Stress-Free Success Using Microsoft WORD 2004 Lynn D. Brown
Table of Contents Chapter 1 Getting Started 1.1 Symbols 5 1.2 Consistent Steps 6 1.3 Toolbars 7 1.4 Custom Toolbars 8 Chapter 2 Document Set-up 2.1 Margins and Tabs 10 2.1.1 Set Margins 10 2.1.2 Set Tabs 11 2.2 Fonts and their Impact 12 2.2.1 Change your Font 12 2.2.2 Size 13 2.2.3 Style 13 2.2.4 Color 14 Chapter 3 Document Editing 3.1 Spelling and Grammar 16 3.2 Using the Thesaurus 17 3.3 The Invaluable Dictionary 18 Chapter 4 Footnotes and Headers 4.1 Headers 20 4.1.1 Generic Header 20 4.1.2 Specialized Header 21 4.2 Footnotes 21 Chapter 5 Special Effects 5.1 Bullets 23 5.2 Automatic Numbering 24 5.3 Word Count 25 Chapter 6 Printing 6.1 Print Preview 27 6.2 Standard Printing 27 6.3 Specialized Printing 28 2
Introduction Ever feel as if there isn t enough time to do the things you want to and the things you HAVE to? Fortunately, Microsoft Word 2004 makes some of the things we HAVE to do much easier and faster, which gives us more time to do the things we want to do. Microsoft Word 2004 is a powerful yet easy to use device. By following the steps in this manual, you can create intricate, professional documents with minimal effort. The processes are kept simple and follow a basic procedure that makes learning the program and using the tools provided almost effortless. 3
Chapter 1 Getting Started- What Word 2004 can do and how. Microsoft Word 2004 assists you in creating documents by incorporating simple processes and patterns that are easy to use and follow. Word 2004 uses a series of symbols and consistent steps in its applications. Learning the basic operating procedure allows you to quickly master the different functions of Word 2004.. 4
1.1 Symbols Pictures of familiar items represent actions. Instead of remembering a command, or typing it in, you simply click on the picture, or icon, and it is done (Figure 1.1). If you are uncertain what a picture represents, place your cursor on the picture and an explanation appears (Figure 1.1). Figure 1.1 Alternate key commands also appear (Figure 1.1). 5
1.2 Consistent Steps By keeping the same process for every application, you don t have to know the application itself, only the process. Click on any symbol. One of two things happen; The action you request immediately occurs (Figure 1.2) Figure 1.2 or Figure 1.3 A menu appears (Figure 1.3 and 1.4) Figure 1.4 6
1.3 Toolbars Toolbars allow you to access the tools you need, organize symbols, and eliminate clutter by hiding items you are not using. The standard Word 2004 toolbar lists the most common commands and tools and looks like this: Figure 1.5 To perform general tasks (saving a document as is) click on the picture or icon associated with the task (Figure 1.5). To perform more specialized tasks (changing the name of a document), click on the word associated with the task. 1. Click on File. A drop-down menu appears. 2. Select Save As. A menu appears so you can name your document, or change the location where it s saved (Figure 1.6). Figure 1.6 7
1.4 Custom Toolbars You may want other tools to choose from to expedite your project. Word 2004 allows you to customize your toolbar, or select a different set of tools. 1. Click on View. A drop-down menu appears (Figure 1.7). 2. Select Toolbars with your cursor. Another drop-down menu appears (Figure 1.7). 8
Chapter 2 Document Set-up Take a few moments and follow a few simple steps to insure that your document leaves a great first impression. 9
2.1 Margins and Tabs Margins help create a neat and organized presentation while tabs allow subtle emphasis to be drawn to certain points within your document. 2.1.1 To Set Margins 1. Click on Format located on your Word 2004 toolbar. A drop-down menu appears. 2. Select Document. A menu appears which allows you to format your border (Figure 2.1). Figure 2.1 3. Press Tab to move from one text-box to the next. 4. Input each specific margin in decimal increments. 5. Click OK. 10
2.1.2 To Set Tabs Use tabs to create space, which draws the reader s eye to specific parts of your document. 1. Click on Format located on your Word 2004 toolbar. A drop-down menu appears. 2. Select Tabs. A menu appears that allows you to specify the exact size, position, alignment, and leader for your tabs (Figure 2.2). Figure 2.2 3. Press Tab to move from field to field. 4. Input the desired tab stop position, and any other information you want to modify. You may want to experiment with different tabs to create the best effect. 5. Click OK. 11
