moons on them out of your mind—the ChartWizard is an
Chart: Excel feature that walks you through the process of creating a chart.
• Select Insert → Chart
from the menu. 1. Open the workbook named Charts and save it as Survey Results.
If you do not know where your practice files are located, ask your instructor for
assistance.

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 Chapter Three: Spreadsheet Functions 207

The first step in creating a chart is to select the cells that contain both the values and
labels you want to chart.
2. Select the cell range A4:E7 then click the Chart Wizard button on the
Standard toolbar.
The Chart Wizard opens, as shown in Figure 3-41. The first step in creating a chart
is selecting the type of chart you want to create from the Chart type list. You can
preview how your data will appear in each type of chart by selecting the chart type and
then clicking the Press and hold to view sample button. You want to create a Column Chart Placed as a
chart, and since the Column chart type is already selected you can move on to the next New Sheet
step.
3. Click Next to accept the Column chart type and move to the second step
in the Chart Wizard.
The second step in the Chart Wizard lets you select the cell range you want to chart. Chart Placed as
You also have to specify if the data series (the information you’re plotting in your an Embedded
chart) is from the rows or columns of the worksheet. You want to use the rows option Object
so your chart will be plotted by destination. Since this is the current selection you don’t
need to change anything. The cell range A4:E7 appears in the Data range text box
because you have already selected the cell range before starting the Chart Wizard.
Since the chart options here are correct, you can move on to the next step.
4. Click Next to move to the third step in the Chart Wizard. Quick Reference
The third step in the Chart Wizard presents you with a sample of your chart, as shown
To Create a Chart with the
in Figure 3-42. Here you can add data labels, gridlines; a legend and data table; and
ChartWizard:
titles to the chart and axis.
1. Select the cell range that
5. If necessary, click the Titles tab. Then, click the Chart title box and type contains the data you
Travel Purpose Survey Results. want to chart and click the
The Chart title appears in the Sample Chart. Chart Wizard button on
6. Click Next to move to the fourth step in the Chart Wizard. the Standard toolbar.
The forth and final step in the Chart Wizard is to determine the chart’s location. There Or…
are two options: Select the cell range and
• As new sheet: The chart will be placed on a separate, new sheet in the select Insert → Chart
workbook. You can enter a name for this new sheet, or accept Excel’s default from the menu.
sheet name. 2. (Step 1 of 4) Select the
• As object in: The chart will be placed on the same sheet as the data. chart type and click Next.
You want to place your chart on the current worksheet, which is already selected, so 3. (Step 2 of 4) Verify (or
you can finish the Chart Wizard. change) the cell range
used in the chart and click
7. Click Finish to complete the Chart Wizard. Next.
The Chart Wizard dialog box closes, and the column chart appears in the active 4. (Step 3 of 4) Adjust the
worksheet, as shown in Figure 3-42. Your chart may be covering a large portion of the chart options by clicking
worksheet data—don’t worry about it. You’ll learn how to move and resize a chart in the categorized tabs and
the next lesson. selecting any options then
8. Save your work. click Next.
Congratulations! You’ve just created your first chart. Turn the page to learn how you can 5. (Step 4 of 4) Specify
format and edit objects in a chart. where you want to place
the chart (as an
embedded object or on a
new sheet) and click
Finish.

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208 IC3 Module 2 – Key Applications

Lesson 3-20: Formatting and

Editing Objects in a Chart
Figure 3-44
The Patterns tab of the
Format Data Series dialog
box.
Figure 3-45
The Placement tab of the
Format Legend dialog
box.
Figure 3-46
The Font tab of the
Format Chart Title dialog Figure 3-44 Figure 3-45
box.
Figure 3-47
The reformatted chart.

L IC3
Objective: 2.3.2.10
Req. File: Prev. Lesson file Figure 3-47

Figure 3-46

Here’s an important fact you need to know: you can select, format, and edit every object in a
chart. For example, you can change the style, size, and color of any of the fonts used in a
chart, or the background color of the chart. After you’ve completed this lesson you’ll be a pro
at formatting anything and everything in a chart. Some items that can be formatted and edited
in a chart include:
• Chart Title • Chart Background Area
• Any Data Series • Chart Plot Area
The Chart Object
list • Chart’s Gridlines • Data tables
Other Ways to Select an • Chart Legend • Category Axis
Object:
There are two methods you can use to select a chart object. The first method is to simply click
• Click the object.
an object to select it. Sometimes when selecting a chart object it can be tricky to know exactly
where or what to click (for example, what would you click to select the chart’s plot area?). In
these cases it is easier to use the second method: select the object from the Chart Object list
on the Chart toolbar.

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 Chapter Three: Spreadsheet Functions 209

1. Click the chart to select it.

The first object you want to format on the chart is the Pleasure Data series. Of course,
you must first select the Pleasure Data series before you can format it. You can select Format Object
the Pleasure Data series from the Chart Object list on the Chart toolbar.
button
2. Click the Chart Objects list arrow on the Chart toolbar and select Series
Other Ways to Format
an Object:
"Pleasure" from the list.
• Double-click the object.
NOTE: If the Chart toolbar doesn’t appear on your screen, you can display it by
• Right-click the object
selecting View → Toolbars → Chart from the menu.
and select Format
Selection boxes appear on the three columns of the Pleasure data series in the chart. Object from the
Now that you’ve selected the Pleasure series, you can format it. shortcut menu.
3. Click the Format Object button on the Chart toolbar and click the • Click the object to
Patterns tab if necessary. select it and select
The Format Data Series dialog box appears, as shown in Figure 3-44. You are Format → Selected
presented with a variety of different formatting options that you can apply to the Object from the menu.
selected data series. We’ll take a closer look at how to format a data series in an
upcoming lesson. For now, just change the color of the data series.
4. Click a green color from the color palette in the Area section and click
OK.
The dialog box closes and the color of the Pleasure data series changes to green. Next,
try formatting the chart’s legend so you can place it in a better location on the chart.
5. Double-click the chart legend to format it and select the Placement tab.
The Format Legend dialog box appears, as shown in Figure 3-45.
6. Select the Bottom option and click OK.
The dialog box closes and the legend appears at the bottom of the chart.
The last thing to format in this lesson is the chart’s title. Quick Reference
7. Double-click the chart title (Travel Purpose Survey Results) to format To Format a Chart Object:
it, and click the Font tab. 1. Double-click the object.
The Format Chart Title dialog box appears, as shown in Figure 3-46. Change the font Or…
of the chart’s title as follows: Select the object and
8. Select Bold Italic from the Font Style list, click the Color list arrow and click the Format Object
select a Blue color, then click OK. button on the Chart
The dialog box closes and the chart title is formatted with the font options you selected. toolbar.
9. Compare your chart to the one in Figure 3-47 and save your work. Or…
Select the object and
There are so many different types of chart objects, each with their own individual formatting
select Format → Format
options, that it would take days to go through all of them. Instead, this lesson has given you a
Object from the menu.
general guideline to follow to select and format any type of chart object you encounter.
2. Click the tab that contains
the items you want to
format and specify your
formatting options.
To Select a Chart Object:
• Click the Chart Objects
list arrow on the Chart
toolbar and select the
object.
Or…
• Click the object.

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210 IC3 Module 2 – Key Applications

Lesson 3-21: Changing a Chart

Type and Working with Pie Charts
Figure 3-48
A pie chart plotted by
columns.
Figure 3-49
The steps on pulling a
slice from a pie chart.

Figure 3-48

L IC3
Objective: 2.3.2.10, 2.3.2.11,
and 2.3.2.12
Req. File: Charts2.xls
1. Click the chart area to 2. Click a slice of the 3. Hold down the mouse 4. Release the mouse
enter Edit Mode chart to select it button and drag the button to drop the
slice away from the slice
Figure 3-49 chart

Just as some lures are better than others for catching certain types of fish, different types of
charts are better than others for presenting different types of information. So far, you have
Chart Type List been working on a column chart, which is great for comparing values for different items, but
button
not so great for illustrating trends or relationships. In this lesson, you will learn how and when
to use different types of charts. You will also learn a valuable tip when working with pie
charts: how to pull a slice of the pie away from the chart.

1. If necessary, open the Charts2 workbook and save it as Survey

Results.
If you don’t know where your practice files are located, ask your instructor for help.
2. Click the chart to select it.

3. Click the Chart Type list arrow from the Chart toolbar and select the Pie
Chart.
The chart changes to a pie chart. Notice that there are four pieces of the pie. This is
because Excel is still plotting the data by rows (destinations) instead of by columns
Selecting a Pie (purpose).
Chart
NOTE: Sometimes when you change chart types, the formatting options for one chart
type may not be appropriate for another chart type. An improperly formatted
chart appears cluttered and difficult to read. To solve this problem: Select
Chart → Chart Type from the menu. Select the chart type and sub-type you
want to use. Select the Default formatting check box and click OK.

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 Chapter Three: Spreadsheet Functions 211

4. Click the By Column button on the Chart toolbar.

Excel changes the data series for the chart from rows to columns and displays the chart.
You decide you want to pull the business slice of the pie away from the pie chart to
emphasize it. By Column button
5. Click the actual chart plot area to enter edit mode.
The chart plot area is the actual chart, in this case, the circular pie chart. Sizing handles
appear on the business slice.

6. Click the business slice of the pie to select it (selection handles should
appear on the slice) and then click and drag it away from the chart about
a half-inch.
Because Excel offers so many different types of charts and graphs, you should have a general Chart Plot Area
idea which type of chart to use in which circumstances. Table 3-7: Types of Charts and
Graphs shows some of the more commonly used charts and graphs and gives explanations on
how and when they are used.

Table 3-7: Types of Charts and Graphs

Chart or Graph Type Description
Column charts are used when you want to compare different values
vertically side-by-side. Each value is represented in the chart by a vertical
bar. If there are several series, each series is represented by a different
Quick Reference
Column color.
To Change the Chart Type:
Bar charts are just like column charts, except they display information in
horizontal bars rather than in vertical columns. • Select the chart and
select Chart → Chart
Bar Type from the menu.
Or…
Line charts are used to illustrate trends. Each value is plotted as a point
on the chart and is connected to other values by a line. Multiple items are • Click the Chart Type list
plotted using different lines. arrow on the Chart
Line toolbar.

Area charts are the same as line charts, except the area beneath the To Chart by Rows or
lines is filled with color. Columns:
• Select the chart and click
Area either the By Columns
button or the By Rows
Pie charts are useful for showing values as a percentage of a whole. The button on the Chart
values for each item are represented by different colors. toolbar.

Pie To Drag a Piece from a Pie

Chart:
Scatter charts are used to plot clusters of values using single points. 1. Click the chart to select it.
Multiple items can be plotted by using different colored points or different
point symbols. 2. Click the piece of the
Scatter chart you want to move to
select it.
Combination charts combine two different types of charts together. For 3. Click and drag the piece
example, a combination chart might contain both a column chart and a away from the rest of the
line chart. chart.
Combination

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212 IC3 Module 2 – Key Applications

Lesson 3-22: Adding Titles,

Gridlines, and a Data Table
Figure 3-50
The Titles tab of the Chart
Options dialog box.
Figure 3-51
The Gridlines tab of the
Chart Options dialog box.
Figure 3-52
The Chart with value
labels and gridlines Figure 3-50 Y-axis title Chart title
added.

L IC3
Objective: 2.3.2.10
Req. File: Prev. Lesson file
Figure 3-52 X-axis title

Figure 3-51

There are a lot of ways you can make a chart easier to read and understand. You can add titles
to the chart’s X- (horizontal) axis or Y- (vertical) axis, add gridlines, and a legend. This lesson
explains how to add and modify these items, and how you can enhance your charts to make
them easier to understand.

1. Make sure the chart is selected, then select Chart → Chart Type from
the menu, select the Column chart type from the Chart type list, click
the Default formatting check box and click OK.
The chart is changed from a pie chart to a column chart. Selecting the default
formatting check box removes any previous formatting you've applied to the chart type
and returns the chart to the default appearance. The selected chart changes from a pie
chart to a column chart. Next, you need to change the data source for the chart.
2. Select Chart → Source Data from the menu, select the cell range A4:E7
(click the Collapse dialog button if you need to) and press <Enter>.
The column chart is updated to reflect the changes in the data source.
Data Table 3. Select Chart → Chart Options from the menu and click the Titles tab.
button The Titles tab of the Chart Options dialog box appears as shown in Figure 3-50. The
chart title was removed when you applied the default formatting to the chart, so you
will have to re-enter it.

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 Chapter Three: Spreadsheet Functions 213

4. Click the Chart Title text box and type Survey Results.
Now add titles to the X- and Y-axis.
5. Click the Category (X) axis text box and type Purpose, then click the Quick Reference
Category (Y) axis text box and type Reservations. To Add or Remove
Next, add some data labels to the data series. Gridlines from a Chart:
6. Click the Data Labels tab and click the Show value option in the Data 1. Select the chart, select
labels section. Chart → Chart Options
The chart preview area displays a sample chart with the added data labels. from the menu, and click
the Gridlines tab.
7. Click the Data Table tab, check both the Show data table and Show
2. Check or uncheck the
legend keys check boxes.
appropriate gridline check
A data table displays the numbers the chart is based on. Since you’re working with an boxes.
embedded chart (instead of a chart on a separate sheet) this information is already
displayed in the worksheet, so you don’t really need a data sheet. But, for practice’s To Add or Change Titles to
sake, try adding a data sheet. a Chart:
8. Click OK. 1. Select the chart, select
Chart → Chart Options
The Chart Options dialog box closes and the chart is updated to reflect the changes you
from the menu, and click
made. You can remove the data table since you don’t need it.
the Titles tab.
9. Click the Data Table button on the Chart toolbar.
2. Enter or modify the text in
The data table disappears from the chart. Next, see how the chart will look if you add the text boxes that
some gridlines. correspond to the desired
10. Select Chart → Chart Options from the menu, click the Gridlines tab, chart titles.
make sure the Major Gridlines check box for the (Y) Axis and the Major To Add or Remove a Data
Gridlines check box for the (X) Axis are both checked. Table:
11. Click OK. • Click the Data Table
The Chart Options dialog box closes, and the chart reflects the changes you made, as button on the Chart
shown in Figure 3-52. toolbar.
12. Save your changes and exit the Excel program. Or…
1. Select the chart, select
Chart → Chart Options
from the menu, and click
the Data Table tab.
2. Check or uncheck the
appropriate check boxes
to hide or display a data
table.
3. Select one of the
placement options for the
legend.
To Add or Remove Chart
Data Labels:
1. Select the chart, select
Chart → Chart Options
from the menu, and click
the Data Labels tab.
2. Check or uncheck the
appropriate check boxes
to display or hide data
labels.

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214 IC3 Module 2 – Key Applications

Chapter Three Review

Lesson Summary
Selecting a Cell and Entering Labels
• To Select a Cell: Click the cell that you want to make the active cell.
• To Confirm a Cell Entry: Click the Enter button on the Formula bar, or press the <Enter> key, or
press the <Tab> key, or press any of the arrow keys on the keyboard.
• To Cancel a Cell Entry: Click the Cancel button on the Formula bar, or press the <Esc> key.
• To Enter a Label: Select the cell you want to contain the label, type the label (Excel will recognize
it as a label if it begins with a letter. Type an apostrophe (‘) if your label begins with a number).
Confirm the entry.

