Centre for Learning and Academic Development. IT Training. MS Word The Basics Workbook. Version 1.0

Transcription

1 Centre for Learning and Academic Development IT Training MS Word 2007 The Basics Workbook Version 1.0

2 MS Word 2007: The Basics Author: Linda Clark Version: 1.0, August The University of Birmingham All rights reserved; no part of this publication may be photocopied, recorded or otherwise reproduced, stored in a retrieval system or transmitted in any form by any electrical or mechanical means without permission of the copyright holder. Trademarks: Microsoft Windows is a registered trademark of Microsoft Corporation. All brand names and product names used in this handbook are trademarks, registered trademarks, or trade names of their respective holders.

3 Contents Introduction... 1 Word 2007 Screen... 1 Title Bar... 2 Office Button... 2 Quick Access Toolbar... 2 Ribbon... 2 Scroll Bars... 2 Status Bar... 2 Views and Zoom... 2 Window Control Buttons... 3 Document window... 3 Cursor/Insertion Point... 3 Help button... 3 Creating a Document... 3 Start a New Blank Document Keying in Text Moving around your text... 5 Moving around your text using the arrow keys... 5 Moving around your text using the mouse... 5 Inserting and Deleting Text Saving a Document Close a Document Open a Document Scrolling through a document... 8 Spellcheck Selecting text... 9 Removing a Selection Typing Replaces Selection Undo Redo Cut and Paste Copy and Paste Print Preview Print Options Character Formatting Apply Character Formatting Paragraph Formatting Further MS Word 2007: The Essentials Page i

4

5 Introduction Microsoft Word is a powerful word-processing software program that gives its users the tools to create a variety of professional documents. Word automatically checks your spelling and grammar, and corrects common mistakes. For example, if one types teh, Word will automatically change it to the. It even lets you insert charts, tables, and pictures into your documents. Microsoft Word is the most widely used and, according to most reviews, the most powerful and user-friendly word-processor available. To Start Word Click the Start button at the bottom left of the screen Select All Programs Select Microsoft Office Select Microsoft Office Word 2007 Word 2007 starts and automatically opens a blank document ready for use. Word 2007 Screen Let s take a look at the Word 2007 screen. MS Word 2007: The Essentials Page 1

6 Title Bar A title bar appears at the top of all Windows programs. It shows the name of the program you are currently using and the name of the document you are working on. Office Button The Office Button appears at the top left corner of the screen and is common to Word, Excel, PowerPoint, Access and Outlook and provides the basic commands such as open, save and print, together with some new ones. Quick Access Toolbar The Quick Access Toolbar, which is next to the Office Button, is a customisable toolbar that contains some of the more common commands, such as Save. Ribbon The Ribbon is a band which runs across the top of the window and has several tabs Home, Insert, Page Layout, etc. It is the control centre of Word Here you have access to all of the commands which appear as a series of buttons. These are organised into Groups for example the Home tab has groups for Clipboard, Font, Paragraph, Styles and Editing. Scroll Bars There is a vertical scroll bar at the right hand side of the screen and a horizontal scroll bar at the bottom of the screen. You use them to move around and view your document. The scroll box shows where you are in the document for example, if the scroll box is located near the top of the scroll bar, you re at the beginning of a document. Status Bar The Status Bar shows at the bottom of the screen. The left side contains a number of buttons that not only show information about your document but also can be clicked on to access specific commands. Views and Zoom The Views and Zoom buttons appear at the bottom right of the screen. Use these buttons to change the view or to increase/decrease the zoom ratio for your document. Page 2 MS Word 2007: The Basics Workbook

7 Window Control Buttons Located in the top right corner of the Word screen, these are used to minimise the Word window to the taskbar, switch between full screen and a smaller window and close the current application. Document window This is the main white area in the middle of the screen and is where you type in text and work on your documents. You can have more than one document window open at a time, allowing you to work on several documents Cursor/Insertion Point The small, blinking bar is where the text you type appears in the document. You can move the insertion point by moving your mouse to a new location in the document window (the pointer should change to ) and clicking, or by using the arrow keys on the keyboard. Help button Gives access to extensive Help and How To information. Creating a Document Start a New Blank Document First, we will start a new blank document 1. Click on the Office button 2. Click on New. The New Document dialog box opens. MS Word 2007: The Essentials Page 3

