Microsoft Word 8.0

Starter SkillsA Guide to Spark Your Evolution

15 December 2003Sammy Tabari

English 380University of Massachusetts Amherst

1

Preface

You are a college student. You need to write papers. You need to put tables and pictures

in your documents. You need to write a résumé! You know you need to learn Microsoft

Word, but you just can’t figure where and how to start? Well, this guide is your starting

point! The skills you learn here are basic to understanding and using Microsoft Word

8.0. This guide offers you an easy and organized approach to learning Microsoft Word

8.0.

Just grab a bag and begin filling it with useful skills!

2

Introduction

Microsoft Word 8.0 provides improvements on previous versions of this software.

Improvements don’t make the program any easier to learn! Microsoft Word 8.0 is a

massive program. It does a lot. But the truth is that you don't need to know everything

about it to use it. You don't need to know all the command options and all the

typographical mumbo-jumbo! You need to know how to create well-formatted

documents. You need to know how to create good-looking documents. The guide you

are holding simplifies Microsoft Word 8.0 into the most immediate skills you need to

learn.

Come see what we have in store for you!

3

Table of Contents

Preface -------------------------------------------------------------------------- 1

Introduction ------------------------------------------------------------------- 2

Table of Contents ------------------------------------------------------------ 3

Chapter 1—Overview -------------------------------------------------------- 6

About This Guide ---------------------------------------------------------------6

A Brief Overview ------------------------------------------------------ 6

Chapter 2—Document Set-up --------------------------------------------- 10

Document Format ---------------------------------------------------- 10

Margins ------------------------------------------------------------ 10

Paper Size --------------------------------------------------------- 11

Page Orientation --------------------------------------------------- 12

Borders and Shading ------------------------------------------------- 13

Borders Around a Selected Text ----------------------------------- 13

Borders Around a Page -------------------------------------------- 14

Shading a Selected Text ------------------------------------------- 15

Chapter 3—Inserting and Editing Tables ------------------------------- 18

Inserting a Table ----------------------------------------------------- 18

Editing Tables -------------------------------------------------------- 19

Inserting Rows ----------------------------------------------------- 19

Deleting Rows and Columns --------------------------------------- 20

Splitting Cells ----------------------------------------------------- 21

Merging Cells ------------------------------------------------------22

Chapter 4—Inserting Graphics ------------------------------------------- 24

Downloading Graphics ----------------------------------------------- 25

Inserting a Graphic -------------------------------------------------- 26

Microsoft Clip Gallery ----------------------------------------------- 27

4

Chapter 5 – Fonts ------------------------------------------------------------- 30

Choosing a Font ------------------------------------------------------ 30

Changing Fonts ----------------------------------------------------------------31

Choosing Font Size --------------------------------------------------- 32

Changing Font Size ---------------------------------------------------33

Font Styles ------------------------------------------------------------ 34

Bold --------------------------------------------------------------- 34

Italic --------------------------------------------------------------------------35

Chapter 6—Printing --------------------------------------------------------- 38

Printing a Document ------------------------------------------------- 38

Page Views ------------------------------------------------------------ 39

Normal View ------------------------------------------------------ 39

Page Layout ------------------------------------------------------- 40

Print Preview ------------------------------------------------------ 41

Print Settings --------------------------------------------------------- 42

Printing Multiple Copies ------------------------------------------- 42

Printing a Range of Pages ------------------------------------------43

1 Overview

About This GuideA Brief Overview

I am yourfriend

6

Chapter 1

Overview

About This GuideA Brief Overview

About This Guide

Starter Skills teaches you the basics of creating a document. Learning areas includeformatting, creating tables, inserting figures, using fonts, and printing. Those are theessential skills you need to produce quality documents. When you finish using thisguide, you can no longer consider yourself a starter. When your bag is full with the skillsyou learn using this guide, you are ready to join the major leagues.

A Brief Overview

Here is a quick look at the learning areas included in this guide:

Fig 1.1 – Borders and Shading

Document Set-upLearn how to format your document to give itthe look you want. The skills you learn inChapter 2 allow you to create a documentsuch as the one shown here.

7

Creating TablesLearn how to create and edit tables. Theskills you learn in Chapter 3 give you theknowledge that you need to work with tables.

Inserting GraphicsLearn how to insert graphics in your documents.The skills you learn in Chapter 4 give you the

knowledge to download and use graphics in yourdocuments.

Fig 1.2 - Tables

I got insertedhere!

Fig 1.3 – Graphic downloaded froma webpage.

8

Italic

BoldSand

FontsLearn how to work with fonts. The skills you

learn in Chapter 5 give you the knowledge to

modify the font styles in your documents.

