Introduction to Microsoft Word 2004 for Macintosh Launch Word 2004

Transcription

1 Introduction to Microsoft Word 2004 for Macintosh Launch Word 2004 You launch Word 2004 on the MACINTOSH by clicking the Word icon on the DOCK. Here is a screen picture of that portion of the dock that contains the Word icon (a W). When you hover your cursor over this icon, you see the words Microsoft Word above it. When you first launch WORD, you see the IMAGE GALLERY shown above. In the lower right of the IMAGE GALLERY screen, you see in the SHOW box that ALL OFFICE DOCUMENTS are selected and displayed, with a Word document highlighted. You could click the OPEN button to open a Word document here, but if you want the PROJECT GALLERY to show only Word documents, click the down arrow at the right of the SHOW box and select WORD DOCUMENTS. You would see, in the PROJECT GALLEY window, three WORD documents displayed. The center one is highlighted. To start a blank document, click OPEN.

2 Notice also the panel on the left that displays a list of groups of documents. If you want to use a template, for example, you would click the group named My Templates. At the top of the PROJECT GALLERY window, you see tabs that you use to open templates or existing documents. Click the LEARN tab to see some Word samples as well as a selection named DISCOVERING OFFICE. Review this document for some help with the new OFFICE When you first open a blank Word 2004 document, you see the Word Opening Screen. Note the illustration at the right. At the top, you see the menu bar, and below that is the STANDARD toolbar. Below the STANDARD toolbar you see the document window. You can have more than one document open at a time. At the top of the document window, you see a bar called the TITLE bar, which shows the title of the document in the center. At the left end of the TITLE bar, note the three small buttons. The red one is the CLOSE button, the yellow one in the center is the MINIMIZE button, and the green one is the ZOOM button. You can close this document by using the CLOSE button (this does not close the application), and you can minimize it by clicking the YELLOW button. Its icon appears at the right side of the DOCK. At the far left of the MENU bar is the APPLE menu. The APPLE menu is always the same no matter what application is open. Next is the menu that is named for the application you are using, which in this case is Word. See a screen picture of the Word menu, illustrated at the right. You would use the QUIT WORD command on this menu when you want to quit the WORD application. Notice that the keyboard shortcut for quitting WORD is COMMAND+Q. There is no red close button for closing Word. On the MENU bar, when you are using WORD, the next menu is the FILE menu, which has to do with starting a new document, opening and closing a document, saving a document, and printing a document. Page 2

3 Identifying a Document Type and creator codes were used in older versions of Macintosh operating systems to keep track of which program created a document. In Mac OS X, there are many documents that do not have type and creator codes, and that is because the current operating system is a MAC/UNIX hybrid. In UNIX, what determines which program opens when you doubleclick a document is a file name extension, just as in the WINDOWS Operating System. A file name extension is identified by a threeletter suffix following a period at the end of the main part of the name of the file. You need to be aware of how files are named. Because the Macintosh Tiger operating system (10.4) is a Macintosh/Unix hybrid, it uses both invisible, four-letter creator codes and type codes (as Mac OS 9) and file name suffixes (like Windows). The operating system looks for type and creator codes first, and where they are absent, the file name suffixes are used. If this information is lacking, then the file will not open in an application when you double-click the file. If you know what application created the file, you can start the application, and then you can open the file in that application. Show File Name Extensions 1. Choose PREFERENCES on the FINDER menu. See picture of the PREFERENCES dialog at top right. 2. Notice the settings that are available in the dialog. Click THE ADVANCED BUTTON. 4. The ADVANCED dialog displays. Click to turn on SHOW ALL FILE EXTENSIONS. When SHOW ALL FILE EXTENSIONS is selected, notice that files that you create in, for example Word, will have the file extension.doc automatically appended to the file name. Page 3

