The American University in Cairo

Microsoft Word XP Training Handout

prepared by:

Academic Computing Services

Opening the Word Program The Word XP (2002) Program is part of the Microsoft Office XP suite.

• To run this program, press the Start button • A menu pops up; choose All Programs. • Another menu will pop up; choose Microsoft Word.

Creating, Opening, and Saving Documents Creating a new document

1. To create a new document in Word, choose File menu. 2. A pull-down menu will appear; select the first Item “New”. 3. The following window opens at the right side of the page. You’ll be given choices

of creating a blank document or using one of the available templates. Click on Blank Document.

4. An alternative method is to press on the button. 5. Let’s choose a blank document. 6. A white page appears in front of you. A blinking cursor shows where you can

start typing your text. 7. Word shows the document in either of four views namely: Normal View, Web

Layout View, Print Layout View and Outline View. These views can be activated from the status bar displayed at the bottom of the screen. To switch from one view to the other, click on the buttons available on the status bar that exists to the left of the Scroll bar at the bottom of the screen.

The Normal View shows the pages consecutively and separated by a dotted line. The Drawing Tool doesn’t appear in the Normal View.

The Print Layout View shows pages in the shape of separated white pages. In this layout the drawing objects show up and some other features become active.

The Outline View shows the document in the form of an outline of levels of headings and subtitles.

The Web Layout View shows the document as it would appear on a web browser. In Web layout view, you can see backgrounds, AutoShapes, and other effects that are commonly used in Web documents or documents that you view on the screen.

Opening a previously created document

1. Choose the File menu then select “Open”.

2. Another alternative is to press the button. 3. A window will pop up asking for the location of the file and its name. 4. Search for your document in the directory you have saved it in. 5. Select the document and press the Open button. 6. The document appears in front of you. Now you can edit it and save the

changes. Saving the document

1. After editing your document, you need to save it on your drive (whether it is the floppy disk or the hard disk or even a recordable CD).

2. Choose the file menu then select the item “Save”. 3. Another alternative is to press the button. 4. A window will appear asking for the new document’s name. 5. Word suggests a name for your document, which is always the first statement in

your file. You can freely change this name into another meaningful name. 6. Moreover, you must choose the directory in which the document will be stored. 7. You’ll be asked for the documents type whether it is a “Word document” or “Text

only” or any of the listed types. Choose “Word document” type. 8. Press the “Save” button.

Formatting Text To edit your text, you can do any of the following formats: To make your text Bold

• Select your text. • From the Format menu, choose the item named Font. A window pops up with

the Font Style option included. Choose Bold. • This can also be done through the hot key Ctrl-B • Alternatively, you can press the button to make your text bold.

To make your text Italic

• Select your text.

• From the Format menu, choose the item named Font. A window pops up with the Font Style option included. Choose Italic.

• Another way to do it is to press the hot key Ctrl-I. • Alternatively, you can make your text italic by pressing the button.

To make your text Underlined

• Select your text • Choose the Format menu then select the item named Font. A window pops up

with the Underline style option included. Choose the type of Underline you want. • Another way to do it is to press the hot key Ctrl-U • A third way to underline your text is to press the button

To change the font of your text

• Choose the Format menu and select the Font item. • A window will appear with three panes: Font, Character Spacing and Text

Effects. The Font pane includes the font, font style, font size, font color, underline style, and other effects you can apply.

• The Font option has a list of installed fonts you can select from. From the Font style, you can make your text bold, italic … etc.

• To change the size of the text, you can choose the appropriate size from the Size list.

• If you’d like to change the color of your text, choose the color you want from the Font Color list.

• Another way is to choose a font is to pick the desired font from the

on the Formatting toolbar at the top of the document.

• To change the font size, select the size from the on the Formatting toolbar at the top of the document.

