MICROSOFT WORD XP INTERMEDIATE

Transcription

1 MICROSOFT WORD XP INTERMEDIATE Starting Word Click the start button, move the pointer to All Programs. Move the pointer to Microsoft Office and then select Microsoft Word and click the application or click the program icon on the Quick Launch Toolbar or the in the frequently used program list. The window for the application normally appears maximized with the application name and document name in the title bar. Tools on the Toolbar using key strokes. In Word there are usually three ways to accomplish tasks. One is using the menu, second using tools on the toolbar and third is Title Bar Menu Bar Standard Toolbar Formatting Toolbar Moving your pointer over each toolbar icon will give you the name of the tool icon. If the toolbars are not visible, click on the View menu and select toolbars. Make sure the Standard and Formatting toolbars are checked. Customizing Toolbars and Menus Add a button, menu, or command to a toolbar Make sure the toolbar you want to change is visible. 1. On the View menu, point to Toolbars. 2. Do one of the following: Click the toolbar you want to display. To view more toolbars, click Customize. In the Customize dialog box, click the Toolbars tab, and then select the check box for the toolbar you want to display. Click Close. 1

2 Click the Toolbar Options arrow at the end of the Formatting or Standard toolbar. 1. Point to Add or Remove Buttons, and then click Customize. 2. Do one of the following: Add a button 1. Click the Commands tab. 2. In the Categories box, click a category to display the button for that category. 3. Drag the command button or macro you want from the Commands box to the displayed toolbar. 4. Drop in the desired location on the toolbar. Add a built-in menu to a toolbar 1. Click the Commands tab. 2. In the Categories box, click Built-in Menus. 3. Drag the menu you want from the Commands box to the desired location on the displayed toolbar. Add a custom menu to a toolbar 1. Click the Commands tab. 2. In the Categories box, click New Menu. 3. Drag New Menu from the Commands box to the displayed toolbar. 4. Right-click the new menu on the toolbar, type a name in the Name box on the shortcut menu, and then press ENTER. 5. Complete your custom menu by adding commands to the new menu. For practice add the Double Space command from the Format category to the Formatting toolbar. For practice add a custom menu titled with your name. Add the Save As command from the File category to your custom menu. Delete a Button or Menu Command Click the Toolbar Options arrow at the end of the Formatting or Standard toolbar. 1. Point to Add or Remove Buttons 2. Do one of the following: To delete a built-in button from a toolbar or a built-in floating toolbar 1. Choose Formatting from the Add or Remove Buttons 2. Point to the toolbar name. 3. Uncheck the check box next to the button you want to delete. 2

3 To delete a button from a custom toolbar 1. Click Customize from the Add or Remove Buttons. 2. On the toolbar, right-click the button you want to delete, click delete. 3. Or drag the button you want to remove off of the toolbar. 4. On the Customize dialog box, click Close. Note To delete a button that is not available in the Add or Remove Buttons list, hold down ALT and then drag the button off the toolbar. For practice hold down the ALT key and drag your custom menu and Double Spacing off the Toolbar where it was placed in the above activity. Delete a command from a menu 1. On the Tools menu, click Customize. 2. Click the menu that contains the command you want to delete. 3. Drag the command you want to delete off the menu. 4. On the Customize dialog box, click Close. Create a custom toolbar 1. On the Tools menu, click Customize. 2. Click the Toolbars tab. 3. Click New. 4. In the Toolbar name box, type the name you want. 5. In the Make toolbar available to box, select which template or document to make the toolbar available in, and then click OK. 6. Click the Commands tab. 7. Do one of the following: Add a button to the toolbar Add a built-in menu to the toolbar 8. When you have added all the buttons and menus you want, click Close. Creating A New Toolbar For Primary Students In this activity you will create a toolbar for students in primary grades to use. The Standard toolbar in Word contains so many buttons that it may be confusing to young students. Do the following: 1. Click the Tools menu and choose Customize. Click the Toolbars tab. 2. Click New. Name the new toolbar Primary Grades. Click OK. A new toolbar appears. It is shaped like a square and only a few letters of the name appear. It grows as you add buttons. 3

