Microsoft Word

Word Processing Definition: Word Processing is the use of computer software to enter & edit text Microsoft Word is a Word Processing Program

Parts of the Screen

Parts of the Screen Learning to use the parts of the screen will help you to use Microsoft Word more quickly & efficiently Ribbon Microsoft Office Button Screen Views Quick Access Toolbar

Ribbon

Title Bar and Ribbon Title Bar is on top middle of the screen Ribbon is panel at top portion of document and includes seven tabs: Home, Insert, Page Layout, References, Mailings, Review and View Groups on Home Tab included

Microsoft Office Button

Microsoft Office Button Performs many functions that were located in the old File Menu of Word. Create new document Open existing document Save Save As Print Send Close

Quick Access Toolbar

Quick Access Toolbar Customizable toolbar that contains commands you may want to use. Right click on any Office Button or the Ribbon and Add to Quick Access Toolbar to add a shortcut.

Ruler The ruler is found below the main toolbars. The ruler is used to change the format of your document quickly. The ruler changes indents, tabs & margins

Creating and Opening a New Document Click the Microsoft Office Button and Click New or Press CTRL+N on the keyboard Click the Microsoft Office Button and Click Open or Press CTRL+O on the keyboard

Saving a Document Click the Microsoft Office Button and Click Save or Save As or Press CTRL+S on the keyboard Click the File icon on the Quick Access Toolbar If sending a document to someone who doesn’t have Office 2007, click Office Button, click Save As, and click Word 97-2003 Document.

Rename a Document Click the Office Button and find the file you want to rename. Right-click the document name and select Rename from the shortcut menu. Type the new name for the file and press the Enter key.

Rename a Document

Document Views Click on View Tab Shortcuts

Document Views Print Layout-This is a view of the document as it would appear when printed. Includes all tables, text, graphics, and images. Full Screen Reading-A full length view of a document. Good for viewing two pages at a time.

Document Views Web Layout-This is a view of the document as it would appear in a web browser. Outline-An outline form of the document in the form of bullets. Draft-This view does not display pictures or layouts, just text.

Basic Editing I-Beam-Place the I-Beam with your mouse where you want to type. Cursor- It shows where text will appear. Selecting Text Highlighting the text you wish to change Double Clicking Clicking your mouse two times quickly

Moving in a Document Move Action Keystroke Beginning of the line HOME End of the line END Top of the document CTRL+HOME End of the document CTRL+END Up arrow Up one line of text Down arrow Down one line of text Right arrow Right to the next character Left arrow Left to the next character Right one word CTRL+ right arrow Left one word CTRL+ left arrow Up one paragraph CTRL+ up arrow Down one paragraph CTRL+ down arrow

Selecting Text Selection Technique Whole word Double-click the word Whole paragraph Triple-click within paragraph Several words or lines Drag mouse over words, or hold down SHIFT while using arrow key Entire document Choose Editing/ Select/ Select All from the Ribbon or press CTRL+A

More Basic Editing Overtype (OVR) Cut/Paste Text Typing over what you have previously typed into the document (Insert key turns off). Cut/Paste Text Removes selected text from the document & places it on the Clipboard Clipboard- Temporary storage area for use when cutting, copying, and pasting text.

Even More Basic Editing Copy/Paste Text A copy of the selected text is placed on the clipboard The original text remains in the document Text that has been copied or cut may be copied from the clipboard to the location of the insertion point in the document

Clipboard for Editing Text

Scroll Bar Allows you to move through the document quickly There are 2 scroll bars One on the bottom of the screen Moves the document from side to side One on the right side of the screen Moves the document up & down

Word Wrap The words go to the next line and automatically “word wrap” around to the next line If the text you are keying extends beyond the right margin, it will automatically move to the next line . You do not have to hit enter at the end of each line.

Status Bar Tells what part of the document is seen on the screen Found at the bottom left of the screen Shows the location of the insertion point Shows the status of pages, lines and words used.

Basic Formatting Formatting is the arranging the font size, typefaces, colors & general effects of a document. You can use the Home Tab of the Ribbon to control the style of your document.

Font – Designs of Type Serif A dressier or fancier style of font that has tips on the ends of letters It is easier to read Example: Times New Romanoman

More Type Designs Sans Serif A style of font that does not have tips on the ends of letters It is often used for titles, heading & page numbers in documents Example: Arial

Font Style A set of features that you can apply to text to change its appearance Bold – Used to make text darker and stand out. Also use CTRL+B Italic – Slants text to make it stand out. CTRL+I Underline – Underlines highlighted text to make it stand out. CTRL+U Word Underline-CTRL+Shift+W

More Font Styles

Font Size Determines the size of the font that is used in a document Font size is determined by the height of the characters Called Points Standard size is 11 point 72 points = 1 inch

Paragraph Dialog Box

Formatting Paragraphs

Changing Paragraph Alignment

Alignment How the text is positioned between the margins. Click on Home Tab to change alignment Left – The text is aligned with your left margin. Used for most documents, CTRL+L Center-The text is aligned in the center of the document. Used for headings, titles, and announcements.

