MS Word-II.

Transcription

1 MS Word-II

2 Contents Tabs (Ribbons)/Main Document page... 1 To bypass the Start screen/begin with a blank document... 1 Resume sample... 2 Creating a resume Creating a flyer Working with WordArt Insert images from Internet/computer Change indents Create tab stops Using AutoCorrect Add a footer Inserting page numbers Add a footer and a page number Switching between open documents Highlight text Print Preview Using the Thesaurus Creating a new file folder Delete files Editing Tips Spelling/Grammar/Contextual checkers Superscript/Subscript To somewhat Photoshop an image Shortcuts

3 Blank document Title Ribbons/Tabs Ruler Scroll bar Status To bypass the Start screen and always begin at a blank Word document Click on File, Options, uncheck the box next to Show the Start screen when the application opens, and on OK. 1

4 2

5 Creating a resume It s best to find an example of the type of resume you wish to create from websites via a Google search or books at the Library. Also look for wording in resumes to find information that will reflect your qualifications and job duties. You can use MS Word templates for resumes, but they are difficult to manipulate. To create a resume based on the example on the previous page, open MS Word and start with a blank document. To change the margins as a way to get more information on a page, click on Page Layout, Margins, and choose the Narrow option (.5 for top, bottom, left, and right). Type your name; you can include your middle name or middle initial. Change the font style, if desired (Calibri, Times New Roman, and Arial are best). Click and drag over your name to select it. Click on the Home tab to change the font size to 16 and then click on the Bold button or use the Ctrl+B shortcut. Click on the Center button in the Paragraph group or use the Ctrl+E shortcut. Click at the end of your name and Press Enter. To add a straight line under your name, click on Insert, Shapes, and on the Line tool. Move the mouse pointer over to the far left, being careful to not run it off the page look at the ruler on the top. If you can t see a ruler, click on View and then on the box next to Ruler in the Show/Hide Group. Hold down the Shift key, click and drag across to almost the end of the right margin, about 7.3 inches. Holding down the Shift key will create a perfectly straight line. While the line is selected, you can use the Arrow keys to fine-tune its position. (To select the line, move the pointer very slowly over it until you see the four-headed movement arrow appear.) Change the font size to 14 and turn off the Bold button by clicking on it. Type your mailing address. Press the Spacebar once. To add a bullet, click on the Insert tab, on Symbol (on the far right), and on More Symbols. Click on the dot style and then on Insert. Click on Close. 3

6 Press the Spacebar and type your city, state, and Zip code. If the font style changes, click and drag over the all the text and the bullet and change it back to the font style of your choice. Press the Spacebar once and insert another dot. Press the Spacebar again and type your telephone number. Press the Spacebar and add another dot. Press the Spacebar and type your address. If the texts wraps to the next line, click and drag over all the text on the address, telephone number line to select it and use the Ctrl+[ shortcut to decrease the font size one point at a time. Press Enter. If you typed an address, pressing Enter may activate it as a hyperlink. To undo this change, right-click on the address, click on Remove Hyperlink, and click in the space below to put the flashing cursor there. Use the Ctrl+E shortcut to move the cursor all the way to the left or click on the Home tab and then on Align Left in the Paragraph group. Press Enter, change the Font size to 14, and type the word Summary. Use the Ctrl+B shortcut to add bold formatting. Press Enter. 4

