· OPENING WORD – CLICK ON START, CHOOSE PROGRAMS, CLICK ON MICROSOFT WORD.
·
PARTS OF THE WORD SCREEN: (1) TITLE BAR - SHOWS
TITLE OF DOCUMENT (DOCUMENT 1 OR PREVIOUSLY USED NAME) (2) MENU
BAR - PULL DOWN MENUS TO USE COMMANDS
(3) STANDARD TOOLBAR - ICONS
TO USE COMMANDS
(4) FORMATTING TOOLBAR - PULL DOWN
COMMANDS AND ICONS. WORD PROVIDES A
TOOL TIP IF YOU PLACE THE MOUSE POINTER ON A ICON AND LEAVE IT THERE FOR A
SECOND (5) INSERTION POINT -
BLINKING LINE THAT SHOWS LOCATION OF NEXT CHARACTER (6) MOUSE INDICATOR - IT IS AN I-BEAM IN THE DOCUMENT SCREEN AND AN
ARROW OUTSIDE OF THE DOCUMENT SCREEN
(7) SCROLL BARS - (HORIZONTAL AND VERTICAL), CLICK ON ARROWHEADS TO
MOVE LINE BY LINE OR GRAB SCROLL BOX TO
MOVE QUICKLY (8) STATUS
BAR - DISPLAYS CURRENT LOCATION OF INSERTION POINT
·
WORD WRAP - DON’T PRESS ENTER AT END OF
LINE UNLESS YOU WANT TO MOVE DOWN TO THE NEXT LINE TO START A NEW PARAGRAPH.
·
AUTOCORRECT - FEATURE THAT AUTOMATICALLY CORRECTS SOME
COMMONLY MISSPELLED WORDS. (EX: THE, AND)
·
CORRECTING TEXT
WITH SPELL-IT – THIS FEATURE AUTOMATICALLY INSERTS A WAVY RED LINE BELOW
UNKNOWN WORDS. IF THE WORD IS CORRECT,
LEAVE IT. IF IT IS NOT CORRECT, YOU
HAVE TWO CHOICES-YOU CAN BACKSPACE AND FIX IT OR RIGHT CLICK ON THE WORD TO SEE
A LIST OF POSSIBLE CORRECT SPELLINGS FOR THE WORD AND CLICK ON THE CHOICE TO
REPLACE IT IN THE DOCUMENT. WORD ALSO
CONTAINS A GRAMMAR CHECKER. A WAVY GREEN
LINE IS PLACED UNDER GRAMMATICAL ERRORS.
YOU HAVE THE SAME OPTIONS HERE TO CORRECT IT.
·
SPACING
PUNCTUATION – WORD USES A PROPORTIONAL TYPEFACE SO ONLY LEAVE ONE SPACE
AFTER A COLON OR SENTENCE ENDING PUNCTUATION.
HOWEVER, IF YOU ARE USUALLY SPACE TWICE, THAT IS FINE.
·
SAVING A
DOCUMENT - BY DEFAULT, THE COMPUTER WILL SAVE TO THE A:\ DRIVE. CHOOSE THE FILE PULL DOWN MENU AND CHOOSE
SAVE AS. AT THE SAVE AS DIALOG BOX,
TYPE IN THE NAME FOR DOCUMENT. THE SAVE
COMMAND OR THE DISK ICON ON THE STANDARD TOOLBAR IS ONLY USED TO SAVE A
DOCUMENT FOR THE FIRST TIME OR TO SAVE AN UPDATED VERSION OF AN EXISTING NAMED
DOCUMENT.
·
CHANGING THE
DEFAULT FOLDER – AT THE SAVE AS DIALOG BOX, CLICK ON THE DOWN POINTING
ARROW NEXT TO “SAVE IN” AND CLICK ON DESIRED LOCATION.
·
NAMING A
DOCUMENT - A FILENAME CAN CONTAIN UP TO 255 CHARACTERS INCLUDING FOLDER
NAMES AND EXTENSIONS. THERE ARE CERTAIN
SYMBOLS YOU CAN’T USE.
·
CANCELING A
COMMAND - IN A DIALOG BOX, CHOOSE CANCEL; IN A PULL DOWN MENU, CLICK
OUTSIDE WITH THE LEFT MOUSE BUTTON.
