(Microsoft Word)
Overview
Microsoft Word is a computer word processor software program that allows users to create professional looking documents, reports, letters etc. Microsoft Word 2000 has several new features not found in previous versions of Microsoft Word, such as HTML abilities that allow users to create web pages and documents through Word, new spelling and grammar features that allow you to display errors on the page without having to run spell check or grammar check. When you begin to explore Word 2000, you will notice a significant change in the menu structure and general Outlook if you are familiar with previous versions of Word.
Shortcut Menus
These features allow you to access various Word commands faster than using the options on the menu bar. View shortcut menus by right clicking with the mouse. The options on this menu will vary depending on the element that was right-clicked. For example, right clicking on a bulleted list produces this shortcut menu. Actions such as "Decrease Indent" and "Increase Indent" are only applicable to lists and therefore only appear on the list shortcut menu. The shortcut menus are helpful because they only display the options that can be applied to the item that was right-clicked and, therefore, prevent searching through the many menu options.
Toolbars
Toolbars display shortcuts and shortcut buttons to make editing and formatting quicker and easier. An inexperienced person can not work smoothly without tool bars. We can remove and add bars with the help of menu bar.
a. Title bar. The bar located along the top of a window or a dialog box that displays the name of the window and/or software program being used. For example users using Microsoft Internet Explorer to view this web page will likely see "Title bar - Microsoft Internet Explorer" for the title of their window.
b. Menu bar. Graphical list of menus commonly located beneath the title bar of a window that lists various menus that can be selected. Below are a graphical representation of a menu and a description of each of the items found on a menu.
c. Standard bar. It is a row of boxes, often at the top of an application window, which control various functions of the software. The boxes often contain images that correspond with the function they control.
d. Formatting bar. It is located under the standard bar, which contains the font size, bold, italic, under line, text alignment options etc. it can help you to format the text completely according to your needs
e. Scroll bar. This bar is located on the right or bottom of a window that allows a user to move the window viewing area up, down, left, or right.
Scroll bar is utilized using the mouse or keyboard. Using the mouse the user can move one line at a time by clicking the scroll arrow located on either end of the scroll bar. The user also commonly has the option of clicking on a portion of a scroll bar to move to a specific location on a page. Finally, the user also commonly has the option to clicking and dragging the scroll box to quickly scroll through a page.
f. Drawing bar. The Drawing bar is located at the bottom of the window. It has tools for drawing shapes, adding lines and curves, and inserting text boxes and WordArt. It also has buttons for manipulating and formatting the objects you draw.
g. Status bar. With help of this bar you can view running application or program that displays the current status of the page or window currently. It displays, what is currently being loaded on the page, the number of page, section, height, line or column etc. During the use of Internet, browsers such as Netscape, Internet Explorer and Opera etc also include a status bar to display the same information.
h. Taskbar. A bar commonly located at the bottom of Microsoft Windows 95, Windows 98, Windows NT, Windows 2000, Windows ME, and Windows XP operating systems that display the programs that are currently running. This bar also displays the time, systray and the Quick Launch. Below is an example of what the taskbar may look like.
Adding and Removing bars
Select View/Toolbars from the menu bar to select the toolbars. The toolbars that are already displayed on the screen are checked. Add a toolbar simply by clicking on the name.
Address bar
Also known as the "Location bar" in Netscape and Internet Explorer address bar is used to enter a websites address in a browser. For example the address "http://www.yahoo.com should be listed in the above address bar. The address bar allows the user to manually specify the address they wish to visit on the Internet. New browsers will also allow a user to click the down arrow to view recently visited pages.
The bar or line that divides a screen or window that has been split. Commonly the split bar allows the user to customize how the two split windows are viewed. For example a user may move a horizontal bar right to view more of the data in the left window.
Opening a new file or document
Opening a new file in MS Word is very easy to do. There are a few different methods for this task, follow any of the methods listed below:
a. Open up MS Word and go to File and choose New. Then double click on blank document.
b. Click on the new document icon found on the standard toolbar.
c. Click on the start button and then click on New Office Document.
d. Double click on blank document.
Opening up an Existing File
After you have begun creating Word documents you will need to open them to continue working on them. These would be examples of existing files that you want to work on. To open up an existing file follow these steps:
a. Go to File on the menu bar and choose Open or click on the Open or press Control +O.
b. The Open dialog box will be displayed.
c. Click on the down arrow where it says look in and browse to the file you want to open.
d. Double click on it or click on it once and choose open.
e. Your existing file will open.
Save a Document
a. Click the Save button on the menu bar.
b. Select File/Save from the menu bar.
c. Press CTRL+S on the keyboard.
Saving Web Pages
Pages on the web must be saved in a format called HTML (Hypertext Markup Language) that is readable by web browsers. Word will convert your document to HTML using the Save as Web Page feature.
a. Select File/Save as Web Page from the menu bar.
b. Click the Change Title button to add a title to the web page.
c. Type the File name in the box provided.
d. Be sure the Save as type is set to Web Page. Click Save.
Page setupThe parameters defined by the user that help determine how a printed page will appear is known as page setup. Those parameters can include everything from the size, margins, page orientation, and quality of print. A page setup dialog box is usually available from the File drop down menu.
a. Paper Size. Change the orientation page within the Page Setup dialog box.
(1) Select File/Page Setup and choose the Paper Size tab.
(2) Select the proper paper size from the drop-down menu.
b. Page Orientation. Page or print orientation is the placement of elements on a page that are set through the page setup. The majority of all programs allow the page orientation to be either portrait or landscape.
(1) Portrait. Term used to describe a monitor display or printer printout that is wider horizontally then it is vertical, much like a picture portrait.
(2) Landscape. Type of printing that prints the image horizontally across the page instead of vertically. Landscape mode is commonly used to print charts or other images and text that may not fit properly vertically on a page.
c. Margin. Space separating text or other elements from the edge of the paper commonly adjusted through the page setup. Most programs allow fro the Top, Bottom, Left and Right margins to be set. The standard margin settings are 1" Top and Bottom and 1.25" Left and Right. You can change this at any time. This is especially helpful if you want to fit more on the page by decreasing the margins. To change your margins follow these steps:
(1) With your document open go to File then Page Setup.
(2) Click on the Margins tab.
(3) Type in the numbers you want for your margins or use the up and down arrows.
(4) Click on OK.
a. Paper Size. Change the orientation page within the Page Setup dialog box.
(1) Select File/Page Setup and choose the Paper Size tab.
(2) Select the proper paper size from the drop-down menu.
b. Page Orientation. Page or print orientation is the placement of elements on a page that are set through the page setup. The majority of all programs allow the page orientation to be either portrait or landscape.
(1) Portrait. Term used to describe a monitor display or printer printout that is wider horizontally then it is vertical, much like a picture portrait.
(2) Landscape. Type of printing that prints the image horizontally across the page instead of vertically. Landscape mode is commonly used to print charts or other images and text that may not fit properly vertically on a page.
c. Margin. Space separating text or other elements from the edge of the paper commonly adjusted through the page setup. Most programs allow fro the Top, Bottom, Left and Right margins to be set. The standard margin settings are 1" Top and Bottom and 1.25" Left and Right. You can change this at any time. This is especially helpful if you want to fit more on the page by decreasing the margins. To change your margins follow these steps:
(1) With your document open go to File then Page Setup.
(2) Click on the Margins tab.
(3) Type in the numbers you want for your margins or use the up and down arrows.
(4) Click on OK.
Print Preview and Printing
Printing is very easy in Word. The first thing you would want to do after you have run a spelling and grammar check it to use the print preview button. This will show you what your printed document will look like. It will show you if you have anything hanging out of the margin range. To do a print preview follows, these steps:
a. Click on the print preview button.
b. If you want to make any adjustments click on the magnifier and you can then click within the document to make changes.
c. Click on the close button when you are done previewing. To Print
follow these steps:
(1) Go to File on the menu bar and then click on Print.
