CHAPTER ONE: CREATING, SAVING, EDITING, AND PRINTING WORD DOCUMENTS

·         LOADING WORD – BOOT UP THE SYSTEM, CLICK ON START, CLICK ON PROGRAMS, CLICK ON MS OFFICE, CLICK ON WORD

·         IDENTIFYING PARTS OF THE WORD SCREEN –  (1) TITLE BAR – THE TITLE OF THE DOCUMENT THAT IS BEING WORKED ON IS DISPLAYED ANT THE TOP OF THE SCREEN.  IF IT HAS NEVER BEEN SAVED BEFORE, IT WILL DISPLAY DOCUMENT#.  (2) MENU BAR – SHOWS A LIST OF OPTIONS USED TO CUSTOMIZE A DOCUMENT (FILE, EDIT, …) (3) TOOLBARS – THERE ARE TWO MAIN TOOLBARS, STANDARD AND FORMATTING, BELOW THE MENU BAR.  (4) RULER – BELOW THE TOOLBARS, THE RULER DISPLAYS SHOWING THE MARGINS, INDENTS, AND TAB SETTINGS.  (5) INSERTION POINT – THE BLINKING VERTICAL LINE IN THE DOCUMENT SCREEN THAT SHOWS WHERE THE NEXT CHARACTER WILL BE PLACED.  (6) SCROLL BARS – AT THE BOTTOM AND RIGHT SIDE, BARS APPEAR THAT CAN BE USED TO MOVE TO DIFFERENT LOCATIONS IN A DOCUMENT QUICKLY.  (7) STATUS BAR – AT THE BOTTOM, THE BAR DISPLAYS THE CURRENT PAGE NUMBER, THE CURRENT SECTION NUMBER, AND WHAT PAGE YOU ARE OWN COMPARED TO HOW MANY PAGES THERE ARE IN THE DOCUMENT.  THE NEXT AREA SHOWS THE SPECIFIC LOCATION OF THE INSERTION POINT.  THE NEXT PART SHOWS DIMMED COMMANDS THAT YOU CAN ACTIVATE BY DOUBLE CLICKING. (8) TASK PANE – CONTAINS FREQUENTLY USED COMMANDS

·         KEYING AND SAVING A WORD DOCUMENT – (1) WORD WRAP – YOU ONLY NEED TO HIT ENTER WHEN YOU WANT TO START A NEW PARAGRAPH.  (2) USING AUTOCORRECT – WORD WILL AUTOMATICALLY CORRECT SOME COMMONLY MISSPELLED WORDS (AND, RECEIVE).  (3) CORRECTING TEXT WITH SPELL IT – THIS FEATURE INSERTS A WAVY RED LINE BELOW WORDS THAT ARE NOT CONTAINED IN THE SPELLING DICTIONARY OR ARE NOT CORRECTED BY AUTOCORRECT.  IF THE WORD IS CORRECT, IGNORE THE WARNING.  IF IT IS WRONG, RIGHT CLICK ON THE WORD AND CLICK ON THE CORRECT SPELLING TO CHANGE IT.  (4) SMART TAGS – USED TO PERFORM ACTIONS USUALLY DONE IN OTHER PROGRAMS.  (5)  GRAMMAR CHECKER – THIS FEATURE INSERTS A WAVY GREEN LINE UNDER POSSIBLE GRAMMATICAL ERRORS.  (6) AUTOCOMPLETE – SOME COMMON TERMS WILL BE COMPLETED ON THE SCREEN AFTER TYPING JUST THE FIRST FEW CHARACTERS (SUCH AS THE MONTHS).  JUST HIT ENTER TO ACCEPT OR CONTINUE TYPING TO INSERT YOUR TEXT.

·         SPACING PUNCTUATION – WORD USES TIMES NEW ROMAN AS THE DEFAULT FONT. THIS IS A PROPORTIONAL FONT.  WITH THIS TYPE, USE ONLY ONE SPACE AFTER THE END OF SENTENCE PUNCTUATION AND A COLON.  HOWEVER, IF YOU ARE USED TO PUTTING TWO SPACES, IT WILL NOT CAUSE ANY PROBLEMS.

·         SAVING A DOCUMENT – A VARIETY OF METHODS CAN BE USED TO SAVE A DOCUMENT: FILE-SAVE, FILE-SAVE AS; CLICK ON THE SAVE ICON.  ALL OF THESE WILL TAKE YOU TO THE SAVE AS DIALOG BOX IF IT HAS NEVER BEEN SAVED BEFORE.  THE FIRST LINE OF CHARACTERS WILL BE PLACED IN THE FILE NAME BOX.  HIT ENTER TO ACCEPT THIS NAME OR KEY IN YOUR OWN NAME.

·         CHANGING THE DEFAULT FOLDER- ALL OF OUR DOCUMENTS WILL BE SAVED ON THE A:\ DRIVE.  TO CHANGE FOLDERS, CHOOSE FILE-SAVE AS AND CLICK ON THE DOWN POINTING ARROW NEXT TO SAVE IN AND CLICK ON 3 ½ FLOPPY (A:).   THIS FOLDER WILL BE THE DEFAULT FOLDER UNTIL YOU CHANGE IT OR EXIT THE PROGRAM.

·         CHANGING THE DEFAULT TYPE SIZE – CHOOSE FORMAT-FONT-CHOOSE THE NEW FONT FOR DEFAULT-CHOOSE DEFAULT AT THE BOTTOM.

·         NAMING A DOCUMENT – DOCUMENTS CREATED IN MS OFFICE  2000 CAN BE UP NAMED WITH UP TO 255 CHARACTERS IN LENGTH INCLUDING DRIVE LETTERS AND ANY FOLDER NAMES AND MAY INCLUDE SPACES.  FILENAMES CANNOT INCLUDE CERTAIN SYMBOLS.

·         CANCELING A COMMAND – IF A DROP DOWN MENU IS DISPLAYED AND YOU DO NOT NEED IT, CLICK SOMEWHERE IN THE DOCUMENT SCREEN TO CANCEL.  TO REMOVE A DIALOG BOX WITHOUT CHANGING ANYTHING, CLICK ON THE CANCEL BUTTON OR CLICK ON THE “X” IN THE UPPER RIGHT HAND CORNER OF THE DIALOG BOX.

·         CLOSING A DOCUMENT – WHEN A DOCUMENT IS SAVED USING SAVE OR SAVE AS, IT IS SAVED TO YOUR DISK AND REMAINS ON THE DOCUMENT SCREEN. TO REMOVE IT CLICK ON THE “X” ON THE RIGHT SIDE OF THE MENU BAR OR CHOOSE FILE-CLOSE.  IF THE DOCUMENT HAS NEVER BEEN SAVE OR CHANGES HAVE BEEN MADE SINCE THE LAST SAVE, YOU WILL BE PROMPTED TO SAVE THE CHANGES OR NOT BEFORE CLOSING. 

·         OPENING A DOCUMENT – CHOOSE FILE-OPEN OR CLICK ON THE OPEN BUTTON.  THE OPEN DIALOG BOX WILL APPEAR.  MAKE SURE YOU ARE LOOKING IN THE CORRECT FOLDER.  DOUBLE CLICK ON THE DESIRED FILE.

·         CREATING A NEW DOCUMENT – AFTER CLOSING A DOCUMENT, YOU MAY BE SENT TO A GRAY SCREEN.  TO GET A BLANK DOCUMENT SCREEN, CHOOSE THE NEW ICON.

·         TURNING OFF/ON THE DISPLAY OF TOOLBARS – YOU CAN CONTROL WHICH TOOLBARS WILL APPEAR ON THE SCREEN.  PLACE THE MOUSE POINTER ON ONE OF THE TOOLBARS, RIGHT CLICK.  THE TOOLBAR NAMES WILL DISPLAY. THE ONES WITH CHECKS ARE VISIBLE.  CLICK ON THE NAME TO DISPLAY OR TO REMOVE IT.

·         PRINTING THE DOCUMENT – TO CREATE A HARD COPY, CLICK ON THE PRINT ICON ON THE STANDARD TOOLBAR OR CHOOSE FILE PRINT TO GET TO THE PRINT DIALOG BOX.

