Lehigh University Library & Technology Services

Transcription

1 Lehigh University Library & Technology Services Start Word Open a file called day2 Microsoft WORD 2003 Day 2 Click the Open button on the Standard Toolbar Go to the A: drive and highlight day2 and click on Open OR Use the Getting Started Task Pane to open your document by clicking on the link. Date and Time Command Place your cursor at the top of the document. Choose Date and Time from Insert pull-down menu. Select the date or time format you want To automatically update the date and time when you print the document, select Update Automatically. Choose OK to insert the date and/or time into your document. Next page Continuous Inserting a New Page There are two types of page breaks: soft and hard. Soft page breaks are inserted automatically when the page is full and text will wrap to the next page. You can manually insert a page break when you want a page to break at a particular place. It is called a hard page break. Make sure the Show/Hide button is selected. Go to the end of the text and press Enter to go to the next line Press Ctrl + Enter, to insert a page break OR Choose Break from the Insert pull-down menu Select Page Break and click on OK Type: This is another page. To delete a page break Position the mouse pointer on the dotted line and press the Delete key Note: A section break is similar to a page break in that it breaks the text, however, a section break does not always have to start a new page. Section breaks are useful if you want one page of your document to print in landscape, while the other pages are printed in portrait, or if you want margins set differently for a section of your document. Types of section breaks are: Next Page - inserts a section break and starts the new section on the next page. Continuous - inserts a section break and starts the new section on the same page. Odd and Even page - inserts a section break and starts the new section on the next odd or even numbered page. Odd/Even Page 1

2 Document Formatting The overall layout of a page, margins (top/bottom, left/right), numbering, headers/footers, paper size, etc. determine how the document will look when it is printed. When you begin a new document, you can just start typing. Word uses default settings for margins and other options. You can change these settings at any time. However, if you know how you want your document to look, it s easy to set these options before you start. Margin Tab Options: Top/Bottom Left/Right Gutter refers to the amount of white space from the edge of your paper to the body of your text increases margin to add extra space for binding or hole punching Mirror Margins use if you want to print on both sides of the page, the margins on facing pages mirror each other Book Fold creates a single, center book fold for documents such as an invitation or a menu NOTE: The location to set margins for Headers and Footers has changed. To set the margins for Headers and Footers, you must select the Layout tab in Page Setup from the File pull-down menu From Edge is the distance from top and bottom edge of paper to top edge of the header and the bottom edge of the footer Select the Paper tab to select a different paper size. Exercise: Choose Page Setup from the File pull-down menu Select the Margins tab Set Left and Right margins to 2 Set Top and Bottom margins to 2.5 Click on OK Changing Orientation Word has two page orientations: Portrait (vertical) and Landscape (horizontal). You can change the paper size and page orientation for a section or for the entire document. Choose Page Setup from the File pull-down menu Select Margins tab Select Landscape orientation, then click on OK Page 2

3 Using the Ruler to Change Margins You can set new margins by dragging the margin boundaries on the horizontal ruler and vertical ruler in Print Layout View or in Print Preview. If text is not divided into section breaks, margins will change for the entire document; otherwise margins will change only for that section. Point to the margin boundaries, when the mouse pointer becomes a double-headed arrow ( ), you can drag the margin boundaries Selecting Views Word provides several options for viewing your document. When you switch from one view to another, the insertion point remains at the same place. Normal View shows text formatting but simplifies the layout of the page to allow for quick editing and typing, headers and footers don t appear. ( on horizontal scroll bar) Web Layout View use when creating a Web page or a document that is viewed on the screen. In this view, you can see backgrounds, text is wrapped to fit the window, and graphics are positioned just as they are in a Web browser. ( on horizontal scroll bar) Print Layout View WYSIWYG (What you see is what you get) shows how text, graphics, and other elements will be positioned on the printed page. It allows for editing headers and footers, adjusting margins, and working with columns and drawing objects. It is useful for checking final appearance of your document. ( on horizontal scroll bar) Outline View allows you to see the structure of a large document by collapsing to see only the main headings. You can also expand to see the entire document. ( on horizontal scroll bar) Reading Layout View optimizes screen reading. It hides all toolbars except the Reading Layout and Reviewing toolbars. ( on the horizontal scroll bar) Pages are designed to fit on your screen and do not represent the pages you would see if you were to print the document. To view the document as it would appear on the printed page without switching to print layout view, click Actual Page on the Reading Layout toolbar. Print Preview shows entire pages of text at reduced size so you can adjust the document layout before you print. ( on the Toolbar or under File pull-down menu) Spelling and Grammar The Spelling and Grammar command found under the Tools pull-down menu will check the spelling in the active document, including text in headers, footers, footnotes, endnotes, and annotations and also When Word finds a possible mistake, it displays the word in the Spelling dialog box. Word underlines mistyped words in red and grammar errors in green. You can also right click on the underlined word to get suggestions To Spell and Grammar check your document: Click the Spelling and Grammar button on the Standard Toolbar Page 3

