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  • 1. Introduction to Microsoft Word 2000 Microsoft Word 2000 Introduction June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 2. Table of Contents Screen Layout ...............................................................................................1 Title Bar .....................................................................................................2 Menu..........................................................................................................2 Toolbars .....................................................................................................2 Ruler Bar....................................................................................................3 Scroll Bars..................................................................................................3 Status Bar...................................................................................................3 Full Screen Edit ..........................................................................................3 Using Help ....................................................................................................4 Microsoft Word Help .................................................................................5 Contents and Index.....................................................................................5 What’s This? ..............................................................................................6 Microsoft on the Web.................................................................................6 WordPerfect Help.......................................................................................6 Detect and Repair.......................................................................................6 About Microsoft Word ...............................................................................6 Word Processing Basics ................................................................................7 Insertion Point Movement...........................................................................8 Inserting Today’s Date ...............................................................................9 Saving the Document..................................................................................9 File, Save .................................................................................................10 File, Save As ............................................................................................10 Printing a Document .................................................................................10 Print to a File............................................................................................11 Centering Text..........................................................................................11 Add Title to Memo ...................................................................................11 Change the font for the entire document....................................................12 Selecting Text...........................................................................................13 Select Word...........................................................................................13 Select Entire Line ..................................................................................13 Select Entire Sentence ...........................................................................13 Select Entire Paragraph..........................................................................14 Select Entire Document .........................................................................14 Selecting Rectangular Areas ..................................................................14 Microsoft Word 2000 Introduction Page i June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 3. Deleting Text............................................................................................14 Undo ........................................................................................................14 Redo.........................................................................................................15 Replacing Text .........................................................................................15 Using Tabs ...............................................................................................16 Setting Tab Stops with the Ruler Bar .....................................................17 Setting Tab Stops with the Tabs Dialog Box ..........................................17 Changing the Fonts...................................................................................19 Practice – Change GoodDeed memo.........................................................19 Cut, Copy and Paste .................................................................................20 Edit: Cut ................................................................................................20 Edit: Copy .............................................................................................20 Edit: Paste .............................................................................................21 Specific Tools .............................................................................................22 Creating a New Document (File, New) .....................................................22 Templates.................................................................................................22 Changing the Capitalization of Text..........................................................24 Spelling and Grammar Checker ...............................................................25 Grammar Checker ....................................................................................25 Inserting Text with AutoCorrect ...............................................................27 Inserting Text with AutoText....................................................................28 Using the Thesaurus .................................................................................30 Establishing the Look of a Page...................................................................31 Setting Up Document Pages .....................................................................31 File, Page Setup........................................................................................31 Creating Headers and Footers...................................................................33 Page Numbers in Headers and Footers......................................................34 Format – Changing the Appearance of Characters, Paragraphs, and Documents.........................................................................35 AutoFormat ..............................................................................................35 Style Gallery.............................................................................................36 Formatting Characters ..............................................................................36 Formatting Paragraphs..............................................................................37 Insert – Sharing Information from other Programs .......................................39 Insert Command .......................................................................................39 