·         EXITING WORD – SAVE AND CL0SE ALL DOCUMENTS, CHOOSE FILE-EXIT.  YOU MUST ALSO SHUT DOWN WINDOWS BEFORE TURNING OFF THE POWER.

·         EDITING A DOCUMENT – ADDING TEXT IS CALLED INSERTING AND REMOVING TEXT IS CALLED DELETING.  TO EDIT TEXT, YOU NEED TO BE ABLE TO MOVE THE INSERTING POINT TO CERTAIN LOCATIONS WITHOUT AFFECTING THE EXISTING TEXT.  YOU CAN MOVE THE INSERTING POINT USING THE MOUSE, THE DIRECTIONAL KEYS OR A COMBINATION OF BOTH.  (1) MOUSE – MOVE THE I-BEAM TO THE DESIRED LOCATION AND CLICK.  (2) DIRECTIONAL KEYS – USE THE ARROW KEYS TO MOVE ONE CHARACTER TO THE LEFT OR RIGHT ON ONE LINE UP OR DOWN AT A TIME.

·         INSERTING TEXT – BY DEFAULT, WORD IS IN THE INSERT MODE.  THAT MEANS WORD WILL AUTOMATICALLY MOVE EXISTING TEXT TO THE RIGHT AS TEXT IS INSERTED.  YOU CAN CHANGE TO THE OVERWRITE MODE BY CLICK ON OVR ON THE STATUS BAR.

·         DELETING TEXT – THE DELETE KEY DELETES CHARACTER TO THE RIGHT OF THE INSERTION POINT.  THE BACKSPACE KEY DELETES CHARACTER TO THE LEFT OF INSERTION POINT. 

·         SPLITTING AND JOINING PARAGRAPHS – TO SPLIT, PLACE INSERTION POINT ON 1ST CHARACTER FOR NEW PARAGRAPH AND HIT ENTER TWICE.  TO JOIN. PLACE INSERTION POINT AT THE ENDING PUNCTUATION OF THE FIRST PARAGRAPH AND PRESS DELETE UNTIL THE PARAGRAPHS ARE JOINED.  YOU MAY HAVE TO ADD SPACES.

·         SELECTING TEXT – THE MOUSE AND/OR KEYBOARD CAN BE USED TO SELECT A SPECIFIC AMOUNT OF TEXT.  ONCE SELECTED, YOU CAN PERFORM A COMMAND ONCE AND IT WILL AFFECT ALL THE SELECTED TEXT.  (1) MOUSE – TO SELECT ONE WORD, DOUBLE CLICK ON IT.  TO SELECT ONE LINE, MOVE OUT IN THE SELECTION BAR (AT THE LEFT), WHEN THE MOUSE TURNS INTO A RIGHT POINTING ARROW, CLICK.  TO SELECT AN ENTIRE PARAGRAPH, TRIPLE CLICK SOMEWHERE WITHIN THE PARAGRAPH OF DOUBLE CLICK IN THE SELECTION AREA.   TO SELECT THE ENTIRE DOCUMENT, TRIPLE CLICK IN THE SELECTION AREA.  (2) KEYBOARD – BE AT DESIRED LOCATION, HOLD DOWN SHIFT AND USE THE DIRECTIONAL KEYS TO SELECT.  TO SELECT THE ENTIRE DOCUMENT, PRESS CTRL + A.

·         USING THE UNDO AND REDO BUTTONS – IF YOU MAKE A MISTAKE AND DELETE SOMETHING YOU DID NOT WANT TO, IMMEDIATELY CLICK ON THE UNDO BUTTON TO RESTORE THE TEXT.  IF YOU THEN DECIDE TO DELETE IT RIGHT THEN, CLICK ON UNDO.

·         PRINTING – UNTIL WE LEARN TO CHANGE THE DEFAULT SETTINGS AT THE PRINT DIALOG BOX, CHOOSE FILE-PRINT-OK TO PRINT OR CLICK ON THE PRINT ICON ON THE STANDARD TOOLBAR.

 

 

CHAPTER TWO: FORMATTING CHARACTERS AND USING HELP

·         THE APPEARANCE OF A DOCUMENT IN THE DOCUMENT SCREEN AND HOW IT LOOKS WHEN PRINTED IS CALLED THE FORMAT.  FORMATTING CAN INCLUDE SUCH ELEMENTS AS BOLDING, ITALICIZING, AND UNDERLINING CHARACTERS; CHANGING PARAGRAPH ALIGNMENT; INDENTING PARAGRAPHS; AND CHANGING LINE SPACING.

·         FORMATTING CHARACTERS – (1) ALL CAPS – ACTIVATE THE CAPS LOCK KEY.
(2)  CHANGING CASE – IF YOU TYPE CHARACTERS IN THE WRONG CASE, YOU CAN SELECT THE TEXT, CHOOSE FORMAT-CHANGE CHASE AND MAKE THE CORRECT CHOICE   (3) BOLDING, UNDERLINING, AND ITALICIZING – CHARACTER FORMATTING CAN BE ADDED TO EXISTING TEXT OR CAN BE APPLIED AS THE TEXT IS BEING KEYED.  KEY UP TO THE LOCATION FOR FORMATTING, CLICK ON THE BUTTON ON THE STANDARD TOOLBAR OR USE THE SHORTCUT KEY OR CHOOSE FORMAT-FONT AND MAKE CHOICE, KEY THE TEXT AND THEN TURN OFF COMMAND BEFORE KEYING NORMAL TEXT.  WITH EXISTING TEXT, BLOCK OR SELECT THE DESIRED TEXT, THEN CHOOSE THE COMMAND USING ONE OF THE METHOD.

·         CHANGING FONTS – A FONT CONSISTS OF 3 ELEMENTS; TYPEFACE, TYPE SIZE, AND TYPE STYLE

·         CHOOSING A TYPEFACE – A TYPEFACE IS A SET OF CHARACTERS WITH A COMMON DESIGN AND SHAPE.  THERE ARE TWO TYPES OF TYPEFACES: (1) MONOSPACED – ALLOTS SAME AMOUNT OF HORIZONTAL SPACE FOR ALL CHARACTERS.                       (2) PROPORTIONAL – ALLOT A VARYING AMOUNT OF SPACE FOR EACH CHARACTER.  PROPORTIONAL FONTS ARE DIVIDED INTO 2 CATEGORIES (A) SERIF – TAIL (B) SANS SERIF – NO TAIL

·         CHOOSING A TYPE SIZE – PROPORTIONAL FONTS USE A VERTICAL MEASUREMENT CALLED A POINT  ONE POINT IS 1/72 OF AN INCH.

·         CHOOSING A TYPE STYLE – WITHIN A TYPEFACE, CHARACTERS CAN HAVE A VARYING STYLE. THE STYLES ARE NORMAL, BOLD, ITALIC, AND BOLD ITALIC.

·         USING THE FONT DIALOG BOX – THE FONTS AVAILABLE ARE DISPLAYED IN THE FONT DIALOG BOX.  CHOOSE FORMAT-FONT O USE THE SHORTCUT MENU.  SPECIFIC TYPEFACES DEPEND UPON YOUR PRINTER MORE THAN THE COMPUTER.  A PRINTER ICON IN FRONT OF A TYPEFACE INDICATES THE PRINTER PROVIDES IT.  TT STAND FOR TRUE TYPE FONT.  YOU CAN MAKE A CHOICE BEFORE TYPING TEXT OR YOU CAN SELECT EXISTING AND MAKE THE CHANGE AND THE FONT DIALOG BOX.

·         USING THE BUTTONS ON THE FORMATTING TOOLBAR – THE TYPEFACE, TYPE SIZE AND TYPE STYLE CAN BE CHANGED AT THE FORMATTING TOOLBAR.  CLICK ON THE DOWN POINTING ARROW NEXT TO THE FONT COMMANDS TO MAKE CHOICE.  YOU CAN CHANGE THE FONT COLOR AT THE TOOLBAR OR THE FONT DIALOG BOX.

