Word 2000 MICROSOFT. Introduction. Version N2.1

Transcription

1 MICROSOFT Word 2000 Introduction Version N2.1 ICT Training First Floor Victoria House Queen Alexandra Hospital Cosham PO6 3LY Tel: ext: Website: ICT TRAINING has made every effort to ensure that the material in this manual was correct at the time of publication but cannot be held responsible for any errors or inaccuracies. ICT TRAINING reserves the right to change or replace information contained in the manual without notice. For the most up to date version please refer to the ICT Training website.

2 CONTENTS 1. GENERAL COURSE INFORMATION WORD BASICS Starting Word from the Start Menu Starting Word from the Desktop The Document Window Using Word Commands To Choose a Command from a Menu To Choose a Command from a Toolbar Choosing a Command from a Shortcut Menu Quitting Word Typing Word 2000 Click and Type ENTER TEXT INTO EXISTING TEMPLATES FOR LETTERS, MEMOS AND FAXES CREATE, OPEN, SAVE AND PRINT WORD DOCUMENTS How to create a NEW document How to OPEN an existing document How to SAVE your document How to PRINT your document INSERT, DELETE, CUT, COPY AND PASTE TEXT Inserting and Deleting Text Selecting Text Cut, Copy and Paste Text Moving (Cut) text Copying text Paste text Drag and drop text USE WORD S FIND AND REPLACE FEATURE Using Find Ending a search Find options Replace FORMAT CHARACTERS...22

3 7.1 Changing the Font and Font Size Applying bold, italic and underlining to selected text Bold Underlining Italic Combining features Applying the features as you type Font colour Format Painter FORMAT YOUR DOCUMENT Format Paragraph Changing the Alignment Indenting text Special Indentations Line Spacing Bulleted or Numbered Lists Borders & Shading FORMAT PAGES Margins Paper Size and Orientation Inserting Page Numbering Headers and Footers USE SPELL CHECK, GRAMMAR CHECK AND WORD COUNT Checking your spelling automatically as you type Correcting Grammar Problems Automatic Spelling & Grammar Checking TABS What are tabs? CREATE SIMPLE TABLES AND ADD DATA TO THEM To create a text table Moving between cells Tables for Figures (data) Merging the Top Cells in a Column...38

4 12.5 Entering the Data Formatting the Text The Draw Table feature and the Tables and Borders Toolbar Table AutoFormat Adding Table Borders USING CLIPART Inserting ClipArt and using the Picture Toolbar Cropping and resizing Formatting A Picture Setting the Wrapping Options for a picture FAULT REPORTING Out of office hours ICT TRAINING CANDIDATE APPEALS PROCEDURE VERSION CONTROL/LOG...46

5 1. GENERAL COURSE INFORMATION COURSE TITLE METHOD OF TRAINING DURATION WORD 2000 INTRODUCTION Classroom 6 hours (two half days) PRE-REQUISITES Using Your Computer at Work Levels 1, 2 and 3 Successful completion of an on-line skills test ABOUT THE COURSE This course covers the Word skills needed to produce simple documents such as letters and reports. The course allows the attendees hands-on practical experience with the help and guidance of a Learning Support Officer or Trainer. SUITABLE FOR Anyone who is a new user of Microsoft Word. OBJECTIVES This course will enable the student to: 1. Create, open, save and print Word documents. 2. Enter text into existing templates for letters and faxes. 3. Insert, delete, cut, copy and paste text. 4. Drag and drop text. 5. Use Word s Find and Replace feature. 6. Formatting text and paragraphs, i.e. formatting text, font, colour and other effects. 7. Format pages by editing the size, orientation and margins and inserting page numbers and text into headers and footers. 8. Create simple tables and add data to them. 9. Use the Spell Check and Grammar Check facility. 5

6 2. WORD BASICS 2.1 Starting Word from the Start Menu Click the Start button on the Windows Taskbar (located at the bottom of the screen) and rest the mouse pointer over the Programs item. A sub menu will be displayed showing the Microsoft Office applications from which you can choose the Word item (see right). 2.2 Starting Word from the Desktop 1. If you have a Word shortcut on your Desktop (similar to the icon above), double-click it, or 2. Click the Word button on the Microsoft Office Toolbar if it is available 2.3 The Document Window The main document window is displayed and some of the important features are labelled in the picture below: Title Bar Standard Toolbar Formatting Toolbar Office Assistant Menu Bar Text Area Rulers Scroll Bars View Buttons Drawing Toolbar Bars Status Bar 6