4 The Menus Menu items fall into three basic types: An item followed by no marking starts an action when selected. An item followed by an ellipsis (...) opens a dialog box on another window. An item followed by a right-pointing arrow displays a submenu when selected. MENU commands which are grayed are not available for use at the time for one reason or another. Notice that keyboard shortcuts are displayed following many menu commands. Many people like to use keyboard shortcuts for often-used commands to save time. Mouse terminology and actions: Clic lick means to press mouse button and release (or left mouse button if you have a two-button mouse). Right-click means to press right mouse button and release (if you have a two-button mouse). If you have a one-button mouse, then hold down the CONTROL key and click the mouse when told to do a right click. Double-click lick means to press mouse button (or left mouse button on a two-button mouse) twice in rapid succession and release. Drag means to press and hold down mouse button while moving mouse. Point int means to move mouse until tip of mouse pointer rests at desired location. When the mouse pointer is in the text area, it looks like an I-beam. When the mouse pointer is in the menus, ruler, or a toolbar, it looks like a pointer. Keyboard key instructions: When keyboard instructions tell you to press keys which are connected by a plus sign (+) hold down the first key then quickly press the second key and release both keys. If three keys are connected by plus signs, hold down the first two keys and quickly press the third key then release all keys. The Standard Toolbar The STANDARD toolbar, normally anchored beneath the MENU bar, contains many commands that are found on the menus. Clicking an icon on this toolbar is faster than using a menu. To know the action of each icon, hover your cursor over the icon and see the explanation. See a screen picture of the STANDARD toolbar below. The Formatting Toolbar You can use the FORMATTING toolbar as a quick way to apply some of the most-used character or paragraph formatting options. The first text box on the left shows the style of the text on which the cursor rests. The FORMATTING toolbar is positioned just beneath the STANDARD toolbar. The Status Bar The status bar, which is a horizontal bar in WORD (located at the bottom of the document window), provides information about the current state of what you are viewing in the window. Some of the items shown on the STATUS bar, from left to right are: Page 4

5 Vie iews. NORMAL, OUTLINE, PAGE LAYOUT, and NOTEBOOK layout views. Page age e number of the page shown in the window. Section ion number of the page shown in the window. Number/number. The page number and the total number of pages. Ln - The line of text where the insertion point is located. No measurement is displayed if the insertion point is not in the window. Col - The distance, in number of characters, from the left margin to the insertion point. No measurement is displayed if the insertion point is not in the window. Spelling ling and Grammar status icon. REC - The macro recorder status. TRK - The track changes status. When changes are not being tracked, TRK appears dimmed. EXT - The extend selection mode status. When selection mode is off, EXT appears dimmed. Displaying Screen Items Display a list of toolbars You can choose the TOOLBARS command on the VIEW menu to display the list of toolbars. Check marks will appear next to the toolbars currently displayed. Click on a check mark to deselect a toolbar or click to select and display an unchecked toolbar. Display or hide the Rulers WORD offers a horizontal ruler in NORMAL view and both horizontal and vertical rulers in PAGE LAYOUT view. To toggle the display of the ruler on and off, choose the RULER command on the VIEW menu. The ruler can be helpful in setting margins, indents, and tabs. Understanding Document Views In the full VIEW menu (which is depicted at the right), WORD lists the following views: NORMAL, ONLINE LAYOUT, Page LAYOUT, OUTLINE, and NOTEBOOK LAYOUT. In addition to the VIEW menu, Word provides VIEW icons at the lower left of the screen, just above the STATUS BAR at the left of the horizontal scroll bar. From left to right, the following views are provided by these icons: NORMAL, OUTLINE, PAGE LAYOUT, and NOTEBOOK LAYOUT. Normal View Normal View is convenient for most editing and formatting tasks. In NORMAL view you don t see page boundaries, headers, footers, footnotes, backgrounds, objects, and page numbers. Online Layout View In this view, you see backgrounds, text that is wrapped to fit the window, and graphics positioned just as they are in a Web browser. Page 5

6 Print Layout View In this view, you can see how objects will be positioned on the printed page. It is useful for editing headers and footers, adjusting margins, working with columns, and drawing objects. When working with tables, avoid using this view unless you have sufficient memory on your computer. Outline View Work in OUTLINE view to look at a document s structure 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. In this view, page boundaries, headers and footers, graphics, and backgrounds do not appear. It is handy to use this view to create an outline for a PowerPoint presentation. Notebook Layout View Use NOTEBOOK layout view to take notes as you would with a regular notebook. You can click and start typing notes anywhere in the page, and note flags to highlight important points and link an audio recording to the notes that you type. The Zoom Command In any of Word s views, you can use the ZOOM command to increase or decrease the size of the display. You can set any ZOOM percentage between 10% and 500% of full size. The ZOOM command is found on the VIEW menu. When you choose this command, the ZOOM Dialog box displays (see a screen picture of it below). In the ZOOM TO section, choose the zoom percentage you want: 200%, 100%, 75%, or PAGE WIDTH. Page 6

