W o r d M i c r o s o f t O f f i c e. T r a i n i n g O b j e c t i v e s. w w w. c l a y t o n c o u n t y g a. g o v

Transcription

1 Forest Park Branch Monday-Tuesday 9:00 a.m. 9:00 p.m West St. Forest Park, GA 30297(770) Wednesday-Friday Saturday 9:00 a.m. 6:00 p.m. 9:00 a.m. 5:00 p.m. M i c r o s o f t O f f i c e Headquarters Branch Monday-Thursday 9:00 a.m. 9:00 p.m. W o r d Battle Creek Rd. Jonesboro, GA (770) Friday Saturday 9:00 a.m. 6:00 p.m. 9:00 a.m. 5:00 p.m. Jonesboro Branch Monday-Tuesday 9:00 a.m. 9:00 p.m. 124 Smith St. Jonesboro, GA Wednesday-Friday Saturday 9:00 a.m. 6:00 p.m. 9:00 a.m. 5:00 p.m. T r a i n i n g O b j e c t i v e s Lovejoy Branch Monday-Tuesday 9:00 a.m. 9:00 p.m. 1. Format Text and Paragraphs 1721 McDonough Rd. Hampton, GA Wednesday-Friday Saturday 9:00 a.m. 6:00 p.m. 9:00 a.m. 5:00 p.m. 2. Copy & Paste 3. Use the Spell Checker 4. Insert Pictures Morrow Branch 6225 Maddox Rd. Morrow, GA (404) Monday-Tuesday Wednesday-Friday Saturday 9:00 a.m. 9:00 p.m. 9:00 a.m. 6:00 p.m. 9:00 a.m. 5:00 p.m. 5. Add Headers & Footers 6. Create a Table of Contents 7. Create Tables C l a y t o n C o u n t y E m p l o y e e T e c h n i c a l T r a i n i n g Riverdale Branch 420 Valley Hill Rd. SW Riverdale, GA Monday-Tuesday Wednesday-Friday Saturday 9:00 a.m. 9:00 p.m. 9:00 a.m. 6:00 p.m. 9:00 a.m. 5:00 p.m. w w w. c l a y t o n c o u n t y g a. g o v w w w. c l a y t o n p l. o r g / c c e t t p Updated January 2015

2 2 A b o u t W o r d P r o c e s s i n g A d d i t i o n a l H e l p 29 Word Processing Programs Word processing programs are used to create, edit, save, and print documents. These programs can be used like a typewriter, simply to type out a document or letter and then print it. However, these programs also allow you to save the text for later editing or printing, change the fonts (typefaces), text size, text color, page margins, and more. Good word processing programs can even help correct your spelling and grammar. WordPad WordPad is a program that comes automatically installed on every Windows computer. To open it, go to the Start Menu, click All Programs, click Accessories, and then click WordPad. Library Books (Search the PINES Catalog for more) Teach Yourself Visually Word Marmel, Elaine Word 2013 in Depth Author: Faithe Wempen Wempen, Faithe Office 2013 Simplified Marmel, Elaine Office 2013 All in One for Dummies Weverka, Peter File Button Title Bar Tool Bar Learning Express Library: Free online classes through the library s website! Go to and click on the Electronic Resources image on the homepage. Once on the Electronic Resources page, scroll down and click the Learning Express Library link to get started. You will need to have an address in order to register for your free training account. Classes include Microsoft Office and Adobe products. Self Help Web Sites Free Microsoft Training Courses for Word Free Word 2013 Tutorial

3 28 H e l p O t h e r P r o g r a m s 3 Word is a very sophisticated and complex program, and this class has only scratched the surface of what you can do with it. As you continue to work with Word and become comfortable with the basics, you may want to start using the Help functionality to learn to do more complex tasks such as creating charts, working with special formats, adding page numbers, inserting footnotes, etc. To launch Help, click on the tiny Question Mark icon on the upper-right of the window. Then, either type your search terms into the top search box and then click Search, or browse through the options below. Notepad Notepad also comes automatically installed with every Windows computer, and you also get to it from the Accessories folder (Start Menu > All Programs > Accessories> Notepad). However, Notepad is an extremely simple program and can only type plain text. You cannot format the text, change the size, style, or color, or add photos, or use spellcheck functionality, or anything else. Browse Options Type Search Terms