7 Title Bar Displays Microsoft Word and the current document name. Menu Bar Standard Toolbar Formatting Toolbar Rulers Consists of a list of menus that can be opened to select features and functions. Short cut buttons to many of the frequently used menu items Buttons for applying different formatting to your text including Bold, Italic, Underline etc. Help you judge positions and quickly set tabs, etc. Text area Area for typing text into your document. Scroll bars Status bar Allows you to move through your document to view different areas. Displays information about the active document or selected feature. 2.4 Using Word Commands A command is an instruction that tells Word to do something. You can quickly choose the most common Word commands by using the mouse to click buttons on toolbars. For example, to print a document, you click the Print button on the Standard toolbar. In Word, commands are grouped on menus. Some commands carry out an action immediately; others display a dialog box, so that you can select options. NOTE: Word 2000 menus are adaptive, that is, they display only the most commonly used commands initially. If you leave the mouse pointer over the menu, or click the double chevrons >> at the bottom of the menu, the full list of commands will be displayed. If you use a menu item often enough, it will automatically be moved to the most commonly used category and will appear on the initial menu list. 2.5 To Choose a Command from a Menu Point to a menu name and click the left mouse button Point to a command name and click the left mouse button A command name followed by ellipses (...) indicates that the command has additional options that you can use to refine the function of the command. 7

8 2.6 To Choose a Command from a Toolbar On the toolbar, click the button corresponding to the command you wish to run TIP: To see more information about a toolbar button, point to the button. The name of the button appears on the screen. NOTE: Word 2000 toolbars are adaptive, that is, they display only the most commonly used buttons initially. If you cannot see the button you require, click the double chevrons >> at the end of the toolbar to display the remainder of the toolbar buttons. If you use a particular button often enough, Word moves it to the most commonly used category and it appears on the toolbar. Other less commonly used buttons are then moved off the initial toolbar. To add or remove buttons to the toolbars, click the small black down arrow at the end of the toolbar and choose the Add or Remove Buttons option. 2.7 Choosing a Command from a Shortcut Menu Many times you can find the next action you want to perform on the pop-up menu (also known as a shortcut menu) that appears when you click the right (or secondary) mouse button. The commands that appear on a pop-up menu will differ according to the location of the mouse pointer when you right-click. (Word provides commands that are appropriate to the context of your actions.) So check the pop-up menu often for possible shortcuts to accomplish your tasks more quickly. To choose a command from a shortcut menu Do one of the following: 1. Position the insertion point in a place for which you want applicable commands, or select the text or object you want to work with. Point to a location on a toolbar, or to the title bar of a floating toolbar 2. To open the shortcut menu (see right), click the right mouse button 3. To choose the command you want, click the command TIP: To close a shortcut menu without choosing a command, click anywhere outside the shortcut menu or press Esc. 8

9 2.8 Quitting Word When you quit Word, Word closes all documents. If you have not saved changes to one or more of the open documents, Word asks if you want to save the documents before quitting. Do one of the following: Double-click the application Control menu box, or click once and choose Close. From the File menu, choose Exit. If you have changed any open document or template since you last saved it, Word asks you if you want to save the document. Choose the Yes button to save the changes, or the No button to discard them. To continue working in Word without saving, choose the Cancel button. 2.9 Typing When you start Word, a blank document appears, ready for you to start typing. A blinking vertical bar, called the insertion point (or cursor) indicates where text will appear when you type. Unlike using a typewriter, you do not have to start a new line when you reach the right margin. Word automatically wraps text to the next line. You press Enter only when you want to start a new paragraph. Additionally, Word will wrap your lines of text over to a new page when you reach the bottom of the current page. You can delete characters to either the left (using the Backspace key) or right (using the Delete key) of the insertion point. Most of your documents will contain more text than you can see at one time. To view parts of a document that you cannot see, use the mouse (to click on the arrows at the top/bottom or left/right of the scroll bars) or the keyboard (arrow keys) to scroll through the document. You can use the scroll bars along the right and bottom edges of the document windows to move through a document quickly Word 2000 Click and Type Word allows you to begin typing anywhere within a blank document page. When you first open a blank document, the cursor flashes in the top left corner of the text area. However, if you wish to start typing elsewhere on the blank page, simply take the mouse pointer to where you want to start typing and double-click (two clicks in quick succession with the left mouse button). Word will place the cursor in that spot and sets a tab stop or changes the alignment setting for the text you type. When you have entered the text you want to type, simply press Enter to return to the document s normal paragraph alignment. NOTE: Click and type does not work in layouts with more than one column. 9

10 3. ENTER TEXT INTO EXISTING TEMPLATES FOR LETTERS, MEMOS AND FAXES All Word documents are based on a template, whether it is the normal blank document template or a pre-formatted template such as a memo, fax, report, etc. To create a new document based on a memo template, go to the FILE menu and select NEW. The new document dialog box shown below will open. If you choose the Memo Wizard, Word will ask you for various pieces of information in order to build up your document. Simply work through the various steps giving the information it asks for and when Word has enough information your document will appear on the screen for you to add the body text you require. 10

11 If you choose any one of the other templates available, you will be presented with a formatted document that indicates the text required at each point in the document, as shown in the following picture: Once you have added the necessary information, save the document in exactly the same way as you would a normal document. 11

