BASIC WORD
1. Word has many new features that will meet your office and teaching needs. With Word, you can publish Web pages without learning html. You can also download information from the Internet and publish it in your own Web pages. You can customize tables with cells of varying sizes and shapes. You can design graphics with 3D effects and animate text. And the Letter Wizard structures letters intuitively with you adding dates and inserting addresses from Microsoft Outlook.
2. Open Word by clicking on the Start button, then click on the Programs option on the Start Menu, point to Microsoft Office, and finally point and click on Microsoft Word 2003.
The Menu Bar
1. The Menu Bar at the top of the screen has File, Edit, View, etc. options. They have drop-down menus to allow you to perform a variety of functions. Click on File/ Page Setup. Click on the different tabs to see how you can modify your document. Click on Paper Size. Note that you can choose either Portrait or Landscape for your document. Click OK to the window.
2. Try some of the other Menu Bar options. Click once on the option and click again on some of the choices in the drop-down menus.
The Toolbars
1. Below the Menu Bar is the Standard Toolbar. It contains buttons for commonly-used options in the Menu Bar. You can see what each button is used for by pointing to the button. A small tag called a Screen Tip will appear that explains what the button is used for. Point to the picture of a small disk. The tag will read Save. Point to the other buttons to see their functions.
2. Underneath the toolbar is the Formatting Toolbar. It allows you to change the appearance of the text in your document. Again, each option contains a tag, so if you point to it, the tag will appear. Point to the B and you will see the word Bold. This option allows you to format your text in boldface type.
3. Underneath the Formatting Toolbar is the Ruler. The Ruler allows you to see the horizontal position of text or graphics in your document. Each increment is 1/10 of an inch.
Entering Text
1. To use one of Word's built-in templates to create a document, click on File/New. Click on Blank document in the task pane. The task pane is located on the right portion of your screen.
2. Complete the document by filling in the other areas. When you have completed typinig you document, you must save it.
Saving Your Document
1. Save the memo. Insert a formatted disk in Drive A. Click on File/Save. In the Save As box, click on the down arrow on the Save in: line. Click on 3 1/2 Floppy (A:). In the File name: box at the bottom of the screen, you see Contemporary Letter. That is the name of this file you will save to you're A: drive. Click on the Save button.
2. Try another one of the templates. Be sure to save it when you are done.
3. Under the Ruler is the insertion point. This is where you enter text. It is marked by a blinking vertical line which we call the cursor. Type some text at the insertion point. At the end of the line, you do not need to hit Enter. The text will wrap around when you type more than will fit on the line.
4. At the bottom of the document is the status bar. It shows you what page you are on, what line you are on, etc. To the right is the scroll bar. If you hold down your left mouse button over the down arrow, it allows you to scroll through your document.
5. Click on the print preview button to see what your document will look like when you print it. Then click Close to return to the main page. Click on the Spelling and Grammar button for a spell and grammar check.
Other Toolbars
1. The two toolbars at the top of the screen are the most useful. But there are others you can utilize. Keep in mind that each toolbar reduces the size of the document window the window you are now typing in. Let's look at some of the other available toolbars. Click on View/ Toolbars. Notice that Standard and Formatting are checked. That's because they are visible to you. Click one of the other toolbars. What happens? Then click View again and click on the toolbar you just selected to disable it.
2. Click on View/ Toolbars. Then click on Customize. In the Customize window, click on the Commands tab. In the Categories box, click on Control Toolbox. A checkbox is on the right in the Commands column. Drag it up to the toolbar and place it before the Save icon (the little disk). Click on Close. You have now customized your toolbar to add a tool you might want to use.
3. You can experiment with toolbars until you get the one that has all of the tools you need to do your work.
Creating a document
1. Click on the first icon on the toolbar the New icon. You will see a blank screen. We'll create a document from scratch. Your cursor is at the place where you can begin typing. On the Format toolbar, the Font size is 10. Change it to 12 by clicking on the down arrow after the 10 and then clicking on the 12. Click on Insert/Date and Time. Double-click on a date format you like. What happens?
