Word 2003 Create and Edit Documents Manual
Contents
1. Word Help Y X Help Task Pane GO When you open the task pane in a new document it will always show the Assistance Getting Started Pane you know this by looking towards the top of the ing Started NC amp 3 Table of Contents Getting pane it will say Getting Started Microsoft Office Online To get to the help pane do the following ee Online 1 Click The small down pointing triangle to the right of the words Get the latest neve about using Getting Started Automatically update this list From the web 2 Click On Help More 3 Note The task pane will now look like the picture at right Kl Assistance 4 Type A question or topic into the Search for box ios 5 Click The Green Arrow Button 3 Downloads 6 Note A list of possible solutions to your problem will appear See also 7 Click On the blue hyperlinks to locate help you need What s New 8 Next Another window will open that will list instructions for di eal accomplishing the task Online Content Settings 9 For Additional help click one of the blue links listed below the caption Microsoft Office Online Help Task Pane The part you might find most useful are the icons towards the bottom Assistance Microsoft office Assistance Page help with Microsoft products Training Short online courses ig Communities A help discussion board Downloads Download updates to software Academic Computing does this Wo2. ER EVEN 15 CHECK READABILITY STATISTICS 22552220500 esasda 15 Wer 16 The Word Environment Title Bar cil Word Processing doc Microsoft Word The title bar is the blue bar at the very top of the window The title bar indicates which Microsoft program is being used and title of the current document In the example below you can see that the title of the document is Word Processing and the program being used is Microsoft Word Menu Bar The menu bar is the gray bar directly below the title bar The menus hold all the commands needed to work in word To find a specific command click one of the words on the menu bar a dropdown menu will then appear allowing you to choose the exact command you would like to use It is important to keep in mind that word customizes its menus to your usage The commands you use most often automatically appear those that are not used very much will remain hidden until you click the small arrows at the bottom of the menu The full menu can be seen if you double click on the menu File Edit View Insert Format Tools Table Window Help Adobe PDF Acrobat Comments Type a question For help Toolbars Toolbars are located near the top of your screen directly below the menu bar and are comprised of many small icons Each icon represents a different command Most of the commands on the toolbars can also be found in the menus
3. Button Hides and shows the horizontal and vertical rulers Shrink to Fit Button Attempts to reduce the number of printed pages print Full Screen Button Hides the title bar menu bar and scroll bars Close Preview Button Closes Print Preview and redisplays the document in the previous view Table 2 Print Preview Buttons Print a Document c There several ways to print d t pai ys to print your document COM NM DU l Open The Print Dialog Box oic a Click the Print button on standard ae Weedces 9 toolbar ih a F b The document is sent to the printer aean E M i using the default print settings Print what Document 49 OR Click the File Menu Click Print OR Press Ctrl P keys pomi Eres Print Dialog Box 2 Note The Print Dialog Box 15 divided into different sections a Printer You can select a different printer display printer properties and display the selected printer s status b Print Range You can specify exactly which pages you want to print c Copies You can select the number of copies you want and whether or not they are to be collated d Print What You can print the document itself or other document attributes such as its properties or Auto Text entries e Zoom Save paper by specifying how many pages will be printed on a single sheet of paper 3 Set The desired print options 4 Click OK Word 2003 Student
4. in the Spelling and Grammar dialog box Indicate how you want to proceed a Click ignore to skip the occurrence this time but find the Ignore All next occurrence In this way you correct found text on a case by case basis Click Ignore All to skip all misspellings like this word 4 c Click Add To Dictionary to add occurrence to Add to Dictionary dictionary This will allow Word to recognize the occurrence as correct d Click Change to replace the found text with the selected correction from the Suggestions list box e Click AutoCorrect to have Word make the correction for you f Click Change All to replace all occurrences of the highlighted text with the suggested word at the same time Be careful if you use Change you can easily make changes you didn t intend to make 4 Click OK to close the Spelling and Grammar checker Word 2003 Student manual doc Page 14 of 16 Research Task Pane The Research Task pane helps you make your document as clear and concise as possible It contains all the tools that you might need a dictionary thesaurus encyclopedias and it will even allow you to search for information on the internet To use these tools 1 Open the Task Pane 2 Click the drop down menu at the top 3 Select Research 4 Enter the text or subject you would like to find information on in the Search for box If you would like to search