7 Add a straight line under Summary. You can click on the first line to select it, use the Ctrl+C shortcut to copy it, and the Ctrl+V shortcut to paste it onto the page. Click and drag it into place or while it s selected, use the Arrow keys to move it into place. Click below the line and change the font size to 12 and turn off the bold formatting. Type a sentence that reflects a summary of your best strength. If the spacing seems a little tight, it can be adjusted when you have finished adding all the information. Press Enter twice and type Qualifications. Click and drag over it and change the font size to 14 (you can use the Ctrl+] shortcut) and use Ctrl+B to add bold formatting. Add a line under Qualifications. Click below the line, change the font size to 12, remove the bold formatting, and type five to six short sentences that reflect your qualifications, pressing Enter after each one. To add bullets, click and drag over the qualification sentences or statements and in the Paragraph group, click on the Bullets button. Click at the end of the last sentence, press Enter three times, change the Font size to 14 and type Professional Experience. Add bold formatting. Add a line below it as mentioned above. Press Enter, change the font size to 12 and type your professional experience, as shown on the example. The most recent place of employment or most recent experience goes at the top. Type the years of employment for that job, press the Spacebar, type a hyphen, press the Spacebar, and type the beginning year of employment. (To use Tab stops instead, see page 24). Ex Press the Spacebar five times and type the name of the company. Press the Spacebar five times and type the city and state. Press Enter and type your job title for that job. Click and drag over the title and use the Ctrl+B shortcut to add bold formatting. You can type it in all capital letters, if you wish. Click at the end of the job title and Press Enter. Use the Ctrl+B shortcut to turn off bold formatting or click on the Bold button. Type 2-4 highlights that show your strengths during your time in that position. Click and drag over the items and click on the Bullets button. Press Enter three times, and type the previous place of employment information, just like the most recent employment info. When finished adding the Professional Experience, press Enter three times. Change the font size to 14, type Education, and add bold formatting, and press Enter. Add the line underneath. 5

8 Change the font size to 12 and turn off the bold formatting. Type the year you received your degree, press the Spacebar four times, and type the title of your degree. Press Enter and press the Tab key. Type name of the institution, press the Spacebar five times, and type the city and state. Press Enter twice to add other special trainings/schoolings/classes, following the spacing example for Education. Add Skills, if desired following the example. Adjusting the spacing If you wish to increase space between paragraphs, press Enter. If that spacing seems to big, you can click in the blank space between paragraphs and use the Ctrl+[ shortcut to remove a point at a time. You may need to move the line above or below that section to get it out of the way temporarily. To make the line under your name a bit thicker, right-click on it and click on Format AutoShape. Change the width to 2 pt. Click on OK. Try to keep this spacing the same between similar sections. It creates better consistency. You can also adjust the page margins. Instead of.5 inch all the way around, you might try.75 at the top and bottom. Don t make the margins narrower than.5 inch. 6

9 Creating a flyer Use the Ctrl+N shortcut to open a new blank document. Click on Page Layout and on the down arrow under Orientation in the Page Setup group. Click on Landscape. Click on Margins and click on the Narrow option. To view the rulers to help with placement of boxes, click on View and on Ruler. Press Enter twice and click back at the top of the document. Click on Insert and on WordArt in the Text group. Click on the last style in the first row. Press the Caps Lock key and type GARAGE SALE and click in the blank space. Click on the right middle sizing-handle of the text box and drag it to the right until it s on the 9-inch mark on the top ruler. To make the Word Art fill the space, click and drag over it to select it, click on the down arrow next to Text Effects in the WordArt Styles group, on Transform, and on the first choice under Warp. To center the WordArt on the page, click on the top line of the box and drag it left or right until a green line appears on the left or right and let go. The center sizing handle should be on about the 4.5-inch mark on the ruler. 7

10 Click below the WordArt and press Enter. If it moves the WordArt, drag it back to the top. Type 9:00 a.m. to 4:00 p.m. and press Enter. Type Friday, May 27 and press Enter. Type Saturday, May 28 Click and drag over the three sentences, change the Font style to Arial Narrow and the Font size to 75. Click on the Bold button (Ctrl+B). Click on the Center button (Ctrl+C). To tighten the spacing between the sentences, if necessary, click and drag to select them. Click on the down arrow next to Line Spacing in the Paragraph group and on Line Spacing Options. Click and drag over the number in the At: window, type.9 and click on OK. To recolor the WordArt Click and drag over the WordArt to select it. Click on Format in the Word Art Styles group, click on the down arrow next to Text Fill, and click on the color of your choice. Think bold! While the WordArt is still selected, click on the down arrow next to Text Outline and click on a color. You can choose a Weight (line width) from this option, too. To change the shadow color, click on Shape Effects in the Shape Styles group, rest your pointer on Shadow, and click on a shadow style. Click on Shape Effects again, rest your pointer on Shadow, and click on Shadow Options. On the right, click on the down arrow next to Shadow Color and click on a color. Click on the X to close the Format Text Effects window, and click in the blank space to deselect the WordArt. 8