4 3. Click the Commands tab. 4. Drag buttons beginners will use onto the toolbar. 5. Click Close Viewing Only the Primary Students Toolbar 1. Click the View menu and choose Toolbars. 2. Remove the checks from all toolbars except Primary Grades. 3. Click the blue title bar and drag the title bar into the proper place above the document if necessary. Changing the Icons to a Large Size 1. Large icons can help some students. Click the View menu and choose Toolbars, then Customize. 2. Click the Options tab and click Large icons. Click Close. Repeat the above steps again to return the icons to their regular size. Click Close. Symbols and Special Characters Symbols and special characters that don't appear on your keyboard can be displayed on your screen and printed. For example, you can insert symbols such as ¼ and, special characters such as an em dash ( ), ellipsis ( ), or non-breaking space as well as many international characters such as Ç and ë. Non-breaking space: A space that's used to prevent multiple words from breaking if they fall at the end of a line. For example, you can prevent M. Poirot from breaking; instead, the entire item moves to the beginning of the next line. You can insert symbols and characters by using the Symbol dialog box or shortcut keys. You can also use AutoCorrect to automatically replace text you type as symbols. The types of symbols and characters you can insert depend on the available fonts. For example, some fonts may include fractions (¼), international characters (Ç, ë), and international monetary symbols (, ). The built-in Symbol font includes arrows, bullets, and scientific symbols. You might also have additional symbol fonts, such as Wingdings, which include decorative symbols. You can quickly insert a recently used symbol by clicking a symbol in the Recently used symbols list in the Symbol dialog box, and you can resize the Symbol dialog box so that you can view more symbols. Insert a Symbol 1. Click where you want to insert the symbol. 2. On the Insert menu, click Symbol, and then click the Symbols tab. 3. In the Font box, click the font that you want. 4. Double-click the symbol that you want to insert. 5. Click Close. 4

5 Sizing the Symbol The symbol you inserted is a character like a letter or number. In order to make it larger, you must first select it and then use the Font Size options to change the size. Activity 1. On the Insert menu, click Symbol, and then click the Symbols tab. 2. In the Font box, click the down arrow and choose Wingdings. 3. Double-click the smiley face in the 3 rd row. 4. Click Close. 5. Select the smiley face on your page, Select Font Size 48 from the Formatting toolbar. Notice that the symbol increases in size. Superscript, Subscript and Strikethrough Make text superscript or subscript 1. Select the text you want to format as superscript or subscript. 2. On the Format menu, click Font, and then click the Font tab. 3. Select the Superscript or Subscript check box. superscript: Describes text that is slightly higher than other text on a line, such as a footnote reference mark. subscript: Describes text that is slightly lower than other text on a line. Subscripts are often used in scientific formulas. Apply strikethrough formatting 1. Select the text that you want to change. 2. On the Format menu, click Font, and then click the Font tab. 3. Select the Strikethrough or Double strikethrough check box. Practice Activity 1. Type the formula E=mc2. Select the 2 in the formula. The 2 needs to be superscripted. 2. Choose Format from the menu bar and click on Font. 3. In the Effects area of the dialog box, check in the Superscript check box and then click OK. 4. Type the formula H2O. Select the 2 in the formula. 5. Subscript the 2 following the above steps, choosing Subscript instead of Superscript. Most people don t use superscript, subscript, or strikethrough very often, but if you are asked to do so, you will know how. Creating a Bulleted or Numbered List Bulleted and numbered lists in Microsoft Word are easy to create. You can quickly add bullets (bullet: A dot or other symbol placed before text, such as items in a list, to add emphasis.) or numbers to existing lines of text, or Word can automatically create lists as you type. 5

