Title Bar – This is common to all programs in Windows. It shows the name of the program currently being used and in the case of some programs like Word, also shows the name of the document currently being edited.
Menu Bar – Most Windows programs have a row of menus along the top of the screen which can be used to access the program’s functions. There are several ways of using the menus as you will see later.
Windows Icons – These standard windows icons provide quick ways to close a window or change the position of a window. The first icon will minimise a window (Shrinking it to a button at the bottom of your screen). The second one switches between maximising the window (so it fills the screen) and restoring the window to its normal size. Programs like Word are usually best used in their maximised state. The third icon closes a window when clicked.
Tool Bar – The tool bar contains icons that give quick access to commonly used features.
Rulers – The two rules can be used not only for measurements but can also be used to assist in adjusting tabs and margins.
Task Pane – This area has a number of functions. It will automatically appear when you are working on certain tasks and will display shortcuts to common functions.
Status Bar – Displays information about the current document and also provides quick access to some functions.
Tip : If you have several documents open at once and you want to close or save them all at the same time, hold down the [Shift] key while you click on the File menu. The Close command will change to Close All and the Save command will be changed to Save All.
Click to move up one line at a time Scroll box – hold click your mouse button on this and drag up to quickly move up or down through the document. Click to move down one line at a time Split screen marker – can be dragged or double-clicked down to show different parts of the same document in a split-screen view Click above the scroll box to move up one screen at a time. Click below the scroll box to move down one screen at a time .
Tip : Use [Ctrl] + [Delete] or [Ctrl] + [Backspace]
Caution: Sometimes Word may be set to Overtype mode so that what you type replaces existing text instead of being inserted in front of existing text. When Overtype mode is turned on and indicator will be highlighted in the status bar at the bottom of the window. You can turn overtype off or on by either double-clicking the indicator or by pressing the [Ins] (Insert) key.
To select a lot of text: Select the beginning and the end holding down [Shift]
To select a row: put the pointer to the left of the text and click when it turns to an arrow. You can aslo click and drag up or down to select several rows.
To select a whole word: double-click on the word.
To select a whole paragraph: click three times
Tip : If you already have text selected then holding down the [Ctrl] key will allow you to select additional text, even if there is a gap between the areas you are selecting. This allows you to select more than one area at the same time.
Tip: Experienced users of Word often find that the quickest way to use Cut, Copy & Paste is to use the keyboard shortcuts. Because the X, C, and V key are all next to the left [Ctrl] key, it is very easy to use those shortcuts with your left hand, leaving your right hand to select with your mouse.
Drag & Drop Editing
Tip : If you hold down [Ctrl] while you are dragging selected text, you will be copying instead of moving.
TEXT EDITING Shortcuts covered in this section Move up one screen PageUp Move down one screen PageDown Move to the beginning of a line Home Activate Extend mode for text selection F8 Move to the end of a line End Cut selected text Ctrl + X Paste text from the clipboard Ctrl + V Move to the previous page Ctrl + PageUp Move to the next page Ctrl + PageDown Open a file. Ctrl + O Move to the beginning of a document Ctrl + Home Move to the end of a document Ctrl + End Delete a whole word to the right Ctrl + Delete Copy selected text Ctrl + C Delete a whole word to the left Ctrl + Backspace Select all text in a document Ctrl + E Move left or right one word at a time Ctrl or Move up or down one paragraph at a time Ctrl or
AutoText is a feature of Word which allows you to automatically insert frequently used text. The amount of text could be anything from a single word to a whole page’s worth of text and can even include non-text elements such as pictures. Some common words and phrases such as names of months & days are already built in to Word’s AutoText feature and you can also add your own. Any new entries you add will be available for use in all documents you create.
TEXT TOOLS Shortcuts covered in this section Spelling and Grammar Check. F7 Complete an AutoText entry. F3 Undo the last change. Ctrl + Z Repeat the last change. Ctrl + Y Display the printing options / Print a document. Ctrl + P Display / hide the Task Pane. Ctrl + F1 Create a new AutoText entry from the selected text. Alt + F3
Use F4 to repeat the last format change as many times as you want
Format menu – changing case
[Shift] [F3]: This is a quick way of switching between Uppercase, Lowercase and Sentence Case.
Formatting Before Typing
CHARACTER FORMATTING Shortcuts covered in this section Change case of selected text Shift + F3 Repeat the last action. F4 Turn underline formatting on and off. Ctrl + S Double Underline formatting. Ctrl Shift D Turn italics formatting on and off. Ctrl + K Turn bold formatting on and off. Ctrl + N
PARAGRAPH FORMATTING Shortcuts covered in this section Insert a line break in a paragraph. Shift + Enter Right align paragraphs. Ctrl + R Left align paragraphs. Ctrl + L Justify aligns paragraphs. Ctrl + J Insert a page break. Ctrl + Enter Centre align paragraphs. Ctrl + E 1.5 line spacing. Ctrl + 5 Double line spacing. Ctrl + 2 Single line spacing. Ctrl + 1 Decrease paragraph indent (or decrease level – covered later on). Alt + Shift + “left arrow” Increase paragraph indent (or increase level – covered later on). Alt + Shift + “right arrow”