Microsoft Word Part I Reference Manual

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1 Microsoft Word 2002 Part I Reference Manual

2 Instructor: Angela Sanderson Computer Training Coordinator Updated by: Angela Sanderson January 11, 2003 Prepared by: Vi Johnson November 20, 2002

3 THE WORD SCREEN When you start Word, the screen contains a blank document (called Document1) with the following tools (see descriptions below): Standard toolbar Formatting toolbars Ask a question box Task Pane Horizontal Ruler Vertical Ruler View Buttons Status bar Application Close Button: upper-right corner of the screen). It closes the application window (the large X in the Document Close Button: Application Close button). It closes the document window (located below the Rulers: The Vertical Ruler provides page measurement (displays in Print Layout View only). The Horizontal Ruler allows you to quickly change margins, tabs, and indents. Ask a question box: Type a question in this box, then press Enter. It returns a list of associated Help topics. Task Pane: This new feature in 2002 enables you to easily open or start a new document and, as you work, will display information related to what you are working on. To open or close the Task Pane, click View / Task Pane. Microsoft Word 2002 Part I 1

4 Status Bar: Displays the location of the cursor, information about a command or toolbar button, or an operation in progress. Customize Toolbars: To display more buttons, choose to show toolbars on 2 rows: Click the Toolbar Options button / click Show buttons on two rows To display other toolbars, right-click either the Standard or Formatting toolbars, then click on a toolbar View Margin Guidelines: To view Margin Guidelines as you did in WordPerfect, turn them on as follows (visible in Print Layout and Web Layout views): 1. Click Tools / Options 2. Click the View tab 3. Select Text boundaries / OK Default File Location: each day: Specify the default folder in which you want Word to start Click Tools / Options / File Locations tab Click the Modify button Specify the location Click OK / OK Short Menus / Expanded Menus: When you click on a name on the menu bar, a short menu is displayed (not all items are displayed). There are 3 ways to expand short menus: 1. Double-click on the menu name 2. Click on the chevron (downward-pointing arrows at the bottom of the short menu) 3. Display a menu, then point to the menu s name or chevron Once you choose an item on an expanded menu, Word places it on the short menu. Over time, if you don t use a command on a short menu, Word will move it to the expanded menu. If you prefer to display full menus, click Tools > Customize > Options tab > select Always show full menus Microsoft Word 2002 Part I 2

5 Ways to view a Word document: Change views by using the View menu or by clicking one of the view buttons on the horizontal scroll bar. Normal View: Work in normal view for typing, editing, and formatting text. You don t see top or bottom margins, drawing objects, or text boxes. Web Layout View: Work in Web layout view when you are creating a Web page or viewing a document on the screen. In 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: Work in print layout view (default view) to see how a document will look when printed. This view is useful for editing headers and footers, for adjusting margins, and for working with columns and tables. Save screen space in this view by hiding white space at the top and bottom of the page as follows: Click Tools / Options / View tab De-select white space between pages (Print View only) Shortcut: Point to area just under the Horizontal Ruler until you see up and down arrows, then click (click again to show white space) Outline View: Work in outline view to look at the structure of a document and to move, copy, and reorganize text by dragging headings. In outline view, you can collapse a document to see only the main headings, or you can expand it to see all headings and even body text. Outline view also makes it easy to work with master documents. A master document makes it easier to organize and maintain a long document, such as a multipart report or a book with chapters. In outline view, page boundaries, headers and footers, graphics, and backgrounds do not appear. Print Preview: For a full-page view of a document, click File / Print Preview, or click the Print Preview button. Edit Text in Print Preview: 1. In Print Preview, click on the page you want to edit (to make it the active page) 2. Move the mouse pointer (magnifying glass) over the area you want to edit, then click to zoom in (click again to zoom out) 3. Click the Magnifier button on the Print Preview toolbar to change the mouse pointer from a magnifying glass to an I-beam 4. Edit the document 5. Click Close to exit Print Preview Microsoft Word 2002 Part I 3

6 Web Page Preview: In Web page preview, you can see how your document will look in a Web browser. If your Web browser is not already running, Word starts it automatically. You can return to your document in Word at any time. To switch to Web page preview, click File / Web Page Preview Full Screen Mode: To display as much of your document as possible on the screen, you can switch to full-screen mode. In this mode, Word removes distracting screen elements, such as toolbars and scroll bars. If you want to choose menu commands in full-screen mode, rest the pointer at the top of the screen, and the menu bar appears. To switch to full-screen mode, click View / Full Screen To turn off full-screen mode and switch to the previous view, click Close Full Screen on the Full Screen toolbar, or press ESC Microsoft Word 2002 Part I 4