8 3. Click on Blank Document 4. Click on Create. A new document is opened. Keying in Text We will now enter a small amount of text. When typing, note that: You do not need to press Enter at the end of each line, as if the text is too long to fit within the space available it will automatically be carried over to the next line. This is known as word wrap. At the end of a paragraph press the Enter key once. After a heading, press the Enter key once. To type capital letters, hold down the Shift key and then press the key for the letter that you want to type. If you are typing a block of capital letters, press the Caps Lock key to start typing in capitals and press the Caps Lock key again to stop. Don't worry if you make mistakes, you can correct them later 1. With the new Word document on your screen, type in the following text: Trees A tree is a plant that grows on a single central woody stalk. There are many varied types of tree found in different parts of the world. Page 4 MS Word 2007: The Basics Workbook

9 Moving around your text We will look at two ways of moving the cursor (or insertion point) around the text: Using the arrow keys Using the mouse Moving around your text using the arrow keys The arrow keys (located at the bottom right of the main keyboard) allow you to move the cursor (a flashing black vertical line) in the direction of the arrow, either left or right one character at a time, or up and down one line at a time. You can move one space forwards or backwards at a time, or you can move up or down one line at a time. If you keep an arrow key pressed down, the cursor will move quickly through the document. Remember to release the arrow key when you reach the required place. Moving around your text using the mouse As you move the mouse around the screen, you will notice that the I- beam moves with you. Move it until you have reached the required position, click the mouse button once and the I-beam will be replaced by the cursor. Inserting and Deleting Text After typing a document, you will often discover that you need to make several changes to your text. You can easily edit a document by inserting and deleting text. To delete text, move the cursor to the left or right of the text you want to delete, then press either the <Backspace> key (deletes text to the left) or the <Delete> key (deletes text to the right). To insert text place the insertion point where you want to place the new text, and start typing. 1. Insert the word upright between the words single and central. 2. Delete the word central. Saving a Document After you ve created a document, you need to save it if you intend on using it again. Saving a document stores it in a file on your computer s hard disk, similar to putting a file away in a filing cabinet so you can use it later. MS Word 2007: The Essentials Page 5

10 Save your document 1. Click on the Save button on the Quick Access Toolbar at the top right of the screen. The Save As dialog box appears. Word will suggest a name for your file and you will see that this suggested name appears in the Filename box at the bottom of the dialog box and is highlighted. 2. Press the Delete key to delete this suggestion 3. Type in whatever name you want to use for the file. Today type in Trees 4. Click on the Save button at the bottom right of the dialog box Once you have saved a document, it s a good idea to save it again from time to time as you work on it. You don t want to lose all your work if the power suddenly goes out or if your computer crashes! Once you have saved your document the first time, it is easier and quicker to save it again as you are working on it. Simply click on the Save button on the Quick Access Toolbar again. Word will save the document again, incorporating any changes which you have made since it was last saved. Close a Document Once you have saved a document, you can close it. To close the document, click on the Office button and choose Close. Close your document. 1. Click on the Office button 2. Click on Close Page 6 MS Word 2007: The Basics Workbook