(2) The Print dialog box will open.
(3) Choose the printer you want to print to, the number of copies, the pages, etc and click on OK.
follow these steps:
(1) Go to File on the menu bar and then click on Print.
(2) The Print dialog box will open.
(3) Choose the printer you want to print to, the number of copies, the pages, etc and click on OK.
d. If you just hit the print button from the standard toolbar you will bypass the print dialog box and your document will be sent to the default printer.
Cut
To remove an object from a document and place it in a buffer is called cut. In MS Word cut means to move a section of text from a document to a temporary buffer. This is one way to delete text. However, because the text is transferred to a buffer, it is not lost forever. You can copy the buffer somewhere else in the document or in another document, which is called pasting. To move a section of text from one place to another, therefore, you need to first cut it and then paste it. This is often called cut-and- paste. Most applications have only one buffer, sometimes called a clipboard.
Copy
To duplicate text, data, files, or disks enabling you to have two or more copies of the same file or segments of data. Copying a file to an alternate location such as a floppy disk drive is a common procedure for backing up or sharing a file.
Paste
Action available in most computer operating systems and programs that allows a user to copy or cut an object or text from one location and move it into another location.
SelectTerm used to describe the process of highlighting text or picking an object. For example a user may select text to copy, cut, or move that text to an alternate location.
Find
This option is used to describe a process of locating a specified text, file, document or other type of object or file on a computer
Replace
Replace
The act of locating data or an object and exchanging that data or object with an alternate. Many software programs enable a user to quickly search and replace text within a document; MS Word is also one of them. This is commonly located under the Edit menu.
Different Views
There are four different types of view that you can use in Word. Below is a table listing each type and what they are best used for:
a.Normal
b. Web Layout. This view is best used when creating a page for the web. In this view you can see the background, text is wrapped to fit the window, and images appear as they would online.
c. Print Layout. This view is best used when your document will contain things like images, headers, and footers, columns, etc. Each of these components will be visible.
d. Outline. Outline view displays your document as an outline. This is useful if you are moving sections of your document, or creating an outline. To change your views follow these steps:
(1) Go to View on the menu bar and choose the view you want to use by clicking on it.
(2) Click on the view icons on the bottom left hand side of the Word screen.
a.
b. Web Layout. This view is best used when creating a page for the web. In this view you can see the background, text is wrapped to fit the window, and images appear as they would online.
c. Print Layout. This view is best used when your document will contain things like images, headers, and footers, columns, etc. Each of these components will be visible.
d. Outline. Outline view displays your document as an outline. This is useful if you are moving sections of your document, or creating an outline. To change your views follow these steps:
(1) Go to View on the menu bar and choose the view you want to use by clicking on it.
(2) Click on the view icons on the bottom left hand side of the Word screen.
Document Map
When referring to programming or the layout of a software program or hardware device a map refers to documentation that presents the overall structure of a program or hardware device. When referring to networks, a map refers to a link to another computer, share, or printer.
Headers and Footers
Header
In file management, a header is a region at the beginning of each file where bookkeeping information is kept. The file header may contain the date the file was created, the date it was last updated, the file's size, and document title or page number. In computer science, a header is a unit of information that precedes a data object. In a network transmission, a header is part of the data packet and contains transparent information about the file or the transmission. In MS Word, one or more lines of text that appears at the top of each page of a document is known as Header. Once you specify the text that should appear in the header, the MS Word automatically inserts it.
Footer
One or more lines of text that appear at the bottom of every page of a document. Once you specify what text should appear in the footer, the application automatically inserts it. The footer also contains the page numbers, date created, copyright, or other information. Select View/Header and Footer from the menu bar. The Header and Footer toolbar will appear and the top of the page will be highlighted as shown below.
a. Type the heading in the Header box. You may use many of the standard text formatting options such as font face, size, bold, italics, etc.
b. Click the Insert AutoText button to view a list of quick options available.
c. Use the other options on the toolbar to add page numbers, the current date and time.
d. To edit the footer, click the Switch Between Header and Footer button on the toolbar. When you are finished adding headers and footers, click the Close button on the toolbar.
a. Type the heading in the Header box. You may use many of the standard text formatting options such as font face, size, bold, italics, etc.
b. Click the Insert AutoText button to view a list of quick options available.
c. Use the other options on the toolbar to add page numbers, the current date and time.
d. To edit the footer, click the Switch Between Header and Footer button on the toolbar. When you are finished adding headers and footers, click the Close button on the toolbar.
Zoom
When referring to an image or graphics, zoom is used to describe a method of focusing on a section and increasing the overall size of that section allowing the user to manipulate or view that section in greater detail. When referring to a window, zoom, commonly referred to as maximize refers to the ability of making a window increase in size or occupy the full available area of a computer screen.
Page breakSymbol or line that indicates the end of a page. A page break allows the software program or printing device where to end the current page and begin the next page.
Page Numbers
Follow these instructions for another way to add page numbers to a document.
a. Select Insert/Page Numbers from the menu bar and the following dialog box will appear.
b. Select the position of the page numbers by choosing "Top of page" or "Bottom of page" from the Position drop-down menu.
c. Select the alignment of the page numbers in the Alignment drop-down menu.
d. If you do not want the page number to show on the first page (if it is a title page, for example), uncheck the Show number of first page box. Click OK when finished
a. Select Insert/Page Numbers from the menu bar and the following dialog box will appear.
b. Select the position of the page numbers by choosing "Top of page" or "Bottom of page" from the Position drop-down menu.
c. Select the alignment of the page numbers in the Alignment drop-down menu.
d. If you do not want the page number to show on the first page (if it is a title page, for example), uncheck the Show number of first page box. Click OK when finished
Symbol
A specialized type of font that is composed of non-alphabetic characters, graphics, or both. Commonly these fonts are used with programs to represent icons and other special program options.
Comment
Text in a program code, script or other type of file that is not meant for seeing by the user running the program. However, can be seen by an individual viewing the code to help understand what the code is performing. Comments allow for changes to be made or statements to be made about why something may have been done one way or another.
Picture
A visual capture of an object is called a Picture. Pictures are created using another hardware device such as a digital camera or a scanner and not the computer. Here is an example of a picture of a Magazine. Microsoft Office comes with its own clip gallery of images, pictures, sounds, and animations. It is very easy to use and you can often find the pictures that fit your need quickly. The clip gallery has a searchable component where you can type in keywords and quickly view images that match.
Clip Art
An Art that is made by another various artists and usually has multiple amounts of images, which can be imported into your own work. To add a clip art image from the Microsoft library to a document, follow these steps:
a. Select Insert/Picture/Clip Art from the menu bar.
b. To find an image, click in the white box following Search for clips. Delete the words "Type one or more words . . ." and enter keywords describing the image you want to use.
a. Select Insert/Picture/Clip Art from the menu bar.
b. To find an image, click in the white box following Search for clips. Delete the words "Type one or more words . . ." and enter keywords describing the image you want to use.
OR
c. Click one of the category icons. Click once on the image you want to add to the document and insert.
c. Click one of the category icons. Click once on the image you want to add to the document and insert.
Add a Picture from File
Follow these steps to add a photo or graphic from an existing file:
a. Select Insert/Picture/From File on the menu bar.
b. Click the down arrow button on the right of the Look in: window to find the image on your computer.
c. Highlight the file name from the list and click the Insert button.
a. Select Insert/Picture/From File on the menu bar.
b. Click the down arrow button on the right of the Look in: window to find the image on your computer.
c. Highlight the file name from the list and click the Insert button.
