Teach Yourself Microsoft Word Topic 5 - Revision, Font and Paragraph Tips

Transcription

1 Teach Yourself Microsoft Word Topic 5 - Revision, Font and Paragraph Tips In this introduction to Level 2 Microsoft Word you will revise basic concepts from the Level 1 course, learn more keyboard shortcuts as well as get to learn a number of formatting techniques that you have not come across before. You will get an introduction to using the Format Painter button and you may also have a sneak peak at next week s topic: Using Templates and Graphics. You should be familiar with the MS Word screen shown below and how to use the basic tools but if you have forgotten anything we will spend some time revising key skills. File Tab Quick Access Toolbar Tabs Help Title Bar Ribbon Ribbon Options Account Access Selection Bar Up Button Ribbon Group Names Horizontal Ruler Insertion point Scroll Bar Vertical Ruler Selection Bar Down Button Zoom Level Status Bar Document Viewing Buttons C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task5\TYMSWord5.docx Page 1

2 Basic Tools In the Level 1 MS Word course you learnt how to use all tools in the Home ribbon s Font grouping. They are: Tool Use Tool Use Tool Use Change font Remove formatting Subscript Change font size Bold Superscript Increase font size Decrease font size Change font case Italics Underline + options Strikethrough Add various text effects Highlight - various colours Change font colour In this course you also learnt how to use most of the tools in the Home ribbon s Paragraph grouping. They are: Tool Use Tool Use Tool Use Create various types of bullets Create various types of numbered points Create various types of multilevel lists Sort selected text alphabetically Show text layout marks Left justify text Change line + paragraph spacing Change background colour Add text borders Decrease text indent Centre justify Increase text indent Right justify I will give you a quick lesson on using any tool from the paragraph group that you have not used before or on any tool that you would like a refresher in. You learnt how to use the cut:, copy: and paste: tools in the Home ribbon s Clipboard grouping as well as how to use the Microsoft Office Clipboard via the tiny Clipboard launcher button. I will now show you how to insert images and Shapes. These buttons are in the Insert ribbon. In the Layout ribbon you have learnt how to change your document orientation using: and how to change your paper sizing using:. In the Review ribbon you will now learn how to check your spelling and grammar using the button. In the File tab backstage area, you learnt how to save a file using: and ; open and close a document; print a document using: and start a new document using:. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task5\TYMSWord5.docx Page 2

3 Keyboard Movement Commands Mouse Techniques To move Up one line Down one line Left one character Right one character Beginning of line End of line Word left Word right Previous paragraph Next paragraph One screen up One screen down Press key key key key Home key End key Ctrl + keys Ctrl + keys Ctrl + keys Ctrl + keys Page Up key Page Down key Click on this arrow to scroll up one line at a time Click on this grey area to scroll up one screen at a time Drag the scroll bar to scroll multiple lines Click on this grey area to scroll down one screen at a time Beginning of document Ctrl + Home keys End of document Ctrl + End keys Click on this arrow to scroll down one line at a time Customising the Quick Access Toolbar MS Word allows you to customise the Quick Access toolbar by adding or removing buttons. The default Quick Access toolbar looks like this: To add or remove buttons click on and choose the options that you want to add or remove. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task5\TYMSWord5.docx Page 3

4 Selection Techniques To select: Any text A word Do this: Drag mouse cursor across the text you want to select. Having trouble selecting a small set of adjacent characters? Click on one side of the characters, hold down the Shift key and select using (left) or (right) arrow keys Double-click the word A line Click in the selection bar to the left of the line Multiple lines Drag up or down in the selection bar to the left of the line A sentence Hold down the Ctrl key and click anywhere in the sentence A paragraph Double-click in the selection bar to the left of the paragraph Multiple paragraphs Double-click and drag in the selection bar to the left of the paragraphs Entire document Triple-click in the selection bar Font Formatting Shortcuts Format: Bold Press: Ctrl + B keys Underline Ctrl + U keys Italic Ctrl + I keys SMALL CAPS Ctrl + Shift + K keys Super script Ctrl + Shift + = keys Subscript Ctrl + = keys C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task5\TYMSWord5.docx Page 4

5 Other Common Keyboard Shortcuts There are more than 200 keyboard shortcut methods that you can use to work on your MS Word documents and many of these keyboard shortcuts also work with other MS Office software types. Here is a selection of keyboard shortcuts that I tend to use quite often: Keyboard Shortcut Ctrl + S key Ctrl + O key Ctrl + N key Ctrl + P key Ctrl + X key Ctrl + C key Ctrl + V key Ctrl + Z key Ctrl + Y key Ctrl + B key Ctrl + I key Ctrl + U key Ctrl + Shift + K key Ctrl + [ key Ctrl + ] key Ctrl + A key Ctrl + L key Ctrl + R key Ctrl + E key Ctrl + J key Ctrl + + key Ctrl + - key Ctrl + scroll mouse wheel Ctrl + Enter key Shift + Enter key Ctrl + Home key Ctrl + End key Ctrl + key Ctrl + key Ctrl + key Ctrl + key + E key What Shortcut Does Save Open New document Print Cut Copy Paste Undo Redo Bold Italics Underline SMALL CAPS Decrease font size one point Increase font size one point Select all Left justify Right justify Centre Fully justify Zoom in Zoom out Zoom in/out Force a page break New line no paragraph break Go to document beginning Go to document end Move right one word Move left one word Move up one paragraph Move down one paragraph Open File explorer For a bigger keyboard shortcuts list try: C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task5\TYMSWord5.docx Page 5