To add effects to your text • Sometimes you need some effects to be added to your text, e.g. when you write the

following equation z = x2 + k3 , you need to type the 2 as a superscript - i.e. above the text line - and the 3 as a subscript - i.e. below the text line. If you follow these steps you can easily formulate this equation:

1. Type the full equation as follows z = x2 + k3 2. To make the 2 a superscript, highlight the 2 with the mouse then choose the

Format menu and select the Font tab. In the Effects part, check the superscript option and press the OK button. The equation will look as such: z = x2 + k3

3. To make the 3 a subscript, select the 3 then choose the Format menu and select the Font tab, in the Effects part click on the subscript option then press the OK button. The equation will look as such: z = x2 + k3

Adding Borders You can add borders or a line to your paragraphs. The border shapes are available in the Tables and Borders Toolbar. To view this tool bar, open the View menu, then choose Toolbars then select Tables and Borders.

• You can control the thickness of the line from the drop

down menu which lists a set of line styles. It is part of the Tables and Borders toolbar.

• To add a border at the top of the selected line or paragraph use button.

• To add a border at the bottom of the selection use button.

• To add a border on the left side of the selection use button.

• To add a border on the right side of the selection use button.

• To add a border inside the selection use button.

• To add a border on the outline of the selection use button.

• To remove a border from the selection use button. • To change the color of the line, select any color from the

popped palette. Automatic Borders Since Word 7.0, the word program automatically creates borders for you.

1. Whenever you type three or more consecutive hyphens (-) in a row and press ENTER key, Word will automatically replace them with a single line.

2. Whenever you type three or more successive equal signs (=) in a row, Word will automatically replace them with a double line.

Page Borders You can add a border to any or all sides of each page in a document, to pages in a section, to the first page only, or to all pages except the first. You can add page borders in many line styles and colors, as well as a variety of graphical borders. To adjust the page border, open the Format menu then select Borders and Shading and choose the Page Border Tab.

Text Borders You can literally "block out" pieces of text by applying any of the available border styles. Text borders also make it easier to put borders around headings. To apply a border to text, start by selecting the text. Next, open the Format menu then select Borders and Shading and choose the Borders tab. Creating lists If you want to create a list of items within your document, you can form either a bulleted list or a numbered list.

The Bulleted List To create a bulleted list, follow these steps: 1. Type the first item of the list.

2. Press the button. 3. A small black circle will precede this item. This is an example:

• This is item number one of the list

4. Press the Return key. Another bullet will appear. Type in the next item. 5. Repeat step 4 until you type all the items.

6. To type in a new line that is not part of the bulleted list, either you press the button once more, or press the Backspace key to stop the bullets effect.

7. In case you wish to change the bullets’ shape, choose Format menu, Bullets and Numbering item. A window pops up displaying the available bullet styles. If you wish a customized shape, press the Customize button.

8. In case of pressing the Customize button, the following window pops up displaying a set of bullets and preview of the list with the selected bullet shape. To choose a different shape, press Picture button where a larger set of bullets shows up and you’d pick the desired shape. If you wish to have a special-character bullet, click on Character. To change the bullet size or color press Font button.

9. To setup the bullet position in terms of indenting it with respect to the surrounding

paragraphs, change the Indent at value. 10. To change the text position with respect to the bullet, change the Indent at value. 11. Once you settle on the desired shape and settings, press OK button. You’d return

back to the window that appeared in step 8. Press OK button to apply the settings. The Numbered List To create a numbered list, follow these steps: 1. Type the first item of the list.

2. Press the button. 3. A number will precede this item. The default numbering is 1, 2, 3. 4. Press the Return key. The successive number will appear. Type in the next item. 5. Repeat step 4 until you type all the items. 6. To type in a new line that is not part of the numbered list,

either you press the button once more, or press the Backspace key to stop the numbers effect.

7. In case you wish to change the numbering style, choose Format menu, Bullets and Numbering item. A window pops up displaying the available numbers styles.

8. If you wish a customized style, press the Customize button. A window appears displaying the number format, number style, the starting number in counts, the position of the number, the indentation of the number, and the text position in terms of indentation with respect to the numbers. A preview shows the result of the selected settings.