Editing A Graphic
Activate the image you wish to edit by clicking on it once with the mouse. Eight handles will appear around the graphic. Click and drag these handles to resize the image. The handles on the corners will resize proportionally while the handles on the straight lines will stretch the image. More picture effects can be changed using the Picture toolbar. The Picture toolbar should appear when you click on the image. Otherwise, select View/Toolbars/Picture from the menu bar to activate it.
a. Insert Picture. It will display the image selection window and allows you to change the image.
b. Image Control. It allows to making the image grayscale, black and white, or a watermark.
c. More/Less Contrast. It modifies the contrast between the colors of the image.
d. More/Less Brightness. It will darken or brighten the image.
e. Click Crop and drag the handles on the activated image to delete outer portions of the image.
f. Line Style. It will add a variety of borders to the graphic.
g. Text Wrapping. It will modify the way the document text wraps around the graphic.
h. Format Picture. It displays all the image properties in a separate window.
j. Reset Picture. It will delete all the modifications made to the image.
a. Insert Picture. It will display the image selection window and allows you to change the image.
b. Image Control. It allows to making the image grayscale, black and white, or a watermark.
c. More/Less Contrast. It modifies the contrast between the colors of the image.
d. More/Less Brightness. It will darken or brighten the image.
e. Click Crop and drag the handles on the activated image to delete outer portions of the image.
f. Line Style. It will add a variety of borders to the graphic.
g. Text Wrapping. It will modify the way the document text wraps around the graphic.
h. Format Picture. It displays all the image properties in a separate window.
j. Reset Picture. It will delete all the modifications made to the image.
Auto Shapes
The AutoShapes toolbar will allow you to draw many different geometrical shapes, arrows, flow chart symbols, stars, and banners on the document. Activate the AutoShapes toolbar by selecting Insert/Picture/AutoShapes or View/Toolbars/AutoShapes from the menu bar, or clicking the AutoShapes button on the Drawing toolbar. Click each button on the toolbar to view the options for drawing the shape. They are wonderful for drawing shapes and lines and even call outs to add to your documents. The AutoShapes are made up of the following categories: To use AutoShapes follow these steps:
a. Click on the down arrow next to AutoShape on the Draw toolbar. Choose a category then click on the type of AutoShape you want to use.
b. Move your mouse to the location on your document where you want to add the shape and click and hold down the mouse button while you draw it to the size you want.
c. Release the mouse button and you shape will be drawn.
d. You can then add line or fill colors.
Close a Document
Close the current document by selecting File/Close or click on toggle buttons.
WordArt
WordArt is a neat feature in Microsoft Word. It allows you to make creative looking text. The text is actually a graphic image. You can use WordArt to embellish any of your documents. They make great titles, sidebars, and attention grabbers. To create WordArt follow these steps:
a. Click on the WordArt icon from the Draw toolbar.
b. The WordArt Gallery will open.
c. Double click on the WordArt design you want to use.
d. Type in the text for your WordArt design and you can also choose the size and font as well.
e. Click on OK.
Chart
It is a graphic representation of data. Charts allow users to quickly and easily see what the results of various data are to better understand and predict current and future data. Below is an example of a chart.
Text Box
In word you can add text boxes. In this way you are actually adding a graphic. Text can seem to float or you can show the fill and lines for the box. You can also use text boxes to create text on an image. To create a text box follow the steps below.
a. Click on the text box icon from the Draw toolbar.
b. Click on your document and hold down your mouse button while you draw your text box.
c. Start typing your text for the box.
d. If you want to work with the fill and line colors then right click on the border of the text box and choose format text box. You can then work with the colors and lines tab to get your text box looking like you want.
Bookmark
When referring to the Internet or a browser a bookmark is used to describe a method of marking a page so it can be referenced at a later time without having to remember the address. For example a user running Netscape can bookmark a page by clicking the bookmark drop down menu at the top of the screen and selecting add page. Users running Microsoft Internet Explorer save their pages as a favorite.
Hyperlink
Icon, graphic, or word in a document that links to another file or object is known as Hyperlink. The World Wide Web is comprised of hyperlinks linking millions of pages and files to one another.
Font
A graphical representation of text that may include a different type of typeface, point size, weight, or design is known as Font.
a. Font face. A design that defines the overall look of characters Arial and Times New Roman are both examples of a Font face.
b. Font style. An additional format performed on characters. For example bold, italic, shadow, and strike through are all examples of Font styles.
c. Font Size. Click on the white part of the font size box to enter a value for the font size or click the arrowhead to the right of the box to view a list of font sizes available. Select a size by clicking on it once. A font size of 10 or 12 is best for paragraphs of text.
Alignment
Text can be aligned to the left, center, or right side of the page or it can be justified across the page.
Increase/Decrease Indent
Change the indentation of a paragraph in relation to the side of the page.
Outside Border
Add a border around a text selection.
Highlight Color
Use this option to change the color behind a text selection. The color shown on the button is the last color used. To select a different color, click the arrowhead next to the image on the button.
Text Color
This option changes the color of the text. The color shown on the button is the last color chosen. Click the arrowhead next to the button image to select another color. The Font dialog box allows you to choose from a larger selection of formatting options. Select Format/Font from the menu bar to access the box.
Paragraph
A paragraph is a collection of related sentences dealing with a single topic, which develops one idea and specific detail. A paragraph has a beginning, middle and an end. The beginning, or the topic sentence, forecasts what the paragraph is going to be about. The middle develops the idea in detail by giving specific support for it, and the conclusion emphasizes the insight you have arrived at.
Paragraph Attributes
Format a paragraph by placing the cursor within the paragraph and selecting Format/Paragraph from the menu bar.
Bullets & Numbering
A black dot or any other symbol that is found before text, to identify the text is called Bullet. In some software programs, an asterisk may represent a bullet. In the same way you can also apply the Numbering instead of bullet. To create a bulleted or numbered list, use the list features provided by Word. Select the list style from one of the seven choices given, or click the Picture... button to choose a different icon. Click the Numbered tab to choose a numbered list style.
Borders and Shading
Follow the following steps to apply the Border:
Click Borders and Shading from Format menu and tab whatever you like to apply according to your needs.
a. Click the Options button to change the spacing between the document text and the table borders under Default cell margins. Check the Allow spacing between cells box and enter a value to add space between the table cells.
b. Adding Shading. You can shade in your table or shade in individual cells. To do this follow, these steps:
(1) Select the cell, rows, or columns you want to add shading to.
(2) Go to Format on the menu bar and choose Borders & Shading.
(3) Click on the color you want to use from the Fill choices. (Click on the more colors button to find additional color choices)
(4) Click on OK.
(5) That color will be added to your selected cells.
(1) Select the cell, rows, or columns you want to add shading to.
(2) Go to Format on the menu bar and choose Borders & Shading.
(3) Click on the color you want to use from the Fill choices. (Click on the more colors button to find additional color choices)
(4) Click on OK.
(5) That color will be added to your selected cells.
Columns
To quickly place text in a column format, click the Columns button on the standard toolbar and select the number of columns by dragging the mouse over the diagram. For more column options, select Format/Columns from the menu bar. The Columns dialog box allows you to choose the properties of the columns. Select the number and width of the columns from the dialog box.
Drop Cap
First character of the document or paper that is the generally the largest letter of that page and takes up several lines or sentences of the first paragraph. Add a drop cap to a paragraph by following steps:
First character of the document or paper that is the generally the largest letter of that page and takes up several lines or sentences of the first paragraph. Add a drop cap to a paragraph by following steps:
a. Place the cursor within the paragraph whose first letter will be dropped.
b. Select Format/Drop Cap from the menu bar.
c. The Drop Cap dialog box allows you to select the position of the drop cap, the font, the number of lines to drop, and the distance from the body text.
d. Click OK when all selections have been made. To modify a drop cap, select Format/Drop Cap again to change the attributes, or click on the letter and use the handles to move and resize the letter.
AutoFormat
A software feature commonly found in word processor programs such as Microsoft Word that automatically changes the formatting or appearance of text. For example if a user types "1st" AutoFormat would change this to "1st".
