Introduction to MS Word XP 2002: An Overview

Introduction to MS Word XP 2002: An Overview Sources Used: http://www.fgcu.edu/support/office2000/word/files.html Florida Gulf Coast University Technology Skills Orientation Word 2000 Tutorial The Computer Companion Bill and Melinda Gates Foundation To Start Double click with the left mouse button on the Microsoft Word icon to start the program. Microsoft Word is a word processing program you can use to write letters, resumes, and reports, etc. You can make your documents more appealing and easier to read by applying formatting such as bold and italics, to text. Creating a New Document Choose File New from the menu bar. OR Click the New Document icon on the menu bar. OR Press CTRL+N at the same time on the keyboard. Click on Blank Document A new white blank document will appear on your screen. Typing and Inserting Text Just start typing to enter text. The text will appear where the blinking cursor is located. Move the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the left button. 1. Practice typing a few lines of text. 2. Move the cursor around by using the arrow buttons. Note: Pressing the Enter Key (also called a hard return) will add a blank line your document. Saving a Document Select File Save or Save As from the menu bar. OR Click the Save icon on the menu bar. OR Press CTRL+S at the same time on the keyboard. Note: Word will automatically put in the first line of document as the File name. You can use that or type in a new one. 1

Important features of this dialog box: Save In Box The top of the dialog box is where you select the folder and drive to store the file. By saving directly to a folder you can group like files together and eliminate lots of individual files in one space, which can make it difficult to quickly locate the file at a later date. Use the drop down menu to find the folder or drive you would like to save to. Moving Up a Folder Use this feature to move up a level in your folder and file directory. Create a New Folder If there is not an appropriate folder for the file you are saving, you can create a new folder within an existing folder or drive. First, select the folder or drive you want the new folder to be located in. Next, select the icon above. You will be asked to name the new folder, and the computer will automatically move that folder to the Save In Box. File Name Box This is where you name the file being saved. Select a name that is relevant to the document and that you will remember when searching for it at a later date. 1. Click on File Save to bring up the Save Dialog box. 2. Create a new folder on the desktop. 3. Type a file name for your document. 4. Ensure that you have the correct drive selected in the Save In drop down box. In this example it should read Desktop. 5. Click the Save icon to save your document. 2

File Management Once you start saving files, you will want to start organizing them. You can create folders on a disk drive such as a floppy disk drive, CD ROM drive, or hard drive. Computers use a hierarchical system to organize information. To understand how this works, think about the system used to organize files in most offices or at your home. Letters and other correspondence can be stored in folders in a filing cabinet. If there are a lot of items to be filed, the filing cabinet can have multiple drawers to store the files. The structure is similar on the computer, except the files are stored in folders in disk drives instead of cabinets. To create a new folder to organize existing files: Double click on My Computer (on the desktop) Select the location of where you want the folder to be (desktop, A Drive, C Drive, etc.) Click File on the menu bar, point to New, and select Folder Type a name for your folder and press Enter. The folder has the new name To move a File into a Folder Click the file to select it Hold down the left mouse button, and drag the file to the folder. The file is moves into the folder. Opening an Existing Document Choose File Open from the menu bar. OR Click the Open File icon on the menu bar. OR Press CTRL+O at the same time on the keyboard. 3

Each method will show the Open dialog box. Choose the file and click the Open icon. Click the downward pointing arrow next to the Look In drop down list box, and select the folder or drive the file is stored in. Select the file by clicking it once, and click Open. 1. Open Gates Word Exercise from the desktop. Selecting Text To change any attributes of text, it must be highlighted first. Select the text by dragging the mouse over the desired text while keeping the left mouse icon depressed, or hold down the SHIFT key on the keyboard while using the arrow icons to highlight the text. Deselect the text by clicking anywhere outside of the selection on the page or press an arrow key on the keyboard. Selection Technique Whole word Double click the left mouse icon within the Word Whole paragraph Several words or lines Entire document Triple click within the paragraph drag the mouse over the words, or hold down SHIFT while using the arrow keys choose Edit Select All from the menu bar, or press CTRL+A 1. In the Gates Word Report Exercise, select the phrase common name in the first sentence. 2. Deselect the text by clicking anywhere outside of the selection on the page or press an arrow key on the keyboard. Deleting Text Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace will delete text to the left of the cursor and Delete will erase text to the right. To delete a large selection of text, highlight it using any of the methods outlined above and press the DELETE key. Undo Feel free to experiment with various text styles. You can always undo your last action by clicking the Undo icon on the standard toolbar or selecting Edit Undo from the menu bar. 1. Highlight the word cactus in the first paragraph. 2. Click on the Italics icon on the toolbar, so the word turns into italics. 3. Click Undo on the Standard toolbar. Your last action is undone. 4

