Lesson 1 Getting S tarted w ith W ord 2 003

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1 Lesson 1 - Getting Started with Word Lesson 1 Getting S tarted w ith W ord Les s on Topics Using Word Creating a Document Using Print Preview Exiting Word Les s on Objectives At the end of the lesson, you will be able to: Identify the primary components of the Word screen, including the Title bar, the Menu bar, the toolbars, the Ruler, the scroll bars, the Status bar, the end of file mark and the work area; Use Word s menus and identify their elements; Identify buttons on the toolbars; Learn the use of the I-beam and insertion point; Rely on Word s wraparound feature to end a line of text; Use the keyboard and the mouse to move the insertion point around a document; Observe a document in Print Preview mode; Exit Word. Student Files Us ed You will not use any files from your student disk. Student Files Crea ted You will not save any files to your student disk. Copyright , Finney Learning Systems, Inc. All rights reserved.

2 2 Microsoft Word Beginning and Beyond Using Word You are going to start Word and explore some of Word s basic components. 1. You will not be using the student files in this lesson, so do not worry about them. The windows desktop should be on your screen. Starting Word There are a number of different ways in which to start Word. You can use the Start button, you can double-click a Microsoft Word icon (more accurately, a shortcut) that might be on your Desktop, or you can double-click an icon for a Word document. There may be other ways available to you, but these are the standard methods. You are going to use the Start button to open Word. 1. Click the Start button. 2. Usually, the Word item can be found through the All Programs submenu. On the Start menu, point to the All Pro grams item. A submenu appears. 3. Point to Microsoft Of fice. If you do not see it, click a down ward point ing dou ble chev ron at the bot tom of the submenu to see more items. A submenu appears. 4. Point to Microsoft Of fice Word 2003 and click. An hourglass appears, indicating that you are to wait. After a few moments, the Word window appears as shown on the next page. Do not be concerned if your screen looks slightly different. Underneath the window, and probably out of view, is the Desktop. The large empty area in the middle of the screen is the work area. When you use the mouse to move around the work area, an I-beam moves with you. It looks like this: 1. You will learn the purpose of the I-beam shortly. For now, move the mouse around the work area and watch the I-beam move.

3 Lesson 1 - Getting Started with Word When you move outside the work area, the I-beam changes to a pointer so you can choose menu items and perform other tasks. Move outside the work area and notice how the I-beam changes to a pointer, which looks like this: Note: Be cause the I-beam changes to dif fer ent shapes, its ge neric name is the mouse cur sor. The Task Pane At the right of the window is the task pane. If it is not there, as in the example above, do not worry. You are going to close it. Task panes are used to coordinate various activities associated with some functions. You will be learning about task panes later. 1. You are going to close this task pane so there will be a larger work area. Click on the close button in the upper right corner. The Title Bar At the top of the window is the Title bar. Notice that Word has temporarily named the document, Document1. There will be more about that name in the next lesson. To the right of the Title bar are the Minimize, Maximize and Close buttons.

4 4 Microsoft Word Beginning and Beyond 1. You are going to maximize the window to give yourself plenty of room in which to work. It may already be maximized, but you are going to go through the following steps to be sure. If there is a Restore button at the right of the Title bar (as in the example), the window is maximized. You do not have to do anything. If there is a Maximize button at the right of the Title bar (as in the example), the window is not maximized. Click the Maximize button. You are now sure that the window is maximized. Note: For these les sons, you will work with win dows max i mized. This al lows you to have as much room as pos si ble in which to work. 2. Also on the Title bar is the System menu. On the left of the Title bar, click the System Menu. Notice the items common to all System menus. The Menu Bar You are going to take a look at Word s menus. 1. Point to the File menu and click. Notice the drop-down menu. Most Windows applications have a File menu with many of the same items. Notice that some of the items have an ellipsis (...) following them. This indicates that a dialog box will appear when you choose it. You will use dialog boxes throughout this course. 2. Point (you do not have to click) to the Edit menu.

