Introduction to Microsoft Word at the Library a 2 Hour Course for Beginners Class goals & Objectives By the end of this session participants will: Be familiar with the components of the MS Word application window. Be able to create new documents in Word and save them. Be able to edit existing documents in Word and save them. Class Goals & Objectives cont d Be able to perform basic functions available in various Microsoft programs: Copying and pasting (the clipboard) Multitasking Printing Using the Help menu www.ebpl.org 1
Getting Started Opening the program: 1. Click on Start (bottom left corner of Task Bar) 2. Click on Microsoft Office 3. Click on Microsoft Word once OR 1. Double click on MS Word icon on desktop. The Application Window Office 2003 Title Bar Menu Bar Toolbars Ruler Typing area View Buttons Scroll Bars Office 2003 Application Window cont d Title Bar Gives the name of the document and the program that is running Menu Bar Displays additional options available using dropdown menus File use to open, create, save, close, print documents and exit program Edit use for actions within documents copying and pasting, deleting and more View Change the way a document and screen items such as toolbars display on screen Insert use to insert objects into a document Format Use to change the appearance of your document such as the font, line spacing or row height, add lines Tools Use to check spelling, customize the way the keyboard, menus and toolbars look www.ebpl.org 2
More on the Application Window Toolbars Word s most common commands are placed here for easy access. There are two Toolbars combined on one line the standard toolbar and the formatting toolbar they may be separated to display the full number of options available. The Ruler Sets tab stops and indents Scroll Bars Located along the right side and bottom of the page, they enable you to move around the open document View Buttons Located above status bar & used to set views The Application Window Office 2007 Microsoft Office Button Title Bar The Ribbon Quick Launch Toolbar Tab Bar Ruler Typing Area Scroll Bar View Buttons Taskbar Zoom Office 2007 Application Window cont d Quick Access Toolbar contains shortcuts to the most commonly used fields. Customizable! Microsoft Office Button where you start in Office 2007. You can open, save, print and more from here. It s replaced the Office 2003 File Menu & has many of the same basic commands. Tab Bar contains tabs that display tools and commands in the ribbon. Ribbon contains groups of tools and commands grouped by function. View Buttons located on right in status bar are used to set how you see the screen web layout, print layout, or reading screen. www.ebpl.org 3
The Application Window - Office 2010 The Office Button has been replaced with the File tab. The Tab Bar has additional tabs and is customizable. Exercise - Typing a Letter 1. Open a new blank document (2003) Click on blank page on the standard toolbar or Click on New in File Menu Keyboard Shortcut Ctrl+N OR (2007/2010) Click on New blank document in Quick Access Toolbar, or (2007) Click on New in the Office Button, or Keyboard shortcut Ctrl+N (2010) Click on the File tab, select New Blank Document, or Keyboard shortcut Ctrl+N 2. Select the font type and size you want (and color?) Typing a Letter Exercise Cont d 3. Type in your mailing address and date <enter> 4. Type salutation (Dear Hubby/Wife/Child/Friend/Relative) <enter 2x> 5. Type Body (Indent?) I am at The Library learning to use Microsoft Word. You can now refer any questions about how to use the program to me, because I am finding it very easy to use and understand. <enter><enter> 6. Type closing Love/Sincerely/Regards <enter> www.ebpl.org 4
Saving a Document When you have finished: 2003 : Click on File on the menu bar Then click on Save As 2007 : Click on Save As icon on Quick Access Toolbar. A dialog box will appear (see next slide) Click on the pull down menu in save in to select where you want to save your document Name document by typing in file name box In Save as Type select the type of document you are saving. Then click on Save. The Save As Dialog Box 2003/2007 Consists of 4 parts with tools for file management 1. Save In 2. File Name list box 3. File name 4. Save as type The Save As Dialog Box 2010 with Windows 7 Operating System Navigate in the left pane of the Save As dialog box to select where you want to save the file. Type the name of the document in the File name field. Select the type of document Word 97 2003 (.doc) This is compatible with older versions of Word Word (.docx) This will save the document with the new features Click Save www.ebpl.org 5
2 nd Exercise Opening an Existing Document 2003: Click on Open in the File menu 2007/2010: Click on Open icon in Quick Access Toolbar Keyboard shortcut Ctrl+O (works for MS Office) Open document by either double clicking on the filename in the File Name list box or by single clicking on the name of the file and clicking on Open The chosen file will then display on the screen and be available for editing Editing an Existing Document Word is in insert mode by default To insert text in your document, place your cursor where you want it, click the mouse button, and begin typing You may turn off the insert mode and select overtype mode instead. This replaces the existing text 1 character at a time. To do this, press the insert key on your keyboard Copying & Pasting-Word 2003 The Copy/Cut/Paste functionality allows you to add text to a document or move and delete it, without retyping it 1. Select the text you want to move into your document by highlighting it 2. Go to Edit in your menu bar and click on copy 3. Place your cursor where you want to insert your text & click once with your mouse 4. Go back to Edit and then click on paste to insert the text in your document The keyboard shortcut is Ctrl C for copy and Ctrl V for paste www.ebpl.org 6
Copying & Pasting -Word 2007/2010 To copy text in the newer version of Word, you still need to select the text by highlighting it Once it is highlighted, click the Home tab and select Cut or Copy from the Clipboard group. Move your cursor to where you want to insert the text, and click Paste Ctrl +C (copy), Ctrl +X (cut) and Ctrl + V (paste) also work Print Your Document 2003 To Print, click on File in the Menu Bar 2007 To Print, click on the Printer icon in the Quick Access Toolbar Keyboard shortcut Ctrl+P (for MS Office programs). If you want to alter margins, change paper size, or layout click on page setup. If you are satisfied with the standard margins, etc, go to Print Preview. Print preview will show you how your document will display and how many pages it is. Check now to make sure everything appears as it should. If not, click on close and change your document Once you are satisfied that all is displaying properly, click on Print and the print dialog box is displayed Here you can change which printer you will select How many pages you want to print and how many copies of each The Print Dialog Box www.ebpl.org 7
Printing using Word 2010 Click on the File tab and select print The document will appear on the right side of the screen in Print Preview mode In the left pane, select the printer you want to use Select the range of pages and how many copies you want You can also modify the orientation, margins and paper size from the print menu Wrap Up We should all know how to create, edit, and save documents We have learned copying/pasting, how to multitask, printing, and how to get help from Word if you are uncertain about a procedure Now as we are finished, we need to close out our program We have covered and know the parts of the application window Closing the program 1. 2003 Save any open documents that you want to keep by going to File in the menu bar and then save/save as or 2. 2007/2010 Click on the Save or Save As buttons in the Quick Access Toolbar. Or 3. Keyboard shortcut Ctrl+S for Save (works for both) 4. Then close open saved documents by going to file and close (or click on the X in the upper right corner of the DOCUMENT window 5. Once all documents are closed, go to file and exit or click on the X in the upper right corner of the title bar. www.ebpl.org 8
And, the result of this session? We hope that the information presented in this class will be helpful to you. If you have any additional questions please direct them to the staff at the Reference Desk, in person or by telephone @ 732 390 6767 or email them to eref@ebpl.org Thank You Summary www.ebpl.org 9