2.2 Fonts and Their Impact Font refers to the typeset or style of lettering. Change the actual font, or its size, style, and color, and you create different themes such as elegance, fun or urgency. 2.2.1 To Change your Font 1. Click on Font located on your toolbar. A drop-down menu appears. 2. Select the font you want to use to create the appropriate impact. Remember to click on the arrow symbol located at the bottom of the drop-down menu, which allows you to scroll, down the entire list of available fonts (Figure 2.3). Figure 2.3 12
2.2.2 To Change the Size of Your Font 1. Click on Format located on your toolbar. A drop-down menu appears. 2. Select Font. A menu appears which allows you to change the size, style, or color of font (Figure 2.4). 2. Move your cursor to the size text-box by pressing Tab. 3. You can input the size of font you want by either typing the number in the text-box, or clicking on the arrow to the right of the text-box, and using the mouse to highlight the desired font size. 2.2.3 To Change the Style of Your Font 1. Click on Format located on your toolbar. A drop-down menu appears. 2. Select Font. A menu appears which allows you to change the size, style, or color of font (Figure 2.4). 3. Click on the style you feel best emphasizes your font; regular, italic, bold, or bold italic Figure 2.4 13
2.2.4 To Change the Color of Your Font 1. Click on Format located on your toolbar. A drop-down menu appears. 2. Select Font. A menu appears which allows you to change the color of font, as well as its size and style. 3. Click on the arrow located to the left of the font color text-box. A palette of color appears to choose from (Figure 2.5). 4. Click on the color you want to use (Figure 2.6). Figure 2.6 Figure 2.5 14
Chapter 3 Document Editing The fine details of your document are equally as important as its first impression. Fortunately Word 2004 makes editing your document a quick and painless process. 15
3.1 Spelling and Grammar One simple mistake and the most prestigious document appear second-rate. Take advantage of the tools provided by Word 2004 to assure the quality and integrity of your document. 1. Click on Tools located on your toolbar. A drop-down menu appears. 2. Select Spelling and Grammar. A built-in program starts that detects spelling errors and grammatical rule violations. The program points out any questionable entries and makes suggestions (Figure 3.1). At each suggestion, click on the action you want regarding that specific entry. Figure 3.1 3. Once the spelling and grammar check is completed, click OK (Figure 3.2). Figure 3.2 16
3.2 Using the Thesaurus The thesaurus allows you to add flair and pizzazz to your document and helps to keep your reader interested by using a variety of words. 1. Click on Tools located on your toolbar. A drop-down menu appears. 2. Select Thesaurus. A menu appears where you type whatever word you want to replace in the text-box (Figure 3.3). Once a word is typed in the text-box, the menu lists different definitions, meanings, and synonyms. Simply click on the word you want and you have an instant cure for textual boredom. Figure 3.3 17
3.3 The invaluable Dictionary Using the correct word is imperative. Although spell check notifies you if you spell something incorrectly, it doesn t notify you if you correctly spell the wrong word. 1. Click on Tools located on your toolbar. A drop-down menu appears. 2. Select Dictionary. A menu appears where you to type a questionable word into the text-box and immediately confirm its meaning (Figure 3.4). Figure 3.4 18
Chapter 4 Footnotes and Headers Maintaining organization and draft information are the primary reasons for headers and footnotes. 19
4.1 Headers A header consists of information (page number, title, date, etc.) that is found at the top of each page of your document, which helps to organize it. 4.1.1 Using a Generic Header 1. Place your cursor where you want the information on your page. 2. Click on Insert. A drop-down menu appears. 3. Select Autotext with your cursor. Another drop-down menu appears. 4. Select Header/Footer. Another drop-down appears with pre-formatted headers/footers. 5. Select which information you want (Figure 4.1). Figure 4.1 20
