Microsoft Word Intermediate


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Workshop for CETEM, University of Puerto Rico, Aguadilla campus

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Microsoft Word Intermediate

  1. 1. Microsoft Word--Intermediate Professor Mary Moore de Reece 26 de enero, 2010
  2. 2. <ul><li>Let’s look at some of the other areas that can be used in the Microsoft Word program. </li></ul>
  3. 3. Toolbar <ul><li>We will not go over each and every element of the Toolbar, but it is important to note the new ‘look’ of MS Word 2007, which now uses TABS to organize its toolsets. MS Word 2003 does not use tabs, but the basic functions and tools are still present, just not organized in the tabs. </li></ul>
  4. 4. Toolbars - Home <ul><li>This is the main section, and you will likely use these tools most often. Main components include Font choices (size, type, color, etc.), Paragraph formatting (justification, bullets, and numbers), and the Styles section, which gives various pre-formatted text choices. Feel free to test these styles, it is important to become familiar with the Font and Paragraph section first. </li></ul>
  5. 5. Toolbar - Insert The major components you are likely to use the most in this section are Tables , Illustrations (allows insertion of pictures), and Text (contains the “Insert Date & Time” tool) Headers, Footers and Page Numbers .
  6. 6. Toolbar - Tables <ul><li>Here is where you insert tables that you would like to use in your report. </li></ul><ul><li>Here you choose how many rows and columns you need and click on them. </li></ul>
  7. 7. Toolbar – Page Layout This is an important section which allows you to control the overall look and feel of the Word document. Paper Orientation and Size are two menu items used often.
  8. 8. Toolbar - References <ul><li>This section is essential when creating official documents (proposals) or print-worthy text (for publishing) as it allows the insertion of a Table of Contents, Footnotes, and other citations (Including APA). Recommended for more advanced users. </li></ul>
  9. 9. Toolbar - Mailings <ul><li>The Mailings section contains elements commonly used in an office, business, or clerical setting. The Create section contains important mail utilities, such as Envelopes and Labels. </li></ul>
  10. 10. Toolbar - Review The Review section is great for collaborative projects. We will not cover its functions extensively, but you should know that it can be a useful tool for reviewing, commenting, and correcting many different types of projects.
  11. 11. Toolbar - View <ul><li>The View tab allows users to customize the look of their MS Word interface. Once you gain some comfort level with the various tools and functions, this is a good place to explore which view works best for you. The default view is usually the Print Layout, which gives you a good indication of how your finished document will appear once it has been printed. </li></ul>
  12. 12. <ul><li>Questions about the TOOLBAR? </li></ul>
  13. 13. Other important features… <ul><ul><li>Scrollbar </li></ul></ul><ul><ul><ul><li>By clicking on the arrows or by dragging the moveable part of a Scroll Bar up or down, left or right, you can move to an area of a document too long to fit on-screen. A scroll bar can move up and down and/or left and right. </li></ul></ul></ul><ul><ul><li>Help (F1) </li></ul></ul><ul><ul><ul><li>Any time you get stuck, MS Word provides a Help function where you can search for solutions and how-to’s. Simply press the F1 key and search for your topic. </li></ul></ul></ul>
  14. 14. TIP: Common Shortcuts <ul><li>To do this: </li></ul><ul><li>Press this: </li></ul><ul><li>CTRL+N </li></ul><ul><li>CTRL+O </li></ul><ul><li>CTRL+W </li></ul><ul><li>CTRL+S </li></ul><ul><li>Create a new document of the same type as the current or most recent document. </li></ul><ul><li>Open a document. </li></ul><ul><li>Close a document. </li></ul><ul><li>Save a document. </li></ul>
  15. 15. Section Two: File Management <ul><li>Section Goals -most of you probably know all this </li></ul><ul><li>Know how to create a New Document in Word </li></ul><ul><li>Be able to Open an existing file </li></ul><ul><li>Know how to Save your file </li></ul><ul><li>Be able to Rename your document </li></ul><ul><li>Discover additional Keyboard Shortcuts </li></ul>
  16. 16. Creating a New Blank Document <ul><li>To create a new blank document: </li></ul><ul><ul><li>Click the Windows Button </li></ul></ul><ul><ul><li>From the menu choose New. </li></ul></ul>
  17. 17. Opening a Document <ul><li>To open a document: </li></ul><ul><ul><li>Click the Windows Button </li></ul></ul><ul><ul><li>From the menu, choose Open . </li></ul></ul>
  18. 18. Saving a Document
  19. 19. Saving a Document--continued <ul><li>To save a document for the first time: </li></ul><ul><li>Select the File menu > Save As . </li></ul><ul><li>Word will display the dialog box. </li></ul><ul><li>In the field next to File name , type the name of your document. </li></ul><ul><li>Once you have saved your document for the first time you can save further revisions by selecting the File menu and choosing Save , or clicking on the Save button on the toolbar. </li></ul>
