MS Word an overview

Transcription

1 MS Word an overview This short course is an introduction to Microsoft Office Word 2010 for Windows. There are two training files (memo.docx and report.docx) that accompany these notes. Download and save them on your Home account (H: drive) or on your own computer. Contents Getting into Word 2010 (in the Waikato Management School Computer labs)... 2 Word 2010 an overview... 2 Creating a document... 2 Saving your work... 4 Using the spell checker... 4 Using word count... 5 Setting tab stops... 5 Selecting text... 6 Cut, Copy, Paste and Undo... 7 Editing and formatting text... 7 Bolding and resizing text... 7 Text alignment... 8 Line spacing... 8 Other changes... 8 Bullets and numbering... 9 Indenting paragraphs... 9 Ruler method... 9 Ribbon method Page Formatting Page margins Page Breaks and section breaks Page numbering Portrait and landscape orientation in the same document Print Preview Printing Troubleshooting Footnotes & endnotes Creating tables General Borders and shading Gridlines Repeat header rows Quick tables Table formatting shortcuts Creating borders Paragraph borders Page borders Graphics Formatting an existing graphic Drawing your own Using Help Getting help on a topic Other topics to explore Exiting from Word Waikato Management School - Information Technology Team

2 Introduction to Microsoft Word 2007 Getting into Word 2010 (in the Waikato Management School Computer labs) 1. Click on the icon on the taskbar near the bottom of the screen. 2. A Word screen appears. You may have to double click the title bar to maximise the window. 3. You need to copy some files to your H-driv for this session. They are memo.doc and report.doc. You will be shown how to do this in class. Word 2010 an overview The Ribbon panel at the top of the window gives access to all the features. There are three components of the ribbon; tabs, groups and commands. There are a number of tabs across the top of the Ribbon - each represents an activity area. The Home tab contains all the things you use most often. Additional tabs appear when needed. Each tab has several groups that show related items together. Some groups have a small diagonal arrow in the lower-right corner. The arrow is called a Dialog Box Launcher. Word 2010 file formats are:.docx A standard Word document with no macros or code.dotx A Word template with no macros or code.docm A Word document that could contain macros or code.dotm A Word template that could contain macros or code Word will open older documents in compatibility mode - "(Compatibility Mode)" appears next to the name of the file. In this view, new features are either turned off or modified so that they approximate an older version of Word. We suggest you stay in compatibility mode if you will be sharing your documents with many people who are using older versions of Word. Creating a document A document window opens automatically when you start Word. To create a new document, just begin typing. In this session, we will create a letter 1, incorporating certain features such as tabs, indents, automatic date, and the spell checker. Make sure you are in a blank document window and complete the following steps: 1. Type in the following address, pressing the Enter key at the end of each line. Ms Janice Bowles Conference Organiser 1 Yes, letters and memos are old-fashioned, but it is a good way to practice formatting :) 2 Waikato Management School Information Technology Team

3 Hotel Deluxe 245 Hilltop Drive San Francisco, CA Introduction to Microsoft Word Press the Enter key three times to create some blank space. 3. To insert the current date: a) Go to the Ribbon, click on the Insert tab, move to the Text group and click on the Date & Time command. b) Click on your preferred format. Click on OK c) Today s date appears in your document. 4. Press the Enter key twice to create some blank space. 5. Type in: Dear Janice, 6. Press the Enter key twice. 7. Type in the following paragraph. Do not press the Enter key at the end of each line. Word will wrap the text for you. Thank you for your recent letter and conference brochure. I would like to confirm three places at the August 2009 conference Online Learning. A bank draft for US$1278 is enclosed. As you type, you will notice that word underlines any typing mistakes with a wavy red line. You can correct these as you go, or wait until we use the spell checker later in the session. To correct a word you can right-click on it, and choose from the list of suggested corrections. 8. Press the Enter key twice. Type in: The attendees are: 9. Press the Enter key. Press the Tab key. Type in: Jack Jones 10. Press the Enter key, then the Tab key. Type in: Tim Hunter 11. Press the Enter key, then the Tab key. Type in: Maria Carter 12. Press the Enter key twice. 13. Type in: The attendees have the following special requirements: 14. Press the Enter key. 15. Type in: Jack is a vegetarian, so could you please provide alternatives to the set menus when appropriate. He has a strong preference for spicy foods. In addition, he would prefer a non-smoking room if one is available. 16. Press the Enter key twice. Computer Competency Module