6 If you like automatic lists, but find on occasion that you don't want text to be turned into a list, you can undo a list as its being created by clicking the AutoCorrect Options button that appears near the list. Use the default bullet and numbering formats for lists, select other built-in formats, or customize existing formats. Format bullets or numbers differently than the text in a list. For example, click a number and change the number color for the entire list, without making changes to the text in the list. Make a list with just one level, or make an outline numbered list to add a more complex structure to lists. outline numbered list: A list created to apply a hierarchical structure to any list or document. A document can have up to nine levels, and Microsoft Word does not apply built-in heading styles to the items in the list. Activity: Adding Bullets to a List Open the file School Supplies on the 3 ½ floppy disk. Save file in My Documents on your computer. Click the Zoom Box on the Standard toolbar and choose Whole Page. Select (highlight) the list. Click the Format menu and choose Bullets and Numbering. Click the Bulleted tab. Choose a square or round checkbox list. Click Customize. Click the Font button and choose 22 from the Font Size choices. Click OK, the OK again. Set Tabs Tab stop is a location on the horizontal ruler that indicates how far to indent text or where to begin a column of text and enables you to line up text to the left, right, center, or to a decimal character or bar character. You can also automatically insert specific characters, such as periods or dashes, before the tabs. 1. Select the paragraph in which you want to set a tab stop. 2. Do one of the following: To set tabs 1. Click at the far left of the horizontal ruler until it changes to the type of tab you want: left, right, center, decimal, or bar. 2. Click the horizontal ruler where you want to set a tab stop. To set tabs with leader characters 1. Set a tab on the ruler in a desired location. 2. On the Format menu, click Tabs. 3. Under Tab stop position, type the position for a new tab, or select an existing tab stop to which you want to add leader characters (leader character: A solid, dotted, or dashed line that is used in a table of contents and that fills the space used by a tab character.). 4. Under Alignment, select the alignment for text typed at the tab stop. 5. Under Leader, click the leader option you want, and then click Set or OK. 6

7 Removing a Tab To remove a tab, click on the tab marker and drag it below the ruler and release the mouse button. Setting Tabs Activity Open the file Setting Tabs on the 3 ½ floppy disk. Save file in My Documents on your computer. Highlight the text under the heading Different Types of Tabs & What They Do. Click the ½ mark on the ruler. A left tab is inserted. Click the Tab Box on the ruler again to choose a Center Tab. Click the ruler s 2 mark to insert the Center tab. Click the Tab Box, and then a Right tab under the 3½ mark. Click a Decimal tab under the 4½ mark on the ruler. When typing new documents, text won t move just because you set tabs in the ruler. You need to press the Tab key inside the text to move it. In the above activity, the text moved because tabs were put into the document by pressing the Tab key in front of each section when it was originally typed. The tab icons were then removed from the ruler. This allowed you to immediately see how different types of tabs changes text location after you inserted them. Notice how the text is aligned under each tab marker. The text under the Left tab is aligned on the left side. The text under the Center tab is centered under the tab. The text under the Right tab is aligned on the right side. The text under the Decimal tab is aligned on the decimal point. 8. Scroll down until the word Schedule is the top line on the screen. Highlight the text under the title Schedule. 9. Click a Right tab at 1 ½, a Left tab at 2, and a Decimal tab at Click a Bar tab at 1 ¾ and 3 ½ 11. After viewing the Schedule, highlight the text under schedule once again and remove all tab markers from the ruler. 7