7 TEXT WIDTH, WHOLE PAGE, or MANY PAGES are available only in PRINT LAYOUT view. In the PERCENT box, you can set the zoom percent from 10% to 500%. Shortcut Keys for Paragraph and Character Formatting Use the Zoom Box Make sure the STANDARD toolbar is visible and click the button (with a downpointing arrow) at the right of the ZOOM box (which displays the percentage of zoom you are currently using) and you see a drop-down list of zoom percentages. Choose a zoom percentage from the drop-down list or type in a different percentage. Page Setup Choose PAGE SETUP on the FILE menu, and you see the PAGE SETUP dialog box with the PAGE ATTRIBUTES page showing the following selection boxes: Settings: This selection box lists the following choices when you click the arrow at the end of the box: CUSTOM PAPER SIZE. This setting allows you to specify paper sizes that are not standard. You can only specify paper sizes that can be used in your printer. MICROSOFT WORD. The default for this setting is the 8.5 by 11 inch setting. If you have a printer that has a tray into which you can manually feed paper, you can use a legal size setting (8.5 x 14). SAVE AS DEFAULT. Do not use this to change the default setting on any Macintosh in the HUB. You can save a setting of your own choosing for your Macintosh that only you use. Page 7

8 Format f for: This box contains the printer setting to which this Mac is connected. Paper aper r Size: ize: The Letter (Small) size is selected. Clicking the arrow at the right end of the box drops down a list of various paper sizes. Your choice is limited to what you can use on the printer to which your Macintosh is attached. Orientation: ion: Three orientation icons are shown from which to pick. These icons give you a choice as to how your pages will feed into the printer. Page Setup for Microsoft Word In the PAGE SETUP dialog, click the arrow at the right end of the SETTINGS selection box and choose Microsoft Word. The PAGE SETUP dialog for Microsoft Word displays. On this dialog, you can choose whether the page settings will apply to the whole document or from this point in the document forward. Document Margins Clicking the MARGINS button on the PAGE SETUP FOR MICROSOFT WORD dialog displays the DOCUMENT MARGINS dialog. You can also display this dialog by choosing the DOCUMENT command on the FORMAT menu in Microsoft Word. At the left side of the dialog, you can set these page margins: TOP, BOTTOM, LEFT, and RIGHT. You can also set a GUTTER measurement. A gutter setting allows extra margin space on the left side of an odd numbered page or on the right side of an even-numbered page of a document or a section of a document that is to be duplex printed (printed on the front and back of a single page). In addition, you can specify the space from the top and bottom edge of a page at which a header and/or a footer will print. The default setting of one-half inch works well with most printers. You should not try to print at less than one-third of an inch from the paper edge. Remember to allow enough margin space Page 8

9 to accommodate any headers or footers. If you are using a 12-point font in your document, then each line will measure (vertically) about one-sixth of an inch. A one-line header or footer will fit well within a one-inch top or bottom margin. If you, however, plan to use a two-line header or footer, then you will have to increase the top and/or bottom measurement to accommodate this. If you want to change the default margin settings for all new documents, type in the margin settings and press the DEFAULT... button at the lower left of the MARGINS page of the DOCUMENT dialog. Please change the default settings onl nly on your own computer. Document Layout On the DOCUMENT dialog, select the LAYOUT button. In the LAYOUT dialog, you will see areas for making the following settings: SECTION START, HEADERS AND FOOTERS, VERTICAL ALIGNMENT, SUPPRESS ENDNOTES, LINE NUMBERS AND BORDERs. The dialog offers you a small preview of a document as it changes with your settings, and you can specify if the changes apply to the whole document or other pages or sections. Section start: t: In the upper area of this DOCUMENT LAYOUT dialog, you see SECTION START: where you can specify that a section will start with any of the following: CONTINUOUS, NEW COLUMN, NEW PAGE, EVEN PAGE, or ODD PAGE. Headers eaders s and Footers In the HEADERS AND FOOTERS area of the LAYOUT page, you can click to specify either DIFFERENT ODD AND EVEN or DIFFERENT FIRST PAGE. If you plan, for example, to omit a header and/or footer on the first page, then select DIFFERENT FIRST PAGE. The selection of DIFFERENT ODD AND EVEN pages for a Header and/or Footer is appropriate for a document that will be duplex printed (the odd pages printed on the front side of the page with the even pages printed on the back of the page). Vertical Alignment nment nt In the VERTICAL ALIGNMENT box, you have the choice of aligning text vertically at the TOP, CENTER, or JUSTIFIED. The default is top. Page 9