Moving (Cutting) Text Cutting and pasting on the computer works like using scissors and glue. You cut what you want to move and paste it someplace else. Highlight the text that will be moved, then select Edit Cut from the menu bar OR Click the Cut icon on the standard tool bar OR Press CTRL+X at once. This will move the text to a clipboard. The report would make more sense if the second and third paragraphs were switched. You don t need retype the paragraphs; you can just cut and paste them. 1. Select the entire second paragraph by placing the mouse pointer at the beginning of the paragraph, holding down the left mouse icon, and dragging the mouse pointer to the end of the paragraph. Release the mouse icon. The paragraph is selected. 2. Click Edit on the menu bar, and select Cut. Notice the paragraph seems to have disappeared. It is not really gone; it s on the clipboard for use later. 3. Click at the end of the third paragraph to place the insertion point there. 4. Press Enter to add space for the paragraph. 5. Click Edit on the menu bar, and select Paste. The paragraph is now last paragraph in the report. Copying Text Highlight the text that will be copied, then choose Edit Copy from the menu bar OR Click the Copy icon on the standard toolbar OR Press CTRL+C to copy the text to the clipboard. 1. Select the word location. 2. Click Edit on the menu bar, and select Copy; or click on the Copy icon; or press CRTL+C. 3. Press Enter to move the cursor below the last paragraph. 4. Click Edit on the menu bar, and select Paste; or the Paste icon (see below); or press CTRL+V. 5. Select and delete the word location. Pasting Text To paste, cut or copy text Move the cursor to the location you want to place the text Select Edit Paste from the menu bar OR Click the Paste icon on the standard toolbar OR Press CTRL+V. 5

The Clipboard The last 24 elements that were cut or copied are placed onto Word's Clipboard. You can view the elements on the clipboard by selecting Edit Office Clipboard from the menu bar. The clipboard will appear in the Task Pane on the right hand side of the window. The first line or so of the text that you cut or copied will appear. Click on the text to add its contents to the document. Click Paste All to add all of the items to the document at once. Click the Clear All icon (the icon with an "X" over the clipboard image) to clear the contents of the clipboard. Note: This is different in older versions of Word. Paragraph Attributes Format a paragraph by placing the cursor within the paragraph and selecting Format Paragraph from the menu bar. Use this dialog box to edit the text alignment and line spacing (single, double, 1.5 lines, etc.) 6

To Change Line Spacing: Click Edit Select All from the menu bar. All the text in the report is selected. Click Format Paragraph from the menu bar. The Paragraph dialog box appears. Click the black downward pointing arrow next to the Line spacing list box in the spacing section of the dialog box, and select Double. Click OK. Font Word allows text to be edited by font style, size, and color. To change the Font, Highlight the text you want to change. Choose Format Font from the menu bar. Select the font style, size, and color. Changing Font Size Notice that Albert Einstein is in a different font size than the rest of the document. Most of the document is in 12 point Times New Roman font, but Albert Einstein is in a different font and size. 1. Select Albert Einstein. 2. Click Format on the menu bar, and select Font. 3. Verify that the Font tab is selected. The Font box lists the font as Chiller and the Size box lists the size as 18. 7

4. Click the arrows to the right of the Font list box, and view the available fonts. The Preview box at the bottom of the dialog box displays the selected font. 5. Click Times New Roman. 6. Click the arrows to the right of the Size list box and select a new font size 7. Experiment with font color and effects. (Show examples). Note: You need a color printer to display the colors on a printed document. 8. Click OK. Bolding, Underlining or Italicizing Text Click on the Bold, Italics, or Underline icons on the toolbar, and then begin typing OR Highlight/select the text and click on the Bold, Italics, or Underline icons. Type your name an experiment with these icons. Making bulleted and Numbered Lists Click the Bulleted List icon or Numbered List icon on the formatting toolbar. Type the first entry and press ENTER. This will create a new bullet or number on the next line. If you want to start a new line without adding another bullet or number, hold down the SHIFT key while pressing ENTER. Continue to type entries and press ENTER twice when you are finished typing to end the list. Use the Increase Indent and Decrease Indent icons on the formatting toolbar to create lists of multiple levels. NOTE: You can also type the text first, highlight the section, and press the Bulleted List or Numbered List icons to add the bullets or numbers. Formatting Lists Use the Bullets and Numbering dialog box in the Format menu to change the format of the bullets or numbers. Highlight the entire list to change all the bullets or numbers, OR Place the cursor on one line within the list to change a single bullet. Access the dialog box by selecting Format Bullets and Numbering from the menu. 8