8 Setting Tabs with Leaders Scroll down in the Setting Tabs document until your cursor is on a blank line under the schedule information used in the previous activity. Set a left tab at 5. On the Format menu, click Tabs. Notice in the Tab stop position box is the tab stop setting that you set. Under the Leader section, click the button for 2 that will put dots between tab stops. Click OK to close dialog box. Type Aligning Tabs and then press the Tab key on the keyboard. Notice the dots. Then type Page 1 and press the [Enter] key. Type Workshop Handout, tab, Page 2. This is an example of how you could make a Table of Contents, Index, or a program for a school play or activity. Indent paragraphs Create A First-Line Indent Select the paragraph you want to indent. If you don't see the horizontal ruler, click Ruler on the View menu. On the horizontal ruler, drag the First Line Indent marker text to start. to the position where you want the The top triangle of the left margin marker controls the first character in a paragraph. If you move the top triangle to the right, all paragraphs will be indented without pressing the Tab key. When there is too much text to fit on one line, the words will wrap back to align with the bottom triangle. This will continue until you press the Enter key on the keyboard. The first line after you press the Enter key will be indented because it is controlled by the top triangle. Isn t this an easy way to indent all paragraphs? For more precision in setting a first-line indent, you can select options on the Indents and Spacing tab (Format menu, Paragraph command). In the Special list under Indentation, click First line, and then set the other options you want. Create A Hanging Indent Select the paragraph in which you want to create a hanging indent (hanging indent: Paragraph formatting in which the second and subsequent lines of a paragraph are indented more than the first line. Common uses for the hanging indent are bulleted and numbered lists.). On the horizontal ruler, drag the Hanging Indent marker to the position at which you want the indent to start. Creating a Hanging Indent Activity 1. Create a New Word document. 2. Drag the bottom triangle (Hanging Indent marker) of the left margin marker two ruler marks to the right. Hint: Place the pointer arrow on the triangle, not the rectangle. 3. Type 1. Press the Tab key on the keyboard, then type This is great for making questions on worksheets. When there is too much text to fit on one line, the words will wrap under the triangle that was set. Press the Enter key. 4. Type 2. and repeat step 3 above. 8

9 Viewing Multiple Documents Taskbar The taskbar can become crowded with buttons when you are working with multiple programs at the same time. For this reason, Windows provides a feature to help you manage a large number of open documents and program items. The taskbar button grouping feature works in two ways. 1. Taskbar buttons for documents opened by the same program are always displayed in the same area of the taskbar so you can find your documents easily. 2. If you have many documents open in the same program, Windows combines all the documents into one taskbar button that is labeled with the name of the program. A triangle on the right side of the button indicates that many documents are open in this program. The single button provides access to all the open documents. To access one of the open documents, click the triangle on the taskbar button, and then click a document name in the list. To act on all the open documents at the same time, use the right-click menu. For example, right-clicking the triangle gives you a menu that lets you close all the open documents. Windows Menu You can have several documents open at once. Word allows you to easily switch from one open document to another using the Windows Menu. 1. Click Window to display a list of all the documents you have open 2. Click the name of the document you want to switch to. Overwrite and Insert Mode Why is the text disappearing as I type? By default, any new text you enter in the middle of a line is inserted between existing text. If existing text disappears as you type, Overtype mode may be turned on. On the Tools menu, click Options, click the Edit tab, and then clear the Overtype mode check box. (overtype: To replace existing characters as you type. By default, Microsoft Word inserts characters as you type. OVR is displayed in the status bar.) 9

10 You can also double-click OVR on the status bar to turn overtype on or off. (status bar: A horizontal bar at the bottom of the screen that displays information about the current condition of the program, such as the status of items in the window, the progress of the current task, or information about the selected item.) Find and Replace Text Use Microsoft Word to find and replace text. Find text You can quickly search for every occurrence of a specific word or phrase. 1. On the Edit menu, click Find. 2. In the Find what box, enter the text that you want to search for. 3. Select any other options that you want. 4. To select all instances of a specific word or phrase at once, select the Highlight all items found in check box, and then select which portion of the document you want to search in by clicking in the Highlight all items found in list. 5. Click Find Next or Find All. 6. To cancel a search in progress, press ESC. Replace text You can automatically replace text for example, you can replace "Acme" with "Apex." 1. On the Edit menu, click Replace. 2. In the Find what box, enter the text that you want to search for. 3. In the Replace with box, enter the replacement text. 4. Select any other options that you want. 5. For Help on an option, click the question mark, and then click the option. 6. Click Find Next, Replace, or Replace All. 7. To cancel a search in progress, press ESC. Cut, Copy, and Paste in Multiple Documents You can move or copy information, or you can create a linked object, a shortcut, or a hyperlink between documents in different programs by using drag-and-drop editing. Both programs must support OLE (OLE: A program-integration technology you can use to share information between programs. All of the Office programs support OLE, so you can share information through linked and embedded objects.). Arrange the program windows so that both the source file and the destination file are open and visible. You must be able to see the information you want to drag as well as the location where you want to drop it. (source file: The file that contains information that was used to create a linked or embedded object. When you update the information in the source file, you can also update the linked object in the destination file.) (destination file: The file that a linked or embedded object is inserted into. The source file contains the information used to create the object. When you change information in a destination file, the information is not updated in the source file.) 10