Fig 1.4 – Font types and styles

PrintingLearn how to prepare your document for

printing. Chapter 6 gives you the skills you

need to print smart-looking documents.

Fig 1.5 - Printing

2 Document Set-up

Document Format

MarginsPaper SizePage Orientation

Borders and Shading

Borders Around a Selected TextBorders Around a PageShading a Selected Text

10

Chapter 2

Document Format

MarginsPaper Size

Page Orientation

☺ Have you ever wanted to fit more text on a single page? Decreasing the spaceallocated for margins allows you to do just that. You can fit less text on a page byincreasing the margins. So, if your term paper is a page less than required, tweaking themargins a bit solves that problem. ☺

Adjusting Margins

1- Locate Format on the menu bar (lookat the top left corner of your screen).

2- Click on Format. The Format menu

appears.3- Select Document. The Document

window appears. You can see thedefault dimensions next to the boxeslabeled Top, Bottom, Left, and Right.

4- Place the cursor inside the box youwant.

5- Type the number for the dimensionyou want to use in the box.

6- Click OK. The Document windowcloses.

Figure 2.1 – The Document window is where you canadjust the margins. The boxes inside the red circleare where you type the size for your margins.

11

Changing Paper Size

Want to impress? Fit text in places where only a pen could go! This feature allows you tomodify your pages to print directly on envelopes, cards, and a variety of other papersizes. To change the paper size:

1- Locate Format on the menu bar(look at the top left corner of yourscreen).

2- Click on Format. The Format

menu appears.3- Select Document. The Document

window appears.4- Click on the Page Setup tab at the

bottom left of the Documentwindow. The Page Setup windowopens.

5- Click on the Paper Size menu andchoose from the availableselections.

6- Click OK to close the window.

Figure 2.2 – Changing paper size. The selections on thePaper Size menu allow you to print text on different papersizes.

12

Changing Page Orientation

Don’t leave anyone out of the picture! Changing the page orientation allows you tomaneuver your page to accommodate a text, graph, or picture to fit more properly onyour page.

To change page orientation:

1- Locate Format on the menu bar(look at the top left corner of yourscreen).

2- Click on Format. The Format

menu appears.3- Select Document. The Document

window appears.4- Click on the Page Setup tab at the

bottom left of the Documentwindow. The Page Setup windowopens.

5- Click on the Orientation tab thatportrays the orientation you want foryour page.

6- Click OK to close the window.

Note: Your page can be displayed inPortrait view, or in Landscape view.Portrait is your default page orientation

Portrait Landscape

Figure 2.3 – Changing the page orientation.The Orientation tabs are circled in red.

13

Borders and Shading

Borders Around a Selected Text

Borders Around a PageShading a Selected Text

You are a few steps away from acquiring an impressive skill! Adding borders andshading to your document enhances its message. This is one way to express yourcreativity and make your work shine above the rest.

Borders Around a Selected Text

You can draw borders around a single word, a paragraph, or any large section of yourdocument. To draw a border around a selected text:

1- Highlight the text segment aroundwhich you want to draw a border.

2- Click on the Format menu. The

Format menu appears.3- Select Borders and Shading. The

Borders and Shading window opens.4- Click on the border design you

want to use. The border designs areshown under Setting.

5- Click on the Color menu. Themenu displays a range of colors.

6- Select the color you want to use.7- Click on the Width menu. The

menu displays a range of widths.

8- Select the width for your border.9- Click the OK tab to finish. The

highlighted text now has a border.

Figure 2.4 – Placing borders around a text. The optionsunder Setting (red circle) allow you to choose fromdifferent border designs. The options under Style (bluecircle) define the line style for your border.

14

Borders Around a Page

To draw a border around a page:

1- Click on the Format menu. TheFormat menu appears.

2- Select Borders and Shading. TheBorders and Shading window opens.

3- Click on the Page Border tab. The

window allowing page borderadjustments opens.

4- Click on the border design you wantto use. The border designs are shownunder Setting.

5- Click on the Color menu and select acolor.

6- Click on the Width menu and selectthe width for your border.

7- Click on the Apply to menu andchoose a selection. This enables you

to apply the bordering scheme to asingle page, a section of thedocument, or the entire document.

8- Click the OK tab to finish.

Figure 2.5 – Placing borders around a page. Youneed to click the Page Border tab (red circle) toview this window.

15

Shading a Selected Text

Shading allows you to use different colors and patterns to highlight a single word, aparagraph, or any large section of your document. To shade a text:

1- Highlight the text segment that youwant to shade.