4 Introduction to Microsoft Word Type in: Maria would like to book a single room for the week following the conference. Please bill her separately. She would welcome any suggestions for sightseeing tours etc. 18. Press the Enter key twice. 19. Type in: Thank you for your assistance. I look forward to confirmation of our registration. 20. Press the Enter key three times to create some blank space. 21. Type in: Yours sincerely 22. Press the Enter key several times to create some blank space for a signature. 23. Type in: Tim Hunter Saving your work To save the file to your H-drive (when in the Waikato Management School computer labs), complete the following steps: 1. Click on the File tab, choose Save A Save As dialog box comes up. Make sure that under Save in you are on drive H: (This is your Student Home account.) 2. Click in the File Name box and type: letter.docx replacing what is there. Try to use short, but descriptive filenames, and it is best not to use any strange characters. 3. Click on Save 4. From now on, to save the file under the current filename either: Go to the Quick Access toolbar, and click on the Save icon Go to the File tab, choose Save Press the Ctrl + S keys. Using the spell checker To check for spelling or typing errors: 1. Go to the Ribbon, click on the Review tab, move to the Proofing group and click on Spelling & Grammar 2. A Spelling and Grammar dialog box appears. 3. When Word comes across a word that is not in its dictionary, it stops, highlights the word, and gives you several options. 4 Waikato Management School Information Technology Team

5 Introduction to Microsoft Word Go through the document. Click on Ignore All when you want to leave the word. If you wish to correct an error, ensure your desired word is highlighted and click on Change 5. When the spell check is completed, a dialog box appears. Click on OK 6. To check part of a document, select the text, then go to the Ribbon, click on the Review tab, move to the Proofing group and click on Spelling & Grammar Using word count Word 2010 counts the number of words in a document as you type. Look on the status bar near the bottom left hand corner of the screen. To get the same details about part of a document, select the text, and then look at the tally on the status bar. If you want more details about your document, such as the number of characters, pages and lines, then: 1. Go to the Ribbon, click on the Review tab and click on the Word Count command in the Proofing group. 2. A Word Count dialog box appears with some details about the document. 3. Click on Close Setting tab stops You can align text and numbers at certain points on a line by using tab stops. When you press the Tab key on the keyboard the insertion point moves to the next tab stop. In a new document, default left tab stops are set every half inch (or 1.27 cm). Tab stops can be flush left, centred, flush right, or on a decimal point. Always use tabs to arrange your work on a page (or use table for columns of numbers). NEVER use the spacebar to try to align text or numbers on a page. What you see on the screen will vary from the printed version, and result in much frustration. Tabs can be set, either using the Tab alignment button on the far left of the horizontal ruler, or by going through the menus. On the ruler, the four main types of tab stops are shown as follows: left right centred decimal To insert a tab stop: 1. Click in to the right of the word enclosed. Press the spacebar twice. 2. Type in: The costs are: Computer Competency Module