11 Select the information, click the right mouse button, drag the selection to the new location in the other program, click the command you want on the resulting short cut menu. Headers and Footers Insert headers and footers Headers and footers are areas in the top and bottom margins of each page in a document. (margin: The blank space outside the printing area on a page.) You can insert text or graphics in headers and footers for example, page numbers, the date, a company logo, the document's title or file name, or the author's name that are printed at the top or bottom of each page in a document. You can work in the header and footer areas by clicking Header and Footer on the View menu. 1. On the View menu, click Header and Footer to open the header or footer area on a page. (header and footer: A header, which can consist of text or graphics, appears at the top of every page in a section. A footer appears at the bottom of every page. Headers and footers often contain page numbers, chapter titles, dates, and author names.) 2. To create a header, enter text or graphics in the header area. 3. To create a footer, click Switch Between Header and Footer on the Header and Footer toolbar to move to the footer area, and then enter text or graphics. If necessary, format text by using buttons on the Formatting toolbar. 4. When you finish, click Close on the Header and Footer toolbar. The text or graphic you enter in a header or footer is automatically left aligned. You may want to center the item instead or include multiple items (for example, a left-aligned date and a right-aligned page number). To center an item, press TAB; to right align an item, press TAB twice. You can also use buttons on the Header and Footer toolbar to enter text into the header and footer area. Page Numbering Microsoft Word provides two ways to add page numbers. In either case, the page numbers appear in the header or footer at the top or bottom of the page. Add basic page numbers to headers or footers 1. On the Insert menu, click Page Numbers. 2. In the Position box, specify whether to print page numbers in the header at the top of the page or in the footer at the bottom of the page. 3. In the Alignment box, specify whether to align page numbers left, center, or right relative to the left and right margins, or inside or outside relative to the inside and outside edges of pages that will be bound. 4. If you don't want a number on the first page, clear the Show number on first page check box. 5. Select any other options you want. 11

12 Add page numbers and other information, such as the date or time 1. On the View menu, click Header and Footer. 2. If you want to position the page numbers at the bottom of the page, click Switch Between Header and Footer on the Header and Footer toolbar. 3. On the Header and Footer toolbar, click Insert Page Number. 4. Select any other options you want. The page number is automatically inserted on the left margin of the header or footer. To move the page number to the center or the right, click in front of the page number in Header and Footer view and press the TAB key. Remove page numbers 1. On the View menu, click Header and Footer. 2. If you positioned the page numbers at the bottom of the page, click Switch Between Header and Footer on the Header and Footer toolbar. 3. Select a page number and press the delete key on the keyboard. 4. If you inserted page numbers by using the Page Numbers command on the Insert menu, make sure to select the frame around the page number then press the delete key on the keyboard. Working with Graphics Before inserting graphics or AutoShapes determine whether or not you want a drawing canvas, which helps you arrange and move multiple graphics. In most cases you want this feature turned off. (drawing canvas: An area upon which you can draw multiple shapes. Because the shapes are contained within the drawing canvas, they can be moved and resized as a unit). To make the drawing canvas inactive do the following: 1. On the Tools menu, click Options. 2. Click on the General Tab. 3. Uncheck the box Automatically create drawing canvas when inserting AutoShapes 4. Click OK 12