11 If you try to close a document without having saved it first, Word will display a dialog box to ask you if you want to save the changes before you close the document. If you click on Yes, Word will save the document and then close it, or if it has not been saved before, it will open up the Save As dialog box and you can give the document a name before it closes. If you click on No, Word will close the document without saving the changes. If you click on Cancel, Word will not save the document and will not close the document. We will now create a new document with a longer piece of text. 1. Start a new document 2. Type the following text ignore any errors you make, we will correct them later: LETTERING Anyone can produce attractive lettering. It is a technique that can be learnt through careful observation and practice. With the advent of computer technology, with all of its fancy typefaces, you may think that there is no place for writing fancy lettering by hand nowadays. In fact, people are rediscovering the art of calligraphy. There is no doubt that it brings a personal touch to any gift label, greeting card, certificate or monogram. In order to create good lettering it is important to concentrate on detail and be able to recognize different styles of calligraphy. You will soon find out how enjoyable and easy it is. You will not need a lot of expensive equipment. Good pens, pencils, a ruler and some paper will suffice. The word paper comes from the word papyrus, the plant used by ancient Egyptians to form a writing surface. Today paper is still made from plant fibres that have been softened and then squashed into flat sheets. 3. Save the file as Writing 4. Close the document MS Word 2007: The Essentials Page 7

12 Open a Document Once a document has been saved and closed, you can open it again to work on it further. 1. Click on the Office button 2. Click on Open The Open dialog box appears. 3. Click on the name of the document you want to open, today click on Writing. 4. Click on the Open button The Writing document will open on the screen. Scrolling through a document To move quickly through your document, you can use the scroll bars at the side and bottom of the screen. Click on the arrows at the ends of the scroll bars or drag the box in the middle of the bar to move more quickly through a long document. You can also move around the document using a variety of short cuts. Press <Home> <End> <Page Up> <Page Down> <Ctrl> + <Home> <Ctrl> + <End> To Move Start of line End of line Up one screen Down one screen To the beginning of the document To the end of the document Page 8 MS Word 2007: The Basics Workbook

13 Spellcheck As you type, Word automatically spellchecks the text. If you type a word which does not appear in Word s dictionaries, it will mark it with a red squiggly line. It may be that that the word is in fact correct. It may be that it is a place name for example but as it doesn t appear in Microsoft s dictionaries, Word will highlight it. If you know that the word is correct, you can ignore the red lines. If the word is a spelling error however, Word will help you by suggesting the correct version. Point to the word to be corrected and press the right mouse button this is known as right-clicking. Word will display a list of suggested corrections. Click on the correct spelling and Word will correct it in your text. The green lines which appear on the screen indicate that Word believes the grammar could be improved. Word is, however, not good at detecting grammatical errors and so this feature is often of limited use. 1. Check through the Writing document on screen for any red squiggly lines indicating possible spelling errors. If there are any which need correcting, right click on the error and click on the appropriate option in the menu which appears. Save the document Selecting text Selecting text is an important technique. It is used to identify a portion of text so that something can be done to that text. For example, selected text can be formatted, deleted, copied or moved. Text can be selected using the mouse or a variety of keyboard shortcuts. MS Word 2007: The Essentials Page 9

14 To select text using the mouse: Point to the place where you want the selection to begin Hold down the left mouse button Drag the mouse in any direction to where you want the selection to end Release the mouse button You can use the cursor arrow keys to select text. To do this, position the cursor where you want the selection to begin. Hold down the Shift key and use the cursor arrow keys to move the cursor to where you want the selection to end and then release the Shift key. You can also select text using a variety of shortcuts. The selection bar is the white space immediately to the left of the text. To select A word Several bits of text A sentence A line of text A paragraph Do this Double-click the word. Select the first block of text, then press and hold <Ctrl> as you select the remaining blocks of text. Press and hold <Ctrl> and click anywhere in the sentence. Click in the selection bar next to the line. Triple-click in the paragraph, or double-click in the selection bar next to the paragraph. The entire document Triple-click in the selection bar, or press and hold <Ctrl> and click anywhere in the selection bar, or press <Ctrl> + <A>. Removing a Selection To remove a selection, you can click the mouse away from the selection or press one of the cursor arrow keys. Select and then deselect the following in the Writing document on screen: 1. The word attractive 2. The word observation 3. The words computer technology 4. The first line of the second paragraph Page 10 MS Word 2007: The Basics Workbook