Style
An additional format performed on characters. For example bold, italic, shadow, and strike through are all examples of type styles. The use of styles in Word will allow you to quickly format a document with a consistent and professional look. Paragraph and character styles can be saved for use in many documents.
a. Place the cursor in the paragraph where the style will be applied.
b. Click the Style drop-down menu on the Formatting toolbar and select a style by clicking on it.
c. To apply the same style to multiple paragraphs, double click the Format Painter button ![[format painter]](file:///C:/DOCUME~1/Sohail/LOCALS~1/Temp/msohtml1/01/clip_image046.gif)
on the standard toolbar and click in all the paragraphs that the style should be applied to. Press the ESC key to disable the Format Painter.
on the standard toolbar and click in all the paragraphs that the style should be applied to. Press the ESC key to disable the Format Painter. Spelling & Grammar
You can work with Spelling and Grammar and as you type or you can wait until you are all done and then check the spelling and grammar for the whole document. Be careful. Always proofread your work even after a spell/grammar check is done. Also be aware of the fact that it is just checking the text in your document. It will not check the text that is a part of any graphic you have. WordArt is a perfect example of this. It does not check this, as it is a graphic and not text based. As you type in Word the default is set up to automatically check your spelling and grammar as you type. A red squiggly indicates words that are spelled wrong line and a green squiggly line indicates grammar mistakes. To correct as you type you can right click on the words and choose one of the words that pop up. These words are words the computer thinks you want to use. If the word you spelled is correct you can choose ignore. If you have other occurrences of that word choose ignore all. There are actually some words that you may type wrong that are automatically corrected as you type them. This is part of the auto correct feature in Word. If a word always comes up wrong and it is a word that is correct and you use it often you can choose add when you right click on it and it will add it to your dictionary and it won't come up as a spelling error in the future. If you have grammar errors you right click and it will tell you where it seems to find the error. You can make changes or leave it as you typed it. To correct spelling and grammar of your whole document follow these steps:
a. Go to Tools on the menu bar and choose Spelling & Grammar.
b. Click on the Spelling and Grammar button from the Formatting toolbar.
c. Press the F7 Key.
d. It will go through each of your spelling and grammar errors. Make your changes and then your spelling and grammar check will be complete.
Thesaurus
Word has a built in thesaurus that you and your students can use. As a teacher this is a valuable teaching tool. You can highlight words in a previously typed text document and have the students use the thesaurus to make changes in the document. Encourage them to look over their documents and use the thesaurus to help eliminate the multiple use of certain words or just to enhance their writings by making new word choices. To use the thesaurus follow these steps:
a. Select the word you want to change by highlighting it.
b. Go to Tools on the menu bar and down to Language and click on Thesaurus or press Shift + F7.
c. The Thesaurus dialog box will open.
d. Choose the alternate word and click on replace.
e. Your word will be changed.
AutoCorrect
A software feature commonly found in word processor programs such as Microsoft Word that automatically corrects misspellings on common typos. For example a user may type "this is not corect" would automatically correct the sentence to "This is not correct". As seen in this example not only does AutoCorrect correct the misspelling but it also capitalizes the first letter of the sentence or line, a common complaint for many users. To view the list of words that are automatically corrected, select Tools/AutoCorrect. This may be a hidden feature so click the double arrows at the bottom of the Tools menu listing if the AutoCorrect choice is not listed. Many options including the accidental capitalization of the first two letters of a word and capitalization of the first word of the sentence can be automatically corrected from this page. If there are words you often misspell, enter the wrong and correct spellings in the Replace and with fields.
Mail Merge
Capability of database software, word processors, and some e-mail programs that takes a standard form and formats that form with unique fields such as e-mail address, name, address, phone number, or other personal information to make the message look unique. For example a standard form may look like:
[Address]
Dear [username],
We would like to thank you [username] for purchasing our product.
Sincerely,
Some company
With a program capable of mail merge, the program would pull the personal information and place the appropriate information into the above fields.
Macro
Series of keyboard, mouse actions, and/or other computer steps recorded to be run quickly and easily. Macros are commonly created for operations that are commonly performed on a computer. Using a macro allows a user to quickly perform an operation with a press of a key or the execution of a command.
Recording A Macro
To record a macro, follow these steps:
a. Click Tools/Macro/Record New Macro on the menu bar.
b. Name the macro in the Macro name field. This name cannot contain spaces and or begin with a number.
c. From the Store macro in drop-down box, select the document you would like the macro to be associated with or choose "All Documents" be able to use the macro in any document.
d. Enter a description of the macro in the Description field. This is for your reference only so you remember what the macro does.
e. Click OK to begin recording.
f. Select options from the drop-down menus and Word will record the options you choose from the dialog boxes, such as changing the margins on the Page Setup window. Select only options that modify the document. Word will not record toggle actions such as View/Toolbars that have no effect on the document itself.
g. The recording toolbar will allow you to stop, pause, and resume recording. Click the Stop button the recording toolbar. The macro is now saved.
h. Running a Macro. To run an existing macro, follow these steps.
(1) Select Tools/Macro/Macros from the menu bar.
(2) From the Macros window, highlight the Macro name in the list and click Run.
j. If the macro is long and you want to stop it while it is running, press BREAK (hold CTRL and press PAUSE).
Table
Tables are used to display data and there are several ways to build them in Word. Begin by placing the cursor where you want the table to appear in the document and choose one of the following methods.
Insert a Table
There are two ways to add a table to the document using the Insert feature:
a. Click the Insert Table button on the standard toolbar. Drag the mouse along the grid, highlighting the number of rows and columns for the table.
b. Or, select Table/Insert/Table from the menu bar. Select the number of rows and columns for the table and click OK.
Inserting Rows and ColumnOnce the table is drawn, insert additional rows by placing the cursor in the row you want to be adjacent to. Select Table/Insert/Rows Above or Rows Below. Or, select an entire row and right-click with the mouse. Choose Insert Rows from the shortcut menu. Much like inserting a row, add a new column by placing the cursor in a cell adjacent to where the new column will be added. Select Table/Insert/Columns to the Left or Columns to the Right. Or, select the column, right-click with the mouse, and select Insert Columns.
Moving and Resizing a Table
A four-sided moving arrow and open box resizing handle will appear on the corners of the table if the mouse is placed over the table. Click and drag the four-ended arrow to move the table and release the mouse button when the table is positioned where you want it. Click and drag the open box handle to resize the table. Change the column widths and row heights by clicking the cell dividers and dragging them with the mouse.
Tables and Borders ToolbarThe Tables and Borders toolbar allows you to add border styles, shading, text effects, alignment, and more options to your table. Access the toolbar by clicking Table/Draw Table or View/Toolbars/Tables and Borders.
Table Properties
Use the Table Properties dialog box to modify the alignment of the table with the body text and the text within the table. Access the box by selecting Tables/Table Properties.
a. Size. Check the Preferred width box and enter a value if the table should be an exact width.
b. Alignment. Highlight the illustration that represents the alignment of the table in relation to the text of the document.
c. Text wrapping. Highlight "None" if the table should appear on a separate line from the text or choose "Around" if the text should wrap around the table.
Office Assistant
The Office assistant is an interactive character that can be displayed on your screen. It is used to provide automated tips as you are working in Word. You can also use it to search out the help database for answers to questions. To use the assistant follow these steps:
a. Click on the question mark/light bulb icon that is on the end of the standard toolbar.
b. Go to help on the menu bar and click on Microsoft Word help.
c. To change the assistants follow these steps:
(1) Right click on the character and choose assistant.
(2) Under the Gallery tab click on the next button to see the different assistants you have to choose from. An image of the assistant will be displayed along with their name and a short animation.
(3) Click on OK when you find one that you want to use.
(4) Your new assistant will appear on the screen.
Shadows & 3-D
You can add shadows and 3-D effects to objects you add to your documents. Many times people forget about this feature and it can be quite effective. To create shadow effects follow these steps:
a. Click on the any shape that you added with the drawing toolbar.
b. Click on the shadow button from the Draw toolbar.
c. Choose the type of shadow that you want by clicking on it.
d. The shadow will be added.
f. To add 3-D effects follow these steps:
(1) Click on the any shape that you added with the drawing toolbar.