  20. 20. Autosave or Fastsave <ul><li>*Word allows “fast saves” which automatically saves your document. </li></ul><ul><li>The saves only the current edits and not the entire document, so SAVE OFTEN . </li></ul>
  21. 21. Renaming Your Document <ul><li>Follow the instructions for Saving a Document for the first time, but use a different name or location. </li></ul><ul><li>You now have two copies of the document, one with the original name, another with a new name. </li></ul><ul><li>NOTE: Remember to always back up your documents and save them to a safe place before closing Word! </li></ul>
  22. 22. TIP: More Keyboard Shortcuts <ul><li>Here are some other commonly used shortcuts: </li></ul><ul><ul><li>Copy: CTRL+C </li></ul></ul><ul><ul><li>Cut: CTRL+X </li></ul></ul><ul><ul><li>Paste: CTRL+V </li></ul></ul><ul><ul><li>Undo: CTRL+Z </li></ul></ul><ul><ul><li>Redo: CTRL+Y </li></ul></ul><ul><ul><li>New document: CTRL+N </li></ul></ul><ul><ul><li>Open document: CTRL+O </li></ul></ul><ul><ul><li>Print document: CTRL+P </li></ul></ul>
  23. 23. Online Help <ul><li>Word offers excellent and extensive online help which can be accessed by selecting the Help menu > Microsoft Office Word Help . Word Help will appear in the task pane. Select Connect to Microsoft Office Online . You can find almost everything you need to know from the online help that is available. </li></ul>
  24. 24. <ul><li>Any Questions? </li></ul>
  25. 25. Section Three: Formatting Your Text <ul><li>Section Goals </li></ul><ul><ul><li>Be able to change your document’s font </li></ul></ul><ul><ul><li>Use Bold, Underline, and Italics </li></ul></ul><ul><ul><li>Use Bullets and Numbering </li></ul></ul><ul><ul><li>Understand Letter Wizard </li></ul></ul><ul><ul><li>Become Familiar with the Envelopes and Labels sections </li></ul></ul><ul><ul><li>Text Spacing and Alignment </li></ul></ul><ul><ul><li>Understand the importance of Spell Checker </li></ul></ul><ul><ul><li>Manage Page Numbers </li></ul></ul><ul><ul><li>Know how to Print </li></ul></ul>
  26. 26. To change the font of the text in your document <ul><li>From the formatting toolbar, select the Font box, a drop-down menu list of font names. </li></ul><ul><li>Click on the arrow to the right of the font name. </li></ul><ul><li>Scroll through the list of fonts until you find the one you want to use. </li></ul><ul><li>Click the name of the font to select it. No matter where your cursor is, you will now begin typing in the new font from that point on. </li></ul>
  27. 27. To change the font of already typed text <ul><li>Highlight and select the text you want to change. </li></ul><ul><li>From the formatting toolbar, select the Font box. </li></ul><ul><li>Click on the arrow to the right of the font name. </li></ul><ul><li>Scroll through the list of fonts until you find the one you want to use. </li></ul><ul><li>Click the name of the font to select it. </li></ul><ul><li>The highlighted text will change to the newly selected font. </li></ul>
  28. 28. Bold , Underline , and Italics <ul><li>The buttons are located in the Home menu tab. </li></ul><ul><li>To bold, underline, or italicize words, highlight the text you want to affect. Click on the button with the B on it to bold the selected text. Click on the button with the I to italicize the selected text. Or, click on the button with U to underline the selected text </li></ul>
  29. 29. Bullets and Numbering <ul><li>You can quickly add bullets or numbers to existing lines of text, or Word can automatically create lists as you type. By default, if you start a paragraph with an asterisk or a number 1. , Word recognizes that you are trying to start a bulleted or numbered list. </li></ul>
  30. 30. Type a bulleted or numbered list <ul><li>Type * (asterisk) to start a bulleted list or 1. to start a numbered list, and then press SPACEBAR or the TAB key. </li></ul><ul><ul><li>Type any text that you want. </li></ul></ul><ul><ul><li>Press ENTER to add the next list item. </li></ul></ul><ul><ul><li>Word automatically inserts the next bullet or number. </li></ul></ul><ul><ul><li>To finish the list, press ENTER twice, or press BACKSPACE to delete the last bullet or number in the list. </li></ul></ul>
  31. 31. Add bullets or numbering to a list <ul><li>Select the items that you want to add bullets or numbering to. </li></ul><ul><li>On the Home tab, in the Paragraph group, click Bullets or Numbering . </li></ul><ul><li>Other Formats </li></ul><ul><ul><li>You can find different bullet styles and numbering formats by clicking the arrow next to Bullets or Numbering on the Home tab, in the Paragraph group. </li></ul></ul>
  32. 32. Text Spacing & Alignment <ul><li>To align the text to the left, center, right, or to justify text: </li></ul><ul><ul><li>Highlight the text that you wish to align and click on the appropriate button in the formatting toolbar. </li></ul></ul><ul><ul><li>For example, to align text to the left, select the text and click on the align left button. </li></ul></ul>
  33. 33. Set Language Here, you can change the default language to Spanish if you so desire.