·
OPENING A
DOCUMENT - CHOOSE FILE, THEN OPEN.
SCROLL THROUGH THE LIST OF FILENAMES AND DOUBLE CLICK WITH THE LEFT
MOUSE BUTTON OR CHOOSE THE OPEN ICON FROM THE STANDARD TOOLBAR
·
CLOSING A
DOCUMENT - SAVE FIRST THEN CHOOSE FILE, CLOSE. IF YOU DON’T SAVE FIRST, WORD WILL GIVE YOU THE OPTION TO SAVE.
·
CREATING A NEW
DOCUMENT – CLICK ON NEW ICON ON STANDARD TOOLBAR OR CHOOSE FILE-NEW AND
CLICK ON TYPE OF DOCUMENT TO CREATE.
·
TURNING ON/OFF
THE DISPLAY OF TOOLBARS – CHOOSE VIEW-TOOLBARS AND CLICK ON A TOOLBAR NAME
TO PLACE AN “X” TO ACTIVATE OR CLICK ON AN ACTIVATED TOOLBAR TO TURN IT
OFF. YOU CAN ALSO RIGHT CLICK ON ANY
TOOLBAR AND TURN ANY TOOLBAR ON OR OFF BY CLICKING ON ITS NAME.
·
EXPANDING DROP
DOWN MENUS – CLICK TOOLS, CUSTOMIZE-OPTIONS AND CLICK IN THE MENUS SHOW
RECENTLY USED COMMANDS FIRST TO REMOVE OR TURN OFF THIS OPTION.
·
PRINTING A
DOCUMENT - CHOOSE FILE, PRINT OR CLICK ON THE PRINT ICON TO PRINT OPEN
FILE; THE ONE ON THE SCREEN
·
MANY DOCUMENTS NEED TO BE EDITED ONCE CREATED. REMOVING TEXT IS CALLED DELETING; ADDING
TEXT IS CALLED INSERTING.
·
MOVING THE
CURSOR WITHIN A DOCUMENT - USE THE
DIRECTIONAL KEYS OR MOVE THE I-BEAM TO DESIRED LOCATION AND PRESS THE LEFT
MOUSE BUTTON
·
SCROLL BARS
- CLICK ON THE UP OR DOWN POINTING ARROWHEAD TO MOVE LINE BY LINE OR GRAB ON TO
THE SCROLL BOX WITH THE MOUSE AND DRAG TO DESIRED LOCATION. THIS ONLY MOVES THE VIEW, NOT THE INSERTION
POINT. BELOW THE DOWN SCROLL TRIANGLE,
THERE ARE THREE BUTTONS USE TO MANEUVER TO SPECIFIC LOCATIONS IN A DOCUMENT. THE FIRST IS PREVIOUS PAGE THE LAST IS NEXT
PAGE. THE MIDDLE BUTTON LETS YOU
ESTABLISH BY WHAT CRITERIA YOU ARE GOING TO BROWSE BY.
·
INSERTING TEXT
IN AN EXISTING DOCUMENT - MOVE INSERTION POINT TO DESIRED LOCATION. BY DEFAULT, WORD IS IN THE INSERT MODE. THAT MEANS AS TEXT IS TYPE, ANY EXISTING
TEXT TO THE RIGHT IS MOVED OVER. (THE INSERT KEY IS KNOWN AS A TOGGLE KEY)
·
DELETING TEXT
- MOVE INSERTION POINT TO DESIRED LOCATION, PRESS DELETE KEY TO DELETE THE
CHARACTER TO THE RIGHT OF THE INSERTION POINT OR PRESS THE BACKSPACE KEY TO
DELETE THE CHARACTER TO THE LEFT OF THE INSERTION POINT.
·
SPLITTING AND
JOINING PARAGRAPHS - PLACE INSERTION POINT AT BEGINNING OF SENTENCE FOR NEW
PARAGRAPH AND PRESS ENTER TWO TIMES. TO
JOIN PARAGRAPHS TO MAKE ONE, MOVE INSERTION POINT TO END OF LAST SENTENCE IN
TOP PARAGRAPH AND PRESS DELETE UNTIL PARAGRAPHS ARE JOINED.
