Microsoft Office Word. Help. Opening a Document. Converting from Older Versions

Transcription

1 Microsoft Office Word Help Click on the Microsoft Office Word Help button in the top right corner. Type the desired word in the search box and then press the Enter key. Choose the desired topic from the ones displayed. To research another topic, enter the desired word in the search box and then press the Enter key. o Note An active Internet connection will find more results. Opening a Document Click on the Microsoft Office Button and then click on Open. Navigate to the location of the desired file. Choose the name of the file to work with and click on the Open button. Converting from Older Versions Microsoft Office 2007 can open documents created in all previous versions of Word. Previous versions will be opened in compatibility mode. (The name of the document in the title bar is followed by [Compatibility Mode] to indicate it is an older document.) Documents opened in compatibility mode do not have the same features on the Ribbon as documents created in or converted to the Microsoft Office 2007 version, (i.e. Picture Styles are not available. ) Documents created in previous versions of Microsoft Office can be converted to the Microsoft Office 2007 version. Convert documents to the newest version in order to access all the new features of Word Converting Older Word Documents Click on the Microsoft Office Button and then click on Convert. Click on the Microsoft Office Button and then click on Save to complete the conversion. Views On the Ribbon, click on the View tab. In the Document Views group, click on the desired view. Full Screen Reading Full Screen Reading is a view which makes it easy to read the document on the screen. On the Ribbon, click on the View tab. Click on the Full Screen Reading view. Click on the View Options button at the top right of the screen for more options. To leave Full Screen Reading view, click on the Close button at the top right.

2 Zoom On the Ribbon, click on the View tab. In the Zoom group, click on the Zoom button. In the Zoom to section, choose the desired zoom. OR Use the Zoom toolbar on the Status Bar at the bottom right corner of the window. White Space The feature Hide White Space removes the top and bottom margins from view. Place the cursor in the space between two pages and double click. (The White Space is hidden.) Place the cursor in the space between two pages and double click again. (The White Space is shown.) Moving Around in the Document Arrow Keys...Move short distances. Scroll Bar...Slide smoothly through the document. Page Up/Page Down...Move through the document screen by screen. Home Key...Move to the beginning of a line of text. End Key...Move to the end of a line of text. Control Right/Left Arrow...Move through the document word by word. Control Up/Down Arrow...Move through the document paragraph by paragraph. Control Home...Move to the beginning of the document. Control End...Move to the end of the document. Control Page Up/Page Down...Move to the top of the previous page or next page. Selecting Text Selecting Text with a Mouse Move the cursor to the beginning of the text to be selected. Click with the left mouse button and drag the cursor to the end of the text to be selected. Selecting Text with the Keyboard Place the cursor at the beginning of the text to be selected. Hold down the Shift key and use the arrow keys to move the cursor to the end of the text to be selected. Release the Shift key. Crazy Clicking 1 click places the cursor in the document. 2 clicks in the middle of a word selects the word. 3 clicks in the middle of a paragraph selects the paragraph. Control click to select a sentence. Selecting Text in the Left Margin Place the cursor to the left margin directly across from the text to be selected. Click and drag down the margin. The text is selected one line at a time. Selecting a Range of Text Click at the beginning of the text to be selected.

3 Hold down the Shift key and click at the end of the text to be selected. Selecting All Text Hold down the Control key and press A. Warning - Once the text is selected, pressing a key will cause the highlighted text to be replaced with that keystroke. Moving Text Cutting and Pasting Text Select the text to be moved. Press Ctrl X o Click where the selected text is to be moved. Press Ctrl V In the Clipboard group, click on the Cut button. o In the Clipboard group, click on the Paste button. Copying and Pasting Text Select the text to be copied. Press Ctrl C o Click where the selected text is to be copied. Press Ctrl V In the Clipboard group, click on the Copy button. o In the Clipboard group, click on the Paste button. Seeing the Clipboard In the Clipboard group, click on the Dialog Box Launcher in the bottom right corner. Pasting from the Task Pane Bring up the Clipboard. Click in the document where the text is to be pasted. Click on the desired text in the Clipboard. Dragging Text Select the text to be moved. Place the cursor in the middle of the selected area and drag the text to the new location. Release the mouse button. Be sure to watch the shaded marker to see where the text will be placed. Little Corrections Erasing Text The Backspace key erases characters to the left of the cursor. The Delete key erases characters to the right of the cursor.