4 AutoCorrect Use this feature to automatically replace common spelling errors and mistyped words and to correct sentence problems, such as two initial capitals. To see how it works, type adn, then press the space bar. The spelling will be corrected. Choose AutoCorrect Options from the Tools pull-down menu In the Replace field, type LU In the With field, type Lehigh University Click on the Add button, then OK NOTE: Make sure Replace Text as You Type is selected. Type LU in your document and press the space bar To delete an entry, select it in the list and click the Delete button Click the Exceptions button to add any exceptions to AutoCorrect. When AutoCorrect makes an unwanted correction, Ctrl z will undo it. If you select Automatically add word to list check box in Autocorrect Exceptions, the unwanted corrections that you undo are added to the list of exceptions. AutoText Allows you to store and quickly insert text, graphics, fields and other items you use frequently into your document. To use a built-in AutoText entry that Word provides, choose AutoText from the Insert pull-down menu and select an entry. To create an AutoText entry Type a closing: Sincerely, <RET> <RET><RET> Your name <RET> title <RET> department Select the closing you just typed Choose AutoText from the Insert pull-down menu, then select New Type signoff in the Create AutoText box Signoff should be found under Normal when you want to insert the AutoText entry NOTE: An AutoText name must be at least 5 characters long. To insert an AutoText entry Place your cursor where you want the closing to be inserted Select AutoText from the Insert pull-down menu, highlight signoff from the Normal entry, and it will be inserted into your document. NOTE: When you start to type the first few letters of an AutoText entry, a tip box with the name of the entry will appear, to accept that entry at your cursor, just press Enter to accept. Try it type sign and press enter. To delete an AutoText entry Choose AutoText from the Insert pull-down menu, then select AutoText Find the AutoText entry name you wish to delete in the list, click to select it and then click the Delete button Page 4

5 Headers and/or Footers Headers and footers contain descriptive text or graphics that print in the top/bottom margin of every page. Often books are written with the chapter name at the top and a page number at the bottom of every page. Headers and footers appear only in Print Layout view or Print Preview, not Normal view. Documents saved as a Web page do not display headers and footers. However, they are retained in the Web document, and will appear when you go back to the.doc format of the document. To add a header or footer Choose Header and Footer from the View pull-down menu (The insertion point moves to the header area and the Header and Footer toolbar appears, text in the main document is dimmed.) Click the Switch Between Header and Footer button to move the insertion point between the header area and the footer area. Switch back to the Header Inserting a page number Set justification to align right Type Page and click the Page # button on the Header/Footer toolbar Press enter twice and set justification to center Type Lehigh University and press enter 3 times Type MEMORANDUM Inserting a line Go to the line after Lehigh University Click the Line button on the Drawing Toolbar Click and drag to create a line Double click the line to apply different line styles Type or select a desired thickness under Weight and click on OK Note: Click the Drawing button on the Standard toolbar if the Drawing toolbar is not displayed above the Status bar To capitalize typed text Select Lehigh University Choose Change Case from the Format pull-down menu Select UPPERCASE and click on OK To add a border Select everything in your header Select Borders and Shading from the Format pull-down menu Select Shadow and then click on OK Example of the header: LEHIGH UNIVERSITY Page 1 MEMORANDUM Page 5

6 To preview the document Select Print Preview from the File pull-down menu OR click on the Print Preview button To delete a header or footer You must first select the text in the header or footer area and then delete it. Document Windows Word allows you to have several document windows open at the same time and is only limited to the amount of memory (RAM) your computer has available. Choose New from the File pull-down menu to open another document window or click the New button on the toolbar to open a blank document. (As each document is opened, a new window is opened on top of the present window. The title bar indicates the name of the document.) Click on OK, using the Blank document template (this is the default) Type This is another document Choose day2 from the Window pull-down menu To quickly arrange all open documents on screen, choose Arrange All from the Window pull-down menu Note: To activate a window, click in the document or on the title bar. The title bar will be blue on the active window. An active document window can be maximized (enlarged to fill the screen) or minimized (reduced to an icon on the taskbar) Click the minimize button to reduce both documents to icons. Click each icon to restore the documents. Compare Documents Side By Side Choose Compare Side by Side with filename from the Windows pull-down menu Both files will appear side by side and the Compare Side by Side toolbar will display Click Synchronous Scrolling to scroll through both documents simultaneously Choose Reset Window Position to return to the positions they were in when you first started comparing the documents Click Close Side by Side to stop comparing the documents Cut, Copy, and Paste Use Cut with Paste to move selected text or graphics, or use Copy with Paste to copy selected text or graphics. Once you have cut or copied information to the clipboard, you can paste it anywhere in the current document, in another document, or in another application until you exit Windows. Select the text you want to copy Click on the Copy button from the toolbar Activate the other document window Position the cursor where you want to insert the information Choose the Paste button from the toolbar Page 6

