Office 1 Using Microsoft Word

Transcription

1 Office 1 Using Microsoft Word A free class offered by Birchard Public Library 423 Croghan Street Fremont, OH X216 On the web at Class content created by Westerville Public Library Feb 2016

2 The Office Ribbon There are three basic components to the Ribbon. It's good to know what each one is called so that you understand how to use it. 1. Tabs: There are seven basic ones across the top. Each represents an activity area. 2. Groups: Each tab has several groups that show related items together. 3. Commands: A command is a button, a box to enter information, or a menu. Everything on a tab has been carefully selected according to user activities. For example, the Home tab contains all the things you use most often, such as Font Size, Font Color, Bullets, Alignment, Copy & Paste, etc. Some groups also have a small arrow in the bottom-right corner that you can click for even more options. The Ribbon makes everything in Word nicely centralized and easy to find. Sometimes, however, you don't need to find things. You just want to work on your document, and you'd like more space to do that. So it's just as easy to hide the Ribbon temporarily as it is to use it. Here's how: Double-click the active tab. The groups disappear, so that you have more room. Whenever you want to see all of the commands again, double-click the active tab to bring back the groups. 2

3 The File Tab The place to start a Word document is under the file tab. Once you click on File, a drop-down menu appears. On the left of the menu, you see all the commands to work with a file. Here's where to create a new document or open an existing one. You've got your Save and Save As commands here, too. The right side of the menu lists your recently opened documents. These are always conveniently visible so that you don't have to search your computer for a document you frequently work on. How to Open, Close, Print, Save and Create a New Document 1. Save- saves document 2. Save as- saves document as a different file type (such as a PDF or Rich Text Format) 3. Open- click here to open a Word document you previously worked on 4. Close- closes document you are currently work on, this will not close out the entire program 5. Recent- view a list of recently worked on documents 6. New- creates a new Word document 7. Print- print your document 8. Save & Send- you may save your document and send it in an if you have Microsoft Outlook 9. Help- a help menu for Microsoft Word, a great way to learn different tasks within the program 10. Options- allows you to change the settings on the Word program 11. Exit- click to close the program, you will always be prompted to save the document you are working on before closing 3

4 Fonts and Paragraphs Once you have a document open and have typed your text, you'll no doubt want to format that text. Many familiar formatting commands are in view on the Home tab, in the Font group: Bold, Italic, Font Size, and so on. And there are several more you'll find useful here. The Font Group All of your formatting needs can be found here in the Font group. Use this drop down menu to change the type of font face; e.g. Calibri, Times New Roman and Arial. Use this drop down menu to change the font size; e.g. Times New Roman, Arial and Cambria. 4

5 Use this to create Bold text. Use this to create Italic text. Use this to Underline text. The Paragraph Group In the Paragraph group you have the ever-popular bulleted lists, numbered lists, and multilevel lists. You've also got your indentation and alignment commands here as well. The Paragraph group is found next to the Font group under the Home tab. Use this to align the text to the left side of the page. Use this to center text on the center of the page. Use this to align text to the right of the page. Use this to justify the text on the page. Bullets, Lists and more You can create lists with these buttons. Bulleted List Numbered List Hybrid List To Do List: Go to store o Get Milk Write letter Type resume Ordered to do list: 1. Go to store a. Get Milk 2. Write letter 3. Type resume Ordered to do list: Go to store Get Milk Write letter Type resume To Undo an action: Click the Undo button on the Quick Access Toolbar or press <Ctrl> + <Z> To Redo an action: Click the Redo button on the Quick Access Toolbar. 5

6 Styles If you're interested in a more powerful and efficient approach to formatting than just the bold and italic commands, you'll want to know about styles in the new Word. You work with styles on the Home tab, in the Styles group: 1. Quick Styles are ready-made, professional styles that are quick and easy to apply. The most frequently used Quick Styles will appear directly on the Ribbon. 2. Click this button to see several more ready to use Quick Styles. 3. Click the Dialog Box Launcher to open the Styles pane. This pane holds custommade styles you might have made yourself in a previous version of Word, and it's where you go to create new or amend existing styles. Inserting Pictures and Clipart Pictures and clip art can be inserted or copied into a document from many different sources, including downloaded from a clip art Web site provider, copied from a Web page, or inserted from a file where you save pictures. Insert a picture from a file 1. Click where you want to insert the picture. 2. On the Insert tab, in the Illustrations group, click Picture. 3. Locate the picture that you want to insert. 4. Double-click the picture that you want to insert. 6