Alignment Right- Aligns text with the right margin. Used for page numbers and dates. CTRL+R Justify-Aligns text to both the left and right margins. CTRL+J

Changing the Indent

Indent-The space between text and a document’s margin Indenting allows you to set text within a paragraph at different margins. First Line: Controls the left boundary for the first line of a paragraph. CTRL+M Hanging: Controls the left boundary of every line in a paragraph except the first. CTRL+T Left: Controls the left boundary for every line in a paragraph. Right: Controls right boundary for every line in a paragraph.

Borders and Shading You can add borders and shading to paragraphs and entire pages Select the area where you want the border or shading. Click the Borders button on the Paragraph Group on the Home Tab. Choose Border and Shading. Choose the appropriate options.

Creating a Border or Shading

Changing Space Between Paragraphs and Lines Select the paragraph you wish to change On the Home Tab, Click the Paragraph Dialog Box. Click the Indents and Spacing Tab. In the Spacing section, adjust your spacing accordingly.

Line Spacing Single Spacing Double Spacing-One blank line between text. Quadruple Spacing-Press Enter key 4 times to create 3 blank lines.

Proofreading Spelling and Grammar Place the cursor at the beginning of a document or the beginning of a section you want to check. Click the Review Tab on the Ribbon. Click Spelling and Grammar on the Proofing Group. Any errors will display a dialog box that allows you to choose the correct spellling.

Spelling and Grammar

Spelling and Grammar-

Proofreading Thesaurus-Allows you to view synonyms. Click the Review Tab of the Ribbon. Click the Thesaurus Button on the Proofing Group. The thesaurus tool will appear on the right side of the screen and you can view word options.

Thesaurus

AutoCorrect AutoCorrect allows you to retain certain text the way it is. Click the Office button Click the Word Options button Click the Proofing tab Click AutoCorrect Options button

AutoCorrect

AutoCorrect Tab

Dictionary You can customize the dictionary to recognize words or names that are not recognized by the spelling and grammar check in Word Click the Office button Click the Word Options button Click the Proofing tab Click the When Correcting Spelling tab Click Custom Dictionaries

Dictionary

Adding Words to Dictionary: Click on Edit Word List

Creating Tables Place the cursor where you want the new table. Click the Insert tab of the Ribbon. Click the Tables button on the Tables Group. Highlight number of rows and columns Click Insert Table and enter numbers Click Draw Table, create your table Click Quick Tables and choose a table

Adding a Table

Graphics Symbols and Special Characters Place your cursor in the document where you want the symbol. Click the Insert tab on the Ribbon. Click the Symbol button on the Symbols Group. Choose the appropriate symbol.

Symbols and Characters Symbol Button Insert Tab

Clip Art and Pictures To insert Clip Art: Place your cursor in the document where you want the Clip Art. Click the Insert Tab on the Ribbon. Click the Clip Art button. The dialog box will open and you can search for clip art. Choose the illustration you wish to include.

Adding Clip Art

Adding a Picture To insert a picture: Place cursor where you want the picture. Click the Insert Tab on the Ribbon. Click the Picture Button. Browse to the picture you wish to include. Click the Picture. Click Insert.

Adding a Picture

Smart Art Smart Art is a collection of graphics you can utilize to organize information within your document. It includes timelines, processes, or workflow. Place cursor where you want illustration. Click the Insert Tab on the Ribbon. Click the Smart Art button. Click the Smart Art you wish to insert. Click the arrow on left side of graphic to insert

Smart Art

Page Formatting Margins: Blank spaces around the top, bottom, and sides of the page. Click the Page Layout Tab on the Ribbon. On the Page Setup Group, Click Margins. Click a Default Margin, or Click Custom Margins and complete the dialog box.

Changing Margins

Page Orientation Portrait – Page orientation where the document is longer than it is wide. Landscape – A page orientation where the document is wider than it is long. To change Orientation, Page Size, or Columns: Click the Page Layout Tab on Ribbon. On Page Setup Group, Click the Orientation, Size, or Columns drop down menus and select choice.

Page Layout

Adding a Page Border and Color Click the Page Layout Tab on the Ribbon. On the Page Background Group, click the Page Colors or Page Borders drop down menus.

Adding a Border and Color

Header and Footer Insert information such as page numbers, date, or title. First, decide if you want the information in the header or the footer, then: Click the Insert Tab on the Ribbon. Click Header or Footer Choose a style.

Headers and Footers

Lists Bullets and Numbers To add to existing text: Select the text you wish to make a list. From the Paragraph Group on the Home tab, Click the Bulleted or Numbered Lists button. To create a new list: -Place cursor where you want the list and click Bulleted or Numbered Lists. Begin typing.

Lists

Formatting and Sorting Lists To format: Select entire list to change all bullets/numbers. Right click and click arrow next to list and choose a style. To sort: Select entire list to put into ascending or descending order. Click Sort button to choose order (Located in Paragraph group).

Print Three steps to the printing process: Proofread entire document Use Print Preview. Allows you to see how a document will appear when it is printed Print. Check printer number to Send to correct printer.