Unit Microsoft Word. Microsoft Word is the word processor included in Office. Word is one of the most popular word processors.

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2 Unit 4 1. Microsoft Word. Microsoft Word is the word processor included in Office. Word is one of the most popular word processors. Unformatted text documents have the extension TXT. Word documents have the extension DOC Text Editors. Text editors, such as Notepad, are programs that can be used for writing and modifying texts Word Processors. Word Processors, such as WordPad or Word, are programs that you can use to select different fonts, highlight parts of the text, correct spelling mistakes, embed images Opening Word. To open Word, you have to double-click on its icon or select Start-All Programs-Microsoft Word. Title Bar Buttons Text editor Moon.txt Moon.doc Scroll bars Previous page Views Next page Word processor Always activate the Print Layout View so that you know the appearance your document will have once you print it. 40

3 1.4. Creating a New Document. When you click on this button, Word creates a blank document automatically Opening an Existing Document. You can use Word to create, open and save different types of text documents. Select Preview from the Views menu if you want to see the document before opening it. Word documents have the extension DOC. To open a Word document, you just have to double-click on its icon. You can also use the Open button to view or modify an existing document. Here, you can select the folder where the document that you want to open is. Views Select here the type of document: Word documents or unformatted text files Saving a Document in the Disk Drive. Once you are done modifying the document, click on Save in order to write it on the disk drive. You can also use Word to open unformatted text documents (TXT) by selecting that document in the Files of Type pull-down list. 41

4 Unit 4 2. Writing and Editing Texts The Keyboard. If you want to use the computer to write, you need to know how to use the keyboard. These are the most important keys Insertion point 2.2. Insertion Point. The black line that appears and disappears all the time is called Insertion Point and tells you where you are going to start writing. In order to move the insertion point, you just have to use the mouse to click on the place where you want to start writing. You can also use the cursor keys. Only use the Enter key if you want to start a new paragraph Correcting Mistakes. If you press the wrong key when writing, you can correct your mistake by deleting with the Backspace or Delete keys. The Undo button eliminates the last change you have made on a text and leaves the document the way it was previously. Enter Undo Redo 42

5 2.4. Spelling Mistakes. While you write, Word checks if your words are properly spelled by looking them up in its dictionary. When it cannot find a word, it lets you know by underlining it with a red undulating line. If you right-click on the word, the program will display a menu with spelling suggestions Inserting Symbols. Sometimes, you may need to write a special character that is not on the keyboard, such as the symbol for the Euro, for example. 1. Select the Insert-Symbol command. 2. Look for the symbol that you need on the window displayed. 3. Click on Insert. Some fonts, such as Webdings and Wingdings, contain graphic symbols and icons that you can use in your documents Moving and Copying Text. You can move a block of text by selecting it with the mouse and dragging it to its new position. In order to copy a block of text, you should use the Copy and Paste buttons. Copy Paste 2.7. Searching and Replacing. If you want to replace a word with another word in the whole document, you can use the Edit-Replace command. 43

6 Unit 4 If you cannot see the Formatting toolbar on the screen, you can activate it by means of the View-Toolbars- Formatting command. 3. Formatting Texts. Word processors allow you to improve the presentation of your documents by using different fonts or by highlighting parts of the text in different ways Formatting Toolbar. This toolbar displays the buttons which allow you to access the most common formatting options Selecting Text. Before changing the appearance of a text, you need to select it by dragging the mouse. Selected text. If selecting text with your mouse is difficult for you, try using the Shift and Cursor keys in order to select it. - Double-click to select a word. - Click three times to select a paragraph. If you want to select the whole document, use the Edit-Select all command Font Type and Size. The Font pull-down list allows you to choose between all the fonts that are installed in your computer. Font. This file indicates the computer the shape that the letters are going to have on the screen or once the document is printed. You can select the size of the text in the Font size list. Font size is measured in points. The most common size is between 10 and 12 points. Paragraph aligment Bullets Style Font Size Line Spacing Indent Highlight Font Bold Underline Outside Border Italic Numbering Font Color 44