15 5. The sentence You will soon find out how enjoyable and easy it is in the second paragraph. 6. The words expensive equipment in the second paragraph 7. The third paragraph 8. The words ancient Egyptians Typing Replaces Selection Take care once you have selected text if you press any key on the keyboard, the selected text will be deleted and replaced with the letter you typed! If this does happen, don t panic. You can use the Undo button. Undo As you add to or edit a document, Word records all of your actions and makes them available via the Undo button. If, for example, you delete a word, you can use the Undo button to undo the action and bring it back. This function is only helpful if you realise reasonably quickly that you have made a mistake. This is because all of your actions from the time you open a document until you close it are recorded, and therefore the more editing you do to a document, the longer the list of actions which can be undone. To Undo your last action, click the Undo button on the Quick Access Toolbar once only. If you click the arrow at the side of the Undo button, you are able to view a list of all the actions that can be undone. Clicking on any of the items in the list will cause that action and all actions above it, to be undone. Redo If you undo an action, you can redo the action by clicking on the Redo button on the Quick Access Toolbar. The Redo button is located to the right of the Undo button. MS Word 2007: The Essentials Page 11

16 1. Select everything in the Writing document 2. Type the letter z All of the selected text is replaced 3. Click on the Undo button on the Quick Access Toolbar The text is brought back Cut and Paste Once you have selected text, you can move it to another place in the document by cutting, and then pasting it elsewhere. Cutting and pasting text is one of the most common tasks you re likely to do when you use Word. When you cut text, it is removed from its original location and placed in a temporary storage area called the Clipboard. You can then move the insertion point to a new location in a document and paste the cut text from the Clipboard. The Clipboard is available in any Windows program, so you can cut and paste text between various software programs. With the Writing document open on the screen: 1. Select the last sentence of the first paragraph, beginning There is no doubt 2. Go to the Home tab on the Ribbon 3. Click on the Cut button The text will disappear 4. Move the cursor to the end of the second paragraph. 5. If necessary, press the spacebar to insert a space 6. On the Home tab of the Ribbon, click on the Paste button Copy and Paste The copy and paste feature allows you to make a second copy of your selected text which you can then paste elsewhere in the document, into a different document or even into a different application, for example into an or into Excel. Page 12 MS Word 2007: The Basics Workbook

17 With the Writing document open on the screen: 1. Select the main heading 2. Go to the Home tab on the Ribbon 3. Click on the Copy button This time, the text does not disappear 4. Move the cursor to the end of the last paragraph. 5. Press the enter key to start a new line 6. On the Home tab of the Ribbon, click on the Paste button Note that you now have two copies of the heading, one at the top of the document and one at the end of it. 7. Move the cursor to the end of the word Lettering at the end of the document 8. Press the Enter key to start a new line 9. On the Home tab of the Ribbon, click on the Paste button again. The text is copied again and now appears three times in all. The copied text remains on the clipboard and so you can paste it again to make another copy of the text without having to Copy it again. 10. Save the document Print Preview You use the Print Preview option to display each page as it will look when printed. Preview the Writing document: 1. Click on the Office button 2. Point to Print (but do not click) A list of options appears on the right of the menu 3. Move across and click on Print Preview MS Word 2007: The Essentials Page 13

18 4. Whilst in Print Preview, you will see the Print Preview tab on the Ribbon. When you have finished previewing the document, click on the Close Print Preview button on the Ribbon. Print Options If you are happy with what you see in Print Preview, you are now ready to print the document. 1. Click on the Office button 2. Click on Print The Print dialog box appears. Page 14 MS Word 2007: The Basics Workbook

