Microsoft Word Workshop

Transcription

1 Microsoft Word Workshop Welcome to your self-guided tour of Microsoft Word. You may choose to do any or all of these lessons. There are some that must be completed before you go onto a subsequent lesson, but most are self contained. Feel free to ask any questions as you go along. Microsoft Word is one of the most common word processing programs available. Though it has many similar features to Word Perfect, Word Pad, MacWrite, or AppleWorks, the documents cannot always be opened by one of the other programs. In addition to word processing in Word, you can also use it for pictures, databases, charts, and diagrams. When going through these instructions or when doing one of these activities on your own, keep in mind that some of the settings or processes are slightly different on different versions of Microsoft Word. These lessons are applicable to other versions besides Word XP, but may have a few variations. In those cases, usually there is a similar logical route. These programs were designed by people and usually follow a general logic if you stop to look at the options. Table of Contents Level One (Must Haves): Toolbars... p.2 Opening... p 3 Formatting for Size, Font, Style, and Alignment... p.4 Cutting, Copying, and Pasting... p.5 Bulleted or Numbered Lists... p.5 Spelling and Grammar... p.6 Saving Documents... p.7 Margins and Orientation... p.8 Simple Tables... p.9 Level Two (Helpful): Pictures...p.10 Outlines...p.12 Spanish Characters, Symbols and Mathematical Objects...p.13 Level Three (Extension): Mail Merged Labels...p.14 Turning Automatic Functions On and Off...p.15 K. Runyan Page 1

2 Using Toolbars and Menu Items The Menu in Microsoft Word has commands to do almost all of the tasks we want. Toolbars contain shortcut icons for the same commands. Toolbars hold all the icons we find near and dear. For different tasks there are different toolbars. The most commonly used tools are in the Standard and Formatting toolbars. I also find that the Drawing toolbar is frequently helpful. Open Microsoft XP by double-clicking on the icon. In Microsoft XP, the programmers have tried to simplify things by only giving you the most recently used Menu Options when you click on File, Edit, View, Insert, Format, Tools, Table, Window, and Help. If the set of choices seem remarkably short, or you simply do not find the command you are looking for, click on the double arrows at the bottom of the list and it will expand the menu to show all of the options. Look at some of the sets of choices under each of the menu items. Think about what they might be for and think about why they are under that menu heading. Now, click on View Toolbars If a toolbar is checked it is open. Click on it to close it, click on it again to open it. Make sure the Standard, Formatting, and Drawing Toolbars are all selected. These are the most common uses. There are many others you might use for more advanced functions. The Drawing toolbar often shows up at the bottom. Menu and Formatting Toolbar Standard Toolbar Drawing Toolbar To find out what some of the toolbar icons do, hold your mouse over the icon you are interested in and a label will pop up telling you what the icon does. Those that have little downward pointing arrows next to them have options to choose from. Sometimes, an icon won t show up automatically on its toolbar because it has been infrequently used. If you cannot find the icon you are looking for, check to see if has been hidden away in Toolbar Options at the far right of the toolbar (looks like double arrows >>). Click on the K. Runyan Page 2

3 arrows to see more icons. Once you use an icon from the Toolbar Options, it will show up on the regular toolbar again until it is neglected long enough and banished to the Toolbar Options again. Toolbars can be moved anywhere along the edge of the screens, or as floating entities. To do this with any toolbars, find the many short lines at the far left of the toolbar, click, and drag it to another location. Opening Word Documents There are two ways to open Word documents. If you already have Microsoft Word open, you can open any Microsoft Word Document. Use either File Open, or use the shortcut button on the toolbar that looks like a file folder. At the top of the window there will be a place to navigate where you want to look for the file. Click on the down arrow to show the whole list. Your Documents should be under YourLogin on Twain, Merlin, Seuss, etc (the name of your school s Server). Here, mine are under Runyank on Twain. Click here to navigate your way through the folders. Then click on My Documents, Open, and choose the File you want and Open. To exit from Microsoft Word use File Exit, or click the top of the two Xs at the top right corner (the other one is the close shortcut and will not exit from the program). The other way way is to open up the folder the document is in and double click on the document file. Word documents look like this. K. Runyan Page 3