12 4. CREATE, OPEN, SAVE AND PRINT WORD DOCUMENTS Create a new document Open and edit an existing document Save a document Print a document 4.1 How to create a NEW document If you wish to create a NEW document follow these simple steps: On the File menu, click New. Click the General tab, and then double-click the Blank Document icon, or click once, then click the OK button. Alternatively, you can click on the NEW BLANK DOCUMENT icon on the standard toolbar. This will create a new document based on the NORMAL document template. 4.2 How to OPEN an existing document If you have an existing document that you wish to OPEN and edit follow these simple steps: On the File menu, click Open Click anywhere in the LOOK IN box to open the list of available network drives. In the list click the drive containing your files. 12

13 Select the folder containing the document. Double-click the document icon OR select the document and press Open. The file is then open and ready for you to start working. The file will then appear on your screen ready for you to edit. Alternatively, you can click on the OPEN icon on the standard toolbar to access the Open File dialog box as shown above. Select your file from the list in exactly the same way. 4.3 How to SAVE your document Once you have created your document it is important you save it. If you have not already saved your document and given it a name follow these simple steps. 1. Open the FILE SAVE menu option, or click the SAVE button on the standard toolbar. 2. You will be asked where you want to save the document and what name you would like to give it. 3. Word can accept filenames of up to 255 characters. By default Word will use the first line of your document as its filename. You can overwrite this and give your document a meaningful name. Simply highlight the text in the filename box and overtype with the filename of your choice. 4. In the same way you selected the correct drive to locate and open an existing document; you must decide which location you wish to save the document in. 5. If you have not already saved your document and given it a name, the SAVE AS dialog box as shown to the left will be displayed. 6. If you have opened an existing document and wish to save it with another name, you must always open the FILE SAVE AS menu option. The SAVE AS dialog box shown above will open and you will be asked to give your document another name and select the folder you wish to save it in. 7. If you have already saved your document and given it a name, clicking on the SAVE button will overwrite the original document with any changes that have been made. 4.4 How to PRINT your document Once your document is complete you will want to print a copy. You can both print your document via the FILE menu and choose PRINT, or you can use the PRINT icon on the standard toolbar. 13

14 NOTE: If you use this option, the entire document is printed using the printer that is currently chosen in the PRINT dialog box you do not have the opportunity to change any of the settings. To print your document using the FILE menu select PRINT. The print dialog box will open as shown below. Follow steps 1 to 4 to help you print your document correctly. 1. Choose the name of the printer you wish to send your document to. 2. Decide if you wish to print ALL pages in the document, the CURRENT page your cursor is located on, or specific pages within your document. 3. Next decide how many copies you wish to print. 4. Pages per sheet will allow you to choose the number of pages that are printed on a single sheet. Scale to paper size will allow you to fit the document to a different paper size either by enlarging or reducing the font size and any graphics. Before you print your document you have the option to see a preview of what the finished document will look like this is called the PRINT PREVIEW option. There are two ways to open this view: 1. Open the FILE menu and choose PRINT PREVIEW. 2. On the standard toolbar, click the PRINT PREVIEW button. 14

15 If your document contains several pages use the PAGE UP and PAGE DOWN keys to scroll through the document to view different pages. Scroll bar You can also use the scroll bar to scroll through the document when you click on the scroll box a screen tip will be displayed to tell you which page you are currently looking at. The print preview toolbar will appear, as shown below. Print your document View multiple pages Shrink to fit Switch off magnifier View ruler Close Print Preview You can use the magnifier button to zoom in and zoom out of your document if you want to look at a specific area whilst in print preview. Simply click on the document to zoom in and click again to zoom out. If you want to edit the document whilst in print preview mode, you must switch off the magnifier first. If you don t want to print the document, click the CLOSE PREVIEW button. 15

16 5. INSERT, DELETE, CUT, COPY AND PASTE TEXT Insert text Delete text Cut, copy and paste text Drag and drop text 5.1 Inserting and Deleting Text To insert a character, word, sentence or phrase into your document position the insertion point where you want to insert the text and then type the text you require. 5.2 Selecting Text If you want to replace existing text with something different you must highlight the text you wish to replace first and overtype with the new text. As soon as you start typing the highlighted text will be replaced. You can select text in either of the following ways: Mouse click with the left mouse button and drag your mouse over the text you want to select. When you get to the end of the text you wish to highlight let go of the left mouse button and the text will be highlighted. Keyboard make sure you are at the beginning of the text you want to select. Hold down the shift key and using the right pointing arrow on the keyboard, highlight the characters and/or words you want to highlight. You can also use the Delete and Backspace keys to remove unwanted text from your document. Delete removes text to the right of your cursor (insertion point). Backspace removes text to the left of your cursor (insertion point). 16

