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24 February 2004 Copyright, Information Technology Services training@its.utexas.edu The University of Texas at Austin This handout provides an introduction to the fundamentals of Microsoft Word. It covers starting Word, the Word interface, creating a Word document, editing a Word document, selection techniques, paragraph and character formatting, spell checking, printing, graphics and tables.
Starting Word
1. On the PC, select Start, Programs, and Microsoft Word from the Start list. 2 Double-click on the icon of any Word document. Word documents can be anywhere. Word opens with the selected document already loaded.
Functionality or Purpose of the Component Contains File,Edit, View, Insert, Format, Tools, Table, Window and Help menus Contains icons for shortcuts to menu commands. Contains pop-up menus for style, font, and font size; icons for boldface, italic, and underline; alignment icons; number and bullet list icons; indention icons, the border icon, highlight, and font color icons. Ruler on which you can set tabs, paragraph alignment, and other formats.
Ruler
Insertion Point Blinking vertical bar that indicates where text you type will be inserted. Don't confuse the insertion point with the mouse I-beam. To move the insertion point, just click the mouse where you want the point moved. End-of-File Marker Selection Bar Non-printing symbol that marks the end of the file. You cannot insert text after this mark. Invisible narrow strip along the left edge of the
(Gutter)
window. Your mouse pointer changes to a rightpointing arrow when it is in this area. It is used to select a line, a paragraph, or the entire document. Double-click to split the window in two (to view different portions of the same file). Double-click to return to one window Displays page number, section number, and total number of pages, pointer position on page and time of day. Displays and groups commonly used features for convenience. An animated character that can provide help and suggestions. There are multiple characters to choose from, and it is possible to turn the Office Assistant off.
Split Handle
Status Bar
For example, to open a file from a floppy disk, select Open... from the File menu. If the disk's name does not appear on the left side of the dialog box, click on the down arrow. Select its name in the box at the left or if it is not displayed, click the Up One Level button to see a different display of files and folders. When you locate the desired diskette or file, click Open. (Double-clicking on the name will also open it).
To close a document, click its close box in the upper right of the title bar (box with the large X on it) or select Close from the File menu. The keyboard shortcut is <Ctrl + W>.
Saving a Document
Your document and changes you make to a document are not saved to disk until you issue a save command. Saving is quick and easy. You should save often to minimize the loss of your work. Word has two save commands - Save and Save As. - that work similarly. Both are under the File menu. Save When you save a new document for the first time, Word displays a dialog box (see figure, below). Select where you want to save your document and give it a name. When you save an existing document that you have been editing, the newly saved version is written over the older version. Save As This command always displays a dialog box where you can choose a document name and disk (see figure, below). Use the Save As. command whenever you want to save a copy of the current document under a different name or in a different folder (or disk). The newly saved copy becomes the active document.
Type <Ctrl + Home> to move to the very beginning of your document and type: Your name and press Enter . Today's date and press Enter The name of the school where you teach and press Enter, Enter.
Deleting Text
The Backspace key deletes one character to the left of the insertion point. The Delete key deletes one character to the right of the insertion point. You can use these keys any time. To delete more than just a few characters, select the text and press the Delete key. Selecting text is covered below.
Undoing Mistakes
If you make a terrible mistake-you accidentally delete an important paragraph, for example-use the Undo command under the Edit menu immediately (The keyboard shortcut is < Ctrl + Z >). Do not issue any other command until after you have undone your mistake.
A block of text of Click at one end of the block and shift-click at the other end of the block. any size Or click at one end of block and drag to the other end of the block. Entire document Press < Ctrl + A> or hold down the Ctrl key and click in the selection bar. And to... Deselect text Extend a selection Do this... Click anywhere outside the selection. Shift-click an additional block. For example, if you have selected a paragraph and you shift-click on another paragraph, it will be added to the selection.
