Microsoft Word Basics


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  • For this class, mouse and keyboarding skills are required. Skills do not have to be exceptional, but basic mouse skills such as double-clicking and click-and-drag are used frequently. Keyboarding skills can be as basic as “hunt and peck”, but users should know where the basic keys are for typing.
  • Please be patient, our programs can take a minute to load.
  • Mouse pointer will change between an I shape, an arrow, and disappearing. It will disappear while you type so that it is not in the way of what is on the screen. The I shaped pointer allows you to move the insertion point accurately. The arrow is the standard pointer and allows you to select text and choose options on the toolbar and menus.
  • Larger version is in packet Taskbar Start button Clock Open Program – program(s) currently running Close – closes program and open files Maximize – makes window fill entire screen Minimize – makes window disappear without closing Title Bar – all of the above appear with every program, tells name of program and current document Current Document – blank sheet of paper or previously saved item Scroll Bar(s) – whether or not you can scroll depends on document length Menu Bar – options vary from program to program; allows manipulation of document and access to all program features Toolbar – options vary from program to program and even b/t computers; allows fast manipulation of document Ruler – tells where your lines/paragraphs are lining up Status Bar – depends on program and length of document; tells page & section, number of pages, line and column number, language, and spell check status Help – allows fast searching of the help function Task Pane – shows recently opened documents and available templates, can be closed
  • You can type something you made up yourself or copy from the slide if you want.
  • Larger version in packet Cover keyboard shortcuts and double arrows to expand menu options Also go over the options available on each menu Keyboard Shortcuts – allows user to access menu options without using the mouse File – allows you to open, save, print, and create new document Edit – allows copy, paste, find, undo and redo View – shows different ways of viewing the document Format – allows formatting of fonts and paragraphs as well as other parts of document
  • Larger version in packet ToolTips – appear when “hovering” over menu button – identify button’s function Save, Print, Open – same as menus Formatting Font Align paragraph Point out that there are some of the same functions available as in the menus; ToolTips appear when the mouse pointer hovers over buttons New 14. Italic Open 15. Underline Save 16. Align Left Print 17. Center Print Preview 18. Right Align Spell Check 19. Numbered List Copy 20. Bullets Paste Undo Zoom Font Name Font Size Bold
  • The library’s computers are set to delete any files saved on the desktop or hard drive when they are restarted. They are restarted at least every morning.
  • The document you opened will be our practice document for today. We are going to learn how to make text bold, italic, change fonts and sizes, and change line spacing.
  • Open the practice file or have it open so that you can demonstrate the skills they are learning in Word. Use ALT + TAB to switch between the presentation and Word. Practice highlighting text – one word, one line, whole document
  • You need to know how to click and drag and double click to do this.
  • If you highlight text and start to type again, the highlighted text will be replaced by what you type. You can also delete large chunks of text this way. Switch to Word® and demonstrate the highlighting techniques
  • Have Word® open with practice sentences. Go to Word® and demonstrate these skills. DO NOT CLICK AND DRAG TEXT TO NEW PLACES
  • Cover UNDO and REDO buttons as well
  • Context clues – Word® does not recognize words that are homonyms or words that are wrong in context but are actual words.
  • Tell about AutoText and AutoFormat if people have trouble with this.
  • This is a good way to make sure that everything looks the way you want it to before you print
  • Save is usually used when you have already named your document and told the computer where to save it to. It is the fastest option for saving your work. If you have not already named your document, you will be directed to do so the first time you choose to use Save OR Save As. If you have messed something up and want to restore it, DO NOT save your work. Saving your work makes any changes permanent and you lose the chance to undo or redo anything. Files not saved to a disk are lost at the end of the day when the computers are shut down for the night. Disks are available at the Reference desk for $1.
  • If you do not choose either a different name or a different location when using Save As, you will lose the original file to the new one.