·         EFFECT AT THE FONT DIALOG BOX – CHOOSE FORMAT-FONT AND UNDER EFFECTS THERE IS A LIST OF OPTIONS.  YOU CAN SEE A PREVIEW OF THE EFFECT.

·         ADJUSTING CHARACTER SPACING – TO ADJUST THE SPACE BETWEEN CHARACTERS, CHOOSE FORMAT-FONT-CHARACTER SPACING TAB-SCALE AND TYPE IN MEASUREMENT. 

·         ANIMATING TEXT – ANIMATING EFFECTS CAN BE ADDED TO TEXT AT THE FONT DIALOG BOX.  CHOOSE FORMAT-FONT-TEXT EFFECTS TAB AND MAKE CHOICE.

·         FORMATTING WITH FORMAT PAINTER – IT IS USED TO COPY FORMATTING TO DIFFERENT LOCATIONS IN A DOCUMENT.  POSITION THE INSERTION PINT ON A CHARACTER CONTAINING THE DESIRED FORMATTING, DOUBLE CLICK ON THE FORMAT PAINTER BUTTON ON THE STANDARD TOOLBAR.  THE MOUSE BECOMES A PAINTBRUSH.  CLICK ON THE WORDS TO CHANGE.  CONTINUE UNTIL DONE AND THEN CLICK ON THE FORMAT PAINTER BUTTON TO TURN THE FUNCTION OFF.

·         INSERTING SYMBOLS – MANY TYPEFACES INCLUDE SPECIAL SYMBOLS.  TO INSERT A SYMBOL, CHOOSE INSERT-SYMBOL, CHOOSE THE DESIRED FONT, CLICK ONCE TO ENLARGE A SYMBOL TO PREVIEW IT.  TO INSERT, DOUBLE CLICK ON IT, THEN CHOOSE CLOSE.

·         INSERTING DATE AND TIME – PUT INSERTION POINT AT DESIRED LOCATION, CHOOSE INSERT-DATE AND TIME-CLICK ON DESIRED CHOICE.

·         HIGHLIGHTING TEXT – SELECT THE TEXT, CHOOSE THE DESIRED COLOR FROM THE HIGHLIGHTER BUTTON ON THE STANDARD TOOLBAR, ACTIVATE THE HIGHLIGHTER, AND DRAG THROUGH THE TEXT.

·         HELP – WORD’S HELP FEATURE IS AN ON SCREEN REFERENCE MANUAL CONTAINING INFORMATION ABOUT ALL OF WORD’S FEATURES AND COMMANDS.

 

 

CHAPTER THREE:  FORMATTING PARAGRAPHS

·         FORMATTING PARAGRAPHS – IN WORD, A PARAGRAPH IS ANY AMOUNT OF TEXT FOLLOWED BY A PARAGRAPH MARK.  BY DEFAULT, IT IS NOT VISIBLE.  TO SEE ALL NONPRINTING CHARACTERS, TURN ON THE SHOW/HIDE COMMAND BY CLICKING ON THE SHOW/HIDE BUTTON ON THE STANDARD TOOLBAR.  THE AUTOCOMPLETE COMMAND CAN BE USED TO COMPLETE COMMON WORDS (MONTHS) BY PRESSING ENTER WHEN THE SUGGESTION APPEARS ON THE SCREEN.

·         CHANGING THE ALIGNMENT OF TEXT IN PARAGRAPHS – BY DEFAULT, TEXT IS ALIGNED AT THE LEFT AND RAGGED ON THE RIGHT.  THIS CAN BE CHANGED WITH BUTTONS ON THE FORMATTING TOOLBAR.  IT CAN BE CHANGED TO ALIGN RIGHT, CENTER, OR JUSTIFY.  ALIGNMENT CAN BE CHANGED BEFORE TYPING TEXT OR YOU CAN BLOCK EXISTING TEXT AND MAKE THE CHANGE.  IF IT IS EXISTING, ONLY THE BLOCKED TEXT WILL CHANGE.

·         SPACING BEFORE AND AFTER PARAGRAPHS – SOMETIMES YOU MAY WANT TO PUT BLANK LINES IN BETWEEN SINGLE SPACE PARAGRAPHS WITHOUT HITTING ANY EXTRA ENTERS.  CHOOSE FORMAT-PARAGRAPH-INDENTS AND SPACING TAB-SPACING BEFORE/AFTER.  6 PTS. EQUALS ONE LINE.

·         INDENTING TEXT IN PARAGRAPHS – (1) FIRST LINE: IN SOME DOCUMENTS, USUALLY DOUBLE SPACED ONES, YOU MAY WANT TO INDENT THE FIRST LINE OF A PARAGRAPH TO IDENTIFY THE BEGINNING OF A NEW PARAGRAPH.  YOU CAN PRESS THE TAB KEY (MOVES INSERTION POINT TO FIRST TAB SETTING) OR CHOOSE FORMAT-PARAGRAPH-SPECIAL-FIRST LINE AND SET SPECIFIC SIZE.  (2) INDENTING TEXT FROM LEFT MARGIN – (ALL LINES) YOU CAN USE THE INCREASE INDENT BUTTON ON FORMATTING TOOLBAR OR CHOOSE FORMAT-PARAGRAPH-INDENT-LEFT AND TYPE IN SPECIFIC MEASUREMENT.  YOU CAN ALSO USE THE RULER TO CHANGE THE INDENTION.  THE TOP MARKER IS THE FIRST LINE, THE BOTTOM MARKER IS THE SECOND AND SUBSEQUENT LINES, THE BOX IS USED FOR ALL LINES.  (3) INDENTING TEXT FROM THE LEFT AND RIGHT MARGINS – FORMAT-PARAGRAPH-INDENT AND MAKE CHANGES TO LEFT AND RIGHT.  (5) CREATING A HANGING PARAGRAPH – USED FOR BIBLIOGRAPHIES, THE FIRST LINE STARTS AT THE LEFT MARGIN, THE REST OF THE LINES ARE INDENTED.  YOU CAN USE FORMAT-PARAGRAPH-SPECIAL-HANGING OR USE THE RULER.  (6) CREATING NUMBERED AND BULLETED PARAGRAPHS – IF YOU KEY A 1. FOLLOWED BY SPACES (TAB OR SPACE BAR), KEY A PARAGRAPH AND THEN PRESS ENTER, WORD WILL HANG INDENT THE PARAGRAPH AND INSERT 2. AND LEAVE IT ON HANGING INDENT.  THIS IS PART OF THE AUTOFORMAT FUNCTION.  WORD WILL KEEP INSERTING A NUMBER EACH TIME YOU HIT ENTER.  TO TURN OFF THE NUMBERED LIST FEATURE, PRESS THE ENTER KEY TWICE OR CLICK ON THE NUMBERING FEATURE ON THE FORMATTING TOOLBAR.  BULLETS – THE AUTOFORMAT FEATURE ALSO DOES BULLETS TYPE AN ASTERISK (*) OR LOWERCASE 0, PRESS TAB OR SPACEBAR, TYPE THE TEXT, HIT ENTER AND A ROUND BULLET AND INDENT IS INSERTED.  A HYPHEN (-) WILL INSERT A SQUARE BULLET, A GREATER SIGN (>) WILL INSERT AN ARROW OR YOU CAN CLICK ON THE BULLET BUTTON ON THE FORMATTING TOOLBAR OR CHOOSE TOOLS-BULLETS AND NUMBERING AND MAKE CHOICE.  THIS CAN BE USED FOR MULTILEVEL NUMBERING.

·         CREATING ORDINALS – TYPE 1 ST  WITHOUT SPACES AND WORD WILL CHANGE TO 1ST.

·         LINE SPACING – BY DEFAULT, WORD IS SET TO SINGLE SPACING.  USE SHORTCUT KEYS (CTRL +1, CTRL + 2, ETC.) OR CHOOSE FORMAT-PARAGRAPH-LINE SPACING.   THERE IS ALSO A BUTTON ON THE FORMATTING TOOLBAR USED FOR LINE SPACING.