13 About graphics in Word There are two basic types of graphics that you can use to enhance your Microsoft Word documents: drawing objects and pictures. Drawing objects include AutoShapes, diagrams, curves, lines, and WordArt drawing objects. These objects are part of your Word document. Use the Drawing toolbar to change and enhance these objects with colors, patterns, borders, and other effects. (drawing object: Any graphic you draw or insert, which can be changed and enhanced. Drawing objects include AutoShapes, curves, lines, and WordArt.) (picture: A file (such as a metafile) that you can ungroup and manipulate as two or more objects, or a file that stays as a single object (such as bitmaps).) (AutoShapes: A group of ready-made shapes that includes basic shapes, such as rectangles and circles, plus a variety of lines and connectors, block arrows, flowchart symbols, stars and banners, and callouts.) (WordArt: Text objects you create with ready-made effects to which you can apply additional formatting options.) Pictures are graphics that were created from another file. They include bitmaps, scanned pictures and photographs, and clip art. You can change and enhance pictures by using the options on the Picture toolbar and a limited number of options on the Drawing toolbar. In some cases, you must ungroup and convert a picture to a drawing object before you can use the Drawing toolbar options. (bitmap: A picture made from a series of small dots, much like a piece of graph paper with certain squares filled in to form shapes and lines. When stored as files, bitmaps usually have the extension.bmp.) Insert a picture from a File Do one of the following: 1. Click where you want to insert the picture. 2. On the Insert menu, point to Picture, and then click From File. 3. Locate the picture you want to insert. 4. Double-click the picture you want to insert. Clip Organizer About finding clips Using the Insert Clip Art task pane, you can quickly and easily find photographs, drawings, sound effects, music, videos, and other media files called clips to use in Microsoft Office documents. You can search for clips by entering search keywords or phrases in normal, everyday language for example, "buildings" or "people at work." If you find a clip that is close to what you're looking for, you can find more clips based on a similar artistic style. If you want to narrow your search, you can specify the clip collections you want to search or ignore, or choose to search only for certain types of media files. As soon as you start a search, the Insert Clip Art task pane begins listing thumbnails of drawings, photos, sounds, and other media files. If a clip isn't installed on your computer, you'll see an icon in the lower-left corner of the thumbnail that tells you where the clip can be found. In an Office program, you can find, add, and organize media clips by using: 13

14 Insert Clip Art This command opens a task pane where you can search for clips. Although this task pane resembles the Office Basic Search task pane, you use it to find media clips, not documents. You can search for media files based on descriptive keywords, file name, file format, and clip collections. Microsoft Clip Organizer This link can be found at the bottom of the Insert Clip Art task pane and opens the main Clip Organizer window. You can use Clip Organizer to browse through clip collections, add clips, or catalog clips in ways that make sense to you. For example, you can create a collection to group the clips you use most frequently, or let Clip Organizer automatically add and catalog media files on your hard disk. Clips on the Web If you have an Internet connection open, clip art search results will automatically include content from our Web site. Or, you can visit the site yourself by clicking the link at the bottom of the task pane. Find a clip 1. On the Insert menu, point to Picture, and then click Clip Art. 2. In the Insert Clip Art task pane, in the Search text box, type a word or phrase that describes the clip you want or type in all or some of the file name of the clip. To narrow your search, do one or both of the following: 1. To limit search results to a specific collection of clips, in the Search in box, click the arrow and select the collections you want to search. 2. To limit search results to a specific type of media file, in the Results should be box, click the arrow and select the check box next to the types of clips you want to find. 3. Click Search. Note To clear the search criteria fields and begin a new search, below the Results box, click Modify. If you don't know the exact file name, you can substitute wildcard characters for one or more real characters. Use the asterisk (*) as a substitute for zero or more characters in a file name. Use the question mark (?) as a substitute for a single character in a file name. Insert a clip from the Clip Organizer 1. Find the media clip you want to insert. 2. In the Results box, click the clip to insert it. 14