7 CREATE A DOCUMENT: When you start Word, the screen contains a blank document called Document1 in which you can type your text. settings are: Paper size will be 8½ x 11 Tabs are set every ½ Margins will be 1 at the top & bottom; 1¼ left & right The default To change the default margins for all future documents: Click File / Page Setup Click the Margins tab Enter the settings you want Click the Default button / Yes Typing Text: 1. Start typing on line 1 or move the mouse pointer to a blank area of the document & double-click 2. Press the Enter key to end a short line or to create a blank line 3. Press the Tab key to move the cursor ½ to the right 4. Press the Backspace key to delete characters or space to the left of the cursor 5. Press the Delete key to delete characters or space to the right of the cursor Insert / Overtype Text: Click where you want to start inserting text and type new text. To overtype unwanted text, press the Insert key, or double-click OVR on the status bar. Double-click OVR again to continue inserting text. Formatting Marks: Word displays text as it will look when printed. Word doesn t use formatting codes to indicate formatting. However, each time you press Enter, Tab or the spacebar, Word inserts a Formatting Mark. These marks do not print but it can be very helpful to see them when you are making formatting changes to a document. To reveal (or hide) non-printing characters, click the Show/Hide Paragraph button on the standard toolbar to see them. Examples of some below: Paragraph Mark is created when you press Enter to end a line Space Mark is created when you press the spacebar Tab Mark is created when you press the Tab key Soft Return is created when you press Shift + Enter to start a new line in the same paragraph Microsoft Word 2002 Part I 5

8 SAVE A DOCUMENT: Until you save a document, it exists only in the computer s temporary memory. It will be lost if you turn off your computer or close Word before you save the document. Get into the habit of saving documents frequently. Use Save or Save As to save documents: Save As: Enables you to save a document in any of the following ways: For the first time With a new filename In a different location (on another disk or folder) 1. Click File / Save As 2. Specify a location you want to save to using any of the following methods: Select a folder from the Save In dropdown list Double-click on a folder in the file list Click on a folder in the Places Bar (provides quick access to the five folders Microsoft thinks you want to save your file) To create a new folder: click the Create New Folder button on the toolbar > type a name for the folder > click OK 3. Type a name for the file in the File Name box When you save a file for the first time, Word automatically assigns a filename by using the first words of your document. You can accept this default name or name it something different. Some guidelines to follow: > A document name can contain up to 255 characters > The following characters are not allowed in a filename: \ / : ; *? < > > Do not add a file extension to your filename. Word will automatically add the extension.doc to your document s name 4. Click Save Save: Once a file has been saved, click the Save button on the toolbar to save changes to the file (with the same name and in the same location). You can also click File / Save or press Ctrl + S. Microsoft Word 2002 Part I 6

9 SPELLING & GRAMMAR CHECKERS: If you misspell a word or type a grammatically incorrect sentence, Word will show wavy red lines under possible spelling errors, and will show wavy green lines under possible grammatical errors. These lines do not print. To check Spelling & Grammar of an entire document: 1. If you wish, place the cursor at the top of the document (if the cursor is not at the top, Word starts the checker at the cursor location, checks to the end of the document, then checks from the beginning of the document to the cursor) 2. Click the Spelling & Grammar button on the Standard toolbar 3. Clear the Check Grammar box if you don t want Word to check grammar 4. If the spelling of a word is incorrect, do any of the following: Click on a word in the list of suggested spellings & click Change Type the correct spelling in the Not in Dictionary box Ignore the suggestions by choosing the Ignore button 5. When you finish, click Close To check Spelling of a single word: 1. Right-click on a word with a wavy red underline 2. Click on a replacement word 3. To jump to the next mistake, double-click the Spelling & Grammar Status icon on the status bar. An x on the icon indicates that the document contains spelling or grammatical errors; a check mark indicates that Word didn t find any errors. Spell Check Options: If you don t want to see the same spelling error again, right-click the mistake, point to AutoCorrect, then select a correction. The next time you make the same mistake, Word will fix it for you. If you find the wavy lines distracting, you can hide them as follows: Click Tools / Options Click the Spelling & Grammar tab To hide spelling errors, click Hide spelling errors in this document To hide grammatical errors, click Hide grammatical errors in this document Using the Thesaurus: 1. Right-click on a word you want to find a synonym for 2. Point to Synonyms 3. Click on a replacement word Microsoft Word 2002 Part I 7