9. Once you settle down on the desired settings, pres OK button. You’d return back to the Bullets and Numbering window; press OK button to apply the settings.

Formatting Paragraphs To align your paragraph • Select the paragraph you want to align • Open the Format menu then select the paragraph item • A window will appear showing all the properties of this paragraph • Choose the Alignment option. A pull down list of alignments will appear • Choose the Centered item to center your paragraph • Choose the Left item to align your paragraph from the left side • Choose the Right item to align your paragraph from the right side • Choose the Justified item to align your paragraph from both sides • You can also adjust the paragraph indentation with respect to the adjacent

paragraphs. • To change the space between lines within the paragraph, setup the desired value to

the line spacing portion. • You can also align the paragraph through the following buttons:

button to center

button for left alignment

button for right alignment

button for justify alignment

Copying and Moving text After typing your text and formatting it, you may need to have a copy of a certain sentence or word. Copying text To take a copy of a certain text and use it somewhere else in your document do the following: 1. Select the text you’d like to take a copy of. 2. Choose the Edit menu, then the Copy item. 3. An alternative way is to press Ctrl-C

4. A third alternative is to press the button. 5. Click the mouse where you need to add the copy. 6. Choose the Edit menu, then the Paste item. 7. Alternatively you can press Ctrl-V to paste the text.

8. Another option is to press the button. Moving text If you need to rearrange your paragraphs or sentences, you may follow these steps: 1. Select the text you want to move to another place in the document. 2. Choose the Edit menu, then the Cut item. 3. Furthermore, you can cut text by pressing Ctrl-X. 4. Another alternative is to press the button.

5. Click the mouse in the new position. 6. Choose the Edit menu, then the Paste item. 7. Another way to do it is to press Ctrl-V

8. A third alternative is to press the button. Highlighting Text This new feature enables you to highlight important text in the document.

Using the florescent colors in the Highlight button you can highlight the text as follows: 1. Click the Highlight button. 2. Select the object or text you want to highlight. 3. When you are done with highlighting, click the Highlight button again. You can change the highlight color; click the arrow next to the Highlight button, a palette of florescent colors appears. Choose the color you want and use it to highlight text. If you want to remove the highlight feature from the highlighted text, apply the following: 1. Click the arrow next to the Highlight button and select None as a color. 2. Select the highlighted text. Spelling, Grammar and Proof-reading If you want to check the spelling of your document or want to grammatically check your document, you can choose the Tools menu, Spelling and Grammar item. A window will pop up with the first misspelled word in your document and a list of suggested words in replace. It will also detect all the sentences with grammatical mistakes and the suggested corrections. Choose the correct one; the program will replace the misspelled word with the new one. The program then detects the next misspelled word and so on until it finishes the whole document. You can also spell check the document through the

button. Since Word 97, the feature of automatically detecting the misspelled words is available. You’ll notice that once you finish typing the misspelled word, it will be underlined with a red-zigzagged line indicating a spelling mistake. If you place the cursor within this word and press the right button of the mouse, a menu will pop up with a list of suggestions to choose among. If Word cannot suggest alternatives, it says No suggestions. If you’re sure of the word, you can enforce it to ignore this word. If this word is repeated several times in the document, choose Ignore All option to ignore all occurrences of the word. Moreover, if this word is one that you usually use and the Word dictionary doesn’t have it, you can add this word to the dictionary. Moreover, Word automatically detects any sentence that has a grammatical mistake. Once you finish typing the sentence, the sentence is underlined with a green-zigzagged line indicating a detected grammatical mistake in the sentence. If you place the cursor