7 Collect and Paste The Office Clipboard will allow you to collect and paste multiple items. You can copy items from any program that provides the copy and paste function, but only paste into MS Word, Excel, Access, Outlook or PowerPoint. Clipboard Task Pane The Office Clipboard works with the standard Copy and Paste commands. When you select and copy more than one item to the clipboard, the Clipboard task pane will appear with the items you copied listed. The newest entry will be added to the top of the Clipboard Gallery. Each entry includes an icon with a portion of the copied text or a thumbnail picture of a copied graphic. The icon will display what program the copied item is from, i.e., Excel, Word, Paint, etc. The clipboard will hold up to 24 items. You can Paste All or Clear All the items in the clipboard or paste or delete specific items in clipboard. When you select an item in the list, you will have the opportunity to paste or delete it, by clicking on the arrow next to the item. Note: The Office Clipboard is related to the Windows system clipboard. When you copy multiple items to the Office Clipboard, the item you copy is always copied to the system clipboard. When you clear the Office Clipboard, you also clear the system clipboard. When you use the Paste command or Ctrl V, you paste the contents of the system clipboard and not the Office clipboard. The collected items stay on the clipboard until you exit Office. To copy items to the Clipboard, you can either choose Copy from the Edit pull-down menu or click the Copy button from the standard toolbar or from the floating Clipboard. To paste an item in an Office program, click in your document where you want to paste Select if you want to paste all the items collected in the clipboard OR Click the icon you want to paste and it will be pasted into your document To clear all the items in the clipboard, click the button. Page 7

8 Inserting one document into another To insert an existing document into the current document Place your cursor where you want to insert the document Choose File from the Insert pull-down menu Type the filename or select it from the list and click on OK Note: To insert a character or symbol into your document, choose Symbol from the Insert pull-down menu. Select a character or symbol and click on Insert, then Close. Try it. To display a different character set, click the next to the Font field and select a different font. Using Help Word has an extensive on-line and off-line help facility available to you at any time. Help provides step-by-step instructions, on-line demos, and product support. An example of the Word Help Table of Contents Menu is displayed: There are several ways to access Help: Help Key F1 displays the Help Task Pane Help Button Click the help button on the Standard Toolbar Help Contents Click on and select the topic you need help on Help Answer Wizard Type your question and then click on search Ask a question Word XP provides a convenient access to Help with an Ask a question box on the Menu Bar: You can type a question and Help responds by displaying a list of Help topics, whether you are running the Office Assistant or not. Tip of the Day Provides useful hints and reminders on how you can use Word more productively. Page 8

9 Click Show the Office Assistant from the Help pull-down menu. The Office Assistant will open up on your screen. Choose Options to view the Tip of the Day. You can also do a search on a particular topic. You can also change the look of the Office Assistant from Clippit (the Paperclip) to Merlin, to The Dot, to F1, and more. Choose Options, click on the Gallery tab, and click Next to see all the choices. Turn off the Assistant for an entire Word session In the Assistant balloon, click Options. (If the Assistant balloon isn't visible, click the Assistant.) On the Options tab, clear the Use the Office Assistant check box. You can also right-click on the Assistant and choose Hide Changing from Online to Offline Help Word defaults to searching on-line content when connected to the web. This is often very slow. To change the setting to offline help (which is installed with Word 2003): Choose Microsoft Office Word Help from the Help pull-down menu Click on Online Content Settings Click to unselect Search online content when connected and click OK Exiting Help Click the to close the Help Menu Page 9

10 Customizing the Toolbar You might find that the commands you use most often are not present on the existing toolbars. Word allows you to customize an existing toolbar or create a new toolbar to hold all the buttons for features you use on a regular basis. Right click on the Toolbar and choose Customize. On the Toolbars Tab is a list of available toolbars, select those you wish to customize. You can also create a new toolbar by clicking the New button. Click the Commands tab and select the category, notice that it follows the same path as the pull-down menus on the top of your screen. On the right side select the command and drag it up to the toolbar. You can switch between Categories and Commands in the same session. Click on the Close button when you are finished. When you click the button on the toolbar, it will issue that command. To delete a button from the toolbar, while in Customize, simply click and drag the button down off the toolbar. To change the position of a toolbar, place the mouse pointer on a seam between buttons or in a blank area of the toolbar, not on any button, and drag the toolbar to a new position. When you drag it to the side of a window, it will snap into position. To make a floating toolbar, drag to a position anywhere on the screen. You can change the shape and size of a floating toolbar to display more rows or columns. Drag the border of the floating toolbar, the resized toolbar must be wide enough to show at least the widest item on the toolbar. Page 10