Microsoft Word 2000 Introduction Page ii June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 4. Symbol – Insert symbols or special characters ..........................................40 Insert common typographical characters ................................................41 Insert symbols not on the keyboard........................................................41 Create arrows, faces, and other symbols automatically...........................41 Type international characters .................................................................42 Assign a symbol to a shortcut key ..........................................................42 Insert File .................................................................................................43 Insert a second document into an open document...................................43 Insert a Microsoft Excel File as a Table .................................................43 Insert Object.............................................................................................44 Insert a Microsoft Excel Worksheet or chart into a Word document.......44 Create a new embedded MS Excel Worksheet or chart ..........................44 Insert Picture ............................................................................................46 About Working with Pictures in a Document .........................................47 Tools, Options -- Changing the Defaults......................................................49 View ........................................................................................................49 General.....................................................................................................50 Edit ..........................................................................................................50 Print .........................................................................................................51 Save .........................................................................................................51 Spelling and Grammar ..............................................................................52 Track Changes..........................................................................................53 User Information ......................................................................................53 Compatibility............................................................................................54 File Locations...........................................................................................54 Appendix A.................................................................................................55 Function Key Charts.................................................................................55 Quick Reference to some Common Shortcut Keys....................................59 Index...........................................................................................................60 Microsoft Word 2000 Introduction Page iii June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 5. Introduction to Microsoft Word 2000 Welcome to Microsoft Word 2000. This program is designed to make your word processing needs easy to accomplish. Let’s jump in and see how this is done. Screen Layout Menu Toolbars Title Bar Rulers Scroll Up/Down Scroll Left/Right View Screen Page Up Types Page Down Status Bar Browse By Button Introduction to Microsoft Word 2000 Page 1 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 6. Title Bar At the very top of the screen is the Title Bar. If the Title Bar is colored, it designates the active window. On the left side of the title bar is the Word Icon. On the right side of the title bar is the minimize button, the maximize or restore button, and the Exit “X”. Menu The second line is the menu. Use the mouse to click on the option desired, or ALT key plus the underlined character of the option for keyboard access to the menu. Toolbars The next line has toolbars. Word provides over a dozen different toolbars, although you’ll normally display only two or three at any one time. Microsoft’s “factory settings” display only the Standard and Formatting toolbars. The other toolbars include those listed at the left. You can display any available toolbar by right- clicking on any toolbar displayed on your screen and selecting the toolbar from the drop-down menu that appears. Placing the mouse pointer on the icon brings up a word description of what the icon does. The Toolbars provide a quicker access to functions normally found in the menu, maybe buried under several selections. You can select or unselect Toolbars by choosing View, Toolbar. or by clicking on the toolbar with the right mouse button and unselecting, or selecting from the list. Introduction to Microsoft Word 2000 Page 2 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 7. Ruler Bar The Ruler Bar allows for quick changes to the Left and Right Margins, as well as Tabs. Clicking on the icon in the far left side of the Ruler Bar will change the type of Tab. Scroll Bars The Scroll Bars allow quick movement both Vertically (on the right side of the document window, and Horizontally (at the bottom of the document window). Included on the Vertical scroll bar are the Page Up and Page Down icons. Included on the Horizontal scroll bar are the icons to change to the different ways to view the document: Normal, Page Layout, and Outline Views. Status Bar The bottom line of the document window is the Status Bar. The Status Bar will show Page location, cursor location, time of day, etc. It is always present unless you choose the Full Screen view. Full Screen Edit BUT, for those wanting a “clean screen” with nothing else showing, select View, and then Full Screen. To change back, click on the icon at the bottom of the screen that says “FULL” or press the ESCape key to return to the normal screen. Introduction to Microsoft Word 2000 Page 3 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 8. Using HELP!! Help is accessed by selecting Help from the menu bar. This is done either with the mouse (point and click) or using the ALT + H key from the keyboard. Once Help is selected, several options appear in the menu: Introduction to Microsoft Word 2000 Page 4 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 9. Microsoft Word Help The Microsoft Assistant is there to help you. Or you can hide it and just use the regular Help by pressing F1 function key or selecting Help. The earlier graphic shows the normal Help Screen complete with Contents, Answer Wizard, and Index. See an explanation for using Contents and Index in the next row. Contents and Index Contents is set up like a book with chapters and articles within a chapter. When trying to learn all you can about something, this will be a good way to cruise articles about this item. The Index shows a comprehensive list of functions. It is designed for those who know what they want to do (the terminology) and just want to go directly to the “how to” without a lot of extra reading. When pointing at a feature, the mouse should Introduction to Microsoft Word 2000 Page 5 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 10. change to a hand. Select with the hand icon, and additional information about the topic will appear. What’s This? After selecting “What’s This”, the cursor