MICROSOFT WORD

1. SOME TERMS YOU MIGHT NEED TO KNOW2. THE WORD INTERFACE3. GETTING STARTED WITH WORD4. TEXT EDITING5. TEXT TOOLS6. CHARACTER FORMATTING7. PARAGRAPH FORMATTING8. TABS AND LISTS9. TABLES

Some terms you might need to know

• Format / Formatting – Changing the way things look in your document, for example changing the style of some text.

• Margins – The blank area around the edge of a printed page. You can adjust how much of the page is taken up by margins.

• Font – Different text styles are referred to as fonts. Here are some examples of DIFFERENT fonts.

• Alignment – How things are lined up on the page. For example, centre aligned text will be lined up with the centre of the page.

• Tabs – Even spaces that can be used to line things up on a page.

• Header – Information that can be repeated at the top of each page, such as the title of the document.

• Footer – Information that can be repeated at the bottom of each page, such as the page number at the bottom of these pages.

THE WORD INTERFACE

THE WORD INTERFACE• Title Bar – This is common to all programs in Windows. It shows the name of the

program currently being used and in the case of some programs like Word, also shows the name of the document currently being edited.

• Menu Bar – Most Windows programs have a row of menus along the top of the screen which can be used to access the program’s functions. There are several ways of using the menus as you will see later.

• Windows Icons – These standard windows icons provide quick ways to close a window or change the position of a window. The first icon will minimise a window (Shrinking it to a button at the bottom of your screen). The second one switches between maximising the window (so it fills the screen) and restoring the window to its normal size. Programs like Word are usually best used in their maximised state. The third icon closes a window when clicked.

• Tool Bar – The tool bar contains icons that give quick access to commonly used features.

• Rulers – The two rules can be used not only for measurements but can also be used to assist in adjusting tabs and margins.

• Task Pane – This area has a number of functions. It will automatically appear when you are working on certain tasks and will display shortcuts to common functions.

• Status Bar – Displays information about the current document and also provides quick access to some functions.

GETTING STARTED WITH WORD

• Short cuts

– http://www.shortcutworld.com/en/win/Word_2010.html#link_1

– Customising short cuts:Tools – Customise – Keyboard

• Tool bars

– Customising the Toolbars• view – toolbar – click• Tools – customize – toolbars – click

GETTING STARTED WITH WORD

• Closing a document

Tip: If you have several documents open at once and you want to close or save them all at the same time, hold down the [Shift] key while you click on the File menu. The Close command will change to Close All and the Save command will be changed to Save All.

TEXT EDITING

• Opening a Word document

• Moving around a document

• Tip: In a large document with a lot of pages, you can double-click the page number indicator and then enter a page number to quickly jump to that page

TEXT EDITING

– Scrolling Through a Document.

Click to move up one line at a time

Scroll box – hold click your mouse button on this and drag up to quickly move up or

down through the document.

Click to move down one line at a time

Split screen marker – can be dragged or double-clicked down to show different parts of the same document in a split-screen view

Click above the scroll box to move up one screen at a time. Click below the scroll box

to move down one screen at a time.

TEXT EDITING

– Using the Mouse Wheel to Move Through a Document

• Tip: In Word and many other programs, holding down [Ctrl] while you roll the mouse wheel will zoom in and out on the document.

TEXT EDITING– Moving Using the Keyboard

1) Press the [End] key to move to the end of the current line. 2) Press the [Home] key to move to the beginning of the current line. 3) Hold down the [Ctrl] key and press the [End] key. This will take you to

the end of the document. 4) Press [Ctrl] [Home] to move to the beginning of the document. 5) Hold down [Ctrl] and press the down arrow key [ ]. This will move

down one paragraph at a time. 6) Press [Ctrl] [ ] to move up one paragraph at a time. 7) Press [Ctrl] [ ] to move right one word at a time. 8) Press [Ctrl] [ ] to move left one word at a time. 9) Press [Page Down] to move down one screen at a time. 10) Press [Page Up] to move up one screen at a time. 11) Press [Ctrl] [Page Down] to move to the top of the next page. 12) Press [Ctrl] [Page Up] to move to the top of the previous page.

Tip: If you have more than one document open in Word, you can use the [Ctrl] [F6] shortcut to switch between them

TEXT EDITING

• Inserting and Deleting Text

– Butttons: [Delete] or [Backspace]– Tip: Use [Ctrl] + [Delete] or [Ctrl] + [Backspace]– Caution: Sometimes Word may be set to Overtype

mode so that what you type replaces existing text instead of being inserted in front of existing text. When Overtype mode is turned on and indicator will be highlighted in the status bar at the bottom of the window. You can turn overtype off or on by either double-clicking the indicator or by pressing the [Ins] (Insert) key.

