Tools and printing.DOC
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1. 2 If necessary click on the To display the spelling and grammar options Spelling amp Grammar tab 3 Under Spelling select Check To enable the Automatic Spell Check feature Spelling As You Type Click on OK 4 Select and delete the word Near the bottom of page 1 Representative 5 Type Maneger The word is intentionally misspelled Press R Or the Spacebar Observe the word The word Maneger is automatically underlined in red to indicate that the word is misspelled Heather LaPierre Executive Property Maneger Ashbury Training Concepts gt Tip The Synonyms option is unavailable from the shortcut menu when right clicking on a word ina bulleted or numbered list In such cases press S 7 or choose Tools Language Thesaurus Lesson 7 Tools and printing 6 Right click on Maneger To display a drop down list with correctly spelled options Manager Manger Managers Ignore All Add AutoCorrect gt Language d Y Spelling Select Manager To change Maneger to Manager 7 Save the file Using the thesaurus The thesaurus enables you to look up synonyms words with similar meanings for a word in your document If you find a word that better serves your purpose you can replace the original word To use the thesaurus place the insertion point in the word you want to find a synonym for and choose Tools Language Thesaurus or press Shift F7 To replace the word currently i2. To view the top left corner at 100 Word 2000 Level 1 Concepts gt M Emphasize that when the Print button on the Standard toolbar is clicked the document is sent directly to the printer No dialog box is displayed The Print command is used so that students can view the options in the Print dialog box Ashbury Training 4 Click on the Magnifier button To turn off the magnification feature Observe the mouse pointer The mouse pointer changed from a magnifying glass to an I beam Observe the insertion point It is blinking at the top of the document You can now edit your document just as you would in Normal view 5 Change the greeting from Dear Ms Leeham to Hello Gina 6 Close Print Preview To return the mouse pointer to a magnifying glass 7 Observe the document The old greeting has been replaced by the new one Printing To print the document in the active window choose File Print or press Ctrl P This displays the Print dialog box By default the entire document is printed but you can choose to print the current page multiple pages or selected text You can also choose to print multiple copies or to print to a file rather than to a printer Click on OK to use the default settings and print the entire document Click on Cancel to close the dialog box and return to the document without printing You can click on the Options button to locate additional print settings The Print button on
3. L E s s o n 7 Tools and printing Suggested teaching time 40 50 minutes Lesson objectives To be able to proof check for potential errors and print a document you will a Check the accuracy of your document by using the Spelling And Grammar feature and the thesaurus b Identify the steps necessary to preview and print a document c Review the procedure you can use to create and print envelopes and labels Word 2000 Level 1 Ashbury Training a Using proofing tools The following new software features are discussed in this topic e Enhanced toolbar and menu customization e New Open dialog box e New Save As dialog box e New right click Synonyms shortcut The spelling checker Concepts gt Although a spelling checker is no substitute for proofreading you can use Word s Spelling And Grammar feature to help you create and edit your documents Word checks each word in a document against its dictionaries then highlights those words that it does not recognize The spelling checker also checks for such common typing mistakes as repeated words the the and in conjunction with the AutoCorrect feature it checks for irregular capitalization tHe Tip Other ways to To check selected text make the selection and click on the Spelling And display the Spelling Grammar button located on the Standard toolbar To check an entire document And Grammar tool are deselect any selected text and place the insertion point at the top
4. an entire document 10 Before you begin Verify that Check Spelling As You Type Check Grammar As You Type and Check Grammar With Spelling are deselected under Tools Options Spelling amp Grammar What you do Open Tools And Printing Verify that the insertion point is at the top of the document Choose _Tools_ _Spelling_And_Grammar _ Observe the dialog box Click on Ignore All Observe the dialog box Click on Delete Observe the dialog box Click on Change In the Suggestions list box select strive if necessary Click on Change Click on Ignore Click on OK Save the document as My Tools And Printing Comments Prompts To display the Spelling And Grammar dialog box The first unrecognized word in the document Leeham is automatically highlighted To leave Leeham unchanged and search for the next unrecognized word or possible typing error Although the is not misspelled it has been typed twice To delete the second the and to have the Spelling And Grammar check continue The misspelled word customised is highlighted The word customized is selected in the Suggestions text box To change customised to customized and search for the next unrecognized word or possible typing error To change strieve to strive and to search for the next unrecognized word or possible typing error To leave LaPierre unchanged and