changes to show a question mark along with the arrow. You can now point to any icon, or character on the screen. The dialog box will then tell you what this icon is for. Microsoft on the Web Pointers to the Microsoft Web Pages. WordPerfect Help WordPerfect Help provides crossover training for WordPerfect users. The program will show the function name in WordPerfect, the WP key used, and Word’s interpretation of this function. Detect and Repair Detect and Repair will automatically find and fix errors in this application. During this process you may be asked to provide the installation source (the CD or the location on your network drive that original software is stored) and/or exit open applications. It will also give you the option to restore any shortcuts while repairing. About Microsoft Word This will give you the version, and release of Word 2000 you are working with so you can share that with those trying to help you with your software. Sometimes the solution is updating your software if you are having a strange bug. Introduction to Microsoft Word 2000 Page 6 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 11. Word Processing Basics Creating a Document - Type the following text. Use Backspace key if you make a mistake. The University has a commitment for service that has led to the development of an Office of Outstanding Good Works. In this capacity, the Council would like to remind everyone working at the University to go out of their way to be nice to everyone. Sometimes this will mean swallowing comments, but that adjustment will have to be made to have a reputation of excellence in this regard. I will let you know when the final approval is given for the start of compliance to begin. We on the council look forward to this becoming a great success. • Never use the spacebar to center or otherwise position text. Use the Center- alignment button on the Standard toolbar instead. • Don’t use the spacebar to make columns. Instead use tabs, Word’s multicolumn features, or tables. • Do not press ENTER repeatedly to start a new page. Instead use Word’s Insert Page Break command. Introduction to Microsoft Word 2000 Page 7 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 12. Insertion Point Movement You can quickly move to another location in your document by using the mouse and the scroll bars. With keys, the document scrolls automatically when you move the insertion point. To move the insertion point by using the mouse: 1. Using the scroll bars, scroll until you reach the location you want. 2. Click the location where you want to position the insertion point. Introduction to Microsoft Word 2000 Page 8 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 13. Move the cursor to the top of the paragraph you just typed. Add two blank lines by pressing Enter twice. Move cursor to top of document by pressing Ctrl + Home. Add the memo heading. TO: All Deans and Department Heads FROM: Executive Council of Good Works DATE: SUBJECT: Being Good Deed Doers Introduction to Microsoft Word 2000 Page 9 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 14. Inserting Today’s Date To insert the current date, move the cursor to the Date line, and press END. Select INSERT, Date and Time, and then the date that is formatted the way you desire. Saving the Document Save the file with the name “Good Deed Doers” by selecting FILE, SAVE, and typing the entire file name. Because Windows 95 supports long file names, you can be creative up to 255 characters. Press Enter or select OK when finished typing the name. Introduction to Microsoft Word 2000 Page 10 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 15. File, Save FILE, SAVE is used the first time you save the file, and anytime you want to save all the changes you are making. The Ctrl+S keyboard shortcut is a convenient way to save without visiting the File menu. File, Save As FILE, SAVE AS is used when you want to save the existing file, but with a different name or file TYPE. To change the file Type, click the icon after Save File as Type: to see the different types. These include MS-DOS text, WordPerfect, MS Word 6.0/95, Word 2.x version, etc. When saved as MS- DOS text, it is in ASCII format and can be read by any package. Printing a Document Printing is handled through the File menu. Select File, Print, OK. To Preview on the screen before printing: Select File, Print Preview. When finished previewing, select CLOSE. Introduction to Microsoft Word 2000 Page 11 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 16. Print to a File Printing to a File: 1. Edit and polish document as usual. 2. Consider printing a paper copy. 3. Select FILE, PRINT. 4. Check the “Print to File” box in the Print dialog box. 5. Click OK. You’ll see the Print to File dialog box. 6. Pick a folder from the folder list. 7. Name the file in the File Name box. 8. Click OK to create the file. Centering Text Word is preset to align text flush left with the left margin. However you have the options.. To center selected text: 1. Highlight the text to be centered. 2. On the Formatting Toolbar, select Center. Add Title to Memo We need to add a title to our Good Deed memo. Move the cursor to the top of the document, press enter 3 times to add a couple of lines. Move the cursor back to the top and type UNIVERSITY MEMO. To center or align text: 1. Select the line or paragraph you want to center or align. Quick Tip to select a line: Click the mouse once in the blank left margin area to select an entire line. Click twice to select a paragraph, click three times to select the entire document. 2. On the formatting toolbar, click the button for the Introduction to Microsoft Word 2000 Page 12 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 17. alignment you want. Change the font for the To change the font for the entire document, you must entire document first select it. In our “Good Deed Doers” document, we can do this by : 1. Position cursor at the beginning of the document (the title) in the far left margin. 2. Click the mouse button 3 times in quick succession. (Click one moves the cursor, click two, selects the entire paragraph, and click three the entire document). 3. Now go to the format toolbar and the font size (usually 10 or 12) and press the down arrow key next to the number. Change it to 14 point. 4. The entire document should be a bigger font. While the document is highlighted, you can also select other functions, like changing all text to bold, italics, color of text to red, etc. Introduction to Microsoft Word 2000 Page 13 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 18. Selecting Text Word lets you do a lot with text after you’ve typed it. You can change its appearance, move it around, delete it, and copy it. The first step is always to select the text you want to work with. You can drag your mouse pointer over the text while holding down the primary mouse button. There are shortcuts for selecting individual words, lines, sentences, and paragraphs. Select Word Double-click anywhere on a word to select the entire word and the space that follows it. To select adjacent words, drag after double-clicking on the first word of interest. Entire words will be selected when you drag this way. Select Entire Line 1. Move the mouse pointer to the selection bar (an invisible strip running down the extreme left edge of the document window). The mouse pointer will change from the I-beam to an arrow. 