(2) Click on the 3-D button from the Draw toolbar.
(3) Choose the type of 3-D that you want by clicking on it.
(4) The effect will be added.
Examples of 3-D effects:
Click & Type MS Word 2000 has a new feature that is a great enhancement over Office 97. In Office 97 when you opened a new document and you wanted to start typing in the middle of the page anywhere other than the top left hand side you needed to hit the space bar repeatedly until you got to that part of the page. The same was true when you added a picture and wanted to place it down a little bit on the page. Now with Office 2000 you can use the new click and type feature. Here you can move your mouse to any portion of the page and double click and begin typing. If you move your mouse to the left hand portion of the page you notice the mouse turns to a symbol indicating that if you click there your text will be left aligned. Move your mouse to the middle of the page and your get a symbol for center-aligned text and to the right you get right aligned text. To use click and type follow these steps:
a. Open a new Word Document.
b. Move your mouse to the part of the page you want to type. If you want your text right aligned double click on the right hand side of the page. If you want your text left aligned double click on the left hand side of the page and if you want your text centered move your mouse in the center of the page and double click.
c. Begin typing.
Moving Text
There are a few different ways to move your text in Word. To move text, follow any one of these steps:
a. Select the text, click in the selected area while holding the mouse button down and drag the text to the desired location.
b. Select the text, copy it and then paste it where you want it. It will remain in the original place and be added to the new location.
c. Select the text and cut the text and paste it. It will be removed from the original place and moved to a new location.
Text Animation
In MS Word 2000 you can animate text. This works great if you are sending electronic documents and really want to jazz it up or draw attention to particular parts of the document. To add text animation, follow these steps:
a. Type your text and select it.
b. Go to Format on the menu bar and click on Font. The Font dialog box will open.
(Microsoft Word)
Overview
Microsoft Word is a computer word processor software program that allows users to create professional looking documents, reports, letters etc. Microsoft Word 2000 has several new features not found in previous versions of Microsoft Word, such as HTML abilities that allow users to create web pages and documents through Word, new spelling and grammar features that allow you to display errors on the page without having to run spell check or grammar check. When you begin to explore Word 2000, you will notice a significant change in the menu structure and general Outlook if you are familiar with previous versions of Word.
Shortcut Menus
These features allow you to access various Word commands faster than using the options on the menu bar. View shortcut menus by right clicking with the mouse. The options on this menu will vary depending on the element that was right-clicked. For example, right clicking on a bulleted list produces this shortcut menu. Actions such as "Decrease Indent" and "Increase Indent" are only applicable to lists and therefore only appear on the list shortcut menu. The shortcut menus are helpful because they only display the options that can be applied to the item that was right-clicked and, therefore, prevent searching through the many menu options.
Toolbars
Toolbars display shortcuts and shortcut buttons to make editing and formatting quicker and easier. An inexperienced person can not work smoothly without tool bars. We can remove and add bars with the help of menu bar.
a. Title bar. The bar located along the top of a window or a dialog box that displays the name of the window and/or software program being used. For example users using Microsoft Internet Explorer to view this web page will likely see "Title bar - Microsoft Internet Explorer" for the title of their window.
b. Menu bar. Graphical list of menus commonly located beneath the title bar of a window that lists various menus that can be selected. Below are a graphical representation of a menu and a description of each of the items found on a menu.
c. Standard bar. It is a row of boxes, often at the top of an application window, which control various functions of the software. The boxes often contain images that correspond with the function they control.
d. Formatting bar. It is located under the standard bar, which contains the font size, bold, italic, under line, text alignment options etc. it can help you to format the text completely according to your needs
e. Scroll bar. This bar is located on the right or bottom of a window that allows a user to move the window viewing area up, down, left, or right.
Scroll bar is utilized using the mouse or keyboard. Using the mouse the user can move one line at a time by clicking the scroll arrow located on either end of the scroll bar. The user also commonly has the option of clicking on a portion of a scroll bar to move to a specific location on a page. Finally, the user also commonly has the option to clicking and dragging the scroll box to quickly scroll through a page.
f. Drawing bar. The Drawing bar is located at the bottom of the window. It has tools for drawing shapes, adding lines and curves, and inserting text boxes and WordArt. It also has buttons for manipulating and formatting the objects you draw.
g. Status bar. With help of this bar you can view running application or program that displays the current status of the page or window currently. It displays, what is currently being loaded on the page, the number of page, section, height, line or column etc. During the use of Internet, browsers such as Netscape, Internet Explorer and Opera etc also include a status bar to display the same information.
h. Taskbar. A bar commonly located at the bottom of Microsoft Windows 95, Windows 98, Windows NT, Windows 2000, Windows ME, and Windows XP operating systems that display the programs that are currently running. This bar also displays the time, systray and the Quick Launch. Below is an example of what the taskbar may look like.
Adding and Removing bars
Select View/Toolbars from the menu bar to select the toolbars. The toolbars that are already displayed on the screen are checked. Add a toolbar simply by clicking on the name.
Address bar
Also known as the "Location bar" in Netscape and Internet Explorer address bar is used to enter a websites address in a browser. For example the address "http://www.yahoo.com should be listed in the above address bar. The address bar allows the user to manually specify the address they wish to visit on the Internet. New browsers will also allow a user to click the down arrow to view recently visited pages.
The bar or line that divides a screen or window that has been split. Commonly the split bar allows the user to customize how the two split windows are viewed. For example a user may move a horizontal bar right to view more of the data in the left window.
Opening a new file or document
Opening a new file in MS Word is very easy to do. There are a few different methods for this task, follow any of the methods listed below:
a. Open up MS Word and go to File and choose New. Then double click on blank document.
b. Click on the new document icon found on the standard toolbar.
c. Click on the start button and then click on New Office Document.
d. Double click on blank document.
Opening up an Existing File
After you have begun creating Word documents you will need to open them to continue working on them. These would be examples of existing files that you want to work on. To open up an existing file follow these steps:
a. Go to File on the menu bar and choose Open or click on the Open or press Control +O.
b. The Open dialog box will be displayed.
c. Click on the down arrow where it says look in and browse to the file you want to open.
d. Double click on it or click on it once and choose open.
e. Your existing file will open.
Save a Document
a. Click the Save button on the menu bar.
b. Select File/Save from the menu bar.
c. Press CTRL+S on the keyboard.
Saving Web Pages
Pages on the web must be saved in a format called HTML (Hypertext Markup Language) that is readable by web browsers. Word will convert your document to HTML using the Save as Web Page feature.
a. Select File/Save as Web Page from the menu bar.
b. Click the Change Title button to add a title to the web page.
c. Type the File name in the box provided.
d. Be sure the Save as type is set to Web Page. Click Save.
Page setupThe parameters defined by the user that help determine how a printed page will appear is known as page setup. Those parameters can include everything from the size, margins, page orientation, and quality of print. A page setup dialog box is usually available from the File drop down menu.
a. Paper Size. Change the orientation page within the Page Setup dialog box.
(1) Select File/Page Setup and choose the Paper Size tab.
(2) Select the proper paper size from the drop-down menu.
b. Page Orientation. Page or print orientation is the placement of elements on a page that are set through the page setup. The majority of all programs allow the page orientation to be either portrait or landscape.
(1) Portrait. Term used to describe a monitor display or printer printout that is wider horizontally then it is vertical, much like a picture portrait.
(2) Landscape. Type of printing that prints the image horizontally across the page instead of vertically. Landscape mode is commonly used to print charts or other images and text that may not fit properly vertically on a page.
c. Margin. Space separating text or other elements from the edge of the paper commonly adjusted through the page setup. Most programs allow fro the Top, Bottom, Left and Right margins to be set. The standard margin settings are 1" Top and Bottom and 1.25" Left and Right. You can change this at any time. This is especially helpful if you want to fit more on the page by decreasing the margins. To change your margins follow these steps:
(1) With your document open go to File then Page Setup.
