Selecting text - UK education collection | RNIB Bookshare ...
Quick guide to modifying structured Word documentsStructured Word documents will help your learners navigate their way through the text, they also enable you to create other accessible formats such as PDF, audio, braille and eBook files. The documents can be easily used with access technology.In a structured Word document you can quickly and easily modify font colour, font type, font size, background colour, line spacing and Paragraph modification. It can take as little as 90 seconds to download a structured Word textbook file from Load2Learn and change it to the required font size. TOC \o "1-1" \h \z \u Selecting text PAGEREF _Toc387996945 \h 2Font size PAGEREF _Toc387996946 \h 3Picture and image size PAGEREF _Toc387996947 \h 4Font style PAGEREF _Toc387996948 \h 6Font colour PAGEREF _Toc387996949 \h 7Background colour PAGEREF _Toc387996950 \h 8Line spacing PAGEREF _Toc387996951 \h 9Quality check PAGEREF _Toc387996952 \h 10Handy shortcut keys PAGEREF _Toc387996953 \h 11Selecting textThe action to select all or part of the document text will come up regularly.ActionMouse userKeyboard user(2007, 2010)Select all of the textHome tabEditing boxSelect drop down menuSelect allCtrl A(2003)Select all of the textEdit menuSelect allCtrl AORSelect a portion of the textPlace cursor at start of the text, left click and drag mouse to highlight the area of text you wish to changePlace cursor at start of the textPress Shift and use the arrows to highlight the areaFont sizeUsing this method will automatically scale up headings in line with the body text and formatting, such as page breaks, will adjust appropriately. This means headings will still remain larger and more prominent than the main body of the text.ActionMouse userKeyboard userSelect all of the text Increase size two points at a time (14, 16, 18, 20…)Shift Ctrl >Shift Ctrl >Decrease size two points at a time(20, 18, 16, 14…)Shift Ctr <Shift Ctr <Increase size one point at a time(14, 15, 16, 17…)Ctrl ]Ctrl ]Decrease size one point at a timeCtrl [Ctrl [Picture and image sizeIf the file contains pictures and images, you may need to enlarge these separately, or modify, remove or replace them with alternative accessible resources.ActionMouseKeyboardSelect the image Left click on the imagePosition cursor to the left of the imageShift and right arrow key(2007, 2010)Enlarging and decreasing image sizeHover cursor over any corner of the image until the cursor becomes a double ended arrowLeft click and the cursor will become a crossdrag the mouse away from the image to increase the sizedrag the mouse towards the image to decrease the sizeAlt MUse arrow keys to move to the “Format tab”Down arrow into “Format bar” and arrow across to “Size box”Cursor will appear in “Height box” – type in required size or use the up and down arrowsTab key to the “Width box” – type in required size or use the up and down arrowsReturn(2003)Enlarging and decreasing image sizeHover cursor over any corner of the image until the cursor becomes a double ended arrowLeft click and the cursor will become a crossdrag the mouse away from the image to increase the sizedrag the mouse towards the image to decrease the sizeAlt O (Format menu)I (Picture)Ctrl and Tab to “Size tab”Tab to the “Height box” – type in required size or use arrow keysTab to the “Width box” – type in required size or use arrow keysReturnFont styleChange the font style of a whole document without affecting the heading levels and other formatting.ActionMouseKeyboardSelect all of the text(2007, 2010)Select font styleHome tabFont boxSelect font style from the drop down listAlt HFFType in the font name or use arrow keys to select the required styleReturn(2003)Select font styleStyle and formatting toolbarSelect font style from the drop down listORFormat menuFontFont TabSelect fontOKAlt OFType in the font name or use arrow keys to select the required styleReturnFont colourChange the font colour of a whole document or for particular sections.ActionMouseKeyboardSelect all of the text ORSelect a portion of the text(2007, 2010)Select font styleHome tabFont boxSelect font colour from the drop down listAlt HFCUse the arrow keys to select colourReturn(2003)Select font styleStyle and formatting toolbarSelect font colour from the drop down listORFormat menuFontFont colourSelect colourOKAlt OFTab to the “Font colour” box and use the arrow keys to select colourReturnTabReturnBackground colourChange the background colour of a whole document or for particular sections.Word 2007 and 2010ActionMouseKeyboardSelect background colourPage layout tabPage background boxPage colour drop down menuSelect background colour Alt PPCUse the arrow keys to select colour(M for more colour choices, tab onto colour chart and user arrow keys to select colour)ReturnSelect background colourFormat menuBackgroundSelect background colour Alt OKUse the arrow keys to select colour(M for more colour choices, tab onto colour chart and user arrow keys to select colour)ReturnLine spacingIncrease or decrease the line spacing.ActionMouseKeyboardSelect all of the text(2007, 2010)Select line spacingHome tabParagraph boxLine and spacing drop down menuSelect required spacingAlt HKUse arrow keys to select the required spacingReturn(2003)Select line spacingFormat menuParagraphIndents and Spacing tabSpacingSelect required spacingAlt OPCtrl and Tab to “Indents and Spacing”Tab to “Line spacing”Select required spacingTabReturnQuality checkAfter modifying your text, and particularly after changing the font size, you should always check the end results.Check that you have no single lines of text or stray words left at the top or bottom of the pages (widows and orphans).Very oversized headings can be reduced individually or you can change the Heading level style, so all the Heading 1’s for example automatically change to the new style setting.Check that there are no unusual line breaks or extra white space in the text or around graphics.Pictures and images should be checked to ensure that they are still legible at a larger scale. For example, bit mapped images may become more pixelated and unclear when enlarged and you may have to leave them at their original size.Handy shortcut keysActionShortcut keyOpen an existing fileCtrl OSelect allCtrl APrint a documentCtrl PSave AsF12Close current documentCtrl WExit WordAlt F4CopyCtrl CCutCtrl XPasteCtrl VUndoCtrl ZRedoCtrl YMove between open programmes and documentsAlt and TabAuthor: RNIB BookshareDate created: November 2013Last modified: 14 April 2016File location: M:\RNIB Bookshare\Guidance and training for customers\Creating Word documents\Quick_guide_to_modifying_structured_Word_documents.docx ................
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