·         ADDING BORDERS AND SHADING – EVERY PARAGRAPH YOU CREATE HAS AN INVISIBLE FRAME.  YOU CAN ADD LINES AND/OR SHADING AROUND THE PARAGRAPH.  CHOOSE FORMAT-BORDERS AND SHADING AND MAKE CHOICE.

·         MANIPULATING TABS ON RULER – BY DEFAULT, TABS ARE SET ½” APART.  YOU CAN SEE THE GRAY LINES BELOW THE RULER AT EVERY ½” MARK.  IF YOU WANT DIFFERENT TABS, YOU CAN SET YOUR OWN WITH THE RULER OR FROM FORMAT-TAB.  THE BUTTON ON THE LEFT OF THE RULER IS CALLED THE TAB ALIGNMENT BUTTON.  CLICK ON THE BUTTON TO CHANGE BETWEEN THE DIFFERENT TYPES OF TABS.  TO SET TABS, MAKE SURE IT IS THE CORRECT TYPE, THEN CLICK ON THE BOTTOM OF THE RULER WITH THE MOUSE AT DESIRED LOCATION FOR TAB.  ANY TABS TO THE DEFAULT TABS TO THE LEFT ARE DELETED.  TO SEE THE SPECIFIC MEASUREMENT OF THE TAB, HOLD DOWN THE ALT KEY AS YOU PLACE THE TAB.  DRAGGING THE ALIGNMENT ICON TO A NEW LOCATION CAN MOVE A TAB SETTING.  TO DELETE A TAB SETTING, DRAG THE ICON DOWN INTO THE DOCUMENT AND RELEASE.  DOT LEADERS CAN BE ADDED BY CHOOSING FORMAT-TAB-CLICKING ON DESIRED TAB AND CHOOSING THE CORRECT LEADER STYLE.

 

CHAPTER FOUR: FORMATTING DOCUMENTS

·         PREPARING MULTI-PAGED DOCUMENTS – WORD ASSUMES YOU ARE USING STANDARD SIZE STATIONARY (8 ½” X 11”).  BY DEFAULT, THERE ARE 1” TOP AND BOTTOM MARGINS AND 1.25” RIGHT AND LEFT MARGINS.  THIS LEAVES 9” OF VERTICAL SPACE AND 6” HORIZONTAL SPACE.  WHEN YOU RUN OUT OF VERTICAL SPACE, WORD INSERTS A SOFT PAGE BREAK.  THIS DISPLAYS DIFFERENTLY DEPENDING UPON THE VIEWING MODE.

·         CHANGING THE VIEW – THE TWO VIEWS WE WILL USE ARE THE NORMAL AND PRINT LAYOUT VIEW.  THE NORMAL VIEW WILL SHOW JUST THE BASIC TEXT.  THE PRINT LAYOUT VIEW IS A TRUER REPRESENTATION OF THE DOCUMENT WHEN IT IS PRINTED OUT.

·         CHANGING MARGINS – CHOOSE FILE-PAGE SETUP-MARGINS TAB.  CLICK ON THE MARGIN YOU WISH TO CHANGE AND TYPE IN NEW SIZE.  YOU CAN AFFECT THE ENTIRE DOCUMENT, SELECTED PARAGRAPHS, SPECIFIC SECTIONS, OR FROM A SPECIFIC POINT FORWARD. 

·         INSERTING SECTION BREAKS – A DOCUMENT MAY BE BROKEN INTO SECTIONS SO FORMATS CAN BE APPLIED TO THE ENTIRE SECTION AT ONCE.  PLACE THE INSERTION POINT AT THE LOCATION FOR THE SECTION BREAK, CHOOSE INSERT-BREAK-SECTION BREAK AND CHOOSE THE DESIRED TYPE.  YOU CAN REMAIN ON THE SAME PAGE OR START A NEW PAGE.

·         INSERTING HARD PAGE BREAKS – WORD’S DEFAULT SETTINGS BREAK EACH PAGE AFTER LINE 45 (APPROXIMATELY 9.8”).  YOU MAY FIND THESE SOFT BREAKS OCCUR IN UNDESIRABLE LOCATIONS.  TO FIX THIS, YOU CAN INSERT YOUR OWN HARD PAGE BREAKS.  POSITION THE INSERTION POINT ON THE LINE TO BEGIN THE NEW PAGE, CHOOSE INSERT-BREAK-HARD PAGE BREAK.  SOFT PAGE BREAKS AUTOMATICALLY ADJUST IF TEXT IS ADDED OR DELETED.  HARD PAGE BREAKS DON’T ADJUST SO ALWAYS CHECK WHERE HARD PAGE BREAKS OCCUR AFTER EDITING.  TO DELETE A HARD PAGE BREAK, POSITION THE INSERTION POINT ON THE BREAK AND HIT DELETE.

·         PREVIEWING A DOCUMENT – TO SEE WHAT THE DOCUMENT WILL LOOK LIKE ON THE PAGE,  CLICK ON THE PRINT PREVIEW BUTTON ON THE STANDARD TOOLBAR.

·         VERTICALLY ALIGNING TEXT – BY DEFAULT, TEXT IS VERTICALLY ALIGNED TO THE TOP.  IF YOU WISH TO CENTER TEXT VERTICALLY, CHOOSE FILE-PAGE SETUP-LAYOUT TAB-VERTICAL ALIGNMENT AND CHOOSE CENTER.

·         CREATING NEWSPAPER COLUMNS – PUT INSERTION POINT AT LOCATION FOR COLUMNS, CHOOSE FORMAT-COLUMNS-CHOOSE PRESET OR TYPE IN THE DESIRED NUMBER OF COLUMNS.

·         SPELL CHECKING A DOCUMENT – CLICK ON SPELLING AND GRAMMAR BUTTON OR CHOOSE TOOLS-SPELLING AND GRAMMAR.  THE SPELLER COMPARES EACH WORD INDIVIDUALLY AGAINST ALL ENTRIES IN ITS DICTIONARY.  IF IT FINDS A MATCH, IT GOES ON. IF NOT, THE SPELLING DIALOG BOX APPEARS WITH THE UNKNOWN WORD “NOT IN DICTIONARY”.  IGNORE/IGNORE ALL – IF CORRECT; CHANGE/CHANGE ALL TO CHANGE TO THE “CHANGE TO” WORD; ADD TO ADD THE WORD TO THE DICTIONARY; SUGGEST SHOULD ALREADY BE ON TO GIVE A LIST OF SUGGESTIONS YOU CAN CHOOSE FROM; AUTOCORRECT TO ALLOW YOU TO ADD YOUR OWN PROBLEM WORDS; OPTIONS TO CHANGE THE SETUP OF THE SPELLER.

·         EDITING WHILE SPELL CHECKING – YOU CAN TEMPORARILY EXIT THE SPELLER TO EDIT THE DOCUMENT.  MOVE THE I-BEAM IN TO THE DOCUMENT AND CLICK AT THE DESIRED LOCATION, MAKE CHANGES, AND CLICK ON START TO RESUME SPELLER.

·         CHECKING THE GRAMMAR AND STYLE OF A DOCUMENT – CHOOSE TOOLS – SPELLING AND GRAMMAR  THE GRAMMAR CHECKER WILL NOT STOP ON EVERY INCORRECT OCCASION AND IT MAY STOP ON CORRECT THINGS JUST LIKE THE SPELLER.  SO THIS DOES NOT REPLACE PROOFREADING.  YOU CAN CHOOSE TO CHANGE THE SELECTED TEXT OR IGNORE IT.

·         USING THESAURUS – PUT THE INSERTION POINT ON THE DESIRED WORD, CHOOSE TOOLS-LANGUAGE-THESAURUS.  A LIST OF SYNONYMS WILL APPEAR.  YOU CAN CLICK ON THE WORD YOU WANT TO USE AND CHOOSE REPLACE OR YOU CAN DOUBLE CLICK ON A WORD TO LOOK UP SYNONYMS FOR THAT WORD.  THERE IS AN ANTONYM LISTED AT THE BOTTOM.

 

CHAPTER FIVE: MAINTAINING DOCUMENTS

·         IN THIS CHAPTER YOU WILL LEARN TO MAINTAIN FILES (DOCUMENTS) INCLUDING SUCH ACTIVITIES AS COPYING, MOVING, REARRANGING AND DELETING.

