microsoft word

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Microsoft Word

Robert H. Smith School of BusinessUniversity of Maryland – College Park

Chapter 2

2You are learning Microsoft Word Click to Continue

Students

Here are some students who are studying to become high school teachers. Deo, Claude, Jean Philippe and Jean

Marie Coco, Celestine, Sylvie, Josephine and

Claudette How can Microsoft Word help them?


Students

Knowing and being able to create text documents is very important in higher education.

When they become teachers, they will need to create and print student hand-out and exercises for homework.

So what will they (and you) learn to do in Word chapter 2?


Chapter 2 Overview

This chapter will add to the basics that were learned in chapter one. It will extend your knowledge of Microsoft word, teaching you how to use editing and formatting commands available to you in Word.


Objectives

By the end of this tutorial, you will:

1. Be able to select text in a number of ways

2. Learn the Cut, Copy, and Paste commands

3. Learn to use Undo, Redo, and Repeat4. Learn to use Find, Replace, and Go To5. Use the scrolling feature in Word


Objectives

6. Learn how to use the view menu7. Recognize differences in typefaces8. Learn to use the Page Setup command9. Learn various Paragraph Formatting

commands10.Using the Format Paragraph command 11.Learn about page columns and

sections


Lesson #1 – Selecting Text

In this lesson you will learn the different ways of selecting text in a word document.

With the cursor Select-then-do Click on word Using selection bar



This is the selection bar

Double-click to select paragraph



You can also select the whole document by pressing Ctrl and the A key

Or by clicking this button


Lesson #2 – Moving & Copying Text

In this lesson you will learn how to move and copy text in a word document using the Cut, Copy and Paste commands.

To do this you will also learn to use the clipboards Office clipboard and Microsoft clipboard



Clipboards Temporary storage for items you

want to cut or copy Office

Ability to store many items on the clipboard for later use, but only in Office software

Windows Will only store one item at a time, but can

be used in any Windows program



Menu when you right-click on text

Commands found:

In the Edit menu

Command icons

Click to access multiple stored pieces of text

On the taskbar



Cut Command Text is removed from document and

placed on the clipboard Copy Command

Text is copied onto the clipboard Paste Command

Item on clipboard is placed in document



Cut Command Select text and click Cut

Copy Command Select text and click Copy

Paste Command Place cursor where you want to insert

text and click Paste


Tip #1

Using the Paragraph mark Indicates a hard return Stores all formatting information for

the previous paragraph When cutting/copying a paragraph,

include the paragraph mark to keep text formatting

Click to show or hide the paragraph mark in document


Tip #2

Using the Format Painter Allows you to use the source

format of cut or copied text when you paste that text in another part of the document

The icon that comes up whenever you paste text

Click to keep the text’s source format


Lesson #3 – Undo, Redo, Repeat

In this lesson, you will learn how to use the Undo, Redo and Repeat commands in Word.



Undo Command Allows you to correct a mistake by

undoing your previous action(s) Redo Command

Will undo the undo command, revert back to original

Repeat Command Will repeat the last action performed

in Word.



Commands Found:

In the Edit Menu

On the taskbar


Tip #3

Selecting commands with the Keyboard Using underlined letters

Press Alt+(underlined letter in toolbar menu)

Press Shift+(underlined letter in the command)

Press Atl+O to open Format menu

Press Shift+P to open Paragraph Format Command


Tip #3

Using the Ctrl key Certain commands allow you to

press Ctrl+(a letter) designated by what command you want

Press Ctrl+Z to automatically undo your last typing


Quiz #1: Question 1

What clipboard would you want to use if you want to cut/copy different pieces of text? Windows Clipboard Office Clipboard


Quiz #1: Answer

What clipboard would you want to use if you want to cut/copy different pieces of text? Windows Clipboard Office Clipboard ( this is the correct answer)


Lesson #4 – Find, Replace, Go To

In this lesson you will learn to use the Find, Replace, and Go To commands, and how they are helpful when creating word documents.

These commands Simplify the process of revision

All Commands found in the Edit menu



Find command Allows you to find specified text in a

document

Enter the text you want to find



Search options, such as a case sensitive search

Enter replacement text

Enter text to find

Replace command Will find text and replace with

different text



Enter page number

Go to a page

Go To command Allows you to go to a certain part of a

document Will find and go to a certain page,

section, or line for example

Click to go to page 3


Lesson #5 - Scrolling

In this lesson you will learn how to scroll through a document and the advantages of scrolling.

Using the mouse Clicking the scroll up/down buttons Using mouse roller (where available)



Using the keyboard Click the PgUp or PgDn key to move

screen one page up or down, respectively

Press Ctrl+Home or Ctrl+End to automatically move to the beginning or end of a document, respectively



Scroll Bar

Click to scroll down

Using the scroll bar Click and drag scroll bar to move up or down Click the up/ down arrow

Click to scroll up


Lesson #6 – View Menu

In this lesson you will learn how to use different document views and how to zoom in or out on a document.

Page Views Normal – The default view

See Examples



Web Layout – looks similar to Normal Print Layout – looks like the printed

version Outline – appears as an outline

Zoom Feature Changes the magnification of the

document doesn’t effect actual size of text



Different View Options

You can choose how much to zoom the document


Lesson #7 - Typography

In this lesson you will learn about typefaces (fonts) and the different sizes and styles that you can choose for a typeface.