2. Hit Enter three times. We are going to create a two-page letter to a friend of yours. We'll double-space the document so it doesn't take too long to type. Click on Format/Paragraph. Click on the Indents and Spacing tab. Under Line spacing: click on the down arrow and select Double. Click OK.
3. Type your letter. Be sure you reach the second page. The Status Bar at the bottom of the screen now reads Page 1 and Ln 3. Don't stop typing until it reads Page 2.
4. On your menu bar, click on File/Save.The Save As window appears. At the bottom of the box is after File name: is a highlighted file name suggested by Word. Let's assume you don't like the filename. Think of a better filename and simply begin typing and a new file name will appear. At the top of the window, click on the down arrow after Save in: Click on 3 Floppy (A:) and then click on the Save button. Your file has been saved to the disk in your A: drive.
5. Close Microsoft Word by clicking on the W in the upper left corner and selecting Close.
Opening an existing file
1. Start Word. A blank document screen appears. Click on File/ Open. At the top of the window after Look in: , the prompt should be for 3 Floppy (A:). If not, you will need to click on the down arrow and click on 3 Floppy (A:). Click on Open. You will see the letter to your friend. Open it by double-clicking on it.
2. Go to the top of your screen. Position the mouse pointer so your cursor is flashing before the date. Hit Enter three times.
3. We'll insert a return address. Move your pointer across the toolbar, reading he tags, until you find the Align Right button. This will allow you to insert the address at the top right of the screen. Click on that button.
4. Type a return address. It will be aligned on the right side of the page.
5. Let's use the Bold button to highlight the date. Place your cursor at the beginning of your date and hold down the left mouse button. Drag across the date until the entire date is selected. Click the B for Bold button. Then click somewhere else in your document. What happens to the date? Do the same with the I and U buttons. What happens? Click outside the date to see how it looks.
6. Let's change the font of the return address. Drag across the entire address to select it. Click on the down arrow in the font category on the formatting toolbar. Choose another font. Next to that is the font size. Choose another size. Click somewhere else in your document. What does it look like now?
7. Tabs in Word are set to every five spaces. Go to a blank line and tab across the page to see this. To add additional tabs, simply click on the bottom of the ruler at the spot where you want the new tab.
8. Occasionally, you may want to move text. To do this, select the text by dragging over it while holding down your left mouse button. Then position your pointer over the selected text and hold down the left mouse button. Drag the text to its new location and release the mouse button. Click somewhere else in your document.
Spell and grammar checkers
1. Word contains a grammar and spell checker. Click CTRL-Home to go back to the beginning of the document. Click on Tools/ Spelling and Grammar. A Spelling and Grammar pop up box appears. At the bottom of the box is a small white box followed by Check grammar. If you wish to use only the spell checker, be sure this box is not checked. If you wish to use both the spelling and grammar checker, click on this box. Go through the document using the checker to guarantee your spelling is okay.
2. Scroll through your document and find a word you would like to replace. You need a synonym for a word but cannot think of one. Click on the word and choose Tools/ Language/ Thesaurus to find a word you like.
Printing Your Document
1. Now you can print your document. Let's preview it first. Click on the Print Preview icon on the toolbar. This is how your document will look when it prints. But only one page of your two page letter is showing. Click on the Multiple Pages icon on the Print Preview toolbar. Select the middle icon on the top row by clicking once on it. What happens? Click on the Close button.
2. To print, you can either click on the print button on the formatting toolbar, or choose File/ Print. In the print dialog box, you can choose to print some or all of your pages and you can also indicate the number of copies you want. Be sure to click on OK when you are ready to print.
3. Try the Undo and Redo buttons. Look for them on your toolbar. They are curved arrows. Go to a blank line in your document. Type some text. Then click on the Undo button. Click on the Redo button. It's back!
Creating a Table
1. Go to the end of your document. Hit CTRL-End. Hit Enter twice. Click on Table/ Insert Table.
2. We'll create a three-column table that lists your entertainment favorites. Type the number 3 which will replace the 2 in the box following Number of columns: and click OK.