7 Picture Format Tab The Picture Format tab appears when you click on a picture or clip art that you have inserted within your Word document. This tab allows you to format your picture with features such as cropping, rotating, text wrap and adding borders. If you click off of the picture, the Picture Format tab will disappear; you must select the picture to get this tab. There are three groups within the Picture Format tab: 1. Adjust 2. Picture Styles 3. Arrange 4. Size Let s take a look at each group Adjust 1. Corrections- changes the brightness of the image 2. Color- changes the overall color or color saturation of the image 3. Artistic Effects- use this feature to make your image look like a sketch, drawing or painting. Only one artistic effect may be used at a time. 4. Change Picture- click on the image and you may replace it with a new image from the computer Picture Styles 7

8 1. Picture Border- add a border to your picture. Allows you to change the color, thickness and line format (such as a straight line or dashes). 2. Picture Effects- use different special effects to change how your picture appears, such as giving it a shadow or making it glow. Arrange position. 1. Position- changes the position of the picture on the page. Click on any of the layout options displayed and it will automatically change the 2. Wrap text- choose the option labeled square, click on the picture and you can drag the image anywhere you want on the page. 3. Bring Forward or Send Backward- click on the item and choose whether you want the image in the foreground or the background. 4. Rotate- choose whether you want to rotate the image left or right 90 degrees, you may keep clicking the button to turn the image from one direction to the other. Size Click on Crop and drag the cropping tool onto the picture. Drag the cropping handles to trim off sections of the picture. Then click outside of the picture when satisfied with the selection. Insert clip art 1. On the Insert tab, in the Illustrations group, click Clip Art. 8

9 2. In the Clip Art task pane, in the Search for text box, type a word or phrase that describes the clip art that you want, or type in all or some of the file name of the clip art. 3. In the Clip Art task pane, you can also search for photographs, movies, and sounds. To include any of those media types, select the check boxes next to them. 4. Click Go. 5. In the list of results, click the clip art to insert it. Zoom After you insert something, you may need a closer look at its details. So you'll definitely want to know where you zoom. Look in the lower-right corner. Drag the slider to the right to zoom in, and drag it to the left to zoom out. Tips: If your mouse has a wheel, you can hold down the CTRL key and turn the wheel forward to zoom in, backward to zoom out. You can also find Zoom commands on the View tab. The Review Tab: Spell Check, Thesaurus and Word Count 9

10 Spelling & Grammar Make no mistake when you've done most of the work on your document, you'll want to check the spelling and the grammar before you print or it. The Spelling & Grammar command is on the Review tab, because this is part of reviewing your work. Look toward the far left, in the Proofing group. By default your document is checked for spelling and grammar errors as you type. This option can be turned off or left on. Below you will find explanations on how to use these functionalities. Ignore Once- leaves original spelling in the document Ignore All- leaves the original spelling of a word wherever it appears in the document Add to Dictionary- adds the word to the dictionary so spell check will not keep correcting the document Change- will correct the spelling of the word one time. You may choose a word from Suggestions to replace it or type over the word in the box to correct the spelling error. AutoCorrect- automatically fixes over and over the misspelled word whenever you type it. Change All- will correct the spelling of the word wherever it appears in the document 10

11 You may also right-click the misspelled word to see suggested corrections on the shortcut menu. Thesaurus Click on the Thesaurus button under the Review Tab to open up the Thesaurus. Type in the word you are searching for synonyms for in the search box. Click the green arrow button and a list of synonyms will appear. Place your cursor on the page and click where you would like to insert the new word. Right click on the word on the list and choose Insert. The new word will be placed on the page. 11

12 Word Count Click on Word Count to get the number of words that are in your document. A window will appear with this information as seen 12