10 Line Numbers To add line numbers to a selection of text, do the following: 1. On the DOCUMENT LAYOUT page, click LINE NUMBERS. 2. Microsoft Word will add page breaks before and after the numbered lines. 3. Click LINE NUMBERS. 4. Select the ADD LINE NUMBERING check box, and then select the options you want. 5. Click the OK button. Add borders to or remove them from text 1. To add a border to an entire paragraph, click anywhere in the paragraph. 2. To place a border around text, select just the text. 3. Use the BORDERS AND SHADING command on the FORMAT menu. 4. Select the settings you want. 5. On the APPLY TO pop-up menu, click PARAGRAPH or TEXT. 6. To specify the exact position of the border relative to the text, click PARAGRAPH on the APPLY TO pop-up menu, click OPTIONS, and then select the settings you want. Page 10

11 6. To remove a paragraph border, click in the paragraph, and then in the BORDERS dialog, under SETTING, click NONE. Be careful in applying a border to a paragraph and make sure the paragraph with the border does not fall across a page break. A border is a paragraph property that flows with the paragraph. When a paragraph with a border splits across a page break, the border splits as well. To keep the paragraph border in one piece, reposition the entire paragraph the border surrounds on one page. Using Shading On the BORDERS AND SHADING dialog, click the SHADING tab. To add shading to a table, a paragraph, or selected text: 1. Do one of the following: To add shading to a table, click anywhere in the table. To add shading to specific cells, select the cells, including the end-of-cell marks. To add shading to a paragraph, click anywhere in the paragraph. To add shading to specific text, such as a word, select the text. 2. On the FORMAT menu, click BORDERS AND SHADING, and then click the SHADING tab. 3. Select the settings you want. 4. On the APPLY TO pop-up menu, click the part of the document that you want to apply shading to. For example, if you clicked a cell without selecting it in step 1, click CELL. Otherwise, Word applies the shading to the entire table. Note You can use the TABLE AUTOFORMAT command to add borders and shading to a table automatically. Page 11

12 The Shading Dialog Using Headers and Footers Headers (which print in the top margins of pages) and footers (which print in the bottom margins of pages) can include graphics as well as text. You can use the same header and footer throughout a document or different ones on odd and even pages. You can omit a header and/or footer on the first page. To include a header or footer in your document, choose the HEADER AND FOOTER command on the VIEW menu. Word displays a window in which to type the header, as well as the HEADER AND FOOTER toolbar. You can work with headers and footers only in PAGE LAYOUt view. If you choose this command from other views, such as the NORMAL view, WORD will switch you to PAGE LAYOUT view; and when you leave the header or footer area, WORD will return you to the previous view. The Header and Footer Toolbar The toolbar buttons, contains icons which, when clicked, provide certain features relating to headers and footers. The icons from left to right: Page 12

13 I NSERT AUTOTEXT. This provides a drop-down menu of canned header and footer text. See a screen picture of this drop-down menu at the right. The selections offered can be very helpful if used in either a header or footer. The text, Page X of Y, is used if it is necessary to identify the page number (X) and the number of pages (Y). I NSERT PAGE NUMBER. Inserts a code for the current page number at the insertion point. I NSERT NUMBER OF PAGES. Inserts a code for the number of pages in the document. F ORMAT PAGE NUMBER. Use this button to display the PAGE NUMBER FORMAT dialog box. I NSERT DATE. Inserts a code for the current date in the document. I NSERT TIME. Inserts a code for the current time in the document. D IFFERENT FRONT PAGE. Use when you want a different or no header on the front page. D IFFERENT ODD AND EVEN PAGES. Use when you want a different header or footer on odd and even pages. D OCUMENT LAYOUT. When you select this icon, you are switched to the DOCUMENT LAYOUT dialog. S WITCH BETWEEN HEADER AND FOOTER. Moves the insertion point between header and footer. S AME AS PREVIOUS. Makes current header or footer the same as in previous section. S HOW PREVIOUS. Moves insertion point to the header or footer in the previous section (if there is one) or previous page (if you are using a different header or footer on the first page or different headers and footers for odd and even pages). S HOW NEXT. Moves insertion point to header or footer in the next section or next page. G OTO. Use this icon to move to a header or footer in another section of the document. C LOSE HEADER OR FOOTER. Closes the header or footer panes. Paragraph Formatting Setting Indents and Spacing You can display the PARAGRAPH Dialog box by placing your insertion point in a paragraph you want to format, right-clicking (CONTROL-clicking with a one-button mouse) and choosing PARAGRAPH from the context menu or by choosing the PARAGRAPH command on the FORMAT menu. Click the INDENTS AND SPACING tab. The INDENTS AND SPACING dialog displays. In the ALIGNMENT box, you can choose LEFT, CENTERED, RIGHT, or JUSTIFIED. In the OUTLINE LEVEL box, the default setting for the OUTLINE level for a paragraph is BODY TEXT. Use outline levels when you don t want to change the appearance of your text (the heading styles apply specific Page 13