2. Click the primary mouse button only once. The entire line to the right of where you’ve clicked will be selected. 3. Continue dragging down to select additional lines. Select Entire Sentence 1. Hold down the Ctrl key while you click anywhere in the sentence of interest. 2. This also selects the sentence’s punctuation mark and the space following the sentence, if there is one. 3. Drag after you click this way to select additional sentences. Introduction to Microsoft Word 2000 Page 14 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 19. Select Entire Paragraph 1. Triple-click anywhere in the paragraph after pointing to the paragraph. 2. Using the Selection Bar, move the mouse pointer to the selection bar (the invisible strip running down the extreme left edge of the document window). The pointer will become an arrow. 3. Double-click. The adjacent paragraph will be selected. Select Entire Document 1. Move mouse pointer to the selection bar at the left edge of the document and the pointer will become an arrow. 2. Hold down the Ctrl key and click. The entire document will be selected. Alternately, triple- click on the selection bar to select the whole document. Selecting Rectangular 1. Hold down Alt key while you drag to mouse to Areas select rectangular areas (like columns in a tabbed list). Deleting Text Press Backspace key immediately after typing character. Select test, and press Delete. Use Clear command on Edit menu to delete single character or select text, the Edit,Clear. Undo The exact name of the Undo choice on the Edit menu changes as you work. It remembers which steps you last took, and so can sometimes say Undo Typing, Undo Formatting, Undo Sort, etc. There are three ways to Undo. 1. Edit, Undo reverses your last action. Choose Edit, Undo again to reverse the action before that, and so on. Introduction to Microsoft Word 2000 Page 15 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 20. 2. If you press Ctrl + Z repeatedly, it will reverse previous actions. 3. The Undo toolbar button and its associated drop- down list menu let you undo multiple actions in sequence. Redo Use the Redo command to undo an Undo. To redo your last action only, choose Edit, Redo. You can also press the keyboard shortcut F4, or click the Redo button on the Standard toolbar. Replacing Text Combine the steps of deleting unwanted text, positioning the insertion point, and inserting replacement text. 1. Highlight the unwanted text. 2. Start typing. The old text disappears, and the new text appears across the screen as you type. Introduction to Microsoft Word 2000 Page 16 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 21. Using Tabs For creating lists in columns, the easiest way is to create a table. But to create quick, relatively simple lists, tabs can be very useful. Word offers five specialized types of tab stops: 1. Left - Text typed at these tab stops bumps up against the left edge of the stop. 2. Center - Center your text around the tab stop. 3. Right - Position whatever you type to the left of the tab stop. This is a great way to type long lists of numbers and have them line up. 4. Decimal - Align columns of numbers on the decimal point and are perfect for simple financial reports. 5. Bar - Creates nice, thin vertical lines that separate columns. You can only specify bar tabs from the Tabs dialog box. The bar is not an actual tab stop (you can’t use them to place text), but they can be placed and moved like stops. Introduction to Microsoft Word 2000 Page 17 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 22. Setting Tab Stops with You can set custom tabs as you type or you can use the Ruler Bar the standard 1/2” tabs initially and then go back to fine tune. Here are the general steps. 1. With the ruler in view, click the button at the left edge of the horizontal ruler repeatedly until it shows the icon for the desired tab stop type (Left, Right, Decimal, or Center.) 2. Click on the ruler where you want to place a tab stop. If you make a mistake, drag the stop off the ruler and try again. 3. When you type, press the Tab key to move the insertion point to the new tab positions. To move tab stops before you’ve entered text, simply point to the stop you need and drag to the right or left. If you have already entered text that uses the tab stops you want to move, first select all of that text before moving the tab stop. Setting Tab Stops with Although using the ruler is easy, you may want to use the Tabs Dialog Box the Tabs dialog box for some projects. It provides ways to set tab stops precisely and it offers some additional tab-related options. Select FORMAT, TABS, or select FORMAT, PARAGRAPH, TABS. Remember to select all the intended text and paragraph markers before you move tab stops. Introduction to Microsoft Word 2000 Page 18 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 23. You can only add Tab Leader characters from the Tabs dialog box. Leader characters make it easy to read wide, sparsely populated lines without losing your place. Word’s leader characters are dots, dashes, and solid lines. To create leaders, follow these steps: 1. Select the paragraph(s) to be used. 2. Click on the tab where you want the leaders. 3. Choose the leader style you desire from the Tabs dialog box. 4. Click OK. Introduction to Microsoft Word 2000 Page 19 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 24. Changing the Fonts To change the font with the mouse, you can either select from Format, Font and choose from the displayed menu, or you can use the Format Toolbar (the one showing the name of the font currently being used, as well as the font size), and make selections directly from it. You can also select an item and choose from the toolbar icons; B to bold, I to italicize, or U to underline. To practice, change the 1. Change to a different font for the entire document GoodDeed memo using (use 3 clicks in the margin to select the entire these font changes. document). 2. Change the font size for the heading to 24 pt. 3. Bold the major headings (TO:, FROM:, DATE:, and SUBJECT:). 4. Bold and italicize the office name “Office of Outstanding Good Works”. 5. Use File, Save to save all your changes to disk. Introduction to Microsoft Word 2000 Page 20 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 25. Cut, Copy and Paste The Cut, Copy and Paste features use the Windows Clipboard to store information temporarily. By placing information on the Clipboard, you can move and copy text and graphics from one location to another. Information remains in Clipboard until Windows is exited, or another text or graphics replaces the existing block. With Office 2000, you can store up to 12 items in Clipboard at a time. Edit: Cut When you cut text and graphics, you remove it and place it on the Clipboard. To Cut Data or Graphic: 1. Select the information. 2. Choose Edit, Cut. (or the scissors icon, or Ctrl- X) Information is moved to the Clipboard. Edit: Copy When you copy text, you place only a copy of the text and graphics on the Clipboard without removing the original. Introduction to Microsoft Word 2000 Page 21 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 26. To Copy Data or Graphic: 1. Select the information 2. Choose Edit, Copy. (or the Copy icon, or Ctrl-C) A copy of the information is moved to the Clipboard with original information still in place. Edit: Paste When you paste text, you retrieve a copy from the Clipboard and insert it into the active document window at the insertion point. You can paste the text in the same document window, another document, or another program. To Paste Data or Graphic: 1. Move cursor to insertion point. 