Cut - The Cut command extracts the selected text and puts it on the Clipboard (a temporary storage area). The contents of the Clipboard are overwritten with each copy or cut. Copy - The Copy command puts a copy of the selected text on the Clipboard. Paste - The Paste command inserts the Clipboard's contents at the insertion point. Existing text moves to accommodate pasted text. If text is selected, it is replaced by the pasted text. Drag and Drop - This procedure does not involve the Clipboard and works best when moving text a short distance. To move text, select the text and drag it to its new location. To copy text; hold down the <Ctrl> key while you drag the text.
If the word is spelled correctly... To ignore only this occurrence of the word, click To ignore all occurrences of the word, click To add the word to a custom dictionary, click If the word is misspelled... First, click correct spelling in Suggestions list or type the correction in the Change To: box. Then... To change only this occurrence of the word, click To change all occurrence of the word, click Change Change All Ignore Ignore All Add
After you make your choice, Word continues checking spelling. Remember to save your document after using the spelling checker in order to retain the changes.
Formatting Text
You can format text that you are about to type or text that already exists. To format new text, turn on the formatting features you want, type the text, and then turn off the features (select them again or select new features). To format existing text, select the text and choose the formatting features. For example, to create a heading that is Helvetica, bold, 18-point text, select the font and size from the pop-up menus on the Tool Bar (see below). Then, click on the B button to turn on bold.
Formatting Paragraphs
In Microsoft Word , a paragraph is any amount of text followed by a paragraph symbol (). A one-word heading is a paragraph. A 100-word job description is a paragraph. Even a blank line terminated by a is a paragraph. You can perform paragraph formatting from the Format menu. 1. Highlight the paragraph you want to format. Click on Format from the Command menu. Choose Paragraph. Make the changes from the options that are displayed in the window. For example, to change line spacing from single to double, click on the Line spacing drop down arrow, and choose double.
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You can also choose icons from the Formatting Tool Bar to format paragraphs. 1. 2. 3. 4. Font and font sizes, Paragraph alignment icons, and Indention icons. Numbered and Bulleted lists.
Printing
Select File, Print to print your document. Save the document before selecting the Print command to avoid losing your work. You can also click on the Print icon to print the active document.
Open any document within Select Open... from the File menu or press < Ctrl + O > . In the Word dialog box, click on the filename and then on the Open button. Close a document Save a document Move text Copy text Insert text from the clipboard Set the margins Change the font or size of text Create bold , italic or underlined text Change the alignment or spacing of paragraphs Add page numbers Start the spelling checker Click its close box, select Close from the File menu, or press < Ctrl + W>. Select Save from the File menu or press < Ctrl + S > . Type a name for the document and select a disk in which to save it. Select the text. Choose Cut from the Edit menu or press < Ctrl + X>. Select the text and choose Copy from the Edit menu or press <Ctrl + C>. Choose Paste from the Edit menu or press < Ctrl + V > Choose Page Setup from the File menu. Select the text and choose from the Font or Size boxes on the Ribbon. Select the text and choose the formatting features from the Ribbon. Select the paragraphs and click on the alignment and spacing icons on the Ruler. Choose Header and Footer from the View menu. Click on the page number icon. Move the insertion point to the top of the document or press < Ctrl + Home>. Select Spelling and Grammar from the Tools menu. Choose Print Preview from the File menu. Choose Print from the File menu or press < Ctrl + P >.
Graphics
Microsoft Word contains a full set of graphic tools. You can:
Create graphics from scratch Import graphics from other programs Place graphics within text Manipulate graphics on a page
Word comes with some pre-designed graphics that are normally installed in the MSOFFICE\CLIPART folder. These graphics can be resized and placed within text.
2. 3. 4. 5. 6.
NOTE: You cannot view graphics in a document when you are in Normal Viewing mode. Switch to Page Layout to see your graphic.
Resizing a Picture
Select the inserted picture by clicking once on it. Click the Cropping tool on the Picture toolbar. Notice that the mouse cursor has changed. Drag one of the corners with the pointer to reduce its size and eliminate it.