2- Click on the Format menu. TheFormat menu appears.

3- Select Borders and Shading. TheBorders and Shading window opens.

4- Click on the Shading tab. Thewindow allowing adjustment toshading opens.

5- Click on the color you want to use.6- Click on the Style menu to choose a

shading patter.7- You can blend another color in your

pattern by choosing a color from theColor menu.

8- Click OK to finish.

Figure 2.6 – Shading a selected text. You need to clickthe Shading tab (red circle) to view this window.

Now you can create pages suchas this one. Go to the nextchapter to learn more!

16

3 Inserting and Editing Tables

Inserting a Table

Editing Tables

Inserting RowsDeleting Rows and ColumnsSplitting CellsMerging Cells

18

Chapter 3

Inserting a Table

Tables add organization and style to your documents. Follow these simple instructions tomake your documents look professional and impressive.

To insert a table:

1- Place your cursor where you wantto insert a table.

2- Locate Table on the menu bar.3- Click on Table. The Table menu

opens.4- Select Insert Table. The Insert

Table window appears.5- Click in the Number of Columns

box.6- Type the number of columns you

want.7- Click in the Number of Rows box.8- Type the number of rows you

want.

9- Click OK to finish. Now you havea table.

Figure 3.1 – Inserting a table. Type thenumber of columns you want for yourtable in the Number of Columns box (redcircle). Type the number of rows in theNumber of Rows box (blue circle)

Next you learn howto edit this table.

19

Editing TablesInserting Rows

Deleting Rows and ColumnsSplitting Cells

Merging Cells

Inserting Rows

New rows are always inserted above the row where the cursor is placed.

To insert a new row in a table:

1- Place the cursor inside a row ofyour choice.

2- Locate Table on the menu bar.3- Click on Table. The Table menu

appears.4- Select Insert Rows. A new row

is automatically inserted.

Figure 3.2 – Inserting a row.The new row is inserted above

the row where you place thecursor.

20

Deleting Rows and Columns

To delete rows and columns:

1- Place the cursor in the row orcolumn you want to delete.

2- Locate Table on the menu bar.3- Click on Table. The Table menu

appears.4- Select Delete Cells. The Delete

Cells window appears.5- Click the circle that indicates the

item you want to delete.6- Click OK to finish.

Figure 3.3 – Deleting rows andcolumns. In this figure, youhave made the choice to deletean entire row. The black dot(red circle) indicates the optionyou selected. Click on thelittle circles to make aselection.

Now you learn somecreative ways to edittables.

21

Splitting Cells

This feature allows you to split a single cell in a table into several cells. Splitting cellsenables you to organize and adjust your table to fit your needs.

To split a cell:

1- Place the cursor in the cell you wantto split.

2- Locate Table on the menu bar.3- Click on Table. The Table menu

appears.4- Select Split Cells. The Split Cells

window appears.5- Click the arrow tabs on the right side

of each box to choose the number ofrows and columns. You can increasethe number by clicking on the toparrow and decrease the number byclicking on the down arrow.

6- Click OK to finish.

Figure 3.4 – Splitting cells. The aboveshows that you chose to split a cell into twocolumns and one row. Note how the word“cursor” no longer fits on one line. Splittinga cell creates a smaller area.

22

Merging Cells

This feature allows you to merge several table cells into a single cell. You can createbigger areas inside your table. This is another way to organize and adjust your table to fityour needs.

To merge cells:

1- Highlight the cells you want to

merge.2- Locate Table on the menu bar.3- Click on Table. The Table menu

appears.4- Select Merge Cells. The Split

Cells window appears. The cellsare merged instantly.

Figure 3.5 – Merging cells. The yellow area is theresult of merging the highlighted cells on the left.Merging cells creates a larger area inside a table.

This is one way to use tables creatively.Go to the next chapter to learn how toinsert pictures.

4 Inserting Graphics

Downloading GraphicsInserting a GraphicMicrosoft Clip Gallery

24

Chapter 4

Inserting Graphics

Downloading a Picture from a WebpageInserting a Graphic

Using the Microsoft Clip Gallery

Speaking without words! Graphics beautify your document and allow you to speakvolumes without using any words. Inserting graphics is very easy! You are a few stepsaway from acquiring a very useful and impressive skill!

Downloading a Picture from a Webpage

The Internet is a great source for pictures and graphics. Knowing how to downloadgraphics gives you an unlimited resource of great images. Just make sure that you are notviolating any copyright regulations!

You can virtually download any picture from a webpage. All the pictures circled in greencan be downloaded:

Figure 4.1 – Imagesthat can be downloadedon a webpage.