·
PROOFREADER’S
MARKS - PAGE 843 DISPLAYS MARKS AND THEIR MEANINGS
·
SELECTING TEXT -
WITH THE MOUSE, MOVE INSERTION POINT TO BEGINNING POINT TO SELECT, HOLD DOWN
THE LEFT MOUSE BUTTON AND DRAG I-BEAM OVER THE TEXT TO SELECT THEN RELEASE THE
BUTTON. THE TEXT REMAINS IN THE BLACK
HIGHLIGHT. DO NOT LET GO OF THE BUTTON
UNTIL YOU HAVE THE DESIRED TEXT BLOCKED.
IF YOU MAKE A MISTAKE AND BLOCK TOO MUCH, JUST MOVE MOUSE BACK TO LAST
TEXT TO BE BLOCKED. TO BLOCK WITH THE
KEYBOARD, MOVE TO BEGINNING LOCATION, HOLD DOWN THE SHIFT KEY AND MOVE WITH THE
DIRECTIONAL KEYS. YOU CAN USE THE MOUSE
AND KEYBOARD IN COMBINATION.
·
SELECTING A WORD
- PLACE THE MOUSE I-BEAM ON THE DESIRED WORD AND CLICK TWICE ON THE LEFT-HAND
MOUSE BUTTON.
·
SELECTING AN
ENTIRE LINE – CLICK ONCE IN THE SELECTION AREA (AT LEFT).
·
SELECTING AN
ENTIRE PARAGRAPH - WITH THE MOUSE I-BEAM IN THE DESIRED PARAGRAPH, CLICK
THE LEFT MOUSE BUTTON THREE TIMES OR TWICE IN SELECTION AREA.
·
SELECTING THE
ENTIRE DOCUMENT - CLICK THREE TIMES
IN SELECTIONS AREA OR PRESS CTRL + A
·
UNDO AND REDO
COMMANDS - IF YOU MAKE A MISTAKE AND DELETE SOME TEXT OR MAKE AN ERROR IN
FORMATTING, CLICK ON THE UNDO BUTTON TO RESTORE.
CHAPTER TWO: FORMATTING CHARACTERS AND USING HELP
· FORMAT - THE APPEARANCE OF A DOCUMENT ON THE DOCUMENT SCREEN AND HOW IT LOOKS WHEN PRINTED. FORMATTING MAY INCLUDE SUCH ELEMENTS AS ALL CAPS, LINE SPACING CHANGES, INDENTING, EVEN AND UNEVEN MARGINS, TABS, BOLDING, ITALICIZING, UNDERLINING, ETC.
· DEFAULT - PRESET SETTINGS WHEN YOU ENTER A PROGRAM. EXAMPLES ARE THE MARGINS, TABS, ETC.
· BOLDING TEXT - BOLD COMMAND CAN BE USED BEFORE OR AFTER TYPING TEXT (1) AS KEYED - CLICK ON BOLD BUTTON ON STANDARD TOOLBAR, TYPE TEXT, CLICK ON BOLD BUTTON WHEN FINISHED. YOU CAN ALSO HIT CTRL+B TO TURN BOLD ON AND OFF. THE BUTTON WILL APPEAR IN A LIGHTER GRAY COLOR IF IT IS ON. (2) EXISTING TEXT - SELECT THE TEXT AND CLICK ON BOLD BUTTON OR PRESS CTRL+B.
· DELETING BOLD IN TEXT - SELECT THE BOLDED TEXT AND CLICK ON BOLD BUTTON OR PRESS CTRL+B.
· REMOVING ALL FORMATTING - SELECT THE TEXT AND HIT CTRL+SPACEBAR.
· ITALICS AND UNDERLINE - WORK IN THE SAME FASHION AS BOLD
· QUICKLY USING BOLD, ITALICS, AND UNDERLINE - HAVE INSERTION POINT IN WORD TO CHANGE AND CLICK ON COMMAND ON STANDARD TOOLBAR.
· SPECIAL UNDERLINING COMMANDS - THERE ARE DIFFERENT UNDERLINE OPTIONS AVAILABLE BY CHOOSING FORMAT-FONT-UNDERLINE OR YOU CAN USE THE SHORTCUT COMMANDS.