  • Print Preview allows you to see how many pages the document will be. It also helps you choose which pages you want to print if you don’t want to print the whole thing. Go to Word® and show Print Preview view File Print Preview % Zoom Multiple pages Close
  • Printing File Print Page Range Copies
  • Switch to Word® and search help for formatting text
  • You can do the guided practice now or take it with you to work on later (at home or here at the library)
  • Microsoft Word Basics

    1. 1. Microsoft Word ® Basics Williamson County Public Library 1314 Columbia Ave Franklin, TN 37064 615-595-1243
    2. 2. Introduction <ul><li>Programs that allow users to create and modify documents are called “word processing” programs. </li></ul><ul><li>Microsoft Word ® is a word processing program that allows the user to create a document such as a letter, a resume or an essay quickly and easily. </li></ul>
    3. 3. Starting Microsoft Word ® <ul><li>Double Click on the blue W on the desktop. </li></ul><ul><li>The icon should look like this: </li></ul>
    4. 4. Word ® Program Window <ul><li>Once you open Word ® , you will see what looks like a blank screen. This is your blank sheet of paper, similar to what you start with in a typewriter. </li></ul><ul><li>The blinking vertical line is called an “insertion point”. Everything that you type will begin at this point. </li></ul>
    5. 5. Close Maximize Minimize Title Bar Menu Bar Taskbar Start button Open Program Current Document Ruler Status Bar Task Pane Scroll Bar Toolbar Clock Help
    6. 6. Typing Text in Word ® <ul><li>Practice typing a few sentences into Word ® to see how the insertion point moves and how your words appear on the screen. </li></ul><ul><li>Sample sentence: The quick brown fox jumped over the lazy dog. </li></ul>
    7. 7. Menus and Toolbars <ul><li>The menus and toolbars allow access to the various features of Word ® . </li></ul><ul><li>The menus and toolbars in Word ® allow the user to change the way the document looks. </li></ul><ul><li>The menus and toolbars also allow the user to save his/her work. </li></ul>
    8. 8. Menus <ul><li>There are nine menus in Word ® . They are File, Edit, View, Insert, Format, Tools, Table, Window, and Help. </li></ul><ul><li>The most often used menus are File, Edit, View, Format and Help. </li></ul>
    9. 9. Keyboard Shortcut Expand menu options Choices for menu item
    10. 10. Microsoft Word ® Tool Bar New Open Save Print Print Preview Spell Check Copy Paste Undo Zoom Font Name Font Size Bold Italic Underline Center Align Left Right Align Bullets Numbered List More tools
    11. 11. Opening files <ul><li>Files can be opened from two locations: the hard drive of the computer or an external disk or drive including a CD or flash drive. </li></ul><ul><li>When using the library’s computers, you should be opening a file from a CD or flash drive. </li></ul>
    12. 12. Opening from a disk <ul><li>Click on the File menu at the top of the screen </li></ul><ul><li>Choose Open </li></ul><ul><li>A dialog box will come up on the screen </li></ul>
    13. 13. Opening from a disk <ul><li>Click on the menu box to locate your drive (C, D, or E). </li></ul>
    14. 14. Opening from a disk <ul><li>Click on the file name that you want to open and then click the Open button. </li></ul><ul><li>The file will appear on the screen. </li></ul>
    15. 15. Working with text <ul><li>The first step in working with a document that has already been typed is knowing how to highlight the section you want to change. </li></ul><ul><li>You can highlight a single word, an entire line or paragraph, or even the whole document. </li></ul>
    16. 16. Highlighting <ul><li>In order to highlight a single word, you can simply double click that word. </li></ul><ul><li>To highlight an entire paragraph, click three times on a word in the paragraph. </li></ul>
    17. 17. Highlighting <ul><li>To highlight larger blocks of text, click where you want the highlighting to begin and drag the mouse over the text to where you want it to end. </li></ul><ul><li>To highlight the entire document quickly, go to the Edit menu and choose Select All; or press the CTRL key and the letter A at the same time on the keyboard. </li></ul>