Selecting a Range of Cells and Entering Values

• To Select a Cell Range: Click the first cell of the range, and then drag the mouse pointer to the
last cell. Or, make sure the active cell is the first cell of the cell range, and then press and hold the
<Shift> key while selecting the last cell in the range. Or, press and hold the <Ctrl> key while you
select non-adjacent cells.
• To Deselect a Cell Range: Click any cell outside of the selected cell range.
• To Enter a Value: Select the cell you want to contain the value, type the value, and confirm the
entry.

Selecting the Entire Worksheet and Entering Dates

• To Select the Entire Worksheet: Click the Select All button. Or, press <Ctrl> + <A>.
• To Enter a Date Value in Excel: Excel treats dates and times as values, so once you enter a date
in one format, such as 4/4/99, you can reformat the date.

Editing, Clearing, and Replacing Cell Contents

• To Clear a Cell’s Contents: Select the cell and press the <Delete> key.
• To Replace a Cell’s Contents: Select the cell that contains the label or value you want to replace,
enter the new label or value, and press <Enter> when you’re finished.
• To Edit a Cell’s Contents in the Formula Bar: Select the cell, click the Formula bar, edit the
cell’s contents (use the arrow, <Delete>, and <Backspace> keys), and press <Enter> when you’re
finished.
• To Edit a Cell’s Contents within the Cell Itself: Double-click the cell you want to edit, edit the cell
contents, and press <Enter> when you’re finished.

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 Chapter Three: Spreadsheet Functions 215

Cutting, Copying, and Pasting Cells

• To Cut a Cell or Cell Range: Select the cell or cell range and cut it using one of the following
methods:
1) Click the Cut button on the Standard toolbar.
2) Select Edit → Cut from the menu.
3) Press <Ctrl> + <X>.
4) Right-click the cell or cell range and select Cut from the shortcut menu.
• To Copy a Cell or Cell Range: Select the cell or cell range and copy it using one of the following
methods:
1) Click the Copy button on the Standard toolbar.
2) Select Edit → Copy from the menu.
3) Press <Ctrl> + <C>.
4) Right-click the cell or cell range and select Copy from the shortcut menu.
• To Paste a Cut or Copied Cell or Cell Range: Select the cell where you want to paste the cut or
copied cells and use one of the following methods to paste it:
1) Click the Paste button on the Standard toolbar.
2) Select Edit → Paste from the menu.
3) Press <Ctrl> + <V>
4) Right-click the cell and select Paste from the shortcut menu.

Selecting, Inserting, and Deleting Cells, Rows, and Columns

• To Select a Cell: Click the desired cell to make it active.
• To Select a Column: Click the column heading to make it active.
• To Select a Row: Click the row heading to make it active.
• To Insert a Row or Column: Select the row or column headings where you to insert the column or
row, right-click the selected row or column heading(s) and select Insert from the shortcut menu. Or
select the row or column headings where you want the row or column to be inserted, and select
Insert → Columns or Rows from the menu.
• To Delete a Row or Column: Select the row or column heading(s) you want to delete and either
right-click the selected row or column heading(s) and select Delete from the shortcut menu or
select Edit → Delete from the menu.
• To Delete a Cell Range: Select the cell range you want to delete, either right-click the selection
and select Delete from the shortcut menu, or select Edit → Delete from the menu, and then
specify how you want adjacent cells shifted.

Modify Column Widths and Row Heights

• To Adjust the Width of a Column: There are three methods:
1.) Drag the column header’s right border to the left or right.
2.) Right-click the column header(s), select Column Width from the shortcut menu and enter the
column width.
3.) Select the column header(s), select Format → Column → Width from menu and enter the
column width.

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216 IC3 Module 2 – Key Applications

• To Adjust the Height of a Row: There are three methods:

1.) Drag the row header’s bottom border up or down.
2.) Right-click the row header(s), select Row Height from the shortcut menu and enter the row
height.
3.) Select the row header(s), select Format → Row → Height from menu and enter the row
height.
• To Automatically Adjust the Width of a Column or Row (AutoFit): Double-click the right border
of the column, or click the column heading to select the column and select Format → Column →
AutoFit from the menu.

Inserting and Deleting Worksheets

• To Add a New Worksheet: Select Insert → Worksheet from the menu or right-click on a sheet
tab, select Insert from the shortcut menu, and select Worksheet from the Insert dialog box.
• To Delete a Worksheet: Select Edit → Delete Sheet from the menu or right-click on the sheet
tab and select Delete from the shortcut menu.

Creating a Custom Number Format

• To Create a Custom Number Format: Select the cell or cell range you want to format, select
Format → Cells from the menu and click the Number tab, and select the Custom category. Type
a number format in the Type box using the appropriate format codes.

Changing Cell Alignment and Merging Cells

• To Change Cell Alignment Using the Formatting Toolbar: Select the cell or cell range and click
the appropriate alignment button (Left, Center, Right, or Merge and Center) on the Formatting
toolbar.
• To Change Cell Alignment Using the Format Cells Dialog Box: Select the cell or cell range and
either right-click the selection and select Format Cells from the shortcut menu or select Format →
Cells from the menu. Click the Alignment tab and select the desired alignment option.
• To Merge Cells: Select the cells that you want to merge, select Format → Cells from the menu,
click the Alignment tab, select the Merge cells check box and click OK.

Adding Borders
• To Add Borders Using the Formatting Toolbar: Select the cell or cell range you want to add a
border(s) to and click the Border Style list arrow on the Formatting toolbar and select the border
you want.
• To Add Borders Using the Format Cells Dialog Box: Either right-click the selection and select
Format Cells from the shortcut menu or select Format → Cells from the menu. Click the Border
tab and select the border(s) you want to add.

Applying Colors and Patterns

• To Apply Colors and Patterns Using the Formatting Toolbar: Select the cell or cell range and
click the Fill Color list arrow on the Formatting toolbar and select the color you want.
• To Apply Colors and Patterns Using the Format Cells Dialog Box: Either right-click the
selection and select Format Cells from the shortcut menu, or select Format → Cells from the
menu. Click the Patterns tab and select the color or pattern you want to use.

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Using AutoFormat
• AutoFormat automatically formats your worksheets using one of sixteen 16 preset formatting
schemes.
• Select Format → AutoFormat from the menu and select one of the 16 AutoFormats from the list.

Sorting a List
• To Sort a List by One Field: Move the cell pointer to the column you want to use to sort the list
and click either the Sort Ascending button or Sort Descending button on the Standard toolbar.
• To Sort a List by More than One Field: Make sure the cell pointer is located within the list and
select Data → Sort from the menu. Select the first field you want to sort by from the drop-down list
and specify Ascending or Descending order. Select the second and third fields you want to sort
by (if desired).

Working with Absolute and Relative Cell References

• To Create a Relative Reference in a Formula: Click the cell you want to reference, for example,
click cell B4. Or, Type the address of the cell, for example, type B4.
• To Create an Absolute Reference in a Formula: Press and hold the <F4> key as you click the
cell you want to reference, for example, click cell B4. Or, type the address of the cell with $ (dollar
signs) before every reference heading, for example, type $B$4.

Entering Formulas
• Every formula must start with the equal symbol (=).
• To Enter a Formula: Click the cell where you want to insert the formula, press = (the equals sign),
enter the formula, and press <Enter>.
• To Reference a Cell in a Formula: Type the cell reference, for example B5, or simply click the cell
you want to reference.

Fixing Errors in Your Formulas

• Be able to identify and correct any error values.
• The Auditing toolbar helps track the cause of an error. Display it by selecting Tools → Auditing →
Show Auditing Toolbar.

Calculating Value Totals with AutoSum

• To Use the AutoSum Function to Find the Totals of a Cell Range: Click the cell where you want
to insert the total and click the AutoSum button on the Standard toolbar. Verify the cell range
selected by AutoSum is correct. If it isn’t, select the cell range you want to total. Complete the
formula by pressing <Enter>.

Creating a Chart
• To Create a Chart with the ChartWizard: (1) Select the cell range that contains the data you
want to chart and click the Chart Wizard button on the Standard toolbar or select Insert → Chart
from the menu. (2) Select the chart type and click Next. (3) Verify (or change) the cell range used
in the chart and click Next. (4) Adjust the chart options by clicking the categorized tabs and
selecting any options then click Next. (5) Specify where you want to place the chart (as an
embedded object or on a new sheet) and click Finish.

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218 IC3 Module 2 – Key Applications

Formatting and Editing Objects in a Chart

• To Select a Chart Object: Click the object or click the Chart Objects list arrow on the Chart
toolbar and select the object.
• To Format a Chart Object: Double-click the object or select the object and click the Format
Object button on the Chart toolbar. You can also format a chart object by right-clicking the object
and selecting Format Object from the shortcut menu.

Changing a Chart Type and Working with Pie Charts

• The most common types of charts are column, bar, line, area, pie, and scatter.
• To Change the Chart Type: Click the Chart Type list arrow on the Chart toolbar or select Chart
→ Chart Type from the menu.
• To Chart by Rows or Columns: Click either the By Columns button of the By Rows button on
the Chart toolbar.
• To Drag a Piece from a Pie Chart: Click the chart to select it, click the piece of the chart you
want to move to select it, drag the piece away from the rest of the chart.

Adding Titles, Gridlines, and a Data Table

• To Add or Remove Gridlines from a Chart: Select Chart → Chart Options from the menu, and
click the Gridlines tab. Check or uncheck the appropriate grid line check boxes.
• To Add or Change Titles to a Chart: Select Chart → Chart Options from the menu, and click
the Titles tab. Enter or modify the text in the text boxes that correspond to the desired chart titles.
• To Add or Remove a Data Table: Click the Data Table button on the Chart toolbar.
• To Add or Remove Chart Data Labels: Select Chart → Chart Options from the menu, and click
the Data Labels tab. Check or uncheck the appropriate check boxes to display or the chart hide
data labels.

Quiz
1. Which is the fastest method of replacing the contents of a cell?
A. Press <Delete> to clear the cell’s contents and enter the new contents.
B. Enter the new contents—they will replace the old contents.
C. Click the formula bar to edit the cell contents, press <Backspace> to erase the old
contents, and enter the new contents.
D. Double-click the cell to edit it in-place, press <Backspace> to erase the old contents,
and enter the new contents.

2. Which of the following will NOT cut information?

A. Clicking the Cut button on the Standard toolbar.
B. Pressing <Ctrl> + <C>.
C. Pressing <Ctrl> + <X>.
D. Selecting Edit → Cut from the menu.

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3. You can edit a cell by: (Select all that apply.)

A. Double-clicking the cell to edit it in-place.
B. Selecting Edit → Edit Workbook → Edit Worksheet → Edit Cell from the menu.
C. You can’t—you’re just going to have to retype all that information over again.
D. Clicking the Formula bar.

4. You discover you’ve made minor calculation error in a worksheet. How can
you replace every instance of the word “profit” in your worksheet with the
word “loss”?
A. Select Edit → Replace from the menu, type “profit” in the Find what text box, type
“loss” in the Replace with text box and click Replace All.
B. There isn’t any easy way—you’ll have to go through your worksheet and replace the
words yourself.
C. Click the Find and Replace button on the Standard toolbar, then follow the Find and
Replace Wizard’s on-screen instructions to replace the word.
D. Select Tools → Replace from the menu, type “profit” in the Find what text box, type
“loss” in the Replace with text box and click Replace All.

5. How do you insert a row? (Select all that apply.)

A. Right-click the row heading where you want to insert the new row and select Insert
from the shortcut menu.
B. Select the row heading where you want to insert the new row and select Edit →
Insert Row from the menu.
C. Select the row heading where you want to insert the new row and click the Insert
Row button on the Standard toolbar.
D. Select the row heading where you want to insert the new row and select Insert →
Row from the menu.

6. How do you delete a column? (Select all that apply.)

A. Right-click the column heading you want to delete and select Delete from the
shortcut menu.
B. Select the column heading you want to delete and select Edit → Delete from the
menu.
C. Select the column heading you want to delete and select the Delete Row button on
the Standard toolbar.
D. Select the column heading you want to delete and select Insert → Delete from the
menu.

7. The numbers in your worksheet look like this: 1000. You want them to look
like this: $1,000.00. How can you accomplish this?
A. Click the Currency Style button on the Formatting toolbar.
B. Select Format → Money from the menu.
C. You have to re-type everything and manually add the dollar signs, commas, and
decimals.
D. None of the above.

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220 IC3 Module 2 – Key Applications

8. Which of the following statements is NOT true?

A. Clicking the Center button centers the text or numbers inside the cell.
B. The Merge and Center button merges several cells into a single larger cell and
centers the contents inside the cell.
C. You can change cell alignment by clicking Format → Cells from the menu and
clicking the Alignment tab.
D. Cells can only display one line of text—they can’t wrap text inside the cell.

9. What is the procedure(s) for adding a border above and below a selected
cell range? (Select all that apply.)
A. Select Format → Cells from the menu, click the Borders tab, click the top and
bottom lines in the border preview diagram, and click OK.
B. Type several underscore (_) characters cells above and below the cell range.
C. Click the Border button arrow on the Formatting toolbar, and select the appropriate
border formatting from the list.
D. Click the Underline button on the Formatting toolbar.

10. AutoFormat automatically formats your worksheet using one of sixteen

present formatting styles. (True or False?)

11. You can sort a group of cells in ascending or descending alphabetical

order, but not in ascending or descending numerical order. (True or False?)

12. Relative references always refer to a particular cell address. They don’t
change if they are moved to a new location (True or False?)

13. Which button do you click to add up a series of numbers?

A. The AutoSum button.
B. The Formula button.
C. The Total button.
D. The QuickTotal button.

14. You want to track the progress of the stock market on a daily basis. Which
type of chart should you use?
A. Line chart.
B. Column chart.
C. Row chart.
D. Pie chart.

15. All of the following are methods to edit or format a chart object except…
A. Double-click the object
B. Right-click the object and select Format from the shortcut menu.
C. Select the object from the Chart Object list on the Chart toolbar and click the Format
Object button.
D. Select Chart → Format from the menu, select the object from the Object list and
click Format.

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 Chapter Three: Spreadsheet Functions 221

Homework
1. Open the Homework 3 workbook and save it as “Doodads”.

2. Change the worksheet title in cell A1 to “2000 Manufacturing Summary”.

3. Copy the labels in cell range A4:A7 to the cell range A11:A14.
4. Add a column between columns B and C.
5. Delete row 15.
6. Change cell range B4:C7 to currency formatting.
7. Add a bottom border to cell range A14:E14.
8. Merge cell range A1:E1 into a single cell that spans the worksheet.
9. In cell B15, calculate the sum of cell range B11:B14.
10. Save your work and close the worksheet.

Quiz Answers
1. B. Typing replaces the previous contents of a cell. The other methods also work—they’re
just not nearly as fast.
2. B. <Ctrl> + <C> copies information instead of cutting it.
3. A and D. You can edit the contents of a cell by clicking the formula bar or by double-
clicking the cell.
4. A. Select Edit → Replace from the menu, type “profit” in the Find what text box, type
“loss” in the Replace with text box and click Replace All.
5. A and D. Either of these procedures will insert a new row.
6. A and B. Either of these procedures will delete a column.