· CHANGING THE CASE - SELECT TEXT, CHOOSE FORMAT, CHANGE CASE AND MAKE CHOICE. SENTENCE CASE - CAPITALIZES THE FIRST WORD; LOWERCASE - MAKES ALL LETTERS LOWERCASE; UPPERCASE - MAKES ALL LETTERS UPPERCASE; TITLE CASE - CAPITALIZES ALL FIRST LETTERS OF EVERY WORD; TOGGLE - REVERSES UPPER AND LOWERCASE LETTERS.
· FONT - CONSISTS OF THREE COMPONENTS; TYPEFACE, TYPE SIZE AND TYPE STYLE
· AVAILABILITY OF FONTS - DEPENDS UPON THE PRINTER.
· TYPEFACE - SET OF CHARACTERS WITH A COMMON DESIGN AND SHAPE. THERE ARE TWO CATEGORIES: (1) MONOSPACED – THE SAME AMOUNT OF SPACE FOR ALL CHARACTERS (2) PROPORTIONAL - DIFFERENT AMOUNT OF SPACE FOR EACH INDIVIDUAL CHARACTERS. PROPORTIONAL FONTS CAN BE SERIF (TAIL) OR SANS SERIF (NO TAIL).
· TYPE SIZE - POINT IS THE MEASUREMENT FOR PROPORTIONAL. A POINT IS APPROXIMATELY 1/72 OF AN INCH. THE HIGHER THE POINT SIZE, THE LARGER THE CHARACTERS.
· TYPE STYLE - WITHIN A TYPEFACE, THE CHARACTERS CAN HAVE A VARYING STYLE. THE FOUR MAIN STYLES ARE NORMAL, BOLD, ITALIC, AND BOLD ITALIC.
· FONT - DESCRIBES A PARTICULAR TYPEFACE IN A SPECIFIC STYLE AND SIZE. WITH PROPORTIONAL FONTS, SPACE ONLY ONCE AFTER A COLON OR SENTENCE ENDING PUNCTUATION.
· AVAILABLE FONTS - THEY ARE DISPLAYED IN THE FONT LIST BOX AT THE FONT DIALOG BOX (FORMAT, FONT) OR THE SECOND BOX ON THE FORMATTING TOOLBAR. JUST CLICK ON THE DOWN-POINTING ARROW TO SEE LIST. DOUBLE CLICK ON CHOICE. THE TYPE SIZE CAN BE CHANGED ON THE FORMATTING TOOLBAR.
· UNDERLINE OPTIONS - DOUBLE, DOTTED AND WORDS ONLY OPTIONS CAN BE FOUND IN THE FONT DIALOG BOX.
· COLOR OPTIONS - YOU CAN PRINT IN COLOR WITH A COLOR PRINTER. CHOICES ARE AT THE FONT DIALOG BOX.
· EFFECTS - STRIKETHROUGH, SUBSCRIPT, SUPERSCRIPT, CAPS CHOICES AND HIDDEN TEXT OPTIONS ARE AT THE FONT DIALOG BOX.
· ADJUSTING CHARACTER SPACING – EACH TYPEFACE IS DESIGNED WITH A SPECIFIC AMOUNT OF SPACING BETWEEN CHARACTERS. TO CHANGE THIS, CHOOSE FORMAT-FONT-CHARACTER SPACING TAB-SCALE AND TYPE IN SIZE.
· ANIMATING TEXT- TO ADD ANIMATION TO TEXT, CHOOSE FORMAT-FONT-TEXT EFFECTS AND MAKE CHOICE.
· INSERTING SYMBOLS - CHOOSE INSERT, SYMBOL AND CHANGE FONTS TO SEE CHOICES.
· INSERTING SPECIAL CHARACTERS - CHOOSE INSERT-SYMBOL AND CLICK ON THE SPECIAL CHARACTERS TAB TO SEE CHOICES. DOUBLE CLICK ON CHOICE AND CHOOSE CLOSE.
CHAPTER 3: FORMATTING PARAGRAPHS
· PARAGRAPH - ANY AMOUNT OF TEXT FOLLOWED BY A PARAGRAPH MARK (ENTER).