4 Undo and Redo To reverse the last change made, click on the Undo button on the Quick Access Toolbar. To change things back, click on the Redo button on the Quick Access Toolbar. To see the undo history, click on the down arrow next to the button. To perform multiple undo s, click on the Undo down arrow and click on the desired item in the list. The action clicked on and all others above it in the list will be undone.` Landscape or Portrait Orientation On the Ribbon, click on the Page Layout tab. In the Page Setup group, click on the Orientation button and choose Portrait or Landscape. Margins On the Ribbon, click on the Page Layout tab. In the Page Setup group, click on the Margins button and choose an option from the list OR click on Custom Margins at the bottom. o Click on the Margins tab. o Enter the numbers for Top, Bottom, Left, and Right margins. o In the Apply to box, choose the whole document or this point forward. o Click on OK. Selected Text (Custom Margins only) If text was selected when the margins were changed, there will be an option to apply the margins to the selected text only. Note - Changing the margins for a block of text moves the text to a new page. Formatting a Paragraph Click in the paragraph to be formatted or highlight the paragraphs if formatting more than one. On the Ribbon, click on the Page Layout tab. In the Indent section of the Paragraph group, use the up and down arrow buttons in the Left box and the Right box to adjust the indentation of the paragraph as desired OR click in the box and enter the desired indentation. In the Spacing section of the Paragraph group, use the up and down arrow buttons in the Before box and the After box to adjust the spacing of the paragraph as desired OR click in the box and enter the desired spacing. Adjusting Line Spacing Click in the paragraph to be formatted or highlight the paragraphs if formatting more than one. In the Paragraph group, click on the Line Spacing button and choose the desired spacing. Styles in Word 2007 A style defines the overall look of the document. The Word 2007 style has more space between paragraphs and lines than the Word 2003 style. This has been changed for you in the RPS build. Changing the Style In the Styles group, click on the Change Styles button.

5 Place the cursor over the Style Set button and then click on the desired style. Live Preview allows the user to see the document in a style by holding the cursor over that style. Setting the Default Style The Default Style is the style each new document is given when it is created. Choose the style which is to become the default style as the style for the current document. In the Styles group, click on the Change Styles button and click on Set as Default. Formatting Text Highlight the text to be changed. In the Font group, change the font and font size as desired. Click on the Grow Font or Shrink Font buttons to quickly adjust the font size. Note - By clicking on the Font down arrow or the Font Size down arrow and resting the cursor over the desired choice, the highlighted text changes to preview the effect of the choice. Exact Font Size The exact font size desired can be typed in the Font Size box. Click in the Font Size box. Type in the desired size (i.e. 11.5), and press the Enter key. Mini toolbar The Mini toolbar is a semi-transparent toolbar which appears when text is selected. Highlight text to be formatted. Use the buttons on the Mini toolbar to make the desired changes to the text. If the Mini toolbar has disappeared, right click on the highlighted text to bring up the Mini toolbar. Format Painter Select the text that has the desired formatting. On the Ribbon click on the Home tab. In the Clipboard group, click on Format Painter. Notice - The cursor changes to a paintbrush. Click and drag over the text to be formatted. Note - The Format Painter then turns itself off. Repeated use of the Format Painter Select the text that has the desired formatting. On the Ribbon click on the Home tab. In the Clipboard group, double click on Format Painter. Click and drag over the text to be formatted. Note - To turn off the Format Painter, click on the Format Painter button. Alignment Highlight the text to be formatted. In the Paragraph group, click on the appropriate alignment button on the toolbar. o Left Text aligns to the left with an uneven edge on the right. o Center Text aligns to the center. o Right Text aligns to the right with an uneven edge on the left. o Justify Text aligns with even edges on left and right by spacing words across the page.

