Intermediate Word for Windows

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Intermediate Word for Windows Version: 2002 Academic Computing Support Information Technology Services Tennessee Technological University September 2003 1. Opening Word for Windows In the PC labs, click on the Microsoft Word icon on the desktop or under the Start menu, All Programs Microsoft Office XP Microsoft Word. Otherwise, under the Start menu, select Programs Microsoft Word. 2. Creating a Document The Word program opens with a blank document. Close this and for this class, open an existing file in the PC lab: (See the last page of this handout for the text of the file.) Select File Open. From the pulldown menu, select ClassFiles on Athena (F:). Select the subdirectory ITS Word Class intword.doc Click the Open button. Save the document to My Documents as Agenda. You will see a memo that has been started, but not completed. Before beginning to work on a document, it is helpful to check the settings under View and to show full menus. Select Tools Customize Options Tab Check Always show full menus. To see what has already been typed for you and where tabs have been used, click on the Show/Hide formatting button on the toolbar and scroll through the memo. Click on it again to hide the formatting marks. ISeptember 2003

Intermediate Word for Windows Page 2 3. Add Heading Information Add the needed heading information to this memo. Use the tab key rather than the space bar so that the information will line up when the tabs are set. Move the cursor to the end of To:, press the Tab key and type Barbara Reynolds. Move to the end of From:, press Tab and type your own name. Move to the end of Date:, press Tab and type the first few letters of the month Note that Word is ready to complete the month, so just Enter to complete. Type a space and note that Word is ready to finish with the current date. Enter. Move the cursor to the end of Subject:, press Tab and type Meeting Reminder and Agenda. From the menu, you could also use Insert Date and Time, selecting the format you prefer from the list. If you check Update automatically, the date will be updated each time the document is opened. This can be helpful while working on a longer document so you know which draft version you have in hand. 4. Changing Tab Settings One way to format a memorandum heading is to right justify the heading labels (To, From, etc.) and left justify the specifics. To do this: Select the four lines beginning with To:, From:, Date:, and Subject:. From the menu, select Format Tabs Type.75 in Tab stop position Select Right under Alignment. Click Set. Type 1 in Tab stop position Select Left under Alignment Click Set. Click OK to have both settings take effect. Or Double click with the right mouse button while pointing at ¾ inch on the ruler to get to the Tab setting box and enter any tabs you wish to set. Note that these changes only apply to the lines you selected.

Intermediate Word for Windows Page 3 5. Changing Attributes of Text To center and format the headings in bold: Select Memorandum by clicking anywhere in the word. Select the Center justification icon in the toolbar. Select the Bold icon in the toolbar. Select To: and apply bold formatting by using Edit Repeat Bold in the menu. Apply bold formatting to From:, Date:, and Subject: using either method. Or you can use the keyboard shortcut Ctrl + Y to repeat the bold formatting and use the down arrow key to move to the next line. To double space the headings: Select the four lines: To, From, Date, and Subject. Select Format Paragraph from the menu. Select Double from the Line spacing pulldown menu. 6. Inserting Page or Section Breaks The sample document includes a memo with an attachment that is the agenda for the upcoming meeting. You may want to format the memo section differently from the listing of the Agenda. To do this, you can insert a page or section break. If you insert a page break, the same margins and certain other formatting will apply. If you insert a section break, you can format each section with different margins, headers and footers. Move the cursor to the beginning of the line Agenda. Select Insert Break. Under Section breaks, select Next page to create a section break that begins on a new page.

Intermediate Word for Windows Page 4 7. Setting Margins To set the margins of the Memo section: Click on the first page of the document. Select File Page Setup. Type 3 in the Top: margin box or use the arrows to increase the size. Tab or click into the Left: margin box and type 1.5 Select Apply to: This Section Note that the status line in the bottom right corner now shows Sec 1. To set the margins of the Agenda section: Click in the second page of the document after the word Agenda. Select File Page Setup. Type 1.5 into each of the margin boxes or use the arrows to increase the size. Select Apply to: This Section Note that the status line in the bottom right corner now shows Sec 2. Scroll through your document in Print Layout view see the effects.

Intermediate Word for Windows Page 5 8. Indenting Paragraphs It is often helpful to set off text by indenting it on both sides. To indent the location of the meeting in this memo: Click to move the cursor to anywhere in the second paragraph beginning with Please note. Select Format Paragraph from the menu or right-click in the paragraph and select Paragraph from the pop-up menu. Under Indentation, type 1 in both the Left and Right margin boxes or use the arrows. Another way to set margins is to highlight a section and drag the margin markers in the ruler. You can also use the Indent icons in the toolbar to increase or decrease the left margin indentation. 9. Inserting Special Characters To set the second paragraph off with an arrow: Move to the beginning of the indented paragraph. Select Insert Symbol from the menu. Select Wingdings in the Font: pulldown menu. Select the arrow pointing to the right from the bottom row. Click Insert. Click Close. 10. Saving the Updates It is important to save your changes as you work. For this class, save to My Documents (U: drive) Click the Save icon in the toolbar. Note: The filename extension is.doc Word will automatically add this extension to your filename. A filename must have this extension to be recognized by Word.