4 4 A b o u t W o r d Microsoft Word Microsoft Word is a word processing program that is part of the Microsoft Office software package. The County has transitioned to Microsoft Office Most of the library s computers have Word 2010 installed, although some have Word Most of the functionality between the two is identical. P r i n t i n g Word 2010 changed the print screen so that it no longer looks like the standard print screen you see in previous versions and in most other programs. When you click on File and then Print, instead of opening a new window it opens the print options full screen. It has a print options column on the left for you to choose how many copies you want, the orientation, margins, etc. You can click Printer Properties just below the printer name to access more properties. 27 File Title Bar Tabs Tool Buttons On the right, it gives you a preview of your page with the current options. (In prior versions of Word, you had to click on a Print Preview option, but this version automatically provides a preview.) When you are ready, click the large Print button towards the top of the page. Print Preview Area

5 26 S a v e Y o u r W o r k Be sure to save your document frequently as you work on it. If your computer crashes or freezes up while you are working on your document, you will be able to recover your document at the last point that you saved. If you did not save your document, then it will be lost. 5 T h e K e y b o a r d Use the diagram below to help explain the various parts of a typical computer keyboard. To save, either click on File and then Save or Save As or you can click CTRL-S or you can click the tiny floppy disk icon. Save saves the document to the same place you opened it from and overwrites the previous version. (Unless the document is new and hasn t been saved before in that case, it will open the Save As box.) Save As opens a pop-up box that prompts you to choose the location to save it to and the file name. Current Folder Click one of these icons to save to a different folder File Name

6 6 C o l u m n s K e y b o a r d N o t e s 25 Typewriter Keys The main part of a keyboard is set up just like a typewriter. Use the Shift key to type capital letters and to type the symbols above the numbers. Use the wide, blank bar at the bottom to type a blank space. The Caps Lock key is an on/off switch that makes everything you type appear as capital letters. Enter Clicking the Enter key will end the current line you are typing and move the cursor to the next line similar to a carriage return on a manual typewriter. Most programs will automatically wrap the text in a paragraph you are typing to the next line without having to click Enter, in which case you would mainly use it at the end of the paragraph to direct the computer to start a new paragraph. Microsoft Word has a lot of advanced features that you may never need to use, but that are there for you if you ever do need to use them. One of these features is the ability to split your page into columns. To do this, switch to the Page Layout ribbon, click the Columns button, and choose the number of columns you would like. You might use this if you are putting together a newsletter or a foldable brochure or some type of event program or menu. Below is an example of the same document in one column per page or two columns per page. Cursor The cursor is the small, blinking black line that indicates where your typing will occur on the screen. To move the cursor, click with your mouse or use the arrow keys. Arrow Keys The arrows on the lower-right portion of your keyboard will move the cursor around within your text without deleting any characters. Backspace and Delete The Backspace key will delete the character immediately to the left of the cursor. The Delete key will delete the character immediately to the right of the cursor. Control Key (Ctrl) This key is frequently used for keyboard shortcuts. For example, hold down Ctrl and then click C), that is the equivalent of the Copy command.

7 24 T a b l e s T e x t F o r m a t t i n g / E d i t i n g 7 Tables allow you to create a simple chart within your document. You do not have full spreadsheet functionality like you would in Microsoft Excel, but it is suitable for displaying and printing information in an organized manner. To create a table 1. Go to the Insert ribbon and click on the Table button. 2. Select the number of rows and cells you d like to have in your table using the chart. Once your basic table is in place on your page you will see a Design ribbon and a Layout ribbon that give you chart formatting options. You can choose a pre-set table design with alternating row colors, or you can customize your own chart using the Shading and Border options on the Design ribbon. Use the Draw Borders options on the Design ribbon to control the thickness and color of individual lines in your table. To format a piece of text, select/highlight the text you wish to change and then click a formatting button from the tool bar. Some Common Text Formatting Options: Name Icon Keyboard Shortcut Example Bold CTRL-B One two three Italic CTRL-I One two three Font Face Font Color CTRL-U One two three One TWO three One two three Go to the Layout ribbon to access options for adding and deleting rows and columns, splitting a single table cell into multiple table cells, aligning the text within a cell (horizontally or vertically), modifying cell margins, splitting a table into multiple tables (useful if your table is too long to fit on one page), and more. You can also right-click on the table and then click Table Properties to open up a pop-up box that gives you many of the same options. Font Size Subscript Underlined Superscript One two three One two three One two three