TEXT EDITING

• Selecting Text– Selecting Text Using the Mouse

• To select a lot of text: Select the beginning and the end holding down [Shift]

• To select a row: put the pointer to the left of the text and click when it turns to an arrow. You can aslo click and drag up or down to select several rows.

• To select a whole word: double-click on the word.• To select a whole paragraph: click three times

Tip: If you already have text selected then holding down the [Ctrl] key will allow you to select additional text, even if there is a gap between the areas you are selecting. This allows you to select more than one area at the same time.

TEXT EDITING

– Selecting Text Using the Keyboard• To select text: [Shift] + [arrows]• To select a whole word: [Ctrl] + [Shift] + [arrows]• Extend mode

– F8 (to select any text you move over)– Press F8 twice to select a word– Press F8 three times to select a sentence– Press F8 four times to select a paragraph– Press F8 five times to select the whole document– Press [Esc] to turn off extend mode

• Shortcut to select all: [Ctrl] + [E]

TEXT EDITING

• Copying and Moving Text – Moving Text Using Cut & Paste– Moving Text Using Copy & Paste

• Tip: Experienced users of Word often find that the quickest way to use Cut, Copy & Paste is to use the keyboard shortcuts. Because the X, C, and V key are all next to the left [Ctrl] key, it is very easy to use those shortcuts with your left hand, leaving your right hand to select with your mouse.

– Drag & Drop Editing• Tip: If you hold down [Ctrl] while you are dragging selected

text, you will be copying instead of moving.

TEXT EDITINGShortcuts covered in this section

Ctrl or Move up or down one paragraph at a time

Ctrl or Move left or right one word at a time

Ctrl + E Select all text in a document

Ctrl + Backspace Delete a whole word to the left

Ctrl + C Copy selected text

Ctrl + Delete Delete a whole word to the right

Ctrl + End Move to the end of a document

Ctrl + Home Move to the beginning of a document

Ctrl + O Open a file.

Ctrl + PageDown Move to the next page

Ctrl + PageUp Move to the previous page

Ctrl + V Paste text from the clipboard

Ctrl + X Cut selected text

End Move to the end of a line

F8 Activate Extend mode for text selection

Home Move to the beginning of a line

PageDown Move down one screen

PageUp Move up one screen

TEXT TOOLS

• Spell Check– Spell Checking a Document (F7)

• AutoCorrect and AutoFormat– Using the AutoCorrect Feature

• Smart tags: give you quick access to certain features.

• Changing autocorrect options: Tools – autocorrect options

TEXT TOOLS

• AutotextAutoText is a feature of Word which allows you to automatically insert frequently used text. The amount of text could be anything from a single word to a whole page’s worth of text and can even include non-text elements such as pictures. Some common words and phrases such as names of months & days are already built in to Word’s AutoText feature and you can also add your own. Any new entries you add will be available for use in all documents you create.

TEXT TOOLS

– Using Built-in AutoText:• press [Enter] to complete a word when recognized by Word.• Press F3 if you want Word to complete the word for you.

– Creating an AutoText entry• Select text. • From the Insert menu select AutoText and then New (or

press [Alt] [F3])• Click OK to confirm the name for the AutoText entry.

– Undo

TEXT TOOLS

• Previewing and printing a document

– Using print preview

– Using page set up

– Printing a document

TEXT TOOLSShortcuts covered in this section

Alt + F3 Create a new AutoText entry from the selected text.

Ctrl + F1 Display / hide the Task Pane.

Ctrl + P Display the printing options / Print a document.

Ctrl + Y Repeat the last change.

Ctrl + Z Undo the last change.

F3 Complete an AutoText entry.

F7 Spelling and Grammar Check.

CHARACTER FORMATTING

• The formatting toolbar

Note: You can find out the purpose of many icons by moving your mouse over them and seeing the Tool Tip which appears after a couple of seconds

CHARACTER FORMATTING

CHARACTER FORMATTING

• Character Formatting using the Toolbar Icon

• Changing Font Colour

• Using the Format Painter – Click on the icon to copy format once– Double-click on the icon to copy format

several times

CHARACTER FORMATTING

• Using the Font Dialog Box for Formatting– Format menu– Use F4 to repeat the last format change as many

times as you want

• Changing Case– Format menu – changing case– [Shift] [F3]: This is a quick way of switching between

Uppercase, Lowercase and Sentence Case.

• Formatting Before Typing

CHARACTER FORMATTINGShortcuts covered in this section

Ctrl + N Turn bold formatting on and off.