5. click on Add e Stop the spell check procedure If you want to cancel the spell check In addition to manually procedure at any point click on Cancel All changes made up to that point proofreading their work will be preserved If you used the Change All or Delete All options some thoroughly encourage instances of those words might not be changed or deleted students to get into the habit of using the e Add the word to the AutoCorrect list You can add a misspelled word and its spelling checker on correct spelling to the AutoCorrect list by clicking on the AutoCorrect every document they button create If the error is repeated words you can click on Delete to delete the second instance of the word Ashbury Training The document that students are working with contains intentional spelling rrors M If this is the first time the Spelling Checker is run the student may be prompted to create a custom dictionary If so have them click on Yes to create one M If the Spelling Checker skips over Leeham choose Tools Options Spelling amp Grammar Click on Recheck Document Click on Yes to reset the spelling and grammar checkers Restart the spelling check M If students are having problems getting these steps to work verify that the settings in the Before you begin note have been made Lesson 7 Tools and printing Task A 1 Checking the spelling of
6. of the to choose Tools document before clicking on the Spelling And Grammar button Spelling And Grammar or press 7 When the spelling checker highlights a possible error a list of suggested words may appear in the Suggestions list box depending on whether the dictionary contains a word that is similarly spelled The first word in the suggestion list is automatically selected If Word s dictionaries do not recognize the highlighted word or if it has irregular Telesiudens haltig capitalization then you can choose from the following spelling options spelling checker will not discover every wrong word in the document The program does not recognize improper usage of a word or incorrect tense or Correct the spelling If the correction that you want is highlighted in the Suggestion text box click on Change If the correction that you want is in the Suggestions list box but not highlighted click on that word and click on Change If the correction that you want is not suggested type the correction in the top text box and click on Change To automatically change all occurrences of the word throughout the document click on Change All e Leave the word unchanged If you want to leave the word as is and continue the spell check click on Ignore To automatically ignore all further occurrences of the word click on Ignore All e Add the word to a dictionary If you want to add the word to a custom dictionary
7. the Standard toolbar sends the document directly to the printer bypassing the Print dialog box Task B 3 Printing the finished document What you do Comments Prompts 1 Save the file It is always a good idea to save the document before you print 2 Choose File _Print _ To display the Print dialog box Ashbury Training Lesson 7 Tools and printing 3 Follow your instructor s discussion of the print options in the dialog box M The Print dialog box shown in the book will likely be different EEJ hv Flea Wie vY ute from the one students enmt will see Explain that although every setup is different most options will be the same 4 Click on Cancel To cancel the print command and close the Print dialog box Or click on OK to print the document Practice Task Explore the Printing topics in the Microsoft Word Help dialog box Word 2000 Level 1 Cc Concepts gt Tip In the active document if students select the delivery address before they display the Envelopes And Labels tool the delivery address will be inserted into the Delivery Address text box automatically If students have questions about other methods of creating envelopes such as performing a mail merge inform them that that topic will be discussed in a later course Envelopes and labels Word offers a couple of tools for creating envelopes and labels Envelopes And Labels and Mail Mer
8. the suggested correction click on Ignore or click on Grammar for more options Word 2000 Level 1 b what s new Concepts gt Remind students that Print Preview is used to see a final or near final document and perhaps to make a last minute change Print Layout View is used to create and design a work in progress You might want to explain to students how the Zoom control box works in Print Preview Ashbury Training Printing a document The following new software feature is discussed in this topic e Nested Tables Introduction to Print Preview Print Preview provides a snap shot view of your entire document and can be used for examining and making last minute adjustments to your document just before printing Print Preview has several options for changing the view of your document For example you can zoom in on a particular area in your document by clicking on that area with the magnifying tool Print Preview also enables you to view one page at a time or multiple pages simultaneously Note Print Layout View is not the same as Print Preview Print Layout View is best used when working on a document in progress It is much easier to write and edit in Print Layout View because the necessary tools are more readily available and it is easier to navigate within a document However document display options in Print Layout View are limited to scrolling whereas Print Preview enables you to see