15 Formatting Clip Art Clip Art Picture Tool Bar Format Picture Dialog Box 1. Select the picture, drawing object, or drawing canvas. 2. On the Format menu, click the command for the type of object you selected for example, AutoShape or Picture, and then click the Layout tab. 3. Click the textwrapping style you want. 4. For more textwrapping options, click Advanced, and then click the Text Wrapping tab. Sizing Handles This setting determines how text wraps around a drawing object. Inserting Clip Art Activity 1. Open a new word document 2. Click the Insert Menu, choose Picture, and then Clip Art. The Insert Clip Art task pan appears. 3. Type school in the Search text box 4. Scroll to find a picture 5. Double click on the picture to insert into your document 6. Format your picture with square layout 7. Practice changing the size by using the sizing handles on the picture. 8. Use the Picture Toolbar to crop your picture Word Art Inserting WordArt 1. Click the WordArt icon on the Draw toolbar or click the Insert menu, choose Picture, and then WordArt. 2. Double-click a WordArt style you like. 3. Type your name in the highlighted text box. Click OK. 4. Drag the sizing handles to position the WordArt on your document. 15

16 Print Preview Display each page as it will look when printed 1. Click Print Preview on the Standard toolbar. 2. To exit print preview and return to the previous view of the document, click Close. Edit text in print preview 1. On the File menu, click Print Preview. 2. Click the text in the area you want to edit. Microsoft Word zooms in on the area. 3. Click Magnifier. When the pointer changes from a magnifying glass to an I- beam, make your changes to the document. 4. To return to the original magnification, click Magnifier, and then click the document. 5. To exit print preview and return to the previous view of the document, click Close. For Practice, click Print Preview on the File Menu. Click the different toolbar icons to learn what options you have in the Print Preview screen. Saving and Naming a Document There are several ways to save documents in Microsoft Word. You can save the active document you are working on, whether it is new or existed previously. You can save all open documents at the same time. And you can save a copy of the active document with a different name or in a different location. If you have text or formatting you want to reuse in other documents you create, you can save a document as a Word template. 16

17 If you share documents with people who use previous versions of Word, and you want to be sure the documents look the same when they're opened in the earlier versions, you can turn off features that are not a part of that version. Save a document 1. On the File menu, click Save As. 2. In the File name box, enter a new name for the file. 3. The Save in box should show the folder in which you want to save the document. 4. Click Save To save the copy in a different folder, on a floppy disk (3 ½ ) or on a server, click a different location in the Save in list or a different folder in the folder list, or both. To save the copy in a new folder, click Create New Folder. Give the New Folder a name and then click Save. After saving for the first time you can quickly save a document by clicking Save on the Standard toolbar. Envelopes and Labels Create and print labels for a single item or address 1. On the Tools menu, point to Letters and Mailings, and then click Envelopes and Labels. 2. Click the Labels tab. 3. In the Address box, do one of the following: a. If you are creating mailing labels, enter or edit the address. b. If you want to use the default return address, select the Use return address check box, and then edit the address if necessary. 4. Under Print, do one of the following: a. To print a single label, click Single label. Then, type or select the row and column number on the label sheet for the label you want to print. b. To print the same information on a sheet of labels, click Full page of the same label. 5. To select the label type, the type of paper feed, and other options, click Options. 6. If the type of label you want to use is not listed in the Product number box, you might be able to use one of the listed labels, or you can create your own custom labels. 17

