Microsoft word

 There are two ways to open Microsoft Word:
1. Double click the icon
2. or
3. Go to Start at the bottom left corner of the
screen. Then click All Programs, then
Microsoft Office, then click on Microsoft
Office Word.

Office
Button
Quick Access Toolbar Title
Bar
Minimize, Restore, Close
Help
Rulers
View Ruler
Scroll Bar
Zoom Control
Browser
Control
viewStatus Bar
Word count
Page
s
Document

 Notice that if you hold your mouse pointer
over an icon a small box appears with a short
description of the icon and often a keyboard
shortcut of F1 for help. The box is called a
tool tip.

 The Ribbon is designed to help you quickly
find the commands that you need to
complete a task. Commands are organized in
logical groups, which are collected together
under tabs. Each tab relates to a type of
activity, such as writing or laying out a page.
To reduce clutter, some tabs are shown only
when needed. For example, the Picture
Tools tab is shown only when a picture is
selected.

 The resolution setting on your monitor will
make a difference in the appearance of the
ribbon. The greater the resolution (1280 by
1024 pixels), the larger the icon images on
the ribbon. Right click on the desktop and
select Properties to change the Settings.

 Click on the Office Button.
 On the left are short commands. On the
right are the names of the documents that
have been opened recently.

 To open a document in that list, just move
the mouse over the document name and
click.

 Look at the small arrows beside Save as and
Print. Arrows like these indicate there is
more information.

 The first option you see is New. In the dialog
box that follows this, you can choose a blank
document, a template, a recently used
template, or search the internet for a
template.

 The Open option allows you to look in all the
places on your computer for files you have
previously saved to find the one you wish to
use.

 Use the Save option when you are saving a
document after the first save. It will
automatically save into the file you opened.

 Clicking the Save as option brings up choices
in saving documents. You can save a new
document and put it exactly where you want
to find it. You can save in a format that is
readable for others who are not yet using
Word 2007.

 At the Print option, you can activate the
printer dialog box or send the document
directly to the printer or ask to see a print
preview.

 At the Prepare option, you will find a list of
checks that will help to prepare your
document to send to others.

 The Send option allows you to use fax or
email to send what you have written. This
will open to Microsoft Outlook or to your fax
server.

 The Publish option allow you to create a
blog, share a document using the document
management server, or create a new site for
a document that will be shared and keep the
local document synchronized.

 The Close option closes the document and
allows you to save the changes.

 There are many things you can change to
personalize or customize Word, if you want to,
but the list is really long. Press Popular and you
can find the option to cancel screen tips. Under
Display you can cancel the document tool tips.
Remember you can always return to the default
settings.

 These are the icons that are used most
often: save, undo, and redo. This is one
place you might want to add some icons that
you use often. The arrow at the end of the
toolbar shows you some of the options.

 One of the Quick Access Tool Bar options is
Show below the ribbon. This option moves
the quick access toolbar so it is just above
the ruler bar.

 Another option on the quick access tool bar
is Minimize the ribbon. This option zips the
ribbon out to sight. You can also do this by
double clicking on any of the tabs in the
ribbon. A single click on a tab brings the
ribbon back just long enough so you can
choose a command. A double click brings
the ribbon back permanently.

 Ribbons is where you will find most of the
commands. It is divided into tabs which are
further divided into groups of related
commands.

 Clicking on the Home tab, the first group on the
ribbon is called the clipboard and shows the
icons for paste , cut , copy and format
painter . Note the box with an arrow to the
right of the word clipboard. That is called a
dialog box launcher and appears in all the other
groups in this tab except, Editing. Hold the
mouse pointer over the dialog box launcher and
you will get a tool tip. Click on the launcher and
you pop up the clipboard.

 The next group are short cuts to choose font
style and size followed by icons to grow or shrink
font size and to clear all formatting. Under that
is the line of icons that puts selected text in
bold, italics or underline,
 strike through, subscript, superscript or change
case. Next is the highlight and change font
color. Some of the icons have little arrows
beside them which gives you more choices.

 The next group allows you to format paragraphs.
The top line has icons that add bullets, numbers,
multi-level list; decrease and increase indent,
sort alphabetically, and show or hide formatting.
The second line has four icons that align the text,
 plus line spacing, shading and borders. Many of
these icons also have arrows so you know there
will be even more information.

 There are boxes of Styles you can choose
from or find the arrows at the left to scroll
through samples. Click on the bottom down
arrow on the scroll bar to see all the styles
at once. At the bottom of this box are some
more commands. Note that clear formatting
is here as well as an icon in the font group.
The double A icon gives you more choice
concerning styles.

 The Editing group has icons for find, replace,
and select. Find and Select have arrow for
more information.