(2) Click on the Margins tab.
(3) Type in the numbers you want for your margins or use the up and down arrows.
(4) Click on OK.
Print Preview and Printing
Printing is very easy in Word. The first thing you would want to do after you have run a spelling and grammar check it to use the print preview button. This will show you what your printed document will look like. It will show you if you have anything hanging out of the margin range. To do a print preview follows, these steps:
a. Click on the print preview button.
b. If you want to make any adjustments click on the magnifier and you can then click within the document to make changes.
c. Click on the close button when you are done previewing. To Print follow these steps:
(1) Go to File on the menu bar and then click on Print.
(2) The Print dialog box will open.
(3) Choose the printer you want to print to, the number of copies, the pages, etc and click on OK.
d. If you just hit the print button from the standard toolbar you will bypass the print dialog box and your document will be sent to the default printer.
Cut
To remove an object from a document and place it in a buffer is called cut. In MS Word cut means to move a section of text from a document to a temporary buffer. This is one way to delete text. However, because the text is transferred to a buffer, it is not lost forever. You can copy the buffer somewhere else in the document or in another document, which is called pasting. To move a section of text from one place to another, therefore, you need to first cut it and then paste it. This is often called cut-and- paste. Most applications have only one buffer, sometimes called a clipboard.
Copy
To duplicate text, data, files, or disks enabling you to have two or more copies of the same file or segments of data. Copying a file to an alternate location such as a floppy disk drive is a common procedure for backing up or sharing a file.
Paste
Action available in most computer operating systems and programs that allows a user to copy or cut an object or text from one location and move it into another location.
Select
Term used to describe the process of highlighting text or picking an object. For example a user may select text to copy, cut, or move that text to an alternate location.
Find
This option is used to describe a process of locating a specified text, file, document or other type of object or file on a computer
Replace
The act of locating data or an object and exchanging that data or object with an alternate. Many software programs enable a user to quickly search and replace text within a document; MS Word is also one of them. This is commonly located under the Edit menu.
Different Views
There are four different types of view that you can use in Word. Below is a table listing each type and what they are best used for:
a. Normal
b. Web Layout. This view is best used when creating a page for the web. In this view you can see the background, text is wrapped to fit the window, and images appear as they would online.
c. Print Layout. This view is best used when your document will contain things like images, headers, and footers, columns, etc. Each of these components will be visible.
d. Outline. Outline view displays your document as an outline. This is useful if you are moving sections of your document, or creating an outline. To change your views follow these steps:
(1) Go to View on the menu bar and choose the view you want to use by clicking on it..
(2) Click on the view icons on the bottom left hand side of the Word screen.
Document Map
When referring to programming or the layout of a software program or hardware device a map refers to documentation that presents the overall structure of a program or hardware device. When referring to networks, a map refers to a link to another computer, share, or printer.
Headers and Footers
Header
In file management, a header is a region at the beginning of each file where bookkeeping information is kept. The file header may contain the date the file was created, the date it was last updated, the file's size, and document title or page number. In computer science, a header is a unit of information that precedes a data object. In a network transmission, a header is part of the data packet and contains transparent information about the file or the transmission. In MS Word, one or more lines of text that appears at the top of each page of a document is known as Header. Once you specify the text that should appear in the header, the MS Word automatically inserts it.
Footer
One or more lines of text that appear at the bottom of every page of a document. Once you specify what text should appear in the footer, the application automatically inserts it. The footer also contains the page numbers, date created, copyright, or other information. Select View/Header and Footer from the menu bar. The Header and Footer toolbar will appear and the top of the page will be highlighted as shown below.
a. Type the heading in the Header box. You may use many of the standard text formatting options such as font face, size, bold, italics, etc.
b. Click the Insert AutoText button to view a list of quick options available.
c. Use the other options on the toolbar to add page numbers, the current date and time.
d. To edit the footer, click the Switch Between Header and Footer button on the toolbar. When you are finished adding headers and footers, click the Close button on the toolbar.
Zoom
When referring to an image or graphics, zoom is used to describe a method of focusing on a section and increasing the overall size of that section allowing the user to manipulate or view that section in greater detail. When referring to a window, zoom, commonly referred to as maximize refers to the ability of making a window increase in size or occupy the full available area of a computer screen.
Page breakSymbol or line that indicates the end of a page. A page break allows the software program or printing device where to end the current page and begin the next page.
Page Numbers
Follow these instructions for another way to add page numbers to a document.
a. Select Insert/Page Numbers from the menu bar
b. Select the position of the page numbers by choosing "Top of page" or "Bottom of page" from the Position drop-down menu.
c. Select the alignment of the page numbers in the Alignment drop-down menu.
d. If you do not want the page number to show on the first page (if it is a title page, for example), uncheck the Show number of first page box. Click OK when finished
Symbol
A specialized type of font that is composed of non-alphabetic characters, graphics, or both. Commonly these fonts are used with programs to represent icons and other special program options.
Comment
Text in a program code, script or other type of file that is not meant for seeing by the user running the program. However, can be seen by an individual viewing the code to help understand what the code is performing. Comments allow for changes to be made or statements to be made about why something may have been done one way or another.
Picture
A visual capture of an object is called a Picture. Pictures are created using another hardware device such as a digital camera or a scanner and not the computer. Here is an example of a picture of a Magazine. Microsoft Office comes with its own clip gallery of images, pictures, sounds, and animations. It is very easy to use and you can often find the pictures that fit your need quickly. The clip gallery has a searchable component where you can type in keywords and quickly view images that match.
Clip Art
An Art that is made by another various artists and usually has multiple amounts of images, which can be imported into your own work. To add a clip art image from the Microsoft library to a document, follow these steps:
a. Select Insert/Picture/Clip Art from the menu bar.
b. To find an image, click in the white box following Search for clips. Delete the words "Type one or more words . . ." and enter keywords describing the image you want to use.
OR
c. Click one of the category icons. Click once on the image you want to add to the document and insert.
Add a Picture from File
Follow these steps to add a photo or graphic from an existing file:
a. Select Insert/Picture/From File on the menu bar.
b. Click the down arrow button on the right of the Look in: window to find the image on your computer.
c. Highlight the file name from the list and click the Insert button.
Editing A Graphic
Activate the image you wish to edit by clicking on it once with the mouse. Eight handles will appear around the graphic. Click and drag these handles to resize the image. The handles on the corners will resize proportionally while the handles on the straight lines will stretch the image. More picture effects can be changed using the Picture toolbar. The Picture toolbar should appear when you click on the image. Otherwise, select View/Toolbars/Picture from the menu bar to activate it.
a. Insert Picture. It will display the image selection window and allows you to change the image.
b. Image Control. It allows to making the image grayscale, black and white, or a watermark.
c. More/Less Contrast. It modifies the contrast between the colors of the image.
d. More/Less Brightness. It will darken or brighten the image.
e. Click Crop and drag the handles on the activated image to delete outer portions of the image.
f. Line Style. It will add a variety of borders to the graphic.
g. Text Wrapping. It will modify the way the document text wraps around the graphic.
h. Format Picture. It displays all the image properties in a separate window.
j. Reset Picture. It will delete all the modifications made to the image.
Auto Shapes
The AutoShapes toolbar will allow you to draw many different geometrical shapes, arrows, flow chart symbols, stars, and banners on the document. Activate the AutoShapes toolbar by selecting Insert/Picture/AutoShapes or View/Toolbars/AutoShapes from the menu bar, or clicking the AutoShapes button on the Drawing toolbar. Click each button on the toolbar to view the options for drawing the shape. They are wonderful for drawing shapes and lines and even call outs to add to your documents. The AutoShapes are made up of the following categories: To use AutoShapes follow these steps:
a. Click on the down arrow next to AutoShape on the Draw toolbar. Choose a category then click on the type of AutoShape you want to use.
b. Move your mouse to the location on your document where you want to add the shape and click and hold down the mouse button while you draw it to the size you want.
c. Release the mouse button and you shape will be drawn.
d. You can then add line or fill colors.