14 formatting, while the outline levels apply an invisible format). You can choose from LEVEL 1 to LEVEL 9. In the INDENTATION section, set paragraph indents from the left margin with the LEFT box and from the right margin with the RIGHT box. The settings are in inches or fractions of an inch. The SPECIAL box selections are: NONE, FIRST LINE, or HANGING. NONE is the default, and this setting adds no additional indent from the left and right margin settings. FIRST LINE adds an indent to the first line of the paragraph. The first line indent is in addition to the LEFT indent setting. The first line of a paragraph is indented by the measurement (in inches or fractions of an inch) you enter. HANGING makes the first line of the paragraph hang out to the left of the rest of the paragraph. Hanging indents are used for bulleted or numbered paragraphs the bullet or number hangs out to the left of the paragraph, and the wrapped lines of the paragraph align neatly with the tabbed first line of the text. It is helpful to have your tabs set in advance. In the SPACING section, you can adjust the amount of space before and/or after paragraphs, which will give your documents a professional look. Instead of entering two carriage returns at the ends of paragraphs to provide space between them, in the SPACING section of the PARAGRAPH dialog box, type in the spacing in points you want in the AFTER box. Remember that one point is 1/72 of an inch (vertical measurement). If you are using a 12-point font, you should use a 6-point setting as the After paragraph setting. This will give you about half the space between paragraphs that you would have with a double carriage return. It is ample space to separate paragraphs and appears more professional. If you have a document with main headings or subheadings, you may want to specify some space before and/or after these headings, measured in points. Remember that spacing before a paragraph is added to spacing after the paragraph that precedes it. For example, if the previous paragraph has an AFTER setting of 6 points, and you specify a BEFORE setting of 6 points for the current paragraph, you will have a spacing between these paragraphs of 12 points. Page 14

15 Setting Line Spacing In the SPACING section, use the LINE SPACING drop-down list to choose the line spacing you want: S INGLE spacing is based on the point size of the font. 1.5 LINES spacing is based on the point size of the font. D OUBLE spacing is based on the point size of the font. A T LEAST sets a minimum spacing for the lines, measured in points. E XACTLY sets the exact spacing for the lines, measured in points. M ULTIPLE line spacing is set by the number in the AT box. Controlling Line and Page Breaks Word 2004 automatically inserts page breaks when a page fills with text or graphics. You may want to automatically control pagination for certain circumstances. Click the LINE AND PAGE BREAKS tab of the PARAGRAPh dialog box. In the PAGINATION section: Choose WIDOW/ORPHAN control to prevent widows (single lines that appear at the top of a page) or orphans (single lines that appear at the bottom of a page). Choose KEEP LINES TOGETHER after you have selected the paragraphs that contain lines you want to keep together. Choose KEEP WITH NEXT after you have selected the paragraphs you want to keep together on a page. Choose PAGE BREAK BEFORE after you have selected a paragraph that you want to follow a page break. To suppress line numbers in a section of text (such as headings or blank lines) that contains line numbers, select the paragraphs for which you want to skip line numbers, and then click the SUPPRESS LINE NUMBERS check box. Click the check box, DON T HYPHENATE, to turn off hyphenation. Page 15