10 MOVE AROUND YOUR DOCUMENT QUICKLY: You can easily go back to the previous location or jump to a specific page, heading, or type of object using either your mouse or the keyboard: Jump to a specific object: 1. Click the Select Browse Object button on the vertical scroll bar (looks like a small ball) 2. Click an object on the menu to browse by 3. Click the button above or below the Select Browse Object button to move to the previous or next item you selected. If no item is selected on that menu, it displays the previous or next page. Move with Keystrokes: To go to Next word Previous word Beginning of line End of line Next paragraph Previous paragraph Top of next page Top of previous page To a specific page To a specific location Scroll up 1 screen Scroll down 1 screen End of document Beginning of document To a previous revision To the cursor location when the document was last saved Go back to the last place you typed or edited Press Ctrl + Ctrl + Home End Ctrl + Ctrl + Ctrl + Page Down Ctrl + Page Up Ctrl + G Ctrl + G Page Up Page Down Ctrl + End Ctrl + Home Shift + F5 (see below) Shift + F5 > Press Shift + F5 up to 3 times to return to the previous three locations. > Press Shift + F5 a 4 th time to return to where you started. Document Map: The Document Map is a separate pane that displays a list of headings in the document. Use the Document Map to quickly navigate through the document and keep track of your location in it, as follows: Click View / Document Map Click a heading in the Document Map (Word jumps to the corresponding heading in the document, displays it at the top of the window, and highlights the heading in the Document Map) Show or hide the Document Map at any time Microsoft Word 2002 Part I 8

11 AUTOMATIC TEXT FEATURES: Use Word s automatic text features to speed up your work. They are: AutoComplete gives you the opportunity to insert entire items such as dates and AutoText entries when you type a few identifying characters. To use AutoComplete: 1. Type the first 4 letters of any of the following items: A day of the week A month A date Your name AutoText entries (see next page) 2. If you see the correct word in a ScreenTip, press Enter If it is not the correct word, just keep typing Turn on or off AutoComplete: Click Insert > point to AutoText > click AutoText > select or clear the Show AutoComplete suggestions check box SmartTags: As you type, Word recognizes certain types of text in your document and marks the text with a SmartTag indicator (a dotted purple underline). The type of actions you can take depend on the type of data that Word recognizes and labels with a smart tag. For example, a person s name or the name of a recent Microsoft Outlook e- mail message recipient is a type of data that can be recognized and labeled with a smart tag. That name could be added to a Microsoft Outlook Contacts folder with the use of a SmartTag. When you see a SmartTag indicator: Place the mouse pointer over the SmartTag indicator (a SmartTag Action button will display) Click this button to display a list of tasks that you can perform that are related to the underlined text Other buttons you may see in your document are the AutoCorrect Options button and the Paste Options button. Both have options you can choose without clicking a button on a toolbar or opening a dialog box. Microsoft Word 2002 Part I 9

12 AutoCorrect automatically corrects many common typing, spelling, and grammatical errors, and it can automatically insert text and symbols. To control what types of AutoCorrect changes Word makes, or to add your own AutoCorrect entries: 1. Click Tools / AutoCorrect Options 2. To control what types of AutoCorrect changes Word makes, select or deselect the options you want 3. To add your own AutoCorrect entries: Type the entries in the Replace & With boxes Click Add to add the entries to the list 4. Click OK AutoCorrect Options SmartTag: When AutoCorrect corrects a word that wasn t wrong, you can use the AutoCorrect Options SmartTag to reverse automatic corrections. When this happens: 1. Move the mouse pointer over the text that was changed by AutoCorrect 2. Point to the small blue box that appears 3. Click the button s dropdown arrow 4. Choose to undo the correction or turn AutoCorrect options on or off AutoFormat As You Type automatically formats headings, bulleted and numbered lists, borders, numbers, symbols, etc. as you re typing. You can automatically format selected document text or an entire unformatted document in one pass. By default, AutoFormat is on the first time you start Word. To turn off automatic formatting completely or clear options: 1. Click Tools / AutoCorrect Options 2. Click the AutoFormat As You Type tab 3. Clear or select options you want 4. Click OK Note: To be prompted to accept or reject each change before it is made, click Format / AutoFormat / click AutoFormat and review each change Microsoft Word 2002 Part I 10

