Intermediate Word by Alan Weaver Outline/Table of Contents Introduction... 1 Set default font... 2 Create Random Text... 2 Download a special font... 2 Create/Modify a Style... 3 Widows/Orphans... 3 Table of Contents... 3 Add a screen clipping... 3 Formatting and positioning a graphic or photo... 3 Setting Tabs... 4 Add a cover page... 4 Working with tables... 4 Know how to create a business letter... 5 Keyboard shortcuts... 6 Introduction Many of the tips will be shown in class, below is an outline of many things that we will be doing in our session. Please note that due to restrictions at some schools, we may not be able to do everything indicated in this handout. Instructions are included either in this handout or with the videos that you can save to your flash drive from the school network. online information: alanbweaver.com/intermediateword has links to some video relevant to this class youtube.com/alanbweaver has additional videos on Word use Google and YouTube to look up topics Recommended Books recommended that you obtain book that is same software as yours Office 2013 Simplified ISBN: 978-1118517178 $29.99 list price Includes Word, Excel, PowerPoint, and Access Office 2016 Simplified ISBN: 978-1119074748 $29.99 list price Includes Word, Excel, PowerPoint, and Access Page 1 Alan Weaver, September 2017
Set default font Set a default font by expanding the font group and using Set As Default so you ll have Times New Roman or whatever font you desire as the standard. Soft Return If you re typing something real quick and don t feel like going through all these spacing clicks, this is an easy way to single space: hold down the SHIFT key and the ENTER key simultaneously and you ll get a soft return. If you have nonprinting characters showing up, it ll appear as a little left pointing arrow. Create Random Text This is a cool feature when you need to have a lot of text to do practice with formatting, etc. Type in the following =rand() and you ll get three random paragraphs of text. If you enter (x,y) number combination, you ll receive X paragraphs consisting of Y sentences. Download a special font Many fonts are available for free at dafont.com. Choose any font you like, download to the desktop (or a folder named fonts). They will download as a zip file. When you open the folder, you may see several files in there. Top install, double click on (in Windows XP and above) the.ttf or TrueType font file. (see below diagram). Click on the Install button at the top, you can also print out a sample of what the font will look like from this screen. Close it out when completed. You may wish to delete (or save) the font files after they ve downloaded. Page 2 Alan Weaver, September 2017
Create/Modify a Style This way you can instantly change the appearance of a document with a few quick clicks. Widows/Orphans This allows you to force page breaks in paragraphs so that you don t have a single line at the bottom of the page. To do this, either right click in the paragraph or expand the paragraph group (on the home tab). Click on the Line and Page Breaks tab to make proper selection(s). Checking off the top 3 boxes allows paragraphs to stay intact on pages. Table of Contents If you have a multi-page document and have put the captions (or chapter names) in a paragraph style, you can create a table of contents with page numbers that will automatically adjust as more chapters or pages are added. Add a screen clipping Many of you know how to copy a picture from a website (right click on image). You can also select a part of a website or any other part of any program. Go to website (or any other program/file) where information is to be copied 1. Click in Word document where you want clipping to appear 2. Toggle back to the screen or program you wish to clip from 3. Click on Insert, Screenshot, Screen Clipping 4. You will go back into the website to select the area 5. Graphic will appear in your Word document. If you need to adjust placement of file, click on Picture Tools, Format, and make proper selection(s). Formatting and positioning a graphic or photo Click on the image you wish to position. Most often you want the text to wrap around it either on the left or the right. When you click on the image, the Picture Tools tab appears at the top. Click on Format. You can remove the background from a photo (discussed later), perform artistic correction in the Adjust group. In Picture Styles you can add borders, color the border, and create drop shadows. Page 3 Alan Weaver, September 2017