17 5.3 Cut, Copy and Paste Text There are three basic operations you can use within Word when you wish to move text around the document. These are Cut, Copy and Paste as described in the following table: Feature Cut Toolbar button and keyboard shortcut Ctrl+X Description Deletes the selected text or item from the document and stores a copy of it in the Clipboard. Copy Ctrl+C Stores a copy of the selected text or item in the Clipboard without changing the document. Paste Ctrl+V Inserts a copy of what is on the Clipboard into the document at the insertion point. The Clipboard is used to temporarily store items of text you have copied or cut. The Clipboard can hold up to 12 items at any one time. You can paste each of these items when and where you want, or paste them all together there is a button for each item in the Clipboard toolbar. This toolbar may appear if you cut or copy two items in succession. If the Clipboard toolbar does not appear automatically you can display it simply by right clicking any toolbar and choosing Clipboard from the list displayed. 5.4 Moving (Cut) text To move text from one location in a document to another follow these simple steps: 1. Select the block of text to be moved. 2. Cut the text to the Clipboard this will then delete it from its original location. 3. Move your insertion point to the new location where the text is required. 4. Paste the text from the Clipboard into the document. 5.5 Copying text To copy text from one location in a document and duplicate it elsewhere in the same document or into a separate document follow these simple steps: 17

18 1. Select the block of text to be copied. 2. Copy the text to the Clipboard. 3. Move the insertion point to the position in the document (or different file/document) where the copy is required. 4. Paste the text from the Clipboard into the document. 5.6 Paste text Paste inserts a copy of whatever is in the Clipboard into your document at the insertion point. As long as this text remains in the Clipboard, a copy of it can be inserted, or pasted, into the current document as many times as you like, wherever you want it. You could also create or open another document and insert a copy of the text. There are four ways to paste from the Clipboard to the insertion point in a document: 1. Open the Edit menu and choose Paste. 2. In the Standard toolbar, click the Paste button. 3. Right-click and choose Paste. 4. Press Ctrl+V. 5.7 Drag and drop text Another way to copy or cut text and place it in another location is to use your mouse and drag and drop the text to the new location. If you want to move this text to a new location: 1. Select the text using your mouse. 2. Hold your left mouse button down and move your mouse (and the highlighted text) to the new location. 3. Release your left mouse button and the text will be repositioned into the new location. If you want to copy this text to a new location: 1. Select the text using your mouse. 2. Hold your left mouse button down, together with the CTRL key and move your mouse (and the highlighted text) to the new location. You will see a + symbol displayed in the mouse pointer. 3. Release your left mouse button and then the CTRL key once you have reached the new location and the text will be repositioned into the new location. Alternatively, if you drag the highlighted text using your right mouse button you will get a menu displayed on your screen giving you the option to copy or move the text to the new location. 18

19 6. USE WORD S FIND AND REPLACE FEATURE The Find function is a valuable editing tool when you need to search for one or more occurrence(s) of a word or phrase in a document. The Replace function enables you to search for a word or phrase and replace it with a different word or phrase. 6.1 Using Find When you search for a word or phrase, the search normally starts from the current insertion point and works downwards towards the end of the document. If you have selected any text, the search is restricted to the selected text. You can click More to expand the dialog box. When entering what to search for in the Find what box, you may have to think about whether to use upper and lower case characters. If the Match case option is not ticked, then Word will not differentiate between the two. However, if it is ticked, then Word will differentiate between the two for example, searching for bios will not find BIOS or Bios. 19

20 6.2 Ending a search To end the search, click Cancel, or press the Esc key. 6.3 Find options There are certain things you can control when you use Find or Replace to search for a word, phrase or string of text. Open the Edit menu and choose Find to open the Find and Replace dialog box. The next table briefly explains the options available in the expanded dialog box. Option Search All/Down/Up Match case Find whole words only Use wildcards Sounds like Find all word forms Format Special Description Choose whether to search the entire document, from the insertion point Down, or from the insertion point Up. Determines whether or not particular notice should be taken of upper and lower case letters. For example, for the purposes of the search, is Hello the same as HELLO? Determines whether or not Word looks for whole words or parts of words searching for it won t find itch or whiter. Advanced search criteria, not covered in this course. Searches for words that sound like the word you want to find as well as those that match it, for example, colour and colour. Searches for all forms of a word, for example, shake, shakes, shook, shaking. These options allow you to search for formats and styles. Reveals a list of special characters you can search for, for example, paragraph marks, tab characters, and manual page breaks. Click Cancel, or press Esc, to close the dialog box. 20

21 6.4 Replace Replace allows you to search for a specific word or phrase, and replace it with another word or phrase. To use the Replace option: 1. Open the Edit menu and choose Replace The Find and Replace dialog box is opened, showing the Replace options. 2. The Replace set of options has a Replace with box, and Replace and Replace All buttons. The Find Next button is still there, so the Replace feature can still be used to find words. There are two ways of replacing text: 1. Click Find Next to find the next occurrence, then click Replace to do the replacement, or if you don t want to perform the replacement this time, click Find Next again to skip over it. 2. Use Replace All to automatically replace all occurrences. 21