6 3. Press the Enter key twice. Introduction to Microsoft Word To insert tabs using the tab alignment button on the ruler, complete the following steps: a) Click on the horizontal ruler at the 1.5cm mark. b) A left tab symbol appears. c) Click on the tab alignment button until the right tab symbol appears. d) Click on the horizontal ruler at the 14cm mark. A right tab symbol appears. 5. Press the Tab key. The insertion point moves to the first tab. Type in: Conference fee 6. Press the Tab key. Type in: $ Press the Enter key. 8. Press the Tab key. The insertion point moves to the first tab. Type in: Food and accommodation 9. Press the Tab key. Type in: $2078 Note how the numbers are lined up on the right as numbers should be! 10. Save the file as described on page To insert tabs using the Ribbon: a) Go to the Page Layout tab and click the Paragraph Dialog Box Launcher. b) In the Paragraph dialog box click the Tabs button. c) A Tabs dialog box appears. Choose your options and click on OK Selecting text Often, before editing part of a document, you need to select or highlight the text to which you want new settings or formatting to apply. In general, you highlight the desired text; make the changes, and then click anywhere outside the selected text. A few text selection methods are listed below: To select a word, double-click on it. To select a paragraph, tripleclick in it. To select a line, move the mouse pointer to the left edge of the screen and click once. To select any amount of text: o o o o Click where you want to begin. Hold down the Shift key on the keyboard. Click at the end of the text. Release the Shift key on the keyboard. 6 Waikato Management School Information Technology Team

7 Introduction to Microsoft Word 2010 o (Click, Shift (& hold), Click) To select all the text in a document, go to the Home tab, and from the Editing group, choose Select and then Select All Practice selecting the text in the document. To select diverse areas of text; select an area of text, then hold down the Ctrl key on the keyboard and select a different section of text. Cut, Copy, Paste and Undo These items are some of the most frequently used (and useful) commands. The Cut, Copy, Paste (and Paste Special) commands are found in the Clipboard group under the Home tab. The Undo icon is on the Quick Access toolbar. Select some text, and experiment with the Cut, Copy, and Paste commands. If you want to reverse your last action or actions, use the Undo feature. You can copy up to 24 pieces of information at once using the Clipboard. Click on the Clipboard Dialog Box Launcher and the Clipboard appears on the left of the screen. It displays the copied data and a sample of the text, so it is easy to distinguish between items as you paste them. Practice selecting, cutting, copying and pasting text in your document. Editing and formatting text In this exercise, we will edit an existing document. Go to the Microsoft Office button, choose Open Ensure that H: drive (your Student Home account) is selected (or move to where you saved the practice files). Click on the file memo.doc Click on Open Bolding and resizing text To bold and resize the heading, complete the following steps: 1. Using the mouse, select the heading MEMO 2. Click on the Home tab and from the Font group make the following selections: choose any font and size from the list bold the heading by clicking on the Bold command B 3. Alternatively, once you have selected text you can use the Mini toolbar to change fonts, font styles and sizing, alignment, text colour, indent levels and bullet features. Computer Competency Module

8 Introduction to Microsoft Word 2007 Text alignment To centre the heading, ensure that the text is still selected. 1. Click on the Home tab and from the Paragraph group choose the Centre command. 2. The text is now centred on the page. 3. The same effect can be achieved by using the Ctrl+E keyboard shortcut or the Mini toolbar. 4. Other keyboard shortcuts for text alignment are: To left align the paragraph press Ctrl+L To right align the paragraph press Ctrl+R To justify the paragraph press Ctrl+J 5. The text alignment buttons in the Paragraph group on the Home tab are: Line spacing Line spacing determines the amount of vertical space between the lines of text in a paragraph. Sometimes lecturers might specify that your essays or reports are 1.5 or double-spaced for ease of reading. To change the line spacing, select some text then: 1. Click on the Home tab and from the Paragraph group, choose the Line Spacing command. 2. Click the line spacing that you want. For measurements that are more precise click Line Spacing Options and then select the options you want under spacing. Other changes 1. To line up the details, complete the following steps. a) Click between the words To: and Andrew. b) Press the Tab key three times. c) Click between the words From: and Galinda. d) Press the Tab key twice. e) Repeat the above actions for the date and subject lines. 8 Waikato Management School Information Technology Team