·         ALL BUSINESSES MAINTAIN SOME TYPE OF FILING SYSTEM (EITHER IN A CABINET OR COMPUTER).  IT IS IMPORTANT TO MAINTAIN THIS SYSTEM NO MATTER WHAT TYPE.

·         MAINTAINING DOCUMENTS – MANY FILE MANAGEMENT TASKS CAN BE COMPLETED AT THE OPEN OR SAVE AS DIALOG BOX.  (1) CREATING A FOLDER – IN WORD, DOCUMENTS ARE GROUPED LOGICALLY AND PLACED IN FOLDERS.  A FOLDER CAN BE CREATED WITHIN A FOLDER.  THE MAIN FOLDER IS CALLED THE ROOT FOLDER.  AT THE OPEN OR SAVE AS BOX, EITHER A DOCUMENT OR FOLDER CAN APPEAR NEXT TO A NAME.  A NEW FOLDER CAN BE CREATED AT THE SAVE AS DIALOG BOX BY CLICKING ON THE NEW FOLDER BUTTON AND THEN GIVING IT A NAME.                         (2) SELECTING DOCUMENTS – DOCUMENT MANAGEMENT TASKS CAN BE COMPLETED ON ONE DOCUMENT OR SELECTED DOCUMENTS.  TO WORK WITH ONE DOCUMENT, CLICK ON IT TO MAKE IT ACTIVE.  TO SELECT ADJACENT DOCUMENTS, CLICK ON THE FIRST ONE, HOLD DOWN SHIFT AND CLICK ON THE LAST ONE.  TO SELECT NONADJACENT FILES, HOLD DOWN THE CTRL KEY AND CLICK ON EACH DESIRED FOLDER.(3) DELETING DOCUMENTS AND FOLDERS – POSITION THE ARROW ON DESIRED DOCUMENT, RIGHT CLICK AND CHOOSE DELETE.  THIS CAN BE DONE FROM THE OPEN OR SAVE AS DIALOG BOX.  SELECTED DOCUMENTS AND ENTIRE FOLDERS AND THEIR CONTENTS CAN BE DELETED AT ONE TIME.  FILES FROM A DISK ARE DELETED PERMANENTLY.  FILES DELETED FROM THE HARD DRIVE ARE SENT TO THE RECYCLE BIN.  THE BIN CAN BE DELETED OR FILES CAN BE RESTORED.                 (4) COPYING FILES – YOU CAN COPY A FILE TO ANOTHER FOLDER OR TO THE SAME FOLDER FORM THE OPEN DIALOG BOX.  CLICK ON A FILE OR SELECT A GROUP OF FILES, RIGHT CLICK AND CHOOSE COPY.  MOVE TO DESIRED LOCATION (FOLDER), RIGHT CLICK AND CHOOSE PASTE.  IF IT IS IN THE SAME FOLDER, IT WILL SAY COPY OF (NAME).  (5) CUTTING AND PASTING A DOCUMENT – A DOCUMENT CAN BE REMOVED FORM ONE FOLDER AND INSERTED IN ANOTHER FOLDER OR ON A DISK.  SELECT THE FILE(S), RIGHT CLICK AND CHOOSE CUT.  MOVE TO THE NEW LOCATION, RIGHT CLICK AND CHOOSE PASTE.  (6) RENAMING DOCUMENTS – AT OPEN OR SAVE AS DIALOG BOX, POSITION ARROW ON DESIRED DOCUMENT, RIGHT CLICK , CHOOSE RENAME, TYPE NEW NAME, HIT ENTER.(7) OPENING DOCUMENTS – TO OPEN MORE THAN ONE DOCUMENT, SELECT THEM AT THE OPEN DIALOG BOX, POSITION ARROW ON ONE OF THEM, RIGHT CLICK, CHOOSE OPEN.  TO CLOSE ALL AT ONCE, HOLD DOWN SHIFT, CHOOSE FILE-CLOSE ALL.  (8) PRINTING DOCUMENTS – YOU CAN SEND SEVERAL DOCUMENTS TO THE PRINTER AT ONCE.  AT THE OPEN DIALOG BOX, SELECT THE FILES, RIGHT CLICK AND CHOOSE PRINT.  (9) SAVING A FILE IN A DIFFERENT FORMAT – CHOOSE FILE- SAVE AS AND THEN SELECT SAVE AS TYPE.

·         WORKING WITH BLOCKS OF TEXT – WHEN CUTTING AND PASTING YOU WORK WITH BLOCKS OF TEXT.  A BLOCK OF TEXT IS THE PORTION YOU SELECTED.  IF YOU SELECT TEXT AND HIT DELETE, IS DELETED PERMANENTLY (UNDO).  IF YOU CHOOSE EDIT-CUT OR CLICK ON THE CUT BUTTON ON THE STANDARD TOOLBAR, THE TEXT IS PUT INTO THE CLIPBOARD (TEMPORARY STORAGE ARE).  THE CLIPBOARD HOLDS TEXT UNTIL OTHER TEXT IS INSERTED IN THE CLIPBOARD OR THE PROGRAM IS EXITED.  USE CUT IF YOU MIGHT BE USING THE TEXT AGAIN.  (1) MOVING A BLOCK OF TEXT  - SEVERAL METHODS CAN BE USED.  THE EASIEST IS THE CUT AND PASTE BUTTONS ON THE STANDARD TOOLBAR.

·         WORKING WITH DOCUMENTS – SOME DOCUMENTS CONTAIN TEXT THAT IS USED OVER AND OVER AGAIN (STANDARD TEXT).  THE REPETITIVE TEXT CAN BE SAVED AS A SEPARATE DOCUMENT AND USED OVER AND OVER.  (1) CREATING STANDARD TEXT – TYPE AND USE SAVE AS (2) FROM EXISTING TEXT – BLOCK STANDARD TEXT IN DOCUMENT, CHOOSE COPY, OPEN A NEW DOCUMENT, CHOOSE PASTE AND SAVE AS.  (3) INSERTING STANDARD TEXT INTO A DOCUMENT – HAVE INSERTION POINT AT DESIRED LOCATION, CHOOSE INSERT-FILE AND DOUBLE CLICK ON DESIRED FILE TO INSERT AT THE LOCATION OF THE INSERTION POINT. 

·         WORKING WITH WINDOWS – WITHIN WORD, THE TERM WINDOW REFERS TO THE DOCUMENT SCREEN.  IN WORD, YOU CAN LOAD SEVERAL DIFFERENT DOCUMENTS AND MOVE BETWEEN THEM QUICKLY.  YOU CAN COPY OR MOVE TEXT BETWEEN DOCUMENTS OR COMPARE THEIR CONTENTS.  WHEN YOU OPEN A NEW WINDOW, IT IS PLACED ON TOP OF THE ORIGINAL WINDOW.  ONCE MULTIPLE WINDOWS ARE OPEN, YOU CAN RESIZE THEM TO SEE ALL OR A PORTION OF THEM ON THE SCREEN.  TO OPEN MORE THAN ONE FILE, SELECT THE DESIRED DOCUMENTS FROM THE OPEN DIALOG BOX, RIGHT CLICK AND CHOOSE OPEN OR WITH A DOCUMENT OPEN, CHOOSE FILE-OPEN AND DOUBLE CLICK ON DESIRED FILE.  THE ACTIVE DOCUMENT (THE ONE WITH THE INSERTION POINT) FILLS THE ENTIRE SCREEN.  CHOOSE WINDOW AND LOOK AT THE LIST OF OPEN DOCUMENTS BY FILE NAME AT THE BOTTOM.  THE ACTIVE ONE HAS A CHECK MARK NEXT TO IT.  TO MAKE ANOTHER DOCUMENT ACTIVE CLICK ON ITS NAME A THE WINDOW PULL DOWN MENU.  (1) ARRANGING WINDOWS – IF YOU HAVE MORE THAN ONE DOCUMENT OPEN, YOU CAN CHOOSE WINDOW-ARRANGE ALL TO VIEW A PORTION OF ALL OPEN DOCUMENTS.  THE ONE WITH THE BLUE TITLE BAR IS THE ACTIVE ONE.  TO MAKE ANOTHER ONE ACTIVE, CLICK SOMEWHERE INSIDE OF IT.  (2) SIZING AND MOVING WINDOWS – THE MAXIMIZE AND MINIMIZE BUTTONS APPEAR IN THE UPPER RIGHT HAND CORNER OF THE ACTIVE FILE.  THEY CAN BE USED TO CHANGE THE SIZE OF THE WINDOW.  YOU CAN USE THE MOUSE TO CHANGE THE VIEWING SIZE OF THE ARRANGED DOCUMENTS.