6 Changing the Default Font In the Font group, click on the Dialog Box Launcher button at the bottom right corner. Choose the desired font and font size. Click on the Default button at the bottom left. Click Yes. Changing Case Highlight the text to be formatted. In the Font group, click on the Change Case button. Choose the case. (Sentence case, lowercase, UPPERCASE, Capitalize Each Word, toggle case) Creating a Bulleted List Click in the line of text to be bulleted. In the Paragraph group, click on the Bullets button. Turning Off Bullets Click in the line of text that is bulleted. In the Paragraph group, click on the Bullets button. Making a Sub-Bullet Click at the beginning of the line. Press the Tab key o In the Paragraph group, click on the Increase Indent button. Making a Sub-Bullet a Regular Bullet Click at the beginning of the line. Hold down the Shift key and press the Tab key. o In the Paragraph group, click on the Decrease Indent button. Changing the Type of Bullets Click in the bulleted line. In the Paragraph group, click on the down arrow after the Bullets button. Move the cursor over the choices and notice the preview of the text. Click on the desired type of bullets. Customizing Bullets Click in the bulleted text to be changed. In the Paragraph group, click on the Bullets down arrow. Click on Define New Bullet. To use a symbol bullet: o Click on the Symbol button.

7 o Click on the down arrow in the Font box and choose the desired font. (i.e. Wingdings) o Click on the desired symbol. o Click on OK. Creating a Numbered List Click at the beginning of the line to be numbered. In the Paragraph group, click on the Numbering button. Turning Off Numbering Click in the line of text that is numbered. In the Paragraph group, click on the Numbering button. Making a Sub-Item Click at the beginning of the line. Press the Tab key o In the Paragraph group, click on the Increase Indent button. Making a Sub-Item a Regular Number Click at the beginning of the line. Hold down the Shift key and press the Tab key o In the Paragraph group, click on the Decrease Indent button. Number Alignment A numbered list with 10 or more items usually looks better when the numbers are aligned to the right. Click and drag to highlight the list. In the Paragraph group, click on the down arrow after the Numbering button. Click on Define New Numbering Format. Click on the down arrow of the Alignment box and choose Right. Restarting Numbering Click in the numbered line to be changed. In the Paragraph group, click on the down arrow after the Numbering button. Click on Set Numbering Value. Click to select Start new list box. In the Set value to box, enter the number to begin with. Automatic Capitalization Automatic Capitalization, which capitalizes the first letter of sentences, is an AutoCorrect feature which is turned on by default in Word After entering the first item of the list, press the Enter key to move to the next item in the list.

8 When the cursor is placed over the first word, the first letter has a blue underlining. Place the cursor over the blue underlining and click on the lightning bolt. To remove capitalization this one time only, click on Undo Automatic Capitalization. To turn off Automatic Capitalization from now on, click on Stop Auto-capitalizing First Letter of Sentences. To make changes to AutoCorrect Options, click on Control AutoCorrect Options. Tab Stops Default Tab Stops Tab stops are set for every.5 inches by default. Types of Tab Stops Name Symbol Description Left Tab Text is left justified against the position of the tab. Center Tab Text is centered from the position of the tab. Right Tab Text is right justified against the position of the tab. Decimal Tab Text is justified with the decimal point (period) in line with the position of the tab Bar Tab Text is left justified against the position of the tab and a bar is placed in the text at the position of the tab. Spelling & Grammar Check Right Click Correct Right click on the word in question. (The word is marked with red underscore.) Select from the words at the top of the box OR Click on Spelling and use the Spell Checker as noted below. Spelling Check On the Ribbon, click on the Review tab. In the Proofing group, click on Spelling & Grammar. The word in question will be shown in red in the context of the sentence. Choose one of the following: o Ignore Once - Don t replaced the word. o Ignore All - Don t replace the word and don t stop if the same problem is encountered again. o Add to Dictionary- Add the word to the dictionary. This is dangerous because it changes the Spelling Dictionary. o Change - Change the word in red to the selected word in the Suggestions box. o Change All - Change all occurrences of the word in the document to the selected word o in the Suggestions box. AutoCorrect - Sets the computer to automatically help with spelling. Note- automatic spelling must be turned on in Options. Click on the Close button. Note If no words are recognized as being misspelled and no grammar errors are encountered, the