16 Setting a manual Page Break You may want to begin a new page without filling up the current page by manually inserting a page break: 1. Place your insertion point after the text you want to end your current page. 2. Drop down the INSERT menu and choose the BREAK command. 3. Choose PAGE BREAK from the submenu that appears. Delete a Page Break Follow these steps to delete a manually inserted page break. 1. In NORMAL view, see the dotted line across the page with PAGE BREAK in the center of the line. 2. Highlight the page break you want to delete, and then press the DELETE key. Align paragraphs Align left... CMD+L Align center... CMD+E Align right... CMD+R Indent from left... Control+Shift+M Remove paragraph indent from left... Cmd+Shift+M Justify... CMD+J Create (or increase) a hanging indent... CMD+T Reduce (or remove) a hanging indent... CMD+SHIFT+T Character formats Bold... Cmd+B Italic... Cmd+I Underline... Cmd+U Word Underline (not spaces)... Cmd+Shift+W Double Underline... Cmd+-Shift+D Change case of letters... SHIFT-F3 Create all caps... CMD+SHIFT+A Create small caps... CMD+SHIFT+K Apply subscripts... CMD+= (equal sign) Apply superscripts... CMD+SHIFT+= (equal sign) Remove manual character formatting... CONTROL+SPACEBAR Combining two documents 1. You may want to combine two documents. 2. Place your insertion point at the position in your document where you want to insert the other file. 3. Drop down the INSERT menu and choose the FILE command. 4. Find the file you want to insert, highlight that file and click on the INSERT button. This is a good procedure to use if you are provided Word files by colleagues who have applied paragraph and character formatting different from the formatting you use. When you insert such a file into one containing your own formatting, the document you insert will now have the formatting of the document into which it was inserted. Page 16

17 Inserting Page Numbers (without Headers & Footers) To insert just the page numbers in a document, drop down the INSERT menu and choose the PAGE NUMBERS command. The PAGE NUMBERS dialog displays. See the POSITION and ALIGNMENT boxes which allow you to specify the position on the page for the page numbers and also how they are to be aligned. Click the FORMAT button to see the PAGE NUMBER FORMAT dialog. In the top section, you can specify the number format, whether you want to include the chapter number within the page number, and if so, you can select the separator to use. When satisfied with your settings, click the OK button. Setting Tabs Word offers five kinds of tabs: LEFT- ALIGNED, CENTERED, RIGHT-ALIGNED, DECIMAL-ALIGNED, and BAR. To set tabs for one paragraph, position your insertion point within that paragraph. To set tabs for more than one paragraph, select all the text you want to be affected by the tabs. You can also insert tab settings into styles. The default tab settings are a left-tab set at each one-half inch. Use the Ruler to set Tabs To use the RULER to set tabs, click on the tab selector button at the far left of the horizontal Page 17

18 ruler. You will see a small menu drop down (see the screen picture of this small menu at the right) listing the different tabs you can set. Select the tab type you want, and then click on the ruler at the position you want to set the tab. To remove a tab, click and drag the tab from the ruler down into the document. Use the Tabs dialog to set Tabs If you click on the TABS command on this menu, the TABS dialog displays. You can also open the TABS dialog by choosing the TABS command on the FORMAT menu. The Tabs Dialog Use this dialog to specify precise measurements for tabs and for tab leaders. Type in the tab setting in the TAB STOP POSITION box (or select it in the list below the box), In the ALIGNMENT section, click the desired tab alignment. In the LEADER section, click NONE if you do not want a tab leader. If you do want a tab leader, you can choose the dots, dashes, or underline. As you set each tab, click on the SET button, and then proceed to set other tabs, clicking on the SET button for each tab you set. Page 18