9 Introduction to Microsoft Word To change the font and size of the rest of the text to whatever you want, using one of the methods described above. 3. Bold the words To: From: Date: Subject: by highlighting them (individually) and using one of the methods described above. Bullets and numbering To number the journal entries, complete the following steps: 1. Click to the left of the word: Write 2. Highlight the text to the end of: Entertainment. 3. Click on the Home tab and from the Paragraph group choose the Numbering command. Indenting paragraphs Indentation determines the distance of the paragraph from either the left or the right margin. You can create three types of indents: normal indents, first line indents, and hanging indents. A normal indent inserts a specified amount of space between the left page margin and all of the lines in a paragraph. A first line indent inserts space between the first line and the left page margin so it looks like a tab was used. A hanging indent is occurs when 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. To offset a paragraph from other text, you can indent the paragraph using either the ruler or by using the Ribbon. Ruler method 1. Go back to your letter.docx file. 2. Highlight (ie select) the two paragraphs that begin with the word Jack and end with etc.. 3. To indent the paragraphs using the ruler, complete the following steps: Computer Competency Module

10 Introduction to Microsoft Word 2007 a) Point to the left indent marker, hold down the mouse button, and (moving right) drag it along the ruler to an appropriate spot (perhaps the 1.5 cm mark). b) Release the mouse button. c) (With the text still highlighted) point to the right indent marker, hold down the mouse button, and drag it to the left along the ruler to an appropriate spot. d) Release the mouse button. 4. Click anywhere so that the text is no longer selected. Ribbon method 1. Highlight the paragraphs you wish to format. 2. From the Home tab, in the Paragraph group, click on the Paragraph Dialog Box Launcher. 3. A Paragraph dialog box appears. Choose your options and click on OK 4. Save and close the file. For the next few sections, practice on your letter file, or any file you have open. Page formatting Most page formatting features are found under the Page Layout and Insert tabs. Page margins Page margins are the blank space around the edges of a page. To set the margins in a document: 1. Go to the Page Layout command tab, and in the Page Setup group, click Margins 2. Select one of the preset margin options or click on Custom Margins to access the Page Setup dialog box. Page breaks and section breaks Word has two types of page breaks. The first is a natural page break. This occurs when the information has filled an entire page and needs to flow onto the next page. The second type is forced, often referred to as a hard page break or a manual page break. To insert a manual page break: 1. Click where you want to start a new page. 2. Go to the Insert tab, and in the Pages group, click Page Break 10 Waikato Management School Information Technology Team

11 Introduction to Microsoft Word Alternatively, use the keyboard shortcut Ctrl+Enter In Word, section breaks are used to create layout or formatting changes in part of a document. You can change page orientation, page numbers and columns (amongst other things) in individual sections. To insert a section break: 1. Click where you want to start a formatting change. 2. Go to the Page Layout command tab, and in the Page Setup group, click Breaks 3. Choose the type of section break you want. Page numbering Page numbers that you insert into a document become part of the header or footer. To put page numbers in a document, complete the following steps: 1. From the Insert tab, in the Header & Footer group, click Page Number 2. Choose Top of Page or Bottom of Page or Page Margins, depending on where you want page numbers to appear in your document. 3. You can also choose a page numbering design from the gallery of designs. Portrait and landscape orientation in the same document Sometimes you want to turn one or more pages in a document sideways, for example if you have a wide table of data or a diagram. The easiest way to accomplish this is as follows: 1. Select the pages or paragraphs etc. that you want to change to landscape orientation. 2. From the Page Layout tab, in the Page Setup group, click Margins 3. Choose Custom Margins 4. On the Margins tab, click Landscape 5. In the Apply to list click Selected text Word automatically inserts section breaks (see page 11) before and after the text that has the new page orientation. Print preview Computer Competency Module

