MCA Microsoft Office Specialist (Office 365 and Office 2019) Complete Study Guide. Eric Butow
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Exam Essentials
Know how to find and link to text and objects as well as replace text in a document. Understand how to search for text from the Word title bar, the Navigation pane, and the Find And Replace dialog box. Know how to add a link within the document to a different location in the document. You also need to know how to view and hide Word formatting symbols on the page.
Understand how to set up document pages. Know how to change document page settings from within the Layout tab ribbon. Be able to apply a design template and page background elements.
Know how to apply a style. Understand how to open the Styles pane and apply one of the built‐in styles to a paragraph or selected text in your document.
Know how to add a header and footer. Understand how to add a header and footer as well as how to select and apply a prebuilt header and footer style.
Understand how to save a document in different formats. Know when you need to save a document in a different format and what happens after you save the document in a new format.
Be able to change document and print properties. Understand how to view all of your document properties before you share your document, as well as your printing properties, before you print your document.
Understand how to send documents electronically within Word. You need to know how to use the built‐in sharing tools to share your documents electronically in email and on the web.
Understand how to inspect and fix document issues. Know how to use the Word Document Inspector to find any potential problems with your documents that you need to fix, including accessibility for all devices and readability for users with older versions of Word.
Review Questions
1 How can you replace text in multiple places within a document most quickly?Search for the text in the Word title bar and then change each one.Open the Navigation pane, search for the text, click on each result in the results list, and then change the text for each instance.Open the Find And Replace dialog box, type the text to find and replace in the Find and Replace fields, and then click the Replace All button.Scroll down through the document and change any instance of the word that you see.
2 Adding lighter background text to the background of a document is called what?HeaderWatermarkFooterStyle
3 What is the area above the text of a document called?FooterTopMarginHeader
4 Which menu option do you click to inspect documents?HomeReviewFileHelp
5 How do you know a style applies to a paragraph?The paragraph marker appears to the right of the style name within the Styles pane.The name of the styleThe lowercase “a” appears to the right of the style name in the Styles pane.The Navigation pane shows that information.
6 What is the difference between a style and a theme?They're the same thing.Styles are in the Home ribbon and themes are in the Design ribbon.The lowercase “a” appears to the right of the style name in the Styles pane.A style is a collection of formatting settings, and a theme is a collection of styles.
7 Within the File screen, what menu option do you click on the left side of the screen to send a document to someone else?InfoShareSaveExport
8 How do you jump to a specific page in a document?Scroll down to that page.Search for text you know is on that page within the Navigation pane.Click the down arrow to the right of the Find icon in the Home ribbon and then click Go To.Type the page number in the Search box in the Word title bar.
9 How do you find out if a document may be hard for people of different abilities to read?Send the document to other people and ask if they have any trouble reading it.Search for accessibility in the Search box within the Word title bar.Save the document in a different format.Use the Accessibility Checker.
10 What does the Compatibility Checker answer about your document?If the document is compatible with the webIf the document can be read in earlier versions of WordIf the document can be exported to other file formatsIf you need to use a different word processing program
Chapter 2 Inserting and Formatting Text
MICROSOFT EXAM OBJECTIVES COVERED IN THIS CHAPTER:
Insert and format text, paragraphs, and sectionsInsert text and paragraphsFind and replace textInsert symbols and special charactersFormat text and paragraphsApply text effectsApply formatting by using Format PainterSet line and paragraph spacing and indentationApply built‐in styles to textClear formattingCreate and configure document sectionsFormat text in multiple columnsInsert page, section, and column breaksChange page setup options for a section
Chapter 1, “Working with Documents,” contained high‐level information about not only how to add text, but also how to find and replace text in your document. In this chapter, I will take a deeper dive into the various ways of finding and replacing text as well as how to insert special characters.
I will then show you how to format text and paragraphs by using text effects, using the Format Painter, and setting spacing and indents for both lines and paragraphs. Next, I will show you how to apply built‐in styles to text, something I also touched on in Chapter 1, as well as to clear any formatting you've made within the text or after you've applied a style that you don't want anymore.
Then I will tell you how to format text in multiple columns as well as add breaks to create a new page, section of text, or column. Finally, I will show you how you can change your page setting options within a section. At the end of each section, I provide an exercise so that you can test yourself and see if you can apply what you've learned.
Adding and Replacing Text
When you open a new document, the cursor is blinking in the upper‐left corner of the page. All you have to do to add text is just start typing.
When you need to replace a word, it's easy to replace text just by selecting the word and typing a new one. Yet, as your document grows, you'll find that replacing text this way is too cumbersome, which is why Word comes with a handy find and replace feature.
Finding and Replacing Text
Whenever you need to find text in a document (especially a long document), and possibly replace the text with some new text, Word has this basic function down cold.
Finding Text
There are several ways to find text in your document:
In the Home ribbon, click Find in the Editing area.
In the Navigation pane, the last word you entered is the default find term.
Click in the Search box within the Word title bar, and then type the text that you want to find.
A couple of seconds later, Word lists all instances of the word in the Results list. How Word presents the results depends on the tool you use. For example, when you search for text in the Navigation pane, Word highlights all instances of the text it finds, and it takes