1. UNIT3: INTRODUCTION TO MS- WORD FOR WINDOWS  Basics of document creation, In this unit, basic operations that are fundamental to the effective use of word are introduced. 1 kaggwa_fred@must.ac.ug 6/12/2016

2. MS-WORD  At the end of this unit you should be able to:-  Enter Word for windows  Create a simple document  Save a document  Exit word for windows  These operations will help you construct simple letters and memos. 2 kaggwa_fred@must.ac.ug 6/12/2016

3. Creating a simple new document  Entering Word for Windows  To enter Word for Windows double-click on the Word for Windows icon. Word for Windows will open with a new document ready for you to enter text.  Entering text  Text can be entered via the keyboard. The only important difference between word processing and typing at this stage is that you should not press the ENTER key at the end of the line. Instead, if you continue typing, the text wraps automatically onto the new line, making a soft-return.  By pressing the ENTER and hence making a forced- return, this will prevent the effective formatting of the documents later. ENTER should only be pressed when you wish to commence a new paragraph, or to execute a command. 3 kaggwa_fred@must.ac.ug 6/12/2016

4. Creating a document Cont’d  Making corrections  Simple corrections can be made by positioning the insertion point by the character to be amended. Note that Word marks words that it cannot find in its dictionary with a wavy underline.  The insertion point can be positioned by:  Positioning the mouse pointer where you want the insertion point to be and click.  Or  Pressing the ARROW keys, then  Apply whichever of the following where appropriate:  The BACKSPACE key – delete characters to the left of the cursor  The DELETE – to delete characters to the right of the cursor  Key in additional characters 4 kaggwa_fred@must.ac.ug 6/12/2016

5. Creating a document. Cont’d  Exercise:  Enter Word for Windows.  Type in any simple letter. (Don’t mind about any running corrections) 5 kaggwa_fred@must.ac.ug 6/12/2016

6. Saving a Document:  By Saving, we are permanently storing the data on a storage medium.  To save a document, use the File-save or click on the SAVE icon on the toolbar. The first time a new document is being saved this will bring the Save As dialog box onto the screen. This contains the following boxes:  Save In: This shows the name of the currently selected directory. This needs to be the directory in which you wish to save your file. The down arrow allows you to display the directory structure.  File name: This shows the names of the files in the current directory, these being any other documents that you may have created. File name displays the current default name, for example, Doc1 or an earlier name of the file. You can either accept this or click in the box to modify it.  Save as type: This shows the different types of file formats which you may choose to save your file as. Usually the default, Word documents is acceptable.  Once you have saved a document it may be saved on subsequent occasions by using File-save. 6 kaggwa_fred@must.ac.ug 6/12/2016

7. Saving a Document & File Naming  Caution: it is good practice to save a long document every twenty minutes or so. Certainly make sure to save every document before attempting to print it. Word offers an auto-saving function  File names consist of three parts – the file name  a period  and an extension (one to three characters)  Any characters may be used except the following characters: *? ; \ /: “ |. You cannot use a period except to separate the filename from the extension.  Filename extensions are usually used to distinguish between different types of files. For example, document files generally have the extension.DOC, backup files have the extension.BAK, and Excel files have extension.XLS. Generally there is no need to type the extension as word automatically adds. DOC.  Choose meaningful files names so that you can easily retrieve your documents later 7 kaggwa_fred@must.ac.ug 6/12/2016

8. Closing documents and exiting from Word for Windows  Documents can be closed by File-close or by double clicking on the document Control menu box in the upper left corner of the document window.  When you wish to leave Word for Windows, choose File-Exit. Alternatively, you may click on the control menu box at the top left of the screen and select Close, or use the keyboard shortcut ALT-F4 8 kaggwa_fred@must.ac.ug 6/12/2016

9. Basics of document control  At the end of this unit, you will be able to:  Open a document  Edit a document  Print a document 9 kaggwa_fred@must.ac.ug 6/12/2016

10. Opening a Document  To open an existing document, use File-Open or click on the document icon on the Toolbar. This causes the Open dialog box to be displayed. Click on the appropriate filename and click on Open, or alternatively double click on the file name. 10 kaggwa_fred@must.ac.ug 6/12/2016

11. Saving another copy  An additional copy of a document can be saved simply by choosing File-Save As and entering the new file name. This will create two copies of the document under different names.  Two copies may be stored under the same name, but in different locations. (What are these locations?) 11 kaggwa_fred@must.ac.ug 6/12/2016

12. Printing a document  You will normally print a document when it is open and being displayed on your screen. You should always view your document in print preview before printing, in order to check the general layout of the page.  The quickest way to create a printed copy is to issue the File-Print Preview command (or clicking on the print preview button), and then once in Print Preview, click on the Print button.  Using File-Print from either the document view or the print preview will bring up the print dialog box. Usually you can safely accept all of the default settings, so just click on Ok, and provided that your printer is on, loaded with paper and on-line, printing should commence. 12 kaggwa_fred@must.ac.ug 6/12/2016