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222 IC3 Module 2 – Key Applications

7. A. The currency button on the Formatting toolbar applies the currency number
formatting.
8. D. Cell can display multiple lines of text. Select Format → Cells, click the Alignment tab,
and check the Wrap Text check box.
9. A and C. You can add a border to a select cell range by selecting a border from the Border
button on the Formatting toolbar or by selecting Format → Cells from the menu and
clicking the Borders tab.
10. True. AutoFormat automatically applies one of sixteen formatting styles to your
worksheet.
11. False. You can sort data both in numerical and alphabetical ascending or descending
orders.
12. False. Relative cell references are based on their position from the cell that contains the
formula, and change if the cell that contains the formula is moved.
13. A. Click the AutoSum button.
14. A. Line charts are used to illustrate trends. If you used the other three chart types to track
the stock market, there would be too many data points.
15. A. You change the data source for a chart by selecting Chart → Source Data from the
menu and selecting the new cells.

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 Chapter Four:
Communicating with
Presentation
Software
Chapter Objectives: Prerequisites
• A computer with
• Insert slides and change slide layout
PowerPoint 2000
• Duplicate, move, and delete slides installed.
• An understanding of
• Add, edit, and format text
basic computer
• Work with bulleted and numbered lists functions (how to use
the mouse and the
• Insert, resize, duplicate, move, and delete objects keyboard).
• Apply design formatting and templates • How to start Microsoft
PowerPoint.
• Change slide view • How to use menus,
• Use slide transitions toolbars, and dialog
boxes.
• Create different output elements
• Deliver a presentation on a computer

Welcome to Microsoft PowerPoint 2000! PowerPoint is a desktop presentation program that

turns your ideas into professional, convincing presentations. If you’ve ever used an overhead
projector, flip chart, or even a blackboard, you’re going to love Microsoft PowerPoint.
PowerPoint lets you create slides that include text, graphics, charts, and even digital movies.
Once you have created a presentation, you can display it as an electronic slide show on any
computer. Or you can print your slides so that you can display them as transparencies or
35mm slides.
This chapter will introduce you to the PowerPoint “basics”—what you need to know in order
to communicate effectively with presentation software. You will learn how to use simple
functions specific to creating and editing presentations, create and modify slides in a
presentation, create different types of presentation output, and identify the most effective
ways to use a presentation program to communicate with others.
224 IC3 Module 2 -– Key Applications

Lesson 4-1: Inserting Slides and

Changing Slide Layout
Figure 4-1
The New Slide dialog
box—select the layout you Select the layout you want to
want for your new slide. use for your new slide

Figure 4-2
The title of the selected layout
A blank Bulleted List is displayed here
layout has placeholders
for the slide’s title and text. Figure 4-1
Figure 4-3
The completed slide.
Click to add title Historical Destinations

• Click to add text • Mexico

L IC3
• Middle East
Objective: 2.4.1.2, 2.4.1.3, • Europe
and 2.4.1.5
• Asia
Req. File: Views.ppt

Figure 4-2 Figure 4-3

Slides are the most basic components of a presentation. Without slides, PowerPoint would just
New Slide button sit there and do nothing, like a broken projector. To make it easy to add slides to your
presentation, PowerPoint comes with 24 preset AutoLayouts. AutoLayouts help you choose
Other Ways to Add a
Slide: what you want your slide to look like. There are AutoLayouts with titles, bulleted lists, clip
art, charts, and even video clips. You will probably use Title slides and Bulleted slides the
• Select Insert → New most.
Slide from the menu.
• Press <Ctrl> + <M>. This lesson will walk you through adding a slide to an existing presentation.

1. Start Microsoft PowerPoint.

2. Navigate to your Practice folder and open the Views presentation. Save
the file as Expeditions.
3. Click the New Slide button on the Standard toolbar.
Bulleted List The New Slide dialog box appears, as shown in Figure 4-1. The New Slide dialog box
AutoLayout lets you select from 24 AutoLayouts that determine what you want to appear on the
new slide. We want to add a Bulleted List slide.
4. Click the Bulleted List option.
When you select an AutoLayout, its title appears in the right side of the New Slide
dialog box, which is useful when you’re still learning the ropes in PowerPoint.

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 Chapter Four: Communicating with Presentation Software 225
Placeholders normally
5. Click OK. grow and shrink to
accommodate any text
A new slide appears after the current slide in your presentation. Every slide has areas that you enter.
where you can type called placeholders. These placeholders are hard to miss, since
they’re labeled “Click to add title” or “Click to add text.” Notice there are two
placeholders on this slide: one for the title of the slide and the other for the bulleted list.
To add text to a placeholder, all you have to do is click and type.
6. Click the title placeholder (the placeholder near the top of the slide.)
An insertion point () appears in the placeholder, indicating that you can add text to the
placeholder.
7. Type Historical Destinations.
Now let’s add some text to the bulleted list placeholder.
8. Click the bulleted list placeholder. Type Mexico and press <Enter>.
You can change the
PowerPoint adds another bullet to the list when you press the <Enter> key.
layout of any slide by
9. Type Middle East, press <Enter>, type Europe, press <Enter>, and clicking the Common
type Asia. Tasks button on the
Your completed slide should look like the one in Figure 4-3. Formatting toolbar and
You can also change a slide layout after inserting it. selecting Slide Layout.
10. Click Common Tasks on the Formatting toolbar and select Slide
Layout.
The New Slide dialog box appears again.
11. Select the Table layout and click Apply. Quick Reference
The slide layout changes to the new layout. Let’s undo this layout change.
To Insert a Slide into a
12. Press the Undo button on the Standard toolbar.
Presentation:
There are many types of AutoLayouts you can use to add different types of slides. Table 4-1: 1. Click the New Slide
AutoLayout Symbols describes some of the things you can insert into your slides. button on the Standard
toolbar.
Table 4-1: AutoLayout Symbols Or…
Symbol Placeholder Description Select Insert → New
Title Inserts a title or heading. Slide from the menu.
Or…
Bulleted List Inserts a bulleted list of related points. Press <Ctrl> + <M>.
2. Select the slide layout you
Table Inserts a table from Microsoft Word. want to use and click OK.

Chart Inserts a chart. To Add Text to a Slide:

• Click the appropriate text
Organization Chart Inserts an organizational chart. placeholder and type the
text.
Clip Art Inserts a picture, such as clip art or a graphic file. To Change Slide Layout:
1. Click the Common Tasks
Media Clip Inserts music, sound, or a video clip. button on the Formatting
toolbar.
Object Inserts an OLE object, such as an Excel worksheet. 2. Select the slide layout you
want to use and click
Apply.

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226 IC3 Module 2 -– Key Applications

Lesson 4-2: Duplicating, Moving,

and Deleting Slides in Slide Sorter
View
Figure 4-4
Rearranging the slide
order by dragging and
dropping in Slide Sorter
view.
Figure 4-5
The Slide Sorter view
toolbar.

L IC3 Figure 4-4

Open the Slide Add or change animation effects Create a Common
Objective: 2.4.1.2 and Transition to the slide, such as how text and Hide the summary Tasks
2.4.1.8 dialog box. objects appear and move. selected slide. slide. button
Req. File: Prev. Lesson file

Figure 4-5
Select a slide Preview the Rehearse Show Speaker
transition Slide timings. Notes.
effect. Animation.

When you create a presentation, Normal view and Outline view are the views you’ll use the
most to work on your slides, but both of these views have a serious limitation: They don’t let
you view all the slides in your presentation at the same time. That’s where Slide Sorter view
comes in.
When you put pictures into a photo album, you probably lay all the pictures on the table or
floor so that you can look at all of them and decide in which order they should go. Slide
Sorter view works on the same principle—it allows you to see thumbnails of all the slides in
your presentation so that you can:
• Sort your slides into an order that works best for your presentation.
• Delete slides.
• Hide slides that you don’t want to include in a presentation or show any hidden slides
(more on this in another lesson).
• Add animation and control how the slides appear and disappear (known as slide
transitions—more on this in another lesson).
• Determine how long a slide should be displayed on the screen if you’re creating an
automated, stand-alone show (more on this in another lesson).

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 Chapter Four: Communicating with Presentation Software 227

As you can see, a lot of the power behind Slide Sorter view has to do with delivering your
presentation—and that’s the topic of a later chapter. In this lesson, you’ll learn how to use
Slide Sorter View
Slide Sorter view to rearrange your slides, duplicate an entire slide, and delete a slide. button
1. Click the Slide Sorter View button on the horizontal scroll bar. Other Ways to Switch to
Slide Sorter View:
PowerPoint displays the presentation in Slide Sorter view, as shown in Figure 4-4. To
move a slide, click and drag it to a new location. Move to the next step to give it a try. • Select View → Slide
Sorter from the menu.
2. Click Slide 4 (the “Prices” slide), hold down the mouse button, drag the
slide immediately after Slide 2 (the “Historical Destinations” slide), and
then release the mouse button.
You’ve just changed the order of your presentation, so that the “Prices” slide will Other Ways to Duplicate
appear as the third slide in the presentation instead of the fourth slide, as shown in a Slide:
Figure 4-4. • Select the slide you
want to duplicate and
Since Slide Sorter view lets you view all the slides in your presentation at once, there press <Ctrl> + <D>.
are several other slide-related chores that are easier to perform here than in Outline
• Copy and paste the
view or Normal view, such as duplicating a slide. Duplicating a slide copies everything slide using standard
on the slide—text, formatting, you name it. Duplicating is useful when you need to copy and paste
churn out several slides that have the same title, images, and formatting on them. procedures.
3. Select Slide 1 (the title slide) and select Edit → Duplicate from the
menu.
PowerPoint creates an exact duplicate of the selected title slide. In case you’re Quick Reference
wondering, duplicating a slide is really a one-step process for selecting, copying, and
pasting a slide. To Switch to Slide Sorter
We don’t really need the duplicated slide in our presentation, so this is a good place to View:
learn how to delete a slide in Slide Sorter view. • Click the Slide Sorter
4. Select the duplicate title slide and press the <Delete> key. View button on the
Wow! That was easy! You can delete slides in Normal view and Outline view as well, horizontal scroll bar.
but there you have to use a more cumbersome command: Select Edit → Delete Slide Or…
from the menu. • Select View → Slide
Let’s delete another slide while we’re at it: Sorter from the menu.
5. Select the Asia slide and press the <Delete> key. To Move a Slide (in Slide
Sorter View):
Deleting slides in Slide Sorter view is easy—almost too easy. If you accidentally delete a slide
you didn’t really want to delete, you can always undo your action with the trusty Undo 1. Click the slide that you
command: by clicking the Undo button on the Standard toolbar or by pressing <Ctrl> + <Z>. want to move. To select
and move multiple slides,
hold down the <Shift>
key as you click each
slide you want to select.
2. Drag the slide(s) in Slide
Sorter View and release
the mouse button.
To Delete a Slide (in Slide
Sorter View):
• Click the slide and press
the <Delete> key.
To Duplicate a Slide (in
Slide Sorter View):
• Click the slide and press
<Ctrl> + <D>.

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228 IC3 Module 2 -– Key Applications

Lesson 4-3: Adding Text in

Outline View
Figure 4-6
A presentation in Outline Promote
view.
Demote
Figure 4-7 Move Up
The Outlining toolbar. Move Down

Collapse
Expand

Collapse All

Expand All
Summary
L IC3 Slide
Show/Hide
Objective: 2.4.1.3 Formatting
Req. File: Text.ppt Figure 4-6
Figure 4-7

You’ve probably already noticed that most of the slides in PowerPoint contain nothing more
than headings and bulleted lists. This might seem simple—perhaps a bit boring—but it’s an
extremely effective method for getting your point across. Since most presentations are highly
structured, containing many points and subpoints, it makes sense to work with them as
outlines—and that’s the purpose of PowerPoint’s Outline view.
Outline view displays the title and text of each slide. Other distracting objects, such as
pictures and charts, don’t even appear in Outline view, so you can concentrate on the content
of your presentation. This lesson will introduce you to Outline view.
Here are a few more notes about Outline view before we start:
• A numbered heading represents each slide in the outline. Notice that each slide also has a
symbol next to it, indicating that it’s a slide.
• Each slide’s body text appears as an indented heading under the slide’s main title
heading.

Outline View 1. Navigate to your Practice folder, open the file named Text, and save it as
button Travel Agency.
If you do not know where your practice files are located, ask your instructor for
assistance.
2. Click the Outline View button on the horizontal scroll bar.
The presentation appears in Outline view. Now you can easily view the content of the
entire presentation.

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 Chapter Four: Communicating with Presentation Software 229

3. Press <Ctrl> + <End> to move to the very end of the presentation. Other Ways to Demote a
Here’s where we want to add another slide. Paragraph:
4. Press <Ctrl> + <Enter> to add a new slide to the presentation. • Click the Demote
button on the
A brand new slide appears on the page—notice its slide icon. By default, any new Formatting or Outlining
slides you add in Outline view after the title slide will be Bulleted List slides. toolbar.
5. Type Target Market.
• Click the point you want
This will be the title of your new slide. to demote and drag the
6. Press <Enter>. mouse to the right.
Whenever you press the <Enter> key in Outline view, it adds a new line just like the
one before it. Because the preceding line is a slide, pressing <Enter> adds a new slide.
Since we don’t want to add a new slide, we can demote the current line to a bullet by
pressing the <Tab> key. Other Ways to Promote
7. Press <Tab>. a Paragraph:
You’ve just demoted the current line and moved it down one level in the outline. The • Click the Promote
current paragraph now appears as a subpoint under the “Target Market” heading. You button on the
demote paragraphs by selecting them and pressing the <Tab> key, or if you’re a toolbar Formatting or Outlining
fanatic, you can also click the Demote button on the Formatting or Outlining toolbar. toolbar.
Let’s add some subpoints to the “Target Market” slide. • Click the point you want
8. Type College Students. to promote and drag the
mouse to the left.
This will be the first bulleted item on the slide.
9. Press <Enter>.
PowerPoint adds another subpoint paragraph. Quick Reference
10. Type Retirees and press <Enter>.
To Switch to Outline View:
We want to add several subpoints under the “Retirees” point.
• Click the Outline View
11. Press <Tab> to demote the new paragraph, type Archeologists press button on the horizontal
<Enter> and type Professors. scroll bar.
To promote a paragraph means to move it up one level in the outline. You promote
To Demote a Paragraph:
paragraphs by selecting them and pressing the <Shift> + <Tab> keys or by clicking the
Promote button on the Formatting or Outlining toolbar. • Select the paragraph(s)
12. Press <Enter> to add a new paragraph and press <Shift> + <Tab> twice
and press the <Tab> key
or click the Demote
to promote the paragraph to the first level of the outline, making it a title
button on the Formatting
for a new slide. or Outlining toolbar.
Let’s finish this lesson by adding the text for the new slide.
To Promote a Paragraph:
13. Type Prices, press <Enter> to add a new paragraph, press <Tab> to
demote the paragraph, and type To Be Determined. • Select the paragraph(s)
and press <Shift> +
Because Outline view focuses on the content of a presentation rather than on appearance or <Tab> or click
layout, new slides added in Outline view are always the basic Bulleted List layout. You can the Promote button on
always change the layout of a slide by clicking the Common Tasks menu on the Formatting the Formatting or
toolbar and selecting Slide Layout. Outlining toolbar.
To Add a New Slide in
Outline View:
• Press <Ctrl> + <Enter>
or promote a selected
paragraph to the highest
level on the outline.