Close a Document
Close the current document by selecting File/Close or click on toggle buttons.
WordArt
WordArt is a neat feature in Microsoft Word. It allows you to make creative looking text. The text is actually a graphic image. You can use WordArt to embellish any of your documents. They make great titles, sidebars, and attention grabbers. To create WordArt follow these steps:
a. Click on the WordArt icon from the Draw toolbar.
b. The WordArt Gallery will open.
c. Double click on the WordArt design you want to use.
d. Type in the text for your WordArt design and you can also choose the size and font as well.
e. Click on OK.
Chart
It is a graphic representation of data. Charts allow users to quickly and easily see what the results of various data are to better understand and predict current and future data. Below is an example of a chart.
Text Box
In word you can add text boxes. In this way you are actually adding a graphic. Text can seem to float or you can show the fill and lines for the box. You can also use text boxes to create text on an image. To create a text box follow the steps below.
a. Click on the text box icon from the Draw toolbar.
b. Click on your document and hold down your mouse button while you draw your text box.
c. Start typing your text for the box.
d. If you want to work with the fill and line colors then right click on the border of the text box and choose format text box. You can then work with the colors and lines tab to get your text box looking like you want.
Bookmark
When referring to the Internet or a browser a bookmark is used to describe a method of marking a page so it can be referenced at a later time without having to remember the address. For example a user running Netscape can bookmark a page by clicking the bookmark drop down menu at the top of the screen and selecting add page. Users running Microsoft Internet Explorer save their pages as a favorite.
Hyperlink
Icon, graphic, or word in a document that links to another file or object is known as Hyperlink. The World Wide Web is comprised of hyperlinks linking millions of pages and files to one another.
Font
A graphical representation of text that may include a different type of typeface, point size, weight, or design is known as Font.
a. Font face. A design that defines the overall look of characters Arial and Times New Roman are both examples of a Font face.
b. Font style. An additional format performed on characters. For example bold, italic, shadow, and strike through are all examples of Font styles.
c. Font Size. Click on the white part of the font size box to enter a value for the font size or click the arrowhead to the right of the box to view a list of font sizes available. Select a size by clicking on it once. A font size of 10 or 12 is best for paragraphs of text.
Alignment
Text can be aligned to the left, center, or right side of the page or it can be justified across the page.
Increase/Decrease Indent
Change the indentation of a paragraph in relation to the side of the page.
Outside Border
Add a border around a text selection.
Highlight Color
Use this option to change the color behind a text selection. The color shown on the button is the last color used. To select a different color, click the arrowhead next to the image on the button.
Text Color
This option changes the color of the text. The color shown on the button is the last color chosen. Click the arrowhead next to the button image to select another color. The Font dialog box allows you to choose from a larger selection of formatting options. Select Format/Font from the menu bar to access the box.
Paragraph
A paragraph is a collection of related sentences dealing with a single topic, which develops one idea and specific detail. A paragraph has a beginning, middle and an end. The beginning, or the topic sentence, forecasts what the paragraph is going to be about. The middle develops the idea in detail by giving specific support for it, and the conclusion emphasizes the insight you have arrived at.
Paragraph Attributes
Format a paragraph by placing the cursor within the paragraph and selecting Format/Paragraph from the menu bar.
Format a paragraph by placing the cursor within the paragraph and selecting Format/Paragraph from the menu bar.
Bullets & Numbering
A black dot or any other symbol that is found before text, to identify the text is called Bullet. In some software programs, an asterisk may represent a bullet. In the same way you can also apply the Numbering instead of bullet. To create a bulleted or numbered list, use the list features provided by Word. Select the list style from one of the seven choices given, or click the Picture... button to choose a different icon. Click the Numbered tab to choose a numbered list style.
Borders and Shading
Follow the following steps to apply the Border:
Click Borders and Shading from Format menu and tab whatever you like to apply according to your needs.
a. Click the Options button to change the spacing between the document text and the table borders under Default cell margins. Check the Allow spacing between cells box and enter a value to add space between the table cells.
b. Adding Shading. You can shade in your table or shade in individual cells. To do this follow, these steps:
(1) Select the cell, rows, or columns you want to add shading to.
(2) Go to Format on the menu bar and choose Borders & Shading.
(3) Click on the color you want to use from the Fill choices. (Click on the more colors button to find additional color choices)
(4) Click on OK.
(5) That color will be added to your selected cells.
Columns
To quickly place text in a column format, click the Columns button on the standard toolbar and select the number of columns by dragging the mouse over the diagram. For more column options, select Format/Columns from the menu bar. The Columns dialog box allows you to choose the properties of the columns. Select the number and width of the columns from the dialog box.
Drop Cap
First character of the document or paper that is the generally the largest letter of that page and takes up several lines or sentences of the first paragraph. Add a drop cap to a paragraph by following steps:
a. Place the cursor within the paragraph whose first letter will be dropped.
b. Select Format/Drop Cap from the menu bar.
c. The Drop Cap dialog box allows you to select the position of the drop cap, the font, the number of lines to drop, and the distance from the body text.
d. Click OK when all selections have been made. To modify a drop cap, select Format/Drop Cap again to change the attributes, or click on the letter and use the handles to move and resize the letter.
AutoFormat
A software feature commonly found in word processor programs such as Microsoft Word that automatically changes the formatting or appearance of text. For example if a user types "1st" AutoFormat would change this to "1st".
Style
An additional format performed on characters. For example bold, italic, shadow, and strike through are all examples of type styles. The use of styles in Word will allow you to quickly format a document with a consistent and professional look. Paragraph and character styles can be saved for use in many documents.
a. Place the cursor in the paragraph where the style will be applied.
b. Click the Style drop-down menu on the Formatting toolbar and select a style by clicking on it.
c. To apply the same style to multiple paragraphs, double click the Format Painter button on the standard toolbar and click in all the paragraphs that the style should be applied to. Press the ESC key to disable the Format Painter.
Spelling & Grammar
You can work with Spelling and Grammar and as you type or you can wait until you are all done and then check the spelling and grammar for the whole document. Be careful. Always proofread your work even after a spell/grammar check is done. Also be aware of the fact that it is just checking the text in your document. It will not check the text that is a part of any graphic you have. WordArt is a perfect example of this. It does not check this, as it is a graphic and not text based. As you type in Word the default is set up to automatically check your spelling and grammar as you type. A red squiggly indicates words that are spelled wrong line and a green squiggly line indicates grammar mistakes. To correct as you type you can right click on the words and choose one of the words that pop up. These words are words the computer thinks you want to use. If the word you spelled is correct you can choose ignore. If you have other occurrences of that word choose ignore all. There are actually some words that you may type wrong that are automatically corrected as you type them. This is part of the auto correct feature in Word. If a word always comes up wrong and it is a word that is correct and you use it often you can choose add when you right click on it and it will add it to your dictionary and it won't come up as a spelling error in the future. If you have grammar errors you right click and it will tell you where it seems to find the error. You can make changes or leave it as you typed it. To correct spelling and grammar of your whole document follow these steps:
a. Go to Tools on the menu bar and choose Spelling & Grammar.
b. Click on the Spelling and Grammar button from the Formatting toolbar.
c. Press the F7 Key.
d. It will go through each of your spelling and grammar errors. Make your changes and then your spelling and grammar check will be complete.
Thesaurus
Word has a built in thesaurus that you and your students can use. As a teacher this is a valuable teaching tool. You can highlight words in a previously typed text document and have the students use the thesaurus to make changes in the document. Encourage them to look over their documents and use the thesaurus to help eliminate the multiple use of certain words or just to enhance their writings by making new word choices. To use the thesaurus follow these steps:
a. Select the word you want to change by highlighting it.
b. Go to Tools on the menu bar and down to Language and click on Thesaurus or press Shift + F7.
c. The Thesaurus dialog box will open.
d. Choose the alternate word and click on replace.
e. Your word will be changed.