· PARAGRAPH MARK - ALL FORMATTING CODES ARE CONTAINED IN THE PARAGRAPH MARK. BY DEFAULT, THE PARAGRAPH MARK DOES NOT APPEAR ON THE SCREEN. TO DISPLAY THE MARK, CHOOSE TOOLS, OPTIONS, VIEW, PARAGRAPH MARKS (X MEANS IT IS ON) OR CLICK ON SHOW/HIDE PARAGRAPH MARKS BUTTON ON THE STANDARD TOOLBAR. YOU CAN’T ACTUALLY DELETE ALL OF THE PARAGRAPH MARKS.
· ALIGNMENT OF TEXT - BY DEFAULT, TEXT IS ALIGNED LEFT. THAT MEANS AN EVEN LEFT MARGIN AND A JAGGED RIGHT MARGIN. IT CAN BE CHANGED TO RIGHT, CENTERED, OR JUSTIFIED (FULL). TO CHANGE ALIGNMENT BEFORE TYPING, CLICK ON CHOICE FROM STANDARD TOOLBAR, OR CHOOSE FORMAT, PARAGRAPH, ALIGNMENT AND MAKE CHOICE. TO CHANGE ALIGNMENT OF EXISTING TEXT, BLOCK THE DESIRED TEXT (OR IF ONE PARAGRAPH, PLACE INSERTION POINT IN THAT PARAGRAPH) AND MAKE CHOICE. IF YOU ARE CHANGING ALIGNMENT OF NONADJACENT PARAGRAPHS, MAKE THE CHANGE IN THE FIRST ONE, MOVE INSERTION POINT TO NEXT PARAGRAPH TO CHANGE AND PRESS F4 (REPEAT KEY). TO CHANGE ADJACENT PARAGRAPHS, BLOCK A PORTION OF OR ALL OF EACH PARAGRAPH AND MAKE CHOICE. YOU CAN ALSO CHANGE ALIGNMENT AT THE PARAGRAPH DIALOG BOX. CHOOSE FORMAT-PARAGRAPH AND CHANG ALIGNMENT UNDER INDENTS AND SPACING TAB.
· TO REMOVE ALL FORMATTING COMMANDS - HAVE THE INSERTION POINT IN THE PARAGRAPH TO BRING BACK TO THE DEFAULT SETTINGS (OR BLOCK SELECTED AREA) AND PRESS CTRL + Q.
· SPACING BEFORE AND AFTER PARAGRAPHS – FORMAT-PARAGRAPH-SPACING BEFORE AND/OR AFTER.
· QUICK ACCESS TO PARAGRAPH DIALOG BOX - HAVE INSERTION POINT IN DESIRED PARAGRAPH, CLICK ON RIGHT HAND MOUSE BUTTON AND CHOOSE PARAGRAPH TO SEE CHOICES.
· INDENTING TEXT IN PARAGRAPHS - TO INDENT FROM THE LEFT MARGIN, CLICK ON THE INCREASE INDENT BUTTON ON THE STANDARD TOOLBAR. THIS WILL INDENT ALL LINES IN THE PARAGRAPH ONE-HALF INCH FROM THE LEFT MARGIN. YOU CAN ALSO CHOOSE FORMAT-PARAGRAPH-LEFT UNDER THE INDENTION COMMAND. TO INDENT FROM BOTH THE LEFT AND RIGHT, BE IN THE PARAGRAPH, ACCESS THE PARAGRAPH DIALOG BOX AND CHANGE THE MEASUREMENT IN THE LEFT AND RIGHT BOXES UNDER INDENTATION. YOU CAN ALSO USE THE INDENT MARKERS ON THE RULER. THE LEFT TOP MARKER IS THE FIRST LINE INDENT; THE LEFT LOWER IS THE LEFT INDENT MARKER; THE RIGHT ON IS THE RIGHT INDENT MARKER.
· HANGING INDENTS - USED FOR BIBLIOGRAPHIES. THE FIRST LINE STARTS AT THE LEFT MARGIN AND ANY SUBSEQUENT LINES WITHIN THAT PARAGRAPH ARE INDENTED FROM THE LEFT MARGIN. BE IN THE PARAGRAPH OR AT THE STARTING LOCATION BEFORE TYPING, CHOOSE FORMAT-PARAGRAPH. SPECIAL AND CHOOSE HANGING INDENT. YOU CAN ALSO USE THE RULER. MOVE THE HANGING INDENT MARKER.