19 If you make a mistake, it is easy to highlight that tab position and click the CLEAR button to clear that tab. Use the TABS dialog box to set tab leaders, and then, if you need to adjust the tab positions later, you can do it easily in the RULER. When finished, click the OK button. Moving the Insertion Point In WORD, you can move the insertion point using the mouse or the keyboard. To position the insertion point using the mouse, simply move the insertion point to where you want it, and click to place the insertion point, which has the appearance of an I-beam. Following are listed some handy keyboard shortcut keys for moving around a document rapidly. KEYSTROKE MOVEMENT CTRL+RIGHT ARROW... One word to the right CTRL+LEFT ARROW... One word to the left CTRL+UP ARROW... To the beginning of the current paragraph CTRL+DOWN ARROW... To the beginning of the next paragraph END... To the end of the current line CTRL+END... To the end of the document HOME... To the start of the current line CTRL+HOME... To the start of the document PAGE UP... Up one screen PAGE DOWN... Down one screen CTRL+PAGE UP... To the first character on the current screen CTRL+PAGE DOWN... To the last character on the current screen SHIFT+F5... Moves you back to the last place you typed or edited. Selecting Text Note: If WORD automatically selects text when you click the mouse or press a key, you may have turned on EXTEND SELECTION mode, which allows you to select text by clicking the mouse or pressing navigation keys. When this mode is active, the letters EXT appear on the status bar. To cancel EXTEND SELECTION mode, press ESC, and then click anywhere in your document. Select Using the Mouse Any amount of text... Drag over the text. A word... DOUBLE-CLICK the word. A line... With the mouse pointer positioned in the left margin to the left of the line and pointing right, CLICK to select that line. Multiple lines... CLICK to the left of a line with a right-pointing pointer and drag up or down. A sentence... With insertion point in the sentence, hold down COMMAND and CLICK. A paragraph TRIPLE-CLICK in the paragraph. You may also move the pointer to the left of the paragraph until it changes to a right-pointing arrow, and then DOUBLE- Multiple paragraphs A large block of text CLICk. Move the pointer to the left of the paragraphs until it changes to a rightpointing arrow, and then DOUBLE-CLICK and drag up or down. CLICK at the start of the selection, scroll to the end of the selection, and then hold down SHIFT and CLICK. Page 19

20 An entire document A vertical block of text Move the pointer to the left of any document text until it changes to a right-pointing arrow, and then TRIPLE-CLICK. Click in front of the first character in the column, press and hold down the OPTION key and drag over the area you want to select with your mouse. When you reach the last character in the column, release the mouse. Searching for and Replacing Text Search for a word or phrase: 1. Choose FIND on the EDIT menu, or press CMD+F. 2. See the FIND AND REPLACE dialog with the FIND panel in view. 3. Type the text string in the FIND text box. 4. Click FIND NEXT button. 5. Click the CLOSE button when finished. Increase the criteria for your search: 1. In the FIND AND REPLACE dialog box, click the BLUE button in the lower left of the dialog box. 2. In the Search section, select the criteria for searching, such as MATCH CASE, FIND WHOLE WORDs ONLY, USE WILDCARDS, SOUNDS LIKE (ENGLISH), or FIND ALL WORD FORMS. 3. Click SPECIAL button to search for special characters. 4. Click the FORMAT button to search for format characters. 5. Click FIND NEXT button. 6. You can use the CANCEL button at any time to cancel your FIND command. Page 20

21 To Find and Replace one word with another 1. Select REPLACE from the EDIT menu. 2. See the FIND AND REPLACE dialog (see a screen picture of this dialog above). 3. Type the word to be found in the FIND WHAT text box and its replacement in the REPLACE WITH box. 4. To verify each replacement, click FIND NEXT and then REPLACE. 5. To replace all without verifying each replacement, click REPLACE ALL. Using the GoTo feature of the Find and Replace dialog In the GOTO dialog, under GO TO WHAT: you can select PAGE, SECTION, LINE, BOOKMARK, COMMENT, FOOTNOTE, ENDNOTE, FIELD, TABLE, GRAPHIC, EQUATION, OBJECT, or HEADING. This feature is very helpful if you use bookmarks in your documents. In the center of the DIALOG, you can enter a page number (if you have selected Page), then click the GOTO button. Page 21

22 The Spelling and Grammar Features You can set UP WORD to automatically checks your spelling and grammar as you type. ON THE Word menu, click PREFERENCES, and then click SPELLING AND GRAMMAR. Turn on or off automatic spelling checking by selecting or clearing the CHECK SPELLING AS YOU TYPE check box. Turn on or off automatic grammar checking by selecting or clearing the CHECK GRAMMAR AS YOU TYPE check box. Word uses wavy red underlines to indicate possible spelling errors, or the program may automatically correct a word using the AUTOCORRECT feature. Possible grammar errors are underlined with wavy green underlines. You may manually check each word that indicates it may be misspelled by holding down the CONTROL key and clicking on the word with the wavy underline. You will see a contextual menu. You can then click the spelling or grammatical correction you want. If you are correcting a spelling error, click SPELLING to use additional spelling options. Page 22