Intermediate Word for Windows Page 6 11. Creating a Style You can define a specific style and then use it to format text throughout your document. To create a style: Move to the second page of the memo and select Agenda by double clicking in the word. Click on Bold in the toolbar. From the menu, select Format Paragraph or right-click and select Paragraph Select Centered for the alignment and 1.5 lines for the spacing. With Agenda still selected: From the menu, select Format Styles and Formatting Styles and Formatting appears in the Task Pane. Click New Style button. In the Name: box, type Centered Heading Note the formatting characteristics. Your new style: Centered Heading is now listed in the list of styles displayed in the task pane. To apply your new style to other text: Highlight the lines Board Meeting through 7:00 p.m.. In the Styles and Formatting Task Pane, double-click on Centered Heading

Intermediate Word for Windows Page 7 12. Formatting the Agenda To double space and set tabs for the agenda items: Highlight the agenda items from Call to Order through Adjournment. Right-click and select Paragraph from the popup menu. Select Double under Line Spacing. Click the Tabs button. Type 2 and under alignment click right. Click Set. Type 4 and under alignment click left and under leader click 2... Click Set and then OK. 13. Headers and Footers To create a header for the Memo section: Move to the beginning of the document by clicking Ctrl + Home or by scrolling. From the menu, select View Header and Footer Select the Page Setup icon in the floating Header and Footer toolbar. or from the menu, select File Page Setup

Intermediate Word for Windows Page 8 13. Headers and Footers (cont.) Select the Layout tab. In the Headers and Footers box: check Different first page Under Apply to, select This Section. To create a header for the Agenda section: In the Header and Footer floating toolbar: Click on the Show Next icon to move to the header on the second page. In the header area, type Board Meeting, press tab, type Page To insert the page number, click on the Insert Page Number icon, in the floating toolbar. To set the numbering to continue from the first section: From the menu, select Insert Page Numbers Click on the Format button. Select Continue from previous section Click OK and OK again. To set the heading tabs: Drag the center tab off of the ruler to remove it. Drag the right tab in to the right margin.

Intermediate Word for Windows Page 9 13. Headers and Footers (cont.) To create a footer: In the floating Header and Footer toolbar, click on the icon to Switch Between Header and Footer In the footer, type Your Name, press tab, click on the insert date icon. Drag the center tab off the ruler, so that the date is right aligned. Drag the right tab to the right margin. To change the style of the date: Highlight the date. From the menu, select Insert Date and Time... Select the third format in the list and click OK. 14. Adding a Graphic Line To set the header and footer off from the rest of the Agenda: If necessary, from the menu, select View Toolbars Check Drawing. This toolbar will be at the bottom of your screen. Be sure you are still in the Header and Footer view. (Select View Header and Footer). Move to the Header by clicking on the Switch Between Header and Footer icon. Click on the Line icon in the Drawing Toolbar and a Drawing Box will appear. Draw a horizontal line separating the heading from the text by holding down the shift key while drawing your line. This will keep the line level. (Shift, then click on the spot you want to begin your line, drag across, release the mouse button, then release the shift key.) With the line still selected, click on the Line Style icon and choose the 3 pt. double line. Click Close in the floating Header and Footer toolbar to return to Normal view.

Intermediate Word for Windows Page 10 15. Inserting a Footnote To add a footnote concerning reports by the committee chairs: Move the cursor to the end of Committee Chairs. Select Insert Footnote Accept the default settings and click Insert. Type: Each committee chair should be prepared to give a brief report on their committee s activities. Select the text you entered. Click on the Italic icon in the toolbar and select an appropriate font. Click Close to close the footnote entry box. 16. Printing and Exiting To print a document: From the menu, select File Print. Select the printer you wish to print to. Click on OK in the dialog box. OR click on the print icon in the toolbar. Note that this will cause printing to occur immediately. To exit the program: Select File Exit or use the close box in the upper right corner. 17. Getting Help One of the easiest ways to get help with Microsoft Word is the comprehensive online help included with it. From the menu, Help Microsoft Word Help. You can also learn more about Word at the Microsoft website: http://office.microsoft.com Should you have a question that the online help does not address, please contact the Microcomputer Support Office at 372-6315 or your College contact. Students may call the Helpdesk at 372-3975 or get assistance in the PC labs in person. ITS Handouts on using Word and other programs are available on the web http://www.tntech.edu/its/pubs/.

Intermediate Word for Windows Page 11 18. The Beginning Memo

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