GLOSSARY Clipart this term refers to art that is actually a part of the Word package. Clipart does not usually refer to photographs. It is thematic graphic content that is used to spice up Word documents with graphics. Dialog Box Launcher these allow you to access additional features associated with a specific Group of buttons within a Ribbon. Footer available via the Header & Footer Group on the Insert ribbon, a Footer can contain content that is repeated at the bottom of each page of a document. A Footer might include a graphic, a page number, etc. Opening a New Document 1. Click on the File tab, and choose New then click the Create button; or, 2. If it s displayed on your Quick Access Toolbar, click the New icon; or, 3. Press CTRL+N. Opening Existing Document 1. Click on Office Button, and choose Open ; or, 2. If it s displayed on your Quick Access Toolbar, click the Open icon; or, 3. Press CTRL+O, and navigate to your document. Using the Dialog Box Launchers 1. At the bottom right corner of many of the grouped buttons is a small button called a Dialog Box Launcher. 2. Click it to access dialog boxes that contain formatting options relevant to that Group. To Save and Name a New Document 1. If you have yet to save your document, click the File tab, then click either the Save or Save As button. 2. Choose a destination folder, name the file, and click Save 3. Note: you can also click the Save button on the Quick Access Toolbar, or press CTRL+S. To Save Newly Created Document 1. If you have yet to save your document, click the File tab, then click either the Save or Save As button. 2. Choose a destination folder and name the file. 3. Click the Save button. 4. Note: you can also click the Save button on the Quick Access Toolbar, or press CTRL+S. Groups buttons that are grouped together within the Ribbons. There are often additional features associated with a Group. These are accessed via the Dialog Box Launchers in the lower right corner of the Group. Header available via the Header & Footer Group on the Insert ribbon, a Header can contain content that is repeated at the top of each page of a document. A Header might include a graphic, a date stamp, a page number, etc. Hyperlink text in a Word document that can be formatted to act as a link to a web page. To open a Hyperlink in a Word document, hover over the appropriate text, hold down the CTRL button on the keyboard, and left click the mouse. Insertion Point in the Normal and Print Layout displays views of Word, this is a short, blinking vertical line that indicates where text will be inserted when you begin typing. Margins the amount of space above, below, and to the right and left of the text on a document. The standard default margins for Word are one inch to the top and bottom and one inch to the right and left. You can customize these. Mini Toolbar when you first highlight text, a transparent toolbar will briefly appear. If you move your mouse over the Mini Toolbar, you can use the buttons there to make quick changes to the selected text. PDF literally, Portable Document Format. A PDF is a static version of a document that generally cannot be altered in any way. Usually, if a Word document needs to be archived or rendered un editable (but still printable), it can be converted to a PDF using software like CutePDF. Quick Access Toolbar this is the small toolbar that appears at the top of the window just to the right of the Office button. It is customizable. 2011 Monroe County Public Library For Training Purposes Only Not For Sale or Distribution Outside of MCPL Page 1
To Save a Document with a Different File Name 1. If you have already saved your document but want to save it with a new/different file name, click the File tab, then click the Save As button., 2. Choose a new destination folder (if you wish) and name the file the new name. 3. Click the Save button. To Undo an Action 1. Click the Undo button on the Quick Access Toolbar; or, press CTRL + Z on the keyboard. To Check Your Spelling and Grammar 1. Click the Spelling and Grammar button on the Review ribbon; or, 2. Press the F7 key along the top of your keyboard To Preview a Document Before Printing 1. Click the File tab, then click the Print option once. 2. A preview of the document will now be displayed along with a number of print options including options to choose which pages are printed. Note: For more print options, click the Page Setup link at the bottom of the list of options. To Print a Document 1. Click the File tab, choose the Print option along the left side of the screen, then click the Print button; or, 2. Use the Print button on the Quick Access Toolbar if you ve chosen to display it; or, 3. Press CTRL + P on your keyboard. Selecting Text There are multiple ways to select text. The for selecting text depends on whether you are selecting a single word, a group of words, a paragraph, a group of paragraphs, or all of the text in a document. Selecting a single word: 1. Click and drag the mouse across the text; or, 2. Double click the word. 3. Selecting multiple words: 4. Click and drag the mouse through the text. Selecting a single paragraph: 1. Click and drag through the left margin adjacent to the paragraph you are selecting; or, 2. Triple click on the paragraph you want to select; or, 3. Double click in the left margin next to the paragraph you want to select. Selecting multiple paragraphs: 1. Click and drag the mouse through the left margin adjacent to the paragraphs you want to select. Selecting all of the text in a document: 1. Click and drag the mouse through the left margin adjacent to all of the paragraphs in the document; or, 