ICT Word Processing

Lesson 2:

Formatting, Editing, and

Printing Documents
 Objectives – Lesson 2

• 7.2.1: Define the term "format" as it • 7.2.7: Modify document view settings to
relates to word processing. display close-up, single and multiple pages.
• 7.2.2: Identify common keyboard shortcuts • 7.2.8: Format text using styles and font tools
in a word processor.
used in word processors, and explain the
benefits of using shortcuts. • 7.2.9: Format a document using multi-level
heading styles to enable an outline view (e.g.,
• 7.2.3: Format the page setup of a document map, navigation pane) in a word
document, including margins, line spacing, processor.
indents, headers vs. footers, orientation. • 7.2.10: Create a table of contents using auto-
• 7.2.4: Explain printing options in a word generation tools and techniques in a word
processor, gutters, and document processor.
orientation. • 7.2.11: Insert page breaks in a document.
• 7.2.5: Copy, paste and move text within a • 7.2.12: Create source citations and/or a
document using mouse, menu and bibliography in a document.
keyboard techniques. • 7.2.13: Insert a current date and time stamp
• 7.2.6: Copy, paste and move text among into a document.
multiple documents using mouse, menu • 7.2.14: Use word processor tools to determine
and keyboard techniques. the number of pages, words and characters in
a document.
 Setting Up Your Pages
When you create a new document
you can “format” it – meaning
change how a document appears
with:

Page orientation
• Landscape – best use for wider
writing space
• Portrait – default setting

Paper Sizes
• Letter – 8.5 inches wide by 11
inches long is the most common
 Setting Up Your Pages
You can also adjust the margins
“white space around all sides of the
page” to define the layout of your
document.
• By default the margins are set to 1” in
most word processing applications
• The top margin is called header –
includes information like the
document title
• The bottom margin is called the footer
- includes information about the
document such as page numbers, file
names, dates
 Setting Up Your Pages
Insert menu also contains a command to quickly insert
• Page Numbers in your document, either in the header or footer
margin section.
• Date & Time in whichever format you prefer, i.e. MM/DD/YYYY
or DD-MM-YYYY
• And more…
 Formatting Text - Alignment
• Paragraph Alignment can be
changed using the icons
to adjust the text in your
document, left, center, right,
or justified– evenly distributes
text between your margins

• Each paragraph you type

displays the text in evenly
spaced lines. This space is
defined by the Line Spacing
command.
 Formatting Text – Tab
• Tab key indents text by a half inch to the beginning of
paragraphs
• Indenting your paragraph is another way to create a visual
break in your document to show emphasis or change in topic.
• Tab stops aligns the text to the tab selection icon of the
horizontal ruler:
Icon Tab Stop Description
Left Tab Aligns the text to left at the designated stop.
Center Tab Centers the text at the designated stop.
Right Tab Aligns the text to the right at the designated stop.
Decimal Tab Aligns numbers around a decimal point. Without regard to the
number of digits, the decimal point remains in the same position.
Bar Tab Inserts a vertical black line in the text at the designated stop.
 Formatting Text – Horizontal Rule
• You can also indent an entire
paragraph using the Decrease
Indent and Increase Indent
commands on the Home
toolbar/ribbon.

• Another way to create a visual

break in your document is to
insert a horizontal line
between paragraphs. The
horizontal line will extend from
the left margin to the right
margin.
 Formatting Text - Fonts
• Fonts are used to change
how the letters on the page
“look”. The most common
ones are:
• Arial
• Calibri
• Times New Roman

• The color of the text can also

• To quickly place emphasis on
a word, use the Bold, Italics be changed using Font Color
and/or Underline commands command on the toolbar or
ribbon
 Formatting Text – Paint Format
• You can quickly apply any format elements to
other text in your document using the Format
Painter commands

• Another way to apply format elements is

through the use of styles. A style contains
multiple format elements: font, font size, line
spacing, paragraph alignment and emphasis
(bold, italics and/or underline).
 Formatting Text – Copy, Paste, Clipboard

• Cut command will remove the selected text

from its current location
• Paste command will insert the text into the
new position.
• Copy command takes a picture of the
selected text and uses
• Paste command to insert a “copy” of the text
in other locations.