9 window does not open. Grammar Check When the computer encounters a grammar question, the word(s) in question are shown in green. Choose one of the following: o Ignore Once - Don t replaced it. o Ignore Rule - Don t replace it and don t stop if encountered again. o Next Sentence - Used to move to the next problem after making corrections to the sentence in the window. o Change - Change the word in red to the selected word in the Suggestions box. o Explain - Offers an explanation of the grammar in question. o Click on the Close button. Spelling and Grammar Options Click on the Microsoft Office Button and then click on Word Options. Click on Proofing in the left pane. In the When correcting spelling and grammar in Word section, make the desired choices. Readability Statistics Displaying Readability Statistics Click on the Microsoft Office Button and then click on Word Options. Click on Proofing in the left pane. In the When correcting spelling and grammar in Word section, click in front of Show readability statistics. Seeing the Statistics The Readability Statistics will be displayed when the spelling and grammar checking have finished. Counts - the number of words, characters, paragraphs, and sentences in the document. Averages - the average number of Sentences per Paragraph, Words per Sentence, and Characters per Word. Readability - the percentage of Passive Sentences, the Flesch Reading Ease score, and the Flesch- Kincaid Grade Level of the document. Word Count The number of words in a document is displayed on the Status Bar at the bottom of the screen. To count the number of words in a selection, highlight the selection and the first number is the count. (i.e. 250/3500 indicates the section has 250 words out of a total of 3500 words in the document.) If the Word Count is not displayed, right click on the Status Bar and select Word Count. Thesaurus

10 Right Click Thesaurus o Right click on the desired word. o Place the cursor over Synonyms and then click on the desired word. Thesaurus o Right click in the word to look up. o Place the cursor over Synonyms and then click on Thesaurus at the bottom of the list. o Click on the desired meaning if the list of words is not showing. o Right click on the desired word and choose Insert. Looking Up a Different Word o Click on a word showing in the window of the Search for box. o Type in the desired word and click on the green arrow. AutoCorrect Click on the Microsoft Office Button. Click on the Word Options button at the bottom. Click on Proofing. Click on the AutoCorrect Option button. Choose from the checkboxes: o Correct TWo INitial CApitals o Capitalize first letter of sentences o Capitalize names of days o Correct accidental usage of caps lock key. Correcting Automatically In the box under Replace:, type the word to be changed automatically. In the box under With:, type the word or words to automatically replace the word typed in Replace:. Symbols Automatically On the Ribbon, click on the Insert tab. In the Symbols group, click on the Symbol button. If the desired symbol is not in the list, click on More Symbols. Click on the down arrow of the Font box and choose the desired font (i.e. Wingdings or Symbols). Choose the desired symbol. Click on the AutoCorrect... button. Notice that the symbol has been placed in the With box. In the box under Replace:, type the word to automatically be changed. Click on the Close button to close the Symbol window. Find

11 In the Editing group, click on Find. In the Find what box, enter the word or phrase to be found. Click on the Find Next button. Find and Replace In the Editing group, click on Replace. In the Find what box, enter the word or phrase to be found. In the Replace with box, enter the word or phrase to replace it with. Click on the Find Next button to find the word(s) in the text. Click on the Replace button to replace the word in the text. Pictures Inserting a Picture from Clip Art Click in the document where the picture should be placed. On the Ribbon, click on the Insert tab. In the Illustrations group, click on Clip Art. In the Clip Art pane, type a word in the Search text: box and click on the Go button. If a message appears asking if pictures should be included from the Microsoft site, click on the Yes button. o Note An active Internet connection is required to see clipart from the Microsoft site. Scroll through the collection and find the desired picture. Click on the desired picture. Positioning Pictures in Word Double click on the picture. The Format tab of Picture Tools comes up on the Ribbon. In the Arrange group, click on the Text Wrapping button and choose Square or Tight. o Square causes the text to line up on a straight edge on the side of the picture. o Tight causes the text to wrap closely to the picture, following the shape for the picture. Click on the picture and drag it to the desired position. Changing Default Text Wrapping Click on the Microsoft Office Button and then click on the Word Options button. Click on Advanced. Scroll to the Cut, copy and paste section. Click on the down arrow in the box next to Insert/paste pictures as and choose Square or Tight. Inserting a Picture from Files Click in the document where the picture is to be placed. On the Ribbon, click on the Insert tab. In the Illustrations group, click on Picture. Navigate to the location of the picture. Click on the desired picture. Click on the Insert button.