3. You now have a table with three columns. In the first row, first column, type TVShows. In the first row, second column, type Music Groups and in the first row, third column, type Movies. You can substitute Sports Events for movies if you would like. Select the entire first row and click on the Bold button and the Center button on the formatting toolbar.
4. Your titles should now be centered and in boldface type. Tab to the second row and fill in your favorites. List at least five in each column.
5. We'll create a calendar. Hit CTRL-End. Hit Enter twice. Click on Table/Insert Table. After Number of columns: type 7 for the seven days of the week. Click on AutoFormat. Use your down arrow to look at the different types of tables. Highlight the one you like and click OK. Click OK again in the Insert Table window.
6. Our calendar will be for November. So far, we have two rows and seven columns. Select the entire top row. We'll use this for the name of the month. Click on Table/Merge Cells. Click on the B for Bold on the format toolbar and click on the Center icon. Then type November 1999.
7. Select the entire second row. This row is for the days of the week. Click on B for Bold and the Center icon on the toolbar. Click on the first cell and type Sunday. Tab to the second column and type Monday. Fill in the other days of the week.
8. After you type Saturday, hit the tab key. A new row will appear. Select that row. On the toolbar, the B for Bold is selected. Deselect it by clicking on it. The Center icon is also selected. Click on the Align Left icon. Type numbers for the dates. Tab from cell to cell filling in all of the dates for November.
9. Go to the November 1 cell. Hit Enter three times. Type an activity. Do that with six or eight days in November so it looks like a real business and/or personal calendar. You can widen your columns if needed by placing your cursor over the line dividing a column. When it changes shape, hold down the left mouse button and drag the line.
INTERMEDIATE WORD
1. Open Word by clicking on the W at the top of the screen or by selecting Start/Programs/ Microsoft Word.
2. Insert a blank disk in Drive A:
More Tables
1. Click on Table on the Menu Bar.
2. Then click on Insert Table.We'll create a calendar for the month of March. After Number of Columns:, type 7 for the seven days of the week.
3. Click on AutoFormat. Use your down arrow to look at the different types tables. A picture will appear on the right. Let's choose Grid 7 for now. Click OK. Click OK again in the Insert Table window.
4. So far, we have two rows and seven columns. Select the entire top row. To do this, move your cursor to the left of the top row until it turn into an arrow. Click on your left mouse button and the entire top row will be selected.
5. We'll use this row for the words March 2006. Click on Table/Merge Cells. Click on the B for Bold on the Formatting Toolbar and click on the Center icon on the same toolbar. Type March 2006.
6. Select the entire second row. We'll use this for the days of the week. Click on the B for Bold and the Center icon. Click on the first cell and type Sunday. Tab to the second column and type Monday. Fill in the other days of the week.
7. After you type Saturday, hit the Tab key. A new row will appear. Select that row. On the toolbar, B for Bold is selected. Deselect it by clicking on it. The Center icon is also selected. Click on the Align Left icon. Type a 1 under Monday since March 1 falls on a Monday. Tab from cell to cell filling in the other dates until March 31.
8. Go to the March 1 cell and click after the 1. Hit Enter three times. Type an activity. Do that with six or eight days on your calendar so it looks like a real business or personal calendar. You can widen your columns if needed by placing your cursor over the line dividing the columns. When it changes shape, hold down the left mouse button and drag the line.
9. You now have a calendar you can use. In fact, you can change it from month to month. Save the calendar to your A: drive. Click on File/Save. Use the down arrow at the top of the box to highlight the A: drive. Save the file as calendar.
Help Options
1. There are several ways to get help when you are working on a Word document. Click on Help on the Main Menu. The first option is Microsoft Word Help. It is preceded by an icon with a question mark on it. Click on that first option. The Office Assistant appears along with a box with a white line in it. If there are words on the white line and they are highlighted in blue, you can simply begin typing. Type the word graphics and click on Search. You will get a list of graphics topics to choose from. Close the Office Help menu by clicking on Close. Then close the little animated Office Assistant by clicking on the X in the upper-right corner of the box.