 Here is the collection of icons that allows
you to insert pages, tables, illustrations,
links, headers, footers, page numbers, text
and symbols. No dialog box launchers for
any of these groupings, but several arrows.

 Under Pages, you see “Cover Page” which
gives you several fancy sample of cover
pages to choose. “Blank Page” and “Page
Break” are self explanatory.

 The Tables group has only one icon that
brings up a small dialog box with some
options beneath the grid.

 The Illustrations group allows you to add
various types of graphics to your document:
pictures, clip art, shapes, graphics called
smart art, and charts.

 The Links group allows you to create
hyperlinks, bookmarks and cross-references.
These are more advanced than this class will
go into.

 The Headers & Footers group allows you to
choose the style of header or footer or to
edit headers and footers and put in page
numbers. The page number icon gives
several options.

 The Text group has icons to insert text
boxes, blocks of text called quick parts, the
Word art gallery, dropped capital letters,
signature line, date and time, and objects.
Again most of these have more information.

 The last grouping inserts mathematical
equations or symbols. Both have drop down
boxes with lots of choices.

 This collection of icons allows you to pick a
theme, to setup your page, choose a page
background, adjust your paragraphs, and
arrange your pictures and text on the page.

 Themes is about the look of the whole
document and includes set groups for text
and color.
Color schemes
Font choices

 The Page Setup group contains margins,
orientation , size, columns, page
 breaks, line numbers, and hyphenation.

 The dialog box launcher pulls up three tabs:
margins, paper, and layout.
Margins
Orientation
Pages
Preview

 The margins tab allows you to set margins,
orientation, apply settings to pages in
several ways, and chose whether to apply to
the whole document or to a section. You can
set the changes to be the default, which
would mean every document you typed
would have the new settings. It would
probably be better to make templates saving
a sample document with all the formatting
you want to use for future similar
documents.

 These tabs deal with how the document will
print as to the size of the paper and if there
is more than one page how the headers,
footers, and page number will appear or not
appear on the individual pages.

 The page background group has options for
watermarks, colors and borders. Borders is a
command we saw earlier under paragraph
but here the dialog box has three tabs:
borders, page border and shading. There are
lots of options here.

 Again there is a grouping for paragraph and
the dialog launcher is the same as before.
You do have a chance to set indention and
spacing without the dialog box.

 The arrange group lets you change the
relationship the text has to an object.
 Note: this option is only available if you have
inserted something besides text into your
document.

 This tab allows researchers and students to
insert the special documentation used in
research papers such as table of contents,
footnotes, bibliographical information,
citations, captions, indexes, and table of
authorities.

 Most of this ribbon is concerned with merging
two documents such as creating a mailing list
and letters. It is very useful feature but
really needs to have a class devoted to just
that.

 The review tab has groups for proofing,
comments, tracking changes, compare, and
protect. Most of these are used when groups
are editing a document together. However,
the very first icon in the first group is the
most helpful of all: spelling and grammar
checker.

 The view tab is concerned with the way the
screen looks.

 The document views group contains the tiny
icons on the bottom right corner of the
screen. How do you want to see your
document on the screen? Default is Print
Layout.

 Show/hide allows you to hide the ruler bars,
gridlines, etc.

 Zoom does what the zoom slide bar does and
adds options to see the document as two
pages on the screen and to set the page
width.

 The window group changes the way you see the
open window on your screen. Splitting the
screen allows you to see one part of the
document at the top of the screen and another
at the bottom. View side by side allows 2
documents to be open and visible at the same
time. Switching windows does the same things as
clicking on document names in the task bar.
Macros are commands that can be imbedded in a
document.

 Click on Office button then click on Open,
then choose a document to open.

 In the Home tab, turn on show/hide
formatting icon in the paragraph group.

 Use the arrow keys on the keyboard. You
move one line or one character. If you hold
down the control key and hit an arrow you
move one word left or right and one
paragraph up and down. Use the Home,
Page up, Page down and End keys to move
around the page as well. If you combine
these keys with the control key you will
move farther. In fact, if you are working in a
document with several pages Control + Home
will take you back to the first page. Now
grab the scroll bar and try moving the
document up, down and sideways.

 Red lines are misspelled words. Green lines
are grammar problems. These colored lines
will not show if you should print the
document without making correction. You
should check out all unlined words to see
that they are correct.

 If MSWord recognizes the word, it will not
correct spelling even if it is the wrong word
for use in the sentence. “I saw mad” makes
no sense. The verb should be “was” but
“saw” is a word in the dictionary so no
colored lines will appear for this type of
error.
 Equally, the word may indeed be correctly
spelled but not in the dictionary so it gets
underlined. This happen a lot with proper
names.

 To let the computer make spelling
corrections, put your mouse on the
misspelled word and right click. You will get
a dialog box with spelling suggestions. Select
the correct spelling. Look at the other
options in the dialog box.