5 Lesson 1 - Getting Started with Word Notice that some of the items are dimmed, indicating that they are currently unavailable to you. For example, you cannot choose Cut unless something from the document has been selected. The icons to the left of some items are representations of the buttons on the toolbar. You will learn more about these buttons later in the course. Also notice that to the right of some items are keyboard commands, such as Ctrl+X for Cut and Ctrl+C for Copy. These are keyboard shortcuts that let you bypass the menu. 3. Point (do not click) to the View menu. 4. Right-pointing diamonds indicate a submenu. Point (do not click) to Toolbars. Notice the submenu. Check marks indicate that the items are chosen. 5. Move the pointer (do not click) back up to the Menu bar and point to the other menu names. Notice the commands, buttons, keyboard shortcuts, ellipses, check marks, dimmed commands, and right-pointing diamonds. 6. There are two ways to close a menu without choosing something on it. You can click in a blank area away from the menu or you can tap the ESC key. Click in a blank section of the work area. Notice that the menu closed. 7. Click the View menu. 8. Tap the ESC key at the upper left section of the keyboard.

6 6 Microsoft Word Beginning and Beyond Notice that the menu closed. Window Elements There are a number of other window elements that should be discussed. You already know about the Title bar and the Menu bar. Below the Menu bar are the Standard toolbar and the Formatting toolbar. Below the toolbars is the ruler. Below these items is the work area, in which you type text. In the upper left corner of the work area is the insertion point. It indicates where the next character will appear. To the right of the insertion point is a paragraph mark. Below the insertion point is the end of file mark. At the moment, the file ends where it begins because you have not typed anything yet. Also in the work area is an I-beam, which, as you know, moves as you move the mouse. There is a scroll bar at the right of the window that lets you scroll through the document vertically. Another scroll bar at the bottom lets you scroll horizontally. A Status bar at the bottom of the window provides you with information about the document. Note: If you have n't com pleted the Set ting Up Word to Work with This Course in struc tions in the pref ace, your screen might look a lit tle dif fer ent. Do not worry for the mo ment. You will be asked to do so in the next les son.

7 Lesson 1 - Getting Started with Word The Toolbars As mentioned, two toolbars are currently on your screen the Standard toolbar and the Formatting toolbar. Word has other toolbars for special features. (They might be on one row for the moment.) The buttons on a toolbar provide alternative methods of activating commands. For example, the New Blank Document button on the Standard toolbar (it is usually the first one on the left) is an alternative for the New command on the File menu. We will show you. 1. Click the File menu. Notice the New command at the top. At the left of it is a representation of the New Blank Document button on the toolbar. Also notice to the right is a keyboard shortcut, Ctrl+N. In other words, there are three ways to activate this command by clicking New on this menu, by clicking the button on the toolbar or by using the keyboard shortcut. 2. Click in a blank area outside the menu to close it. 3. There is no need to memorize the names of toolbar buttons, because when you point to a button a ScreenTip with its name appears. Point (do not click) to the New Blank Document button on the toolbar. After a moment, a ScreenTip with the name New Blank Document appears. 4. Point (but to not click) to other buttons on the toolbars and notice the ScreenTips with their names. Creating a Document Now that you are familiar with the Word environment, you are ready to create a document. Wraparound If you are new to computers, you may not be aware of the wraparound feature. Unlike a typewriter, where you must use the carriage return at the end of each line, word processing programs automatically wrap a word to the next line if there is not enough room for it. You are going to see how this works by typing three

8 8 Microsoft Word Beginning and Beyond paragraphs. (Even if you know about wraparound, type the paragraphs so that you will have some text on the screen.) Tip: Through out this course, the lines on your screen might end at dif fer ent places than they do in this man ual. This will not af fect any of the steps in the course, how ever. 1. Tap the TAB key to indent the first line of the paragraph. A tab mark appears, indicating that you tapped the TAB key. It will not print out. (If the tab mark did not appear, verify that the Show/Hide Paragraph button near the end of the Standard toolbar is on.) 2. Type the following paragraph. Do not tap the ENTER key at the end of each line. Watch the text wrap around. Type as fast as you can and do not stop to cor rect er rors. Welcome to Microsoft Word for Windows, one of the most popular and versatile word processing programs for the personal computer. Word is a product of Microsoft Corporation, which is located in Redmond, Washington. The little dots between the words are not periods. They merely indicate that you tapped the spacebar. Like the tab mark, they do not print out unless you specifically request it. 3. Tap the ENTER key once to end the paragraph. A paragraph mark appears, indicating that you tapped the ENTER key. Like all special marks, paragraph marks do not print out. 4. Tap the ENTER key again to create a blank line. There are now three paragraph marks on the screen. You entered the first two. The last one was there originally when you started Word.