4 Formatting Word Documents Font, Size, Alignment, Numbering Formatting can help make parts stand out, highlight the title, and space text so it makes sense. You should have both the Standard and Formatting toolbars showing. In order to format any text for font, style, or size, you must select it (highlight) first. If Word is not open already, open it. Type in the following text so that it can be formatted (they ask questions about toolbars): Name Date Title: Quiz Number 1 Topic: Microsoft Word What are Toolbars? How can we view different toolbars? Which Menu Header includes the choices: Save, Open, Print, and Close? Which Menu Header includes the choices: Cut, Copy, Paste, Undo Typing, and Redo Typing? What is the Menu? First, highlight the whole page. To do this, you can use Edit Select All or (Ctrl-A). In the formatting toolbar, click on the arrow next to the fonts to select Comic Sans (I find this is a very easy one for kids to read). The whole document is now in Comic Sans. Highlight the lines that have Name, Grade, and Date on them (to highlight, click in the beginning of the text you want to highlight and drag with the button down to the end of the text). We are going to align this on the right side of the page. Click on the lines that are aligned to the right on the formatting tool bar. Many people do this or center text by using the tab or space bar, but this is a MUCH better way. Next, highlight the whole title by triple clicking. A speedy way to highlight is to double click for one word, or triple click for a whole paragraph. K. Runyan Page 4

5 Click on the font size and increase it to size 16. Click on the thick B next to the size to Bold it. Finally center it using the align center button. Align Center Triple click once more to highlight the Topic line. Center this and make them size 14 and italics (the slanted I). Cutting and Pasting Cutting, Copying, and Pasting is very important because it can save time when changing things around and it is a good editing technique. In this worksheet, the last question is actually supposed to be the first. You need to cut it and paste it in the beginning. Highlight the whole question What is the Menu?. with a triple click and Edit Cut (you can also use the short cut Ctrl-x). Now, put your curser in front of the first question and Edit Paste (Ctrl-v is the short cut for pasting). Sometimes instead of retyping something, it is good to copy. Since the quiz only takes up a small amount of the page, highlight the whole page you can either click in the beginning and drag over the entire text, or you can use Edit Select All. Then, Edit Copy. You have just put a copy of that text in Microsoft Word s Clipboard. Click down at the bottom of the quiz and press enter a few times to make space and click Edit Paste. You now have two copies of the quiz on one page. To see how it looks on a whole page and to see if there s room for another, go to View Zoom Whole Page. It will show what the whole page looks like. To view it up close again, View Zoom Page Width. Bullets and Numbering To have the computer number the questions for you, highlight all of the questions, and click on the numbering button. If you don t like the format of the numbers, use the menu bar Format Bullets Numbered. Pick a style and click OK. Do this to both copies of your quiz. Now you have a finished quiz and you have practiced formatting for size, font, style, alignment, cutting, copying and pasting. K. Runyan Page 5

6 Spelling and Grammar Errors Word automatically underlines misspelled words in red and grammar mistakes in green. The underlines will not appear when you print. You can fix errors now or leave them until you do a Spell Check later. Some will not be mistakes and you can just ignore the colored underlines. Correct one error at a time Move mouse cursor over the word and click the RIGHT mouse button. You will see some suggestions that you can choose or you can choose Ignore All if you want to leave it. Spell Check the whole document at once. Click on Spell Check icon (little icon that looks like a checkmark with abc). The Spelling and Grammar dialog box appears. The top box shows you the sentence with the error. The box below gives you suggestions. Click on the suggestion you want and then click on Change (Change All if you want to fix all occurrences of this error). If you want to keep the word the way it is, choose Ignore (or Ignore All to keep all occurrences of the word). You can also add the word to the custom dictionary by clicking on Add. You may want to add names you type often to the dictionary. K. Runyan Page 6