2. Triple click in the left margin adjacent to any paragraph; or, 3. Click the Select button in the Editing group on the Home ribbon, then choose the Select All option; or, 4. Press CTRL + A. Glossary (cont) Ribbon this is the large band of buttons along the top of the screen. The various ribbons are accessed via the tabs along the top edge of the displayed ribbon. Within a ribbon, buttons are grouped together into Groups. Ruler the ruler is visible along the top and left side of the Word document. These allow you to see relative position of text as well as where your margins are set. You can turn the Ruler on and off by going to View ribbon and (un)checking the Ruler box in the Show/Hide group. Shortcut Menu these are accessed by right clicking. Shortcut Menus allowing to access commonly used features associated with the document element on which you right clicked. Choose options on the Shortcut Menus by left clicking. To Cut Text from a Document and Paste It to Another Location 1. Select the text by dragging the cursor over it, go to the Home ribbon, and click the Cut button in the Clipboard group; or, select the text by dragging the cursor over it, and press CTRL + X on the keyboard. 2. Place the insertion point where you want to paste the text, and click the top half of the Paste button in the Clipboard group on the Home ribbon; or, place the insertion point where you want to paste the text, and press CTRL + V on the keyboard. To Copy Text from a Document and Paste It in Another Location 1. Select the text by dragging the cursor over it, go to the Home ribbon, and click the Copy button in the Clipboard group; or, select the text, drag the cursor over it, and press CTRL + C on the keyboard. 2. Place the insertion point where you want to paste the text, and click the Paste button in the Clipboard group within the Home ribbon; or, place the insertion point where you want to paste the text, and press CTRL + V on the keyboard. COMMON KEYBOARD SHORTCUTS CTRL + A select all of the text CTRL + C copy the selected text CTRL + X cut the selected text CTRL + V paste copied text CTRL + F find a word or phrase within a document CTRL + S save a document CTRL + P print a document CTRL + B bold text CTRL + I italicize text CTRL + U underline text CTRL + 1 change paragraph spacing to single spaced CTRL + 2 change paragraph spacing to double spaced CTRL + 5 change paragraph spacing to 1.5 spacing F1 open the Help box F7 run spellcheck F12 save the document 2011 Monroe County Public Library For Training Purposes Only Not For Sale or Distribution Outside of MCPL Page 2
(CONTINUED Part 2) Adjusting the Margins of a Document 1. Click the Page Layout ribbon, then click the Margins button in the Page Setup group. 2. Choose from one of the presets on the dropdown menu; or, 3. Click on the Custom Margins option at the bottom of the dropdown menu to open the Page Setup dialog box. 4. Make sure the Margins tab is selected, then use the options near the top of the dialog box to input your desired margins. Adding/Removing Paragraph Space 1. Select the paragraphs you want to format. 2. Go to the Page Layout ribbon. 3. In the Paragraph group, use the up and down arrows to choose how much extra space you want before and after each paragraph (you can also type the amount you want into the boxes and press ENTER). Note: paragraph spacing is not the same as line spacing, which is the amount of space between lines in a paragraph as opposed to the amount of space before and after paragraphs. Adjusting Line Spacing 1. Select the text you want to format. 2. Click the Line Spacing button in the Paragraph group on the Home ribbon. 3. Choose the amount of spacing you want (e.g. 1.0 for singlespaced, 2.0 for double spaced, etc.). Inserting a Page Break 1. Place your insertion point exactly where you d like to insert your page break 2. Go to the Page Layout ribbon and find the Breaks button in the Page Setup group. 3. Click the Breaks button, then choose Page from the presets. To Insert Tab Stops The default tab stop positions are every ½ inch, i.e. one can simply press the TAB key to tab a half and inch per tap to move the insertion point to a specific spot. For more control, you can insert tab stops manually in one of two ways: 1. You can position your mouse pointer along the bottom half of the Ruler and click once note: a L symbol will appear on the Ruler where you clicked to indicate the position of the tab stop; or, 2. Go to the Home tab, and click the Dialog Box Launcher in the Paragraph group. 3. When the Paragraph dialog box opens, click the Tabs button at the bottom left corner of the dialog box. 4. This will open up the Tabs dialog box. 5. Under the Tab stop position: heading, you can insert tab stop positions manually note: you can also adjust the default tab stop position under the heading Default tab stops: 6. When you ve input your tab stop positions, click the OK To Remove Tab Stops 1. You can remove tab stops manually by click on the L symbols on the Ruler, holding the mouse button down, and dragging your mouse down; when you ve cleared the Ruler, release the mouse button; or,. 2. You can remove tab stops via the Tabs dialog box by going to the Home tab, and clicking the Dialog Box Launcher in the Paragraph group. 3. When the Paragraph dialog box opens, click the Tabs button at the bottom left corner of the dialog box. 4. Now either click the Clear All button to remove all tab stops, or click on the specific tab stop you d like to remove and click the Clear button. 