9. your printer s manual feeder The address from My Tools And Printing is displayed in the Address text box You can print a full page of the same label or just a single label You can print labels directly from this dialog box create a new document for your labels cancel or change the label options In the Label area there is a preview of the label that is currently selected Label Options Printer information Dot matrix Laser and ink jet Tray Manual feed z Cancel Details Label products avery standard New Label Product number abel information Delete 2162 Mini Address Type Address 2163 Mini Shipping Height 1 2164 Shipping PENA n 2180 Mini File Folder width 2 63 2181 Mini File Folder Page size Mini 4 14 x 5 in 2186 Mini Diskette x To display the Label Options dialog box You can change the printer information and the type of label you are going to use such as selecting an Avery product number that corresponds with the labels you are using To return to the Envelopes And Labels dialog box To create a new document called Labelsx The x represents a number The number will depend on how many new documents you have created The address is repeated on each label The labels are in a one column table The height of the cell in the table corresponds to the layout of the label selected Ashbury Training If students have specific q
10. e pointer over the heading on page 2 Click the mouse button Click the mouse button Editing in Print Preview Lesson 7 Tools and printing To activate the page Page 2 has a subtle dark blue border around it showing that it is the active page Also the horizontal and vertical rulers move to reflect the active page The mouse pointer is a magnifying glass The view zooms to 100 displaying the heading Burke Properties Inc To zoom out and view all four pages Although Print Preview s primary use is to view a document as it will look when you print it you can also edit your text in this view just before printing However you might find that editing in Print Preview significantly slows the operating speed of Word and makes it awkward to move around in the document To edit your document in Print Preview 1 Display the document in Print Preview and click on the page you want to edit Place the magnifying glass mouse pointer over the area of the document you want to edit and click the mouse button to zoom the document to 100 Click on the Magnifier button to change the mouse pointer to an I beam Edit the document as you would in Print Layout View Task B 2 Editing the document in Print Preview What you do Click to select the first page if necessary Click on the One Page button Click the mouse pointer on the top left corner of the document Comments Prompts To view the entire page
11. elivery Address text box and the Return Address text box is empty Envelopes and Labels Envelopes Labels Print Add to Document Cancel Options Delivery address s Gina Leeham I Return address mit Preview Feed a B Before printing insert envelopes in your printer s Auto Select J You can print the envelope add it to the document cancel it or change the printer options Ashbury Training M Printing envelopes is different for each printer Tell students that they should consult the owner s manual for their printer if they want specific Concepts gt If students have questions about other methods of creating labels such as printing a large mailing list inform them that that topic will be discussed in a later course Click on Add To Document Click on No Observe the envelope text Click on the Print Preview button If necessary click on the Multiple Pages button and select 1 x 2 Choose File _Print _ Follow your instructor s discussion of the steps necessary to print envelopes 10 Click on Cancel 11 Close Print Preview 12 Save the file Creating and printing labels Lesson 7 Tools and printing A dialog box is displayed that reads Do you want to save the new return address as the default return address To decline the change and add the envelope to the top of the document The envelope is at the top of the documen
12. entire pages side by side Viewing multiple pages in Print Preview You can use the Multiple Pages button in Print Preview to view one or more pages of your document at a time To view multiple pages display the document in Print Preview Click on the Multiple Pages button to display a grid Drag the mouse pointer on the grid to display the number of pages and the configuration desired Task B 1 Using Print Preview to view multiple pages Before you begin My Tools And Printing is open What you do Comments Prompts To view the ScreenTip for each button 1 Click on the Print Preview button 2 Move the mouse pointer along the Print Preview toolbar 3 Click on the Multiple Pages button In the grid click in the second cell of the second row 2x 2 Pages To display a thumbnail of each page in the document on the screen at the same time 2 x 2 Ashbury Training Mention to students that the percentages they see displayed on their screens may differ from those in the book due to differences in monitor sizes and screen resolutions Concepts gt Emphasize to students that editing in Print Preview should be used only for easy brief changes otherwise there might be some confusion as to the view you are in amp You decide that Ms Leeham sounds too formal so you want to make the greeting friendlier 4 Click on page 2 Observe page 2 in the grid Move the mous