· CREATING ORDINALS – ITEMS LIKE 1ST AND 2ND. JUST TYPE THE NORMAL NUMBER AND TEXT AND WORD WILL AUTOMATICALLY FIX IT.
· CREATING NUMBERED AND BULLETED PARAGRAPHS – IF YOU TYPE 1. AND PRESS THE SPACEBAR AND TYPE A PARAGRAPH, WHEN YOU HIT ENTER, WORD WILL PLACE A 2. AND CREATE A HANGING INDENT. THIS IS PART OF THE AUTOFORMAT FEATURE. TO TURN OFF THE NUMBERING FEATURE, HIT ENTER TWICE OR PRESS THE NUMBER BUTTON ON THE FORMATTING TOOLBAR. BULLETED PARAGRAPHS CAN ALSO BE CREATED WITH THE AUTOFORMAT FEATURE. WHEN A PARAGRAPH IS STARTED WITH AN *, O, >, - OR ANY OTHER SYMBOL, A SPECIFIC BULLET IS PLACED AND A HANGING INDENT IS CREATED. YOU CAN ALSO USE THE BULLETS AND NUMBERING DIALOG BOX FROM THE FORMAT MENU TO CREATE MULTI-LEVEL LISTS OR OUTLINES.
· CHANGING LINE SPACING - BY DEFAULT, WORD USES SINGLE-SPACING. TO CHANGE EXISTING TEXT, SELECT THE TEXT TO CHANGE, CHOOSE FORMAT, PARAGRAPH, LINE SPACING. CLICK ON THE DOWN-POINTING ARROW AND MAKE CHOICE.
· REPEATING LAST ACTION –F4 IS THE REPEAT KEY AND WILL REPEAT THE LAST ACTION THAT WAS PERFORMED.
· CHANGING MARGINS - CHOOSE FILE, PAGE SETUP OR DOUBLE-CLICK ON THE GRAY AREA BETWEEN THE RULER AND FORMATTING TOOLBAR TO VIEW DEFAULT SETTINGS (MAKE SURE MARGINS TAB IS SELECTED). CHOOSE MARGIN TO CHANGE, TYPE IN MEASUREMENT. IF YOU WANT NEW MARGINS TO AFFECT THE ENTIRE DOCUMENT, POSITION THE INSERTION POINT ANYWHERE IN THE DOCUMENT AND MAKE CHANGES. TO AFFECT FROM LOCATION OF INSERTION POINT FORWARD, SELECT THE TEXT AND MAKE CHANGES OR CHOOSE FROM THIS POINT FORWARD.
· CHANGING MARGINS WITH THE RULER - DISPLAY THE RULER BY CHOOSING VIEW, RULER. THE GRAY AREAS ON THE RULER ARE THE MARGINS AND THE WHITE INDICATES THE TYPING LINE. THE ARROWHEADS ON THE RULER ARE CALLED MARGIN BOUNDARIES. TO CHANGE THE MARGINS, CLICK AND HOLD DOWN ON THE BOUNDARIES AND DRAG THEM TO DESIRED LOCATION. IF YOU ARE IN THE PAGE LAYOUT VIEW, YOU CAN CHANGE THE TOP MARGIN BY DRAGGING THE MOUSE WHILE ON THE SEPARATOR LINE BETWEEN THE WHITE AND GRAY AREA (MARGIN BOUNDARY) ON THE HORIZONTAL RULER. YOU CAN ALSO CHANGE THE LEFT AND RIGHT MARGINS ON THE RULER. HOLD DOWN THE ALT KEY TO SEE A SPECIFIC MEASUREMENT.
· ADDING A GUTTER MARGIN - THE GUTTER OPTION AT PAGE SETUP DIALOG BOX IS USED TO CREATE GUTTER MARGINS FOR BOUND MATERIAL. DEFAULT FOR GUTTER MARGINS IS 0 INCHES.
· CREATING MIRROR MARGINS - MARGINS ARE REVERSED FOR ODD AND EVEN PAGES FOR BINDING LIKE A REPORT.