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230 IC3 Module 2 -– Key Applications

Lesson 4-4: Editing Text

Figure 4-8
Use the keyboard or the
mouse to move the
insertion point within a
presentation.

Move the insertion Or use the mouse

L IC3 point with the arrow to click where you
keys on your want to place the
Objective: 2.4.1.3 computer’s insertion point with
Req. File: Prev. Lesson File keyboard. the pointer.
Figure 4-8

After typing a presentation, you will usually discover that you need to make some changes to
your text—perhaps you want to rephrase or even delete a sentence. Or maybe you inherited
your boss’s feeble attempt at creating a PowerPoint presentation and have to make a lot of
changes. Editing a presentation by inserting and deleting text is very simple. You can make
changes to the text contained in your slides, or to the text within the Notes pane. To insert
text, you move the insertion point (the blinking bar) wherever you want to insert the text. You
move the insertion point by using the arrow keys on the keyboard or by using the mouse to
click where you want to move the insertion point, as shown in Figure 4-8. Once the insertion
point is where you want, just start typing.
There are a couple ways to delete text. One way to delete text is to place the insertion point to
the left of the text you want to delete and press the <Delete> key. Another way to delete text is
to place the insertion point to the right of the text you want to delete and press the
<Backspace> key.
If you have used a word-processing program before, you undoubtedly know how to edit text,
and since this lesson will be kid’s stuff to a pro like you, you’ll probably want to skip it. If
not, this lesson will give you some practice inserting and deleting text.

1. Press <Ctrl> + <Home> to move to the beginning of the presentation.

You jump to the very beginning of the presentation. Notice the insertion point—the
blinking  that appears before the word “Expeditions.” Anything you type appears
wherever the insertion point is located—just move the insertion point, using the mouse
Placing the or keyboard, to where you want to enter some text, and then type the text.
Insertion Point
2. Press the <↓> Down Arrow key.
The insertion point moves down one line and is located at the beginning of the current
line.

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 Chapter Four: Communicating with Presentation Software 231

3. Press and hold the <→> Right Arrow key to move until the insertion
point is located immediately after the word Education.

4. Type al.
The text is inserted at the insertion point, so the word “Education” becomes
“Educational.” You’ve just learned how to edit text in a slide—pretty easy, huh?
The <Delete> key
5. Move the insertion point to the very beginning of the Latin and South
deletes one space to
America line.
the right of the
Here you need to delete some text—the word “Latin.” insertion point.
6. Press the <Delete> key several times, until the word Latin is deleted.
The Delete key deletes one space to the right of (or after) the insertion point.
7. Type Central.
You’ve just deleted the word “Latin” and inserted the word “Central” to take its place.
You can also use the mouse to move the insertion point instead of the arrow keys.
Simply move the pointer to where you want to place the insertion point with the
mouse and click.
The <Backspace> key
8. Click immediately after the word Israel in the fifth line of the presentation deletes one space to
with the pointer. the left of the
The insertion point appears immediately after the word “Israel”—right where you insertion point.
clicked the mouse button.
You can also use the Backspace key to delete text. Like the Delete key, the Backspace
key also deletes text but in a slightly different way. The Backspace key deletes text
before, or to the left of, the insertion point, while the Delete key deletes text after, or to
the right of, the insertion point. Quick Reference
9. Press the <Backspace> key.
To Move the Insertion
The Backspace key deletes text before, or to the left of, the insertion point Point:
10. Press and hold the <Backspace> key until you have deleted the rest of
the word Israel. Don’t delete too far—we still need an empty line here! • Use the arrow keys.
Great! You’ve learned how to delete text using the Backspace key. Or…
11. Type Middle East. • Click where you want to
place the insertion point
Now that you’ve revised the presentation you need to save your changes.
with the pointer.
12. Save your changes and close the presentation.
To Edit Text:
• Move the insertion point
to where you want to
insert the text, and then
type the text you want to
insert.
To Delete Text:
• The <Backspace> key
deletes text behind, or to
the left of, the insertion
point.
• The <Delete> key deletes
text in front, or to the
right, of the insertion
point.

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232 IC3 Module 2 -– Key Applications

Lesson 4-5: Formatting Text

Promote
Figure 4-9 Font Size Increase Animation
Numbering Effects
Font list list Bold Underline Center Font Size
The Formatting toolbar.
Figure 4-10
Changing a font size. Figure 4-9 Font list Font Size Italic Align Align Bullets Decrease Demote Common Tasks
arrow list arrow Left Right Font Size button
Text Shadow

1. Select the text you

want to format.

L IC3
Objective: 2.4.1.3
Req. File: Formatting 2. Click the Font Size list
Practice.ppt arrow ( ) and select the
font size.

Click here to scroll down

the list.

3. The font size of the

selected text is
changed.

Figure 4-10

You can emphasize text in a presentation by making the text darker and heavier (bold),
slanted (italics), larger, or in a different typeface (or font). One of the easiest ways to apply
character formatting is to use the Formatting toolbar. The Formatting toolbar includes buttons
Bold button for applying the most common character and paragraph formatting options.
Other Ways to Bold:
• Select Format → Font 1. Navigate to your Practice folder, open the presentation named
from the menu, select Formatting Practice and save it as History of Mexico.
Bold from the Font 2. If you are not already in Slide view, click the Slide View button.
style box, then click OK.
First, let’s make the title of the presentation “Mexican History” stand out by making it
• Press <Ctrl> + <B>.
bold. Still remember how to select text? Good, because you have to select text to
format it.

Font list

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 Chapter Four: Communicating with Presentation Software 233

3. Select the Mexican History text and click the Bold button on the
Formatting toolbar.
The selected text “Mexican History” appears in boldface (although it may not appear to
change very much, since you’re using such a large font). Hmm… Since applying bold
didn’t really do much for the presentation’s title, you can also try changing the type and
style of the font.
4. Keeping the title selected, click the Font list arrow on the Formatting
toolbar.
Font Size list
A list appears with all the fonts that are available on your computer, listed in
alphabetical order. Since there isn’t enough room to display all the font types at once,
you may have to scroll up or down the list until you find the font type you want.
5. Scroll up the Font list until you see the Arial font, then click the Arial
font.
Italic button
The title is formatted using the Arial font. You can also change the font size, making
text appear larger or smaller. Other Ways to Italicize:
6. Keeping the title selected, click the Font Size list arrow on the • Select Format → Font
Formatting toolbar, then click 60. from the menu, select
Italic from the Font
The selected text “Mexican History” appears in a larger font size (60-point type instead
style box, then click OK.
of the previous 44-point type). Wow! That font formatting really makes the heading
stand out from the rest of the slide, doesn’t it? Font sizes are measured in points (pt.) • Press <Ctrl> + <I>.
that are 1/72 of an inch. The larger the number of points, the larger the font.
Next, let’s change the font formatting for the “North Shore Travel Presents:” heading.
7. Select the text North Shore Travel Presents: and click the Italic button
on the Formatting toolbar.
The selected text appears in italics. Move on to the next step and reduce the size of the
selected text. Quick Reference
8. Keeping the same text selected, click the Font Size list arrow on the To Boldface Text:
Formatting toolbar, then click 36.
• Click the Bold button on
The selected text “North Shore Travel Presents:” appears in a smaller font size. the Formatting toolbar or
9. Save your work by clicking the Save button on the Standard toolbar. press <Ctrl> + <B>.
To Italicize Text:
Table 4-2: Examples of Common Font Types and Sizes • Click the Italic button on
Common Font Types Common Font Sizes the Formatting toolbar or
Arial Arial 8 point press <Ctrl> + <I>.
To Underline Text:
Comic Sans MS Arial 10 point
• Click the Underline
Courier New Arial 12 point button on the Formatting
toolbar or press <Ctrl> +
Times New Roman Arial 14 point <U>.
To Change Font Size:
• Select the pt. size from
the Font Size list on the
Formatting toolbar.
To Change Font Type:
• Select the font type from
the Font list on the
Formatting toolbar.

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234 IC3 Module 2 -– Key Applications

Lesson 4-6: Working with Bulleted

and Numbered Lists
Figure 4-11
Adding bullets to a series
of paragraphs.
Figure 4-12
The Bullets and
Numbering dialog box.
Figure 4-13
Figure 4-11 1. Select the 2. Click the Bullets 3. PowerPoint applies bullets to each of
The Picture Bullet dialog paragraphs that button on the the items.
box. need bullets. Formatting toolbar.

Select the
L IC3 bullet type.
Objective: 2.4.1.3 and
2.4.1.1
Req. File: Prev. Lesson File

Figure 4-12 Select the bullet Click to select a

color. picture for the bullets.
Figure 4-13
Click to select a
character or symbol for
the bullets.

You’ve probably already noticed that most presentations include several bulleted lists—a list
of items accented by a special character known as a bullet. By default, PowerPoint uses a
no-nonsense • character as a bullet, but you can use any character you want as a bullet, such
as , , or even *.
This lesson explains how to add bullets to several paragraphs and how to change the bullet
character.

1. Press the <Page Down> key to move to Slide 4.

This slide contains a series of paragraphs that need bullets. Here’s how to add bullets to
a paragraph or series of paragraphs:
2. Highlight the list beginning with Spaniards and ending with Indians.
Now that you’ve selected the list, you can add bullets to it.
3. Click the Bullets button on the Formatting toolbar.
Bullets button PowerPoint adds a bullet to each of the selected words.

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 Chapter Four: Communicating with Presentation Software 235

The Bullets button is really a toggle switch—clicking it once adds bullets, clicking it
again removes them. Therefore, to remove bullets from a bulleted list, simply select the
list and click the Bullets button. Insert clip button
If you think the bullets PowerPoint uses are rather dull, you can choose a different
bullet character. Here’s how:
4. With the bulleted list still selected, select Format → Bullets and
Numbering from the menu.
The Bullets and Numbering dialog box appears, with the Bulleted tab in front, as
shown in Figure 4-12. Here you can specify which character to use for your bullet, the
color of the bullet, or the size of the bullet compared to the paragraph (if you like any
of the characters displayed in the Bullets and Numbering dialog box).
5. Click the Character button.
The Bullet dialog box displays all the characters in the current font set. Symbol,
Wingdings, and Webdings are three fonts that contain many interesting characters
suitable for bullets.
We don’t want to use any of these for our bullet at this time so…
6. Click Cancel.
PowerPoint 2000 has the ability to use any picture or graphical object as a bullet.
Quick Reference
7. Click the Picture button.
To Add Bullets to Several
In this window, you can see a variety of pictures that you can use as a bullet. Let’s find
Paragraphs:
one appropriate for our slide.
1. Select the paragraphs
8. Scroll down until you find the option (first column, four from the
that need bullets.
bottom). Click the and then select the Insert clip button from the
menu. 2. Click the Bullets
button on the Formatting
The Picture Bullet dialog box closes, and the selected bullet picture replaces the toolbar.
existing ones.
To Add Numbers to
NOTE: The Numbering button works like the Bullets button and is also a toggle Several Paragraphs:
switch. You add numbered bullets in a similar way: Select Format → Bullets
1. Select the paragraphs
and Numbering and then select the Numbered tab. There you can change the
that need numbers.
numbering to lettering, change the size or color of the numbers/letters, or
change the starting number/letter. 2. Click the Numbering
button on the Formatting
NOTE: Make sure not to include too many bulleted points on a single slide—it is toolbar.
always best to keep your presentations simple and to the point.
9. Save your changes and close the History of Mexico presentation.
To Change or Format the
Bullet Symbol:
1. Select Format → Bullets
and Numbering from the
menu.
2. Click Character to use a
symbol as the bullet(s) or
Picture to use a picture
or graphic as the bullet(s).
3. If you select Character,
select the symbol you
want to use and click OK.
If you select Picture,
select the picture you
want to use, click the
picture, and select the
Insert clip button.

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236 IC3 Module 2 -– Key Applications

Lesson 4-7: Inserting and Resizing

an Image
Figure 4-14
Type what you’re
The Microsoft Clip Gallery. looking for here…

Figure 4-15
Inserting clip art from the
…or select the
gallery. category
of clip art you want
Figure 4-16 to use.

The updated slide with a

clip art picture added.
Figure 4-14 Figure 4-15
Select the clip-art
graphic you want
and click Insert
clip.

L IC3
Objective: 2.4.1.3 and
2.4.1.1
Req. File: Pictures.ppt

Figure 4-16

PowerPoint comes with several thousand graphics that you can use to illustrate your ideas and
make your presentations more visually attractive. The PowerPoint clip art is stored and
managed by a program called the Microsoft Clip Gallery (Microsoft never has been very
imaginative when it comes to naming its products). The Clip Gallery program categorizes its
pictures by topic—such as Special Occasions, Business, or Sports & Leisure— and indexes
them by keywords, making it easier to find a clip-art graphic for your specific needs.

1. Navigate to your Practice folder, open the file named Pictures, and save
it as Patriotism.
If you do not know where your practice files are located, ask your instructor for
assistance.
2. Go to Slide 4.
This is the slide to which we want to add a clip-art picture.
Inserting a Clip
Art Graphic 3. Select Insert → Picture → Clip Art from the menu.
The Insert Clip Art window (which displays the Clip Gallery) appears, as shown in
Figure 4-14. (Your Clip Gallery window may look slightly different, depending on how
much clip art is installed on your computer. Microsoft Office 2000 comes with a small
selection of clip art pictures you can use in your slides.)

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 Chapter Four: Communicating with Presentation Software 237

4. Click the Academic category.

The Clip Gallery is updated to display academic-related clip art. Make sure not to
overrun your
NOTE: Don’t be concerned if different clip art pictures appear on your computer from presentations with clip
what is shown in Figure 4-15—your computer is just set up differently. art. A little goes a long
5. Browse through the clip art pictures, and click Keep Looking at the way!
bottom of the screen until you find a picture similar to the one shown in
Figure 4-15.
Now insert the graphic into your slide. Here’s how:
6. Click the graphic you want to insert and select the Insert clip button.
The selected graphic is inserted into the slide.
Insert clip button
NOTE: Depending on how PowerPoint is installed and configured on your computer
system, you may get a “The file is not available…” or similar error message.
This means PowerPoint cannot locate the clip art. If you are in a classroom
environment, ask your instructor for assistance. You may need to insert either
the Office 2000 or PowerPoint 2000 CD-ROM into your computer.
7. Close the Insert ClipArt window.
Yikes! The clip art graphic is huge! Resize clip art just like any other object: by Quick Reference
selecting it and dragging it by its sizing handles or by adjusting the size on the Size tab To Insert a Clip Art
of the Format dialog box. Graphic:
8. Position the pointer over the clip-art picture’s lower-left sizing handle, 1. Select Insert → Picture
until the pointer changes to a , then click and hold the left mouse → Clip Art from the
button and drag the mouse diagonally up and to the right until the menu.
picture is roughly one-fourth of its original size, then release the mouse
2. Type the name of what
button.
you’re looking for in the
The clip art picture is properly sized, but it still needs to be moved to a better location. Search for clips box and
9. Drag the clip art picture up and to the right so that it appears centered press <Enter>.
above the text “U.S. Constitution.” Or…
Compare your slide to Figure 4-16. Click a clip art category.
10. Save your work. 3. Scroll through the clip art
pictures, clicking Keep
You probably noticed there were several other options listed in the Insert → Picture menu.
Looking as needed until
Here’s what they are and what they do:
you find an appropriate
graphic.
Table 4-3: The Insert Picture Menu 4. Click the graphic you
Insert Description want to insert and select
Opens the Clip Gallery, where you can select a clip-art image to the Insert clip button.
Clip Art
insert. To Resize an Object:
Inserts a graphic file created in another program. • Click the object to select
From File it, grab one of its sizing
Inserts a ready-made shape, such as a circle, rectangle, star, handles, and drag and
AutoShapes release the mouse
arrow, etc.
button when the object
Organization Chart Inserts a Microsoft Organization Chart object. reaches the desired size.
• Hold down the <Shift>
WordArt Creates spectacular text effects, such as . key while dragging to
maintain the object’s
From Scanner or Camera Scans an image and inserts it at the insertion point. proportions while resizing
it.
Microsoft Word Table Inserts a Microsoft Word Table.