22 7. FORMAT CHARACTERS You would use the format character command to do any of the following: Change the size of your font Change the font and its colour Apply, bold, underline and italic effects 7.1 Changing the Font and Font Size Fonts and font sizes can be set quickly using the Font and Font Size list boxes in the Formatting toolbar. You can also change the font and font size using the Font dialog box (Format Font). 1. On the Formatting toolbar, open the Font list box click the down arrow button. You are presented with a list of available fonts with a preview of what each font looks like. 2. Scroll through the list and select one of the available fonts. The font for the selected phrase has been changed. 3. In the Formatting toolbar, open the Font Size list box click the down arrow button. A list of available font sizes is displayed. 4. Click one of the available font sizes. 5. Click anywhere in the document to cancel the selection. The new font and font size have been applied to the selected text. 7.2 Applying bold, italic and underlining to selected text Bold, italic and underlining formatting can be applied to existing text by first selecting the text and then clicking the required button. On the Formatting toolbar, click the Bold, Italic and Underline buttons. 7.3 Bold You can make any existing text in your document bold by first selecting the text and then clicking the bold button in the Formatting toolbar. 22

23 7.4 Underlining You can underline any existing text in your document by first selecting the text and then clicking the Underline button in the Formatting toolbar. 7.5 Italic You can make any existing text italic by first selecting the text and then clicking the Italic button on the Formatting toolbar. 7.6 Combining features You can combine the different formats so that text can be bold, italic and underlined or any combination of the three. You can also remove formatting from selected text just click the button, for the format you want to remove. 7.7 Applying the features as you type All these features can be applied as you type just click the appropriate button, or press the shortcut keys (see below), and then start typing. Bold Ctrl & B Italic Ctrl & I Underline Ctrl & U 7.8 Font colour You can change the colour of selected text. Click the down arrow button of the Font Colour button and choose the colour you want. A palette of colours is displayed. When you point to a colour with the mouse pointer, and a ScreenTip will appear giving the name of the colour. 23

24 7.9 Format Painter Another way to format text in your document is to use a feature called Format Painter. This feature is activated using the Format Painter button which can be found on the Standard toolbar. To use this feature: 1. Go to a piece of text that has already been formatted in the way you prefer and would like to repeat. 2. Click the Format Painter button once. 3. Go to the new piece of text you would like to apply the same formatting to. 4. You will see a paintbrush icon on the end of your mouse pointer. Drag your mouse over the text you wish to format and the formatting will be applied to that text. 5. The Format Painter button will automatically turn itself off. If you wish to format several pieces of text this way, simply double-click the Format Painter at step 2 and follow the above process. You must remember, however, when you have finished, to turn the Format Painter button off by returning to the Standard toolbar and clicking on the Format Painter button to deselect it. 24

25 8. FORMAT YOUR DOCUMENT You may wish to change the way your document looks by formatting the paragraphs, adding bullets or numbers to your lists, or even adding borders and shading to a block of text. This section covers all these options, and more. 8.1 Format Paragraph You would use the format paragraph command to do any of the following: Change the alignment of your text. Adjust line spacing. Create indents. To open the Format Paragraph dialog box go to the Format menu and select Paragraph from the list of options. The following dialog box will be displayed. 8.2 Changing the Alignment The four paragraph alignment options are summarised in the following table. Alignment Align Left Align Centre Align Right Justify Toolbar buttons Description/Example The paragraph has a straight left-hand edge and ragged right-hand edge default setting. All text centred on each line. The paragraph has a ragged left-hand edge, straight right-hand edge. Both left-hand and right-hand edges, apart from the very last line if it is short, have straight edges. Spacing between words is adjusted to achieve this. 25

26 8.3 Indenting text You can indent a paragraph from the left-hand margin. The easiest way to do this is to use the Increase Indent button in the Formatting toolbar. Each time you click this, the paragraph is indented from the left-hand margin by a specific amount controlled by pre-set tab stops. The whole paragraph is shifted in from the left-hand margin. You can see by how much by looking at the ruler above the document. To decrease the indent, click the Decrease Indent button in the Formatting toolbar. If you want to indent the paragraph by a different amount, you can use the Paragraph dialog box (Format, Paragraph). This gives you the option of indenting from the right-hand margin as well. 8.4 Special Indentations In some instances, you may want to choose a special indentation for a paragraph. This is also set in the Paragraph dialog box using the Special list box. You can choose to have the first line indented or hanging. With a hanging indent, it is the main body of the paragraph that is indented, with first line starting at the margin. The Special list box currently shows (none) as there are no special indentations set for this paragraph. 8.5 Line Spacing If you want to change the line spacing of a block of text that has already been produced always select the text first, then in the Format menu, select Paragraph, and the format paragraph dialog box will appear. At the bottom of the box you can see the Spacing section, under Line spacing, click on the drop down arrow and select from the list that will appear. 26

27 Here is an example of single line spaced text: The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. Here is the same text but using double-line spacing: The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. 8.6 Bulleted or Numbered Lists To apply bullets or numbers to a list of items in your document you need to select this option from the Format menu or select the bullets or numbers icon from the Formatting toolbar. You can assign a bulleted or numbered indent to a paragraph or list. The Bullets button on the Formatting toolbar will automatically create a bulleted indent using the current settings in the Bullets and Numbering dialog box. In much the same way as creating bulleted indents, you can easily create paragraphs as a list of numbered points. Once again there is a shortcut button called Numbering in the Formatting toolbar. To remove a bullet or number, select the relevant paragraph(s) and then click the Bullets or Numbering button. This will then turn off this feature. 27

