Chapter 4. Adding Text

Change Word's Views

Print Layout view shows margins, headers, and footers. Outline view shows the outline levels in a document. Web Layout view displays a Web page preview of your document. Full Screen Reading Layout view optimizes your document for easier reading. Draft view shows a draft version of your document.

Change Word's Views

As you work with Word, you can choose several ways to view your documents. For example, you can use the Zoom tool to control the magnification of your document. You can also choose from five different layout views: Print Layout, Outline, Web Layout, Full Screen Reading Layout, and Draft.

Change Word's Views

USE THE ZOOM TOOL

  • Change Word's Views
Change Word's Views
Change Word's Views
Change Word's Views

SWITCH LAYOUT VIEWS

  • Change Word's Views
  • Change Word's Views

Word immediately displays the new view.

Change Word's Views
Change Word's Views
Change Word's Views
  • Change Word's Views
Change Word's Views

Note

How do I move through a Word document?

You can use the scroll bars to move up and down a document page, or you can use the keyboard keys. For example, you can press the arrow keys to move up, down, left, and right in the document, or you can press the Page Up and Page Down keys to move up and down in the document.

Change Word's Views

What can I do in the Outline view?

If you create documents built on a structure such as headings, subheadings, and body text, you can use the Outline view to see and make changes to the document structure. When you activate the Outline view, the Outlining toolbar appears. You can use the buttons on the toolbar to change heading styles and levels to modify your document's structure.

Change Word's Views

Type and Edit Text

When you launch Microsoft Word, a blank document appears, ready for youto start typing text. Whether you want to write a letter, a memo, or a report, you can use Word to quickly type and edit text for your project

Type and Edit Text

Type and Edit Text

TYPE TEXT

  • Type and Edit Text
Type and Edit Text
Type and Edit Text
  • Type and Edit Text
Type and Edit Text
Type and Edit Text
Type and Edit Text

EDIT TEXT

  • Type and Edit Text
  • Type and Edit Text
  • Type and Edit Text

You can also delete selected text

Note

See the next task to learn how to select characters, words, and paragraphs in Word

Note

If you make a spelling mistake, Word's AutoCorrect feature either corrects the mistake or underlines it in red

Type and Edit Text

Note

How do I add lines to my Word documents?

If you type three or more special characters and press

Type and Edit Text

Character

Line Style

*

Dotted line

=

Double line

~

Wavy line

#

Thick decorative line

_

Thick single line

Type and Edit Text

What is the difference between Insert and Overtype mode?

By default, Word is set to Insert mode, which means that anywhere you insert the cursor and start typing, the existing text moves over for any new text that you type. If you switch to Overtype mode, any existing text is overwritten with the new text. To use the Insert key to toggle between modes, you must set the option in the Word Options dialog box. Click the Office button, and then click the Word Options button. Click the Advanced tab and view the Editing options. Click the Use the Insert key to control Overtype mode check box (

Type and Edit Text
Type and Edit Text

Select Text

You can select text in your document to perform different tasks, such as editing and formatting. For example, you can select a word and make it italicized, or select a paragraph to remove it from the document. Word offers several different selection techniques that you can apply to select a single character, a word, a sentence, a paragraph, or the entire document.

Select Text

Select Text

CLICK AND DRAG TO SELECT TEXT

  • Select Text
Select Text
  • Select Text

Word selects any characters that you drag across.

You can use this technique to select characters, words, sentences, and paragraphs.

To deselect selected text, simply click anywhere outside the text or press any keyboard arrow key.

SELECT TEXT WITH A MOUSE CLICK

  • Select Text

Word selects the text.

You can also triple-click anywhere inside a paragraph to select a paragraph.

Select Text

SELECT TEXT USING THE MARGIN

  • Select Text

Word selects the entire line of text.

You can double-click inside the left margin to select a paragraph.

You can triple-click inside the left margin to select all of the text in the document.

Note

Can I also use my keyboard to select text?

Yes. You can use keyboard shortcuts to select text in your document. You can use

Select Text

To select a single word, press

Select Text

To select a paragraph, press

Select Text

To select all of the text from the cursor onward, press

Select Text

To select all of the text above the current cursor location, press

Select Text

To select the entire document, press

Select Text
Select Text

Move and Copy Text

You can move text from one location to another in your document. You can also duplicate text and paste a copy in another spot on the page. You can use the Cut, Copy, and Paste commands to move or copy a single character, a word, or an entire paragraph.

Move and Copy Text

Move and Copy Text

DRAG AND DROP TEXT

  • Move and Copy Text

Note

See the previous task to learnhow to select text

  • Move and Copy Text

To copy the text, press

Move and Copy Text
Move and Copy Text
  • Move and Copy Text

Word moves or copies the text.

MOVE OR COPY TEXT WITH BUTTONS

  • Move and Copy Text
  • Move and Copy Text
Move and Copy Text
  • Move and Copy Text
  • Move and Copy Text

Word pastes the text in place

Note

How do I use the smart tag to paste text?