11 To insert images from Internet or your computer To add pictures to a document, minimize MS Word 2013, by clicking on the Minimize button (-) in the upper right-hand corner. Double-click on the Internet Explorer icon button on your desktop. Go to and do a search for a city or country you d like to visit. Click on the Images link. When working with images, it s best to find large images, especially if you want them to be large on the page. If you try to make a small image larger, it will often get pixelated or look fuzzy. You can make a large image smaller, without visual issues. On the image results page, click on Search tools and on Large. Click on an image to select it. You can right-click on the image and choose the Copy option to copy and paste it into your document or right-click on it and click on Save Picture As: Click on Desktop on the left, click in the File Name window and type the name of your city or country, and click on Save. Note: You could also navigate to a specific location, such as a file folder or portable storage device drive). Click on the X to close Internet. Click on Microsoft Word button on the Start taskbar to get back to Word. To insert the picture, click on Insert and in the Illustrations group, click on Picture. Navigate to the Desktop and double-click on the image name. To be able to move an image around on a page, you have to change the way text wraps around it. Click on the Layout Options button that appears to the right of the image. Click on the appropriate option, like Top and Bottom or Tight. What do the options mean?: In Line with Text the bottom of the image will start at the at the insertion point of the cursor Square text will wrap around the outside edges of the image s box Tight text will wrap more closely to the image. If you use MS Clip Art, you ll see text fitting around the actual image, not the just the box 9

12 edges. This isn t perfect. You will still see some white space around the image Through text should wrap to the bounding points of the image, but this is basically the same as Tight. Top and Bottom text will only wrap above or below the image. Behind Text puts the image behind text. You can use an image as a watermark in this way. You will need to lighten the image. Right-click on the image, click on Format Picture, click on the down arrow next to Recolor and click on the light gray under Light Variations. You can even go lighter, if necessary. Click on the image, click on Format, then on Brightness in the Adjust group, and choose the +30% option. In front of text hmmm, don t know why you d want to do this, because it will block text. Resize the image by clicking on a corner-sizing handle and dragging in toward the middle (you need to see the two-headed sizing arrow). You can crop an image as desired; click on the image to select it, click on Format under Picture Tools, and then on the Crop button. Crop works like a paper cutter. Place the mouse pointer on the middle sizing handles and drag in. If you crop too much, select Crop again and drag the image back out. 10

13 Interesting Tidbits Change indents Tab stop Hanging indent First line indent If you want to indent the first line of every paragraph, click and drag the First line indent marker to the ½ point on the ruler. If you want the text that begins on the second line to also begin on the ½ point on the ruler, use the Ctrl+T shortcut or click and drag the Hanging Indent marker. If you want to move a block of text to another point on the ruler, move the mouse pointer to the square Left Indent marker on the ruler and click and drag it to where you want it. 11

14 Create tab stops Click on the ruler to place the tab stops and you will see a little elbow Left Tab appear on the ruler. Click where you want to begin typing, type the information, and press the Tab key to move to the next tab. Press Enter, if needed to begin a new paragraph or line. Tab stops To remove the tab stops, click on them and drag them off into the dark part of the ruler. When typing a list that includes something like - Name: Date: It s hard to line up the end of the underscores, so instead, create a special tab. On the Home tab, click on the launcher arrow in the Paragraph group, and on the Tabs button. On the Tabs dialog box, figure out where you want the underscore to end (look at the ruler) and type a number (such as 5.5) in the window under Tab stop position. For an underscore bar, under Leader, click on the radio button next to choice 4. Then click on Set and then on OK. Then type Name: and press the Tab key and a line should appear. 12