13 AutoText entries enable you to store frequently-used text and graphics so you can insert them quickly. Word includes AutoText entries you can use, or you can create your own as follows: 1. Select the text or graphic you want to store as an AutoText entry To store paragraph formatting with the entry, include the paragraph mark in the selection 2. Click Insert / AutoText / New 3. Leave Word s suggested name for your entry in the Enter AutoText Entries Here box, or type a new name Note: Entry names must be unique (doesn t spell a real word) and at least 4 characters long if you want to use AutoComplete to insert them in your documents. 4. Click OK Insert AutoText entries two ways: If your AutoText entry name is unique and is at least 4 characters long: Type the name of the entry Press Enter when you see the AutoComplete Tip If your AutoText entry name is not unique (can spell a real word) and is any number of characters long: Click where you want to insert the entry Click Insert / AutoText Click on the entry you want to insert Edit an AutoText entry: 1. Insert the AutoText entry into the document 2. Make the change you want 3. Select the revised AutoText entry To store paragraph formatting with the entry, include the paragraph mark in the selection 4. Click Insert / AutoText / New 5. Type the original name of the AutoText entry 6. Click OK Delete an AutoText entry: You cannot undo the deletion of an AutoText entry. 1. Click Insert / AutoText / AutoText 2. Click on the AutoText entry you want to delete 3. Click Delete Microsoft Word 2002 Part I 11

14 SELECTING TEXT: Before you can move, copy, or change text already typed, the text must be selected first (highlighted). Shown below are quick ways to select text: To Select Any amount of text A word A short line or heading From cursor to end of a line From cursor to beginning of a line A sentence A paragraph Multiple paragraphs A large area Items that aren t next to each other The entire document A vertical block of text (except within a table cell) A graphic A text box or frame Headers & Footers Footnotes & Endnotes DE-SELECT A SELECTION Do This Drag over it OR press Shift + an arrow key Click twice on a word (to change a single word, no need to select) Click 3 times on the line OR, move pointer to the left of the line until it changes to a right-angled arrow, then click Press Shift + End Press Shift + Home Hold down the Ctrl key, then click anywhere in a sentence Click 3 times in the paragraph OR, move pointer to the left of the paragraph until it changes to a right-angled arrow, then double-click Move pointer to the left of the paragraph until it changes to a right-angled arrow, then double-click & drag up or down Click on the 1 st word to be selected, press Shift + an arrow key Select the 1 st item, then Ctrl + double-click additional items Press Ctrl + A OR, move the pointer to the left of any document text until it changes to a right angled arrow, then triple-click Hold down ALT, then drag over the text Click the graphic Move the pointer over the border of the frame or text box until the pointer becomes a four-headed arrow, then click to see the sizing handles In normal view, click View / Header & Footer (in print layout view, double-click the dimmed header or footer text) Move the pointer to the left of the header or footer until it changes to a right-pointing arrow, then triple-click Click in the pane, move the pointer to the left of the text until it changes to a right-pointing arrow, then triple-click Click, or press an arrow key (do not press the spacebar or type text - you will delete your selection!) Microsoft Word 2002 Part I 12

15 Delete Text: If you plan to replace text, select the text first using any method above, then start typing the new text. Other delete commands using shortcut keys are: To delete Press 1 word to the right Ctrl + Delete 1 word to the left Ctrl + Backspace To end of line Shift + End, Delete To end of page Shift + down arrow (to end of page), Delete Undo What You Just Did: To undo a mistake, click the Undo button on the Standard toolbar (or press Ctrl + Z). If you decide to go through with the action after all, click the Redo button (or press Ctrl + Y). To undo or redo multiple actions, click the arrow to the right of these buttons, then drag to select the actions you want. Editing documents in Print Preview: Use Print Preview to not only check the layout of your document but to make editing changes rather than going back to Print Layout view. To edit your document in Print Preview: 1. In Print Preview, click on the page you want to edit (to make it the active page) 2. Move the mouse pointer (magnifying glass) over the area you want to edit, then click to zoom in (click again to zoom out) 3. Click the Magnifier button on the Print Preview toolbar to change the mouse pointer from a magnifying glass to an I-beam 4. Edit the document 5. Click Close when finished Other Options: If one of your pages spills over onto two pages, click the Shrink to Fit button to make the text fit on a single page View up to 32 pages of your document at one time: Click the Multiple Pages button to display a grid In the grid, click on the number of pages you want to display if you want to display more than 6 pages, drag the bottom edge of the grid down and to the right to display up to 3 x 8 pages Microsoft Word 2002 Part I 13