· AFFECTING TEXT FLOW - CHOOSE FORMAT, PARAGRAPH, TEXT FLOW TAB. (A) TURNING WIDOW/ORPHAN CONTROL ON AND OFF - WIDOW IS THE LAST LINE OF A PARAGRAPH THAT APPEARS AT THE TOP OF A PAGE. ORPHAN IS THE FIRST LINE OF A PARAGRAPH THAT APPEARS AT THE BOTTOM OF THE PAGE. THIS FEATURE WILL PREVENT THESE FROM HAPPENING. (B) KEEPING PARAGRAPH TOGETHER ON SAME PAGE - POSITION INSERTION POINT IN PARAGRAPH, CHOOSE FORMAT, PARAGRAPH TEXT FLOW, KEEP LINES TOGETHER.
· INSERTING HARD PAGE BREAKS - POSITION CURSOR AT LOCATION, CHOOSE INSERT, BREAK PAGE BREAK OR PRESS CTRL + ENTER.
· CHANGING PAPER SIZE - STANDARD PAPER IS 8 1/2 BY 11. TO CHANGE SIZE, CHOOSE FILE, PAGE SETUP, PAPER SIZE TAB.
· CENTERING TEXT ON THE PAGE - PAGE SETUP, LAYOUT, VERTICAL ALIGNMENT
· PREVIEWING A DOCUMENT - YOU CAN VIEW A PARTIAL PAGE, SINGLE PAGE, MULTIPLE PAGES, OR ZOOM INTO A PARTICULAR AREA. CLICK ON PRINT PREVIEW BUTTON (MAGNIFYING GLASS ON PAPER) ON STANDARD TOOLBAR.
· CHANGING THE DOCUMENT ZOOM - NEXT TO HELP BUTTON ON STANDARD TOOLBAR.
· 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) DISPLAYING DOCUMENT
PROPERTIES – WORD WILL PROVIDE SPECIFIC DETAILS ABOUT A DOCUMENT WITH THE
PROPERTIES OPTIONS FORM THE OPEN OR SAVE AS DIALOG BOX FROM THE SHORTCUT
MENU. AT SAVE AS OR OPEN, RIGHT CLICK
ON THE DESIRED FILE AND CHOOSE PROPERTIES.
YOU CAN KEY IN SPECIFIC INFORMATION IN THE FIELDS.
(10) PROTECTING DOCUMENTS –
SENSITIVE DOCUMENTS CAN BE PROTECTED WITH A PASSWORD. CHOOSE FILE-SAVE AS-GENERAL OPTIONS-PASSWORD AND KEY IN PASSWORD (11) CHANGING THE DISPLAY OPTIONS – AT
THE OPEN OR SAVE AS DIALOG BOX, THE LIST OF DOCUMENTS IN THE ACTIVE FOLDER IS
DISPLAYED. THIS DISPLAY CAN BE CHANGED
WITH BUTTONS AT THE TOP OF THE DIALOG BOX TO LIST, DETAILS. PROPERTIES OR PREVIEW.
· CHANGING VIEWS – THE TWO VIEW WE WILL USE ARE NORMAL AND PRINT LAYOUT. THE NORMAL VIEW IS USED FOR JUST VIEWING TEXT. THE PRINT LAYOUT VIEW IS A TRUER REPRESENTATION OF WHAT YOUR DOCUMENT WILL LOOK LIKE WHEN YOU PRINT IT OUT. YOU CAN CHOOSE VIEW AND MAKE CHOICE OR MAKE CHOICE FROM THE VIEW TOOLBAR.
· TO DISPLAY THE PRINT DIALOG BOX, CHOOSE FILE-PRINT. IF YOU CLICK ON THE “OK” BUTTON, THE ACTIVE DOCUMENT IS SENT DIRECTLY TO THE PRINTER.
· WITH THE “PRINT WHAT” OPTION, YOU CAN PRINT SPECIFIC PARTS OF A DOCUMENT SUCH AS THE ENTIRE DOCUMENT, SUMMARY INFO, AUTOTEXT ENTRIES, ETC.
· PRINTING MULTIPLE COPIES - IF YOU WANT MORE THAN ONE COPY, USE THE COPIES OPTION AND INCREASE THE NUMBER. YOU CAN COLLATE (IN ORDER) OR NOT COLLATE (ALL 1’S, THEN ALL 2’S, AND ON).