5. Ease NRI Flesch Kincaid Grade Level 6 1 Readability Statistics Page 15 of 16 Appendix A Standard Toolbar taj Document1 Microsoft Word Dule amp emy is Bh Cf Format Painter lt 2 cu AOR s 100 4 Mormal limes New Roman 12 U E is e se E 2 insert word Field HE 4 38 Uus n Vertical Scroll Bar Text Area Selection Bar Horizontal Scroll Bar Status Bar View Buttons Word 2003 Student manual doc Page 16 of 16 ENSE File Edit view Insert Format Tools Table Window Help Type a question For help
6. Ux ind Replace Display the Replace tab in the Find and Replace dialog Box EL 1 Choose Edit gt Replace OR Press Ctrl H Replace with Fi 2 Inthe Find What text box type the text you want to locate Lowe 3 necessary set search options by clicking the More button 4 Inthe Replace with text box type the text that you want to substitute for any found occurrences 5 Click Find Next to begin the search In the document s text area Word will highlight the first occurrence of the found text You can then make one of these decisions a Click Replace to replace the highlighted text and continue searching for the next occurrence In this way you replace selected text on a case by case basis b Click Find Next to leave the highlighted text unchanged and continue searching for the next occurrence c Click Replace All to replace all occurrences of the text at the same time Be careful if you use Replace you can easily make changes you didn t intend to make Replace Dialog Box Use the Thesaurus 1 Right click the word for which you want to find a synonym 2 A menu will appear Click Synonyms 3 list of similar words will appear click the one you would like to use It will automatically be inserted into your text 4 You may also go to the full thesaurus by clicking Thesaurus It is located at the bottom of the list of similar words 5
7. When using the full thesaurus in the task pane it is important to remember that clicking a word will give you synonyms to that word If you find a word you would like to use run your mouse over the word a dropdown arrow will appear Click the arrow and select Insert Word 2003 Student manual doc Page 13 of 16 Check Spelling and Grammar Word will check your spelling and grammar as you type If you misspell a word a wavy red line will appear under it To correct the misspelled word all you have to do is right click your mouse on that word a dialog box will appear containing Word s guesses as to what you were trying to type If it is listed click the appropriate choice and Word will automatically insert the correctly spelled word The same procedure will work for grammar mistakes only instead of a red line Word underlines grammar mistakes with a wavy green line Right click the word s that are causing trouble and select the option from the dialog box with the corrected grammar You can also check your entire document using the spelling and grammar checker 1 sure your insertion point is at the top of your document speeling 2 Activate the Spelling and grammar checker using one of the spieling following methods spelling a Click the spelling and grammar button on the toolbar b Click Spelling and Grammar from the Tools menu speeding c Press F7 steeling 3 The first spelling or grammar error is displayed
8. Word 2003 Creating amp Editing Documents User s Manual University of Wisconsin Oshkosh Information Technology Sarah Bradway Table of Contents WORD ENVIRONMIEN E 555 ab De asseio 1 GET HELP USING WORD iE Spe case aa E E ON 4 M 09 4d pner 5 SAVEA DOCUMEN ptc 5 PREVIEW A DOCUMEN EE SR ERE VERS EE E aE 6 PRINT DOCUMEN M ipio 7 NAVIGATE INA DOCUMEN eo euen n pER SES PEORES E aieas noii e RUMOR 8 OPENA DOCUMENT 65455506 nn S S n Sn n S 0 8 INSERT TEX 1 levem 9 DHE CD TEX O ascen cc NA 9 MOVE AND COPY TEX L iecs cieesss e tek ene YR NER CES EAE US E VES 10 DELETE BLOCKS OR TEX T e 11 UNDO CHA NG ES 12 FIND AND REPLACE a eE 12 USE THE THESAURUS 2 a 13 CHECK SPELLING AND GRAMMA R eere iso rion apuesia ERA ESPERE 14 RESEARCH TASK PANE 6255550 socadussetaseesvosaseassoscaseasssountaseetsovnssstsotonass 15 20066
9. all reference books press enter or press the green arrow If you prefer to narrow your search to just the dictionary or thesaurus press the dropdown arrow next to the text box 5 Click on the reference text you would like to use 6 Word will automatically direct you to the information you need Check Word Count 1 Indicate the text that 1s to be counted a If you want to count the number of words in a specific piece of text select it b If you want to count the number of words in the entire document do not select any text 2 Click on the tools menu choose word count The word count dialog box displays the counted statistics 3 Click Cancel Check Readability Statistics Word is able to analyze your document and give you detailed information regarding the readability of your writing e Counts includes the total number of words character paragraphs and sentences in the document e Averages the average number of sentences per paragraph words per sentence and character per word Readability the percent of passive sentences and readability scores based on the number of syllables per word and the number of words per sentence Word 2003 Student manual doc Readability Statistics Counts X Words 5470 Characters 24724 Paragraphs 369 Sentences 348 Averages Sentences per Paragraph Words per Sentence 19 7 Characters per Word 4 3 Readability Passive Sentences 9 Flesch Reading