13. ge When preparing only a few pieces to be mailed use Word s Tools Envelopes And Labels command For example if you wanted to print an envelope for a letter or if you wanted to print a label to place on a videotape you would use the Envelopes And Labels dialog box However to doa large mailing Word s Tools Mail Merge command is the most efficient method Creating envelopes Ashbury Training To create an envelope choose Tools Envelopes And Labels If necessary select the Envelopes tab Fill in the Delivery and Return Address text boxes with the correct information Set the necessary Options such as envelope size and fonts for the addresses Click on Add To Document or Print Use Add To Document if you plan to reuse the envelope and document together By selecting Add To Document Word inserts the envelope and addresses at the beginning of the active document so it can be printed and saved along with the active document Use Print if you need to print an envelope just once Task C 1 Creating and printing envelopes q Objective To create and insert an envelope into a letter What you do Choose _Tools_ _Envelopes_And_Labels _ Select the Envelopes tab if necessary Place the insertion point in the Return Address text box Type your name and mailing address Observe the available options Comments Prompts To display the Envelopes And Labels dialog box The address from My Tools And Printing is in the D
14. ght mouse button and select the correct spelling Why would you want to edit a document in Print Preview To make last minute changes to the document before printing How can you use Word to create an envelope for a letter Choose Tools Envelopes And Labels select the Envelopes tab enter the mailing and return addresses and click on Print How might you use labels after you have created them Answers might include for a mailing for a return address to put inside books or for videotapes
15. he grammar check procedure All corrections made up to that point are preserved Remember that there is a variety of writing styles to meet the needs of different subjects and audiences If the grammar checker constantly flags possible grammar or writing style errors that you find acceptable you can click on Options in the Grammar dialog box to selectively turn on and off a wide variety of grammar and style rules These rule adjustments will apply to all subsequent grammar checks Checking spelling by using the grammar checker By default Word checks your document for spelling and grammar simultaneously and uses the same dialog box When it finds a spelling error it enables you to make any necessary changes and then continues checking for grammar and spelling The Automatic Grammar Check feature The Automatic Grammar Check feature informs you of grammatical errors as you type It can be enabled or disabled by choosing Tools Options and selecting the Spelling amp Grammar tab Then under Grammar select Check Grammar As You Type When you make a grammatical mistake it will be underlined in green To correct the grammar select the word or phrase and retype the word or phrase correctly click on the Spelling And Grammar button or use the shortcut menu To use the shortcut menu place the insertion point within the word and click the right mouse button to display a list of menu choices including a number of possible corrections Click on
16. n your document select the desired synonym and click on Replace You can also use the shortcut menu to display synonyms by right clicking on the word you want to look up This displays a shortcut list which includes the Synonyms option Expand the option and click on the synonym of your choice Using the Word Count feature The Word Count feature enables you to view statistical information concerning your document To display the number of pages words characters paragraphs and lines in an active document choose Tools Word Count observe the Word Count dialog box and click on Close Word 2000 Level 1 Ashbury Training Task A 3 Using the thesaurus and the Word Count feature What you do Comments Prompts 1 In the document s first full paragraph second sentence place the insertion point in the word goal 2 Right click and choose To display a drop down list _Synonyms_ _Objective_ M The thesaurus needs to be installed during set up or students will be prompted to install it goal nf Puirke Pronetties Tne sisto Synonyms aim end ambition purpose target object aspiration Thesaurus To display a list of synonyms for the word goal To replace goal with objective and to close the drop down list 3 Choose _Tools_ _Word_Count To display the Word Count dialog box 4 Observe the Word Count To view statistical data concerning this document dialog box including