4.1.2 Create a Specialized Header If you don t find the information you want to use in the standardized headers, create your own. 1. Click on View. A drop-down menu appears. 2. Select Header and Footer. An outlined box labeled Header appears at the top of the page with a toolbar specifically designed to create headers (Figure 4.2). Figure 4.2 3. Use the toolbar to enter the specific information you desire. 4.2 Footnotes Footnotes consist of the same or similar information as headers, except they are located at the bottom of the page. 1. Click on View. A drop-down menu appears. 2. Select Header and Footer. The specialized toolbar appears (Figure 4.2). 3. Click on the fourth icon from the right (Figure 4.3). This icon changes the location of the information from header to footer. Input the information you desire. Figure 4.3 21
Chapter 5 Special Effects Word 2004 offers tools that make ordinarily obscure information easily accessible. It also helps you present information in neat, organized ways. 22
5.1 Bullets Instead of writing long, drawn-out paragraphs, use bullets to draw your reader s attention to key information. 1. Click on Format. A drop-down menu appears. 2. Select Bullets and Numbering. A menu appears which allows you to choose the style of bullet you prefer (Figure 5.1). Figure 5.1 3. Click on Bulleted located at the top of the menu. 4. Click on the box of the style you prefer. The box becomes highlighted. 5. Click OK. The bullet automatically appears on your document wherever your cursor is. 23
5.2 Automatic Numbering Automatic numbering allows quick organization of the steps in a process. 1. Click on Format. A drop-down menu appears. 2. Select Bullets and Numbering. A menu appears which allows you to select the style of numbering you prefer (Figure 5.2). Figure 5.2 3. Click on Numbered located at the top of the menu. 4. Click on the box of the style you prefer. The box becomes highlighted. 5. Click OK. Numbers automatically appear in your document wherever your cursor is and continue to appear sequentially whenever you press return. 24
5.3 Word Count Ever have a presentation or assignment that specifies a certain number of words is required? Word 2004 offers Word Count; a tool that keeps track of the number of words used with only a few short commands. 1. Click on Tools. A drop-down menu appears. 2. Select Word Count. A box appears that lists statistics on your document that includes number of characters, words, line, paragraphs, and pages (Figure 5.3). Figure 5.3 3. Click OK and the Word Count box disappears. 25
Chapter 6 Printing Once your document is written, the last step in presenting it is to print it. Word 2004 allows you to preview your document before printing to ensure it looks exactly how you want it to, as well as different options to meet your printing needs. 26
6.1 Print Preview By using print preview, you ensure your graphics are where they should be, the page is balanced, and that the overall presentation of your document makes the impression you want it to. 1. Click on File. A drop-down menu appears. 2. Select Print Preview. A view of the entire page you are currently working on appears. A specialized toolbar also appears in the upper-left corner (Figure 6.1). Figure 6.1 and 3. Click Close on the specialized toolbar when you finish reviewing your document you return to the actual document you are working on. 6.2 Standard Printing If your document doesn t have any specialized printing requirements, such as photographs, or special effects, and you want one copy of the entire document printed, the process is pretty simple. Click on the Printer Icon in the toolbar (Figure 6.2). One copy of your document prints automatically. Figure 6.2 27
6.3 Specialized Printing Word 2004 gives you the ability to print multiple copies, only specific pages, and vary the printing options that refine the details of your document. 1. Click on File. A drop-down menu appears. 2. Select Print. A menu appears that allows you to specify your printing needs (Figure 6.3). Saves specified settings Where document prints Specifies what you are printing Figure 6.3 The Printer field allows you to send your document to different printers or fax machines. The Preset field allows you to create specific settings that are used often. The third field down allows you to specify what you are printing. Click the arrow buttons to the right of each field to change its setting. 28