Select the list style from one of the seven choices given, or click the Picture... icon to choose a different icon. Click the Numbered tab to choose a numbered list style. Click OK when finished. 1. Click in front of the word swollen in the third line of the new last paragraph and press Enter. The rest of the sentence is on a new line. 2. Place the mouse pointer in front of the word fleshy, and press Enter. 3. Place the mouse pointer in front of the phrase adapted to water storage, and press Enter. 4. Select the text swollen, fleshy, and adapted to water storage. 5. Click the Bulleted List icon on the toolbar. 6. Click Format on the menu bar, and select Bullets and Numbering. 7. Click the box representing the type of bullets you want to insert, and click OK. 8. Delete any unnecessary punctuation and the word and after the word fleshy. 9. Capitalize the first letter of each word in the list. Spelling and Grammar Check Word will automatically check for spelling and grammar errors as you type unless you turn this feature off. Spelling errors are noted in the document with a red underline. Grammar errors are indicated by a green underline. To disable this feature, select Tools Options from the menu bar and click the Spelling and Grammar tab on the dialog box. Uncheck "Check spelling as you type" and "Check grammar as you type", and click OK. 9

To use the spelling and grammar checker, follow these steps: Select Tools Spelling and Grammar from the menu bar. The Spelling and Grammar dialog box will notify you of the first mistake in the document and misspelled words will be highlighted in red. If the word is spelled correctly, click the Ignore icon or click the Ignore All icon if the word appears more than once in the document. If the word is spelled incorrectly, choose one of the suggested spellings in the Suggestions box and click the Change icon or Change All icon to correct all occurrences of the word in the document. If the correct spelling is not suggested, enter the correct spelling in the Not In Dictionary (for example, someone s last name) box and click the Change icon. If the word is spelled correctly and will appear in many documents you type (such as your name), click the Add icon to add the word to the dictionary so it will no longer appear as a misspelled word. As long as the Check Grammar box is checked in the Spelling and Grammar dialog box, Word will check the grammar of the document in addition to the spelling. If you do not want the grammar checked, remove the checkmark from this box. Otherwise, follow these steps for correcting grammar: 10

If Word finds a grammar mistake, it will be shown in the box as the spelling errors. The mistake is highlighted in green text. Several suggestions may be given in the Suggestions box. Select the correction that best applies and click Change. If no correction is needed (Word is often wrong more than it is right), click the Ignore icon. (For example, a bibliography) 1. Place the mouse pointer on the word America in the first paragraph, and right click (a little shortcut). A menu with spelling suggestions appears. 2. Click the correctly spelled word. The incorrectly spelled word is replaced with the correctly spelled word. 3. Right click the green underlined word best known in the sentence below. A menu including a suggestion for this word appears. Grammar checker recommends removing the hyphen. Remember that Grammar suggestions are often subjective. 4. If you want to make the suggested change, select best known. If you want to leave the word as is, select Ignore. 5. Correct the remaining spelling and grammar errors in the document. 6. Did you miss something? Notice the word cactuses toward the end of the first paragraph. It is not marked as a misspelled word. Change it to cacti. Note: You can also select Spelling and Grammar under the Tools menu. Keep in mind that the spelling and grammar tools are not perfect. A spelling checker is only as good as its dictionary or database of words. Thesaurus To use the thesaurus, select Tools Language Thesaurus from the menu bar or select it from the Synonyms shortcut menu as detailed below. 11

Lists of meanings and synonyms are given in the windows. Double click on the words in the Meanings box or click the Look Up icon to view similar words. Double click words in the Replace with Synonym box to view synonyms of those words. Highlight the word you would like to add and click the Replace icon. Synonyms Word 2002 has a new feature for finding synonyms. Right click on the word and select Synonyms from the shortcut menu. From the list of suggested words, highlight the word you would like to use or click Thesaurus... for more options. 12

Page Margins The page margins of the document can be changed using the Page Setup window. Select File Page Setup and the dialog box appears. Choose the Margins tab in the dialog box. Enter margin values in the Top, Bottom, Left, and Right boxes. The Preview window will reflect the changes. For example: Type 0.5 in the Top Margin Click OK when finished. The top of the report is close to the edge of the page. You can easily change this by adjusting the top margin. 1. Click File on the menu bar, and select Page Setup. The Page Setup dialog box appears. 2. Click the Margins tab if it is not already selected. 3. In the Top text, select 0.5 and type 1.0. The preview on the right side of the dialog box shows a bigger margin. 4. Click OK. 13