2. Choose Edit, Paste. (or the Paste icon, or Ctrl-V) A copy of the information is inserted at cursor location with copy still in Clipboard. Specific Tools Creating a New When you start Word, a new, blank document named Document DOCUMENT1 opens. To begin working on it, just File, New start typing. You do not have to type and format each new document from scratch. You can save time by using one of the supplied templates for common documents such as letters and memos. To see the templates available to use, select FILE, NEW. The screen above will appear showing different types of predesigned letter formats. There are several categories of templates that may fit your specific need – look at letters and memos that are formatted for formal, contemporary, or casual looks. There are preformatted pages for Fax cover Introduction to Microsoft Word 2000 Page 22 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 27. sheets, and publication layouts. You can also create your own templates from one of the predefined templates by opening it as a template instead of a document. Any changes you make will be saved as a new template when you save and rename. Introduction to Microsoft Word 2000 Page 23 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 28. Templates To start a new document from a template: 1. From the File menu, choose New. 2. Under New, select the Document option button. 3. In the Template box, do one of the following: To create a new document from an existing template, select the template that you want to use and then choose OK. Word gives the new document a temporary name, such as Document2, until you save it with a unique filename. You can change templates just as you would any other Word document. The only difference is one additional stop you must take when saving your work. 1. Use FILE, NEW to open the template to be changed. 2. Make the changes, such as adding your logo and other embellishments. 3. Print out a sample and check your work. 4. When satisfied, choose FILE, SAVE AS. 5. Type the exact same file name as the old template Introduction to Microsoft Word 2000 Page 24 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 29. if you want to replace the old template, or type a new file name if you want to keep both the old and new. Make sure to type the extension .DOT if you choose a new filename. Introduction to Microsoft Word 2000 Page 25 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 30. Changing the You can quickly change the capitalization of text Capitalization of Text without retyping, making selected text all lowercase or all uppercase letters, capitalizing only the first letter of each word, capitalizing the first word of a selection, or switching existing uppercase letters to lowercase letters or vice versa. To change the capitalization of text: 1. Select the text to be changed. 2. From the Format menu, choose Change Case. 3. Choose from the options provided, then choose the OK button. You can also change the capitalization of text by using the keyboard. Select the text. Press Shift+F3 until the text has the capitalization you want. Spelling and Grammar Start the Spelling checker with the F7 shortcut or by Checker picking Tools, Spelling and Grammar. The spelling TOOLS, SPELLING dialog box appears (If there are no mistakes in the AND GRAMMAR text, you won’t see the dialog box.) Grammar Checker The Grammar checker runs at the same time. Unless you select a portion of your document, Word will check the whole thing. Once suggestions have been made to improve the grammar, if you have marked that you want this in your Spelling and Grammar options, you will see Introduction to Microsoft Word 2000 Page 26 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 31. statistics relating to this document. These statistics include: Counts - number of words, characters, paragraphs, and sentences. Averages - Average number of sentences per paragraph, words per sentence and characters per word. Readability - the percentage of sentences written in passive voice, as well as other readability indexes. Flesch Reading Ease - computes readability based on the average number of syllables per word and the average number of words per sentence. The higher the score (0-100), the greater the number of people who can readily understand the document. Flesch-Kincaid Grade Level - computes readability based on average number of syllables per word and the average number of words per sentence. The score in this case indicates a grade-school level. Introduction to Microsoft Word 2000 Page 27 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 32. Inserting Text with Tools, AutoCorrect opens a four part tab menu to set AutoCorrect up AutoCorrect, AutoFormat As You Type, TOOLS, AutoText, and AutoFormat. AUTOCORRECT AutoCorrect moves into action every time you press the spacebar, the Tab key, or the Enter key after entering a letter or a word. If the previous word is stored as an AutoCorrect entry, AutoCorrect changes it; if it is not stored as an AutoCorrect entry, nothing happens. It can also cause confusion if you don’t realize the settings will catch and correct such things as catching two initial caps, capitalizing the first word of a sentence, and replacing words as you type that have been set up in auto correct. Introduction to Microsoft Word 2000 Page 28 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 33. Inserting Text with AutoText is the way to store and retrieve AutoText “boilerplate” text, graphics, etc. To create an AutoText item, first highlight the item, then choose Tools, AutoCorrect, AutoText. A suggested name will be given (names can be up to 32 characters and spaces), or you can give your own name. Click the Add button. For example, when referring to our university, we typically have to describe where we are in relation to Dallas. So an Autotext item could be the following paragraph: The University of North Texas is located 35 miles north of the Dallas/Fort Worth Metroplex on I-35. Select this paragraph, and then select Tools, AutoCorrect, AUTOTEXT. Keep the default name and select ADD. Introduction to Microsoft Word 2000 Page 29 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 34. Now when you start typing “The University” you should see a screen tip giving you the opportunity to press Enter and accept the rest of the paragraph. If you do not want to enter this paragraph, simply keep typing and ignore the screen tip. If, for some reason, the screen tip doesn’t appear, it is possible AutoComplete has been turned off. Here are instructions to turn it on (or off). Turn on or off AutoComplete 1. On the Insert menu, point to AutoText, and then click AutoText. 