16 MOVING, COPYING & PASTING TEXT: The Office Clipboard enables you to move or copy text, then paste it to another location, to another document, or to any Microsoft Office Program. You can collect and copy up to 24 items, then paste them one at a time or paste them all at once. When you paste, a copy of the item remains on the Office Clipboard so you can paste it in more than one location. The Paste Options button (new feature in Word 2002) appears when you copy and paste text. It allows you to choose how Word pastes the Clipboard contents. The options will vary depending on the type of item to be pasted, the program you paste from, and the format of the text at the location you paste to. Turn on or off the Paste Options button: Click Tools / Options / Edit tab, then select or deselect the Show Paste Options buttons check box. Move or copy a single item: 1. Select the text you want to move or copy 2. To move the item, click the Cut button (or press Ctrl + X) To Copy the item, click the Copy button (or press Ctrl + C) 3. Click where you want the item to appear 4. Click the Paste button (or press Ctrl + V) 5. If necessary, click the Paste Options button that appears at the bottom corner of the pasted item and click on the option you want Move or copy multiple items: Before pasting multiple items, open the Office Clipboard which provides you with a visual representation of copied data as follows: 1. To open the Clipboard, click Edit > Office Clipboard 2. Select the 1 st item you want to copy 3. Click the Copy button 4. Select and copy any additional items you want to copy 5. Click where you want to paste an item 6. To paste items one at a time, on the Office Clipboard, click on the item you want to paste To paste all the items, click the Paste All button in the task pane 7. If necessary, click the Paste Options button that appears at the bottom corner of the pasted item, then click on the option you want Collected items remain on the Office Clipboard until you copy more than 24 entries, exit all Office applications, or exit Windows. When you cut or copy a 25th item, the Clipboard task pane drops the oldest entry and adds the new one as the last item on the toolbar. Microsoft Word 2002 Part I 14

17 FORMATTING TEXT: Two types of formatting can be applied to text: Character formatting and Paragraph formatting: Character formatting helps to emphasize specific text with effects such as fonts, italic, underline, and can be applied to any number of characters from a single character to the entire document, and either before or after typing text. Character formatting may be applied using the Formatting toolbar, menu bar, or shortcut keys as follows: 1. Select the text you want to format 2. Click the Bold, Italic, or Underline buttons (click them once to apply the formatting, click them again to remove the formatting) To change fonts or font size: click the Font or Font Size dropdown lists on the Formatting toolbar To apply color to text: click the Font Color dropdown lists on the Formatting toolbar & choose a color To apply all other character formatting & to change your default font (the one that will be in effect for every new document you create): click Format / Font 3. Select the options you want, then click OK TIPS: It is not necessary to select a single word to apply formats, just click in the word, then apply the formats. To check the formats of a particular character or paragraph, click Help / What's This? When the cursor becomes a question mark, click the text you want to check. When you finish checking your text, close the Reveal Formatting pane. Use Shortcut keys (see table below) Character Formats Bold Underline Underline words but not spaces Double-underline text Italic Change the case of letters Remove ALL Character formatting Shortcut Keys Ctrl + B Ctrl + U Ctrl + Shift + W Ctrl + Shift + D Ctrl + I Shift + F3 Ctrl + spacebar Microsoft Word 2002 Part I 15

18 PARAGRAPH FORMATTING helps to further enhance your documents with features such as alignment, indents, and line spacing: 1. Click anywhere in the paragraph you want to format To format more than one paragraph, select them To format the entire document, press Ctrl+A to select the entire document 2. To change Alignment, Left Paragraph Indentation, or Line Spacing: Click a button on the Formatting toolbar or Use the Menu bar (click Format / Paragraph / Indents & Spacing tab) or Use Shortcut Keys (see table below) Paragraph Formats Shortcut Keys Indent Ctrl + M Remove left Indent Ctrl + Shift + M Hanging Indent Ctrl + T Remove Hanging Indent Ctrl + Shift + T Justify Center (Paragraph, not line) Ctrl + E Justify Full Ctrl + J Justify Left Ctrl + L Justify Right Ctrl + R Single spacing Ctrl + 1 Double spacing Ctrl line spacing Ctrl + 5 Add or remove one line space preceding Ctrl + 0 (zero) a paragraph Remove ALL Paragraph formatting Ctrl + Q 3. To change First Line Indent, Left or Right Indent, or Hanging Indent: Use the Horizontal Ruler (see below) Drag the appropriate indent marker to a new position First Line Indent Left Indent Hanging Indent Right Indent Microsoft Word 2002 Part I 16

19 Add Border & Shading to a paragraph: 1. Click in a paragraph (or select the paragraphs you want to have a border) 2. Click Format / Borders and Shading 3. Click the Borders tab and select a border 4. Click the Shading tab and select a fill 5. Click OK Border Shortcut: Click the Border button dropdown list to choose a border. FORMAT PAINTER: Use the Format Painter button on the Standard toolbar to speed up copying character and paragraph formats, as follows: 1. Click on the text that has the formatting you want to copy 2. To copy the format once, click once on the Format Painter button, then click on the word you want to format (or drag over text) To copy the format to several other locations, double-click on the Format painter button, then click on the word (or drag over text) you want to format Turn off Format Painter, click the button again CENTER TEXT VERTICALLY ON A PAGE: You can distribute text equally between the top and bottom margins on a page -- for example, when formatting title pages: 1. Click File / Page Setup 2. Click the Layout tab 3. In the Vertical alignment box, click the way you want to align text between the top and bottom margins. The Justified setting affects only full pages; Word aligns partial pages with the top margin. SHRINK TO FIT: If only a small amount of text appears on the last page of a short document, you may be able to reduce the number of pages by clicking File / Print Preview / Shrink to Fit button in Print Preview. This feature works best with documents that contain only a few pages because Word decreases the font size of each font used in the document. Shrink to Fit will not work if the document contains page or section breaks. You can undo a Shrink to Fit operation by clicking Edit / Undo Tools Shrink to Fit. Microsoft Word 2002 Part I 17