· PRINTING SPECIFIC TEXT OR PAGES - THE PAGE RANGE SECTION CONTAINS SETTINGS YOU CAN USE TO SPECIFY THE AMOUNT OF TEXT YOU WANT PRINTED. (ALL, CURRENT PAGE, OR SPECIFIC PAGES). TO PRINT MULTIPLE PAGES, PLACE THE STARTING PAGE NUMBER IN THE “PAGES BOX”, SEPARATE PAGES WITH A COMMA AND USE A HYPHEN TO MEAN THROUGH.
· PRINTING ODD/EVEN PAGES - YOU CAN PRINT JUST THE ODD OR EVEN PAGES OF A DOCUMENT. AT THE BOTTOM OF THE PRINT DIALOG BOX, CLICK ON PRINT AND THEN CHOOSE ODD OR EVEN.
· CHANGING PRINT OPTIONS - CHOOSING THE OPTIONS COMMAND FROM THE PRINT DIALOG BOX WILL DISPLAY THE OPTIONS SCREEN WITH THE PRINT TAB SELECTED. YOU CAN MAKE ANY NECESSARY CHANGES HERE.
· PRINTING ENVELOPES - YOU CAN USE THE DELIVERY ADDRESS IN THE CURRENT DOCUMENT OR ENTER THE DELIVERY ADDRESS AND RETURN ADDRESS AT THE ENVELOPES AND LABELS DIALOG BOX. AT A CLEAR SCREEN, CHOOSE TOOLS-ENVELOPES AND LABELS. TYPE IN THE DELIVERY ADDRESS. CHOOSE RETURN ADDRESS AND TYPE IT IN. CHOOSE PRINT OR ADD TO DOCUMENT TO INSERT THE ENVELOPE IN THE CURRENT DOCUMENT SCREEN. WHEN YOU SEND THE ENVELOPE TEXT TO THE PRINTER, YOU MAY BE PROMPTED TO INSERT THE ENVELOPE INTO THE PRINTER.
· CREATING AND ENVELOPE WITH AND EXISTING DOCUMENT - IF YOU OPEN THE ENVELOPE AND LABELS DIALOG BOX WHILE YOU ARE IN A DOCUMENT THAT CONTAINS A NAME AND ADDRESS, THE NAME AND ADDRESS ARE AUTOMATICALLY INSERTED IN THE DELIVERY ADDRESS SECTION. HAVE THE DOCUMENT OPEN, CHOOSE TOOLS-ENVELOPES AND LABELS. IF YOU CHOOSE ADD TO DOCUMENT, THE ENVELOPE IS PLACED AT THE BEGINNING OF THE DOCUMENT.
· CHANGING ENVELOPE OPTIONS - CHOOSE OPTIONS COMMAND FROM ENVELOPE AND LABELS DIALOG BOX. YOU CAN CHANGE THE SIZE, INCLUDE A POSTNET BAR CODE, OR CHANGE THE FONT.
· PRINTING LABELS - USED TO PRINT MAILING LABELS, FILE LABELS, DISK LABELS, ETC. WORD INCLUDES A VARIETY OF PREDEFINED LABELS. AT A CLEAR DOCUMENT SCREEN, CHOOSE TOOLS-ENVELOPES AND LABELS. MAKE SURE YOU CHOOSE THE LABEL TAB. KEY IN THE INFO, CHOOSE NEW DOCUMENT TO INSERT LABEL OR PRINT TO SEND DIRECTLY TO THE PRINTER. THIS PLACES THE SAME INFO ON ALL LABELS. TO ENTER DIFFERENT INFO IN LABELS, CHOOSE TOOLS-ENVELOPES AND LABELS. LABELS, MAKE CHOICES, CHOOSE NEW DOCUMENT. THIS WILL DISPLAY A DOCUMENT SCREEN WITH BLANK LABELS. THE INSERTION POINT IS POSITION IN THE FIRST LABEL-KEY THE NAME AND ADDRESS. PRESS TAB TO GO TO NEXT LABEL OR SHIFT+TAB TO GO TO THE PREVIOUS LABEL.
· CHANGING LABEL OPTIONS - IF YOU CHOOSE OPTIONS FROM THE LABEL DIALOG BOX, YOU CAN CHANGE PRINTERS, LABEL TYPES AND PRODUCTS.