·         CUTTING AND PASTING TEXT BETWEEN WINDOWS – YOU CAN EASILY MOVE OR COPY AND PASTE TO WORK WITH DIFFERENT DOCUMENTS AS FAR AS SHARING TEXT.

·         PRINTING DOCUMENTS  - BY CLICKING ON PRINT ICON, ONE COPY OF THE TEXT IS SENT DIRECTLY TO THE PRINTER.  BY CHOOSING FILE-PRINT, YOU CAN SELECT BETWEEN SEVERAL OPTIONS.  (1) SELECTING PRINTERS – THE NAME OF THE SELECTED PRINTER IS IN THE NAME BOX.  IF YOU WANT TO CANCEL THE CURRENT PRINT JOB DOUBLE CLICK ON THE PRINT STATUS ICON ON THE RIGHT HAND SIDE OF THE STATUS BAR.   (2) PRINTING SPECIFIC PAGES – THE PAGE RANGE SECTION CONTAINS SETTINGS YOU CAN USE TO SPECIFY THE AMOUNT OF TEXT YOU WANT PRINTED.  THE DEFAULT IS “ALL”.  YOU CAN CHOOSE CURRENT PAGE TO PRINT THE PAGE THAT CONTAINS THE INSERTION POINT.  YOU CAN SELECT A PORTION OF THE DOCUMENT AND CHOOSE SELECTION TO PRINT JUST THE SELECTED PART.  WITH THE PAGES OPTIONS YOU CANT PRINT SPECIFIC MULTIPLE PAGES.  USE A COMMA TO SEPARATE SPECIFIC PAGES AND/OR USE A HYPHEN TO MEAN THROUGH.                       (3) PRINTING MULTIPLE PAGES  - TO PRINT MORE THAN ONE COPY, USE THE NUMBER OF COPIES OPTIONS.

·         PRINTING ENVELOPES – WITH THE ENVELOP FEATURE, YOU CAN CREATE AND PRINT ENVELOPES.  YOU CAN USE THE DELIVERY ADDRESS IN THE CURRENT DOCUMENT OR ENTER THE DELIVERY AND RETURN ADDRESS AT THE ENVELOPES AND LABELS DIALOG BOX. (1) CREATING AN ENVELOPE AT A CLEAR DOCUMENT SCREEN – CHOOSE TOOLS-ENVELOPE AND LABELS.  KEY DELIVERY ADDRESS.  CHOOSE RETURN ADDRESS AND KEY.  CHOOSE PRINT OR ADD TO DOCUMENT.  (2) CREATING AN ENVELOPE WITH AND EXISTING DOCUMENT – IF YOU OPEN THE ENVELOPES DIALOG BOX I A DOCUMENT CONTAINING A NAME AND ADDRESS, THE NAME AND ADDRESS ARE AUTOMATICALLY INSERTED I THE DELIVERY ADDRESS SECTION.  YOU CAN SEND THE ENVELOPE DIRECTLY TO THE PRINTER OR ADD IT TO THE DOCUMENT.

·         LABELS – SIMILAR TO ENVELOPES

·         CHANGING PAPER SIZE AND ORIENTATION – WORD ASSUMES YOU ARE USING STANDARD STATIONARY.  YOU CAN CHANGE THE PAPER SIZE AND/OR ORIENTATION BY CHOOSING FILE-PAGE SETUP-PAPER SIZE TAB AND MAKE CHOICES.

 

CHAPTER SIX:  CUSTOMIZING DOCUMENTS

·         TEXT CAN BE CREATED THAT PRINTS AT THE TOP AND/OR BOTTOM OR EACH OR ON CERTAIN PAGES.  THEY ARE CALLED HEADERS AT THE TOP OF A PAGE AND A FOOTER AT THE BOTTOM OF A PAGE.

·         CREATING A HEADER  - CHOOSE VIEW, HEADER AND FOOTER.  WORD AUTOMATICALLY CHANGES THE VIEWING MODE TO PAGE LAYOUT, DIMS THE TEXT IN THE DOCUMENT, AND INSERTS A PANE WHERE THE HEADER OR FOOTER IS ENTERED AND DISPLAYS THE HEADER/FOOTER TOOLBAR.

·         BY DEFAULT, THE INSERTION POINT IS INSERTED IN THE HEADER PANE.  KEY THE HEADER TEXT,.  THE ENTIRE FORMATTING COMMANDS ARE AVAILABLE FOR USE.  CHOOSING CLOSE WILL CAUSE THE HEADER/FOOTER TO DISAPPEAR OR BE DIMMED.  IF YOU WERE PREVIOUSLY IN THE NORMAL VIEWING MODE, YOU WILL RETURN TO THE NORMAL VIEWING MODE.  IF YOU WERE IN PAGE LAYOUT, YOU WILL GO BACK TO PAGE LAYOUT.  HEADERS/FOOTERS DO NOT APPEAR IN NORMAL MODE.  THEY ARE DIMMED BUT PRESENT IN PAGE LAYOUT.

·         CREATING A FOOTER - CLICK ON VIEW, HEADER AND FOOTER.  AT THE PANE, CHOOSE THE SWITCH BETWEEN HEADER AND FOOTER COMMAND ON THE TOOLBAR.

·         FORMATTING A HEADER OR FOOTER - HEADERS/FOOTERS DO NOT TAKE ON THE CHARACTER FORMATTING OF THE DOCUMENT.  YOU MUST FORMAT THE HEADER/FOOTER TO BE THE SAME AS THE DOCUMENT.  A HEADER/FOOTER CONTAINS 3 ALIGNMENT SETTINGS.  THE DEFAULT IS LEFT.  PRESS TAB ONCE FOR CENTERED MATERIAL, PRESS TAB TWICE TO GET RIGHT ALIGNED TEXT.

·         EDITING A HEADER/FOOTER - DOUBLE CLICK WITHIN THE HEADER/FOOTER AND MAKE CHANGES.

·         DELETING A HEADER/FOOTER - DOUBLE CLICK WITHIN THE HEADER/FOOTER, SELECT THE TEXT AND DELETE.

·         POSITIONING A HEADER/FOOTER - BY DEFAULT, A HEADER/FOOTER PRINTS .5 INCHES FROM THE EDGE OF THE PAGE.  YOU CAN CHANGE THIS FROM THE PAGE SETUP DIALOG BOX ON THE HEADER/FOOTER TOOLBAR.  CLICK IN THE MARGINS TAB, CHOOSE HEADER OR FOOTER AND TYPE IN MEASUREMENT.

·         CREATING DIFFERENT HEADERS/FOOTERS IN A DOCUMENT - YOU CAN CREATE A UNIQUE HEADER/FOOTER ON THE FIRST PAGE, OMIT A HEADER/FOOTER ON THE FIRST PAGE, CREATE DIFFERENT HEADERS/FOOTERS FOR ODD AND EVEN PAGES OR CREATE DIFFERENT HEADERS/FOOTERS FOR SECTIONS.  A) FIRST PAGE - AT HEADER/FOOTER PANE, CHOOSE THE PAGE SETUP COMMAND.  CHOOSE THE LAYOUT TAB, THEN CHOOSE DIFFERENT FIRST PAGE, CHOOSE OK.  KEY IN INFO FOR FIRST PAGE HEADER. CLICK ON SHOW NEXT BUTTON AND KEY IN THE INFO FOR THE REST OF THE HEADERS THEN CHOOSE CLOSE.  B) ODD/EVEN HEADERS/FOOTERS - FROM PAGE SETUP BOX, CHOOSE LAYOUT TAB, CHOOSE DIFFERENT ODD AND EVEN, CHOOSE OK.  TYPE IN ODD HEADER/FOOTER INFO, CLICK ON SHOW NEXT, KEY IN INFO FOR EVEN HEADER/FOOTER. CHOOSE CLOSE.  C) HEADERS/FOOTERS IN DIFFERENT SECTIONS  - USE THE INSERT, BREAK, SECTION BREAK COMMAND TO END AND START A NEW SECTION.  CREATE HEADERS/FOOTERS AS NORMAL. 