17. search for the next unrecognized word or possible typing error To close the message box that reads The spelling check is complete Word 2000 Level 1 Concepts gt Ashbury Training The Automatic Spell Check feature The Automatic Spell Check feature informs you of spelling errors as you type It can be enabled or disabled by choosing Tools Options and selecting the Spelling amp Grammar tab Then under Spelling select Check Spelling As You Type When you misspell a word it will be underlined in red To correct the spelling right click on the word to display a shortcut menu with alternate spelling suggestions and select the correctly spelled word Right clicking to display shortcut menus In Word and many other Windows programs you can use the right mouse button to display a context sensitive shortcut menu at the end of the mouse pointer You can right click on graphics tables text and words marked by the spelling and grammar checker to view appropriate shortcut menus Depending on the location of the mouse pointer when you right click choices displayed on the shortcut menu will vary To see what choices are available for an object place the mouse pointer over it and click the right mouse button Task A 2 Using the Automatic Spell Check feature q Objective To detect and correct misspellings while typing by using the Automatic Spell Check feature What you do Comments Prompts 1 Choose _Tools_ _Options
18. t It is separated from the document by a section break To view the document and the envelope To display the Print dialog box Depending on the printer you are using you will have to change some options in the Print dialog box or in the Properties dialog box to print the envelope See your printer s user manual for more information To cancel the Print command and close the Print dialog box Or click on OK to print the document To create labels for a document or a short mailing choose Tools Envelopes And Labels Select the Labels tab if necessary Fill in the Address text box Change the appropriate options Click on New Document or Print Task C 2 Creating and printing labels q Objective To create labels for a letter without merging What you do Choose _Tools_ _Envelopes_And_Labels _ Select the Labels tab Comments Prompts To display the Envelopes And Labels dialog box Word 2000 Level 1 2 Observe the current settings 3 Click on Options Observe the available options 4 Click on OK 5 Click on New Document Observe the document Ashbury Training Envelopes and Labels Envelopes Labels Address Ir T Use return address Print IMs Gina Le New Document Lee o A Cancel Options I Delivery point barcode Label rint Avery standard 2160 Mini Full page of the same label Address Single label Row i Sj Column I Before printing insert labels in
19. the number of pages words characters paragraphs and lines 5 Click on Close To close the Word Count dialog box 6 Save the file Using the grammar checker Concepts gt Word s grammar checker can be used to identify and correct sentences in your document that contain grammatical errors and weak writing style Before starting the grammar check display the Options dialog box with the Spelling amp Grammar tab selected and verify that the Check Grammar With Spelling option is checked Or click on the Spelling And Grammar button to display the Spelling And Grammar dialog box and verify that the Check Grammar option is checked Ashbury Training Lesson 7 Tools and printing When a possible grammar or style error is found the Spelling And Grammar dialog box displays the questionable sentence in the top text box with words that are related to the possible error highlighted in green and bold It might also provide a list of suggestions in the Suggestions list box The Spelling And Grammar dialog box provides the following options e Select the desired correction in the Suggestions list box and click on Change As a shortcut you can double click on the suggestion e Click in the document to manually correct a sentence then click on Next Sentence to accept the changes and continue the grammar check e Click on Ignore to leave the sentence as it is and search for the next grammar or style error e Click on Cancel to stop t
20. uestions on how to use labels with their printer inform them that most labels come with directions on how to use the product Choose File _Print _ Follow your instructor s discussion of the steps necessary to print labels Click on Cancel Close the Labels file without saving it Save and close My Tools And Printing Lesson 7 Tools and printing To display the Print dialog box Depending on the labels and the printer you are using you might have to use Manual Feed to print To cancel the Print command and close the Print dialog box Or click on OK to print the document Word 2000 Level 1 Ashbury Training Practice Unit for Lesson 7 In this activity you will check a document for inaccuracies Open Practice Tools And Printing Spell check the document making the necessary changes Use the thesaurus to find a synonym for a word of your choice Add an envelope to the document Display the document in Print Preview Save the file as My Practice Tools And Printing Close the file SO GY oR OO IN A Lesson 7 Tools and printing Wrap up for Lesson 7 a What office tools or books can some of Word s tools supplement Answers might include a dictionary thesaurus and eraser Describe how you can correct a word that has been underlined in red as a result of the Automatic Spell Check feature Delete and type the word correctly Or place the insertion point in the underlined word click the ri
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