within this sentence and press the right button of the mouse, a window pops up with suggestion to correct the sentence. Thesaurus is another offered proofreading option that gives you synonyms to any word. To use it, place the cursor inside the word you ask for its alternatives. Choose the Tools menu, Language item, and then select Thesaurus item. A window will pop up with a list of synonyms of the word among which you choose one as a replacement. Alternatively, you can press the shortcut key Shift-F7. AutoComplete When you type dates, a day of the week, or other entries in the AutoText list, Word displays the AutoComplete tip for the current language. When you insert the date or time, (Insert menu, Date and Time command), Word displays a list of date and time formats that match the language of the current text. Inserting Pictures We’ve seen how to deal with text. Let’s take a look at inserting pictures into our document. This can be done through inserting a picture from the Word Clipart or from a file you have created before using any graphical package. From Clipart You can insert one of the pictures of the Clipart as follows: 1. Place the cursor where you’d like to insert the

picture. 2. Choose the Insert menu, Picture item and pick

the Clip Art option. 3. An Insert Clip Art Search window appears asking

you to input search text. 4. Type in the word describing the category of pictures

you are interested in then press Search. 5. An Insert Clip Art Results window appears

displaying a set of clips. 6. Choose the most appropriate picture; when you

move the mouse over it, an arrow symbol appears at the right side of the picture box.

7. Click the arrow symbol. A drop down menu of several possible actions appears. Choose the Insert

Clip button. The selected picture is displayed in the document. 8. If you find the picture’s size is too big, resize it via the control points (the small

squares that appear at the corners of the picture when you click on it). 9. If you’d like to change its position within the document, you can move it to another

place by dragging it using the mouse. 10.The Clip Art also includes sample pictures, sound files and video clips. 11. If you wish to search for other clip categories, click the Modify button. The Insert

Clip Art Search window appears. This is where you can provide new Search text. 12.Word enables you to connect to Microsoft Website for additional clips through the

Clips Online button. 13.To remove an inserted picture from the document, select the image and press

Delete key.

14.You can align the image with respect to the surrounding text through the Picture

toolbar. Press the Text Wrapping button to choose Square, Tight, Behind Text and more.

From a file You can insert a picture from a file as follows: 1. Place the cursor where you’d like to insert the picture. 2. Choose the Insert menu, Picture item and pick the From File option. 3. A window will appear asking for the location of the picture. Type in the full path (or

browse among the folders till you find the file and then select it); a preview of the picture is displayed to the right side of the filenames. Press the Insert button.

4. If you find the picture’s size is bigger than your desire, resize it via the control points (the small squares at the corners of the picture).

5. If you’d like to change its position within the document, you can move it to another place by a simple mouse drag.

Adding drawing objects If you want to draw a figure within the document, you can use the Drawing tool. When

you press the button, a new toolbar will show up

We’ll briefly explain each button in that toolbar. Any of the following drawn objects can be resized and/or moved to a new place or even deleted. You can resize an object via its control points. You can also change its position by dragging it to the new place. To delete it, click on the object and press the Delete key.

1. The Draw list includes the following commands:

• Group: to group a set of objects as one object. Select the objects you want to group by holding down SHIFT key as you click each object. Click Draw, and then click Group.

• Ungroup: You can ungroup a group of objects by selecting the group you want to ungroup, click Draw, and then click Ungroup.

• Regroup: You can easily regroup a set of objects by selecting any one of the objects that was previously grouped. Then you would click Draw, and then click Regroup.

• Order: You can arrange objects in front of each other through bringing an object in front of another, or sending it behind another object.

• Align or Distribute: You can align objects relative to each other; for instance, to align the objects horizontally by their centers, click Align Center. To align them vertically by their middles, click Align Middle. Moreover, to arrange objects at equal distances from each other, click Distribute Horizontally or Distribute Vertically.

• Rotate or Flip: You can rotate any drawn object 90 degrees to the right or to the left. Furthermore, you can flip any object horizontally or vertically. Free rotation at any degree is also possible. You will notice green round control points at the corners of the object. These are the active parts from which you can rotate the object at any angle.

The Select drawing object button allows you to select any of the drawn objects using the mouse.

