Microsoft Word

CORRECTING SPELLING ERRORS

When you type text in a document, Word will highlight the word with a red wavy line. You can
compare each word that you type against the then right-click to display the shortcut menu and
installed dictionary. If it doesn’t recognise a word, select how you want to treat that word, such as
it will assume you’ve made a spelling error and ignore or correct it.

Try This Yourself:

Before starting this exercise
Open

you MUST open the file

File

W1363 Spelling &

Grammar_1.docx...

 Examine the first paragraph

Notice several words have
2
coloured underlining...

 Right-click on acident in
the first paragraph to
display the shortcut menu
The menu suggests
alternative words…

 Select accident to correct

the spelling

 Right-click on modeling in
the first paragraph
3

This is the Australian

spelling, so let’s add this
word to the dictionary…

 Select Add to Dictionary

 At the bottom of the page,

right-click on Kostakidis
As the spelling of this name
is correct, we will tell Word 6
to ignore it…

 Click on Ignore All to

ignore all instances of the
word

For Your Reference… Handy to Know…

To fix spelling errors:  Select Add to Dictionary to add that word to
1. Right-click on the word underlined with a red the standard dictionary. This means it will no
wavy line, then: longer be recognised as an error in any
future document that contains that word.
 select the preferred alternative, or
 Select Ignore or Ignore All to ignore the
 select Add to Dictionary, or
current or all occurrences of that word
 select Ignore or Ignore All (respectively) in the current document only.

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 Microsoft Word

INSERTING PAGE NUMBERS

Page numbers are important so readers can choose the location, select the desired page
easily navigate a document. This is especially numbering design from the gallery, and Word will
crucial for larger documents. Word lets you insert insert the page numbers into the header or footer of
page numbers that update sequentially. Simply the document.

Try This Yourself:

Continue using the previous
Same

file with this exercise, or open

File

the file W1309 Page

Layout_7.docx...

 Click on the INSERT tab then

click on Page Number in the
Header & Footer group

 Point to Bottom of Page to

open the gallery, then scroll
down to see the available
options

 Select Thick Line (this option

is about half way down the
gallery)
A page number with a tapered
line above it will be added to
the Footer. In our case, the
number 1 has appeared
because page 1 was visible…

 On the HEADER & FOOTER

TOOLS: DESIGN tab, click on
Close Header and Footer in
the Close group to close the
footer region of the page

 Scroll through the remainder of

the document to see the page
2

numbers at the bottom of

pages 2 and 3
The page numbers will appear
dimmed because information in
the footer (and header) regions
cannot be changed at the
same time as information in the
body of the document
4

For Your Reference… Handy to Know…

To insert page numbers:  If you want to insert page numbers into a
1. Click on the INSERT tab large document, consider using one of the
2. Click on Page Number in the Header & Page X of Y page number formats that are
Footer group available in the gallery. For example, Bold
Numbers 1.
3. Point to an option, then select the desired
page number format  Page numbers located in the margins are
4. Close the footer/header associated with the headers.

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 Microsoft Word

UPDATING PAGE NUMBERS

The real beauty of inserting an automatic table of change. Where you are making frequent changes
contents in Word is that entries in a table of to a document that contains a table of contents, it is
contents can be updated at the click of a mouse, recommended that you update any changes to the
should headings and page numbers, for example, table of contents before closing the document.

1
Try This Yourself:
Continue using the previous
Same

file with this exercise, or

File

open the file W1352 Table

Of Contents_3.docx...

 Click immediately before

the heading Amphibians
on page 4
Let’s insert a page break
that will change the current 2
pagination...

 Press
page break
+ to insert a

The heading Amphibians

will now appear at the top of
page 5. Let’s update the
TOC...

 Press + to move
to the beginning of the
document then scroll down
to page 2 to view the table 4
of contents

 Click in the table of

contents so that the content
frame is visible, then click
on Update Table to display
the Update Table of
Contents dialog box

 Ensure that Update page

numbers only is selected,
then click on [OK]
Amphibians will now be
listed on page 5 in the table
of contents

For Your Reference… Handy to Know…

To update page numbers:  As well as appearing in the table of contents
1. Click in the table of contents frame, Update Table is available in the
Table of Contents group on the
2. Click on Update page numbers only then
REFERENCES tab.
click on [OK]
 You can also press to display the Update
Table of Contents dialog box.

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 Microsoft Word

FORMATTING PAGE NUMBERS

When you add page numbers to your document, such as Roman numerals (i, ii, iii) or alphabetical
they are added by default as Arabic numerals characters (a, b, c). You can also precede the page
(1, 2, 3). However, you can format the page number with chapter or section numbers if you are
numbers using a different numbering system producing a large document such as a manual.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
W1309 Page
Layout_8.docx...