AutoCorrect
A software feature commonly found in word processor programs such as Microsoft Word that automatically corrects misspellings on common typos. For example a user may type "this is not corect" would automatically correct the sentence to "This is not correct". As seen in this example not only does AutoCorrect correct the misspelling but it also capitalizes the first letter of the sentence or line, a common complaint for many users. To view the list of words that are automatically corrected, select Tools/AutoCorrect. This may be a hidden feature so click the double arrows at the bottom of the Tools menu listing if the AutoCorrect choice is not listed. Many options including the accidental capitalization of the first two letters of a word and capitalization of the first word of the sentence can be automatically corrected from this page. If there are words you often misspell, enter the wrong and correct spellings in the Replace and with fields.
Mail Merge
Capability of database software, word processors, and some e-mail programs that takes a standard form and formats that form with unique fields such as e-mail address, name, address, phone number, or other personal information to make the message look unique. For example a standard form may look like:
[Address]
Dear [username],
We would like to thank you [username] for purchasing our product.
Sincerely,
Some company
With a program capable of mail merge, the program would pull the personal information and place the appropriate information into the above fields.
Macro
Series of keyboard, mouse actions, and/or other computer steps recorded to be run quickly and easily. Macros are commonly created for operations that are commonly performed on a computer. Using a macro allows a user to quickly perform an operation with a press of a key or the execution of a command.
Recording A Macro
To record a macro, follow these steps:
a. Click Tools/Macro/Record New Macro on the menu bar.
b. Name the macro in the Macro name field. This name cannot contain spaces and or begin with a number.
c. From the Store macro in drop-down box, select the document you would like the macro to be associated with or choose "All Documents" be able to use the macro in any document.
d. Enter a description of the macro in the Description field. This is for your reference only so you remember what the macro does.
e. Click OK to begin recording.
f. Select options from the drop-down menus and Word will record the options you choose from the dialog boxes, such as changing the margins on the Page Setup window. Select only options that modify the document. Word will not record toggle actions such as View/Toolbars that have no effect on the document itself.
g. The recording toolbar will allow you to stop, pause, and resume recording. Click the Stop button the recording toolbar. The macro is now saved.
h. Running a Macro. To run an existing macro, follow these steps.
(1) Select Tools/Macro/Macros from the menu bar.
(2) From the Macros window, highlight the Macro name in the list and click Run.
j. If the macro is long and you want to stop it while it is running, press BREAK (hold CTRL and press PAUSE).
Table
Tables are used to display data and there are several ways to build them in Word. Begin by placing the cursor where you want the table to appear in the document and choose one of the following methods.
Insert a Table
There are two ways to add a table to the document using the Insert feature:
a. Click the Insert Table button on the standard toolbar. Drag the mouse along the grid, highlighting the number of rows and columns for the table.
b. Or, select Table/Insert/Table from the menu bar. Select the number of rows and columns for the table and click OK.
Inserting Rows and Columns
Once the table is drawn, insert additional rows by placing the cursor in the row you want to be adjacent to. Select Table/Insert/Rows Above or Rows Below. Or, select an entire row and right-click with the mouse. Choose Insert Rows from the shortcut menu. Much like inserting a row, add a new column by placing the cursor in a cell adjacent to where the new column will be added. Select Table/Insert/Columns to the Left or Columns to the Right. Or, select the column, right-click with the mouse, and select Insert Columns.
Moving and Resizing a Table
A four-sided moving arrow and open box resizing handle will appear on the corners of the table if the mouse is placed over the table. Click and drag the four-ended arrow to move the table and release the mouse button when the table is positioned where you want it. Click and drag the open box handle to resize the table. Change the column widths and row heights by clicking the cell dividers and dragging them with the mouse.
Tables and Borders ToolbarThe Tables and Borders toolbar allows you to add border styles, shading, text effects, alignment, and more options to your table. Access the toolbar by clicking Table/Draw Table or View/Toolbars/Tables and Borders.
Table Properties
Use the Table Properties dialog box to modify the alignment of the table with the body text and the text within the table. Access the box by selecting Tables/Table Properties.
a. Size. Check the Preferred width box and enter a value if the table should be an exact width.
b. Alignment. Highlight the illustration that represents the alignment of the table in relation to the text of the document.
c. Text wrapping. Highlight "None" if the table should appear on a separate line from the text or choose "Around" if the text should wrap around the table.
Office Assistant
The Office assistant is an interactive character that can be displayed on your screen. It is used to provide automated tips as you are working in Word. You can also use it to search out the help database for answers to questions. To use the assistant follow these steps:
a. Click on the question mark/light bulb icon that is on the end of the standard toolbar.
b. Go to help on the menu bar and click on Microsoft Word help.
c. To change the assistants follow these steps:
(1) Right click on the character and choose assistant.
(2) Under the Gallery tab click on the next button to see the different assistants you have to choose from. An image of the assistant will be displayed along with their name and a short animation.
(3) Click on OK when you find one that you want to use.
(4) Your new assistant will appear on the screen.
Shadows & 3-D
You can add shadows and 3-D effects to objects you add to your documents. Many times people forget about this feature and it can be quite effective. To create shadow effects follow these steps:
a. Click on the any shape that you added with the drawing toolbar.
b. Click on the shadow button from the Draw toolbar.
c. Choose the type of shadow that you want by clicking on it.
d. The shadow will be added.
f. To add 3-D effects follow these steps:
(1) Click on the any shape that you added with the drawing toolbar.
(2) Click on the 3-D button from the Draw toolbar.
(3) Choose the type of 3-D that you want by clicking on it.
(4) The effect will be added.
Click & Type
70. MS Word 2000 has a new feature that is a great enhancement over Office 97. In Office 97 when you opened a new document and you wanted to start typing in the middle of the page anywhere other than the top left hand side you needed to hit the space bar repeatedly until you got to that part of the page. The same was true when you added a picture and wanted to place it down a little bit on the page. Now with Office 2000 you can use the new click and type feature. Here you can move your mouse to any portion of the page and double click and begin typing. If you move your mouse to the left hand portion of the page you notice the mouse turns to a symbol indicating that if you click there your text will be left aligned. Move your mouse to the middle of the page and your get a symbol for center-aligned text and to the right you get right aligned text. To use click and type follow these steps:
a. Open a new Word Document.
b. Move your mouse to the part of the page you want to type. If you want your text right aligned double click on the right hand side of the page. If you want your text left aligned double click on the left hand side of the page and if you want your text centered move your mouse in the center of the page and double click.
c. Begin typing.
Moving Text
There are a few different ways to move your text in Word. To move text, follow any one of these steps:
a. Select the text, click in the selected area while holding the mouse button down and drag the text to the desired location.
b. Select the text, copy it and then paste it where you want it. It will remain in the original place and be added to the new location.
c. Select the text and cut the text and paste it. It will be removed from the original place and moved to a new location.
Text Animation
In MS Word 2000 you can animate text. This works great if you are sending electronic documents and really want to jazz it up or draw attention to particular parts of the document. To add text animation, follow these steps:
a. Type your text and select it.
b. Go to Format on the menu bar and click on Font. The Font dialog box will open.
c. Click on the Text Effects tab.
d. Choose the type of animation you want by clicking on its name. The choices you have are:
(1) Blinking Background
(2) Las Vegas
(3) Marching black Ants
(4) Marching Red Ants
(5) Shimmer
(6) Sparkle Text
(7) Click on Ok
(8) The animation will be added to the selected text.c. Click on the Text Effects tab.
d. Choose the type of animation you want by clicking on its name. The choices you have are:
(1) Blinking Background
(2) Las Vegas
(3) Marching black Ants
(4) Marching Red Ants
(5) Shimmer
(6) Sparkle Text
(7) Click on Ok
(8) The animation will be added to the selected text.
No comments:
Post a Comment