Typeface (font) An entire set of letters, numbers,

punctuations, and symbols Can be serif or sans serif

Serif typeface has tiny cross lines that connect letters

Sans serif doesn’t have any connecting lines

Serif is easier to read



An example of different typefaces:

Is this slideshow serif or sans serif?

Serif Typeface

Sans Serif Typeface

(Times new roman)

(Arial)



Type Size the vertical measure from the top of

the tallest letter to the bottom point of the lowest letter.

Measured in points 72 points = 1 inch

For most documents 10pt - 12pt text is effective



Typeface can be selected from the taskbar

Font size can be adjusted from the taskbar as well

Scroll down for more typeface chioces

Preview box



Format Font Command Gives you control of all type settings

for the document Typeface Style Size Special effects such as

Underline or ShadowShadow

Found in the Format menu



Typeface Style

Typeface

Preview text

Special text effects

type size

Typeface color


Quiz #2: Question 1

If you want to Find and Replace something in a document, where would you go to find that command? File menu Edit menu Tools menu Insert menu Format menu


Quiz #2: Answer

If you want to Find and Replace something in a document, where would you go to do that? File menu Edit menu ( this is the correct answer)

Tools menu Insert menu Format menu


Lesson #8 – Page Setup Command

In this lesson you will learn how to change page margins, paper size, source, layout and page orientation using the page setup command

Found in the File menu. Margins

Default margins are 1 inch on the top and bottom and 1 ¼ inches on the sides



Page Layout Landscape or portrait

Paper Size Choose between common sizes of

paper Paper Source

Most likely the paper tray Headers and Footers

Areas for text at top or bottom of every page



Click to increase or decrease each margin

Margins will be applied to the…

Margin adjustments

Preview box



Choose from common paper sizes

Click to change printer paper options

Select portrait or landscape orientation



Header and Footer options

Preview page

Vertical Text Alignment


Lesson #9 – Paragraph Formatting

In this lesson you will learn various ways to format your document at the paragraph level. This includes text alignment, indents, tabs, page breaks, hyphenation, and line spacing.

Found in the Format menu



Alignment Left

Easiest to read Right

Captions or headlines Justified

Uneven word spacing can make text difficult to read

Centered Used in formal announcements, titles, or

poems

See Example



Indents left Right Special

First line Hanging

All indents are set at zero by default



Page Breaks How Word begins

A new line A new paragraph A new page

Soft page breaks Hard page breaks



Tabs Are used to move the cursor to pre-set

stop points Five kinds of tabs are available in Word

Left, Right, Center, Decimal, and Bar Leader options also available

Dots, hyphens, underscore Click here to see examples of tabs



Default Tab stop

Additional tab stops can be defined

Choose between alignments

Click for different leaders



Hyphenation Removes excessive white space at

the end of a line Useful when used with columns or

justified aligned text Automatic or manual hyphenation Non-breaking hyphenation



Line Spacing The spacing between lines of text You can select between single, 1.5

lines, double, or a chosen point value Set using the Format Paragraph

Command Click here for examples of different

line spacing


Tip #4

Inserting the Date and Time in a document Click on the Date and Time

command in the Insert menu Select format Click Update Auto- matically


Lesson #10 – Borders & Shading

In this lesson you will learn how to add a border or shading to selected text or a document.

Borders Command found in the Format menu Helps to “finish up” your document For selected text



Page Border Same as above, but for whole page

Shading Command found in the Format menu Used to add emphasis to important text Clear (no shading) is the default Solid (100% shading) creates a black

background with white text Usually 10% - 20% shading is sufficient



Scroll through all the border styles

Preview box

Click to define line weight

Choose type of border

Click for specific border (left, right, top, or bottom)



Click tab for Page Border

Click on Options

Click to adjust border and shading margins



Or choose a color to shade your text

You can choose a gradient for light shading



Click here for examples of bordered text

Click here for examples of shaded text


Lesson #11 – Column Formatting

In this lesson you will learn how to add columns and define sections in Word documents

Columns

Adds a different look to your document Open the columns command from the

Format menu Select the number of columns you

want



Click to select number of columns

Edit column properties, default is automatic

Preview box

See example



Sections Found in the Page Setup command Formatting page layout, margins, and

columns are defined at the section level

Most documents are one section You can choose to section your

document (section break) Allows for different formatting in different

sections


Tip #5

Creating a backup copy In the Tools menu click Options Click the Save tab Click the option to always create a backup copy


Quiz #3: Question 1

Which of these can you NOT change in the Page Setup Command? Paper size Page orientation Font size Margins


Quiz #3: Answer

Which of these can you NOT change in the Page Setup Command? Paper size Page orientation Font size ( this is the correct answer) Margins


Slide Overview

The next slide will show where command icons learned in this chapter are located on the Word screen.

Blue boxes indicate commands, red lines point towards the icons for which the commands are associated.

Click to Continue

Scrollbar

Choose typeface

100% zoom

Click to change indents

Click to add border

Click to add columns

Left justified

Redo text

Bold, Italic, or Underlined text

View buttons (normal view)

Paste text

Page margins12pt typeface

Click to change line spacing


Chapter Complete!

microsoft word

Documents

microsoft wordclick

microsoft clipboardyou

microsoft wordrobert

knowledge of microsoft

word document

word chapter

text documents

later use