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238 IC3 Module 2 -– Key Applications

Lesson 4-8: Inserting and Resizing

Pictures
.
Figure 4-17
The Insert Picture dialog Select the graphic file you want to
insert.
box.
Figure 4-18 A preview of the selected picture
appears here.
The updated slide with an
external picture file
inserted.

Figure 4-17

L IC3
Objective: 2.4.1.3 and
2.4.1.1
Req. File: Prev. lesson file
and Philadelphia.jpg

Figure 4-18

If the Microsoft Clip Gallery doesn’t have the graphic you’re looking for, you can insert
graphics created with other programs. There are many other clip-art collections available that
are much larger than the Microsoft Clip Gallery. Additionally, you can use graphics and
pictures created with graphics programs such as Microsoft Paint (which comes with
Windows) or CorelDRAW. In this lesson, you will learn how to insert a picture into a slide.

1. Make sure you’re on Slide 4 and select Insert → Picture → From File
from the menu.
The Insert Picture dialog box appears, as shown in Figure 4-17. Here you need to
specify the name and location of the graphic file to be inserted into your slide.

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 Chapter Four: Communicating with Presentation Software 239

2. Navigate to your Practice folder.

If you do not know where your Practice files are located, ask your instructor for
assistance.
All of the graphic files located in your practice folder appear in the file window.
3. Select the Philadelphia file.
PowerPoint displays a preview of the graphic in the right side panel of the Insert
Picture dialog box.
Inserting a
4. Click the Insert button to insert the Philadelphia picture. Picture from a
PowerPoint inserts the Philadelphia picture into the current slide. First, let’s resize the File
picture.
5. Position the pointer over the Philadelphia picture’s lower-left sizing
handle. The pointer should change to a . Then, click and hold the left
mouse button and drag the mouse diagonally down and to the left until
the picture is roughly the same size as the one shown in Figure 4-18. Make sure to use
graphics ONLY when
Now the picture is the right size, but it still needs to be moved to the proper location.
they illustrate
6. Drag the Philadelphia picture to the right so that it appears centered relevant points in a
below the text “U.S. Constitution.” presentation.
Compare your slide with the one in Figure 4-18.
7. Save your work and close the presentation.
There are several common graphic file formats. Take a look at Table 4-4: Common
Graphic File Formats to learn more about them.

Table 4-4: Common Graphic File Formats

Format File Size Description
BMP Large Also known as a bitmap, this is a generic graphics format used by Quick Reference
Paintbrush and many other programs. To Insert a Graphic
CGM Small Clip-art pictures often come in Computer Graphics Metafile format. Created in Another
Program:
GIF Small Picture file format commonly used on the Internet.
1. Select Insert → Picture
JPG Small Digital photographs are usually saved as JPEG files. Because of their small → From File from the
size, JPEG files are also commonly used on the Internet. menu.
WMF Small Another file format used for clip-art pictures 2. Select the file location
and name and click
TIF Large A file format used by scanners, fax programs, and some drawing programs. Insert.
To Resize an Object:
• Click the object to select
it, grab one of its sizing
handles, and drag and
release the mouse
button when the object
reaches the desired size.
• Hold down the <Shift>
key while dragging to
maintain the object’s
proportions while resizing
it.

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240 IC3 Module 2 -– Key Applications

Lesson 4-9: Creating a Chart

Figure 4-19
Click to add title
A blank Chart slide
Figure 4-20
The Microsoft Graph
program contains sample Double click to add chart
data for an example chart.
Figure 4-21
Enter what you want the
chart to plot in the data Figure 4-19 Figure 4-20
sheet. Enter the headings
for your chart in the
Figure 4-22 first column… …and in the first row.
The chart illustrating the
data you entered.

L IC3
Objective: 2.4.1.3 and Figure 4-21
2.4.1.1
Req. File: None
Figure 4-22

You already know what a chart is—charts illustrate data, relationships, or trends. Like the
idiom “a picture is worth a thousand words,” charts are often much better at presenting
information than hard-to-read numbers in a table. PowerPoint comes with a great built-in
program for creating charts called Microsoft Graph. This lesson introduces charts and
explains how to create a chart slide.
Let’s start with a new presentation.

1. Click the New button on the Standard toolbar.

The New Slide dialog box appears.
Chart layout 2. Click the Chart layout and click OK.
A blank chart slide appears, as shown in Figure 4-19. Let’s add the slide title before we
create the actual chart.
Cell
Cell
Cell
Cell
Column
3. Click the Title placeholder and type Survey Results.
Cell Cell Now let’s create the chart.
Row
4. Double-click the Chart placeholder.
Columns, Rows, The Microsoft Graph program window appears and creates a sample chart from
and Cells make-believe data, as shown in Figure 4-20. To create a chart, you have to replace the
sample data in the data table with your own information. The datasheet is made up of
columns and rows and works like a simple spreadsheet program. There are several
ways that you can enter information and move between the cells in the datasheet:

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 Chapter Four: Communicating with Presentation Software 241

• Use the mouse to click the cell that you want to select or edit with the
pointer.
• Use the arrow keys to move the active cell.
• Press <Enter> to move down.
• Press the <Tab> key to move to the next cell or to the right, or press <Shift> +
<Tab> to move to the previous cell or to the left.
We don’t need column D, so let’s delete it.
5. Click the D column header and then press <Delete>.
The data in the D column vanishes. Now enter data into the cells.
6. Click the first cell in the data table, type Region, and press <Enter>.
Pressing <Enter> confirms the cell entry and moves down one cell.
Finish entering the row labels.
7. Type Western, press <Enter>, type Central, press <Enter>, type
Eastern, press <Enter>, type Kazakhstan, and press <Enter>.
Notice that anything you type replaces the cell’s previous contents.
8. Complete the data table by entering the following information:
Region Business Pleasure Other
Western 10 12 5 Quick Reference
Central 12 15 8
Eastern 7 8 2 To Insert a Chart Slide:
Kazakhstan 0 0 1 1. Click the New Slide
button on the Standard
Remember to use the arrow keys, the <Enter> key, and the <Tab> / <Shift>+<Tab>
toolbar.
keys to confirm your cell entries and move around the data table.
2. Select the Chart layout.
9. Click anywhere outside the Microsoft Graph window when you’re finished
entering the information in the data table. 3. Click OK.
The Microsoft Graph window closes and a chart based on the information you entered 4. Double-click the Chart
in the data table appears in the slide, as shown in Figure 4-22. placeholder to open
Microsoft Graph and
10. Close the presentation without saving any changes. replace the sample
Super! Now you know how to add charts to your slides. Move on to the next lesson to information in the
learn how to apply colors and shadow to the text on your slides. datasheet with your own
information.
To Move Around in the
Datasheet:
• Use the mouse to click
the cell that you want to
select or edit with the
pointer.
• Use the arrow keys to
move the active cell.
• Press <Enter> to move
down.
• Press the <Tab> key to
move to the next cell or to
the right
• Press <Shift> + <Tab> to
move to the previous cell
or to the left.

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242 IC3 Module 2 -– Key Applications

Lesson 4-10: Applying Colors and

Shadow
Figure 4-23
The Font dialog box—see
Table 4-5: Font Formatting
Options for a description
on everything.
Figure 4-24
The re-formatted
presentation.
Figure 4-23

L IC3
Objective: 2.4.1.3
Req. File: History of
Mexico.ppt

Figure 4-24

The Formatting toolbar is great for quickly applying the most common formatting options to
text, but it doesn’t offer every available formatting option. To see and/or use every possible
character formatting option, you need to use the Font dialog box, which can be found by
selecting Format → Font from the menu or by right-clicking text and selecting Font from a
shortcut menu. This lesson looks at how to format characters with the Font dialog box.

1. Navigate to your Practice folder and open the History of Mexico file.
If you don’t know where your practice files are located, ask your instructor for help.
2. Press the <Page Down> key to move to Slide 2.
Whether you format text using toolbars, dialog boxes, or the keyboard, you always
have to select what you want to format first.
3. Select the Olmecs bulleted text item and select Format → Font from the
menu.
The Font window appears, as shown in Figure 4-23. In this window, you can adjust all
of the settings of the selected text, such as its size, font type, style, and color.
4. Scroll up the Font list and select Arial.
This will change the font type, just like selecting it from the Font list in the Formatting
Font Color list toolbar.

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 Chapter Four: Communicating with Presentation Software 243

5. Click the Shadow check box.

This will add a shadow behind your text, which can make it stand out against its
background.
6. Click the Color list arrow.
A list of colors you can apply to the selected text appears.
NOTE: In PowerPoint, the Font Color list initially displays only eight colors. These Font Color list
eight colors are determined by the color scheme that you are currently using.
A color scheme determines the background, text, lines, shadows, and fill
colors in your presentation. Instead of having to choose from more than 16
million colors, you can use a coordinated color scheme, carefully put together
by design professionals. We’ll talk more about color schemes later on in the
chapter.
NOTE: If you’re looking for the Font Color list button on the Formatting toolbar, as is
the case in Microsoft Word and Excel, you’re not going to find it there. The
Font Color list button is located on the Drawing toolbar, usually located at the
bottom of the screen in PowerPoint.
7. Select Follow Accent and Hyperlink Scheme Color (the second to the
last option).
The Colors dialog box closes and we return to the Font dialog box. Just one more font
formatting change to make before we leave…
8. Select 36 from the Size list.
This will change the size of the selected text to 36 point.
9. Click OK and deselect the text to see the changes.
The Font dialog box closes and the formatting options you select are applied to the
selected text.
10. Save your work.
Refer to the table below for a description of options in the Font dialog box.

Table 4-5: Font Formatting Options

Option Description Quick Reference
Font Allows you to change the font from the defaults installed on your computer. To Open the Font Dialog
Box:
Font style Formats the style of the font: Regular (no emphasis), Bold, Italic, and Bold Italic
• Select Format → Font
Size Displays and allows you to increase or decrease the size of the font. from the menu.
Color Displays and allows you to change the font color. To Change a Font’s Color:
Effects Allows you to add special effects to fonts as follows: • Click the Font Color
button list arrow on the
Underline Shadow EEEm
mbbbooossssss
m Drawing toolbar and
Superscript Subscript select the color.

Default for new Makes the current font formatting the default font formatting. (Be very careful To Apply Shadow:
objects about using this option!) • Click the Shadow check
box in the Font dialog
box.

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244 IC3 Module 2 -– Key Applications

Lesson 4-11: Applying a Design

Template
Figure 4-25
The Apply Design
Select a A preview of the
Template dialog box. template design selected
to apply to your template
Figure 4-26 presentation. appears here.
The presentation with the
applied Expedition
template.

Figure 4-25
L IC3
Objective: 2.4.1.3
Req. File: Slides.ppt

Figure 4-26

If you’re halfway through creating a presentation and you suddenly realize that you hate how
your presentation looks, don’t worry—you can apply a new design template to a presentation
at any time.
Other Ways to Apply a
Template Design: 1. Navigate to your Practice folder and open the Slides file.
• Select Format → If you don’t know where your Practice folder is located, ask your instructor for help.
Apply Design 2. Press <Ctrl> + <Home> to move to the title slide in the presentation.
Template from the
You can apply a template design to any slide in a presentation.
menu.
• Double-click the name
3. Click the Common Tasks button on the Formatting toolbar and select
Apply Design Template from the list.
of the template on the
status bar, located at The Apply Design Template dialog box appears as shown in Figure 4-25. Design
the bottom of the templates are stored in the Presentation Designs folder. The Presentation Designs
PowerPoint screen. folder contains blank templates that are designed and formatted but do not contain any
content.
To see what a template looks like, simply select the template. A preview of the selected
template appears in the right side of the Apply Design Template dialog box.

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 Chapter Four: Communicating with Presentation Software 245

4. Take some time to preview the various templates.

Move on to the next step when you’ve seen enough of PowerPoint’s available
templates.
5. Select the Expedition template and click Apply.
The Apply Design Template dialog box closes and the Expedition template’s design is
applied to all the slides in your presentation. When you apply a design template, the
colors of the text and background change to match the new design.
6. Click on the slide and press <Page Down> to page through the slides in
the presentation.
Repeat the process to apply a different design template to the presentation.
7. Close the presentation without saving any changes.

Quick Reference
To Apply a Design
Template to a
Presentation:
1. Select Format → Apply
Design Template from
the menu.
Or…
Double-click the template
name on the status bar at
the bottom of the screen.
2. Select the template you
want to use and click
Apply.

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246 IC3 Module 2 -– Key Applications

Lesson 4-12: Changing Slide View

Figure 4-27
Use the View buttons to
change how your
presentation is displayed.
Here, PowerPoint is
displaying the
presentation in Outline
view.

L IC3
Objective: 2.4.1.4
Req. File: Expeditions.ppt
Figure 4-27 View buttons

Because there are several phases of developing a presentation, PowerPoint provides five
different views: Normal, Outline, Slide, Slide Sorter, and Slide Show. Each view allows you
to work with your presentation differently. In this lesson you’ll be introduced to each of these
five views and learn how to quickly switch between them.

1. Select Window → Expeditions from the menu.

Remember this presentation? This was the file we worked on at the very beginning of
the chapter.
2. Click the Outline View button located above the Drawing toolbar.
PowerPoint displays the presentation in Outline view, as shown in Figure 4-27.
3. Refer to Table 4-6: PowerPoint View Buttons as you switch between each
View buttons of the views and read their descriptions.
Other Ways to Switch Don’t worry if you find the purpose of some of these views a little confusing right
Views: now—they’ll make more sense later on when you actually get a chance to use them.
• Select View from the
NOTE: Normal, Slide Sorter, and Slide Show views are also listed in the View menu.
menu and then select a Notes Page—accessible only through the View menu—displays a smaller
view: Normal, Slide image of a slide and a box you can use to add notes on your slides.
Sorter, Notes Page, and
Now let’s switch back so that the entire slide appears on the screen.
Slide Show.
4. Select View → Normal from the menu.
Normal view is where a lot of your work will probably take place in PowerPoint
because you can work with the slide contents and design at the same time.

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 Chapter Four: Communicating with Presentation Software 247

Views are such an important part of PowerPoint that you should put a bookmark here so that
you can refer to Table 4-6: PowerPoint View Buttons until you have all the views down.

Table 4-6: PowerPoint View Buttons

View Description
Normal View includes panes for your presentation’s outline, the
current slide, and notes for that slide. You will probably spend more
time in Normal view than in any other view.