6 Line and Paragraph Spacing Line spacing refers to the amount of space between each line of text. By default this is set to single line spacing within a paragraph. This can be adjusted from the Paragraph Group within the Home tab of the Ribbon. To alter line spacing select the paragraph(s) or place the insertion point anywhere in the desired paragraph, click on the Line Spacing button and select the spacing you want. To alter paragraph spacing, select the paragraph(s), click on the Paragraph Settings tiny launcher button the bottom-right of the Paragraph group and adjust the Spacing Before/After. Next click on OK. from Quick Lines a. To insert a single line across a page quickly: Type three hyphens (---) and then press Enter. b. To insert a double line across a page quickly: Type three equal signs (===) and then press Enter. c. To insert a triple line across a page quickly: Type three hash symbols (###) and then press Enter. d. To insert a line of dots across a page quickly: Type three star symbols (***) and then press Enter. e. To insert a wavy line across a page quickly: Type three tilde symbols (~~~) and then press Enter. Note: If you really did want the three hyphens, equals, hash, star or tilde symbols use Ctrl + Z key. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task5\TYMSWord5.docx Page 6

7 Skills Check 5a Review what you have learnt in the Level 1 MS Word course plus what has been covered so far in this course: 1. Create a new A4 sized document and change the formatting of the text to match that shown below. (Unformatted text available from Heading: size 16 pt; semi-reflected, small caps. The composition of ionic compounds is determined by the requirement that the compounds must be electrically neutral. That is that the charges of the cations and anions must balance or cancel out one another. For example consider sodium cations (Na + ) and Chlorine anions (Cl - ). Sodium has a positive 1 charge and chloride has a negative 1 charge. Thus one sodium cation cancels one chloride anion resulting in the formula Na1Cl1 or NaCl. This formula is called the formula unit since it represents only one unit of the vast NaCl array or lattice. Border: 2¼pt, solid blue. Polyatomic Ions and Compounds Molecules can be made from polyatomic ions. Most polyatomic ions are anions with one notable exception - the ammonium cation (NH + 4 ). The composition of salts with polyatomic ions is determined by the same rule as with monatomic ions. An example is given below: Paragraphs: size 12 pt, 1.5 line-spacing, 12 pt before. 2Na + + SO4 2- Na2SO4 Formula: 16 pt bold. Here two sodium ions plus one sulphate ion gives sodium sulphate. Page colour: blue /pink, diagonal gradient fill. 2. Include a header containing today s date on the left page margin and the author s name (you) at the right page margin. 3. Save the document in your network server space folder naming it: Task-5a.docx 4. Include a left-aligned footer detailing the path/filename for your document. 5. Include a copyright free image of a Periodic Table from the world-wide-web somewhere in your document. 6. Set all margins to 2cm. 7. Include a semitransparent diagonal light green watermark using your name. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task5\TYMSWord5.docx Page 7

8 8. Spell and grammar check your document. 9. Resave your document. 10. Print your document (for ACFE purposes). 11. Sign your document and then hand it to Mr Kruyer. Question 1/ Why were you asked to save the document before you inserted the footer? Question 2/ Explain what the button on the Home tab does. (This backward P character is called a Pilcrow.) Question 3/ Explain what is meant by a copyright free image or copyright free text document? Format Painter Button To apply the formatting of existing text to other text easily follow these steps: 1. Click anywhere on the text whose formatting (font, size, colour, justification, text effects ) you want to copy to other text. 2. Either single-click the button on the Home tab to use the Format Painter only once; or double-click the button to use the Format Painter a number of times. 3. Drag the mouse cursor across any text to apply the copied format. 4. I you used double-click on the button, then tap your Esc key to stop the Format Painter. Desktop Publishing using MS Word Templates A template is a predesigned document you can use to create documents quickly without having to think about formatting. With a template, many of the document design decisions such as margin size, font style and size, and spacing are predetermined. Templates can help you create a more professional looking and visually appealing document. Examples of these types of documents include brochures, business cards, fax proformas, greeting cards, cafe menus, resumes, award certificates and reports. There are numerous desktop publishing software packages available that you can use to create these types of documents including Adobe InDesign and Microsoft Publisher and SPAN Community House runs a course in desktop publishing from time to time and you may be interested in taking this course when it next runs. MS Word also includes many desktop publishing features and using a large selection of templates to help you to create beautifully formatted and arranged documents. If we have time at the end of this class then we will have a quick introduction to using templates and we will continue to learn how to use this next week. Have you backed up all of your work in this task to your USB thumb drive? You should do this at the end of every class so that you can take your work home and practice there. Have you been saving your work to your network server space server space every 10 minutes? Show your MS Word documents to Mr Kruyer for assessment. Due Dates: All questions from this task should be completed by next week s class. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\Word\learning-tasks\level-2\task5\TYMSWord5.docx Page 8