25

To Download a Picture from a Webpage:

1- Place the Pointer on the picture you wantto download.

2- Click and keep holding until a menuappears.

3- Select Download Image to Disk. TheSave window appears.

4- Click on the menu at the top left of theSave window. A list of your foldersappears.

5- Select the folder where you want to savethe picture.

6- Click the Save tab. The Save windowcloses.

Figure 4.2 – The save window. Themenu circled in red allows you tochoose a folder where you want tosave the image.

Store your pictures infiles and keep themorganized!

26

Inserting a Graphic

You can use the pictures you stored to add value to your documents. To insert a picturestored in a file into your document:

1- Place the cursor where you wantto insert the picture.

2- Locate Insert on the menu bar(look at the top left corner of your

screen).3- Click on Insert. The Insert menu

appears.4- Select Picture. A sub-menu

opens.5- Select From File. The Insert

window appears.6- Click on the menu at the top

center of the Insert window. A listof your folders appears.

7- Select the folder where the picture

you want is located.8- Select the picture you want to

insert.9- Click the Insert tab. The picture

is immediately inserted in yourdocument.

Fig 4.3 – Selecting a picture stored in a desktopfolder.

27

Using Microsoft Clip Gallery

Microsoft Word 8.0 includes a clip gallery that you can use to add pictures to yourdocument. To insert a picture from the Microsoft Clip Gallery:

1- Place the cursor where you want to insertthe picture in your document.

2- Locate Insert on the menu bar (look at thetop left corner of your screen).

2- Click on Insert. The Insert menu appears.3- Select Picture. A sub-menu opens.4- Select Clip Art. The Microsoft Clip

Gallery window appears.5- Select a clip art category. A set of

pictures appears in the display window.6- Click on the picture you want.7- Click the Insert tab. The picture is

immediately inserted in your document.

Fig 4.4 – The Microsoft Clip Gallery contains pictures that you can insertinto your document.

28

5 Fonts

Choosing a FontChanging FontsChoosing Font SizeChanging Font Size

Font Styles

BoldItalic

30

Chapter 5

Fonts

Choosing a FontChanging Fonts

Choosing Font Size

Changing Font SizeFont Styles – Bold & Italic

Choosing a Font

Microsoft Word 8.0 contains a number of different fonts that you can use in your

document. To choose a font:

1- Place the cursor at the point whereyou want to apply the font.

2- Locate Font on the menu bar.

3- Click on Font. The Font menuappears.

4- Place the Pointer on the font youwant to use.

5- Click on the font you want to use.The Font menu closes. You canbegin typing with the font youselected.

Fig 5.1 – The Font menu. The menushows the fonts available for selection.

Try some fonts to seewhich ones you like.

31

Changing Fonts

You don’t like the fonts in your document! No problem whatsoever. You can easilychange your font selection. To change fonts:

1- Highlight the section where you wantto change the font.

2- Locate Font on the menu bar.3- Click on Font. The Font menu

appears.4- Place the Pointer on the font you want

to use.5- Click on the font you want to use. The

Font menu closes. The font in thesection you highlighted changes

automatically.

Fig 5.2 – The above illustrates how youchange your font from Times to Geneva.

32

Choosing Font Size

You can choose a font size at any point before you begin typing. To choose a font size:

1- Place the cursor at the point where you want to type.

2- Locate the font size menu on the tool bar.3- Click the font size menu. The font size menu opens.4- Place the Pointer on the font size you want to use.5- Click on the font size you want to use. The font size menu closes. You can begin

typing with the font size you selected.

Fig 5.3 – Choosing a font size. The font size menu iscircled in red. The font size selected above is 12.

Try different font sizesto see how they look.

33

Changing Font Size

You want to change the font size in your document? That’s very easy. To change thefonts size:

1- Highlight the section where you want to change the font size.2- Locate the font size menu on the tool bar.3- Click the font size menu. The font size menu opens.4- Place the Pointer on the font size you want to use.5- Click on the font size you want to use. The font size menu closes. The font size in

the section you highlighted changes automatically.

Fig 5.4 – Changing the font size. The above illustrateshow you can change the font size from size 12 to size18.

34

Font StylesTyping in Bold

Changing Style to BoldTyping in Italic

Changing Style to Italic

Typing in Bold

To type in Bold:

Changing Style to Bold

To change the typing into Bold:

1- Place the cursor at the point where youwant to type.

2- Locate the Bold tab on the toolbar.

3- Click the Bold tab . Bold style isnow selected. You can begin typing. Fig 5.5 – The Bold tab

(inside red circle) is locatedon the tool bar.

