MS Word Intermediate Training Section One Word Basics

MS Word Intermediate Training

Section One: Word Basics Review Section Objectives Know how to open MS Word. Be able to identify the Toolbar. Know which Tabs on the Toolbar are most relevant for you. Use the scrollbar to navigate. Press F 1 for Word Help. Identify MS Word 2003’s Task Pane. Use Shortcuts to make work easier.

Getting Started To launch MS Word 2007: Depending on how MS Word is installed on your machine, one of the following methods should launch the program: Click on the Start menu > All Programs and select Microsoft Office Word from the list. Click on the Start menu > All Programs > Microsoft Office and select Microsoft Office Word from the list.

“Document 1” When Word is first started, a new blank page titled Document 1 is opened automatically. This is a fresh page where you can begin typing a new document.

MS Word 2007

MS Word 2003

Inside MS Word Toolbar and Menu Scrollbar Help (F 1)

Toolbar �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.

Toolbars - Home � 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.

Toolbar - Insert The major components are you likely to use most in this section are Tables, Illustrations (allows insertion of pictures), and Text (contains the “Insert Date & Time” tool).

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.

Toolbar - References 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. Recommended for more advanced users.

Toolbar - Mailings 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.

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.

Toolbar - View �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.

Toolbar – Add-Ins �Additional software made to enhance or interact with MS Word can be found here. Common examples include Adobe Acrobat Professional and Endnote.

Questions? Understand the Toolbar?

Other important features… Scrollbar � 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. Help (F 1) � Any time you get stuck, MS Word provides a Help function where you can search for solutions and how-tos. Simply press the F 1 key and search for your topic. Task Pane � The Task Pane is a rectangular window that may appear on the right side of the screen when Word opens. It acts as an open menu, giving you a list of functions and commands to perform depending on what you are doing at the moment. For example, when you first launch a new presentation, the Task Pane will be labeled Getting Started. The Getting Started task pane allows you to open recent documents, search for documents and files, create new documents, and access Microsoft Office Online.

TIP: Common Shortcuts To Do This: Just Press This: Create a new document of the same type as the current or most recent document. CTRL+N Open a document. CTRL+O Close a document. CTRL+W Save a document. CTRL+S

Section Review 1. List one way to open MS Word. 2. Where is the Toolbar located? 3. List an important Tab on the Toolbar and why it might be important for you. 4. Where is the scrollbar and what does it do? 5. How do you open / activate Word Help? 6. What is one Shortcut you remember and what does it do?

Section Two: File Management Section Goals Know how to create a New Document in Word Be able to Open an existing file Know how to Save your file Be able to Rename your document Discover additional Keyboard Shortcuts

Creating a New Blank Document �To create a new blank document: 1. Click the Windows Button 2. From the menu choose New. MS Word 2003 only: You can also click the New button on the toolbar to create a new blank document.

Opening a Document �To open a document: Click the Windows Button From the menu, choose Open. MS Word 2003 only: You can also click the Open button on the toolbar to open a document.

Saving a Document To save a document for the first time: 1. Select the File menu > Save As. 2. Word will display the dialog box. 3. In the field next to File name, type the name of your document. 4. Navigate in the top portion of the dialog box to the folder where you would like to save the document. You can also navigate by using the large side buttons. 5. 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.

Autosave or Fastsave *Word allows “fast saves” which automatically saves your document. The saves only the current edits and not the entire document, so SAVE OFTEN.

Renaming Your Document �Follow the instructions for Saving a Document for the first time, but use a different name or location. �You now have two copies of the document, one with the original name, another with a new name. NOTE: Remember to always back up your documents and save them to a safe place before closing Word!

Practice 1. Save your current document in a specific location. 2. Now close Word completely and re-open the program. 3. Open your saved document. 4. Now use the Save As function to rename your document to a different filename. 5. Close Word, open again, and Locate and open this file as well.

TIP: More Keyboard Shortcuts � Word provides you with shortcut key strokes which are a combination of letters and symbols that act as codes that allow you to accomplish frequently executed tasks. For example, if you would like to move text, you can highlight the selection and press CTRL+X instead of selecting Cut from the Edit menu. This keystroke is written out for you directly across from the Cut command in the Edit menu. � Here are some other commonly used shortcuts: Copy: CTRL+C Cut: CTRL+X Paste: CTRL+V Undo: CTRL+Z Redo: CTRL+Y New document: CTRL+N Open document: CTRL+O Print document: CTRL+P

Online Help Word offers excellent and extensive online help which can be accessed by selecting the Help menu > Microsoft Office 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.

Section Review 1. List one way to create a New Document in Word. 2. How do you Open an existing file, using the Windows button? 3. What is a quick way to Save your file? 4. When would you use the “Save As” function? 5. List one Keyboard Shortcuts that you find useful.

Questions?

Section Three: Formatting Your Text �Section Goals �Be able to change your document’s font �Use Bold, Underline, and Italics �Use Bullets and Numbering �Understand Letter Wizard �Become Familiar with the Envelopes and Labels sections �Text Spacing and Alignment �Understand the importance of Spell Checker �Manage Page Numbers �Know how to Print

To change the font of the text in your document: From the formatting toolbar, select the Font box, a drop-down menu list of font names. Click on the arrow to the right of the font name. Scroll through the list of fonts until you find the one you want to use. 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.