 Ensure the INSERT tab

is active

 Click on Page Number

in the Header & Footer
group and select 2 3
Format Page Numbers
to open the Page
Number Format dialog
box

 Click on the drop arrow

for Number format and
select -1-, -2-, -3-,...

 Click on [OK] to change

the page number format,
then scroll down to the
bottom of the page to
see the change
4

For Your Reference… Handy to Know…

To format page numbers:  You can change the font and size of the
1. Click on the INSERT tab, then click on Page page numbers if necessary. To do this,
Number in the Header & Footer group double-click on the page number to open the
header or footer, select the page number,
2. Select Format Page Numbers
hover over it, and change the settings as
3. Alter the desired settings desired using the tools in the mini toolbar
4. Click on [OK] that appears above the page number.

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 Microsoft Word

REMOVING PAGE NUMBERS

Once you have inserted page numbers into your simply not want numbering in your document.
document, you may decide you no longer want Whatever the case, it just takes three clicks and
them. You may feel your document is short and they’re gone.
readers will not get lost reading it or you may

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
W1309 Page
Layout_9.docx...

 Ensure the INSERT tab is

active

 Click on Page Number in

the Header & Footer 1
group and select Remove
Page Numbers to
remove the page numbers

 Scroll through the

document to ensure that
all page numbers have
been removed

For Your Reference… Handy to Know…

To remove page numbers:  The Remove Page Numbers command will
1. Click on the INSERT tab not remove page numbers that were inserted
in a document using the Current Position
2. Click on Page Number in the Header &
option in the Page Number gallery. To
Footer group
delete these page numbers, you must select
3. Select Remove Page Numbers them and press .

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 Microsoft Word

UPDATING PAGE NUMBERS ONLY

The great thing about a table of contents in Word, headings and page numbers) might be time-
is that you are able to update it to reflect any consuming as all the details are refreshed. So, if
changes that you make within the document. In a only the pagination has changed, you have the
large document, updating the entire table (i.e. option to update the page numbers only.

2
Try This Yourself:
Continue using the previous file
Same

with this exercise, or open the file

File

W752 Table Of
Contents_3.docx...

 If the insertion point is not

currently positioned at the start of
the heading Amphibians (on
page 4) then navigate to and
click in front of the heading
We will now change pagination
by inserting a page break...

 Press
break
+ to insert a page
5

The heading Amphibians should

now appear at the top of page 5.
Let’s update the TOC...

 Press + to display page

1 then scroll down to display the
table of contents 6

 Click on the table of contents to

select it
The content frame is now
visible...

 Click on Update Table at the

top of the frame to display the
Update Table of Contents
dialog box

 Click on Update page numbers

only then click on [OK]
Amphibians are now listed on
page 5

For Your Reference… Handy to Know…

To update page numbers only:  As well as appearing in the table of contents
1. Click on the table of contents frame, Update Table is available in the
2. Click on the References tab on the ribbon Table of Contents group on the References
tab on the ribbon.
3. Click on Update Table
 You can also press to display the Update
4. Click on Update page numbers only then Table of Contents dialog box.
click on [OK]

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 Microsoft Word

PAGE ZOOMING
In Word it is possible to zoom a document, that text, images, tables etc. When you zoom out, you
is, you can make a document larger or smaller on reduce the size of the page, thereby enabling you
the screen. When you zoom in on a page, you to see more of the document on the screen, but not
increase the size of the contents of the page – as detailed.

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the
file W1304 Working
With A 2
Document_1.docx...

 Ensure you are at the

top of the document,
then click on the VIEW
tab

 Click on Zoom in the

Zoom group to display
the Zoom dialog box

 Click on 200% in Zoom

to then click on [OK]
The document will be
magnified to 200%... 3

 Click on Zoom in the

Zoom group to display
the Zoom dialog box
again

 Click on Page Width in

Zoom to then click on 5
[OK]
Now the document is
sized so that each page
is as wide as the
screen...

 Repeat steps 2 and 3 to

change the zoom to
100%

For Your Reference… Handy to Know…

To zoom in and out of a page:  To quickly zoom, you can use the Zoom
1. Click on the VIEW tab options in the bottom right corner of the
taskbar at the bottom of the screen. Either
2. Click on Zoom in the Zoom group
drag the Zoom slider or click on Zoom Out
3. Click on the scale required or Zoom In to adjust the scale. Alternatively,
4. Click on [OK] click on the current Zoom level to display the
Zoom dialog box.