Normal View

Outline View focuses on the content of your presentation instead of

its appearance. Use Outline view when you want to develop your
presentation and add large amounts of text.

Outline View

Slide View displays the slides one at a time, as they will appear when
they are printed or displayed in a presentation. Use Slide view when
you want to enhance your slide’s appearance. (This view is not
available under the View menu.)

Slide View

Slide Sorter View displays all the slides in your presentation as Quick Reference
thumbnails (itty-bitty pictures). Use Slide Sorter view when you want
to rearrange the slides in your presentation and add transition effects To Switch between
between them. Normal, Outline, Slide
Sorter, and Slide Show
Views:
• Click the view button on
Slide Sorter View
the horizontal scroll bar.
Slide Show View displays your presentation as an electronic slide Or…
show. Use Slide Show View when you want to deliver your • Select View from the
presentation. menu and then select the
desired view.

Slide Show View

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248 IC3 Module 2 -– Key Applications

Lesson 4-13: Changing Background

Color
Figure 4-28
The Background dialog
box.
Figure 4-29
The Gradient tab of the Fill Select the
Effects dialog box. background for your
slide(s).
Figure 4-30
Figure 4-28
Check if you don’t want to keep the
The presentation with a
Master Slide’s graphics.
preset Parchment gradient
background. Figure 4-29

L IC3
Objective: 2.4.1.6
Req. File: Prev. lesson file

Figure 4-30

You can change the background of a slide to produce dramatic and eye-catching effects. You
can even apply a background setting to a single slide, or to multiple slides at a time. This
lesson explains how to do just that.

1. Press <Ctrl> + <Home> to go to the title slide, then select Format →

Background from the menu.
The Background dialog box appears, as shown in Figure 4-28.
2. Click the Background fill list arrow.
Now you have to specify how you want to change the background. Here are your
choices:
• Color palette color: Fills the background with one of the eight colors from
the slides’ current color scheme.
• More Colors: Fills the background with one of the hundreds of rainbow colors
from the Colors dialog box.
Background fill • Fill Effects: Fills the background with more dramatic-looking effects. There
list are four types of fill effects: gradient, texture, pattern, and picture. Table 4-7:
Types of Fill Effects describes each of them.

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 Chapter Four: Communicating with Presentation Software 249

3. Select Fill Effects from the Background fill list.

The Fill Effects dialog box opens.
4. Click the Gradient tab. Click the Preset option in the Colors section.
This indicates that you want to fill the background using a Preset color. PowerPoint
comes with a number of professionally designed background gradients.
5. Click the Preset colors list arrow and select Parchment from the list.
A preview of the Parchment color gradient appears in the sample window at the bottom
right of the dialog box. Compare your Fill Effects dialog box with the one in Figure
4-29.
6. Click OK.
We’re back at the Background dialog box. When you’re changing a slide’s background,
you have to decide whether you want to keep the Master’s graphics and text or not.
Check the “Omit background graphics from master” box if you don’t want to keep the
Master’s graphics.
7. Click the Preview button.
PowerPoint temporarily applies the background to your presentation so you can see
how it will look.
8. Click Apply.
The background is applied to the selected slide.
9. Scroll down to the next slide in the presentation.
Presentations usually look better if all the slides look the same, so reapply the
background to all the slides.
10. Select Format → Background from the menu.
The Background dialog box appears.
11. Click the Background fill list arrow and select Fill Effects from the list.
Quick Reference
Select the effect from the Fill Effects dialog box.
12. Click the Gradient tab and click the Preset option in the Colors section. To Change the Slide
Background:
13. Click the Preset colors list arrow and select Parchment from the list. 1. Select Format →
Click OK. Background from the
Now apply the gradient to all the slides in the Background dialog box. menu.
14. Click Apply to All button in the Background dialog box. 2. Select a color from the
Background fill list.
The dialog box closes and all the slides are formatted with a parchment background.
Or…
The table below describes the other tabs in the Fill Effects dialog box.
Select Fill Effects from
the Background fill list,
Table 4-7: Types of Fill Effects click a tab (Gradient,
Fill Pattern Tab Example Description Texture, Pattern, or
Picture), select the fill
Gradient Fills the background or objects with a gradient that gradually effect you want to use,
changes from one color to another color. and click OK.
3. Click Apply to apply the
Texture Fills the background or objects with a texture. background to the
selected slide.
Pattern Fills the background or objects with a pattern. Click Apply to All to
apply the background to
Picture Fills the background or objects with a graphic or picture file. all the slides in the
presentation.

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250 IC3 Module 2 -– Key Applications

Lesson 4-14: Using Slide

Transitions
Figure 4-31 Common
Open the Slide Add or change animation effects
Transition to the slide, such as how text and Hide the Create a Tasks
The Slide Sorter toolbar. selected slide. summary slide. button
dialog box. objects appear and move.
Figure 4-32
A transition is how
Figure 4-31
PowerPoint gets from one Select a slide Preview the Rehearse Show speaker
slide to the next during an transition slide timings. notes.
online slide show. effect. animation.

Figure 4-33
The Slide Transition dialog
box. Click to display a
preview of the selected
transition and speed it
Select the slide occurs during a slide
transition. show.
Select the speed
L IC3 at which the
slide transition
Objective: 2.4.1.7 occurs. Select a sound you
want to accompany the
Req. File: Transitions.ppt slide transition effect.

Figure 4-33

Figure 4-32

A transition is how PowerPoint advances from one slide to the next during an onscreen slide
show. Normally, PowerPoint transitions from slide to slide by having the new slide instantly
replace the old, just like an older 35mm slide projector. PowerPoint’s slide transition feature
lets you make transitions more interesting by using any of 40 different special effects to move
between slides. For example, you can have one slide slowly dissolve and be replaced by the
next slide.
You set up slide transitions in Slide Sorter view, so let’s start this lesson there.

1. Open the Transitions presentation, and save it as Millennium Tours.

If you do not know where your practice files are located, ask your instructor for
assistance.
2. Switch to Slide Sorter view by clicking the Slide Sorter View button on
the horizontal scroll bar or by selecting View → Slide Sorter from the
menu.
Once you’re in Slide Sorter view, you can add transition effects to your slides. First,
you need to select the slide(s) you want to transition to.

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 Chapter Four: Communicating with Presentation Software 251
Other Ways to Add Slide
3. Click Slide 2 to select it. Transitions:
Let’s add a transition effect to the selected slide. • Select Slide Show →
4. Click the Slide Transition Effects list arrow on the Slide Sorter toolbar Slide Transition from
and select the Checkerboard Across effect. the menu.
A lightning-quick preview of the slide transition appears when you select it from the
list, giving you an idea of what the transition looks like. Notice the small icon that
appears at the bottom of Slide 2, which indicates that the slide has a transition effect.
NOTE: The Slide Sorter toolbar has two list boxes: The first one is for transition
effects (and is the one we’ll be using in this lesson). The second is for adding Quick Reference
animation to the text and objects on the selected slide(s)—more about that list To Add Slide Transitions
in the next lesson. using the Slide Sorter
You can add a transition effect to several slides at once by selecting each slide to which Toolbar:
you want to add the effect. To select several slides, hold down the <Ctrl> or <Shift> 1. Switch to Slide Sorter
key while you click each slide. view.
5. Hold down the <Shift> key as you click Slides 3, 4, 5, and 6. 2. Click the slide where you
You can also set up transition effects for slides using the Slide Transition dialog box. want to add a transition.
We’ll use this method to add transitions to the selected slides. To select multiple slides,
6. Select Slide Show → Slide Transition from the menu. hold down the <Shift>
key as you click each
The Slide Transition dialog box appears. The Slide Transition dialog box gives you slide.
more choices for your slide transition effects. For example, you can select the speed of
the slide transition and add an optional sound effect to occur during the transition. 3. Click the Slide Transition
Effects list arrow on the
7. Click the Effect list arrow and select Box Out from the list. Slide Sorter toolbar and
You can also change the speed of the slide transition, although Fast is almost always select a transition.
the best choice (unless you’re trying to kill time).
To Add Slide Transitions
Next, let’s select a sound to accompany the transition. PowerPoint has 16 common using the Slide Transition
sounds to choose from. Dialog Box:
8. Click the Sound list arrow and select Slide Projector from the list. 1. Switch to Slide Sorter
We’re finished adding a transition effect to the selected slide, so we can close the Slide view and select the
Transition dialog box. slide(s) where you want to
9. Click Apply. add a transition. To select
multiple slides, hold down
The Slide Transition dialog box closes and PowerPoint applies the transition effects to the <Shift> key as you
the selected slides. click each slide.
Let’s see how our presentation looks when it’s delivered onscreen. 2. Open the Slide Transition
10. Click the Slide Show button on the horizontal toolbar. dialog box by clicking
Let’s see how our slide transitions look. the Slide Transition
11. Step through several of the slides in the presentation by clicking the
button on the Slide
Sorter toolbar or by
mouse button. Press <Esc> to exit the onscreen presentation when
selecting Slide Show →
you've seen enough.
Slide Transition from the
12. Save your work and close this presentation. menu.
3. Select a transition from
Transition effects are cool, but try not to use too many different types of effects in the same the effect list.
presentation. They may detract rather than draw attention to your content.
4. (Optional) Select a
transition speed or sound
and the way you want to
advance the slide.
5. Click OK.

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252 IC3 Module 2 -– Key Applications

Lesson 4-15: Adding Notes to

Your Slides
Figure 4-34
Enter notes for each slide
in the Notes pane. Select the slide for
which you want to add
notes.

Notes pane: Enter

speaker notes for the
L IC3 slide here.
Objective: 2.4.1.9
Req. File: Notes.ppt

Figure 4-34

Unless you have a perfect memory, you’re going to need notes to help you remember what to
say about each slide when you deliver a presentation. PowerPoint’s notes are like the cue
cards you use during a speech, reminding you to tell a joke, make eye contact, and mention
any key points you want to make. Notes don’t appear on the slide-show presentation itself, but
they can be printed so that you can use them when you deliver your presentation.

1. Navigate to your Practice folder, open the ShowTime presentation, and

save it as Y2K Tours.
If you do not know where your practice files are located, ask your instructor for help.
2. Click the Outline View button and then select Slide 2.
PowerPoint returns to Outline view. To add speaker notes to a slide, all you have to do
is click the Notes pane as shown in Figure 4-34 and begin typing.

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 Chapter Four: Communicating with Presentation Software 253

3. Click in the Notes pane and type the following paragraph:

North Shore Travel will kick off the new “Expeditions into
the Past” tour packages by offering historical tours to
four exciting international destinations: Mexico, Israel
and Egypt, Western Europe, and Asia.

Each tour will explore the regions’ most important and

interesting historical sites. For example, those who
enroll in the Middle East tour will be visiting Jerusalem,
Cairo, the Egyptian pyramids at Giza, and many famous
sites from Christian, Jewish, and Muslim traditions.

Let’s take a closer look at each of the new “Expeditions

into the Past” tour packages. (I should really try to tell
some witty joke here to keep my audience awake!)
Compare your slide to the one shown in Figure 4-34, and then…
4. Save your work.

Quick Reference
To Add Notes to a Slide:
• Switch to Normal View,
Outline View, or Notes
Page View and begin
typing your notes in the
Notes pane.

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254 IC3 Module 2 -– Key Applications

Lesson 4-16: Page Setup for

Handouts and Transparencies
Figure 4-35
Specify the types of
The Page Setup dialog slides you want to make.
box is where you can Specify the orientation of
If you select a custom your slides (Landscape is
change the size and the default setting).
size, use these boxes to
orientation of your slides, determine the size of your
notes, handouts, and Specify the orientation of
slides.
your notes, handouts, and
outlines. outline (Portrait is the
Enter the starting number
Figure 4-35 default setting).
Figure 4-36 for the first slide to start
numbering your slides
Comparison of Portrait from a number other
and Landscape page than “1.”
orientations.

Portrait
L IC3
Objective: 2.4.1.9
Req. File: Prev. Lesson File

Landscape
Figure 4-36

Most people deliver their PowerPoint presentations on their computer screen or on an

overhead projection unit connected to a computer, so changing the page setup—the height,
width, and orientation of the page—is not nearly as important as in other programs, such as
word-processing and spreadsheet programs. However, if you want to deliver your presentation
on printed paper or transparencies, there are two steps of the process. First, you need to
specify the types of slides you want to make in the Page Setup dialog box. That’s what we’ll
cover in this lesson. Secondly, you need to print the handouts or transparencies. That will be
covered in the following lesson.
This lesson also explains how to change the page orientation. Everything you print uses one
of two different types of paper orientations: Portrait or Landscape. In Portrait orientation, the
paper is taller than it is wide—like a painting of a person’s portrait. In Landscape orientation,
the paper is wider than it is tall—like a painting of a landscape. Landscape orientation is the
default setting for your PowerPoint slides—and it’s the orientation you’ll use 99 percent of
the time for your slides. Portrait orientation is the default orientation for your notes, handouts,
and outline.
Here is how to change the page setup so you can print handouts or transparencies:

1. Select File → Page Setup from the menu.

The Page Setup dialog box appears, as shown in Figure 4-35.

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 Chapter Four: Communicating with Presentation Software 255

2. Click the Slides sized for list.

As you can see in the Slides sized for list, there are several types of slides you can
make:
• On-screen Show (the default setting)
• Letter Paper
• A4 Paper
• 35mm Slides
• Overhead (transparencies)
• Banner
• Custom (use the Width and Height boxes below to specify the size of the page)
For this exercise, we’ll be creating handouts.
3. Click the Slides sized for list arrow and select Letter Paper (8.5 x 11in)
from the list.
Specifying a different slide size will usually be the only change you’ll need to make in
the Page Setup dialog box, but let’s try changing the page orientation. Quick Reference
4. Click the Portrait option in the Slides pane and click OK. To Create Handouts:
Yikes! Everything is all squished together. Go ahead and change the paper orientation 1. Select File → Page
back to landscape. Setup from the menu.
5. Select File → Page Setup from the menu. 2. Click the Slides sized for
The Page Setup dialog box reappears. Now change the paper orientation. list and select the Letter
6. Click the Landscape option in the Slides pane and click OK.
Paper (8.5 x 11 in)
option.
The Page Setup dialog box closes and the slides are returned to the original, landscape
3. Click OK to close the
orientation.
Page Setup dialog box.
Guess what? You’re almost finished! Move on to the next lesson to learn how to
deliver this presentation on a computer. To Create Transparencies:
1. Select File → Page
Setup from the menu.
2. Click the Slides sized for
list and select the
Overhead option.
3. Click OK to close the
Page Setup dialog box.
To Change a Slide’s
Orientation:
1. Select File → Page
Setup from the menu.
2. In the Orientation section,
select either the Portrait
or Landscape option.
To Change the Paper Size:
1. Select File → Page
Setup from the menu.
2. Click the Slides sized for
list to select from a list of
common page sizes.