7 3.4. Highlighting Parts of the Text. Word allows you to highlight certain parts of your text in different ways. Bold, Italic and Underline. You can use these buttons to highlight some words in the paragraphs. Font Color. You can change the color of paragraphs, letters or words by using the Font Color button. B I U Colors Marker. The Highlight button marks the text with a fluorescent marker. Highlighted Text 3.5. Styles. Word has default styles for titles and normal text. By using styles, both the titles and the text will have the same format throughout the whole document Font Format. If you select the Format-Font command, a window will pop up, showing other options that are not available from the Formatting toolbar. SMALL CAPS 3 2 =9 Superscript. H 2 O Subscript. Saturn Shadow. Uranus Contour. Neptune Emboss. Effects. 45

8 Unit 4 4. Embedding Images. With Word, you can add images to your documents easily. You can use any picture from the hard disk drive or the CD-ROM. You can also use the pictures in Word s Clip Art Gallery. Another possibility is to search for pictures on the Internet or create your own images with the Drawing toolbar Embedding Files with Pictures or Drawings. 1. Select the Insert-Picture-From File command. 2. Select the picture folder in the Look in box. 3. Click on Preview to view them. 4. Select the file. 5. Click on Insert. 1 3 You can use the search engine available on the Insert Clip Art pane. The program will display pictures from Microsoft s Multimedia gallery that are related to the topic you have written about Embedding Files from the Clip Art Gallery. Word has a wide selection of clip art pictures arranged by collection. This way, it is easier to find the image you need in order to illustrate your work. To access the Clip Art Gallery, click on Insert-Picture-Clip Art. 1. Click on Multimedia gallery on the Insert clip art pane. 2. Select a collection from Office Collections. 3. Choose a picture from the gallery. 4. Drag the chosen image to the document. 4 46

9 4.3. Searching the Internet for Pictures. There are many websites on the Internet where you can find images and all kinds of multimedia files for your work. If you have access to the Internet, click on Clip art on Office Online in order to search for pictures at Microsoft s multimedia gallery. 1. Select Clip Art in the Search box, and write a word that describes the kind of picture you are looking for. For example, planets. 2. Click on Search Word s Drawing Toolbar. If you want to create your own drawings, you can do so with Word s drawing toolbar. Click on the Drawing button in order to view it Wrapping Pictures and Text. With Word, you can choose the way you want the text to wrap to the picture. 1. Right-click on the picture or drawing. 2. Select Format Picture in the menu displayed. 3. Click on the Layout tab. 4. Choose a wrapping style. 5. Click on OK Square Tight 5 Behind text In front of text 47

10 Unit 4 Summary Introduction to Word. Word is one of the most popular word processors. With Word, you can change the appearance of a text by using different fonts, font sizes, colors In order to write on the computer, you need to know the keyboard well and get used to writing with all your fingers. If you use a word processor such as Word, you can correct mistakes easily. You can also check your spelling, insert symbols and special characters, move and copy text, change a word for another automatically To change the appearance of a text, use the Formatting toolbar buttons. This way, you will be able to change font, font size, color By using the Format-Font command, you can access other options that are not available from the toolbar. In order to embed pictures in your documents, you have to use the Insert-Picture-From File or Insert-Picture-Clip Art commands. Wrap image and text by means of the Format Picture button on the Picture toolbar. EXERCISES 1. Search for Word (*.DOC) documents in the CD-ROM and open them to view them. Try the different Word views. Activate the Print Layout View. 2. Open a new document and write your name. Select a large font size (48 points). Change fonts and font color until you find a combination that suits you. 3. Write a short story and make a drawing in Paint to illustrate it. Save the drawing and insert it in the Word document. 4. Try different wrapping styles. 48