    18. 18. Cut, copy and paste <ul><li>Once you have highlighted text, you can move it around in your document. </li></ul><ul><li>This can be useful if you decide to change the order of your paragraphs or even just a sentence or two. </li></ul>
    19. 19. Cut, copy and paste <ul><li>To Cut text from one place, highlight the text and click on the scissors on the toolbar. </li></ul><ul><li>To Copy text, click on the double pages. </li></ul><ul><li>To Paste text, click on the clipboard. </li></ul>Copy Cut Paste Redo Undo
    20. 20. Spell Check <ul><li>Microsoft Word ® will check the spelling of words as you type. When a red squiggly line appears under a word, that means that Word ® thinks you have misspelled it. </li></ul><ul><li>Word ® is not always correct in its spelling. It does not like proper names and can miss things that are actual words but still wrong. </li></ul>
    21. 21. Grammar Check <ul><li>Microsoft Word ® will also check your grammar as you type. </li></ul><ul><li>If a green squiggly line appears, Word ® thinks that you have done something wrong grammatically. </li></ul><ul><li>It is not always correct, and sometimes you want or need to be grammatically incorrect on purpose. </li></ul>
    22. 22. Spelling and Grammar <ul><li>In your practice document, look for the red and green squiggly lines. Those are words that the program has a problem with. </li></ul><ul><li>To check the spelling and grammar, go to the Tools menu and click on Spelling and Grammar… </li></ul>
    23. 23. Formatting <ul><li>In Microsoft Word ® , you can change the way things look on the page by using the format font and format paragraph options. </li></ul><ul><li>Bold , italic , underline , font size , and font name are all options for formatting your font. </li></ul><ul><li>Double space, indent, and alignment on the page are all options for formatting paragraphs. </li></ul>
    24. 24. Format Font and Paragraph <ul><li>The most commonly used font formatting options are available on the toolbar. </li></ul><ul><li>More options are available under the Format menu. </li></ul>
    25. 25. Print Preview <ul><li>Print Preview is used to see exactly how your document will be laid out when it is printed. </li></ul>
    26. 26. Save and Save As <ul><li>When using the library’s computers, you should always save to a CD or Flash Drive. </li></ul><ul><li>The Save and Save As dialog boxes look almost exactly like the Open dialog box. </li></ul><ul><li>The Save feature saves your document with the same name to the same location that you have saved it previously. </li></ul><ul><li>Save As allows you to rename your document, change its location, or both. </li></ul>
    27. 27. Save As <ul><li>Don’t forget to save your document when using the library computers. </li></ul><ul><li>You must also name your document in the File Name section. </li></ul>
    28. 28. Printing <ul><li>You can print from Word ® two different ways. </li></ul><ul><li>The recommended way is by using Print Preview. </li></ul><ul><li>If you click the printer icon on the toolbar, it will not give you any options. It simply prints the entire document as is. </li></ul>
    29. 29. Printing <ul><li>When printing, you can choose a specific number of pages or a number of copies. </li></ul>
    30. 30. Help <ul><li>If you get stuck and can’t remember how to do something, you can try typing in search terms in the Help box. </li></ul><ul><li>The Help function is a good way to get unstuck when using Word. </li></ul><ul><li>It is also a good way to learn something new. </li></ul>
    31. 31. Intermediate Word Class <ul><li>Next week’s topics: </li></ul><ul><ul><li>Create bulleted and numbered lists </li></ul></ul><ul><ul><li>Create outline </li></ul></ul><ul><ul><li>Type in tables and columns </li></ul></ul><ul><ul><li>Find and insert clip art into a document </li></ul></ul><ul><ul><li>Insert a page break, a hyperlink, auto text, and date and time </li></ul></ul><ul><ul><li>Format and edit a written paragraph </li></ul></ul>
    32. 32. Practice <ul><li>If you feel that you need more practice, there is a guided practice included in the packet you received at the beginning of the class. </li></ul><ul><li>Please fill out the evaluation form and return it to the instructor before leaving. </li></ul><ul><li>Thank you for attending Microsoft Word Basics! </li></ul>