7 Saving Word Documents File Save Should I use Save or Save As? The first time you save a new document it doesn t really matter. If you use SaveAs on subsequent saves of the same document, it will ask you if you want to replace the document. That can be confusing. You only need Save As when you want to rename a document or save it in a different place or as a different type. So bottom line: Always use Save unless you want to change the name, place, or type of saved document. Click on little down arrow to set where to save. To create a new folder to save in, click here. Name your file. The default is the fist line of the document. Click on the down arrow only if you need to save in some other format such as a different word processor or a template. Click on Save. Save right after you begin and Save often. After the first save, just click on the little icon that looks like a floppy disk. (It saves very quickly and it does not go back to the Save As dialog box.) Holding down the Ctrl key and then pressing s will also save. This is supposed to look like a floppy disk. It means Save. Close this document. K. Runyan Page 7

8 Margins and Orientation Sometimes you want a document that is oriented landscape (horizontally) in order to see a long list of data or a large table. To do this, we use the File Page Setup tool. This is also where you change the margin size and pick what type of paper you want to print on (the default is always 8 ½ by 11, but you might want to use legal sized paper for some project). Open up a new document in Word. Go to File Page Setup and click on Landscape. Change the top bottom, left, and right margins to 0.8. Click Ok To see how this will look, click on View Print Layout and then View Zoom and pick page width. The Zoom tool is also on the toolbar as a percentage of actual size. Use this to get closer if the text looks too small. You will use this page to create a table. Creating Simple Tables for Organized lists Creating tables can be a wonderful tool for lists, mini databases, and formatting questionnaires. You can have tables that show your library inventory, favorite CDs, or anything else you might keep in a list. One helpful thing to use a table for is to have lists of students. To create this basic table, click on Table Insert Table. For the number of Columns, type in 2 and for the number of Rows, type 2. So now you re thinking, But I have more than two children in my class. I know. I ll get to that in a moment. K. Runyan Page 8

9 In the top row, type in First Name then tab (it will take you to the next column in that row), and Last Name (tab). First Name George Sally Last Name Handy Student Now you can fill in the names of students in your class (or group, etc). When you get to the end of the next row, press tab again. Whoop! Another row appears. Keep adding information until you reach your last student. Then click down below the table to get out of the table. In order to adjust the width of the columns or height of the rows first highlight the table. Click on Table Autofit Autofit to Contents. You can also manually adjust the width by clicking on the column dividers and dragging to the width you want. To add a column (for parent names, birth dates, homework scores, etc.), highlight the last column. (to highlight a whole column at a time, move the mouse over that column and you will see a dark black arrow and click), then click Table Insert Column to the Right. You can add more columns for more categories if you want. Save this file as Student List. If you continue onto Mail Merged Labels, you will need this document. K. Runyan Page 9

