The PCC CIS etutorial to Word Special Features

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The PCC CIS etutorial to Word Special Features

Table of Contents How do I insert the date and time?...3 Updatable Dates... 3 Try it!... 4 How can I insert other common information?...4 Try it!... 4 How do I insert a graphic?...5 Inserting Clip-Art... 5 Try it!... 5 Inserting Your Own Picture... 6 Try It... 6 Resizing an Image... 6 Deleting an Image... 6 How do I insert an APA header?...6 How do I insert an MLA header and footer?...7 How do I print?...8 How do I check spelling?...9 How do I check grammar?...10 How do I type an email in word and copy it into my email program?...10 How do I use the letter or résumé wizard?...11 How do I print an envelope?...11 The PCC CIS etutorial to Word Special Features 2 of 11

etutorial to Word Special Features Office XP includes a number of powerful features and options that you can use when creating documents in Word. You will not use all of them in this class though you will use some! Many of the features can be useful in both the classroom and the workplace. How do I insert the date and time? Most letters and memos include the date and/or time that they are created. One way to insert this information is to simply type it: July 20, 2003. But why type it out when Word can automatically insert the current date and/or time? To do this, set the cursor where you want the date or time to appear. On the Insert menu, click Date and Time. A Date and Time window will appear. Click on the format you like. Make sure the Update automatically box at the bottom of the window is blank. If it has a check mark, click on the box to make the check mark disappear. Click the OK button on the right side of the window. The current date or time will appear in your document. Updatable Dates If you want the date to reflect the time you created the document, make sure the Update automatically, box is unchecked. But if you want the date to reflect the moment that you view or print the document, that box should be checked! This can be useful when creating a form letter. Instead of having to manually change the date every time you print the letter, Word can change it automatically, so that it is current every time you print it. To do this, set the cursor where you want the date or time to appear. On the Insert menu, click Date and Time. The PCC CIS etutorial to Word Special Features 3 of 11

A Date and Time dialogue box will appear. Click the date or time format you want. Make sure the Update automatically box at the bottom of the window is checked. If it is blank, click the box to check it. Click OK. The current date or time will appear in your document, and it will now update every time you print. Try it! Open the document Sample-Letter. Delete the words July 20, 2003. On the Insert menu, click Date and Time. Click the format Month Day, Year (for instance, August 14, 2003 ). Make sure Update automatically box is checked. Click OK. The document should now display the current date. How can I insert other common information? Some words and phrases are used constantly. To assure consistency and avoid typing them out each time, you can insert these items from a standard menu. Position the cursor where you want the phrase to appear. On the Insert menu, click Autotext, then one of the categories, such as Mailing Instructions or Salutations. Click on the phrase you want. The phrase will appear in your document. Try it! Open the document Sample-Letter- HEO. Highlight the closing phrase Cordially. On the Insert menu, click Autotext and then Closing. Click Respectfully yours. This phrase will replace Cordially in the letter. The PCC CIS etutorial to Word Special Features 4 of 11

How do I insert a graphic? Graphics can jazz up a boring document, illustrate a difficult point, or represent your company logo. They are fairly easy to insert, too. Word comes with a selection of clip art, or you can insert a picture from your own files. Inserting Clip-Art To insert a piece of clip art from Office s built-in collection, do the following: On the Insert menu, click Picture, then Clip Art. The Insert Clip Art sidebar will appear on the right side of your screen. Under Search For, type a general word that describes what you are looking for (such as computer, school, animals, or holidays). Click Search. You should then see a selection of several images that fit your search term. If you do not find an image you want, you can go back and search with a different term by clicking Modify. When you find an image you want, doubleclick it. This will place the image in your document. You can cut it, copy it, paste it, center it, or otherwise treat it just like a word. Try it! Add a red-apple logo to the top of a letter document. Open a document (or create a new document) Position the cursor at the top of the page. On the Insert menu, click Picture, then Clip Art. Enter the search term school. Double-click the image of a red apple on a stack of books. The image will appear in the document. To continue with a letter, press the Enter key and type the date. Press Enter a few more times and type the recipient s address, etc. The PCC CIS etutorial to Word Special Features 5 of 11