20 SETTING TAB STOPS: Tab stops enable you to line up text to the left, right, center, to a decimal character or bar character. By default, left tab stops are set every ½. If you need to align text differently, set new tab stops. When you set new tab stops, Word clears all default tab stops to the left of the new tab stops. TIP: If you want to align more than two columns of text, create a table instead of setting tabs. Setting Tabs before you type: 1. Click the Tab Stop button (to the left of the horizontal ruler) to select the type of tab you want 2. Click on the horizontal ruler (under the tick marks) where you want to set a tab Setting a Leader Tab before you type: 1. Click Format / Tabs 2. Type a tab stop position in the Tab Stop Position text box 3. Choose an Alignment and a Leader 4. Click Set / OK Changing Tab settings: 1. Click in the paragraph (or select the paragraphs) that contain the existing tabs you want to change, then follow the steps above 2. If necessary, change the alignment of the paragraph by clicking the Decrease Indent or the Increase Indent buttons Moving Tab settings: 1. Click in the paragraph (or select the paragraphs) that contain the existing tabs you want to move 2. On the ruler, drag the tab marker to a new position Deleting Tab settings: 1. Click in the paragraph (or select the paragraphs) that contain the existing tabs you want to delete 2. On the ruler, drag the tab marker off the ruler Microsoft Word 2002 Part I 18

21 CREATE NUMBERED & BULLETED LISTS: essentially the same way in Word as they did in WordPerfect. Bullets & Numbers work 1. Click where you want the numbered or bulleted list 2. Click the Numbering or Bullets button on the Formatting toolbar 3. Type your text 4. Press Enter to start a new number or bullet Press Shift + Enter to start a new line in the same paragraph 5. To discontinue the number or bullet, press Enter twice after the last item OR, click the Numbering or Bullets buttons Restart Numbering: Your numbered list can start over at 1 (or A or i): 1. Right-click on the number you want to re-number 1 2. Click Restart Numbering Continue Numbering: If you have turned numbering off to type regular unnumbered text, then want to continue with the same sequence of numbers in another list: 1. Type the text for the next item in which you want the numbering to continue OR, click in text already typed 2. Click Format / Bullets and Numbering 3. Click Continue previous list / OK Add Bullets or Numbers to unnumbered text: 1. Click in a paragraph (or select the text you want numbered) 2. Click the Numbering or Bullets button Switch numbered and bulleted list: 1. Select the list you want to change 2. Click the Numbering or Bullets button Change the numbering or bullet style: 1. Select the list you want to change 2. Click Format / Bullets & Numbering 3. Click the Numbered or Bulleted tab 4. Click on a style that you want to apply For additional number formats (or symbols to be used as a bullet), click the Customize button 5. Click OK Microsoft Word 2002 Part I 19

22 Remove Numbering or Bullets: 1. Select the list or paragraphs that has numbering or bullets 2. Click the Numbering or Bullets button to remove the numbering or bullets TIP: To delete just one number or bullet, click between the bullet or number and the text, then press Backspace. To remove the indent, press Backspace again. Adjust the spacing: To change the spacing between the bullet or number and your text: 1. Click in the list you want to adjust 2. Click Format / Bullets and Numbering / Customize 3. Change settings for Tab Space After box and the Indent At box / OK FIND TEXT: You can find and/or replace not only text, but formatting marks and special characters: 1. Click Edit / Find 2. Type the text you want to find in the Find What box 3. To select all occurrences of a specific word of phrase at once, check the Highlight all items found in option, then select which portion of the document you want to search in from the list 4. To find Formatting Marks or Special Characters: Click More Click Format or Special, specifying the marks or characters 5. Click Find All. Word finds and highlights all occurrences FIND & REPLACE TEXT: 1. Click Edit / Replace 2. Type the text you want to find in the Find What box 3. Type the replacement text in the Replace With box 4. To find Formatting Marks or Special Characters: Click More Click Format or Special, specifying the marks or characters 5. Do one of the following: Click Find Next to leave the highlighted text unchanged and to find the next occurrence Click Replace to replace the highlighted text and to find the next occurrence Click Replace All to replace all occurrence of text at one time If you change your mind about what you have replaced, click Undo! If you used the Replace button, Word will undo the replacements one by one. If you used the Replace All button, Word will undo all of the replacements at one time Microsoft Word 2002 Part I 20