10. ays shown use the following instructions 1 Click Tools Menu 2 Click Customize 3 Note A new window will open 4 Click Options tab 5 Click Check box Show Standard and Formatting Toolbars on two rows 6 Click Check box Always Show Full Menus 7 Click Close Rulers Along the top and to the left of your document you will see a set of rulers The rulers serve several purposes most of which we will get into in later lessons At this stage in the game all you really need to know 15 that they help you figure out where on the page your text will appear The example below shows the ruler at the top of a word document The grayed out section of the ruler shows the area of your page that will be considered margins The white part of the ruler indicates the area that will contain text Task Pane The task Pane is open upon Word 2003 startup It is a window on the right side of the screen The task pane is used a lot in word It can help to change the formatting of text find clip art act as a Thesaurus and many other things We will get into the many uses of the task pane a little bit later For now know that you can turn the task pane on or off using the following instructions 1 Use the Menu commands a Click View Menu b Click Task Pane OR Press CtrleFl Word 2003 Student manual doc Page 2 of 16 Text Area The text area of your document is where your typing will go Although the text area is an invisible box yo
11. but it is often quicker to use the toolbars There are two main toolbars that are shown when Word 1s started The first one the standard toolbar contains the tools for opening a new document saving a document printing etc You can see what each button does when running your mouse pointer over each button a small yellow fly out box will appear displaying the command associated with the button 4 a d Y rel Fe Format Painter The second toolbar that is displayed upon startup is the formatting toolbar The formatting toolbar does just what it says it allows you to format the way your text looks Once again you can see what each of the buttons does by running your mouse pointer over each button Aq TOC 1 26 Times Mew Roman 22 Z U Word 2003 Student manual doc Page of 16 Like the menu bar the toolbars also customize to your MI d usage The tools used most often are displayed those not I used are hidden You can see the hidden tool icons by ave E clicking the small arrows on the toolbar As you can see 3 a L A d from the example on the right the hidden icons are displayed as well as an option to Show buttons on Two 100 7 CH Read Rows If you click on that phrase the toolbars will be on Show Buttons on Two Rows two rows and all the tool icons will be displayed Add or Remove Buttons 7 To permanently change word so that the full menus and Hidden Toolbar buttons toolbars are alw
12. do button on the toolbar or by pressing Ctrl Y The same rules that apply for undoing multiple actions will work with the redoing multiple actions Undo 1 Action Find and Replace Text The find and replace window can be very helpful when you need to quickly locate a certain name place or other piece of text Find Text Display the Find and replace window 1 Click the Edit Menu 2 Click Find Press Ctrl F 3 Inthe Find What box type the text you want to locate a necessary set search options b Click the More button to display search options c Setthe desired options d Click the Less button to hide the search options Click Find Next to locate the first occurrence of the text in the document Continue clicking Find Next to advance to the next occurrence When Word has finished searching the document click OK When finished click Cancel to close the Find and Replace dialog box Word 2003 Student manual doc Page 12 of 16 Highlight Found Text Word 2003 allows you to highlight found text in a document In order to accomplish this all you need to do is click on the check box next to the words Highlight all Items found When you click Find word will select all the instances of the text If you would like to format it in someway you can just be careful as soon as you click elsewhere in the text area your highlighting will disappear Replace Text m T
13. lease the mouse button This method is ideal for small selections such as individual characters Double click Place the mouse pointer over the word you want to select and double click the mouse Select a word on button Word selects the trailing space along with the word but not punctuation marks S Place the mouse pointer over the sentence you want to select While pressing Ctrl Ctrl click word click the mouse button Word selects end punctuation and trailing spaces along with the sentence Place mouse pointer over in selection bar next to line you want to select Click in Selection de Select a line bar The mouse pointer will change from an I beam to a right pointing arrow Click the l mouse button and Word selects the entire line of text Place the mouse pointer in the selection bar next to the first or last line of text you want to select Press and hold the mouse button and drag down or up to select additional lines Place the mouse pointer over the paragraph you want to select and triple click the mouse button Word automatically selects the paragraph mark along with the paragraph Triple click in Place the mouse pointer over the selection bar and while pressing Ctrl click the Select a 4 MM i 1524 selection bar mouse button or point in the selection bar and triple click You can also choose Edit Or press gt Select or press Ctrl A Select variable Shift and Click Place the insertion point at