Page Orientation Change the orientation of the page within the Page Setup dialog box (see image under page margins). Select File Page Setup and choose the margins tab. Select the proper orientation icon. Choose Portrait for a vertical page and Landscape for a horizontal page. Print Preview and Printing Preview your document by clicking the Print Preview icon on the standard toolbar or by selecting File Print Preview. This will allow you to view your document exactly as it will look when printer on paper. The view will also show you how many pages will be printed. When the document is ready to print, click the Print icon select File Print. from the Print Preview screen or 14

You can print all the pages of your document by selecting All under the Page range category. You can also choose to print the current page or a designated range of pages. You can also select the number of copies you want printed. Closing a Document Close the current document by selecting File Close or click the Close icon the Standard Toolbar. if it's visible on Additional Word Topics: Page Numbers To add page numbers to a document. Select Insert Page Numbers from the menu bar and the following dialog box will appear. 15

Select the position of the page numbers by choosing "Top of page" or "Bottom of page" from the Position drop down menu. Select the alignment of the page numbers in the Alignment drop down menu. If you do not want the page number to show on the first page (if it is a title page, for example), uncheck the Show number of first page box. Click OK when finished. Headers and Footers A header is text that is added to the top margin of every page such as a document title or page number, and a footer is text added to the bottom margin. Follow these steps to add or edit headers and footers in the document: Select View Header and Footer from the menu bar. The Header and Footer toolbar will appear and the top of the page will be highlighted as shown below. Type the heading in the Header box. You may use many of the standard text formatting options such as font face, size, bold, italics, etc. Click the Insert AutoText icon to view a list of quick options available. Use the other options on the toolbar to add page numbers, the current date and time. 16

To edit the footer, click the Switch Between Header and Footer icon on the toolbar. When you are finished adding headers and footers, click the Close icon on the toolbar. NOTE: The header and footer will appear gray on your screen, but the text will print in black. Tables Tables are used to display data, and there are several ways to build them in Word. Begin by placing the cursor where you want the table to appear in the document and choose one of the following methods. Insert a Table There are two ways to add a table to the document: Click the Insert Table icon on the standard toolbar. Drag the mouse along the grid, highlighting the number of rows and columns for the table. Or Select Table Insert Table from the menu bar. Select the number of rows and columns for the table and click OK. Inserting Rows and Columns Once the table is drawn, insert additional rows by placing the cursor in the row you want to be adjacent to. Select Table Insert Rows Above or Rows Below. Or, select an entire row and right click with the mouse. Choose Insert Rows from the shortcut menu. 17

Much like inserting a row, add a new column by placing the cursor in a cell adjacent to where the new column will be added. Select Table Insert Columns to the Left or Columns to the Right. Or, select the column, right click with the mouse, and select Insert Columns. Moving and Resizing a Table A moving handle (four sided arrow in a box) and resizing handle (box) will appear on the corners of the table if the mouse is placed over the table. To move, click and drag the moving handle and release the mouse icon when the table is positioned where you ant it. To resize, click and drag the resize handle. Change the column widths and row heights by clicking the cell dividers and dragging them with the mouse. Tables and Borders Toolbar The Tables and Borders toolbar allows you to add border styles, shading, text effects, alignment, and more options to your table. Access the toolbar by clicking Table Draw Table or View Toolbars Tables and Borders. You will need to highlight the cells you want to format. Click and drag the mouse over the cells, or use the following shortcuts: Selection Menu Method Mouse Method One cell Table Select Cell Click the bottom left corner of the cell when a black arrow appears One row Table Select Row Click outside the table to the left of the row One column Table Select Column Click outside the table above the column when a black arrow appears Several rows None Click outside the table to he left of the row and drag the mouse down Several columns None Click outside the table above the column and drag the mouse across Entire table Table Select Table Triple click to the left of the table Table Properties Use the Table Properties dialog box to modify the alignment of the table with the body text and the text within the table. Access the box by selecting Tables Table Properties. 18

Size Check the preferred width box and enter a value if the table should be an exact width. Alignment Highlight the illustration that represents the alignment of the table to the relationship of the text within the document. Text wrapping Highlight None if the table should appear on a separate line from the text or choose Around if the text should wrap around the table. Borders and Shading Select from a number of border styles, colors, and widths. Click the Shading tab to change the background color and pattern. 19