8 8 E d i t i n g T e x t P a g e L a y o u t 23 Wherever the cursor (the black, blinking line) in your document appears, that is where the text that you type will appear. You can move the cursor back and forth, and up and down, throughout the text that you have already typed without deleting anything by using the arrow keys on your keyboard. When your cursor is in the spot that you wish to edit, you can simply start typing to add additional text, or you can use the Backspace or Delete keys to erase text. Remember, the Backspace key deletes the character that is to the left of your cursor, and the Delete key deletes the character that is to the right of your cursor. If you wish to break a long paragraph into two shorter paragraphs, place the cursor where you wish to end the first paragraph and press the Enter key on your keyboard. This will start a new line/paragraph at that point. What if you make a mistake? Click the Undo button that is right above the Home tab (or, press CTRL-Z): Page Margins The white space around the edge of the page with no printing is called the page margin. By default, Word 2007 s page margins are set to 1 inch on each side. You can change this to a different setting by clicking on the Page Layout, clicking on the Margins button, then choosing from a pre-set margin size or setting up a custom margin. You can do this at any time before you start typing your document, or after you are done typing your document and it will adjust your text to fit within the changed borders. Page Orientation Orientation refers to whether the text prints out parallel to the short or the long edge of the paper. By default, the orientation is set to Portrait (the text is parallel to the short edge of the paper). If you wish to change the orientation to Landscape (the text is parallel to the long edge of the paper, or sideways ), just click on the Page Layout tab, then click on the Orientation button, then click on Landscape. This will undo the last thing that you did. You can do this several times to go back several steps.

9 22 I n s e r t i n g P i c t u r e s S e l e c t i n g T e x t 9 Word allows you to add pictures from your computer or clip art (pictures provided for free for use in your documents) to your documents. Insert a Picture From Your Computer 1. Place your cursor where you want the picture to appear in the document 2. Click the Insert tab 3. Click the Picture icon 4. Select the image file from your computer 5. Click the Insert button Insert a Picture from Clip Art Word provides a large variety of images (photographs, computer graphics, line drawings) that you can use in your documents. 1. Place your cursor where you want the picture to appear in the document 2. Click the Insert tab 3. Click the Online Pictures Icon 4. The Clipart search window will appear. Choose the Office.com Clip Art and type your desired search subject in the field. 5. Enter a search word and click Go 6. Click on the picture you want to add to your document Formatting Pictures Once your picture is in your document, click once on it to select it, and then you will see a new Format tab appear in your row of tabs. The options on that tool bar will allow you to add a border or shadow to your picture, crop the picture, change the size of the picture, or any number of other options. You can also click on the sides or corners of a selected picture and drag them to be a different size. Formatting Formatting is the process of changing the way the text looks (such as making the text bold), or the way the text is laid out on the page (such as centering the text). Word offers ways to change the formatting of small amounts of highlighted text, or of entire selected paragraphs. Highlighting / Selecting In order to change the formatting of a portion of the text in your document, you must highlight (or select ) the text. You can tell text is highlighted because the colors will be reversed (the text will appear white on a black background instead of black on a white background). Highlighting by Dragging the Mouse 1. Click the left mouse button and hold it down just in front of the first letter you wish to highlight 2. Move the mouse over to the last letter you wish to highlight and release the button Highlighting by Clicking the Mouse Double-click on a word to select it. Triple-click on a word to select its entire paragraph. Highlighting Using the Keyboard 1. Use the arrows or mouse to place the cursor before the first letter you wish to highlight 2. Hold down the shift key 3. Use the arrows to place the cursor at the end of the text you wish to highlight 4. Release the shift key Highlighting the Entire Document at Once From the Home tab, click Select and then Select All (or, you can press CTRL-A).

10 10 T e x t F o r m a t t i n g F i n d & R e p l a c e 21 The text and paragraph-formatting tools are on the Home tab. Many formatting buttons will only work on text that is highlighted simply select/highlight the text you wish to change and then click the relevant formatting button on the Home ribbon. To remove formatting, select the text and click the formatting button again (this will turn it off ). If you are not sure what one of the formatting buttons does, hold your mouse over it for a moment and a small box will pop up with a description. If you want to know more, look up the description in Word s built-in Help manual by clicking on the question mark on the right-hand side of the screen. Find If you have a long document, it can be useful to be able to jump to a particular point in that document quickly. If you know a word or phrase that is used at that point in the document, you can use the Find function. For instance, if you are trying to find a person s name in a long document, you can start the Find function, type in that name, and then it will jump to the first place in that document that that name is used. Ways to start Find: Click the Find button on the Home ribbon Press CTRL-F Replace Use the Replace function when you wish to find a word or phrase in a document and replace it with something else. Perhaps you have found out that you spelled a person or company s name incorrectly, or you need to update a web address that you ve listed. 1. Click the Replace button on the Home ribbon. This will open the Find and Replace pop-up box. 2. Type the word you wish to find in the first box and the word you wish to replace it with in the second box. 3. If you click the Replace button, it will take you to the next point where that word is used so that you can decide whether to replace it or not. If you click Replace All, it will automatically replace all instances of that word. If you click Find Next, it will leave the current instance of that word untouched and jump to the next one.