  34. 34. Spell Checker <ul><li>MS Word’s AutoCorrect automatically corrects spelling as you type, without having to confirm each correction. For example, if you type definitely and then type a space or other punctuation, the AutoCorrect feature automatically replaces the misspelled word with definitely. </li></ul><ul><li>In most cases, checking spelling in all the Microsoft Office programs is fairly easy. Press F7 , and then use the dialog box or task pane that appears to go through the file or item that you are working on. </li></ul>
  35. 35. Spell Checker Details <ul><li>If you want to also check grammar, select the Check grammar check box. </li></ul><ul><li>If the program finds spelling mistakes, a dialog box or task pane is displayed, and the first misspelled word found by the spelling checker is selected. You decide how you want to resolve each error that the program finds. </li></ul><ul><li>After you resolve each misspelled word, the program flags the next misspelled word, so that you can decide what you want to do. </li></ul><ul><li>In Outlook or Word only, after the program finishes flagging the spelling mistakes, it begins showing you the grammar mistakes. For each mistake, select an option in the Spelling and Grammar dialog box. </li></ul>
  36. 36. Page Numbers <ul><li>To insert page numbers: </li></ul><ul><ul><li>From the Insert menu, select Page Numbers . </li></ul></ul><ul><ul><li>In the page numbers pop-up window, make sure the position and alignment of the page numbers is to your preference. </li></ul></ul><ul><ul><li>For more page number options, click on the Format button. </li></ul></ul>
  37. 37. No First Number on First Page <ul><li>Follow the steps to insert page numbers </li></ul><ul><li>Uncheck the Show Number on First page checkbox, if you do not wish the number to appear on the first page . </li></ul>
  38. 38. Previewing and Printing Your Document <ul><li>To preview your document before printing </li></ul><ul><ul><li>Click the Windows Button </li></ul></ul><ul><ul><li>Let the Mouse hover over the Print menu option. </li></ul></ul><ul><ul><li>Select Print Preview </li></ul></ul><ul><ul><li>To switch between viewing one page and multiple pages: </li></ul></ul><ul><ul><ul><li>Click on the buttons at the top which look like one page, or four pages laid out. </li></ul></ul></ul><ul><ul><li>To zoom in, place your cursor on the document--it will turn into a magnifying glass with a + symbol inside. Then click on your document. </li></ul></ul><ul><ul><li>To zoom back out, place your cursor on the document and this time your cursor will turn into a magnifying glass with a - symbol inside. Click on your document. </li></ul></ul>
  39. 40. To Print <ul><li>Press CTRL+P </li></ul><ul><li>OR </li></ul><ul><li>Click the Windows Button </li></ul><ul><li>Select Print </li></ul><ul><li>A dialog box will appear. </li></ul><ul><li>Choose the number of copies and pages you want to print. </li></ul><ul><ul><li>Make sure that the printer you want to print to is listed/selected in the “Printer Name” field within the Print window. </li></ul></ul><ul><ul><li>If so, click OK  to print. </li></ul></ul><ul><ul><li>If not, click on the arrow next to the name of the printer for the pull-down menu and select the correct printer. </li></ul></ul>
  40. 41. <ul><li>Any questions?? </li></ul><ul><li>Thank you for attention and patience!!  </li></ul>
  41. 42. Thanks for the help from: <ul><li> </li></ul>