ITT_04101 COMPUTER APPLICATIONS Lecture 2 - MS WORD Gasper M ITT_04101

What you will learn Getting Familiar with Microsoft Word 2007 for Windows O The Microsoft Office Button O The Quick Access Toolbar O The Title Bar O The Ribbon O The Ruler O The Text Area O The Vertical and Horizontal Scroll Bars O The Status Bar O Understanding Document Views Gasper M ITT_04101

What you will learn (cont..) Formatting Text Cut, Copy, and Paste commands Clipboard and Spell Checker Document and Page Layouts Headers and Footers Inserting Symbols, Tables, and Clipart Gasper M ITT_04101

What is MS Word? O Microsoft Word is a word processing program that allows you to create, revise, and save documents for printing and future retrieval. O This software enables users to enter, edit, and format text and graphics. Gasper M ITT_04101

Word Program Window Document window Ribbon Title bar Scroll bar Ruler Status bar Quick Access toolbar View buttons Gasper M ITT_04101

Office Button In the upper-left corner of the Word 2007 window is the Microsoft Office button. When you click the button, a menu like this appears. You can use the menu to: create a new file open an existing file save a file print a document and perform many other tasks Gasper M ITT_04101

The Quick Access Toolbar Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar provides you with access to commands you frequently use. By default Save, Undo, and Redo appear on the Quick Access toolbar. You can use Save to save your file, Undo to rollback an action you have taken, and Redo to reapply an action you have rolled back. Gasper M ITT_04101

The Title bar O Next to the Quick Access toolbar is the Title bar. O The Title bar displays the title of the document on which you are currently working. O Word names the first new document you open Document1. O As you open additional new documents, Word names them sequentially. O When you save your document, you assign the document a new name. Gasper M ITT_04101

The Ribbon You use commands to tell Microsoft Word what to do. In Microsoft Word 2007, you use the Ribbon to issue commands. The Ribbon is located near the top of the screen, below the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related command groups. Within each group are related command buttons. Gasper M ITT_04101

The Ruler The ruler is found below the Ribbon. You can use the ruler to change the format of your document quickly. If the ruler is not visible, you have to follow these steps. Click the View tab to choose it. Click the check box next to Ruler in the Show/Hide group. The ruler appears below the Ribbon. OR Click here Gasper M ITT_04101

The Text Area Just below the ruler is a large area called the text area. You type your document in the text area. The blinking vertical line in the upper-left corner of the text area is the cursor. It marks the insertion point. As you type, your text displays at the cursor location. The vertical and horizontal scroll bars enable you to move up, down, and across your window simply by dragging the icon located on the scroll bar. You won't see a horizontal scroll bar if the width of your document fits on your screen. Gasper M ITT_04101

The Status Bar O The Status bar appears at the very bottom of your window and provides such information as the current page and the number of words in your document. O You can change what displays on the Status bar by right-clicking on the Status bar and selecting the options you want from the Customize Status Bar menu.. Gasper M ITT_04101

Understanding Document Views In Word 2007, you can display your document in one of five views: Draft, Web Layout, Print Layout, Full Screen Reading, or Online Layout. Draft view - most frequently used view. You use Draft view to quickly edit your document. Web Layout view- enables you to see your document as it would appear in a browser such as Internet Explorer. Print Layout view - shows the document as it will look when it is printed. Reading Layout view - formats your screen to make reading your document more comfortable. Outline view - displays the document in outline form. You can display headings without the text. If you move a heading, the accompanying text moves with it. Gasper M ITT_04101

Home tab O It’s got the commands that people use most commonly when they write documents: O font formatting commands (Font group), O paragraph options (Paragraph group), and O text styles (Styles group). Gasper M ITT_04101

Type, Backspace, and Delete O You create documents by typing them. O If you want to start a new paragraph, press Enter. O To capitalize, hold down the Shift key while typing the letter you want to capitalize. O Use the Backspace key to delete. O You can also delete text by using the Delete key. Gasper M ITT_04101

Bold, Italicize, and Underline O When creating a document, you may need to emphasize particular words or phrases by bolding, underlining, or italicizing. O You may bold, underline, or italicize using four different methods; O the Ribbon O the Mini-toolbar/context menu O and the keyboard Gasper M ITT_04101

Bold with the Ribbon O Choose the Home tab. O Click the Bold button in the Font group. Gasper M ITT_04101

Bold with the Mini Toolbar O Right-click. The Mini toolbar appears. O Click the Bold button on the word you wish to bold. Gasper M ITT_04101

Bold with Keys O Press Ctrl+b (hold down the Ctrl key while pressing b). Note: To remove the Bold, press Ctrl+b again. O The same method applies for underline and italicizing but keys involved will be Ctrl+u (underline) Ctrl+i (italic). Gasper M ITT_04101

o In Microsoft Word, you can easily create bulleted or numbered lists of items. o Several bulleting and numbering styles are available, as shown below Add Bullets and Numbers Gasper M ITT_04101