• When you cut or copy text or an object, it is placed in a temporary storage

space called a Clipboard. The Clipboard can hold text, images, files and many
other items.
• Google Docs has a Web Clipboard that temporarily stores items you have
copied for one month.
 Formatting Text – Undo, Redo

Located in the quick access toolbar are:

• Undo command, you can quickly back
out the change and restore your
document to its original format.
• Shortcut: Ctrl + Z

• Redo command to restore whatever was

undone.
• Shortcut: Ctrl + Y

• Save command to quickly save any

document
• Shortcut: Ctrl + S
 Formatting Text – Hyperlinks

• A word processor can detect a web address and will

automatically format it – changing its color, adding an
underline and making it an active hyperlink
www.google.com

Shortcut:
1. Highlight the text first
2. Ctrl + K
3. Enter the URL
 Finding and Proofing Content

• Spelling & Grammar is a checking tool to review not

only misspelled words but the use of incorrect
grammar.
• You will only see this red marking while you are
working in your document. If you right-click on the
marked word, your word processor will show you
possible correct spellings

• Research command helps when you are trying to

find the definition of a word in your document

While the finding and proofing options in your word processors help with many
common spelling and typing errors in your document, manual proofreading is
still necessary.
 Finding and Proofing Content

• Find and Replace commands can seek

out and replace all the occurrences of a
specific word throughout the entire
document
• You can search for text and not replace it too.

Google Docs has a Research tool that enables you to search for information
without leaving your document. You can use the tool to conduct a web search
for information, images, quotes, citations, videos and data that you can quickly
insert into your document.
• After selecting the word, you right-click and choose ‘Explore Researh’
 Advance Formatting

• A Table of Contents is inserted in the first few page of a long document to help
inform the reader about what the document contains and provides page
number references to direct the reader to a specific topic.
• Common styles Heading 1 - Heading 6 are used to create an outline format to
your document.
• A Navigation Pane can help you view the document map while you create and
modify your document – it gives you a guide for the table of contents
• Page breaks can be inserted anywhere in your document to force text to the
next page – this helps organize your document – Ctrl + Enter is the shortcut
 Citing Sources

• Citing Sources used to create your work, you give credit not only to the authors
of the words, thoughts and ideas, but also recognize the publishing companies
that made those works available.
• MLA Format uses a bibliography or Works Cited page to detail the resource,
including authors, publishers, date of publications or copyright, web address
and pages used.
• Footnotes are notes appearing at the bottom (or ‘foot’) of the page that
provide the reader an indication and identification of the text in the document
that is not your own.
• Not giving credit is considered Plagiarism – stealing someone else’s words or
ideas. This is considered an act of theft or fraud and it is punishable by law.
 Other Tools for Working with Documents

Word Count Command allows you to see:

• Pages: Total number of pages in your document.
• Words: Total count of words in your document.
• Characters (no spaces): Total number of
characters (letters, numbers, punctuation and
special characters) in your document.
• Characters (with spaces): Total number of
characters - including spaces - in your document.
• Paragraphs: Total number of paragraphs in your
document.
• Lines: Total number of lines in your document.
 Options for Viewing
Located on the lower right-corner of the word document you can find:
• Print Layout: Displays your document pages with the top and bottom margins
included on the screen.
• Full Screen Reading Mode: Hides the ribbon and menus, presenting only the
pages of the document in two-page reading layout. Esc key restores your menu
bar and toolbar.
• Web Layout: View your document as it would appear on a webpage.
• Outline: Uses the Heading styles, Body, and Normal styles to display your
document in an outline format.
• Draft: Displays only the text in your document, hiding headers/footers and
certain objects from view so you can focus on just text.
• Zoom: Increases the magnification of your document to fill the width of your
screen.
 Options for Printing
• Before printing, you can see how your word processor will print
your document using the Print Preview mode – with other options.