18 7. To print one or more labels, insert a sheet of labels into the printer, and then click Print. 8. To save a sheet of labels for later editing or printing, click New Document and save. You can also create mailing labels by using the Mail Merge Wizard, but that method is recommended when you are preparing a mass mailing to many different recipients. For Help on an option, click the question mark, and then click the option. Creating and Printing a Single Envelope Using the Envelopes and Labels dialog box is the simplest way to create a single envelope. You can also use the Mail Merge Wizard, but that method is recommended when you are preparing a mass mailing. 1. On the Tools menu, point to Letters and Mailings, and then click Envelopes and Labels. 2. Click the Envelopes tab. 3. In the Delivery address box, enter or edit the mailing address. 4. In the Return address box, you can accept the default return address or do one of the following: a. Enter or edit the return address. b. Omit a return address by selecting the Omit check box. 5. To select an envelope size, the type of paper feed, and other options, click Options. 6. In the Envelopes and Labels dialog box, do one of the following: a. To print the envelope now, insert an envelope in the printer as shown in the Feed box, and then click Print. b. To attach the envelope to the current document for later editing or printing, click Add to Document. The envelope is added to the document in a separate section. Note: All printers are different so be sure to check your printer options and follow the directions for the placement of envelopes in the printer drawer. The computer may ask you to configure your settings before printing. 18

19 About getting help while you work Screen Tips If you aren't sure what a specific command or button does, or if you want to know more about an option in a dialog box, you can get help through ScreenTips. ScreenTips show information about different elements on the screen. ScreenTips can be accessed three ways: For help with a menu command, toolbar button, or screen region, on the Help menu, click What's This? and then click the area for which you want help. For help with a dialog box option, click the question mark in the dialog box, and then click the option. To see the name of a toolbar button, rest the pointer over the button; the name appears. Using the Help Window On the Help menu, click Microsoft Word Help. If the Contents, Answer Wizard, and Index tabs aren't visible, click Show. In the Help window, do the following: Click the Contents tab to view the table of contents for Help. Click the Answer Wizard tab to type a question about the Microsoft Office program in which you are working. Type the words you want to search for, and click Search. Click the Index tab to search for specific words or phrases, or choose from a list of keywords. Help on the World Wide Web You can connect to the Microsoft Office Web site and other Microsoft Web sites directly from any Microsoft Office program by using the Office on the Web command on the Help menu. For example, you can access technical resources and download free product enhancements all without leaving the Office program you're working in. Also, if you find a Help topic that begins with "Web", the Office Web article will appear in your Help window, and you will have the option to open it in a larger browser window. Use the Help menu to find out how to set margins for a document. If you need help while you work, you can use the following resources: 19

20 Ask a Question box To quickly access Help, use the Ask a Question box questions in this box to quickly find the answers you need. on the menu bar. You can type The Office Assistant The Office Assistant automatically provides Help topics and tips on tasks you perform as you work before you even ask a question. For example, when you write a letter in Microsoft Word, the Assistant can automatically display topics for helping you create and format a letter. You can customize the Assistant, and decide if you want it to automatically display tips, messages, and alerts, make sounds, move when it's in the way, and guess a Help topic that it thinks you may need. You can also type a question and the Assistant will display a list of possible matching topics. Office Assistant tips The Assistant also displays tips on how to use the features in the Microsoft Office programs more effectively. The light bulb next to the Assistant displays the tip when it's clicked. Note In some Microsoft Office XP programs, the Assistant tips are turned off by default. The different Office Assistants You can also select a different Assistant that appeals to you and matches the way you work. You can decide how you want the Assistant to work for you. For example, if you prefer using the keyboard to using the mouse, you can have the Assistant display tips on shortcut keys. Because the Assistant is shared by all Office programs, any options you change will apply to the Assistant in your other Office programs as well. Select a different Office Assistant 1. Click the Office Assistant. If the Assistant isn't visible, click Show the Office Assistant on the Help menu. 2. In the Assistant balloon, click Options. If the Assistant balloon isn't visible, click the Assistant. 3. Click the Gallery tab, and then click Back or Next until you see the Assistant you want. You can turn the Office Assistant completely off. If you do, Help will be accessed through the Help window. 20