14. lick the Cut button on the toolbar OR J Choose Cut from the edit menu OR Press OR Right click and choose Cut 3 Place insertion point where you want to move the text 4 Pastethe selection using one of the following methods Click paste on the toolbar d OR Choose Paste from edit menu OR Press V OR Right click and choose Paste Paste Options When you paste a selection of text a small icon will appear close to where you pasted your text It is called a smart tag and usually appears when Word has another question about Match Destination Formatting an action you just performed When you run your mouse O Keep Text Only pointer over the icon a series of choices will appear The choices given to you by a Paste Options smart tag are Keep Source Formatting Pastes the item as is retaining the original formatting so the pasted item looks just like it did when it was copied Match Destination The copied item s original formatting 1s replaced by the Formatting formatting used at the destination where item 15 pasted Keep Text Only Pastes only item stripping all formatting that may have keep Source Formatting Apply Style or Formatting been copied Apply Style or Formatting Displays the Styles and Formatting task pane Clipboard Task Pane In some cases you may want to move many different selections of text to another area of your document or to a different documen
15. manual doc Page 7 of 16 Navigate in a document You may think you already know how to navigate in a document all you need to do is move your mouse right Wrong By learning to effectively navigate in a document you will see yourself being able to accomplish things much faster than you have in the past However first you first need a document to navigate in Open a document Display the Open dialog box using one of the following methods 1 Press The Open button on the standard toolbar 7 OR Click the File Menu Click Open OR 9 Press Ctrl O keys OR Select More in the Getting Started Task pane 2 Note The Open dialog box will appear See below Look in Documents E a A Tools My Data Sources My Music My Recent My Pictures Documents C Student Recipes M Bednarek corrected M letter doc Desktop 14 Online bill statement dor WH UNIT 1 dac File name Open My Network l Places Files of type word Documents dot htm hEml url zl Open Dialog Box Imagine that the computer is a file cabinet The Look in drop down box is the drawer you open to find a particular file or folder 3 Double click the icon of the drive or folder to open 4 Continue to double click the appropriate folders until you find the document you would like to open 5 Double click the icon of the document to
16. ointer will turn into an arrow with a small piece of paper 4 Move your mouse pointer to the new location of the text 5 Release the mouse button NOTE This same method can be used to copy a piece of text just hold down the Ctrl key while dragging Delete Blocks of Text 1 Select The text you want to delete 2 Delete The text using one of the following methods OR Press Delete OR Press Backspace OR Click the Edit Menu click clear click contents Word 2003 Student manual doc Page 11 of 16 Undo Changes The undo button is found on the standard toolbar and will help you to quickly and easily undo any changes you have made to a document since your last save To undo the most recent change use one of the following methods 1 Click undo button located on the standard toolbar 22 2 Press Z 3 Select undo from the Edit menu To undo a series of changes 1 Press The drop down arrow next to the undo button 2 Note All the changes that have recently Font Size Select been done are displayed in the order iron in which they were completed 3 Drag down to highlight all the changes you would like to undo You can not pick and choose the changes you must undo them in the order they were made For example in the above figure you could not undo the copy then the font size then the font color You would have to undo the bold copy move etc NOTE You can redo any change after you have undone it by pressing the Re