As soon as you finish pasting text into place, Word displays a smart tag icon (

Move and Copy Text
Move and Copy Text

What does the Paste button do?

You can click the Paste button on the Ribbon to reveal the three Paste commands: Paste, Paste Special, and Paste as Hyperlink. The Paste command simply pastes the data, while the Paste Special command opens the Paste Special dialog box, where you can specify a format for the pasted data. The Paste as Hyperlink command allows you to turn the pasted data into a link to the original data.

Move and Copy Text

Insert Quick Parts

Quick Parts are a part of Word's Building Blocks ' preformatted content that you can add to your documents. Word installs with a wide variety of preset phrases that you can use, or you can create your own.

Insert Quick Parts

You can speed up your text entry tasks by using the new Quick Parts tool. For example, if you repeatedly type the same company name in your documents, then you can add the name to the list of Quick Parts entries. The next time you begin to type the name, you can reuse the entry from the Quick Parts Gallery.

Insert Quick Parts

ADD A QUICK PARTS ENTRY

  • Insert Quick Parts

Note

See the "Select Text" task, earlier in this chapter, to learn how to select text

  • Insert Quick Parts
  • Insert Quick Parts
  • Insert Quick Parts
Insert Quick Parts

The Create New Building Block dialog box appears.

  • Insert Quick Parts
Insert Quick Parts
  • Insert Quick Parts

INSERT A QUICK PART ENTRY

  • Insert Quick Parts
  • Insert Quick Parts
  • Insert Quick Parts
  • Insert Quick Parts
Insert Quick Parts
Insert Quick Parts

Note

Where can I find Word's preset building blocks?

You can insert building blocks from the Building Blocks Organizer. The dialog box keeps a full list of entries, including watermarks, pull quotes, and more. Building Blocks and Quick Parts are organized into galleries and categories. To display the dialog box, click the Quick Parts button on the Insert tab, and thenclick Building Blocks Organizer. To insert an entry, simply click it and click the Insert button.

Insert Quick Parts

How do I remove a Quick Parts entry?

You can remove a Quick Parts entry that you no longer need. Click the Insert tab, click Quick Parts, and then click Building Blocks Organizer to open the Building Blocks Organizer dialog box. Next, scroll through the list and select the entry that you want to remove. Click Delete to remove the entry, and then click OK to close the dialog box.

Insert Quick Parts

Apply a Template

You can use Word templates to speed up your document creation. Templates are ready-made documents that you can use to quickly assemble memos, letters, faxes, and more. Templates contain preformatted placeholder text. All you need to do is replace the placeholder text with your own.

Apply a Template

Word installs with a variety of templates that are stored in the Templates folder, a subfolder found in the Microsoft Office folder on your computer. You can also download additional templates from the Microsoft Office Web site.

Apply a Template

  • Apply a Template
  • Apply a Template
Apply a Template

The New Document dialog box appears.

  • Apply a Template
Apply a Template
  • Apply a Template
Apply a Template
  • Apply a Template
Apply a Template

Word applies the template to a new document.

Apply a Template

When you finish filling in the template, you can save the file just like any other Word document.

Note

Can I create a custom template in Word?

Yes. You can turn any template into a customized template by saving the document as a template file type, which uses the .dot file extension. For example, you might want to save a memo with your department name and contact information as a template and reuse it for future memos. The easiest way to create a custom template is to base it on an existing template. In the New Document dialog box, click a template, and then click the Template option (

Apply a Template
Apply a Template

Insert Symbols

From time to time, you might need to insert a special symbol or character into your Word document, such as a trademark symbol or an em-dash character. The Symbol palette displays several common symbols and recently used symbols that you can quickly reinsert. You can also use the Symbol dialog box to access a wide range of special characters and symbols, including mathematical and Greek symbols, architectural symbols, and more.

Insert Symbols

Insert Symbols

INSERT A SYMBOL

  • Insert Symbols
  • Insert Symbols
  • Insert Symbols
  • Insert Symbols
Insert Symbols
Insert Symbols

INSERT A SPECIAL CHARACTER

  • Insert Symbols
  • Insert Symbols
  • Insert Symbols
  • Insert Symbols
Insert Symbols

The Symbol dialog box appears

  • Insert Symbols
  • Insert Symbols
  • Insert Symbols
Insert Symbols

The dialog box remains open so that you can add more characters to your text.

  • Insert Symbols

Note

How do I change the display of listedsymbols in the Symbols tab in the Symbol dialog box?

In the Symbol dialog box, you can click the Font

Insert Symbols
Insert Symbols

When I type some special characters on the keyboard, Word inserts a symbol for me. Why does this happen?

Word's AutoCorrect feature automatically inserts common symbols for certain keyboard combinations. For example, if you type (c), AutoCorrect immediately changes it to the copyright symbol, ©. To undo the occurrence, simply click the Undo button (

Insert Symbols
Insert Symbols
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