5. When you ve finished removing your tab stops, click the OK Various Types of Tabs Left Tab Center Tab Right Tab Decimal Tab Text is aligned from left to right Text is centered beneath the tab stop Text is aligned from right to left Numbers are aligned by decimal point Setting a First Line Indent 1. You can set a first line indent manually by clicking on the First Line Indent marker and dragging it to the desired location on the Ruler; or, 2. You can set a first line indent using the Paragraph dialog box by going to the Home ribbon, and clicking the Dialog Box Launcher in the Paragraph group. 3. When the Paragraph dialog box opens, make sure the Indents and Spacing tab is selected. 4. Under the Indentation heading, in the box to the right of the word Left: manually input or use the up and down arrows to designate the distance the first line of each paragraph will be indented. 5. In the box below the word Special:, make sure First line is selected. 6. Click the OK Setting a Hanging Indent 1. You can set a hanging indent manually by clicking on the Hanging Indent Marker and dragging it to the desired location on the Ruler; or, 2. You can set a hanging indent using the Paragraph dialog box by going to the Home ribbon, and clicking the Dialog Box Launcher in the Paragraph group. 2011 Monroe County Public Library For Training Purposes Only Not For Sale or Distribution Outside of MCPL Page 3
3. When the Paragraph dialog box opens, make sure the Indents and Spacing tab is selected. 4. Under the Indentation heading, in the box to the right of the word Left: manually input or use the up and down arrows to designate the distance the first line of each paragraph will be indented. 5. In the box below the word Special:, make sure Hanging is selected. 6. Click the OK To Move the Paragraph and Indent Markers Along the Ruler Simultaneously 1. Click on the Left Indent Marker below the Hanging Indent Marker, hold the mouse button down, and drag the Indent Markers along the Ruler to the desired location. Creating a Bulleted List 1. Type up your list without any marks, asterisks, dashes, etc. 2. Click and drag through the list with your mouse to select the items in the list. 3. Go to the Home ribbon, and click the Bullets button in the Paragraph group. 4. If you want to change the bullet style, click the small downward pointing triangle next to the Bullets button, and choose one of the presets or customize by choosing Define New Bullet. Creating a Numbered List 1. Type up your list without any numbers. 2. Click and drag through the list with your mouse to select the items in the list. 3. Go to the Home ribbon, and click the Numbering button in the Paragraph group. 4. If you want to change the number style, click the small downward pointing triangle next to the Numbering button, and choose one of the presets or customize by choosing Define New Number Format. Increasing and Decreasing Indents in a Bulleted or Numbered List 1. You can press the TAB key to increase the indent, and you can hold down the SHIFT key and tap the TAB key to decrease the indent; or, 2. You can use the Increase Indent and Decrease Indent buttons in the Paragraph group on the Home ribbon. Inserting Content into the Header and/or Footer When you insert information into the Header or Footer, that information shows up on every page of your document. Types of information commonly displayed in the Header/Footer include page numbering, document authorship, a date stamp, the location of the file on the computer, and more. To access the Header or Footer, double click in the margin at the top or bottom of the page to access and edit the Header or Footer; or, go to the Insert ribbon, and choose either Header or Footer in the Header & Footer group. The Header & Footer Tools Design ribbon should now display. To insert page numbering: 1. Position your insertion point where you d like to insert the page number, and click the Page Number button in the Header & Footer group. 2. On the dropdown menu that appears, hover over Current Position, then choose the page number style you like from the option on the submenu. To insert a date stamp: 1. Position your insertion point where you d like to insert the date stamp, and click the Date & Time button in the Insert group. 2. A dialog box will open from which you can choose a date/time stamp style; click once on the style you like, then click the OK To insert the location of the document on your computer: 1. Position your insertion point where you d like the insert the file path, and click the Quick Parts button in the Insert group, and choose Field from the options on the dropdown menu. 2. Find the FileName option in the list of Field names and click it once. 3. Check the box next to the Add path to file name option, and click the OK Inserting an Picture into a Document In the Illustrations group on the Insert ribbon are options to insert a Picture or Clip Art. Inserting a picture refers to the process for inserting an image (like a digital photograph) that you have saved on your computer. 1. Position the insertion point where you want to insert your image. 2. Click the Picture button in the Illustrations group on the Insert ribbon. 3. A dialog box will open asking you to specify where the image file is located on your computer. Find it and double click on the file. 4. The image will be inserted into your document. 5. If you want to format the image so that text wraps around it, right click on the image, then hover over Wrap Text and choose Square on the submenu. 6. You can now click on the image and drag it to the desired location. Resizing Images 1. Click on the image you want to resize one time to select it. 2. Once the image is selected you will notice small squares and circles along the edges and at the corners of the image. 3. Hover your mouse over a square or circle, then click and drag to resize the image. Note: if you click and drag one of the squares along the edges, you will stretch the image; if you click and drag one of the circles at the corners of the image, you will resize and maintain the image s original aspect ratio. 2011 Monroe County Public Library For Training Purposes Only Not For Sale or Distribution Outside of MCPL Page 4