17. open it NOTE Icons in the My Places Bar on the left side of the window are shortcuts to commonly used folders amp files You can create shortcuts to your personal files by clicking the Tools dropdown arrow add to my places Word 2003 Student manual doc Page 8 of 16 Moving In a Document Learn to effectively move around in an open Right Arrow One space to the right document Left Arrow One space to the left bottom of the window EUIS 2 Click where you would like the insertion TU UN P p Arrow Ctrl Down Arrow 3 Use the keyboard arrows Ctrl Up Arrow Down one screen 4 Try the methods from the table at right Down one screen Page Up 1 Use the scroll bars on the right and Ctrl Right Arrow One word to the right Insert Text Cirl Page Down Ctrl Page Up 1 Place the insertion point at the location where new text is to be inserted Home 2 Type the new text Ctrl End Ctrl Home Select Text Table 3 Navigation Methods Making changes to a document usually involves using the mouse and or keyboard to select text to be modified Try the selection methods described in the following table Method How to make the Selection Place the insertion point at one end of the text you want to select Press and hold the Drag Drag over text mouse button Move the mouse pointer to the other end of the text this creates a highlighted area a selection between the two ends Then re
18. rd 2003 5tudent manual doc Save as word Document doc Cancel Creating New Folders New Folders can be created while the Save As Dialog Box is open 1 Click The Create New folder Button on the Save As dialog box toolbar 2 Type A name for the new folder in the Name text box 3 Click OK Save an Existing Document To save changes to an existing document one that was previously saved 1 Click The Save button on the standard toolbar OR Click the File Menu and click save Press Ctrl S keys Preview a document Often times you may want to preview your document before you print it This will allow you to catch any major mistakes or make changes before you waste paper in the printing process 1 Click The Print Preview button on the standard toolbar Note This command is also found under the File menu 2 The page will now change to the Print Preview Screen 3 Notice the new toolbar at the top of the print preview window 4 Seethe table below for button descriptions Word 2003 Student manual doc Page 6 of 16 Print Button Sends the document directly to the default printer One Page Button Displays an entire Page F Magnifier Button magnifies the document at 100 or zooms out to display one page or multiple pages Multiple Pages button Displays more than one page at a time _ Zoom Box Displays a list of preset zoom settings or lets you enter a specific percentage View Ruler
19. rd 2003 Student manual doc Page 4 of 16 Enter Text Formatting Marks When typing in word there are many formatting marks that are present and you never even notice Although items such as tabs spaces and page breaks appear to be invisible they really have special marks that serve as place holders for the spaces To see the invisible marks press the show hide button on the formatting toolbar Default Typing Options Word 2003 has many built in features that will help you as you type Many of these things happen automatically and you never even realize it 1 AutoCorrect fixes common typographical errors misspelled words and incorrect capitalization 2 Smart Tags are represented by a lightning bolt button They are usually displayed when Word does something automatically or wants to help you in some way If you click on the smart tag a list of options relating to the action preformed will appear 3 Spelling and Grammar mistakes are caught as you type Spelling errors are indicated using a red wavy line beneath the misspelled word Grammar errors are signified with a green wavy line 4 AutoText inserts common or frequently used text automatically For example if you type T U E S Word guesses that you are going to type Tuesday When the yellow auto text box shows up press enter and Word will finish typing the rest of the word for you Enter Text The main function of Word 2003 is to be a word processor To enter text 1 Click Inse
20. rtion point into the Text area The insertion point is in the text area when the mouse pointer changes from an arrow into an I beam 2 Type The text you want to appear in the document a Press Enter to end a paragraph or to create a blank line between paragraphs b Press Tab to indent the insertion point a half inch to the right c Press Backspace to delete the character or space to the immediate left of the insertion point d Press Delete to delete the character or space to the immediate right of the insertion point Save a Document Save As The first time you ever save a document you want to use the Save As command This allows you to name your file and say exactly WHERE you want it saved 1 Click File menu 2 Click Save As Word 2003 Student manual doc Page 5 of 16 3 A new window will open Save As will be in the title bar see below 4 Select The location to save your document a Click Dropdown arrow next to Save in box b Locate Appropriate drive and folder in which to store the document 5 Type The name of the document in the File Name Box 6 Click Save Button iij Tools Save in Box Choose where you would like to store a document Stuff Sarah yPOWERPT is workin y Student Files Desktop Wt Toolbars Word 2000 2002 2003 00 ON Documents Computer Nebwark Places File Name Box heels ae Documents Choose what you would like to call a document File name wo