2. Select or clear the Show AutoComplete tip for AutoText and dates check box. After you select the check box, Microsoft Word will display a ScreenTip when you type the first few characters of a date or AutoText entry, at which point you can insert the entry or continue typing. Introduction to Microsoft Word 2000 Page 30 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 35. Using the Thesaurus The Thesaurus command can help you add flavor and TOOLS, punch to your documents. Select the word you want LANGUAGE, to change, then open the Thesaurus dialog box by THESAURUS choosing Tools, Language, Thesaurus. You’ll see a dialog box as follows: The Meanings section of the dialog box lists available meanings and parts of speech for the selected word. Pick the meaning of interest, and you’ll see a corresponding list of synonyms in the box to the right of the Meanings list. 1. Clicking on the word places it in the Replace with box. 2. If you click the Replace button at this point, the new word will replace the selected one in your document. 3. To look for other words instead, click the Look Up button for additional choices. 4. Clicking the cancel button closes the Thesaurus without changing your selected word. Introduction to Microsoft Word 2000 Page 31 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 36. Establishing the Look of a Page Setting Up Document To work with the overall look of the document, you Pages can change the page setup. Page Setup is divided File, Page Setup into four parts: Margins, Paper Size, Paper Source, and Layout. Select FILE, PAGE SETUP for the following screen: Margins will change for Top of form, bottom, left and right. It also adjusts the page for binding width, or gutter. The adjustment can be made to where text begins after the header and before the footer. Paper Size screen is as follows: Introduction to Microsoft Word 2000 Page 32 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 37. The adjustments can be made for different forms, as well as orientation of printing. Paper Source helps with particular printer needs, as to which bin to feed from for the first page and other pages. The Layout screen provides the following information. Introduction to Microsoft Word 2000 Page 33 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 38. Creating Headers and Headers and footers are places to put repetitive Footers information in a document’s top and bottom margins. Simple text, graphics, stylized text, dates, and automatic page numbering can all be included in headers and footers. You can specify identical headers and footers on all pages in your document, or you can specify different contents for each section of the document. Odd and even pages can have different designs if you wish. Header and footer editing always takes place in Page Layout view. You work right in the header and footer area of your document after double-clicking to undim it. To enter a header that repeats on all pages in your document: 1. Choose View, Header and Footer. 2. The Header and Footer toolbar is displayed. 3. Create and edit header text as you would any other. You can paste graphics, apply styles, and otherwise format your work normally. 4. Use the automatic page-number, time-stamping, and date-stamping features. 5. Double-click in the main document to return to Introduction to Microsoft Word 2000 Page 34 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 39. work there. Create Footers the same way, except that you work in a Footer window. Once created, you can double-click in the header/footer area to edit. Page Numbers in Using the Toolbar: Headers and Footers 1. Open the header or footer by double-clicking on it in Page Layout view. 2. Click on the page numbering button in the Header/Footer toolbar. Word will insert a number in your header or footer at the insertion point. 3. Page numbers can be stylized, repositioned, surrounded with borders, accompanied by text, and otherwise embellished. Using Insert - Page Numbers: 1. Place the insertion point in the section you want to number. 2. Display the Page Numbers dialog box by choosing INSERT, PAGE NUMBERS. 3. Word suggests placing page numbers in the bottom-right corner of your document (1/2” from the bottom and right edges of the paper), but you can specify different positions with the Position and Alignment drop-down menus. Watch the Preview area as you work. 4. Choose whether you want a page number on the first page by clicking to add or remove the corresponding X. 5. Either click OK or click on the Format button to review other page numbering options. Introduction to Microsoft Word 2000 Page 35 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 40. Format - Changing the Appearance of Characters, Paragraphs, and Documents AutoFormat AutoFormat inspects your document and suggests formatting changes that you can accept or reject or let the program change it without asking. You can use it on newly typed documents, or on old Word or non- Word text files. Choose Format, AutoFormat. To see what options are preset, select Options. You can make adjustments from this list of options if necessary. Select OK, or Cancel, and proceed with the check of the document. If you selected the “review” option, you will be able to review the format changes that have been applied. Introduction to Microsoft Word 2000 Page 36 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 41. Style Gallery You can also select different styles from the Style Gallery to change the overall appearance of the document by selecting Format, Style … The Style Gallery lets you see how the different styles will affect the actual memo. You can browse through the different template styles and pick the one best suited. To apply styles from the formatting toolbar: 1. Either place the insertion point in a paragraph or select several paragraphs. 2. Scroll through the drop-down style list on the Formatting toolbar to pick the desired style. 3. Click on a style name to apply it to the selected text. You text will be reformatted using the selected style. Use EDIT, UNDO if you don’t like the results. Formatting Characters Characters are altered by changing the font size and appearance. This can be applied to one character or a selected group of characters. In addition to using Introduction to Microsoft Word 2000 Page 37 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 42. the toolbars and the pull-down menus, there are also shortcut keyboard selections you can make. Formatting Paragraphs A Word paragraph can be a single text character, a graphic, or even a blank line consisting only of the paragraph mark which appears in your document when you press the Enter key. Each Word paragraph in your document can be uniquely formatted and need not contain text. To modify the appearance of a single paragraph, simple place the insertion point anywhere in the paragraph (with the mouse, point and click). To modify multiple paragraphs, select all or parts of each paragraph to be changed. Choose Format, Paragraph to reach the Paragraph dialog box. This box lets you: • Precisely specify inter-line spacing (Single, Introduction to Microsoft Word 2000 Page 38 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 43. double, etc.) • Precisely specify inter-paragraph spacing (space before and after paragraphs) • Dictate exact indentation measurements • Turn off line numbering for specific paragraphs • Specify text alignment (left, centered, right, or justified) • Specify text flow guidelines (widows, orphans, etc.) Introduction to Microsoft Word 2000 Page 39 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 44. Insert – Sharing Information from other Programs INSERT Command Introduction to Microsoft Word 2000 Page 40 