AutoShapes: Word XP (2002) offers a new set of ready-made shapes. They are categorized into groups. Pick the shape you want; the mouse will change in shape into a plus shape. Click where you want to place a corner of the AutoShape and drag the mouse. As you drag it, the object expands till you reach the size you want.

The Line button enables you to draw a line by pressing the mouse where one end of the line should be and dragging it to the other end.

The Rectangle button enables you to draw a rectangle. Using the mouse, you set the first corner, drag the mouse to the opposite corner and release the mouse.

The Ellipse button enables you to draw an ellipse shape. You place the mouse where the center of the oval should be and drag it until the object is appropriate in shape and size.

The Text Box button enables you to create a box inside which you can type text. This text box can be outlined with borders or not. Moreover, you can fill it with a colored background or keep it with a transparent background color.

The Word Art button allows you to add a special effect to text such as creating shadowed, skewed, rotated, or stretched text, as well as text that have been fitted to predefined shapes. As you press this button, a window with a list of styles pops up. Choose the style you want and press OK button.

Another window pops up asking you to enter the text you want to decorate. You can change the format of this text in terms of font, size, Bold or Italics. After you type in the text, press OK button. The text appears in the new shape. If you need to resize it use the control points at the corners of the text.

The Insert Diagram or Organization Chart button enables you to add diagrams used to show hierarchal relationships. As you press this button, a window with a list of diagrams appears.

Select the diagram you want and press OK. The diagram will appear on the document, and then you can Click to add text.

Insert Clip Art button allows you to insert clip art images inside the document.

The fill Color button is needed to change the fill color of the currently selected object.

The Line Color button is needed to change the color of the outline of the currently selected object.

The Font Color button allows you to change the color of the selected text.

The Line Style button is used to change the style of the outline. For instance, you can have the object outlined with a dashed line, a thin, or a thick line ... etc.

The Dash Style button enables you to change a drawn line into a dashed one where there is a variety of dashed styles.

The Arrow Style button gives you various styles of arrow-headed lines.

The Shadow button adds shadow to any drawing object. You can change the size, direction, and color of shadows.

The 3-D button adds a 3-D effect to lines, AutoShapes, and freeform objects. It gives you options to change the depth (the extrusion) of the object and its color, rotation, angle, direction of light, and surface texture.

Adding a table To add a table inside your document, you can follow these steps: 1. Choose the Table menu, then Insert item, Table option. 2. A window will pop up asking for the number of columns you

need in the table, the number of rows, and the column width. Fill in these items.

3. To select of the ready-made formats of the tables, click the AutoFormat button.

4. A window will pop up with a list of table formats and the preview of each.

5. You have other format options to apply such as whether you want borders or not, the shading, the font, do you want colors, AutoFit text in the table.

6. You can apply special formats to the heading rows, the first column, the last row or the last column.

7. Once you have the table, you can fill it with the items. To move between cells - a cell is the unit in a table - use the TAB key or the arrow keys.

8. If you want to resize the column width or the row height, you can drag the tabs drawn in the ruler.

9. To delete a row (or column), highlight it and choose Table menu, Delete item, then Row (or Column) option.

10.To insert a row (or column), highlight the row below (or above) it (or the column on its right/left) and choose Table menu, Insert item, and then Rows Below option (or Rows Above) (or Columns to the left/right).

11.To select the entire table, place the cursor on the control square to the upper left corner of the table. Alternatively, you’d choose Table menu, Select item, and Table option.

12.To delete the table, highlight the table and Choose Table, Delete item and Table option.

Draw tool You can use this intuitive drawing tool to create and customize tables much the same way you would use a pen — just click and drag to draw the table boundaries and cell partitions, in any height and width you want. Eraser tool You can use this tool to remove any cell, row, or column partition or block of partitions so that they merge. In earlier versions of Word, you could merge cells only if they were in the same row. In Microsoft Word XP, you can merge any adjacent cells — vertically or horizontally. Resize a table

1. Rest the pointer on the table until the table resize handle appears on the lower-right corner of the table.

2. Rest the pointer on the table resize handle until a double-headed arrow appears. 3. Drag the table boundary until the table is the size you want.