10 Level Two Finding Pictures, Inserting Pictures, Moving Pictures Around Pictures, whether they are photos of class fieldtrips, pictures from the web, or just clip art, can add interest to any document. Open a new document. You are going to add clip art and a photo to this assignment. First type at the top, Come to my New Year s Masquerade Party! Now to add clip art, go to Insert Pictures From Clip Art. A window will appear and you can do a search for pictures with keywords. Search for New Year s. Pick a picture you like and click on it to insert it in the document. Click on Modify (under all the pictures). Do a new search for Masqerade. Choose one of those pictures and insert it into the document. In other versions of Microsoft word, pictures are automatically moveable. In order to move the pictures in Word XP, however, you need to do one more step. First, double-click on the picture you want to move around. A menu will come up with different options. Click on the Layout Tab. You will see a series of icons (dogs with lines behind, in front, above, below, and around them in older versions of word, the dog is replaced by a diamond or square boring). These represent how text will wrap around (or not) the picture. I find, in most cases, the Tight setting works best for the situation but experiment with the different settings to see what they do. Let s now go to the internet to get a picture. First Minimize your Word Document This doesn t get rid of it, just makes it so we can see other programs. To minimize, Click the underscore at the top right corner of the window. Notice how it minimizes itself into a button along the very bottom of the screen. Open up Microsoft Explorer and in the URL (the address area) type Click on the tab that says images and type in Masquerade in the Search area. Choose one of the pictures and Right Click. A menu will come up with many options. This time click Copy. Minimize this window and click on the button with your word file. Use the right-click again and press paste. The picture from the internet is now there. Again, double-click on the picture you want to move around. A menu will come up with different options. Click on the Layout Tab. You will see a series of icons (dogs with lines behind, in front, above, below, and around them in older versions of word, the dog is replaced by a diamond or square boring). These represent how text will wrap around (or not) the picture. I find, in most cases, the Tight setting works best for the situation but experiment with the different settings to see what they do. K. Runyan Page 10

11 Go back to the Internet (you can just click on the button that says Google Search at the bottom of your screen. Choose another picture right-click and choose Save Picture As. Give it a name and Save this in a file remember where it is. Now go back to your Word Document. To add this picture or other pictures that you have saved as photos or from the internet, go to Insert Pictures From File. Navigate to the place you saved the file and choose your picture. Click Insert. To change the size of the photo or other pictures, click to select the picture, then place the mouse on the corner mark of the picture (either a black square or a white dot). When you see a slanted double arrow click and drag the photo smaller or larger (it is not recommended to expand pictures much as their resolution does not hold up). I often like to see the whole document when moving pictures around so that I can tell where they are going in relationship to the text. In order to do this, I click on the Zoom tool on the standard toolbar. The Zoom tool show s what percentage of the actual size of the document appears on the screen. Very handy for layouts. You can then change the formatting of the picture so that you can move it the same way as the clipart. Practice moving around the pictures within the document. Save these changes. K. Runyan Page 11

12 Setting up an Outline in Microsoft Word Open Microsoft Word. Click on View Outline Click on Format Bullets and numbering Click on Outline Numbered tab Choose the outline format with the Roman Numerals Type each line. Press return. If you need to change level, use the left and right arrows or Tab to move over one level and Shift + Tab to move back a level. To change level, use the left and right arrows Try creating this Outline or one of your own: 1) Movies a) Comedies i) Royal Tennenbaums ii) My Big Fat Greek Wedding b) Adventure i) Indiana Jones and the Last Crusade ii) The Hunt for Red October (1) Also a Book by Tom Clancy (2) Stars (a) Sean Connery (b) Alec Baldwin 2) TV a) Dramas i) West Wing ii) Law and Order b) SitComs i) Scrubs ii) Everybody Loves Raymond K. Runyan Page 12

13 Adding Spanish characters and other special symbols. To add an accent mark hold down Control while you press apostrophe (nothing will happen). Then press the letter. á é í ó ú To make the wavy line over the n hold down Control while your press Shift and the tilde (top left corner of keyboard). Then press the n. ñ To make the upside down exclamation point or question mark hold down Alt and Control and Shift keys while you type the exclamation point or question mark. Other special characters Degree symbol - Control and Shift while you type 2. Then press space bar. 350 Cent sign Control and forward slash /. Then press c. To find other symbols Click on Insert in the Menu bar and pull down to Symbol. See more choices by clicking on the little down arrows. Mathematical Objects Sometimes you want to put mathematical symbols like square roots, long division, or fractions in a paper. Go to Insert Object Microsoft Equation. You will see a choice of many types of mathematical symbols. Click on each category to see more options, pick the one you want, and plug in the numbers you need. K. Runyan Page 13