Add Bullets and Numbers Gasper M ITT_04101

Aligning Paragraphs O Paragraphs are aligned relative to the left and right margins O Left-aligned text is flush with the left margin and has a ragged right edge O Right-aligned text is flush with the right margin O Centered text is positioned evenly between the margins O Justified text is flush with both the left and right margins Gasper M ITT_04101

Cut, Paste and Copy O Cut command removes the selected text and places it on the clipboard. O Alternatively, you may press Ctrl+x. O Paste command puts the contents of the clipboard into the document. O Alternatively, you may press Ctrl+v. O Copy command places a duplicate of the selected text on the clipboard. O Alternatively, you may press Ctrl+c. Gasper M ITT_04101

Use the Clipboard O As you cut or copy, Word can store the information you have cut or copied on the Clipboard in a hierarchy. O The Clipboard can store up to 24 items. Gasper M ITT_04101

Undo and Redo You can quickly reverse most commands you execute by using Undo. If you then change your mind again, and want to reapply a command, you can use Redo. Press Ctrl+z. The typing disappears. Press Ctrl+y. The typing reappears. Gasper M ITT_04101

Find and Replace O If you need to find a particular word or phrase in your document, you can use the Find command. O This command is especially useful when you are working with large files. O If you want to search the entire document, simply execute the Find command. O If you want to limit your search to a selected area, select that area and then execute the Find command. O After you find the word or phrase you are searching for, you can replace it with new text by executing the Replace command. Gasper M ITT_04101

Insert tab O Pages Format O Insert Tables O Illustrations (Graphic objects) O Links to Webpage and Internet O Headers and Footer O Graphic Text O Symbol (including math equation) Gasper M ITT_04101

Creating A Table O You can create a Table to enhance the presentation of data, to create side-by-side paragraphs, and to organize information used in form letters. Type of Mortgage This Year Last Year Recommended 30 conventional 7.0% 7.5% Yes 30 jumbo 7.625% 7.875% Yes 15 conventional 6.875% 7.125% No 15 jumbo 7.25% 7.5% No Gasper M ITT_04101

Add Page Numbers O Page numbers help you keep your document organized and enable readers to find information quickly. O You can add page numbers to the top, bottom, or margins of your pages, and you can choose where the numbers appear. O For example, numbers can appear at the top of the page, on the left, right, or center of the page. O Word also offers several number styles from which you can choose. Gasper M ITT_04101

Header and footer O Add headers and footers to a document when there is an item you want to appear on every page O A header is text or graphics that appears at the top of every page of a document O A footer is text or graphics that appears at the bottom of every page of a document O Headers and footers often contain information such as document title, author name, dates, and page numbers Gasper M ITT_04101

Page layout O Create themes O Paper setup O Page background O Format paragraph O Format object Gasper M ITT_04101

Before you print your document, you may want to change the orientation of your pages. There are two orientations you can use portrait and landscape. If you print in Portrait, the shortest edge of the paper becomes the top of the page. Portrait is the default option. If you print Landscape, the longest edge of the paper becomes the top of the page. Set the Orientation Gasper M ITT_04101

Reference O Table of content O Footnote O Citation & Bibliography Gasper M ITT_04101

Mailing tab O Envelops and Labels O application Gasper M ITT_04101

Review tab O Check document (spelling, grammar and word count) O Tracking and compare document when many users working on the same document Gasper M ITT_04101

Use Spell Check O Word checks your spelling and grammar as you type. O Spelling errors display with a red wavy line under the word. O Grammar errors display with a green wavy line under the error. O In Word 2007, you can use the Review tab's Spelling & Grammar button to initiate a spell and grammar check of your document. Gasper M ITT_04101

View tab O Different document views O Show/hide ruler O Zoom out and in Gasper M ITT_04101

Saving a document O temporary storage area. To store a document permanently, it must be saved in a file on a disk. O Word has two commands in the Office Button menu that are commonly used to save a file on a disk: Save As and Save. Gasper M ITT_04101

Saving a document (cont..) The Save As command enables you to: O Save a document for the first time O Save a document with a new file name O Save a document to a different location The Save Command enables you to: O Record changes made to an existing file O Automatically display the Save As dialog box when saving a new file Gasper M ITT_04101

Closing a document O When you are finished with a document, click the OFFICE BUTTON and select CLOSE to close the document window. You may also close the document window by clicking on the window’s CLOSE button marked with an X in the top right corner. Gasper M ITT_04101

Open a File O To Open a File Click the Microsoft Office button. A menu appears. O Click Open. The Open dialog box appears. O Locate the folder in which you saved the file Click Open. O To Opening a File with Keys O Press Ctrl+o. O Locate the folder in which you saved your file. O Click Open. Gasper M ITT_04101