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Open a new Word document. Save it as Practice. Click the Drawing tool in the Standard toolbar or right click in any toolbar on your screen to display a list of available toolbars. Select the Drawing toolbar. Click a line or arrow on the Drawing toolbar. When the cross hair appears, point to a spot in your document where you want the line or shape and draw a shape.
Tables
In this section you will learn how to:
Create a table using either the menu or the table icon. Add, Delete, and Insert columns and rows.
Select and change the size of columns and rows. Add Borders and Shading.
A table with the number of columns and rows that you specified is inserted in your document and the cursor is positioned in the first cell of the table. You can move from cell to cell using the <Tab> key, to move forward to the next cell and the <Shift Tab> keys to move back to the previous cell.
Open a new document by clicking on the New Document button on the Toolbar. Press the <Enter> key twice to add some blank lines to your document. Use either method described above to create a new table. Make the table contain 3 columns and 5 rows. Type the text displayed in the example below. Use the <Tab> key to move to the next cell and <Shift + Tab> to move back to the previous cell.
Capital Austin
Cells in a table can be selected using the click-and-drag method or one of the following techniques:
Click in the lower left corner of the cell. (The mouse pointer shape becomes a right pointing arrow.) Single Click in the selection bar to the left of the row. Place the mouse on the top border of the column and click. (The mouse pointer becomes a black down pointing arrow.)
To select the On a Macintosh hold down the Option button and entire table: double-click in the table. On a Windows machine Press the <Alt> key and the number 5 key on the numeric keypad . (The NumLock must be turned off.)
Inserting Columns and Rows To insert a row or column within a table, select the row or column after the position for the new row or column. Select Insert Row or Insert Column from the Table menu. To insert a column to the right of the table, position the insertion point just outside the last column. Choose select column from the table menu, and then click the insert columns button on the standard toolbar. 1. 2. 3. 4. 5. 6. 7. 8. Select Select Select Select Select Select Select Select the first row in the "States" table. Insert Rows from the Table menu. the last row in the "States" table. Insert Rows from the Table menu. the first column in the "States" table. Insert Columns from the Table menu. the last two columns in the "States" table. Insert Columns from the Table menu.
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Click and drag the first column width button to the 1.5-inch mark. Click on the Next Column width button to the 3-inch mark.
The mouse can also be used to change column widths. To select the column that you want to change, place the mouse pointer on the right border of the column. As you move the mouse pointer on top of the column border the pointer becomes a two-headed arrow (see example displayed in the left margin). When the mouse pointer is displayed as the twoheaded arrow, press the mouse button and drag to reposition the column width. As you drag the mouse, an outline of the new border shows the border position. When you have
resized the column to a satisfactory width, release the mouse button. The entire column is resized accordingly. 1. 2. 3. 4. Select the first column of the second table in your document. Place the mouse in the right hand border of the column. When you see the two-headed arrow appear, press and drag the mouse to increase the column width. Select the second column and resize the column width using the mouse.
Adding Borders
The table gridlines surrounding each cell are non-printing lines. To add printing lines or borders to a table, select the table followed by the Borders and Shading command from the Format menu. The Cell Borders and Shading dialog box appears. You can select a variety of border styles using the options listed in the Borders dialog box. Instructions for using the Cell Border dialog box are listed in the table below.
None
No borders.
Box - the outer boundary Select Box from the Presets selection box. of the table is outlined with a border. Shadow -the table is outlined with a shadow. 3-D Custom - any boundary or In the Border selection box, select the set of boundaries can a boundary you want to add a border to, border using any Line then click on the Line style that you want style. to use in the Line selection box. Select Grid from the Presets options.
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Select the entire "States" table. Select Borders and Shading from the Format menu. Select Grid from the Presets selection box and click on the OK button. Select the next table in your document. Select Borders and Shading from the Format menu. Select Box from the Presets selection box and click on the OK button. Select the next table in your document. Create a custom border using the Presets and Line selection boxes in the Borders and Shading dialog box.