(CONTINUED Part 3) Inserting Clip Art into a Document In the Illustrations group on the Insert ribbon are options to insert a Picture or Clip Art. Inserting clip art refers to the process for inserting an image chosen from the Microsoft Clip Art library. There are dozens of clip art images built in to Word. If your computer is connected to the Internet, you can access hundreds more clip art images. 1. Position the insertion point where you want to insert the clip art. 2. Click the Clip Art button in the Illustrations group on the Insert ribbon. 3. A task pane will open up along the right side of the screen; in the Search for box type in a keyword and press ENTER. Microsoft will look for clip art images associated with that keyword. 4. Once the results of your search are displayed in the task pane, scroll through the results, locate the clip art image you like, and click on the image one time. 5. The image will be inserted into your document. 6. If you want to format the image so that text wraps around it, right click on the image, then hover over Wrap Text and choose Square on the submenu. 7. You can now click on the image and drag it to the desired location. Note: Clip art can be resized the same way an image file can. Formatting Text into Columns The first thing to determine is whether you want to format the entire document into columns, format a selected section of the text into columns, or format text from a specific point forward to the end of the document into columns. If you are formatting a selected section of text into columns, select the text before following the steps below. If you are formatting the entire document or the text from a specific point forward, then simply position the insertion point at the top of the document or at the point where you want to being formatting the rest of your text before following the steps below. 1. Click the Page Layout ribbon, then click the Columns button in the Page Setup group. 2. Choose the number of columns from the presets on the dropdown menu; or, 3. Click the More Columns option at the bottom of the dropdown menu, which will open the Columns dialog box. 4. Within the Columns dialog box, you can manually set the number of columns, specify the amount of space between the columns, and more. Creating a Table of Contents Sometimes when you create a long document, you want to be able to quickly navigate to specific sections of the document. By giving each section a heading, you can create a Table of Contents by following these instructions: 1. Highlight each section heading with your mouse; you will want to highlight all of them at once by selecting the first heading, then holding down the CTRL key and selecting the rest. 2. In the Styles group on the Home ribbon, click the Heading 1 button (note: you can assign other heading styles to generate a multi level table of contents. 3. You have now applied a unique style to the section heading elements of your document. This allows Word to distinguish between your section headings and the rest of the document. 4. Now navigate to the Table of Contents group on the References ribbon. 5. Click the Table of Contents button, and choose a table of contents style from the list; you can even customize the look of your table of contents by choosing Insert Table of Contents. Customizing the Quick Access Toolbar The Quick Access Toolbar is a customizable toolbar that appears along the top of the screen (just above the File and Home tabs). You can add any button from any ribbon to this toolbar so that those buttons are always displayed regardless of the ribbon currently being displayed. You can also add many of the options available on the File tab. 1. Click the small downward pointing triangle to the right of the Quick Access Toolbar. 2. Click on the features you d like to have available via the Quick Access Toolbar. 3. If the button you want is not one of the options displayed, you can add other buttons from any of the ribbons by right clicking on the button and choosing Add to Quick Access Toolbar. Minimizing and/or Displaying the Ribbon 1. Right click the Ribbon, and select Minimize the Ribbon. 2. To restore the Ribbon temporarily, click a top level tab; or, 3. To restore it permanently, right click on the top level tab bar and uncheck Minimize the Ribbon. Displaying the Developer Ribbon 1. Click the File tab, then choose Options from the list along the left side of the screen. 2. In the dialog box that opens, choose Customize the Ribbon. 3. In the right column under the heading Main Tabs, check the box next to the word Developer. Note: The primary reason for displaying the Developer ribbon is for the creation and management of Macros. But Wait There s More! There is much more to Microsoft Word than has been covered in this tip sheet. Many of the options on the References and Mailings ribbons have not been touched on. For more information on these topics, you could click the small blue Help button near the top right corner of the screen and/or use a search engine (like Google) to search for answers to a specific questions. 2011 Monroe County Public Library For Training Purposes Only Not For Sale or Distribution Outside of MCPL Page 5