15 Press Enter, as desired for spacing between the sentences. Name: Address: Phone number: To remove the tab stop, click on it and drag it off to the blue part of the ruler. Using AutoCorrect If you consistently spell certain words wrong, you can fix this problem with AutoCorrect. Click on File, on Options, Proofing, and then on AutoCorrect Options. This will bring up a dialog box, which will allow you to type the word the way you commonly misspell it and the correct way. Type incorrect spelling Type correct spelling Click on Add and then on OK. This may not work on a library computer. 13

16 Add a footer Click on Insert and then on Footer in the Header and Footer group. Choose the Blank footer. Click at the beginning and type your initials. Press the Tab key a few times to move the cursor to the right, staying within the margin, and type the current month and year in the format below. Click on the Close Header and Footer button. To edit an existing footer, double-click on it or right-click on it and click on Edit footer. Insert page numbers Click on Insert, on Page Number in the Header & Footer group, on one of the page position options, and then on a layout style. If you don t want a number to appear on the first page, right-click on the page number in the footer and on Edit footer. The Header & Footer Tools/Design tab will appear. Click on Different First Page in the Options group, on Page Number in the Header & Footer group, on Format Page Numbers, and in the window next to Start at: type 0, and click on OK. Click on Close Header and Footer. You can use this option or the instructions on page 15, which will work for starting numbering on any page after page 1. 14

17 Add a page number starting on a subsequent page 1. When finished with your document, click at the top of the page where you wish to begin numbering. 2. Click on the Page Layout tab. 3. In the Page Setup group, click in the down arrow next to Breaks and click on Continuous. 4. On the Insert tab, click on Page Number in the Header and Footer group, choose a layout and style. 5. In the Navigation group, click on Link to Previous to deselect it. 6. In the Header and Footer group, click on Page Number, on Format Page Numbers, and in the Start at: window, type 1 to begin numbering with number Click on OK. 8. Scroll up to the previous page and delete the page number. 9. Click on Close Header and Footer. Add a footer and a page number Insert a Page Number Insert and in the Header and Footer group, click on Page Number. Click on Bottom of Page and choose the appropriate layout (there are lots of choices), generally Plain number 3. To add footer information, click over the left and a little below the level of the page number and the flashing cursor will appear. Type the information and click on the Close Header and Footer button in the top right corner. Switching between documents, if you re working on more than one at a time Use the shortcut Ctrl+F6 or click on the View tab, on Switch Window in the Window group, and then click on the Window of the document you want to view. Using Crtl+F6 is a quick toggle switch that will let you move back and forth between documents more easily. It s good to make back-up copies of important documents. Keep one on the C: drive and one on a CD or flash key. Highlight text Need to make changes to text in your document? To see it more easily when you scroll through a document, select the text you want to highlight and click on the Highlight button on the Home tab/font group. 15

18 Print Preview Don t forget to click on the Print Preview & Print button prior to printing a document. It will save a lot of paper. Add it to the QAT (Quick Access Toolbar) by clicking on the down arrow next to the QAT in the top left of the screen, and click on Print Preview & Print. Using the Thesaurus Click and drag over the word or double-click on it and use the Shift+F7 shortcut. Click on the new word of your choice and a down arrow will appear. Click on the down arrow and then on Insert. Creating a new file folder When finished creating a document, click on File and then on Save as (F12). Click on the down arrow next to Save in and choose a location, such as your Desktop. Click on New Folder. Type a name for the folder in the Name window. Click on OK. To open the folder, double-click on it. 16