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 Microsoft Word

SHOWING PARAGRAPH MARKS

Word documents contain special marks, or instructing Word to begin a new paragraph. Word
symbols, which define the different keyboard indicates this action by inserting a paragraph end
buttons used to create that document’s layout. mark. You can choose to display or hide these
For instance, every time you press , you are formatting marks as you work.

Try This Yourself:

Continue using the previous
Same File

file with this exercise, or

open the file W1304
Working With A
Document_1.docx...

 Click on the HOME tab

When paragraph marks are
not being shown, the
Show/Hide tool is not
highlighted...

 Click on Show/Hide in the

Paragraph group to display 2
the formatting symbols
Notice the end of each
paragraph is indicated by a
symbol, whereas the spaces
in the document (inserted
when you press ) are
indicated by a dot...

 Click on Show/Hide in the

Paragraph group again to
hide the paragraph marks
You can also use a
keyboard shortcut to display
and hide paragraph marks...

 Press + + to
display the paragraph marks
3
Note this only works if you
use the on the 8 key and
not the numeric keyboard…

 Repeat step 4 to hide the

marks again

For Your Reference… Handy to Know…

To show paragraph marks:  You can choose to always display paragraph
1. Click on the HOME tab marks on your screen. To do this, click on
the FILE tab to display the Backstage and
2. Click on Show/Hide in the Paragraph group
click on Options. Select Display, then tick
Paragraph marks under Always show
these formatting marks on the screen.

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 Microsoft Word

UNDERSTANDING CUTTING AND COPYING

Cutting and copying are fundamental skills that to achieve fast and accurate results. Cutting and
you will benefit greatly from when using Microsoft copying present a fast and effective means for
Word. As an integral part of creating and editing moving and copying information rather than
documents, you will constantly call on these skills tackling it manually.

The Concept
Conceptually, you can think of the cutting process in terms of literally using a pair of scissors on a piece
of paper or a book. Anyone with toddlers will no doubt picture the cutting process with clarity. With
copying you need to consider using a photocopier and photocopying pages of a book.
Cutting information removes that content from its current location and temporarily stores it in a part of the
computer’s memory called (appropriately) the Clipboard. When cut, the information will disappear from
the screen, so try not to be too alarmed. When you navigate to the location where you want the
information to be moved to, you simply paste it in – as you would with glue or sticky tape. Once on the
clipboard, information can be pasted repeatedly until, for instance, you cut or copy different information or
close the application.
Copying information makes a replica of the selected information and places it on the clipboard, so that
the original content does not disappear. To check that a copy has in fact been made, as there is no real
clear indication, you can view the contents of the Clipboard.
Once activated, the Office Clipboard enables you to cut or copy 24 individual items and store them
temporarily. In this way, you can pick and choose which item to paste into various locations.

Source Clipboard Destination

The block of text in the

Clipboard can be pasted
into another location within
the same document or
even into a different
document.

Select the text you want to

cut or copy. Depending on
what action you take, this
text is either moved to or
replicated in the Clipboard;
an area of the computer’s
memory.

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 Microsoft Word

CUTTING AND PASTING

The cut and paste feature is aptly named as it from the document and placed into a temporary
looks and behaves like a computerised version of holding area known as the Clipboard. Data from
cutting with scissors and pasting with glue. When the clipboard can be pasted back into the same
an item is cut from a document, it is removed document or a totally different one.

Try This Yourself:

Before starting this exercise
Open

you MUST open the file

File

W1306 Cutting And

Copying_1.docx...
2

 Press + to move
the insertion point to the
end of the document

 Triple-click on the final

paragraph to select it

 Click on the HOME tab then

click on Cut in the
Clipboard group 3
The text will be removed
from the page and placed
into the Clipboard. As the
Clipboard is hidden by
default, the text will simply
disappear...

 Press + to move
the insertion point to the 5
start of the document

 Click at the beginning of the

first paragraph to reposition
the insertion point

 Ensure the HOME tab is

active, then click on the top
half of Paste in the
Clipboard group 6

The cut text has now been

successfully moved to the
beginning of the document

For Your Reference… Handy to Know…

To cut and paste text:  You can use the keyboard shortcut +
1. Select the text, then click on the HOME tab to cut text (this shortcut is easily
and click on Cut in the Clipboard group remembered if you liken the letter X to a pair
2. Position the insertion point then click on the of scissors!) and + to paste text.
top half of Paste in the Clipboard group  You can also cut and paste from one
application to another (e.g. Word to Outlook).

Information Services Page 36 Word Fundamentals