13. More about the print dialog box  The print dialog box is displayed when the File-Print command is used. It allows a number of options to be set. These include:  Printer details – the current printer is shown, together with its status, type, where, and any comments. Opening this drop down list will allow you to select an alternative printer if there is more than one printer available.  The Properties button takes you to the Printer Properties dialog box. Through this dialog box, you may choose from a range of printing options offered by your printer such as print quality, media size, and landscape or portrait orientation.  Page Range – shows which sections of the document are to be printed either, all, current page, selection, or specified pages. 13 kaggwa_fred@must.ac.ug 6/12/2016

14. More about the print dialog box. Cont’d  Print what – shows the document type  Copies – shows the number of copies to be printed, and whether they are to be collated  Print – this drop-down list allows the choice between pages, odd pages or even pages to be made. If you wish to print double-sided then this can be achieved by printing all the odd pages, putting the back in the printer, reversed, and printing all the even pages.  Note: Options/properties button – takes you to the options dialog box. The Options dialog box offers a range of more specialized printing options such as draft output, reverse print order or print hidden text. 14 kaggwa_fred@must.ac.ug 6/12/2016

15. Undoing Mistakes  Any time that you issue a command or type or delete some text, you can undo this by issuing the Edit-Undo command. This is very useful for retrieving mistakes, and moving back to the previous state. Word maintains a history of the commands issued, and its possible to undo a command that was not the last command.  There is also the Edit-Redo command that is displayed on the edit menu after you have issued Edit Undo so that you can correct an Undo. 15 kaggwa_fred@must.ac.ug 6/12/2016

16. MENUS  Ms Word has a lot of menus and under each menu there are several options.  We shall explore just a few important options under these menus and the rest you have to discover them as part of your learning exercise. 16 kaggwa_fred@must.ac.ug 6/12/2016

17. 1.FILE MENU  New. Creates a new document.  Open. Opens a new document.  Close. Closes a document  Save. Saves a document already with a name.  Save As. Saves a document under a new name.  Page Setup. Changes the properties of a page.  Print Preview. Previews the page to be printed  Print. Gives the different printing options that can be set for better hard copy output. 17 kaggwa_fred@must.ac.ug 6/12/2016

18. 2.EDIT MENU  Undo Typing. Un does the current typing.  Repeat Typing. Re-does the current typing.  Cut. Cuts the currently highlighted document.  Copy. Copies the currently highlighted document.  Paste. Pastes the currently copied/cut part of the current document or from another document.  Selects All. Selects/highlights the entire document.  Find. Finds a particular text in the document 18 kaggwa_fred@must.ac.ug 6/12/2016

19. 3.VIEW MENU  Normal. Normal document type of view.  Web Layout. Web Layout type of document view  Print Layout. Gives a print layout type of document view.  Toolbars. Activates different tools that can be used in different situations. This is very important, in document creation.  Header and Footer. Allows us to create headers and footers in a document.  Zoom. Zooms the current document. Note: zooming does not change the size of the text being zoomed. 19 kaggwa_fred@must.ac.ug 6/12/2016

20. 4.INSERT MENU  Page Numbers. Inserts page numbers.  Date and Time. Inserts date and time.  Symbol. Inserts symbols.  Picture. Inserts a picture from different locations.  Object. Inserts different objects, like MS. Equation Editor if it is installed.  Exercise: Find out, how to use “Break and Reference” in generating a Table of Contents Automatically, under the insert menu. 20 kaggwa_fred@must.ac.ug 6/12/2016

21. 5.FORMAT MENU  Font. Formats the font of the highlighted text (font type, font style, font color, font effects i.e. super and sub scripts )  Paragraph. Formats the text of the selected/highlighted paragraph i.e. mostly dealing with line spacing.  Bullets and Numbering. Allows one to do bulleting and numbering of text.  Change Case. Used to change the text upper or lower cases i.e. capital or small letters. 21 kaggwa_fred@must.ac.ug 6/12/2016

22. 6.TOOLS MENU  Spelling and Grammar. Corrects the spellings and grammatical errors in the text by suggesting some correction.  Word Count. Gives statistics about a document i.e. number of paragraphs, words, characters etc that constitute the entire document. 22 kaggwa_fred@must.ac.ug 6/12/2016

23. 7.TABLE MENU  Draw Table. Allows one to draw a table with an electronic pen.  Insert-Table. Inserts a table with pre- defined Rows and Columns, or inserts Rows or Columns in an already existing table.  Delete. Deletes a table, Rows or Columns or cells in a table.  Select. Selects a table, Rows or Columns or Cells in a table. 23 kaggwa_fred@must.ac.ug 6/12/2016

24. DRAWING IN MS. WORD  We use the drawing tool bar. It contains many autoshapes that we can use to draw many applicable shapes.  Grouping Objects. We take the advantage of grouping individual objects into one object for easy positioning in a document.  Paint. Under Start->All Programms- >Accessories->Paint, provides more drawing features. 24 kaggwa_fred@must.ac.ug 6/12/2016

25. BRAINS AT WORK 2  One of the very useful features in word is the “Letters and Mailings ->Mail Merge” under the Tools menu. Find out, how and what it does. 25 kaggwa_fred@must.ac.ug 6/12/2016