12 Rotating the Picture Double click on the picture. The Format tab of Picture Tools comes up on the Ribbon.. In the Arrange group, click on the Rotate button and choose the desired rotation. OR click on the green dot above the picture and drag the picture to the desired angle. Resizing a Picture Click on the picture. Move the cursor over a corner. (The cursor changes to a two-headed arrow.) Click and drag to the desired size. Page Borders Click in the document. On the Ribbon, click on the Page Layout tab. In the Page Background group, click on the Page Borders button. The Borders and Shading window opens with the Page Border tab selected. Line Borders o o Select from the list on the left OR choose a style, color and width as desired. Art Borders o Click on the down arrow under Art: and select a border. o Make changes as desired to color and width. Look at the Preview to see if the desired effect is obtained. Click on the down arrow under Apply to: and select where the border will be placed. Turning Off a Border On the Ribbon, click on the Page Layout tab. In the Page Background group, click on the Page Borders button. In the Setting section, click on None. Paragraph Borders Click in the paragraph that is to receive the border, or highlight the group of borders to be used. On the Ribbon, click on the Page Layout tab. In the Page Background group, click on the Page Borders button. Click on the Borders tab. Line Borders o Select from the list on the left o OR choose a style, color and width as desired. Look at the Preview to see if the desired effect is obtained.

13 Click on the down arrow under Apply to: and select where the border will be placed. Saving a Document Click on the Microsoft Office Button and then click on Save As. By default, Word saves documents to the My Documents folder as a.docx file. o In the schools, the default location may have been changed to the H: drive. If it is not saving it in My Documents, click on the My Documents button (left side of the Save window) or navigate to the desired location. Note To create a new folder to place the document in, click on the Create new folder button and type in a name for the folder. Check the name of the document and make changes as needed. Click on the Save button. Renaming a Folder Click on the Microsoft Office Button and then click on Save As. Right click on the folder to be changed. Choose Rename from the Menu. Type in the new name and press the Enter key. Click on the Cancel button to close the Save As window. Moving Files to a Folder Click on the Microsoft Office Button and then click on Save As. Right click on the file and choose Cut. Move to the desired folder. Right click on the empty part of the window and choose Paste. Click on the Cancel button to close the Save As window. Deleting Files Click on the Microsoft Office Button and then click on Save As. Select the file to delete. Press the Delete key on the keyboard OR right click on the file and choose Delete. Click on the Cancel button to close the Save As window. Saving for Older Versions Files created with Word 2007 can be opened and worked on in the older versions, but a plugin is required. Click on the Microsoft Office Button and then click on Save As. Check the name of the document and make changes as needed. In the Save as type box, click on the down arrow and choose Word Document.

14 Click on the Save button. Saving as PDF Click on Save As. Click on PDF or XPS. Navigate to the location where the PDF document will be saved. (Optional) Type in a file name. Click on Save. Shrink One Page Word will shrink the document so that it will fit on fewer pages. For example, a document that is three pages can be shrunk to fit on two pages. Click on the Microsoft Office Button, place the cursor on Print and then click on Print Preview. In the Preview group, click on the Shrink One Page button. Printing the Document Click on the Microsoft Office Button and then choose Print. Check to make sure the correct printer is chosen (Click on the down arrow in the Printer section and choose a printer). In the Page range section, decide which pages to print. (All, the current page, or a range of pages.) In the Copies section, indicate how many copies. Click on the OK button. Printing More Than One Page Per Sheet Printing more than one page per sheet allows a single page document to be printed multiple times on one page. Select the entire document by using Ctrl A. Copy the selection using Ctrl C. Go to the end of the document with Ctrl End and press Ctrl Enter to move to a new page. Paste the selection using Ctrl V. Repeat pressing Ctrl Enter and Ctrl V for the desired number of copies to be on the single page. Click on the Microsoft Office Button and then choose Print. In the Copies section, indicate how many copies of the single page. In the Zoom section, decide how many pages per sheet. (The choices are 1, 2, 4, 6, 8, or 16) Click on the OK button. Printing Options Other options are available for printing by clicking on the Microsoft Office Button, choosing Print and then clicking on one of the available options. o Print Click in the Print button to open the Print dialog box as noted above. o Quick Print Sends the document directly to the printer last used. o Print Preview Displays how the document will appear before printing it. Templates

15 Templates provide the basic format of a document. Click on the Microsoft Office Button and then click on New. The Templates section displays templates available on the computer. o Choose the category of template desired. o Click on the desired template. o Click on the Create button. The Microsoft Office Online section connects to templates available online from Microsoft. o Choose a category and click on the desired template. o Click on the Download button. o The template opens in Word. o Note The document should be saved to the computer..