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256 IC3 Module 2 -– Key Applications

Lesson 4-17: Delivering a

Presentation on a Computer
Figure 4-37
Tours for the New Millennium
In Slide Show view, each
slide fills the entire screen.
Figure 4-38
Egypt China
The Set Up Show dialog
box allows you to change
Germany
basic settings of your
show, including the
Figure 4-38
starting and ending slide Japan Peru
numbers.
Figure 4-37

As you have already learned, you can deliver a PowerPoint presentation in several ways: by
L IC3 giving everyone paper handouts of your presentation, by creating overheads or 35mm slides
Objective: 2.4.1.10 and and then displaying them with an overhead projector, or by running the presentation on a
2.4.1.11 computer. Running a presentation on a computer is the preferred method because it gives you
the most control over the presentation and allows you to use multimedia, animation, and other
Req. File: Prev. Lesson file nifty effects. You can even use a mouse pen to doodle on your slides just like sports
announcers when they illustrate football plays.
First, decide which slide to start the show with.

1. Select Slide Show → Set Up Show from the menu.

The Set Up Show dialog box appears. Here, you can choose the type of show, set the
pen color, and determine what advancement style you like best. Right now, let’s change
the start and end slide numbers.
2. Click the From option in the Slides pane.
Now you can enter the slide number that you would like to start the presentation.
3. Type 2 in the From text box.
Your show will start from slide 2. Next, enter the desired end slide’s number.
4. Type 5 in the To text box and click OK.
The Set Up Show dialog box closes. If you were to start your presentation now, slides
2, 3, 4, and 5 would be the only slides to show. You want to show all of the slides, so
let’s change it back.
5. Select Slide Show → Set Up Show from the menu, click the All option
in the slides pane, and click OK.
Everything is back to normal. The presentation will show in its entirety. Are you ready
to view the presentation?
Click the Slide Show
menu button to display Here’s how…
a list of slide show
commands.

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 Chapter Four: Communicating with Presentation Software 257

6. Start the onscreen slide show by clicking the Slide Show button on the
horizontal scroll bar. Slide Show
The first slide in the presentation fills the entire screen, as shown in Figure 4-37. In button
Slide Show view, you display your presentation as an electronic slide show. Advancing Other Ways to Switch to
through the slides in your presentation is so easy that you probably don’t even need any Slide Show View:
instructions. Simply click the mouse and press the <Enter> key or the <Spacebar> key • Select View → Slide
or any of the other methods listed in Table 4-8: Slide Show Keystrokes. Show from the menu.
7. Advance to the next slide using any of the methods listed in Table 4-8:
Slide Show Keystrokes.

8. Click the Slide Show menu button, located in the lower left corner of
the screen.
A menu of slide show commands appears. You can also right-click anywhere on a slide
during an onscreen slide show to display the same menu.
9. Press <Esc> to close the slide show menu without selecting any
commands. Quick Reference
That’s all there really is to running a slide show on your computer. Go to the next step To Display a Slide Show:
and finish the show.
• Click the Slide Show
10. Use any of the methods shown in Table 4-8: Slide Show Keystrokes to button on the horizontal
advance through the slides one at a time until you’re finished with the scroll bar near the bottom
slide show. of the screen.
That was sure easy, wasn’t it? Should you want to quit a presentation prematurely, Or…
simply press the <Esc> key to exit Slide Show view and return to the previous view. • Select View → Slide
The following table lists the most common shortcuts you can use during a slide show. Show from the menu.
11. Close your presentations without saving your work.
To Advance to the Next
Slide:
Table 4-8: Slide Show Keystrokes
• Click the left-mouse
To do this… …do this. button, or press the
Advance to the next slide Press <Enter>, press <Spacebar>, press <Enter>, <Spacebar>,
<→>, press <↓>, press <Page Down>, or <→>, <↓>, or <Page
click the left-mouse button Down> key.

Go back to the previous slide Press <↑>, <←>, or <Page Up> To Stop a Slide Show:
• Press <Esc>.
Go to slide <number> Enter the slide number and press <Enter>
To Change Start and End
Toggle between the presentation and a black screen Press <B> Slides:
Toggle between the presentation and a white screen Press <W> • Select Slide Show →
Set Up Show from the
Show/hide pointer Press <A> or <=>
menu, enter the desired
Change arrow to an annotation pen Press <Ctrl> + <P> starting slide number into
the From text box, enter
Change annotation pen to an arrow Press <Ctrl> + <A> the desired ending slide
Erase onscreen annotations Press <E> number into the To text
box, and click OK.
End slide show Press <Esc>
To Display a List of Slide
Show Commands:
• Right-click anywhere on
the slide or click the Slide
Show menu button.

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258 IC3 Module 2 -– Key Applications

Chapter Four Review

Lesson Summary
Inserting Slides and Changing Slide Layout
• To Insert a Slide into a Presentation: Click the New Slide button on the Standard toolbar. Or,
select Insert → New Slide from the menu. Or, press <Ctrl> + <M>. Then, select the slide layout
you want to use and click OK.
• To Add Text to a Slide: Click the appropriate text placeholder and type the text.
• To Change Slide Layout: Click the Common Tasks button on the Formatting toolbar, select the
slide layout you want to use, and click Apply.

Duplicating, Moving, and Deleting Slides in Slide Sorter View

• To Switch to Slide Sorter View: Click the Slide Sorter View button on the horizontal scroll bar or
select View → Slide Sorter from the menu.
• To Move a Slide (in Slide Sorter View): Click the slide that you want to move. To select and move
multiple slides, hold down the <Shift> key as you click each slide you want to select. Drag the
slide(s) to a new location and release the mouse button.
• To Delete a Slide (in Slide Sorter View): Click the slide and press the <Delete> key.
• To Duplicate a Slide (in Slide Sorter View): Click the slide and press <Ctrl> + <D>.

Adding Text in Outline View

• To Switch to Outline View: Click the Outline View button on the horizontal scroll bar.
• To Demote a Paragraph: Select the paragraph(s) and press the <Tab> key or click the Demote
button on the Formatting or Outlining toolbar.
• To Promote a Paragraph: Select the paragraph(s) and press <Shift> + <Tab> or click the
Promote button on the Formatting or Outlining toolbar.
• To Add a New Slide in Outline View: Press <Ctrl> + <Enter> or promote a selected paragraph to
the highest level on the outline.

Editing Text
• To Move the Insertion Point: Use the arrow keys, or click where you want to place the insertion
point with the pointer.
• To Insert Text: Move the insertion point to where you want to insert the text, and then type the text
you want to insert.
• To Delete Text: The <Backspace> key deletes text before, or to the left of, the insertion point. The
<Delete> key deletes text after, or to the right of, the insertion point.

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 Chapter Four: Communicating with Presentation Software 259

Formatting Text
• To Boldface Text: Click the Bold button on the Formatting toolbar, or press <Ctrl> + <B>.
• To Italicize Text: Click the Italic button on the Formatting toolbar, or press <Ctrl> + <I>.
• To Underline Text: Click the Underline button on the Formatting toolbar, or press <Ctrl> + <U>.
• To Change Font Size: Select the pt. Size from the Font Size list on the Formatting toolbar.
• To Change Font Type: Select the font type from the Font list on the Formatting toolbar.

Working with Bulleted and Numbered Lists

• To Add Bullets to Several Paragraphs: Select the paragraphs that need bullets and click the
Bullets button on the Formatting toolbar.
• To Add Numbers to Several Paragraphs: Select the paragraphs that need numbers and click the
Numbering button on the Formatting toolbar.
• To Change the Format of the Bullet Symbol: Select Format → Bullets and Numbering from
the menu. Click Character to use a symbol as the bullet(s), or Picture to use a picture or graphic
as bullet(s). If you select Character, select the symbol you want to use and click OK. If you select
Picture, select the picture you want to use, click the picture, and click the Insert clip button.

Inserting and Resizing an Image

• To Insert a Clip Art Graphic: Select Insert → Picture → Clip Art from the menu. Type the name
of what you’re looking for in the Search for clips box (or select a clip art category), and press
<Enter>. Scroll through the clip art pictures, clicking Keep Looking as needed until you find an
appropriate graphic. Click the graphic you want to insert and select Insert clip. Close the Insert
Clip Art window.
• To Resize an Object: Click the object to select it, grab one of its sizing handles, and drag and
release the mouse button when the object reaches the desired size. Hold down the <Shift> key
while dragging to maintain the object’s proportions while resizing it.

Inserting and Resizing Pictures

• To Insert a Graphic Created in Another Program: Select Insert → Picture → From File from
the menu. Select the file location and name and click Insert.
• To Resize an Object: Click the object to select it, grab one of its sizing handles, and drag and
release the mouse button when the object reaches the desired size. Hold down the <Shift> key
while dragging to maintain the object’s proportions while resizing it.

Creating a Chart
• To Insert a Chart Slide: Click the New Slide button on the Standard toolbar, select the Chart
layout, and click OK. Double-click the Chart placeholder to open Microsoft Graph and replace the
sample information in the datasheet with your own information.
• To Move Around in the Datasheet:
- Use the mouse to click the cell that you want to select or edit with the pointer.
- Use the arrow keys to move the active cell.
- Press <Enter> to move down.
- Press the <Tab> key to move to the next cell or to the right.
- Press <Shift> + <Tab> to move to the previous cell or to the left.

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Applying Colors and Shadow

• To Open the Font Dialog Box: Select Format → Font from the menu.
• To Change a Font’s Color: Click the Font Color arrow on the Drawing toolbar and select the
color.
• To Apply Shadow: Check the Shadow checkbox in the Font dialog box.

Applying a Design Template

• To Apply a Design Template to a Presentation: Select Format → Apply Design Template from
the menu, or double-click the template name on the status bar at the bottom of the screen. Select
the template you want to use and click Apply.

Changing Slide View

• To Switch between Normal, Outline, Slide, Slide Sorter, and Slide Show Views: Click the view
button on the horizontal scroll bar for the view you want.
• To Switch between Normal, Slide Sorter, Notes Page, and Slide Show Views: Select View
from the menu bar and select the view from the menu.
• To Change the Zoom Level of a Presentation: Select the zoom level from the Zoom list on the
Standard toolbar. Or, select View → Zoom from the menu, select the zoom level you want, and
click OK.

Changing Background Color

• To Change the Slide Background: Select Format → Background from the menu. Then, select a
color from the Background fill list, or select Fill Effects from the Background fill list, click a tab
(Gradient, Texture, Pattern, or Picture), select the fill effect you want to use, and click OK. Click
Apply to apply the background to the selected slide. Or, click Apply to All to apply the background
to all the slides in the presentation.

Using Slide Transitions

• A transition is how PowerPoint advances from one slide to the next during an onscreen slide show.
You can choose from over 40 different special effects to move between slides.
• To Add Slide Transitions using the Slide Sorter Toolbar: Switch to Slide Sorter view, and click
the slide where you want to add a transition. To select multiple slides, hold down the <Shift> key as
you click each slide. Once you have selected the slide(s), select a transition from the Slide
Transition Effects list on the Slide Sorter toolbar.
• To Add Slide Transitions using the Slide Transition Dialog Box: Switch to Slide Sorter view
and select the slide(s) where you want to add a transition. To select multiple slides hold down the
<Shift> key as you click each slide. Open the Slide Transition dialog box by clicking the Slide
Transition button on the Slide Sorter toolbar or selecting Slide Show → Slide Transition from
the menu. Select a transition from the drop-down list in the Effect area and, if you want, specify a
transition speed or sound and the way you want to advance the slide. Click OK when you’re
finished.

Adding Notes to Your Slides

• To Add Notes to a Slide: Switch to Normal view, Outline view, or Notes view and begin typing in
your notes in the Notes pane.

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Page Setup for Handouts and Transparencies

• To Create Handouts: Select File → Page Setup from the menu. Click the Slides sized for list
and select the Letter Paper (8.5 x 11 in) option. Click OK to close the Page Setup dialog box.
• To Create Transparencies: Select File → Page Setup from the menu. Click the Slides sized for
list and select the Overhead option. Click OK to close the Page Setup dialog box.
• To Change a Slide’s Orientation: Select File → Page Setup from the menu. In the Orientation
section, select either the Portrait or Landscape option.
• To Change the Paper Size: Select File → Page Setup from the menu. Click the Slides sized for
list to select from a list of common page sizes.

Delivering a Presentation on a Computer

• To Display a Slide Show: Click the Slide Show button on the horizontal scroll bar near the
bottom of the screen. Or, Select View → Slide Show from the menu.
• To Advance to the Next Slide: Click the left-mouse button or press the <Enter>, <Spacebar>,
< >, <↓>, or <Page Down> key.
• To Stop a Slide Show: Press <Esc>.
• To Change Start and End Slides: Select Slide Show → Set Up Show from the menu, enter the
desired starting slide number into the From text box, enter the desired ending slide number into the
To text box, and click OK.
• To Display a List of Slide Show Commands: Right-click anywhere on the slide or click the Slide
Show menu button.

Quiz
1. Which view allows you to concentrate on the content of your presentation?
A. Slide view
B. Slide Sorter view
C. Outline view
D. Notes view

2. How can you add a new slide to a presentation? (Select all that apply.)
A. Select Slide → Insert Slide from the menu.
B. Select Insert → New Slide from the menu.
C. Click the New Slide button on the Standard toolbar.
D. Click the Slide View button in the lower left-hand corner of the screen.

3. To switch views of your presentation, which of the following methods can

you use? (Select all that apply.)
A. Select View from the menu and then select the view you want to use.
B. Select File from the menu and then select the view you want to use.
C. Select Edit from the menu and then select the view you want to use.
D. Click any of the View buttons located in the lower left-hand corner of the screen.

4. To change the background of your slides, which of the following methods

should you use?

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262 IC3 Module 2 -– Key Applications

A. Select Format → Slides from the menu.

B. Click the Change Slide Background button located on the Standard toolbar.
C. Select Format → Background from the menu.
D. Right-click the slide and select Colors from the list.

5. How do you apply a design template to a presentation? (Select all that

apply.)
A. Select Format → Apply Design from the menu.
B. Select Insert → Design Template from the menu.
C. Right-click any slide in the presentation and select Design Template from the
shortcut menu.
D. Double-click the name of the template on the status bar, located at the bottom of the
PowerPoint screen.

6. Because animation and transition effects are so awesome, you should try
to include as many of them as possible in your presentations. (True or
False?)

7. Which of the following is the correct procedure for inserting an image into
a PowerPoint presentation?
A. Press <Ctrl> + <Q>.
B. Click the Insert Clip Art button on the Formatting toolbar.
C. Select File → Insert Image from the menu.
D. Select Insert → Picture → Clip Art from the menu.

Homework
1. Open the Homework 4 presentation and save it as “Circus”.

2. Go to Slide 2 and change the cost from $16.50 to $4.00 for both adults and children.
3. Switch to Outline view by clicking the Outline view button on the horizontal scroll
bar, located at the bottom of the screen.
4. Place the insertion point anywhere in the paragraph that contains the text, “June 8,
3:00 to 5:00.” Demote the paragraph by pressing the <Tab> key.

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 Chapter Four: Communicating with Presentation Software 263

5. Switch to Slide view, go to Slide 2, and add a new slide to the presentation by
clicking the New Slide button on the Standard toolbar, selecting the Bulleted List
layout and clicking OK.
6. Copy the slide title from Slide 2 and paste it in the slide title area of the newly added
Slide 3.
7. Delete Slide 3: Click Slide 3 to select it and then press the <Delete> key.
8. Add any star image to slide 2 by selecting Insert → Image → Clip Art from the
menu. The stars can be found in the Shapes category.
9. Resize the image so that it fits neatly in the bottom right-hand corner of slide 2.
10. Save your work and exit Microsoft PowerPoint.