When you look at grammar corrections, you get a
dialog box, with the correction at the top of the
box and the option to ignore once.
Other options in this dialog box are:
 Grammar open a dialog box with the suggestion
and options to change the rules MSWord is using
 About the sentence opens the explanation part
of the grammar dialog box.
 Look-up offers you dictionary definitions.

 If you want to make changes in a document,
you need to select the text you are going to
change. The most commonly way to select
text is point and drag. Use your mouse to
point to the very first word you want to
select. Hold down the left mouse button and
pull the pointer over all the text you want
selected. Change your mind? Click in the
white margin on the right side and the
highlighting disappears.

Try some of these methods for selecting:
 Single word: double click anywhere in word.
 One sentence: control + click anywhere in
the sentence.
 Whole paragraph: triple click
 Click in the left margin: move the cursor
until it turns into an arrow. Single click
selects the line opposite the cursor. Double
click selects the whole paragraph. Triple
click selects the whole document. To erase
the blue highlighting move the cursor to the
right margin and single click.

 Part of a sentence or a long section: double
click on first word, move cursor to end of
section, HOLD DOWN THE SHIFT KEY and
then click.
 Select all: Home ribbon then Editing group
then Select then Select all.

 If you click “delete” or “backspace” while
text is selected, the text will be deleted. On
the quick access toolbar is the Undo icon.
 Undo removes the last change.
 Remember that undo button!

 The icon for this is on the top line of the
paragraph group. Select a line or two, and
click on the icon to see the selected text
move right. We could use the tab key to
produce similar results. Sometimes,
especially if your document will be posted on
email or printed formatting by tabbing over
does not stay as you want it. Increase indent
seems to do better.

 If you want to change the way a paragraph is
formatted, again you need to select the text.
Then in the paragraph group, click on the
dialog box launcher. Under the first tab
“Indents and spacing” you will see General,
alignment and outline level. Next is
Indentation, left, right, special and by.
Here you see a box under the word special
where you find several choices. Under the
word “by” is another box that shows how big
the indention will be measured in inches.

 The section on spacing refers to line between the
paragraphs. There is a box labeled “before” and
one labeled “after”. The changes in these boxes
are made in points which is an old printers’ term
for lines of type. 6 point is one line. Look in the
preview box. Click on ok to make the changes to
your document.

 If we point to the X in the right top
corner, a dialog box asks if we want to save
the changes.
 If you say Save the original document will be
saved with the changes and closed. If you
say Don’t Save the document is closed
without making any changes. Cancel takes
you back to the Word screen with no changes
being made. Clicking on the Save icon in the
quick access toolbar saves the document and
leaves it on the screen.
 The Save command will save the document
to its file and leave it open.

 Save as gives you five choices:
1. Word document saves without closing the
document.
2. Word template saves the document as a
template.
3. Word 97-2003 saves the document so that
earlier version of Word can open it.
4. Find add-ins for other file formats pulls up
the online help for saving into file formats
other than Word.
5. Other formats pulls up the same save as
dialog box as clicking on Word 97-2003.

 Go to Page Layout tab then Page Setup then
Margins. This gives you a small box with some
choices. In the Margins tab are options to set top,
bottom, left and right margins and something
called a gutter. Gutter is the space between
columns.
 Look at the choice for multiple pages: normal,
mirror margins, or book fold. Choose book fold and
look at the preview box.

 Go to Home tab then Clipboard group then
launcher. This brings up the clipboard so you
can see what is happening. Select some text
you wish to move to another place in the
document. Now click the scissors in the
clipboard group. The text you selected
should appear on the clipboard. Move your
cursor to the new place you want the text,
CLICK, and then click the paste icon or use
the shortcut, control +V.
launcher

 When you want to end a page at a specific
point in the document, put your cursor after
the last word, CLICK. Go to the Insert tab
the pages group then page break. Click and
its done. To remove, click on the beginning
of the page break line and press the delete
key.

 Go to the Insert tab then headers & footers
group then page number. Now you have
some choice about where the number will
appear on the page. If you click on the line
format page number you get a dialog box
which allows you to select the formatting of
the page numbers, indicate which headings
are to be included and where the numbering
will begin.

 This is easy to do but you need to be sure the
show/hide button is on so you can see the
paragraph marks. Scroll to the end of the
document. Remember that the paragraph
markers never print but the printer will
detect them and thus prints a blank page.
Select the paragraph mark and click delete
or put your cursor on the last show/hide you
really want to keep and hit delete until all
the extra marks are gone.
Paragraph mark

 Any Questions?
 Please fill out the questionnaire
 For more information, contact the Library at
260-672-2989 or director@roanoke.lib.in.us
or come in and talk to a librarian.

Microsoft word

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