12 Introduction to Microsoft Word 2007 Before printing, use Print Preview to see how the printed document will appear. 1. To see how a file looks, click the File tab and choose Print 2. The right-hand side of the screen shows you how your document will look.t. Printing In general, 1. Click the File tab and choose Print 2. Make your selections from the options available and click on Print Troubleshooting If your document does not print: 1. Check that you have money in your UNICA$H account. 2. Check the paper size ie, go to the Page Layout tab and click on the Page Setup group. Click the Page Setup Dialog Box Launcher. 3. Click on the Paper tab. Under Paper Size, ensure that A4 is selected. 4. Check that you are printing to the printer you intended to print to, and check the length of the print queue there may be a number of jobs before yours. Footnotes & endnotes Footnotes and endnotes are often used to provide a more detailed explanation of a term used in a document, or to show the source of quotations. Footnotes appear at the bottom of text or a page, while endnotes appear at the end of the document. 1. Open the file report.docx To create a footnote complete the following steps: a) Click to the right of the word warning in the sentence on the first page that begins That warning must b) Go to the References tab, in the Footnotes group, click Insert Footnote c) A reference number is inserted, and a 1 appears near the bottom of the page. e) Type in: The warning should be in writing. f) Click back into the main part of the document. 2. Practice adding other footnotes. Creating tables 12 Waikato Management School Information Technology Team

13 Introduction to Microsoft Word 2010 A table is a grid of cells. Tables are very useful for organising data. After you have created a table, cells, rows, and columns can be added, deleted, split, and merged at any time. You can insert anything into a cell that you could in a normal document (e.g., text, images, or another table) and then format it with any of Word's tools. General 1. To create a table, complete the following steps: a) Click where you want to insert a table. b) On the Insert tab, in the Tables group click Table, then Insert Table An Insert Table dialog box appears. c) Under Number of Columns, type in: 5 d) Under Number of Rows, type in: 6 e) Click on OK 2. A table appears. The columns are evenly spaced and extend from margin to margin. Note the column dividers that are now part of the ruler. Use these to change the width of the columns. 3. Notice that when you are clicked in the table, on the Ribbon, under Table Tools, you have two tabs, Design and Layout 4. Practice typing in text in the cells in the table. To move from cell to cell, use the arrow keys, press the Tab key, or use the mouse. Borders and shading Word automatically applies a ½ point border and a white background (i.e., no shading) to all tables and table cells. However, to emphasize certain aspects of your table, you might want to add, remove, or modify table borders, or to add shading to certain cells, rows, or columns in your table. To add table borders: 1. Click into the table. 2. Under Table Tools, on the Layout tab, in the Table group, click Select and then click Select Table 3. Under Table Tools, click the Design tab. 4. In the Table Styles group, click Borders, and then either a) Choose one of the pre-defined border sets, or b) Click Borders and Shading, click the Borders tab, and then choose the options you want. 5. Perform a similar exercise for shading the table. Gridlines Computer Competency Module

14 Introduction to Microsoft Word 2007 Gridlines let you see the cell boundaries of a table on the screen wherever the table does not have borders applied. The gridlines are only visible on the screen, and if you have removed borders, are helpful in placing text etc in table cells. If you have removed some borders but cant see the table gridlines: 1. Click into the table. 2. Under Table Tools, on the Layout tab, in the Table group, click View Gridlines Repeat header rows If your document contains a long table that runs over a page, Word can automatically repeat the table heading on subsequent pages. To accomplish this: 1. Select the heading row or rows that you want repeated - the selection needs to include the first row of the table. 2. On the Ribbon, under Table Tools, click on the Layout tab. Within the Data group, click Repeat Header Rows The heading rows should automatically appear on subsequent pages. Quick tables You can use table templates to insert a table that is based on a gallery of preformatted tables. To create a table this way, complete the following steps: 1. Click where you want to insert a table. 2. On the Insert tab, click Tables, then Quick Tables and then click on the template you want. 3. Replace the data in the template with your own data. Table formatting shortcuts To clear the contents of a table, select the table, and then press the Delete key. To remove a table and its contents, select the table, and then press the Backspace key. To add a row at the end of a table, click in the last cell, and then press the Tab key. To insert a tab character in a table cell, click in the cell, and then press the Ctrl+Tab keys. To number rows in a table, select the left column, and then on the Home tab, in the Paragraph group, click Numbering 14 Waikato Management School Information Technology Team