23 Using the Spelling and Grammar Command 1. When you click SPELLING AND GRAMMAR on the TOOLS menu, the SPELLING AND GRAMMAR checker displays. 2. When Word finds a possible spelling or grammatical error, make your changes in the SPELLING AND GRAMMAR dialog box that appears. Tip: You can also edit a spelling or grammatical error directly in the document. Just type your correction, and then click RESUME in the SPELLING AND GRAMMAR dialog box. 3. You can click the OPTIONS button to customize the SPELLING AND GRAMMAR checker (on your own personal computer). When satisfied with your settings, click the OK button at the lower right of the dialog box. Saving Documents When you click the SAVE button or choose the SAVE command on the FILE menu for the first time, Word displays the SAVE AS dialog box. This is where you name your document and specify where you want to save it. In naming your document, please refer to the guide, Naming files in Macintosh OS 10.4 posted on the ITC web site. Once you have named your document and specified its location, clicking the SAVE button or choosing the SAVE command on the FILE menu will cause Word to save the document in the same location without prompting you for the document name or location. To save a document under another name (you may want to make a copy of the document or you may want to save different edited versions), or to save the document in another file format (file type), or save the document in another Page 23

24 location, use the SAVE AS command on the FILE menu to display the SAVE AS dialog box. Print Preview When getting ready to print a document, you should preview it to make sure you like the way it looks on the page. PRINT PREVIEW shows you exactly what your pages will look like when they are printed. You can access PRINT PREVIEW by choosing the PRINT PREVIEW command on the FILE menu. The PRINT PREVIEW window opens. Using the Print Preview toolbar The Print Preview toolbar buttons, from left to right are: * The print button starts your print job, but it does not allow you to make any specifications to the print job (such as specific pages, multiple copies, etc.). * The MAGNIFIER button is selected by default. It allows you to zoom in or out on your document by clicking on the page. If you want to make a correction in your document, click on the MAGNIFIER button to turn it off. * The ONE PAGE icon is the third from the left. It shows you one page at a time. * Use the MULTIPLE PAGE icon to view several pages at once. When you click on this button, a menu appears that allows you to select an icon representing the number of pages you want to view at once. To return to viewing a single page, click the ONE PAGE icon. * The ZOOM icon allows you to change the percentage size of the document by clicking the pull-down arrow and choosing a different size. * Show or hide your rulers by clicking the VIEW RULER icon on and off. * The next is the Shrink to Fit icon that, when selected, causes WORD to automatically try to consolidate material on two pages into one page. * The next button to the right when selected displays your document in a full screen. * Click the CLOSE button (last on the right) when you are finished with PRINT PREVIEW mode. Page 24

25 Print a document with specifications 1. Pull down the FILE menu. 2. Select the PRINT command. 3. In the printer section, choose the desired printer. 4. In the PAGE RANGE section choose: ALL, CURRENT PAGE, or PAGES (and then specify which pages). 5. In the NUMBER OF COPIES section, you can specify how many copies you want printed. The default is one copy. 6. Once the settings have been chosen, click the OK button to print your document. The Scrapbook Use the Scrapbook to collect and store multiple items or clips across all Microsoft Office programs on the Macintosh. The collected clips remain in the SCRAPBOOK until you remove them, even if you quit all OFFICE programs running on your computer or shut down your computer. To open the scrapbook, on the TOOLS menu, click SCRAPBOOK. Clips cannot be added to the Scrapbook when the Scrapbook window is not open. Add a selected lected item. Click ADD or drag the selection to the Scrapbook window. Add a cut t or r c copied pied item. When you cut or copy text or other item from any program, the item is placed in a space in memory that is called the CLIPBOARD. To add a cut or copied item to the SCRAPBOOK from the CLIPBOARD, click the arrow next to ADD and then click ADD FROM CLIPBOARD. Note: ote: When you use CUT or COPY on the EDIT menu, the item is placed on the Mac OS CLIPBOARD, not the SCRAPBOOK. To have the items you cut or copy always added to the SCRAPBOOK, in the SCRAPBOOK window, click the arrow next to ADD and then click ALWAYS ADD COPY. Copies will be added to the Scrapbook only when the SCRAPBOOK window is open. To change the title of a clip, double-click the title, type a new title, and then press RETURN. The SCRAPBOOK accepts the following file formats: GIF, JPG, PICT, PNG, BMP, MacPaint, text, and Unicode text. Page 25