Quiz Answers
1. C. Outline view is the best place for working on a presentation’s content.
2. B and C. Either click the New Slide button on the Standard toolbar or select Insert →
New Slide from the menu to add a new slide to a presentation.
3. A and D. Use the View buttons or the View menu to change the view of your
presentation.
4. C. To change the slide background, select Format → Background from the menu.
5. A and D. Either of these are ways to apply a design template to a presentation.
6. False. It is important to remember that although transition and animation effects are cool,
they can also distract from the content of your presentation.
7. D. To add clip art to your presentation, select Insert → Picture → Clip Art from the menu.

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 Index 265

Index
bullets ....................................................96
" Bullets button ................................ 96, 234
"What's This?" button ............................16
C
A Cancel button....................................... 171
absolute cell references........................198 Cell ranges
Align Right button ...............................189 definition of ..................................... 172
aligning restricting the cell pointer ................ 173
objects with alignment command ......64 selecting........................................... 173
paragraphs........................................102 cell references
table contents ...................................148 absolute............................................ 198
alignment relative ............................................. 198
horizontal.........................................188 cells
Alignment aligning............................................ 188
tab, Format Cells dialog box............188 color, changing ................................ 192
annotations, inserting...........................104 pattern, changing ............................. 192
arrows Cells
drawing ..............................................62 adding borders to ............................. 190
Auditing toolbar...................................202 clearing ............................................ 176
AutoComplete......................................174 copying ............................................ 180
AutoFit.................................................183 cutting.............................................. 180
AutoFit to Contents .............................143 deleting ............................................ 180
AutoFormat..........................................194 editing.............................................. 176
AutoLayouts for slides.........................224 inserting ........................................... 180
AutoSum..............................................204 moving............................................. 180
pasting ............................................. 180
center alignment .................................. 188
B
CGM graphics file format ................... 239
background color .................................248
Change Text Direction button.............. 148
Backspace key ............... 41, 177, 230, 231
characters, formatting ............................52
BMP graphics file format ....................239
Chart Type button ................................ 210
Bold button ....................................52, 232
charts
Border button............................... 118, 150
adding gridlines ............................... 212
Border(s)..............................................190
Area ................................................. 211
borders
Bar ................................................... 211
adding .............................................. 118
column ............................................. 211
removing.......................................... 118
Combination .................................... 211
Bring Forward command.......................66
creating ............................................ 206
Bring to Front command........................66
data tables ........................................ 212
bullet, changing ...................................234
datasheets......................................... 240

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editing ............................................. 208 Crop button ....................................58, 238

fonts ................................................ 208 cropping .........................................58, 238
fonts, formatting.............................. 208 Cut button ................................44, 60, 179
labels ............................................... 240 Cut command.........................................44
Line ..................................................211 cutting
objects in ......................................... 208 objects................................................60
Pie ....................................................211 text .....................................................44
pie charts ......................................... 210 Cutting .................................................179
Scatter ..............................................211
titles................................................. 212 D
types, changing ............................... 210 Data
Charts entering in a worksheet ............172, 204
colors, changing .............................. 209 Data Table button.................................213
ChartWizard........................................ 206 Database
Clearing cell contents.......................... 176 sorting ..............................................196
clip art Dates
adding ............................................... 56 entering ............................................174
Clip Art Gallery .............................56, 236 decimal tab stop ...................................106
clip art, inserting ................................. 236 Decrease Indent button ........................189
Clipboard ............................................ 180 default printer ........................................74
Close button .......................................... 13 Delete key ......................41, 176, 230, 231
closing deleting
documents ......................................... 30 objects................................................60
collaboration text .............................................40, 230
inserting comments ......................... 104 Deleting
collaboration cells, columns, and rows ..................180
accepting changes ........................... 134 worksheets .......................................184
rejecting changes............................. 134 Demote button .....................................229
reviewing changes........................... 134 demoting paragraphs............................229
tracking ........................................... 132 demoting, headings in Outline View......98
color direction of text, changing ...................148
cell background............................... 192 Distribute Columns Evenly button.......143
chart objects .................................... 208 DIV/0! Error ........................................203
slide background ............................. 248 documents
Color adding text to .....................................38
borders ............................................ 190 closing................................................30
Column Width dialog box................... 182 multiple, working with.......................24
columns navigating ..........................................36
adjusting width................................ 142 opening ..............................................30
deleting ........................................... 140 saving.................................................32
inserting .......................................... 140 saving under a different file type .......34
Columns viewing ..............................................26
adjusting width of ........................... 182 double spacing, paragraph .....................90
deleting ........................................... 180 Draw button
inserting .......................................... 180 Align or Distribute command ............64
selecting .......................................... 180 Group command ................................64
Copy button .............................42, 60, 178 Order command .................................66
copying drawing
formatting ....................................... 126 aligning objects..................................64
objects ............................................... 60 arrows ................................................62
text .................................................... 42 cropping .....................................58, 238
Copying............................................... 178 grouping objects.................................64
creating inserting clipart ................................236
new document ................................... 28 inserting pictures........................58, 238

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layering objects..................................66 superscript .........................................54

lines ...................................................62 Table AutoFormat............................ 156
shapes ................................................62 Formatting
Drawing toolbar.....................................62 AutoFormat ..................................... 194
creating a custom number format .... 186
E Formatting toolbar ........................... 22, 52
editing formulas
text .....................................................40 entering............................................ 200
Editing error values ...................................... 202
cells..................................................176 Formulas
editing text ...........................................230 definition of ..................................... 204
endnotes............................................... 116 entering............................................ 204
Enter button .........................................171
errors in formulas.................................202 G
exiting Word ..........................................72 GIF graphics file format ...................... 239
grammar checking ......................... 50, 128
F graphics, inserting ................. 58, 236, 238
F1 key ....................................................14 graphs
files datasheets......................................... 240
printing ..............................................75 labels................................................ 240
Fill Color button ..................................192 grouping
Fill Effects objects................................................64
described..........................................249
gradient ............................................249 H
pattern ..............................................249 headings
picture ..............................................249 demoting............................................98
texture ..............................................249 promoting ..........................................98
finding Height, row.......................................... 182
text .....................................................48 help
font Contents tab.......................................14
size, changing ....................................52 hidden characters, displaying ................26
type, changing....................................52 hiding
Font dialog box....................................242 slides................................................ 253
fonts highlight changes................................. 132
colors ...............................................242
formatting ..........................................52 I
selecting...........................................232 Image Control button..................... 58, 238
shadows ...........................................242 Increase Indent button ......................... 189
size...........................................232, 243 indenting
footnotes .............................................. 116 first line .............................................94
foreign characters, inserting.................100 hanging ..............................................94
Format Painter button ..........................126 insert
formatting slide, new......................................... 224
automatic page numbering............... 112 Insert Clip button...................................57
bullets ................................................96 Insert Table button ............................... 137
chart objects.....................................208 inserting
copying with the Format Painter......126 charts ....................................... 206, 240
fonts ...................................................52 clipart............................................... 236
line spacing........................................90 comments......................................... 104
numbered lists....................................96 footnotes and endnotes .................... 116
paragraph styles ...............................122 graphics ..................................... 58, 238
spacing, between paragraphs .............92 graphs .............................................. 240
subscript.............................................54 picture........................................ 58, 238

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symbols ........................................... 100 NUM! error..........................................203

text .................................................... 41 Numbered List button ............................96
Inserting numbered lists........................................96
worksheets ...................................... 184
insertion point ................................19, 230 O
Italics button ..................................52, 232 objects
copying ..............................................60
J cutting ................................................60
JPG graphics file format ..................... 239 deleting ..............................................60
pasting................................................60
L Office Assistant......................................14
Labels.................................................. 170 changing.............................................16
entering numbers as ........................ 171 Online Layout View...............................26
truncated ......................................... 171 Open button ...........................................30
landscape orientation .......................... 254 opening
Landscape orientation ........................... 68 documents ..........................................30
layering objects ..................................... 66 operators ..............................................200
layouts for slides ................................. 224 Order command .....................................66
leaders, tabs......................................... 108 orientation............................................254
Line button............................................ 62 landscape .........................................254
line spacing ........................................... 90 portrait .............................................254
lines orientation, page ....................................68
drawing ............................................. 62 Outline View..........................................26
Lists creating outlines.................................98
sorting ............................................. 196 working in........................................228
lists, bulleted ....................................... 234 outlines
creating ..............................................98
Outlining toolbar..................................228
M
margins, adjusting ................................. 70
Maximize button ................................... 25 P
Merge and Center button..................... 189 page breaks ..........................................110
merging cells....................................... 146 page formatting
Microsoft Clip Art Gallery.............56, 236 margins, adjusting..............................70
Microsoft Graph.................................. 240 page orientation .................................68
Microsoft Word Page Layout View..................................26
starting .............................................. 12 page numbers .......................................112
modifying page setup
styles ............................................... 124 orientation........................................255
Moving paper size .........................................255
cells ................................................. 178 Page Setup command...........................254
Page Setup dialog box .....................68, 70
paragraphs
N
alignment .........................................102
N/A error............................................. 203
line spacing ........................................90
NAME? Error ..................................... 203
shading, add to .................................120
New Blank Document button................ 28
special indenting ................................94
new document
styles ................................................122
creating ............................................. 28
paragraphs, spacing above and below....92
New Slide button ................................ 224
Paste button........................42, 44, 60, 178
Normal View......................................... 26
Paste command ......................................44
Notes Page View
pasting
adding notes pages .......................... 252
objects................................................60
notes pages.......................................... 252
text ...............................................42, 44
NULL! error........................................ 203
Pasting .................................................178

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 Index 269

patterns reviewing changes ............................... 134

in cells..............................................192 Reviewing toolbars.............................. 134
in chart objects.................................208 revisions
Picture toolbar .........................22, 58, 238 accepting changes............................ 134
pictures, inserting...................58, 236, 238 rejecting changes ............................. 134
Pie charts ...................................See charts reviewing changes ........................... 134
portrait orientation ...............................254 revisions
Portrait orientation.................................68 inserting comments.......................... 104
presentation tracking............................................ 132
deliverying.......................................256 rows
previewing adjusting height ....................... 142, 144
documents..........................................72 deleting ............................................ 140
Print button ............................................72 inserting ........................................... 140
Print command.................................72, 75 Rows
Print Layout View button.....................145 adjusting height of ........................... 182
Print Manager ........................................75 deleting ............................................ 180
Print Preview button ..............................72 inserting ........................................... 180
Print Preview command.........................72 selecting........................................... 180
printers Ruler ......................................................19
default, changing ...............................74
printing S
document ...........................................72 Save button ............................................32
handouts...........................................254 saving
options ...............................................75 documents..........................................32
selecting printers................................75 under a different file type ..................34
transparencies ..................................254 scroll bars ..............................................36
programs Select Browse Object ............................36
printing from......................................75 selecting
Promote button ....................................229 chart objects..................................... 208
promoting paragraphs ..........................229 multiple objects .................................64
promoting, headings in Outline View ....98 text.....................................................88
Selecting
R cell ranges........................................ 172
ranges entire worksheet .............................. 182
charting ............................................206 Send to Back command .........................66
Ranges shading
selecting...........................................176 paragraphs, adding to....................... 120
recording, voice annotations................104 Shading button............................. 120, 152
Records shapes ....................................................62
sorting ..............................................196 shapes, drawing .....................................62
Redo button ...........................................46 Show/Hid button....................................26
Redo command ......................................46 single spacing, paragraph ......................90
REF! error............................................203 slide
references size, changing .................................. 254
absolute............................................198 Slide Layout button ............................. 225
relative .............................................198 Slide Show button ............................... 256
relative cell references .........................198 slide shows
Repeat command ...................................46 deliverying....................................... 256
replacing text ...................................48, 88 Slide Transistion button....................... 251
Restore button........................................25 slides
reviewing adding new ...................................... 224
comments.........................................104 changing order of............................. 226
revisions...........................................132 chart layout ...................................... 240

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copying ........................................... 226 aligning text with .............................106

duplicating ...................................... 226 center align ......................................106
hiding .............................................. 253 clearing ............................................108
moving ............................................ 226 decimal align....................................106
transistioning between .................... 250 default tab stops ...............................106
Sorting information............................. 196 leaders..............................................108
sorting, tables ...................................... 154 left align...........................................106
spacing, between paragraphs................. 92 right align.........................................106
spacing, paragraph ................................ 90 setting...............................................106
speaker notes....................................... 252 templates
spell checking ................................50, 128 applying design from .......................244
splitting cells ....................................... 146 text
Standard toolbar ...............................19, 22 adding color .....................................242
start, Microsoft Word ............................ 12 adding shadow .................................242
Status bar............................................... 19 adding subscript .................................54
Style List button.................................. 122 adding superscript..............................54
styles copying ..............................................42
heading.............................................. 98 cutting ................................................44
modifying........................................ 124 deleting ......................................40, 230
paragraph, creating by example ...... 122 editing ........................................40, 230
subscript................................................ 54 entering ..............................................38
SUM formula ........ 205. See also formulas finding................................................48
superscript............................................. 54 inserting .....................................41, 230
symbols, inserting ............................... 100 pasting..........................................42, 44
replacing ......................................48, 88
T selecting .............................................88
Table AutoFormat command............... 156 Text ............................................See labels
tables thesaurus ..............................................130
adding borders................................. 150 TIF graphics file format.......................239
adding color .................................... 152 Title bar..................................................19
adding patterns................................ 152 toolbars
adding shading ................................ 152 customizing........................................22
adjusting column width................... 142 Drawing .............................................62
adjusting row height.................142, 144 Formatting .........................................52
aligning contents of......................... 148 Formatting toolbar .............................22
cells ................................................. 136 Picture........................................58, 238
changing text direction.................... 148 Picture toolbar....................................22
columns........................................... 136 Reviewing........................................134
creating ........................................... 136 Standard toolbar.................................22
deleting rows and columns.............. 140 Tables and Borders...................119, 138
editing table data ............................. 138 Toolbars
entering data.................................... 136 Outlining toolbar..............................228
inserting rows and columns ............ 140 Trace Error button................................203
merging cells................................... 146 Trace Precedents button.......................203
removing borders ............................ 150 tracking changes ..................................132
rows................................................. 136 transistions, slide
selecting cells, rows, and columns .. 138 described..........................................250
sorting ............................................. 154
splitting cells ................................... 146 U
Table AutoFormat, using................. 156 Underline button ............................52, 232
working with ................................... 138 Undo button ...........................................46
Tables and Borders button................... 139 Undo command......................................46
Tables and Borders toolbar ..........119, 138 ungrouping objects.................................64
tabs

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 Index 271

V W
VALUE! error ......................................203 Width, column ..................................... 182
Values ..........................................170, 172 windows, working with .........................24
entering ............................................172 WMF graphics file format ................... 239
in formulas.......................................204 word count........................................... 130
View buttons..........................................26 Word, Microsoft
views starting...............................................12
Normal view ....................................246 WordPad
Outline view ....................................246 printing ..............................................75
Slide Show.......................................256 Worksheets
Slide Show view ..............................246 deleting ............................................ 184
Slide Sorter view .............................246 inserting ........................................... 184
Slide view ........................................246
switching between ...........................246 Z
Zoom button ..........................................26

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