11 20 S p e l l C h e c k P a r a g r a p h F o r m a t t i n g 11 Word has a built-in Spelling and Grammar function (called Spell Checker for short) that can help you to correct your spelling and grammatical errors. It is not perfect, so you should still check everything carefully yourself, but it can be very useful. As you are typing your document, you may notice that Word underlines some of your text with zigzagged red or green lines. Red lines indicate a possible spelling error, and green lines indicate a possible grammatical error. Other formatting options will work on the entire paragraph that the cursor is in, regardless of whether the paragraph is highlighted or not. To use these options, place your cursor in the paragraph you wish to change and then either click a formatting button on the tool bar or go to the menu bar and click Format > Paragraph. If you wish to change more than one paragraph at once, highlight all of the paragraphs you wish to change. If you wish to change all of the text in the entire document at once, either Select All (from the Home tab) or use the keyboard shortcut, CTRL-A. Checking One Word at a Time To check one word or phrase at a time, right-click on the underlined section and then choose the option you would like. If you choose a suggested word, the word in your document will change. If you wish to change the properties of a particular type of text, read more about Styles on page 10. If you choose Ignore, then the word will not change but the red or green line will disappear. If you choose Add to Dictionary, then anytime you use the word in the future it will not show up as a mistake (this is useful for names of people and places). Checking the Entire Document at Once To check the entire document for possible problems, do one of these things. 1. Click on the Review tab 2. Click on the Spelling & Grammar icon:

12 12 C o p y & P a s t e F o r m a t P a i n t e r 19 This is usually a more difficult concept to learn because it requires multiple steps: 1. Select the text you wish to copy 2. Copy it (see Copy section below) 3. Move the cursor where you want the copy to go 4. Paste it (see Paste section below) Copy Copying text will leave the original text in its original location, but allow you to place (paste) a copy of it in another location. To copy text, highlight it (see page 2) and then do one of these things: Right-click > Copy CTRL-C Copy button on the Home ribbon Paste Once text is on the Clipboard, it can be pasted to a new location (either in the same document or program or in a different document or program). Move your cursor to the place you want the text to be and then do one of these things: Right-click > Paste CTRL-V Paste button on the Home ribbon Cut Cut & Paste is almost identical to Copy & Paste, except that instead of leaving the selection in place and adding a copy, it removes it from it s original position. The four steps are the same except for step 2, in which you will Cut instead of Copy: Right-click > Cut CTRL-X Cut button on the home ribbon If you are customizing a piece of text on your document so that you ve gotten it just the way you like it, and then you want to modify another piece of text to have the same formatting properties, then the Format Painter is your tool. 1. Place your cursor within the text that you ve formatted the way you like it. 2. Go to the Home ribbon and click the Format Painter button. (It is on the left along with the copy & paste buttons.) 3. Your mouse pointer will temporarily change from a standard I-bar to a paint brush. 4. Drag that paint brush over the text you wish to change. The paint brush only stays turned on for the length of a single click or drag, so if you wish to modify another section you will need to repeat the process.

13 18 P a r a g r a p h a n d P a g e B r e a k s K e y b o a r d S h o r t c u t s 13 Paragraph Breaks Occasionally you wish to have a line in your paragraph stop at a certain point and then continue on the next line even though it is part of the same sentence. One example of this might be for a document title perhaps your title is slightly too long to fit on one line, so one word wraps to the next line and it looks unbalanced. Simply place your cursor where you d like the line to break and then hold down Shift and press Enter. Just pressing Enter would end the paragraph and start a new one, but Shift-Enter just ends the line but continues the same paragraph. Example: The Importance of Being Earnest, A Trivial Comedy for Serious People There are certain simple tasks that can be done by using keycombinations on your keyboard rather than using the mouse. The people that are comfortable with the keyboard and that memorize these shortcuts and use them a lot find that it can make them faster and more efficient. Here are some of the most popular / common ones that are useful to know: Copy Cut Paste Select All Undo Redo Find Save CTRL-C CTRL-X CTRL-V CTRL-A CTRL-Z CTRL-Y CTRL-F CTRL-S Page Breaks The Importance of Being Earnest, A Trivial Comedy for Serious People If you have a long document with multiple sections, you will often find that a section may start at the bottom of a page when you would really like it to begin at the top of the next page instead. Or perhaps a paragraph is split across two pages so that it is more difficult to read. Bold Italic Underline Page Break CTRL-B CTRL-I CTRL-U CTRL-ENTER