9 Lesson 1 - Getting Started with Word Type the next two paragraphs, beginning each with a tab and ending each with two returns. Once again, do not be concerned if the lines on your screen end at different places than they do below. Right now you are observing the wraparound feature as you type this text. Most word processing programs have this capability and Word is no exception. It allows you to type a paragraph without tapping the Enter key at the end of each line. Very shortly you will be learning many other functions of this word processing program. For example, you will learn how to save and open a document and how to insert and delete text. As you become more and more comfortable with Word, you will discover many ways to make it an integral part of your work routine. Note: If wavy red lines ap pear un der some of the text that you typed, Word is in di cat ing that these words are mis spelled. If a green wavy line ap pears, Word is ques tion ing the gram mar. You will learn more about the spell ing fea ture later. Nei ther of these lines print out. You can ig nore them for now. Moving the Insertion Point Perhaps you noticed that the insertion point and the end of file mark moved along with you as you typed. To make changes, the insertion point has to be moved to where the changes are to be made. 1. The easiest way to move the insertion point is to put the I-beam at the new position and click.

10 10 Microsoft Word Beginning and Beyond Using the mouse, position the I-beam anywhere in the text and click. Do not be concerned if you accidentally highlight text as below. If this happens, just click again and the highlighting will disappear. You will learn about highlighting in a later lesson. 2. Move the I-beam away from where you clicked so you can see the insertion point. Notice the insertion point. 3. Continue to position the I-beam at other places within text and click insertion points until you are comfortable with the procedure. Although clicking an insertion point is usually the easiest and fastest way to move the insertion point, there are useful methods using the keyboard rather than the mouse. You are going to use some of these methods. The ARROW keys move the insertion point one character to the left or right, or one line up or down. 1. If you are new to the computer, find the ARROW keys. You probably have two sets of them. 2. Tap the UP ARROW key and notice that the insertion point has moved up a line. 3. Hold down the UP ARROW key until the insertion point will no longer move. Notice how the insertion point went to the top of the page. 4. Hold down the RIGHT ARROW key. Keep holding it down and watch the insertion point go from line to line. 5. Hold down the LEFT ARROW key. Keep holding it down and watch the insertion point go to the end of the previous line when it reaches the beginning of a line.

11 Lesson 1 - Getting Started with Word Hold down the DOWN ARROW key until the insertion point will no longer move. The insertion point cannot go below this point because you can move only as far as you have typed. (To move below this position, you have to enter some text.) The HOME and END keys let you go to the beginning and end of a line, respectively. 1. Find the HOME and END keys. You may have two sets. 2. Using the ARROW keys, position the insertion point in the middle of any line of text. 3. Tap the HOME key and watch the insertion point jump to the beginning of the line. 4. Tap the END key and watch the insertion point jump to the end of the line. The HOME and END keys, when used with the CTRL key, take you to the beginning and end of the document. 1. Hold down the CTRL key, tap the HOME key, and then release the CTRL key. Notice the insertion point go to the beginning of the document. 2. Hold down the CTRL key, tap the END key, and then release the CTRL key. Notice the insertion point go to the end of the document. 3. Commands using the CTRL, ALT and SHIFT keys will be notated CTRL/HOME, ALT/F5, SHIFT/F1, etc. Always hold down the CTRL, ALT or SHIFT key, tap the other key, and then release the CTRL, ALT or SHIFT key. Practice using CTRL/HOME and CTRL/END until you are comfortable with these keys.

12 12 Microsoft Word Beginning and Beyond CTRL/LEFT ARROW and CTRL/RIGHT ARROW move the insertion point word by word. 1. Using the ARROW keys, position the insertion point on the first character of any word in the middle of the screen. 2. Use CTRL/LEFT ARROW. (If nothing happened, you probably did not hold down the CTRL key, tap the LEFT ARROW key, and then release the CTRL key.) Notice that the insertion point moved one word (or punctuation mark) to the left. 3. Use CTRL/RIGHT ARROW. Notice that the insertion point moved one word (or punctuation mark) to the right. 4. Practice using CTRL/LEFT ARROW and CTRL/RIGHT ARROW until you are comfortable with these keys. Note: In Les son 12, there is a com plete list of key board com mands. Scrolling the Document The right scroll bar scrolls a window vertically and the bottom scroll bar scrolls it horizontally. Although your document should be completely visible, you might accidentally click on a scroll bar and cause text to disappear from view. So that you will know how to get it back, now is a good time to learn the full use of the scroll bars. In a later lesson, you will use them more extensively. You will start with the scroll bar on the right, which is called the vertical scroll bar. Notice that it consists of three elements: up and down scroll arrows, a gray area, and a scroll box. (For now, disregard the three additional buttons below the bar. These will be discussed later in Lesson 12.) The up and down scroll arrows move the document the least distance one row at a time. The gray area moves it a greater distance one window of information at a time. The scroll box can move the screen the greatest distance. Its position on the bar is relative to where you are in the document. In addition, the size of the scroll box is relative to the amount of the document