Ctrl + K Turn italics formatting on and off.

Ctrl Shift D Double Underline formatting.

Ctrl + S Turn underline formatting on and off.

F4 Repeat the last action.

Shift + F3 Change case of selected text

PARAGRAPH FORMATTING

• Paragraph Formatting

– Displaying Hidden Character• Show/Hide icon ¶

– Paragraph endings will be indicated by the ¶ symbol.– You will also see other hidden characters shown, such

as tabs and blank spaces

PARAGRAPH FORMATTING

• Paragraph Spacing Options– Adjusting Paragraph Spacing

• Format menu - paragraph

– Adjusting Line Spacing• Format menu - paragraph• Click the arrow next to the Line Spacing icon on the toolbar.• Press [Ctrl] + [2] to change the paragraph to double line

spacing. • Press [Ctrl] + [1] to change the paragraph to single line

spacing. • Press [Ctrl] + [5] to change the paragraph to 1.5 line spacing.

PARAGRAPH FORMATTING

• Alignment and Indentation– Changing Paragraph Alignment

• Left alignment: click icon or press [Ctrl] [L]• Right alignment: click icon or press [Ctrl] [R]• Centered alignment: click icon or press [Ctrl] [E]• Justified paragraph: click icon or press [Ctrl] [J]

– Changing Indentation Option• Increase Indent icon on the toolbar or press [Alt] [Shift] [ ]• Decrease Indent icon or press [Alt] [Shift] [ ]• Format menu – paragraph – set indentation (special*)

PARAGRAPH FORMATTING

Adjusts the first line indent

Adjusts the leftindent for allbut the first line

Left indent marker

Right indent marker

Tip: Hold [Alt] to be more precise with measurements.

PARAGRAPH FORMATTING

– Page Breaks and Other Breaks

• Page breaks– Menu Insert – Break – Page break– [Ctrl] [Enter]

• Other breaks– Format – paragraph – line and page breaks (tab)

PARAGRAPH FORMATTING

• Page Headers & Footers

– Adding Headers & Footers• View menu – headers and footers

– Modifying the Page Number Format• Double-click to edit the footer

PARAGRAPH FORMATTINGShortcuts covered in this sectionAlt + Shift + “right arrow”

Increase paragraph indent (or increase level – covered later on).

Alt + Shift + “left arrow”

Decrease paragraph indent (or decrease level – covered later on).

Ctrl + 1 Single line spacing.

Ctrl + 2 Double line spacing.

Ctrl + 5 1.5 line spacing.

Ctrl + E Centre align paragraphs.

Ctrl + Enter Insert a page break.

Ctrl + J Justify aligns paragraphs.

Ctrl + L Left align paragraphs.

Ctrl + R Right align paragraphs.

Shift + Enter Insert a line break in a paragraph.

TABS AND LISTS

• Tab Spaces – Creating a Simple Tabbed List– Setting a Tab Stop

• Aligned Tab Stops – Left: The left edge of text after the tab will line up with the tab

stop.– Centre: The centre of text after the tab will line up with the tab

stop. – Right: The right edge of text after the tab will line up with the tab

stop. – Decimal: If the text after the tab is a number with a decimal point,

the decimal point will be lined up with the tab stop – Bar: A vertical bar will be placed in line with the tab stop

TABS AND LISTS

• Creating Tab Stops With Leader

– With a tab leader you can fill the blank space of a tab with a line.

– Format menu – Tabs

TABS AND LISTS

• Bulleted and Numbered List

– Using AutoFormat to Create List• Type * and then [Tab]: type and press [Enter]

– Converting Existing Paragraphs to List– Customising a Bulleted and numbered lists

• Format menu - bullets and numbering – customize

– Nested lists (lists within lists)• Increase indent

TABLES

• You can use the Insert Table icon on the toolbar

• You can use the Insert Table dialog box

• You can use the table drawing tools

TABLES

• Creating tables – Merging and Splitting Cells– Selecting Parts of a Table

• Table Editing– Insert and delete rows and columns

• Tip: There is an easy way to add a new row to the bottom of a table. If you are in the very last cell of a table, pressing [Tab] will add an extra row

• Note: You will notice that pressing [Tab] in a table will move to the next cell instead of adding a tab. If you want to add a tab in a table you need to press [Ctrl] [Tab]

– Sorting a Table

TABLES

• Table formatting– Using Table AutoFormat

• Table menu – Table autoformat – all table styles• Tables and borders icon on the toolbar

– Changing Cell Alignment• Distribute rows evenly• Align text

– Formatting Borders and shading• Format menu – borders and shading• Borders and shading icon on the toolbar