23 PAGE BREAKS: To end a page and start typing at the top of the next page, insert a manual page break as follows: 1. Move the cursor immediately to the left of the first character that you want to push onto the next page 2. Press Ctrl + Enter OR, click Insert / Break / Page break / OK Delete Page Breaks: 1. Click the Show/Hide button to display the Page break 2. Click on the same line as the Page break 3. Press the Delete key SECTION BREAKS: To create different layouts within the same document (different headers or footers, margins, page numbers, page orientation, etc.), divide your document into sections by inserting section breaks. Each section break stores the formatting element for that section. Display Section breaks by clicking the Show/Hide button. Insert a Section break as follows: 1. Click where you want a different formatting element to begin 2. Click Insert / Break 3. Under Section Breaks, click the break you want to insert: Next page inserts a section break, breaks the page, and starts the new section on the next page Continuous inserts a section break and starts the new section on the same page Odd Page or Even page inserts a section break and starts the new section on the new odd-numbered or even-numbered page 4. Click OK Change the type of section break: 1. Click in the section you want to change 2. Click File / Page Setup 3. Click the Layout tab 4. In the Section start box, click the option that describes where you want the current section to begin Delete a section break: When you delete a section break, you also delete the section formatting for the text above it. That text becomes part of the following section and it assumes the formatting of that section. 1. Click the Show/Hide button to display the Section break 2. Click on the same line as the Section break, then Press the Delete key Microsoft Word 2002 Part I 21

24 PAGE NUMBERING: You can insert page numbers either by clicking Insert / Page Numbers on the menu bar, or by using Page Numbers on the Header and Footer toolbar. In either case, the page numbers are inserted in a header or footer at the top or bottom of the page. If you want your headers or footers to contain page numbers only, the Page Numbers command is the easiest method (illustration below). Remove page numbers: 1. Double-click on the Header or Footer to get into the Header or Footer 2. Click the page number to make its frame appear 3. Move the pointer over the frame s border until the pointer becomes a fourheaded arrow, then click to see the frame s sizing handles 4. Press Delete 5. Click Close on the Header/Footer toolbar to exit Hide or renumber a page number: If you hide the page number on page 1 and want page 2 renumbered 1, insert a Section Break at the bottom of page 1 and proceed as follows: 1. With your cursor at the bottom of page 1, click Insert / Break / Next Page If your document is already divided into sections, click in a section (or select multiple sections) in which you want to display or hide the page number on the first page 2. Click Insert / Page Numbers 3. Clear the Show number on first page check box 4. If you want page 2 numbered 1, click the Format button 5. Click Start at 1 / OK / OK Microsoft Word 2002 Part I 22

25 PAGE SETUP on the File menu will allow you to set margins, change page orientation, specify printer tray sources, and other tasks. Shortcut to Page Setup: In Print Layout View, double-click on the gray area of either the Vertical or Horizontal ruler. Change Default Margins: Word s default margins are 1 top and bottom, and 1.25 left and right. If you want to change the left and right margins to 1 for all new documents you create: 1. Click File / Page Setup 2. Click the Margins tab 3. Enter the settings you want 4. Click Default / OK Change Page Margins: By default, when you change margins, Word applies the new settings to all pages in your document. There are 2 ways to change page margins -- either specify exact measurements in Page Setup or drag the margin boundaries on the Horizontal or Vertical ruler: 1. Use Page Setup to specify exact measurements: Click File / Page Setup Click the Margins tab and set the margins Click OK 2. Drag Margin Boundaries: Switch to Print Layout view or Print preview To change the left or right page margin, point to a margin boundary (the white/gray area) on the horizontal ruler. When the pointer changes to a double-headed arrow, drag the margin boundary (you may have to move the left side indent markers to drag the left margin). To change the top or bottom page margin, point to a margin boundary (the white/gray area) on the vertical ruler. When the pointer changes to a double-headed arrow, drag the margin boundary. TIP: To see the exact measurements when you use the ruler to adjust margins, hold down the Alt key as you drag the margin boundary Microsoft Word 2002 Part I 23