1- Highlight the section where you wantto change the style into Bold.

2- Locate the Bold tab on the toolbar.

3- Click the Bold tab . The style inthe section you highlighted changesautomatically.

Fig 5.6 – The highlighted text changes toBold when you click the Bold tab.

35

Typing in Italic

Changing Style to Italic

To change the typing into Italic:

Fig 5.7 – The Italic tab(inside red circle) is locatedon the tool bar.

To type in Italic:

1- Place the cursor at the point whereyou want to type.

2- Locate the Italic tab on the toolbar.

3- Click the Italic tab . Italic styleis now selected. You can begintyping.

1- Highlight the section where you want tochange the style into Italic.

2- Locate the Italic tab on the toolbar.

3- Click the Italic tab . The style inthe section you highlighted changesautomatically.

Fig 5.8 – The highlighted text changesto Italic when you click the Italic tab.Now you are ready

to print your work.

36

6 Printing Documents

Printing a Document

Page Views

Normal ViewPage LayoutPrint Preview

Print Settings

Printing Multiple CopiesPrinting a Range of Pages

38

Chapter 6

Printing Documents

Printing a DocumentPage Views

Print Settings

Printing includes a number of skills. The good news is that they are easy to learn! Youare almost ready to begin showing your new skills to the world!

Printing a Document

To print a document:

1- Locate File on the menu bar (look at the top left

corner of your screen).2- Click on File. The File menu appears.3- Select Print. The Print window appears.4- Click on the Print tab. The Print window closes

automatically. Printing begins shortly.

Fig 6.1 – The Print window. Printing begins when you click thePrint tab (inside red circle).

39

Page Views

Normal View

Page Layout

Page views allow you to adjust the way you see a document. This section illustrates thebenefits of page views. In general, a good knowledge of page views gives you insightson how to prepare your document for printing.

Normal View

This type of page view allows you flexibility and comfort while you are typing, but doesnot give you a clear idea about the page layout.

To see and work on your documentin Normal View:

1- Locate View on the menu bar (look at thetop left corner of your screen).

2- Click on View. The View menu appears.3- Select Normal. Your document is

instantly displayed in Normal view.

Fig 6.2 – Normal View. The white space (markedin red) on the right is not an actual part of thepage. This does not give you a clear idea how thepage looks in print.

40

Page Layout View

This type of view allows you less flexibility and comfort while you are typing, but it doesgive you a clear idea about how the page looks in print.

To see and work on your document in Page LayoutView:

1- Locate View on the menu bar (look at the top leftcorner of your screen).

2- Click on View. The View menu appears.3- Select Page Layout. Your document is instantly

displayed in Page Layout View.

Fig 6.3 – Page Layout View. All the whitespace around the text is part of the page. Thisview gives you a clear idea about how the page

Page Layout Viewhelps you keep yourdocument organized.

41

Print Preview

Print Preview allows you to see the layout of your entire document. To see a printpreview of your document:

1- Locate File on the menu bar (look at the top left corner of your screen).2- Click on File. The File menu appears.3- Select Print Preview. Your entire document is displayed in the Print

Preview window.4- Scroll down to go to the next page.

5- Click the Close tab to exit.

Fig 6.4 – Print Preview. The arrows (inside blue circle)allow you to scroll through your entire document.

Check your work inPrint Preview beforeyou print.

42

Print Settings

Printing Multiple Copies

Printing a Range of Pages

Printing Multiple Copies

To print multiple copies of the same document:

1- Locate File on the menu bar (look at the top left corner of your screen).2- Click on File. The File menu appears.3- Select Print. The Print window appears.4- Click in the Copies box. The cursor appears inside the Copies box.5- Type the number of copies you want.6- Click on the Print tab. The Print window closes automatically. Printing beginsshortly.

Fig 6.5 – The Copies box (circled in red) is where you type thenumber of copies you want to print.

43

Printing a Range of Pages

You don’t need to print your entire document if you just want to see a few selected pages.To print a range of pages:

1- Locate File on the menu bar (look at the top left corner of your screen).2- Click on File. The File menu appears.3- Select Print. The Print window appears.4- Click on the From box. The cursor appears inside the From box.5- Type the starting page number inside the box.6- Click on the To box. The cursor appears in the To box.7- Type the ending page number inside the box.8- Click on the Print tab. The Print window closes automatically. Printing begins

shortly.

Fig 6.6 – Type the range of pages you want to printinside the From and To boxes (circled in red). You areprinting pages 11 through 19 in the above example.

Done! You have a bagfull of new skills.Celebrate!