28 Both Bullets and Numbering can also be accessed through the Format menu. You would use these to change the current settings: Here is an example of a bulleted list: The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. Here is the same list but using the numbered option: 1. The quick brown fox jumps over the lazy dog. 2. The quick brown fox jumps over the lazy dog. 3. The quick brown fox jumps over the lazy dog. 4. The quick brown fox jumps over the lazy dog. 5. The quick brown fox jumps over the lazy dog. 8.7 Borders & Shading This is accessed via the Format menu, then selecting Borders and Shading: 28

29 Select the correct Tab for either Borders or Shading then simply select the options you require and click on the OK button. 29

30 9. FORMAT PAGES You may want to change the way your page looks by changing the margins or the orientation of the page portrait to landscape. To do this you would need to use the Page Setup options which can be found in the File menu. The size of the margins, where you position headers and footers, etc., will affect the look of your page quite considerably. It is never a good idea to cram in as much text as possible white space makes a document much easier to read. Unless you have special considerations, a 2.5 cm (1 inch) margin on all sides should be a minimum. If your documents are going to be place in a binder using a hole-punch, then you might need a considerably larger left-hand margin. If your documents are to be double-sided, you may need to set mirror margins different margins for the left-hand and right-hand pages. 9.1 Margins There are four margins you can set left, right, top and bottom. Generally speaking about 2.5 cm (1 ) will look appropriate on A4, 11 or 12 paper, and still leave room for simple headers and footers such as page numbers or exercise titles. 1. Open the File menu and choose Page Setup.The Page Setup dialog box is displayed. 2. If necessary, click the Margins tab. Use the up and down arrows or type the new values for the margins. The text is adapted to fit the new page size and margins. (If you are viewing the document in Normal view, you may only notice a slight difference in the amount of text that fits in per line. The changes to the top and bottom margins are not shown.) 30

31 9.2 Paper Size and Orientation Still in the Page Set Up dialog box, select the Paper Size tab. Here you can select the required Paper Size and the Page Orientation, whether you need the page to be Portrait or Landscape. 9.3 Inserting Page Numbering Often, when you have completed a document, you will want to number the pages. This can be accomplished most simply by using the Page Numbers option in the Insert menu to display the Page Numbers dialog box. The Position list box allows you to choose where you would like the page number to be inserted top or bottom of the page. The Alignment list box allows you to choose where you would like the page number to be aligned Left, Centre, Right, Inside or Outside. You can also choose whether or not to have a page number displayed on the first page. 9.4 Headers and Footers A header or footer is a section of text that is printed at the top or bottom of every page. Obvious examples would be page numbers, the date or a company name/logo. (Look at the top and bottom of this manual you will see standard information that appears on every page.) Headers and footers are similar to each other. You can set up different headers and footers on odd and even pages, and can have a different header or footer on the first page for the title page. 31

32 In Word, headers and footers are like any other paragraphs and text, and can be centred, justified, bold, italic, etc. 1. Open the View menu and choose Header and Footer. 2. A dotted rectangle outlines the Header area where you can create your header and the Header and Footer toolbar is displayed. This has various useful buttons. If necessary, drag the Header and Footer toolbar down so that it does not cover the Header area. 3. Move the mouse pointer slowly over the buttons in the Header and Footer toolbar, without clicking them, and read what each button is for you can add page numbers, the date or the time, etc. 32

33 10. USE SPELL CHECK, GRAMMAR CHECK AND WORD COUNT You can use the Word spelling checker to verify and to help you correct the spelling of the text in your document. You can have Word automatically check your spelling as you type, or you can manually run the spelling checker to check text you have already entered Checking your spelling automatically as you type To have Word check your spelling as you type, choose Options from the Tools menu, click the Spelling and Grammar tab and select Check Spelling as you Type in the Spelling section at the top of the dialog box. Word will then check the spelling of any text that has already been entered into your document and it will check the spelling of each new word immediately after you type it Correcting Grammar Problems For an explanation of a grammar problem, you can open the Office Assistant. In the Spelling and Grammar dialog box, click the Microsoft Word Help button. The Office Assistant springs to life, with an explanation of the problem that has been found Automatic Spelling & Grammar Checking Word has a spelling checker that can automatically check your spelling as you type. If you type a word that Word does not recognise, and the automatic spelling checker is on, a red wavy line will appear underneath the word. Right-click the offending word and Word will suggest some alternatives. Likewise, if you type a phrase which Word thinks is grammatically incorrect, and the automatic grammar checker is on, a green 33

34 wavy line appears beneath the phrase. Right-click on the phrase to display a shortcut menu, if necessary, choose an alternative from the list provided. 34