21. t This is very easy to do when you use the clipboard Task pane The clip board serves as a storage area for things that you have cut or copied from a document To view the clipboard Use the Menus 1 Click the Edit Menu 2 Click Office Clipboard Word 2003 Student manual doc Page 10 of 16 Move several selections of text l Select the text you want to move 2 Cut the selected text 3 Repeat steps and area to the clipboard 4 Place the insertion point where you want to move the text 5 In the Clipboard task pane click the cut item that you want to paste into the document 6 Repeat steps 4 and 5 as needed Copying Text To copy a selection of text 1 Select the text you want to copy 2 Copy the selected text using one of the following methods 3 4 Click the Copy button on the toolbar OR Choose from the edit menu OR Press Ctrl C OR Right click and choose Place insertion point where you want the text copied to Paste the selection using one of the following methods Click paste on the toolbar d OR Choose Paste from the edit menu OR Press OR Right click and choose Paste Drag and Drop When moving selections of text only a short distance it may be easier to use the Drag and Drop method l Select the text you would like to move 2 Click on the selected text holding down the left mouse button begin dragging it 3 Your mouse p
22. the beginning of the text you want to select While amount of text pressing Shift press the desired arrow keys to select just the text you want elect a sentence Select Multiple Drag in selection Lines bar Select a Triple click in Paragraph paragraph Extend a Make a selection While pressing shift press the right arrow key to extend the Selection Shift gt selection one character at a time or press the Down Arrow key to extend the selection on line at a time Shorten a Make a selection While pressing shift press the Left Arrow key to shorten the Shift selection one character at a time or press the Up Arrow key to shorten the selection Selection one line at a time Select items Select the first item a line or paragraph for example press and hold Ctrl and use the that aren t next Ctrl drag mouse to select any additional items you want to each other Deselect Make another selection or click the mouse button anywhere in the text area away from Click elsewhere the selected text Table 4 Selection Methods Word 2003 Student manual doc Page 9 of 16 Move and Copy Text One of the advantages of using word is the ease in which you can move and copy text to different areas of a document or to an entirely different document Move Single selection of Text 1 Select the text you want to move using the techniques from the previous section 2 Cutthe selected text using one of the following methods C
23. u can tell if you are in the text area by the way your mouse pointer looks while you move it When you have your mouse pointer in the text area you re pointer will look like an I bar See Appendix A for a picture of the text area Selection Bar In Word 2003 there is a special area of the page that will help you easily select pieces of text This area is called the selection bar and 15 located in the left margin of the page You can tell if you are in the selection bar by the way your mouse pointer appears if it looks like a white arrow you are in the selection bar See Appendix A for a picture of the Selection Bar Insertion Point The insertion point 1s the place on the page where your text or picture will be inserted You choose the insertion point by placing your mouse pointer somewhere in the text area and clicking A small blinking line cursor will appear Horizontal and Vertical Scroll Bar The horizontal scroll bar is located near the bottom of your page the vertical scrollbar is on the right The scrollbars allow you to quickly move up and down and left and right within your document See Appendix A for a picture of the Scroll bars View Buttons The view buttons are near the bottom of your page and allow you to see your document in different views Itis important to remember that even though your document may look different it is not different A document in print layout view will print exactly the same way it will in reading la
24. yout view See the table below for a description of each view Normal view shows text formatting but simplifies the layout of the page so that you can type and edit quickly Web layout view you can see backgrounds text is wrapped to fit the window and graphics are positioned just as they are in a Web browser Print Layout View allows you to see exactly how text will look on the printed page Outline View allows you to look at the structure of a document and to move copy and reorganize text by dragging headings E Reading Layout modity Table 1 View Buttons Word 2003 Student manual doc Page 3 of 16 Status Bar The status bar is found near the bottom of your Word 2003 screen It serves as a GPS system for a document and allows you to know where the insertion point is located Page 4 Sec 1 415 56 8 Ln 26 Col 31 Distance Line of text Distance in from top of where the number of Page of insertion Page of Section of document document insertion insertion point is on point is on the page to insertion characters from insertion point is left margin to point located insertion point point is on Get Help Using Word Word 2003 has a built in help system to give you answers to questions you might have or step by step instructions for any given task Although there are a variety of ways toolbar button menu bar F1 to ask for help in Word all ways lead to the task pane
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