26 Change Margins for part of a document: The only way you can change margins for part of a document is by inserting a section break just before the change. By using the following steps to change margins for part of a document, Word will insert a Section break for you. 1. Select the text for which you want to change margins OR If your document is already divided into sections, click in a section (or select multiple sections) 2. Click File / Page Setup 3. Click the Margins tab and set new margins 4. If your document is not divided into sections yet, click Selected Text in the Apply to box If your document is already divided into sections, click OK 5. If you want the selected text to remain on the same page (see Shortcut & Note below): Click the Layout tab Choose Continuous in the Section start box 6. Click OK Shortcut: If you want the text to remain on the same page, it would be quicker to simply select the text, then drag the left and right Indent buttons on the ruler. Note: Word will automatically insert a section break before and after the text with the new margin settings (in spite of choosing Continuous in step 5 above, a Next Page Section break will be inserted after the selected text). Select a paper size: 1. Click File / Page Setup 2. Click the Paper tab 3. Choose a paper size / OK To change the paper size for part of a document: The only way you can change the paper size for part of a document is by inserting a section break just before the change. Word will insert a section break for you using the following steps: 1. Select the pages that you want to change OR If your document is already divided into sections, click in a section (or select multiple sections) 2. Change the paper size as above If your document is not divided into sections yet, click Selected Text in the Apply to box, click OK If your document is already divided into sections, click OK Note: Word automatically inserts section breaks before and after the pages with the new paper size. Microsoft Word 2002 Part I 24

27 Select the page orientation: 1. Click File / Page Setup 2. Click the Margins tab 3. Under Orientation, click Portrait or Landscape To change the page orientation for part of a document: The only way you can change page orientation for part of a document is by inserting a section break just before the change. Word will insert a section break for you using the following steps: 1. Select the pages that you want to change to another orientation OR If your document is already divided into sections, click in a section (or select multiple sections) 2. Change the orientation as above 3. If your document is not divided into sections yet, click Selected Text in the Apply to box, click OK If your document is divided into sections, click OK Note: Word automatically inserts section breaks before and after the pages with the new orientation. To print on different paper for part of a document: The only way you can print on different paper for part of a document is by inserting a section break: 1. Change to the printer you want to print on 2. Select the pages you want printed on different paper OR If your document has been divided into sections, click in the section whose paper source you want to change 3. Click File / Page Setup 4. Click the Paper tab 5. To specify a paper tray for the first page of the document, click the paper source you want in the First page box To specify a paper tray for subsequent pages of the document, click the paper source you want in the Other pages box Microsoft Word 2002 Part I 25

28 INSERT CURRENT DATE & TIME: 1. Click where you want to insert the date or time 2. Click Insert / Date and Time 3. Select an available format 4. If you want the date and time to update automatically each time you open the document, check the Update automatically box When you check Update automatically, the date and time is inserted in your document as a field but will print with the current date and time. To see the date, press Alt + F9. Press again to revert back to a field. 5. Click OK WATERMARKS: Remember to use the DRAFT watermark on policies, memos, procedures, or letters that are not the final version. The steps below show how to insert this watermark in Word and using an HP printer: Insert the DRAFT Watermark: 1. Click Format / Background / Printed Watermark 2. Click Text Watermark 3. Choose DRAFT from the Text dropdown list 4. Select any additional options you want / OK Delete a Watermark: 1. Click Format / Background / Printed Watermark 2. Click No Watermark / OK PRINT AN ENVELOPE: Word automatically picks up the delivery address from your letter and positions it on the envelope: 1. If you have a letter whose address you want printed, open it now 2. Click Tools / Letters and Mailings / Envelopes and Labels / Envelopes tab 3. If you did not have a letter on the screen, do one of the following: Type the address now Insert an address from the Address Book: Click the Insert Address button Click OK to accept the Novell profile Use the Show names from dropdown list to select another address book Start typing a name in the Type Name box When you find the name, click OK Click the arrow next to the Insert Address button to display names you have used most recently 4. Click Options / Envelope Options tab to select an envelope size and include the barcode, click OK 5. Click Print Microsoft Word 2002 Part I 26

29 I N D E X AutoComplete... 9 AutoCorrect AutoText Border & Shading Center Text Vertically Character formatting Copy Text Create a Document... 5 Create New Folder... 6 Customize Toolbars... 2 Default File Location... 2 Delete Text Find Text Format Painter Formatting Marks... 5 Formatting Text Insert Date and Time Margins Move cursor with Keystrokes... 8 Move Text Numbered and Bulleted Lists Page Breaks Page Margins Page Numbering page orientation Page Setup Paper Size paper source Paragraph formatting Paste Options button Print an Envelope Print Preview Replace Text Rulers... 1 Save As... 6 Section Breaks Selecting Text Shrink to Fit Spelling & Grammar Checkers... 7 Tab Stops Task Pane... 1 Thesaurus... 7 Undo Vertical alignment View a Word document... 3 Watermarks Microsoft Word 2002 Part I 27

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