2. An icon for the Office Assistant also appears at the end of the Standard Toolbar. Point to the icon. Its tag identifies it as the Office Assistant. Click on that icon and enter another topic. Type spelling errors and hit Enter. What happens? Close the box and the Office Assistant.
3. Go back to the Help menu. Again, the first option is Microsoft Word Help. It is followed by F1. Close the Help menu. Hit the F1 key. What happens? Close the box and the Office Assistant. As you can see, there are several different ways to get to the Office Assistant. Word provides these different keys and menu shortcuts so that you can choose the way you are most comfortable with.
4. Go back to the Help menu. Click on the second option Contents and Index. Click on the Contents tab. Can you see the topic that would give you information about checking spelling? Double-click on that topic.
5. Click on the Index tab. In the white strip, type spell and hit Enter. What happens?
6. Click on the Find tab. In the white strip, type spell and hit Enter. What happens?
7. Close the pop-up box by clicking on the x in the upper-right corner. Open the Help menu again. Click on the third option What's This? Point to an area on the screen and left-click. What happens?
Headers and Footers
1. It is sometimes helpful to place text at the top or bottom of each page in our document. Hit CTRL/End to get to the end of your calendar. Hit Enter until the Status Bar at the bottom of the page indicates you are on Page 2, Ln 1.
2. Type two or three paragraphs describing your ideal vacation spot. We'll insert a header and footer in our document.
3. Headers and footers appear outside the normal margins in areas where we cannot ordinarily type. Click on View/Header and Footer. An empty square appears at the top with a HeaderandFooter floating toolbar lower on the page.
4. Move your cursor over each of the options on the toolbar. You can insert a date or time or page number. And, since your cursor is in the empty box, you can simply type some text. We'll type some text. Click on the B for Bold and the Center icon on the toolbar. Hit your Caps Lock key once and type My Work for a title. Click on the Close button on the floating toolbar. Your title appears to be light gray. To be sure it is there, click on the Print Preview icon on the toolbar.
5. Try the same process, but this time we'll add a footer. Click on View/Header and Footer. An empty square appears at the top with a Header and Footer floating toolbar lower on the page. On the toolbar, one of the icons allows you to switch between header and footer. Click on that icon. Insert a date for our footer. Click on the Close button on the floating toolbar. To be sure your date is there, click on the Print Preview icon on the toolbar.
Page Numbers
1. Some of the documents you create will be longer than one page. To avoid confusion, you may wish to number your pages. Click on CTRL/Home to return to the beginning of the document.
2. Click on Insert/Page Numbers. In the pop-up box, click on the down arrow under Position: to change from the Bottom of page (Footer) to the Top of page (Header). Note the change in the Preview box on the right. Do the same with the Alignment box. Click on the Format button. Try some of the options in that button. Click on OK twice to close those boxes. You can always change your selections later if you don't want them after all.
Columns
1. It is easy to create a document containing two or three columns of text rather than one column.
2. Hit CTRL/End to go to the end of your document. Hit Enter to go to a new page. We'll double-space our next entry. Do you remember how to do that? Format/Paragraph/Line Spacing/Double/OK. Click on Format/Columns and then click on each of the different Presets to see them. Let's choose the third one for three columns. Click OK.
3. Type a document detailing what you like and don't like about the city or town you live in. As you reach the end of your first column, the text will begin to appear at the top of the second column and so on.
Inserting and Importing Graphics
1. You may want to insert a picture in a document. For example, a notice to other staff in your office or department could be more attractive with a picture.
2. Save your current document to Drive A: Start a new document. Type a memo that begins with the following memo format:
TO:
FROM:
RE:
DATE:
3. Add your text. Create at least two paragraphs
4. Find a spot at the top and to the right where you would like a picture. Click on Insert/ Text Box. A cross will appear. Move the cross to the area where you would like the picture and draw a box by holding down your left mouse button. Drag to draw a good-size box. Then click inside the box.