Inserting Your Own Picture Just as you did with the clip art, you can insert your own image (such as a company logo graphic or a picture from a digital camera). Your image will be a file stored on your computer or accessible from a disk or other media. To insert a picture, follow these steps: Make sure you have a Word document open. On the Insert menu, click Picture, then From a File. The Insert Picture dialogue box will appear. Find the picture you would like to insert and double-click it. Try It If you do not have any images to insert, you might search for free graphics on the Internet. The sites will explain what free means, and include instructions for how to save the file to your computer. You might save the image to your computer s desktop for this exercise, and then follow the instructions above. Resizing an Image If you would like to make a picture larger or smaller, you can resize it. To do so, follow these steps: Click the picture once with your mouse a small frame will appear around the picture (these are called sizing handles ). By moving the mouse, direct the cursor over one of the sizing handles and grab it. Drag the sizing handle inward to make the picture smaller or outward to make it larger. Note: It is almost always best to drag the corners of the picture rather than the sides. Also, if you make the image too small, some details may become blurry. Similarly, if you enlarge the image too much, it may start to look pixilated. Deleting an Image Sometimes you insert an image and then decide you do not want to use it. Fortunately, they are very simple to delete: Click the image with your mouse, then press Delete on the keyboard. How do I insert an APA header? When writing papers for classes and for submission to journals and other research publications, you will be required to format the paper in either APA (meaning the guidelines are taken from The Publication Manual of the The PCC CIS etutorial to Word Special Features 6 of 11

American Psychological Association) or MLA (established by the Modern Language Association). You will want to inquire of your instructor or the publication requirements which formatting you are to use. Each style of formatting includes specifics about line spacing, first-line indents, margins, parenthetical citations, references, and headers and footers throughout the document. What is a header? The header is an automatic note at the top (or head) of each page that tells you what you are reading and what page you are on. A footer, is just like a header except it appears at the bottom (or foot) of the page. Fortunately, APA style uses one of the simplest types of headers you can create! To add an APA header, simply do the following: On the View menu, click Header and Footer (a new Header and Footer toolbar will appear floating on your screen you will need it later). Press the Tab key twice to move the cursor to the right margin of your page. Type a shortened two- or three-word title for your paper (for example, Problems in Criminal Law might become just Criminal Law ). Add five spaces after the shortened title. On the floating Header and Footer toolbar, click the page number button to insert the page number (don t just type in the number or it will be the same for every page!). On the floating Header and Footer toolbar, click Close. The header will appear in your right margin (though it will look gray). As you type, the page numbers will automatically increase. If the header disappears, don t panic! From the View menu, click Print Layout. The header should then appear in your right margin with the text grayed out, as shown. How do I insert an MLA header and footer? The MLA headers and footers are a little trickier than APA headers and footers because the first-page header is different from the headers on the pages that follow it. Fortunately, Word simplifies this task. To set up an MLA header and footer, do the following: Open a document with at least two pages of text. On the View menu, click Header and Footer. The PCC CIS etutorial to Word Special Features 7 of 11

On the floating Header and Footer toolbar, click the Page Setup button. This will open the page setup dialog box. On the dialog box, check Different first page. Click OK. On the Header and Footer toolbar, click the Switch Between Header and Footer button. Click the Page Number button. On the main toolbar, click the Center button. This will ensure that your first page always displays the page number in the footer. To set the header for the rest of the pages, do the following: Click the Switch Between Header and Footer button again to move back to the header box. Click the Show Next button again to move to page 2. Type your last name. Press Tab twice to move to the right margin. Click the Page Number button. This will give you an MLA style header. You can then click the Close button and return to editing your paper. How do I print? If you want to print a copy of your entire document, follow these steps: First, make sure that your printer is turned on and that it has paper. From the toolbar, click the Print button. If you want print only a few of the pages or want more than one copy, do the following: The PCC CIS etutorial to Word Special Features 8 of 11