13 Lesson 1 - Getting Started with Word currently displayed. You will see this when you work with a long document. 1. Click the down scroll arrow a few times and watch the text move off the window one line at a time. Notice how the scroll box has moved. 2. Click the up scroll arrow until all text is visible again. Notice how the scroll box is once again at the top of the bar. 3. The gray area below the scroll box scrolls the text down one window of information every time you click on it. Since you have only one screen of text at the moment, clicking once in the gray area will scroll the entire document. Click anywhere in the gray area below the scroll box. Notice that all of the text has disappeared. Also notice how the scroll box has moved down the bar. 4. The gray area above the scroll box scrolls up one window of information. Click anywhere in the gray area above the scroll box. Notice how the text has reappeared. Tip: An other way to scroll your doc u ment is to drag the scroll box up and down the scroll bar. You will do that in a later les son when you have more text in a doc u ment. You may also have a scroll wheel on your mouse, which scrolls a doc u ment up and down. If you do, ex per i ment with it. 5. For practice, use the same techniques on the bottom scroll bar (called the horizontal scroll bar) to scroll horizontally. When you finish experimenting, return the scroll box to its original

14 14 Microsoft Word Beginning and Beyond position at the left side so that all of the text is displayed. Note: When us ing the up scroll ar row, be care ful not to ac ci den tally drag the split bar above it. The split bar splits the screen so you can see two dif fer ent parts of a doc u ment at the same time. You will not work with this fea ture yet, but should this hap pen, click the Win dow menu on the Menu bar and click Re move Split. Using Print Preview You will learn to print in a later lesson. In the meantime, you can use a feature called Print Preview to see the document exactly as it will look when printed. 1. Click the File menu. 2. Click Print Pre view. 3. To be sure the page on your screen is the same as below, click the One Page button, which is usually the third from the left. Remember, a ScreenTip with the name of the button will fall down when you point to the button. Notice the Print Preview screen. The Print Preview screen allows you to view your text exactly as it will look when it is printed. Notice

15 Lesson 1 - Getting Started with Word the three paragraphs you typed and how they fill only part of the page. Notice the top margin (the blank area above the text) and the left and right margins (the blank areas to the left and right of the text). 4. You can get a closer look at the page. Position the pointer on an area of the page where there is text. Notice that the pointer turns into a magnifying glass with a small plus sign inside of it. This indicates that you can increase the magnification of the document. 5. Click on the page. Notice that the page becomes enlarged and the text is more visible. Also notice that the magnifying glass now has a minus sign inside of it. This indicates that the magnification can be decreased. 6. Position the pointer over some text and click. Notice that once again you can see the entire page. 7. Notice that Print Preview has its own toolbar. You have already used the One Page button. The other button that you are going to use immediately is the Close button. On the Print Preview toolbar, click the Close button to return to the normal editing screen. 8. Print Preview has a toolbar button on the Standard Toolbar. Click the Print Preview button. Notice that you are once again on the Print Preview screen. 9. Click the Close button to return to the editing screen. You will learn much more about Print Preview in Lesson 14. Always feel free, however, to use the Print Preview feature.

16 16 Microsoft Word Beginning and Beyond Exiting Word When you exit Word, all open documents are closed. If there are documents that have unsaved changes, Word will ask if you want to save the changes. Since you do not know how to save a document as yet, you are going to lose your work because it is only in memory (i.e., the computer s chips). Do not be disappointed, however. You will soon be creating other documents. In the last lesson you learned that there are several ways to exit an application. In this course, you will use the Close button on the Word window. 1. At the extreme right of the Title bar, click the Close button. (Don't confuse this with the smaller x button below it.) 2. An alert box appears asking if you want to save the changes. Click the No button. 3. If there are still documents on the screen (that is, Word is still open), keep repeating steps 1 and 2 until the screen returns to the desktop. When the screen returns to the Desktop, Word has been exited. This is the end of Lesson 1. Feel free to start Word and take all or part of the lesson over again. If you want to turn off your computer, do not turn it off manually. Windows should be exited only from the Start button. On the Taskbar, click the Start button and choose Shut Down. Verify that Shut Down is chosen in the dialog box and then click OK or Yes. (See p. 301, Shutting Down Windows.) End of Lesson 1