·         INSERTING PAGE NUMBERING - PAGE NUMBERS CAN BE ADDED WITH OPTIONS FROM THE PAGE NUMBERING DIALOG BOX FROM THE INSERT PULL DOWN MENU, PAGE NUMBERING OR THE HEADER/FOOTER PANE.  CHOOSE INSERT, PAGE NUMBERS.  THE POSITION OPTION HAS 2 CHOICES -TOP OR BOTTOM OF PAGE.  THE ALIGNMENT OPTION GIVES THE CHOICES OF THE MARGINS.

·         NUMBERS WILL APPEAR ON ALL PAGES.    YOU CAN PREVENT IT FROM PRINTING ON THE FIRST PANE.

·         DELETING PAGE NUMBERING - USE SAME METHOD AS DELETING A HEADER/FOOTER.

·         CHANGING PAGE NUMBERING FORMAT - AT THE PANE NUMBER FORMAT BOX, YOU CAN CHANGE THE NUMBERING FORMAT, ADD CHAPTER NUMBERING, AND SPECIFY WHERE YOU WANT PAGE NUMBERING TO BEGIN AND IN WHAT SECTIONS YOU WANT PAGE NUMBERING TO APPEAR.

·         FINDING TEXT - YOU CAN ENTER UP TO 256 CHARACTERS IN THE “FIND WHAT” BOX AND THE FIND DIALOG BOX.  A SEARCH BEGINS AT THE POSITION OF THE INSERTION POINT AND WILL SEARCH TO THE END OF THE DOCUMENT AND THEN START AT THE BEGINNING AND SEARCH THROUGH TO THE STARTING POINT.  WORD WILL KEEP A LIST OF THE RECENTLY SEARCHED ITEMS.   CLICK ON THE DOWN POINTING ARROW TO SEE THIS LIST.

·         CHOOSING FIND CHECK BOX OPTIONS - THE FIND DIALOG BOX CONTAINS A VARIETY OF CHECK BOX OPTIONS.  TO DISPLAY THESE OPTIONS, CLICK ON MORE AT THE FIND BOX.  (1) MATCH CASE - EXACTLY MATCHES THE SEARCH CASE  (2) FIND WHOLE WORDS ONLY - FINS WHOLE WORD, NOT PARTS OF OTHER WORDS  (3) USE WILDCARDS - SEARCH FOR WILDCARDS, SPECIAL CHARACTERS, OR SPECIAL OPERATORS  (4) SOUNDS LIKE - MATCH WORDS THAT SOUND ALIKE BUT ARE SPELLED DIFFERENTLY.  (EX:  KNOW AND NO)

·         CHOOSING A FIND DIRECTION - DEFAULT SETTING IS ALL.  TO CHANGE, CHOOSE SEARCH AT THE FIND DIALOG BOX AND MAKE CHOICE. (UP OR DOWN)

·         FINDING FORMATTING - YOU CAN SEARCH FOR CHARACTER AND/OR PARAGRAPH FORMATTING.  YOU CAN REPLACE FORMAT CODES WITH OTHER CODES OR WITH NOTHING AT ALL TO DELETE THEM.  IF IT IS JUST A FORMATTING CODE NOT RELATED TO SPECIFIC TEXT, AT THE FIND DIALOG BOX, CLICK ON FORMAT AND MAKE CHOICE FOR TYPE OF FORMATTING (PARAGRAPH, FONT, ETC.) AND CHOOSE THE FORMATTING YOU ARE SEARCHING FOR.

·         FINDING AND REPLACING TEXT - WITH WORD’S FIND AND REPLACE FEATURE, YOU CAN LOOK FOR SPECIFIC CHARACTERS OR FORMATTING AND REPLACE THEM WITH OTHER CHARACTERS OF FORMATTING. 

·         CONDUCTING A FIND AND REPLACE - CHOOSE EDIT-REPLACE.  AT THE REPLACE DIALOG BOX, KEY IN THE TEXT OR CLICK ON FORMAT TO PUT IN SEARCH CASE.  CHOOSE REPLACE WITH AND KEY IN TEXT OR PUT IN NEW FORMAT.  CHOOSE FIND NEXT IF YOU WANT TO MAKE THE DECISION TO REPLACE OR NOT OR CLICK ON REPLACE ALL TO REPLACE ALL OCCURRENCES AT ONCE.

·         FINDING AND REPLACING SPECIAL CHARACTERS - YOU CAN FIND AND REPLACE SPECIAL CHARACTERS LIKE PARAGRAPH MARKS, TAB CHARACTERS, BLANK SPACES, AND MUCH MORE WHEN YOU CHOOSE THE SPECIAL BUTTON AT THE BOTTOM OF THE FIND DIALOG BOX.  IF YOU WANT OT FIND OR REPLACE SPECIAL CHARACTERS, TURNING ON THE NONPRINTING CHARACTERS IS HELPFUL.

·         WHEN STARTING A SEARCH, MAKE SURE THERE ARE NO FORMATTING CODES IN THE FORMAT BOX (UNLESS YOU ARE LOOKING FOR THEM).  TO DELETE THEM, CLICK ON NO FORMATTING AT THE FIND DIALOG BOX BEFORE CONDUCTING THE FIND

·         FINDING SPECIFIC DOCUMENTS – TO SEARCH FOR DOCUMENTS CONTAINING SPECIFIC TEXT, DISPLAY THE OPEN DIALOG BOX, KEY THE TEXT FOR WHICH YOU ARE SEARCHING IN THE TEXT OR PROPERTY TEXT BOX AND THEN CLICK THE FIND NOW BUTTON.  WORD SEARCHES THROUGH THE LIST OF FILES AND THEN DISPLAYS ONLY THOSE DOCUMENTS CONTAINING THE SPECIFIED TEXT.

·         USING TEMPLATES – WORD HAS INCLUDED A NUMBER OF TEMPLATE DOCUMENTS THAT ARE FORMATTED FOR SPECIFIC USES.  EACH WORD DOCUMENT IS BASED ON A TEMPLATE DOCUMENT WITH THE NORMAL TEMPLATE.  TEMPLATES AND WIZARDS ARE AT THE FILE-NEW DIALOG BOX.  TEMPLATES ARE BASIC FORMAT.  WIZARDS ACTUALLY CREATE A DOCUMENT FOR YOU.

·         FORMATTING WITH PREDESIGNED STYLES - APPLYING STYLES – A WORD DOCUMENT BY DEFAULT IS BASED ON THE NORMAL TEMPLATE.  THIS NORMAL STYLE IS APPLIED TO TEXT BY DEFAULT.  THIS INCLUDES THINGS LIKE FONT TYPE, SIZE, STYLE, LEFT ALIGNMENT, SINGLE SPACING, ETC.  THE STYLE BUTTON IS THE FIRST BUTTON ON THE FORMATTING TOOLBAR.  CHOOSE THE TEXT, CLICK ON THE DOWN POINTING ARROW ON THE STYLE BUTTON AND MAKE CHOICE.

·         INSERTING COMMENTS – IF SOMEONE IS REVIEWING A DOCUMENT, THEY CAN VIEW OR CREATE COMMENTS.  TO INSERT A COMMENT, PLACE INSERTION POINT AT LOCATION FOR COMMENT, CHOOSE INSERT-COMMENT AND TYPE INFO FOR COMMENT.  THE REVIEWING TOOLBAR WILL APPEAR.  TO VIEW COMMENTS IF NOT VISIBLE, CHOOSE THE SHOW BUTTON ON REVIEWING TOOLBAR AND CLICK ON SHOW COMMENTS.  TO PRINT COMMENTS, CHOOSE FILE-PRINT-PRINT WHAT AND CLICK ON DOCUMENT PROPERTIES. 