Note: If you are working on a Web page or in Web layout view, you can set the table to automatically resize to fit in a window when you change the window size. Click in the table. On the Table menu, point to AutoFit, and then click AutoFit to Window.

Previewing Documents Before printing a document, you should take a look at the preview of the document. • Choose File menu, Print Preview item. • Alternatively, you can press the Print Preview button • A small view of the pages will appear. Setting the Page Attributes You can set the page settings using the Page Setup option. 1. Choose File Menu, Page Setup item. 2. A window pops up with 3 panels; Margins, Paper and Layout.

• In the Margins Panel, you can change the margins of the page and select the page orientation (Portrait or Landscape).

• In the Paper Panel, you can choose the size of the paper you'll print on, (like A4 for example). Moreover, you can choose the paper source (like manual feed) from the same panel.

• In the Layout, you can define different header and footer for even and odd pages or a different header and footer for the first page only. Moreover, you may insert line numbers in the pages and you may set borders to the pages.

• In each of the three panels you have the choice of applying the new settings to the whole document or to the page to which the changes are applied and on.

Inserting Header and Footer If you want a certain sentence to be written at the top of all pages, you can write it in the header area. If you want a certain sentence to be written at the bottom of all the pages, you can write it in the footer area. N.B. if you have set the header and footer to be different for even pages from that of the odd ones, the text that appears in the odd pages will differ from that on the even pages. To insert a header or footer in your document, follow these steps: • Choose View menu, Header and Footer item.

• A dashed rectangle at the top of the page and an attached toolbar will appear.

• This toolbar consists of:

Insert AutoText list allows you to insert some information about the author of the document, the date or time at which the document was written. That is, a set of preset text can be used.

Page button inserts pagination in the pages.

Number of Pages button inserts the total number of pages in the document.

Format Pages button changes the numbering system of the pages and the starting number. You can include chapter numbers if you want.

Date button inserts the current date in the pages.

Time button inserts the current time in the pages.

Switch between Header and Footer button, which switches between the view of the header and the footer for editing.

Show Previous button views the previous page’s header and footer.

Show Next button views the next page’s header and footer.

Same as Previous button copies the same format of the header and footer of the previous section.

Finally the Close button closes the view of the header and footer.

Printing Documents 1. To print the document, choose File menu, Print item. Another way is to press the

Print button .

2. A window will appear asking for the Printer name and its properties, the number copies to be printed, the pages to be printed and other settings. Press the OK button to start the printing process.

Saving and Closing Documents Saving Documents 1. To save the document, choose the File menu, Save item.

2. Alternatively, press the button or Ctrl + S. 3. A window will appear asking for the directory to save in, the filename, and the file

type. The default type is Word document, i.e. the file extension is .doc

Save As option 1. To save another copy of the document but with another name, choose File menu,

Save As item. 2. A window will appear asking for the directory to save in, the filename, and the file

type. The default type is Word document, i.e. the file extension is .doc Save As HTML This feature allows you to create web pages through converting your word documents into html-formatted documents. You can do this through the following steps: 1. Type your word document. 2. Choose File menu, Save As Webpage item. 3. A window appears asking for the filename of the html document to be created. 4. Type in the filename and press OK button. 5. Sometimes, a window pops up warning you that some features that are supported

by Word cannot be converted into HTML format. It gives you the choice to convert anyway and lose these features or to cancel the conversion process.

Closing a document 1. To close the document, choose File menu, Close item. Office Assistant 1. This feature can be accessed from the Help menu, Microsoft Word Help, or from

the button. 2. An animated character with a yellow window will appear. Inside the window, there is

a white box where you would type your question and click on the Search button.

3. A list of matching answers appears in the same window. Click

the most appropriate solution to get more detailed help. 4. You can choose another character to be your assistant by

clicking on the Options button.