Chapter 19. Copyright 2003, Paradigm Publishing Inc. CHAPTER 19 BACKNEXTEND 19-2 LINKS TO OBJECTIVES...

Chapter 19

Copyright 2003, Paradigm Publishing Inc.

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OBJECTIVES• Affect Text Flow• Hyphenate Words• Change Hyphenation

Options and Zones• Find and Replace Spe

cial Characters• Automatically Summar

ize• Analyze with Readabil

ity Statistics• Line Numbering• Customize Toolbars a

nd Menus• Commands Review

APPLYING SPECIAL FEATURES

Signature: Microsoft Word 2003


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Performance ObjectivesPerformance Objectives

• Affect text flow in a document with nonbreaking spaces, manual line breaks, the widow/orphan control feature, and by keeping paragraphs of text together

• Hyphenate words in a document• Change the hyphenation options and hyphenation

zones in a document • Find and replace special characters• Automatically summarize a document• Analyze a document with readability statistics• Add line numbering in a document• Customize toolbars and menus


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Inserting a Nonbreaking SpaceInserting a Nonbreaking Space

To avoid breaking up words or phrases To avoid breaking up words or phrases on separate lines that should remain on separate lines that should remain

together.together.

Nonbreaking space inserted with Ctrl + Shift + spacebarNonbreaking space inserted with Ctrl + Shift + spacebar

normal space appears as a dot

nonbreaking space appearsas a degree symbol

Show/Hide button to turn on displayof nonprinting characters


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Inserting a Manual Line BreakInserting a Manual Line Break

Enter - creates new paragraph

Shift + Enter - creates new linewithout creating new paragraph


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Turning Widow/Orphan Control On/OffTurning Widow/Orphan Control On/Off

A widow is the last line of a paragraph that A widow is the last line of a paragraph that appears at the top of a page.appears at the top of a page.

An orphan is the first line of a paragraph that An orphan is the first line of a paragraph that appears at the bottom of a page.appears at the bottom of a page.

Format, Paragraph

turned on by default- remove check mark

to turn off


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Keeping a Paragraph of Text TogetherKeeping a Paragraph of Text Together

Format, Paragraph

to keep a paragraphor several paragraphs

together

to keep a paragraphand the next paragraph

together

to print a particularparagraph at the

top of a page


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Hyphenating WordsHyphenating Words

Hyphenating long words that fall at the Hyphenating long words that fall at the end of the text line provides a more end of the text line provides a more

balanced look.balanced look.AutomaticAutomaticTools, Language, Hyphenation

scroll through documentto check hyphens

change options

ManualManualTools, Language, Hyphenation

reposition hyphen, or


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Changing Hyphenation OptionsChanging Hyphenation Options

Tools, Language, Hyphenation

remove the check mark if youdo not want words in all

capital letters hyphenatedchange to limit the numberof lines in a row that can

end in hyphens

Format, Paragraph

to ignore text whenhyphenating


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Changing the Hyphenation ZoneChanging the Hyphenation Zone

measured from right marginif a word starts after the

beginning of the hyphenationzone and continues past the

end, the word is wrapped

decreasing hyphenation zonemore words will be hyphenated

increasing hyphenation zonefewer words will be hyphenated



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Hyphenation GuidelinesHyphenation Guidelines

• One-Syllable Words: do not divide (e.g. length)• Multiple-Syllable Words: divide between syllables

– some divisions can confuse a reader if one or both parts may be read as words by themselves (e.g. coin-sure)

– in such cases, break the word at a different place (e.g. co-insure)• Prefixes, Suffixes: divide after a prefix and before a suffix

– if the root word ends in a double consonant, divide after (e.g. bill-ing)

– if adding a suffix results in a double consonant, divide between (e.g. refer-ring)

• Consecutive Line Ends: avoid more than two• Abbreviations, Numbers, Contractions: do not divide• Names of People: avoid

– if necessary, hyphenate according to guidelines for common words

• Dash: do not divide before a dash (or between the hyphens if the dash consists of two hyphens)


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Inserting and Removing HyphensInserting and Removing Hyphens

Removing HyphensRemoving Hyphens- Undo immediately after inserting (removes all hyphens)- Find and Replace (removes only selected hyphens)

Inserting HyphensInserting Hyphens- hyphen on keyboard = regular hyphen- hyphenation = optional hyphen (appears only if word falls at the end of text line); can also be inserted with Ctrl + Hyphen key (-)- nonbreaking hyphen = Ctrl + Shift + -


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Finding and Replacing Special CharactersFinding and Replacing Special Characters

Edit, Replaceclick to expand

dialog box

click todisplay list


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Automatically Summarizing a DocumentAutomatically Summarizing a Document

Tools, AutoSummarize

chooses highest-scoringsentences to summarize

specifies where youwant the summaryinserted


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Analyzing a Document with Readability StatisticsAnalyzing a Document with Readability Statistics

Tools, Optionsclick to displaystatistics whencompleting aspelling and

grammar check


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Understanding Readability StatisticsUnderstanding Readability Statistics

Flesch Reading EaseFlesch Reading Ease

Flesch-Kincaid Grade LevelFlesch-Kincaid Grade Level

-the higher the score, the more peoplewho will be able to understand the text

standard writing – 60 to 70 range

-score indicates grade level standard writing – 7th or 8th Grade Level


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Turning on Line NumberingTurning on Line Numbering

File, Page Setup

line numbers may be used for certainline numbers may be used for certainlegal papers or for reference legal papers or for reference

purposespurposes


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Customizing ToolbarsCustomizing Toolbars

•Add buttons for features used on a consistent basis.•Remove buttons you do not need.•Move or reset the position of the buttons.

to add:click the

desired option

to remove:click the

desired option

click arrowpoint

and click


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Customizing Toolbars…/2Customizing Toolbars…/2

Tools, Customize

drag desired commandto desired toolbar


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Tools, Customize

drag desired commandto desired menu

Customizing MenusCustomizing Menus

remove by clickingdesired menu option

on the Menu barand dragging off

the menu


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Tools, Customize

Customizing Menus…/2Customizing Menus…/2

create your owncustomized menu


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Commands ReviewCommands Review

How do you insert a nonbreaking space?

Nonbreaking space inserted with Ctrl + Shift + spacebarNonbreaking space inserted with Ctrl + Shift + spacebar


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Commands ReviewCommands ReviewHow do you insert a manual line break?

Shift + Enter - creates new linewithout creating new paragraph


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Commands ReviewCommands ReviewHow do you display the Paragraph dialog box?

Format, Paragraph


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Commands ReviewCommands ReviewHow do you display the Hyphenation dialog box?



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Commands ReviewCommands ReviewHow do you insert an optional hyphen?

- hyphenation = optional hyphen (appears only if word falls at the end of text line); can also be inserted with Ctrl + Hyphen key (-)


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Commands ReviewCommands ReviewHow do you display the Find and Replace dialog box with the Replace tab selected?

Edit, Replace


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Commands ReviewCommands ReviewHow do you display the AutoSummarize dialog box?Tools, AutoSummarize


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Commands ReviewCommands ReviewHow do you display the Options dialog box? Tools, Options


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Commands ReviewCommands ReviewHow do you display the Line Numbering dialog box?

File, Page Setup


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Commands ReviewCommands ReviewHow do you display the Customize dialog box?

Tools, Customize


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Coming NextComing Next

ADDING VISUAL ELEMENTS

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Chapter 19. Copyright 2003, Paradigm Publishing Inc. CHAPTER 19 BACKNEXTEND 19-2 LINKS TO OBJECTIVES...

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