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 45. SYMBOL You can insert special characters, international Insert symbols or characters, and symbols by using the Symbol special characters command on the Insert menu. To quickly insert a symbol that you use frequently, assign the symbol to a shortcut key. Word automatically replaces some key combinations with symbols. Introduction to Microsoft Word 2000 Page 41 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 46. Insert common 1. Click where you want to insert the character. typographical 2. On the Insert menu, click Symbol, and then click characters the Special Characters tab. 3. Double-click the character you want to insert. Insert symbols not on 1. Click where you want to insert the symbol. the keyboard 2. On the Insert menu, click Symbol, and then click the Symbols tab. 3. Double-click the symbol or character you want to insert. Create arrows, faces, You can add the following commonly used symbols and other symbols to your document by typing corresponding characters automatically or character combinations. For example, you can create J by typing :) or :-) Type To create (c) © (r) ® (tm) ™ ... … --> à :) or :-) J :| or :-| K :( or :-( L <-- ß <== ç <=> ó ==> è Notes You can remove AutoCorrect entries if you don't want to replace key combinations with symbols. You can add your own symbols or correct typing mistakes by clicking AutoCorrect. Type international To produce Press characters à, è, ì, ò, ù CTRL+` (ACCENT GRAVE), Introduction to Microsoft Word 2000 Page 42 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 47. À, È, Ì, Ò, Ù the letter á, é, í, ó, ú, ý CTRL+' (APOSTROPHE), Á, É, Í, Ó, Ú, Ý the letter â, ê, î, ô, û CTRL+SHIFT+^ (CARET), Â, Ê, Î, Ô, Û the letter ã, ñ, õ CTRL+SHIFT+~ (TILDE), Ã, Ñ, Õ the letter ä, ë, ï, ö, ü, ÿ CTRL+SHIFT+: (COLON), Ä, Ë, Ï, Ö, Ü, Ÿ the letter å, Å CTRL+SHIFT+@, a or A æ, Æ CTRL+SHIFT+&, a or A œ, Œ CTRL+SHIFT+&, o or O ç, Ç CTRL+, (COMMA), c or C ð, Ð CTRL+' (APOSTROPHE),d or D ø, Ø CTRL+/, o or O ¿ ALT+CTRL+SHIFT+? ¡ ALT+CTRL+SHIFT+! ß CTRL+SHIFT+&, s Introduction to Microsoft Word 2000 Page 43 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 48. Assign a symbol to a 1. On the Insert menu, click Symbol. shortcut key 2. Click the tab with the symbol or character you want. 3. Click the symbol or character you want. 4. Click Shortcut Key. 5. In the Press new shortcut key box, type the key combination you want to use. 6. Click Assign. INSERT - FILE Insert a second 1. Click where you want to insert the second document into an open document. document 2. On the Insert menu, click File. 3. In the File name box, enter the name of the file you want to insert. Insert a Microsoft Excel 1. Click where you want to insert the Excel table. File as a Table 2. On the Insert menu, click File. 3. In the File name box, enter the name of the Excel spreadsheet you want to insert. 4. You will be asked if you want the entire workbook, worksheet, or range to be included for the Excel spreadsheet. Introduction to Microsoft Word 2000 Page 44 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 49. Introduction to Microsoft Word 2000 Page 45 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 50. INSERT, OBJECT Word provides several ways to insert Microsoft Excel data into a Word document. Insert a Microsoft Excel worksheet or chart into 1. Copy and paste a worksheet or chart. a Word document 2. Insert the worksheet or chart as a linked object or embedded object. The main differences between linking and embedding are where the data is stored and how it is updated after you place it in the document: Create a new embedded 1. Click in the document where you want to place the Microsoft Excel embedded object. worksheet or chart 2. On the Insert menu, click Object, and then click the Create New tab. 3. In the Object type box, click the type of object you want to create. 4. To display the embedded object as an icon (for example, if others are going to view the document online) select the Display as icon check box. 5. To prevent the embedded object from being displayed as a drawing object that you can position in front of or behind text and other objects, clear the Float over text check box. Notes Introduction to Microsoft Word 2000 Page 46 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 51. • Only programs that are installed on your computer and that support linked and embedded objects appear in the Object type box. • When you click Microsoft Excel Worksheet in the Object type box, an entire workbook is inserted into your document. The document displays only one worksheet at a time. To display a different worksheet, double-click the Microsoft Excel object, and then click a different worksheet. Introduction to Microsoft Word 2000 Page 47 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 52. INSERT, PICTURE There are many alternatives for inserting a picture, including Clip Art, from a file, using AutoShapes, WordArt, direct from a scanner, or a chart. The most common use of inserting a picture is from the ClipArt library that comes with the Microsoft Office suite. About working with Word comes with its own set of pictures in the Clip pictures in a document Gallery. The Clip Gallery includes a wide variety of clip art that makes it easy for you to dress up your documents with professionally designed images. You'll find everything from maps to people and from buildings to scenic backgrounds. It's easy to select a picture. Just point to Picture on the Insert menu, click Clip Art, and then click the Clip Art or Pictures tab. The Clip Gallery includes a handy Find feature to help you locate just the right images for your document. You can also insert pictures and scanned photographs (called imported art or graphics) from other programs and locations. Introduction to Microsoft Word 2000 Page 48 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 53. To insert a picture from another program, click Picture on the Insert menu, and then click From File. When you select a picture, the Picture toolbar appears with options you can use to crop the picture, add a border to it, and adjust its brightness and contrast. To insert a scanned photograph, click Picture on the Insert menu, and then click From Scanner. The image appears in Microsoft Photo Editor, a program you can use to edit the picture. You can also draw your own pictures by using options on the Drawing toolbar You can create special text effects by using the new WordArt button on the Drawing toolbar, and you can use additional features, such as 3-D effects and textured fills. Word recognizes a wide variety of picture formats. Because all Office programs share the same graphics filters, if you installed a graphics filter when you installed another Office program (PowerPoint or Microsoft Excel, for example) you can use that same filter in Word. Introduction to Microsoft Word 2000 Page 49 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 54. TOOLS, OPTIONS, Changing the Defaults TOOLS, OPTIONS, Change the view options View To customize the way Word displays your document, select options on the View tab (Tools menu, Options command). For example, you can display or hide items in your document (such as graphics, animated text, and field codes) or screen elements (such as scroll bars). The options that are available on the View tab depend on which view you're