On the File menu, click Print (or just press CTRL+P) to display the print dialogue box. Under the Page Range heading you can select: All: to print the entire document. Current page: to print only the page on which the cursor is located. Pages: to select several pages to print. For instance, if you have an eight-page document and you wanted to print pages 6, 7, and 8, you would select the Pages option and type 6-8 in the blank space. Under the Copies heading you can choose to print multiple copies of your document. Just type the number of copies you want in the Number of copies: box. The default setting is one copy. Once you have selected the options you want, click OK to print your document. How do I check spelling? Word automatically corrects many commonly misspelled words, such as quickly replacing the misspelled recieve with receive. As you type, any words that are not included in Word s dictionary will appear with a wavy red line under them. The dictionary may not include proper names and some technical terms. When you see a word with a wavy red line under it, right-click the word. A pop-up menu will open and offer you suggestions for correct spelling. If the word is a proper name or otherwise not misspelled, click Ignore All. The red line will disappear from under the word. If this is a word you use regularly, you may want to click Add to Dictionary. If the word is misspelled and the proper spelling appears in the list of suggestions, click the correct spelling. If the word is misspelled but the correct spelling does not appear in the list of suggestions, simply consult your dictionary and type the word again. The PCC CIS etutorial to Word Special Features 9 of 11

Remember, though, that spellcheck is only a computer program. It is not infallible! There is no computerized substitute for carefully checking your own document. Many people consider it especially rude (not to mention sloppy) not to run spellcheck on documents before submitting or emailing them. How do I check grammar? Word will automatically check grammar as you type, looking for errors in subject-verb agreement, sentence fragments, run-on sentences, and the use of passive voice, among other things. A wavy green line will appear under sentences and phrases that have grammar problems. When you see a wavy green underline, right-click on the underlined word, phrase, or sentence. A pop-up menu will open and give you a list of suggestions to correct the offending sentence. If the suggested sentence is correct, click Change. If there are no suggestions, or the suggestions do not work, write your own correction into the upper box of the window and click Change. If you feel the sentence is correct, click Ignore. Remember that, like spellcheck, grammar-check is far from infallible. Sometimes it can be overly sensitive and will underline acceptable sentences. On the other hand, it will not catch every possible grammar problem. You should not rely solely on the computer to catch your mistakes check your document carefully. How do I type an email in word and copy it into my email program? While most emails you send are simply to friends, coworkers, and family, other emails may be to your boss or potential employers. It is important that these emails help you make a good impression. If you want to check your emails for grammar and spelling before sending them, you can type them in Word, check them, and then copy and paste them to your email program. To do this, type your message into a new Word document, then do any necessary checks for grammar and spelling. Then highlight what you have written and copy it, either by pressing CTRL+C, or by going to the Edit menu and clicking Copy. Now open your email program and create a new message. Paste your message into the body of the email by pressing CTRL+V, or by going to the Edit menu and clicking Paste. The PCC CIS etutorial to Word Special Features 10 of 11

Fill in the To:, From:, and Subject: lines, and send your email. How do I use the letter or résumé wizard? If you sometimes have trouble creating neatly formatted documents, Word includes several tools to help you. Some of these tools are templates that you can open when you create a new document. They include some basic layouts and possibly some text that you can customize to fit your needs. Other templates are available on the Web (simply log in to your ISP with Word open, go to the Help menu, and click Office on the Web). Word also comes with special programs called wizards that not only help you select a template, but also help you enter text and customize the document for your needs. Two wizards you might want to try are the Letter Wizard and the Resume Wizard. To start the Letter or Résumé Wizards, do the following: From the File menu, click New. From the New Documents sidebar, click General Templates. Select the Other Documents tab, then double-click the Resume Wizard to build your résumé. Or, to build a letter, select the Letters & Faxes tab, then double-click the Letter Wizard. Follow the on-screen directions to build your new document. How do I print an envelope? If you have a professional looking document you will want to send it in a professional looking envelope. If your printer can handle envelopes (check your printer manual for assistance), follow these steps to print a standard, legal-size envelope in Word: From the Tools menu, click Letters and Mailings, then Envelopes and Labels. Enter the delivery address. Enter the return address. Click Print. The PCC CIS etutorial to Word Special Features 11 of 11

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