19 Delete files You can do this from the Open window, too. Right-click on the file you want to delete and click on Delete. A window will pop-up, asking if you really want to delete this file. Click on Yes. Editing tips No more space-space in between words. To easily remove extra spacing in a document, use Ctrl+A to select all contents and Ctrl+H to access the Replace dialog box. In the Find What window, press the Spacebar twice. In the Replace with window, press the Spacebar once. Click on Replace All. Press Escape to get rid of pop-up menus. 72 pt. font size is equal to 1-inch high letters. Spelling/Grammar/Contextual checkers If Word finds a spelling error, the word will be underlined with a red wavy line. If Word finds a grammar error, the word or phrase will be underlined with a green wavy line. If Word finds a contextual error, the word will be underlined with a blue wavy line. Superscript and Subscript To make H2O degrees look like H2O highlight the number or letter(s) you want to change and press Ctrl+= (Ctrl+ the equals key) or in the Font group of the Home tab, click on the x2 button (the Subscript shortcut). To have 90o look like 90 o highlight the number or letter(s) you want to change and press Ctrl+Shift++ (Ctrl+Shift+ the plus sign) or click on the x 2 button (the Superscript shortcut). 17

20 To somewhat Photoshop an image Word 2013 has a new feature called Remove Background. It s not as good as Photoshop for editing an image, but it s not bad. Insert a photo (helps to have a photo that has a background that is similar and contrasting to the part of the image you want to keep), click on Format, and on Remove Background in the Adjust group. If you are happy with the removed section, click on Keep Changes. You can now use Text Wrapping to change the image layout on the page or right-click on the image for more options. If you need to adjust what s been removed to add areas that were deleted, click on Mark Areas to Keep. The mouse pointer will look like a pencil. Click and drag over areas you want to keep; you may have to click and drag multiple times to select all areas. This isn t perfect, but it s better than nothing. When finished, click on Keep Changes. His flippers were marked to be removed, so using the Mark Areas to Keep option, they will be visible. 18

21 Shortcuts Ctrl+ or to move up or down a paragraph at a time. Crtl+ PageUp or PageDown to move to the beginning of a previous page or the next page. Shift+F5 to get back to the last place you made changes in a document. Ctrl+A to select all the text in a document. Shift+ to select specific lines of text in a document. Sometimes this is easier than trying to click and drag over it. You can also use the Shift and click method click before the first character of text you want to select, scroll down to the last character you want to select, hold down the Shift key and click. Ctrl+Enter to create a page break, instead of pressing Enter, Enter, Enter to get to the bottom of a page. Paragraph formatting Ctrl+M indents text. Ctrl+Shift+M unindents text. Ctrl+T creates a Hanging Indent. Ctrl+Shift+T unhangs the indent. Ctrl+E centers the paragraph. Ctrl+J fully justifies paragraphs. Ctrl+L left aligns (flush left). Ctrl+R right aligns (flush right). Ctrl+Q to undo all paragraph formatting. Line-spacing Select the text first and then use these shortcuts. Ctrl+1 for single-spaced. Ctrl+2 for double-spaced. Ctrl+5 for 1½ spaced. 19

22 Text formatting Ctrl+Shift+A ALL CAPS. Ctrl+B Bold Ctrl+Shift+D double underlining. Ctrl+Shift+I italics. Ctrl+Shift+K SMALL CAPS. Ctrl+U continuous underline. Ctrl+Shift+W word underline. Ctrl+= subscript. Ctrl+Shift+= superscript. To add the copyright symbol, type (c) To add the registered trademark symbol, type (r) To add the trademark symbol, type (tm) To create a cents sign, hold down the Ctrl key and press the + sign and then the / slash and let go. Type the letter c Weird foreign characters Ctrl+ á é Ctrl+` à è Ctrl+Shift+: ä ë Ctrl+Shift+^ â ê Ctrl+Shift+~ ã ñ Ctrl+Shift+& æ œ Ctrl+Shift+@ å Å Ctrl+, ç Ç Ctrl+/ ø Ø To type the word violà, type viol and then use the shortcut Ctrl+` (the key under the Esc key it also has a tilde ~ on it) and type the letter a and voilà! To remove the smiley face when typing (A:), press the Backspace key. Tip: Don t forget to go to click on Information Desk, and on Computer Classes to view MS Word tutorials and Quick Guides. 20