If you wish to have the text wrap around the image (most desirable method), click on Wrap Text, choose Square. You can move the graphic to its desired location. If you wish to remove part of an image, use the crop tool. The mouse becomes a T shape. Place it on the thick line in the middle of the lines surrounding the object, click and drag in. If you need to resize the object, click on image, place mouse on the corner of the image. Use the diagonal arrow to move in (shrink) or out (enlarge). If you drag from the middle of the borders, you will distort the object. Setting Tabs Rather than using the space bar or using machine defaults, press the tab key to evenly align text. You can set tabs with the following alignments: Left (standard) Right Decimal Bar Center Add a cover page Some may think this is cheesy looking but if you need to create a cover page for a presentation, all you do is click on the Insert tab, and choose cover page on the drop down arrow. There are various styles you can use. Placeholders are throughout the page. Click on them to add text where needed. If you don t need the placeholder, click on it and press the delete key. If you ve numbered the pages already, this will NOT affect the page number. The second sheet which should be page 1 will remain as page 1. That means if you have a 10 sheet document with a cover page, the second sheet will read as page 1 and finish at page 9. Working with tables There is a lot of power with tables, it allows you to create grids that will be used to create lists or charts. They can be formatted in color, alphabetized, have specific column/row heights, different colors to the gridlines, and more. You can even do calculations in a table which is NOT recommended. Do the math in a spreadsheet and copy/paste into the Word document. Page 4 Alan Weaver, September 2017
Know how to create a business letter This sounds very obvious yet many people do NOT know its proper construction or to get the vertical spacing correct. When working with versions of Word 2007 and beyond, spacing defaults are enhanced. The default font is Calibri 11, vertical spacing 1.15 and there are an extra 10 points of vertical spacing after you press the return ( ) key. Adjusting this is very simple. Click on the line and paragraph spacing icon as indicated and make the appropriate selection(s). If you wish to customize default settings, go to line spacing options, make the correct choices, and click on Set as Default button. This way you can have single spacing with 0 spacing before or after. Diagram at right shows the correct construction of a business letter. It is NOT necessary to indent paragraphs, block style is often the simplest and most efficient. The salutation has a colon after it, not a semi colon or comma. Page 5 Alan Weaver, September 2017
Keyboard shortcuts These are applicabsle to almost all Windows programs (Excel, Word, PowerPoint exceptions are indicated) CTRL + key: (with the Apple, use the "command" key) A Select all N new document (blank document) bypasses the menu shown by clicking on File, New B Bold/unbold O opens a document C Copy P prints the current document D Sets fonts in Word; duplicates selected object R Aligns right in PowerPoint, duplicates previous entry in Excel. Deselects in PhotoShop E Centers paragraph S Save F To find a word T Allows you to select an object to resize/reshape (in PhotoShop) G Go to, to find a page, line, paragraph U Underline H To replace a word (or code) with another V Paste I Italicize X Cut J Justify a paragraph Y Redo K Inserts hyperlink (can work within the Z Undo document to a bookmark or take you to a website) F4 saves and exits from a document CTRL + Enter: inserts a hard page break ALT + F4 prompts you to save all open documents and close out program Selecting Text Shift + end: select the line Shift + CTRL + End: select that line and all under it Double click with left mouse to select a word Triple click with mouse to select a paragraph CTRL + click to select a sentence within a paragraph F Keys F1 Help F5 go to a page, line, etc. F3 assist in Auto Text F7 spell check F4 repeat typing F12 save as International Characters (if #s are specified, only the number pad works as a shortcut) É hold CTRL +, let go and type letter (this works with all vowels) Ñ hold CTRL+ Shift + ~, release and type n (ALT + 164 for ñ; ALT + 165 for Ñ) Hold down the ALT + 0191 Hold down the ALT + 0161 Moving around the keyboard - CTRL + Arrow keys Right arrow - next word Down arrow - next paragraph Home takes you to beginning of document Left arrow - previous word Up arrow - previous paragraph End - takes you to end of document Page 6 Alan Weaver, September 2017