5. Word has pictures you can use. Click on Insert/Picture/ClipArt. Word has Clip Art, Pictures, Sounds and Video for you to insert. Click on the Clip Art tab. Click on the different categories on the left until you find a picture you like. Click on that picture and then click on the Insert button. The picture will be inserted into your text box.
6. Save your file to Drive A: Aside from the pictures in Word's Clip Art file, there are pictures in programs like CorelDraw and on the WorldWideWeb that you can use in your document.
7. Let's get some pictures from the Web for our Word document. Start a new Word file. Type the following text: Pictures from the World Wide Web. Center that text at the top of the page. Save your document to Drive A: and call it picture.
8. We'll import a picture first. Close Word and open your browser. Go to the Yahoo site (www.yahoo.com). In the white strip preceding the gray Search button, type pictures. A number of sites will come up. Look around the sites until you find a photograph or painting you would like to download.
9. One decent site for free graphics is www.freeimages.com. Try that one and choose a category under DigitalArt. Or you could scroll to the bottom of the page and click on Links to get to some other free graphics sites.
10. When you find one to download, right-click on it. Then left-click on Save Image As. A pop-up box will appear. Click on the Save button to save your image to the Download directory on Drive C. Close your browser and open Word. Open your file entitled picture on Drive A: Hit CTRL/End and then hit Enter three times.
11. If we simply copy the picture into Word, we won't be able to size it. We also won't be able to move it around easily. So we'll insert a text box first. Click on Insert/ Text Box. Draw the box where you would like the picture to be. Then click on Insert/ Picture/ From File. Go to the Download directory on your C: drive and double-click on the picture file you wish to insert.
ADVANCED WORD
More Templates
1. Open Word. Let's look at Word's built-in templates. Click on File/New. Click on the Letters & Faxes tab. Double-click on Contemporary Fax. Fill in the template to tailor it to your needs, add a picture from Clip Art. Click on File/Save As to save it to Drive A:
2. Try another template. Click on File/New and then click on the Memos tab. Double-click on Professional Memo. Tailor it to your office needs. Create a two-paragraph memo using this template. Click on File/Save As to save it to Drive A:
Cut and Paste
1. Sometimes you simply want to eliminate information from your document. To do that, you can use either the Delete key or the Backspace key. Pick a word in the first paragraph. Click at the beginning of the word and then tap the Delete key until it disappears. Retype the word. Now click at the end of a word and tap the Backspace key until it disappears. Retype the word.
2. Sometimes you simply want to move text elsewhere in your document. Let's try that.
3. Select the first paragraph of your memo. Left-click before the first word, hold down your left mouse button and drag to select the entire paragraph.
4. Press CTRL/X. It disappears. Click at the end of your document and click CTRL/V. It appears in its new spot.
Find and Replace
1. Hit CTRL/Home to get back to the beginning of your document. Click on Edit on the Menu bar. Note that the Find option is there and can also be accessed by hitting CTRL/F. Close the drop-down menu. Hit CTRL/F.
2. The Find and Replace pop-up box appears. Click on the Find tab. Type the. Click on the Replace tab and type happy in the Replace with: box. Click on the Replace All button. Word will replace all instance of the word the with the word happy and then tell you how many replacements were made. Click OK to close the final box and scroll down your document to see how it looks. Then go back and do the same process, replacing all instances of happy with the to get back to the original memo. Save your memo.
Minimizing and Maximizing
1. Suppose you would like to work on two documents (or more) in the same session. Right now, your memo is on the Word screen.
2. In the upper-right corner are two rows of three gray buttons. The upper row controls the program Word and the lower row controls the document you are working on in Word, in this case, the memo.
3. Click in the upper row on the first button the minus sign. What happens? All of Word is minimized and a button appears on the status bar at the bottom of the screen. Left-click once to open Word and your document again.
4. Click in the upper row on the second button the double squares. What happens? It becomes a smaller window. Now click on the single square in the upper row. It returns to its original size. Try the third button in the upper row the x. What happens when you