35 11. TABS 11.1 What are tabs? Tabs are used to create columns of information which start at the horizontal position of your choice. By default, there is a tab set at every 1.25 cm (1/2 inch) but you can override the default settings by placing the tabs where you want them to appear. To do this, go to the Format menu and select Tabs. The dialog box shown on the right will open. Every time you press the tab key which is found on the left-hand side of your keyboard Word inserts white space into your document and moves the insertion point so that the next character you type will be aligned on the next tab stop. The tab key inserts a single nonprinting character that you can delete with a single press of the Backspace or Delete key. You can make tab characters visible on the screen as small arrows by choosing Options from the Tools menu, clicking the view tab, and selecting the Tab Characters option. (Or you can click the Show/Hide button on the standard toolbar to show all nonprinting characters.) Found in the Format menu, select Tabs to open the Tabs dialog box shown to the right. Type in the Tab stop position you require, then click on the Set button, finally click on the OK button. There are different types of tab stops that can be used depending on how you want the information displayed. You can set your tab stops to display the information: Left Aligned Right Aligned Centre Aligned Decimal Aligned Text will be neat on the left Text will be neat on the right. Text will be centred on the tab stop. Useful when creating a list of values containing a decimal place, i.e The values will be aligned on the decimal point. 35

36 You can also set a tab with leader lines or leader dots leading to the position of the tab stop. This is useful when creating a table of contents at the beginning of a document, an example of which can be found at the beginning of this manual. Here is an example of three columns of information created using a left-aligned tab, a centre-aligned tab and a decimal-aligned tab. Product Supplier Cost Laptop...PC World Security Software Blackberry Mobile Phone... Phones 4-U The following dialog box shows the settings used to create this information. Another and much simpler way to create columns of information is to use the Tables feature within Word. See page 37 on how to use this feature. 36

37 12. CREATE SIMPLE TABLES AND ADD DATA TO THEM Generally, the Table feature inside Word 2000 allows the creation of tables that can be used solely for figures or text, or for a combination of both figures and text. If you have to show different paragraphs of text on a page it is often easier to use tables than text boxes or columns. Mainly because each cell containing text can be formatted with different alignments. Also columns and rows can easily be altered so your text entries can be re-positioned. NOTE: The black border lines in this table have been left purely to show you the boundaries. To remove them highlight the entire table (select Table, Select Table), select Format, Borders and Shading, and select the None icon. To select a cell in a table, position the mouse cursor at the bottom left corner of the cell and left click. The entire cell is blackened highlighted. This cell was highlighted and then the left alignment button was pressed. As well as highlighting the whole cell, sections of text can be selected and normal formatting operations carried out, e.g. bold, underline, italics, etc. The text in this cell was aligned to the right. When you type in a cell the text is wrapped just as if you were typing normally in a document. Tables are a very useful way of giving the effect of columns. You can even enter bullet points 12.1 To create a text table 1. Select Table, Insert Table. 2. The Insert Table dialog box appears. 3. Accept the defaults - 5 columns and 2 rows. Column width: Auto (best fit). 4. Click OK Moving between cells To move from one cell to the next press the Tab key. To create a new row, simply press the Tab key when in the bottom, far-right cell. 37

38 12.3 Tables for Figures (data) More commonly, Word users want to create tables for figures and/or text. The Table feature inside Word 2000 allows the creation of tables such as that illustrated below. Band C G Authority Water Sewage Water Sewage Borders Central Dumfries & Galloway Fife Grampian When Word creates a table, the page is divided so that each column in the table is the same width. The row height is the normal line height. Both of these can be changed to your own requirements. It is possible to change the width of cells by dragging the mouse pointer so you must be careful with your mouse movements Merging the Top Cells in a Column You can merge cells in a table, particularly those in the top row, when you need a title to cover two or more rows. 1. Click in the top cell in the first column where you want to start the merge. 2. Hold the left mouse button down and highlight the columns to be merged. Alternatively use the keyboard to highlight these cells by holding down the Shift key and pressing the right arrow key to select the cells to be included. 3. Select Table, Merge Cells from the menus. Here is an example of a table where the top row displays a merged cell across the three columns. Quarter 1 January February March 250, , Entering the Data When you enter the data you can use the Tab key to go from one cell to the next across the table. At the end of the table, the (Tab) key will create a new row. 1. Type the data in the first cell, use the (Tab) key to move to the next cell to the right. 2. If you want to move back to the previous cell, use the Shift + Tab key and this will move you back to the cell to the left. 38

39 If you create an extra row at the end of the table (or anywhere else) that is not required, click in the row, and select Table, Row and then Delete Rows from the menus Formatting the Text You can format the text in each cell using any of the standard formatting features available within Word. Either use the Formatting toolbar to do this or use the Format menu where you will find the Format Font option The Draw Table feature and the Tables and Borders Toolbar Another way to insert a table is to actually draw it using the Draw Table command which is found in the Table menu or by clicking the Tables and Borders button on the Standard toolbar. When you choose Draw Table or click the Tables and Borders button, Word does the following: If you are in Normal view, it switches to Print Layout view. It displays the Tables and Borders toolbar, which provides tools for working with tables, borders and shading. This toolbar is shown below. It selects the Draw Table tool on the Tables and Borders toolbar which converts the mouse pointer into a pencil. You can now create a table using the Draw Table tool as follows: 1. Place the pencil-shaped pointer at one corner of the position in your document where you want to insert the table, press and hold the mouse button, and drag the pointer to the opposite corner. The rectangle you draw defines the outside gridlines of the table, which initially consists of a single cell. If you draw the gridlines around an existing paragraph of text, that paragraph will be included within the table cell. 2. You can now divide the table into any number of cells by using the Draw Table tool to draw internal cell gridlines. Drag the pencil-shaped pointer to draw each cell gridline. 3. To remove a table gridline, click the Eraser button on the Tables and Borders toolbar and drag over the gridline you want to erase. As you drag, the gridline will be highlighted, and when you release the mouse button, the gridline will be removed. Click the Eraser button again to deselect it. 39