To change the font of already typed text: Highlight and select the text you want to change. From the formatting toolbar, select the Font box. Click on the arrow to the right of the font name. Scroll through the list of fonts until you find the one you want to use. Click the name of the font to select it. The highlighted text will change to the newly selected font.

Bold, Underline, and Italics �The buttons are located in the Home menu tab. �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.

Practice Type some text in Word, a couple of sentences (gibberish will do, as well). Using the mouse cursor, highlight a block of text and format it with Bold, Underline, or Italics. Repeat this until you have used all three formats.

Bullets and Numbering 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.

Type a bulleted or numbered list Type * (asterisk) to start a bulleted list or 1. to start a numbered list, and then press SPACEBAR or the TAB key. 1. 2. 3. 4. Type any text that you want. Press ENTER to add the next list item. Word automatically inserts the next bullet or number. To finish the list, press ENTER twice, or press BACKSPACE to delete the last bullet or number in the list.

Add bullets or numbering to a list Select the items that you want to add bullets or numbering to. On the Home tab, in the Paragraph group, click Bullets or Numbering. Other Formats 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.

Questions? About formatting…

Envelopes and Labels � Within the Mailings Tab, you will find two buttons in the Create section: Envelopes and Labels. The Envelope button allows you to format and print various envelopes while the Label button can be used to print custom badges, mailing labels, business cards, and other media. � Clicking on the either the Envelope or Label button brings up the Envelope and Labels window, where you can enter the text you wish to appear on either media. You can also easily move between these two functions by clicking on either tab.

Addressing an Evelope �In the Envelope tab, enter the information (address) you are sending to in the Delivery Address field. Next, add your information in the Return Address field. You can also change the size of the envelope by clicking on the icon inside the Preview area.

Change Envelope Size While you can review the various sizes, the default is a standard business-sized envelope. When in doubt, check the physical packaging of the envelope to choose the correct formatting.

Label Options The Label tab offers similar formatting options:

Labels – cont’d Here, you can also choose a different medium (label or other) by clicking on the icon inside the Label field. The Label function is great for printing large quantities of the same information, such as a batch of return address labels, but it can also be used to print several individual addresses on a single sheet of labels. (This will be covered in the Advanced course. ) For now, just know how to activate the Labels and be able to change the medium type.

Practice Use the information we’ve learned thus far to create one Envelope and one sheet of Labels. Save your file and reopen it. Does the formatting look correct?

Questions? Envelopes / labels…

Text Spacing & Alignment To align the text to the left, center, right, or to justify text: Highlight the text that you wish to align and click on the appropriate button in the formatting toolbar. For example, to align text to the left, select the text and click on the align left button.

Spell Cheker Checker �MS Word’s Auto. Correct automatically corrects spelling as you type, without having to confirm each correction. For example, if you type definately and then type a space or other punctuation, the Auto. Correct feature automatically replaces the misspelled word with definitely. �In most cases, checking spelling in all the Microsoft Office programs is fairly easy. Press F 7, and then use the dialog box or task pane that appears to go through the file or item that you are working on.

Spell Checker Details 1. 2. 3. 4. If you want to also check grammar, select the Check grammar check box. 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. After you resolve each misspelled word, the program flags the next misspelled word, so that you can decide what you want to do. 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.

Questions? Spell Checker…

Practice Type a sentence with at least one misspelled word in it. Now type another sentence with an obvious grammatical error (such as an incomplete sentence or other). Use Spell Checker to identify your errors and follow the instructions to correct them.

Page Numbers To insert page numbers: 1. From the Insert menu, select Page Numbers. 2. In the page numbers pop-up window, make sure the position and alignment of the page numbers is to your preference. 3. For more page number options, click on the Format button.

No First Number on First Page Follow the steps to insert page numbers Uncheck the Show Number on First page checkbox, if you do not wish the number to appear on the first page.

Previewing and Printing Your Document � To preview your document before printing 1. 2. 3. 4. Click the Windows Button Let the Mouse hover the Print menu option. Select Print Preview To switch between viewing one page and multiple pages: � 5. 6. Click on the buttons at the top which look like one page, or four pages laid out. 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. 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.

To Print Press CTRL+P OR 1. Click the Windows Button 2. Select Print 3. A dialog box will appear. 4. Choose the number of copies and pages you want to print. 1. 2. 3. Make sure that the printer you want to print to is listed/selected in the “Printer Name” field within the Print window. If so, click OK to print. If not, click on the arrow next to the name of the printer for the pull-down menu and select the correct printer.

Practice Print Preview your document and become familiar with this view. Is there any way to change the page sizes you are viewing here? Are you able to print from this window?

Section Review 1. List one way to change your document’s font (ex. Times New Roman, Arial, etc. ). 2. How can you change your font to use Bold, Underline, and Italics? What buttons do you push and where are they located? 3. What section of the Home Tab contains the Bullets and Numbering formatting buttons? 4. Where (what Tab) can you find the Letter Wizard? 5. List one advantage of the Envelopes and Labels sections. 6. Where would you look (on the Tabs) to change the Text Spacing and Alignment? 7. How do you activate the Spell Checker? 8. How do you insert Page Numbers? 9. What is one way to Print Preview and Print your document?