14 Creating Mail Merged Labels (for this exercise, you must have created a table with student names and saved i t as Student List) You can use the data you collected in the table to make labels with student s names or create form letters, personalized for each student. For this you will use the Mail Merge Tool. This will put the data for each of your student entries into the letter or labels. Use File Close and close the document with your table of names and open a new document. Click Tools Letters and Mailings Mail Merge Wizard. A window will come up which shows each of the steps to create a merged document. First you need to pick a type of document to create. To create Name Tags or Labels, choose Labels and Click Next (at the bottom). To create Labels, you will want keep the selection Change the Document Layout highlighted. And then click below on Label Options and you will get a window that shows many many label options. As you click on each option, it shows the size of the labels. I personally like 8371 Business Cards, but you can experiment. If you choose one and you don t like the size, you can go back to Label Options to pick again. Once you have picked a label, Click Next: Select Recipients. You have already created a list Student List. Click Browse to find that list on your disk. When you have selected the list you created, the data will come up automatically for you to select whom you want to create labels for. You may arrange them by first name, last name, or any other field you have created by clicking on the heading. Then click Select All and click Ok. Sort by clicking on the heading Now you will need to arrange your labels (this means putting all the information you want to show up in them). Since we have just the First and Last Name, choose More Items. Here you can choose to insert the categories or merge fields you have on your table. You can choose to insert any or all that you want and click close. Then, in the first label, you will want to type in anything more you want to show up on your labels and format it how you want (change size, font, colors, etc.) When you are happy with the arrangement in the first cell, click update all labels. All the labels will then take on the appearance of the first. K. Runyan Page 14

15 The first label or cell is where you format what the labels will look like. When you Update Labels, all the rest of the labels will take on the formatting of the first. Finally you will want to Preview Your Labels (if you don t see this next step at the bottom of the task window, use the arrow at the bottom to show the rest of the task window). If the labels look correct, complete the merge, and save and/or print. You can also use mail merges to create Form Letters. Most of the instructions are the same, however, you would choose Letters instead of Labels. Then, if you had the letter all ready, you could open it and use the current document. Turning on and off those Automatic Things that Drive Us Crazy Tip 1: Drawing lines Have you ever met frustration when trying to add lines for student answers on a test? What happens? If you type 3 or more hyphens, underscore, or equal signs, Microsoft Word applies a thin, thick or double-line border style. That means you end up with a graphic image line that does not move the same way as your text. Solution: 1. To turn this off, click on Tools AutoCorrect 2. Click on the tab called Auto Format As You Type. 3. Click on Borders to remove check. 4. Click OK. K. Runyan Page 15

16 Tip 2: Automatic capital letters at beginning of lines Maybe you have tried to type a word list and Microsoft Word added capital letters to every word. What happens? Every time you press the Enter key Microsoft Word assumes you are starting a new paragraph and inserts a capital letter. (Be sure you are using the Word Wrap feature and not pressing Enter when you don t need to. You can change the margins easily.) Solution: To turn this off, 1. Click on Tools AutoCorrect 2. Click on tab called AutoCorrect. 3. Click on Capitalize first letter of sentences to remove check. 4. Click OK. Tip 3: Double Space or other line spacing Solution: Single spacing is the default, but you can change to double, 1.5 or any other spacing. 1. Click on Format Paragraph 2. Line spacing is a box in the middle of the box. Click on little down arrow and choose the line spacing. 3. Click OK. K. Runyan Page 16

17 Tip 4: Removing Automatic Spell/Grammar Check Sometimes you need to remove Spelling or Grammar check (the little red and green wavy lines that tell you if something is correct or questionable. Solution: Open Tools Options Spelling & Grammar. Uncheck Check spelling as you type and Check Grammar as you type. Click OK Notice under the Grammar heading there is an option that says Show readability statistics. If you check this, each time you do a spell check, it will give you the Flesch-Kincaid readability level it can be good for evaluating text for younger kids. Uncheck the Check spelling and/or check grammar. Click on the Spelling & Grammar Tab under Tools--Options Activate the Flesch- Kincaid Readability Check K. Runyan Page 17