40 12.8 Table AutoFormat At the stage where you open the Insert Table dialog box and are selecting columns and rows (as illustrated earlier in this section) there is a Table AutoFormat button. Clicking this takes you to the Table AutoFormat Gallery. Scroll down the left-hand side to see different table Formats displayed in the Preview window. When, and if, you see a table format you like, select OK and your table will be created in that format Adding Table Borders You can add a border to an entire table or to selected cells, rows, or columns in the table. You apply a border by using either the Borders tab of the Borders and Shading dialog box which is found in the Format menu, illustrated below, or the Tables and Borders toolbar. 40

41 13. USING CLIPART 13.1 Inserting ClipArt and using the Picture Toolbar It is possible to enhance parts of your document by inserting pictures or using the simple ClipArt graphics that come pre-loaded with Microsoft Office. Once you have found the clipart you wish to use, it is important to give some thought as to how you would like the text to wrap around it. To insert a clipart picture into your document: 1. Go to the Insert menu and select Picture and then ClipArt. The Insert Clipart dialog box shown below will open. 2. Find the ClipArt picture you would like to use. You will see they are grouped together in categories, i.e. Favourites, Banners, Animals, Academic, and many more. You will need to click the category link of your choice to view the clips belonging to that category. 3. Click the clip you want, and then click one of the buttons on the pop-up toolbar to perform the desired action. As you move your mouse over each of the buttons on this toolbar a screen tip will appear to help you choose the correct button. The buttons included perform the following actions. a. Insert clip into document. b. Display an enlarged preview image of the clip. c. Add the clip to the Favourites or other category. d. Find similar clips Cropping and resizing You can resize a graphic proportionately, which maintains the original ratio of height to width; or you can stretch the graphic vertically or horizontally, distorting the image. 41

42 To resize an imported graphic 1. Click once to select the graphic whose size you want to change ClipArt items are inserted as inline graphics and will have a thin black border around them with eight small black box handles around them. You can use the alignment buttons on the Formatting Toolbar to change its placement on the page. 2. Position the pointer on one of the handles and Word will display a pointer with a double-headed arrow 3. Do one of the following: To resize the graphic and keep its original proportions, drag a corner handle To resize the graphic without keeping its original proportions, drag a middle handle (top/bottom or left/right) TIP: To resize a graphic from its centre and perfectly in proportion, hold down the CTRL + SHIFT keys and drag one of the corner handles. You must remember to release the mouse button before the CTRL + SHIFT keys. NOTE: If you wish to move the graphic using either Drag and Drop or the arrow keys (with the graphic selected), you must set text wrapping options for the object first using the Format Picture command. When you have set text wrapping for the object the selection handles (small boxes) will now be white rather than black Formatting A Picture When you select a picture in a document, Word opens the Picture toolbar (see right). If for any reason the Picture toolbar is not visible, right click on any toolbar and choose Picture from the shortcut menu. You can use this toolbar to change many of the properties of the picture from its wrapping options (how the text wraps around it) to its brightness, line and fill colour. You can only crop a picture and/or put a border around it when it is an in line graphic (that is, you have set wrapping options for it). To crop the picture select the cropping tool and click and drag one of the pictures handles (small white boxes around the edges). TIP: When you use a picture as a watermark item by placing it in the Header and Footer layer, it is a good idea to set its Image Control to Watermark using the Picture toolbar. 42

43 13.4 Setting the Wrapping Options for a picture When you insert a picture into your document you may want text around it or you may need to move it to a different location in your document. For either of these options the wrapping options of the picture or clipart have to be set. Insert the picture as mentioned previously. Click on the picture with the right mouse button, and choose Format picture, or click on the picture once to select it and choose Format Picture from the Format menu. A dialogue box will appear (see right). Click on the Layout tab and choose the option nearest to the layout that you require. For further options click on the Advanced button in the bottom right hand corner. Here is an example of a piece of text with a picture placed in the centre of the text, with the text wrapping either side of the graphic. The quick brown fox jumps over jumps over the lazy dog. The dog. The quick brown fox jumps fox jumps over the lazy dog. The quick brown fox jumps over jumps over the lazy dog. The dog. The quick brown fox jumps fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox quick brown fox jumps over the lazy over the lazy dog. The quick brown the lazy dog. The quick brown fox quick brown fox jumps over the lazy over the lazy dog. The quick brown the lazy dog. Here is the same piece of text, but this time the text wrapping has been set so that the text is on the right hand side of the graphic only. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. 43