15 Introduction to Microsoft Word 2010 To number columns in a table, select the top row, and then on the Home tab, in the Paragraph group, click Numbering To insert a blank line before a table, click before any text in the upper-left cell of the table, and then press the Enter key. To move a table row and its contents up or down, select the row, and then press Alt+Shift+Up Arrow or Alt+Shift+Down Arrow. Creating borders A border is a box that surrounds text to emphasise your message. Paragraph borders Word defines a paragraph as any amount of text followed by a hard return. A paragraph border extends from the right margin to the left margin. 1. To create a border around text, complete the following steps: a) On the Home tab, in the Paragraph group, click Borders b) Make sure you are on the Border tab in the Borders and Shading dialog box. c) Click one of the border options under Setting and click on OK 2. Experiment with different border styles around any paragraph. Page borders 1. To create a border around a page, complete the following steps: a) On the Page Layout tab, in the Page Background group, click Page Borders b) Make sure you are on the Page Border tab in the Borders and Shading dialog box. c) Click one of the border options under Setting and click on OK 2. Experiment with different border styles around any page. Graphics You can create all sorts of graphics from the Insert tab. 1. Open a new document. To insert a graphic (for example, from the clipart collection) complete the following steps: a) Click where you want the image to appear. b) On the Insert tab, in the Illustrations group click Clip Art Computer Competency Module

16 Introduction to Microsoft Word 2007 c) An Insert Clipart task pane appears on the right hand side of the screen. d) To search for a graphic, type in the sort of image you need, for example car and click on Go e) To get the image into your document, click on it. The graphic appears at the position of the insertion point. Once the graphic is in the document it can be resized, repositioned and captions can be added. 2. To resize the graphic, complete the following steps: a) Ensure the graphic is selected, i.e. that it is surrounded by an outline and eight black boxes. If it is not selected, click on it to select it. (The boxes around the drawing are called handles.) b) Move the mouse to a handle. c) When the mouse pointer changes to a double-headed arrow, hold down the left mouse button and drag to the desired size. d) Release the mouse button. NB The corner handles resize the graphic proportionally, the other handles resize horizontally or vertically. Formatting an existing graphic To format a graphic, complete the following steps: 1. Select the graphic by clicking on it. 2. Under Picture Tools, and under the Format tab choose from the various options. Drawing your own To create drawings (such as inserting a shape or drawing a line), on the Insert tab, in the Illustrations group click Shapes Choose an option and click and drag in the document to draw the line or shape. Under Drawing Tools the Format tab appears only when you select a shape, line, or other drawing object. Experiment. Hint: You might find it easier to create your drawings in PowerPoint and then copy and paste them into your Word document Using Help 16 Waikato Management School Information Technology Team

17 Introduction to Microsoft Word 2010 It is a good idea to become familiar with using the Help facility within Word. Getting help on a topic 1. To access the Help dialog box, click on the near the top right hand corner of the screen. Alternatively, press the F1 key on the keyboard. 2. There are two ways to search for help on a topic. You can either use the search text box (often the quickest way) or you can browse for information on your subject. To use the search text box: a) In the box to the left of Search:, type in: page numbering Click on b) Some topics appear about page numbering. 3. To exit Help, click on the Close button in the top right hand corner of the Help dialog box. Other topics to explore As you progress through your studies, especially as you write longer reports and essays or get involved with group assignments, it will be a good idea to learn about some of Word s other features, particularly: Using Word Styles Using the Document Map Automatically generating a Table of Contents Creating Headers and Footers Working with the Track Changes feature Automatic page cross references Working with Endnote Exiting from Word 1. Close any open files - go to the File tab and click on Close 2. Go to the File tab and click on Exit - at the bottom of the drop down list. Prepared by: Monica van Oostrom Waikato Management School IT Team monica@waikato.ac.nz Computer Competency Module