14 14 H e a d e r s & F o o t e r s T a b l e o f C o n t e n t s 17 Headers and Footers are standard text that appear on all pages of your document headers at the top, footers at the bottom. For example, if you write a research paper, you may wish to have your name appear at the top of every page. Or you may wish to have a page number appear on each page. If you look at a magazine, you will usually see the name of the magazine and the page number appear on each page. Opening the Header and Footer to Edit The quickest way to add a header is to double-click on the margin area at the very top of a page. This will put your cursor into the header area and you can type in the text you wish to appear. For more header options, go to the Insert ribbon and click on the Header button. That will give you a dropdown list of over a dozen header styles to choose from. Closing the Header and Footer While your header and footer are being edited, your normal text will be grayed out. To leave the edit mode, you can either click the Close Header and Footer button on the Design ribbon or simply double-click back on the normal part of your page. No Header and Footer On First Page There are a lot of situations where you may not want the header or footer to appear on the first page go to the Design ribbon and check the box marked Different First Page. One of the best reasons to use the Heading styles for your section titles, is that then you can go back and have them automatically generate a table of contents for you! First, go through your document and apply Heading 1, Heading 2, etc. to the appropriate sections of your page. Next, place your cursor where you wish your Table of Contents to begin. Go to the References ribbon and click the Table of Contents button. Choose one of the preset table styles from the list and it will automatically create the table of contents for you! If you modify your document though, be sure to update the table of contents so that the page numbers are still correct. To do this, go to the References ribbon and click the Update Table button. It will pop open a little window. If you click on the Update entire table option, it will update header titles, new/removed headers, and page numbers all at once. (You may also right-click on the Table of Contents and click Update Table from that context menu rather than going to the References ribbon if you wish.)

15 16 S t y l e s P a g e N u m b e r s 15 Styles allow you to assign different formatting behaviors to different types of text, usually if you are writing a research paper or another type of document that is broken up into different parts. If you look at the Styles section of the Home ribbon, you will see Normal, Heading 1, Heading 2, and so on. Each of these styles is preformatted with a different size and/or color and/or font, but you can modify those for your document if you wish. The Normal style will automatically apply to your paragraph text. To determine which Heading style to use, think of your paper as if it were an outline. All of the top-level portions of your outline would be Heading 1, the second-level portions would be Heading 2, and the third-level portions would be Heading 3, etc. To apply a style, go to the title of your first section and put your cursor on that line, then click on the relevant style button. Repeat for each of the other section titles in your document. Change Style Properties If you wish to change the font, size, color, spacing, etc. of any particular style, right-click on the appropriate style button and then click Modify. This will open a new window where you can control all of the style s properties. The main screen of the window gives you access to the font, size, alignment, and color. Click on the Format button to access even more properties for instance, clicking Format then Paragraph allows you to control how much space is before and after every paragraph of that particular style. You can also use this screen to create special indents if you want your paragraphs to have the first line indented, or if you are doing citations in a way where you need to have the first line aligned on the left margin but the other lines indented. While you have your header and footer open, you will see a Design ribbon. From here you can click on the Page Number button to automatically add page numbers, the Picture button to add your company logo, etc. Customizing Your Page Numbers Sometimes you may need to have your page numbers start at a number other than 1, you may need to use Roman numerals, or you may need to have your page numbers start over in each section of your document. To change from 1,2,3 format to i,ii,iii format or a,b,c format, you can right-click on the inserted page number and choose Format Page Numbers or you can go to the Design tab, click on Page Number, and then Format Page Numbers. Sections If you need to have different sections of your document have different page numbering systems (for instance, if you have a table of contents or index that should have its own Roman numerals unrelated to the normal text), you will need to create Sections. To divide your document into sections go to the Page Layout ribbon and click on the Breaks button. This will display a dropdown list with Page Break and Section Break options. Page Breaks just allow you to end or start a new page at a certain point (for instance, the start of a chapter is usually on a new page). Section Breaks actually allow you to control each section independently and you can choose to restart your page numbers in each section. You can also change the orientation, margins, and other page properties from one section to another!