in. For example, in page layout view and online layout view, you can speed up scrolling by hiding graphics and displaying picture placeholders instead. TOOLS, OPTIONS, 1. The General tab option lets you set some overall General operations of Word that apply to all documents in all views. Introduction to Microsoft Word 2000 Page 50 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 55. Introduction to Microsoft Word 2000 Page 51 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 56. TOOLS, OPTIONS, Edit The Edit tab lets you set editing options that affect editing in all documents and in all views. TOOLS, OPTIONS, Using the Print tab options, you can control how a Print document is printed and what elements in the document are printed. TOOLS, OPTIONS, The Save tab lets you set the options for saving your Save documents (including automatic saving) and for saving the Normal template. Introduction to Microsoft Word 2000 Page 52 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 57. Introduction to Microsoft Word 2000 Page 53 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 58. TOOLS, OPTIONS, You set the options for proofreading a document in Spelling and Grammar the Spelling & Grammar tab. Some examples are: 1. Check Spelling As You Type (automatically checks your spelling as you type and underlines with a red sawtooth underline words not found in any active dictionaries.) 2. Check Grammar As You Type (Turn off if you do not want to automatically check grammar during proofreading.) 3. Check Grammar With Spelling (Tells Word to check the spelling in each sentence before checking the grammar to ensure that Word isn't trying to make grammatical and stylistic sense of a sentense that contains misspelled words.) 4. Show Readability Statistics Introduction to Microsoft Word 2000 Page 54 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 59. TOOLS, OPTIONS, The options on the Track Changes tab let you decide Track Changes how WORD MARKS CHANGES TO A DOCUMENT. The Tools Highlight Changes command controls tracking changes. TOOLS, OPTIONS, The User Information tab displays information about User Information the user, who is normally the person registered to use the software. Introduction to Microsoft Word 2000 Page 55 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 60. TOOLS, OPTIONS, On the Compatibility tab, you can set special Compatibility conversion and display options for documents created in earlier versions of Word or in other word processing program. TOOLS, OPTIONS, File Word needs to know where to find the files it needs Locations and where to store saved files. The locations of files are initially established during Setup, when you install the Word Program or add components. Introduction to Microsoft Word 2000 Page 56 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 61. APPENDIX A Function key Press To F1 Get online Help or the Office Assistant F2 Move text or graphics F3 Insert an AutoText entry (after Word displays the entry) F4 Repeat the last action F5 Choose the Go To command (Edit menu) F6 Go to next pane or frame F7 Choose the Spelling command (Tools menu) F8 Extend a selection F9 Update selected fields F10 Activate the menu bar F11 Go to the next field F12 Choose the Save As command (File menu) SHIFT+Function key Press To SHIFT+F1 Start context-sensitive Help or reveal formatting SHIFT+F2 Copy text SHIFT+F3 Change the case of letters SHIFT+F4 Repeat a Find or Go To action SHIFT+F5 Move to a previous revision SHIFT+F6 Go to the previous pane or frame SHIFT+F7 Choose the Thesaurus command (Tools menu, Language submenu) SHIFT+F8 Shrink a selection SHIFT+F9 Switch between a field code and its result SHIFT+F10 Display a shortcut menu SHIFT+F11 Go to the previous field SHIFT+F12 Choose the Save command (File menu) Introduction to Microsoft Word 2000 Page 57 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 62. CTRL+Function key Press To CTRL+F2 Choose the Print Preview command (File menu) CTRL+F3 Cut to the Spike CTRL+F4 Close the window CTRL+F5 Restore the document window size CTRL+F6 Go to the next window CTRL+F7 Choose the Move command (Control menu) CTRL+F8 Choose the Size command (document Control menu) CTRL+F9 Insert an empty field CTRL+F10 Maximize the document window CTRL+F11 Lock a field CTRL+F12 Choose the Open command (File menu) CTRL+SHIFT+Function key Press To CTRL+SHIFT+F3 Insert the contents of the Spike CTRL+SHIFT+F5 Edit a bookmark CTRL+SHIFT+F6 Go to the previous window CTRL+SHIFT+F7 Update linked information in a Word source document CTRL+SHIFT+F8 Extend a selection or block (then press an arrow key) CTRL+SHIFT+F9 Unlink a field CTRL+SHIFT+F10 Activate the ruler CTRL+SHIFT+F11 Unlock a field CTRL+SHIFT+F12 Choose the Print command (File menu) ALT+Function key Press To ALT+F1 Go to the next field ALT+F3 Create an AutoText entry ALT+F4 Quit Word ALT+F5 Restore the program window size ALT+F7 Find the next misspelling or grammatical error. The Check spelling as you type check box must be selected (Tools menu, Options dialog box, Introduction to Microsoft Word 2000 Page 58 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 63. Spelling & Grammar tab). ALT+F8 Run a macro ALT+F9 Switch between all field codes and their results ALT+F10 Maximize the program window ALT+F11 Display Microsoft Visual Basic code ALT+SHIFT+Function key Press To ALT+SHIFT+F1 Go to the previous field ALT+SHIFT+F2 Choose the Save command (File menu) ALT+SHIFT+F9 Run GOTOBUTTON or MACROBUTTON from the field that displays the field results ALT+SHIFT+F11 Display Microsoft Visual Studio code CTRL+ALT+Function key To Press CTRL+ALT+F1 Display Microsoft System Information CTRL+ALT+F2 Open command (File menu) Introduction to Microsoft Word 2000 Page 59 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 64. Quick reference to some common shortcut keys Press To CTRL+SHIFT+SPACEBAR Create a nonbreaking space CTRL+HYPHEN Create a nonbreaking hyphen CTRL+B Make letters bold CTRL+I Make letters italic CTRL+U Make letters underline CTRL+SHIFT+< Decrease font size CTRL+SHIFT+> Increase font size CTRL+Q Remove paragraph formatting CTRL+SPACEBAR Remove character formatting CTRL+C Copy the selected text or object CTRL+X Cut the selected text or object CTRL+V Paste text or an object CTRL+Z Undo the last action CTRL+Y Redo the last action Introduction to Microsoft Word 2000 Page 60 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 65. Index AutoCorrect, 27, 28, 41 File, 11 AutoFormat, 27, 35 Ruler Bar, 3, 17 AutoText, 27, 28 Screen Layout, 1 Capitalization, 24 Scroll Bar, 3 Center, 11 Select Copy, 20 Rectangular Area, 14 Cursor Movement, 8 Text, 13 Cut, 20 Status Bar, 3 Delete, 14 Style, 36 Document Tabs, 3, 16, 17 New, 7 Template, 22 Edit Thesaurus, 30 Full Screen, 3 Title Bar, 2 File Tool Bars, 2 Save, 10 Tools, 22, 25, 27, 28, 30, 49, 53 Font, 19 Grammar Checker, 25 Header, 33, 34 Help, 4, 5, 6 About, 5, 6 Contents and Index, 5 Detect and Repair, 6 Web, 6 WordPerfect, 6 Insert Date, 9 File, 10, 11, 19, 22, 31, 43, 47, 54 Object, 44 Page Numbers, 34 Picture, 47 Symbol, 40, 41, 42 Menu Bar, 2 Page Setup Look, 31 Print Introduction to Microsoft Word 2000 Page 61 June 1999 University of North Texas Computing Center HelpDesk Support Services
  • 66. Introduction to Microsoft Word 2000 Page 62 June 1999 University of North Texas Computing Center HelpDesk Support Services