 

CHAPTER 7:  CREATING AND FORMATTING TABLES

·         TABLES CONTAIN ROWS (RUNNING FROM THE LEFT TO RIGHT) AND COLUMNS (RUNNING FROM THE TOP TO THE BOTTOM).  CELLS ARE THE INTERSECTIONS OF ROWS AND COLUMNS.

·         CELLS CAN CONTAIN LETTERS, NUMBERS, TEXT, DATA OR FORMULAS.  ALL THE FORMATTING COMMANDS ARE AVAILABLE WITHIN TABLES.

·         CREATING A TABLE - CHOOSE THE TABLE PULL-DOWN MENU-INSERT TABLE-KEY IN THE NUMBER OF COLUMNS AND ROWS DESIRED.  A TABLE WILL APPEAR ON THE DOCUMENT SCREEN.  YOU CAN ALSO CREATE A TABLE BY CHOOSING THE INSERT TABLE BUTTON ON THE TOOLBAR.  WHEN CHOSEN, A GRID WILL APPEAR.  HOLD DOWN THE LEFT BUTTON AND MOVE THE ARROW POINTER DOWN AND ACROSS UNTIL THE CORRECT NUMBER OF COLUMNS APPEAR.  WHEN THE TABLE IS PLACED ON THE SCREEN, THE INSERTION POINT IS IN CELL A1.  THE LINES THAT FORM THE TABLE ARE CALLED GRIDLINES.  WITH THE RULER VISIBLE, TABLE COLUMN MARKERS ARE DISPLAYED.  WITH THE SHOW/HIDE COMMAND ON, YOU WILL SEE THE END OF CELL AND END OF ROW MARKERS.

·         ENTERING TEXT - KEY OR EDIT TEXT WITH THE INSERTION POINT IN THE DESIRED CELL AS YOU NORMALLY WOULD KEY TEXT.  YOU CAN MOVE THE INSERTION POINT TO THE NEXT CELL WITH THE MOUSE OR BY PRESSING THE TAB KEY.  SHIFT+TAB WILL MOVE THE INSERTION POINT BACKWARD ONE CELL.  IF THE TEXT DOESN’T FIT, IT WRAPS.  WHEN YOU HIT ENTER IN A CELL, THE CELL GETS ONE LINE BIGGER.  CTRL+TAB MOVES THE INSERTION POINT TO A TAB STOP WITHIN A CELL.

·         SELECTING CELLS - THE MOUSE CAN BE USED TO SELECT A SPECIFIC CELL, A GROUP OF CELLS, ROWS, COLUMNS, OR AN ENTIRE TABLE.  FROM THE LEFT SIDE OF A CELL, BETWEEN THE LEFT COLUMN BOARDER AND THE END OF THE CELL MARKER OR FIRST CHARACTER IN CELL, IS CALLED THE SELECTION BAR.  WHEN THE ARROW POINTER IS POSITIONED IN THE CELL SELECTION BAR, IT TURNS INTO AN ARROW POINTING UP AND TO THE RIGHT.  TO SELECT AN INDIVIDUAL CELL, POSITION THE POINTER IN THE SELECTION BAR AT THE LEFT AND CLICK.  TO SELECT MORE THAN ONE CELL, DRAG THE MOUSE WHILE HOLDING DOWN THE LEFT BUTTON.

·         DELETING A TABLE - TO DELETE JUST THE TEXT, SELECT THE TABLE AND PRESS DELETE UP TO BUT NOT INCLUDING THE PARAGRAPH MARK.  TO DELETE THE ENTIRE TABLE, SELECT THE ENTIRE TABLE PLUS THE PARAGRAPH MARK AFTER THE TABLE AND PRESS DELETE.

·         FORMATTING A TABLE - (1) ADDING BORDERS - BY DEFAULT, SINGLE GRIDLINES PRINT.  IF YOU WANT DIFFERENT LINES, YOU MUST BLOCK THE CELLS AND CREATE BORDERS.  SPECIFIC BORDERS CAN BE ADDED TO ONE CELL, A ROW, A COLUMN, A GROUP OF CELLS OR THE ENTIRE TABLE.  YOU CAN ALSO ADD SHADING.  (2) ADDING SHADING – TO ADD VISUAL APPEAL TO A TABLE, SHADING CAN BE ADDED TO CELLS.  SHADING CAN BE ADDED TO SELECTED CELLS FROM THE FORMAT-BORDERS AND SHADING DIALOG BOX WITH THE SHADING TAB SELECTED.

·         CHANGING COLUMN WIDTH - ALL COLUMNS ARE EQUAL WHEN A TABLE IS FIRST CREATED.  THERE ARE SEVERAL METHODS FOR CHANGING THE WIDTHS.  WITH THE MOUSE, POSITION THE POINTER ON THE GRIDLINE SEPARATING THE COLUMNS UNTIL THE INSERTION POINT TURNS INTO A LEFT AND RIGHT POINTING ARROW.  HOLD DOWN THE MOUSE BUTTON, DRAG THE COLUMN LINE TO DESIRED LOCATION, THEN RELEASE.  (THE COLUMN TO THE RIGHT IS DECREASED).  IF YOU KNOW THE EXACT SIZE FOR THE COLUMN, CHOOSE TABLE-CELL HEIGHT/WIDTH AND TYPE THE SIZE.

·         CHANGING ALIGNMENT OF TEXT - (DEFAULT IS LEFT) SELECT CELLS, CLICK ON THE DESIRED ALIGNMENT BUTTON ON THE TOOLBAR.

·         ALIGNING THE TABLE - (DONE AT CELL HEIGHT/WIDTH BOX) USE THE ROW TAB.

·         INSERTING ROWS - INSERT ROWS AT THE TABLE MENU.  BY DEFAULT A ROW IS INSERTED ABOVE THE INSERTION POINT LOCATION.  IF YOU ARE IN THE LAST CELL, PRESSING TAB WILL ADD ANOTHER ROW.

·         INSERTING COLUMNS - CHOOSE TABLE-INSERT COLUMNS

·         DELETING ROWS , COLUMNS, AND/OR CELLS - A SPECIFIC CELL, BLOCK IT CHOOSE TABLE-DELETE CELLS-ENTER; A SPECIFIC ROW, SELECT THE ROW, CHOOSE TABLE-DELETE ROWS-ENTER; A SPECIFIC COLUMN, SELECT THE COLUMN, CHOOSE TABLE-DELETE COLUMN

·         MERGING CELLS - SELECT CELLS TO BE MERGED, CHOOSE TABLE-MERGE (MAKE SURE THERE ISN’T ANY TEXT IN THE CELLS TO MERGE)

·         SPLITTING CELLS - SELECT CELLS TO SPLIT, CHOOSE TABLE-SPLIT

·         CUTTING AND PASTING TEXT - SELECT THE CELL(S), ROW(S), OR COLUMN(S), CHOOSE CUT OR COPY BUTTON, MOVE INSERTION POINT TO DESIRED LOCATION, CHOOSE PASTE.

·         FORMATTING WITH AUTOFORMAT - (PREDESIGNED TABLE FORMATS) HAVE THE INSERTION POINT WITHIN THE TABLE, CHOOSE TABLE-AUTOFORMAT.  SELECT A TABLE FORMAT.  YOU CAN MAKE CHANGES TO THE FORMAT BY REMOVING “X’S” FROM THE CHOICES.

·         PERFORMING CALCULATIONS - NUMBERS IN TABLES CAN BE CALCULATED.  POSITION CURSOR IN CELL FOR THE ANSWER.  CHOOSE TABLE-FORMULA.  LOOK AT THE FORMULA IN THE BOX TO CHECK TO SEE IF IT IS CORRECT.  IF NOT CORRECT, MAKE THE NECESSARY CORRECTIONS.  FOUR BASIC OPERATORS CAN BE USED. 

·         + ADDITION   - SUBTRACTION  * MULTIPLICATION  / DIVISION