19 As you can see, this dialog box offers you a number of options. The ones you are likely to use most often are as follows: 1. The printer to be used 2. The page range to be printed 3. The number of copies to be printed 3. Click OK Assuming the printer is switched on your document will now print. Character Formatting Character formatting can be applied to individual characters in a document. For example, bold formatting can be applied to any character anywhere in a document without affecting the appearance of any other text. In general, it is necessary to select the text to be formatted, before applying character formatting. When no text is selected, Word applies character formatting to the word containing the insertion point. Apply Character Formatting To apply character formatting, select the text and then go to the Home Tab on the Ribbon and use the commands in the Font group. When you click on a drop down arrow you are presented with a variety of options. When you point the mouse to one of the options, the Live Preview feature in Word immediately changes your selected text to show you how this option would affect your text. You can see very quickly and easily what the text would look like. To select an option and apply it to the text, click on it. Option: Font Size Grow Font Shrink Font Used to: Click on the drop down arrow and select the font name (e.g. Arial, Courier New, Times New Roman) Click on the drop down arrow and select the size of the characters Increase the font size Decrease the font size MS Word 2007: The Essentials Page 15

20 Option: Clear Formatting Bold Italic Underline Strikethrough Subscript Superscript Change Case Text Highlight Colour Font Colour Used to: Clear all the formatting from the selection, leaving only the plain text. Make the selected text bold Italicise the selected text Underline the selected text Draw a line through the middle of the selected text example. Create small letters below the line of text used for example in H 2 O Create small letters above the line of text used for example in 3m 2 Change all the selected text to UPPERCASE, lowercase, Sentence case, Capitalise Each Word, toggle case Make text look like it was marked with a highlighter pen. Click on the drop down arrow and select a colour to mark text. To remove colour from already highlighted text, select No Colour. Clicking the button rather than the drop down arrow will apply the last colour used. Change the text colour. Click on the drop down arrow and select a colour. Click on More Colours to select from the full colour palette. Clicking on the button rather than the drop down arrow will apply the last colour used. Select the heading at the top of the document 1. Go to the Home tab on the Ribbon 2. Click on the Bold button to apply bold The text becomes bold and remains selected 3. Click on the Italics button to apply italics 4. Click on the Underline button to apply underline 5. Click on the Underline button again to remove underline 6. Click on the drop down arrow next to the Font name Page 16 MS Word 2007: The Basics Workbook

21 7. From the list which appears, choose any font 8. Click on the drop down arrow next to the Font Size 9. Click on Click on the drop down arrow next to the Font Colour 11. Click on any colour 12. Click outside of the heading to remove the selection and see the newly formatted text Paragraph Formatting Paragraph formatting is applied to whole paragraphs. For example, when text is centred, all of the text in the paragraph will be centred. As with character formatting, more than one type of paragraph formatting can be applied to a paragraph though some are mutually exclusive. When no text is selected and paragraph formatting is applied, the paragraph containing the insertion point will be formatted. If text from one or more paragraphs is selected then paragraph formatting will be applied to all paragraphs touched by the selection. The Home tab on the Ribbon contains some basic paragraph formatting commands. Option: Bullets Numbering Multilevel List Decrease Indent Used to: Start a bulleted list or remove bullets from an existing list. Click on the drop down arrow to choose different bullet styles. Click on Define New Bullet to create a new bullet character. Start a numbered list or remove numbering from an existing list. Click on the drop down arrow to choose different numbering formats. Click on Define New Number Format to create a new format. Start a multilevel list. Click on the drop down arrow to choose different styles. You can also define new list styles. Multilevel lists are covered in more detail in the online part of the course. Decrease the indent level of the paragraph MS Word 2007: The Essentials Page 17

22 Option: Increase Indent Sort Show/Hide Align Text Left Centre Align Text Right Justify Line Spacing Shading Borders Used to: Increase the indent level of the paragraph Alphabetise the selected data or sort numerical data. Show (or hide) paragraph marks and other hidden formatting symbols Align text to the left. Centre text. Align text to the right. Align text to both the left and right margins, adding extra space between words as necessary. This creates a clean look along the left and right side of the page. Change the spacing between lines of text. Click on the drop down arrow to select from the list. You can also customise the amount of space added before and after paragraphs. Colour the background behind the selected text or paragraph. Click on the drop down arrow to select a colour. Choose More Colours to select from the full colour palette. Choose No Colour to remove existing shading. Clicking on the button rather than the drop down arrow will apply the last colour used. Customise the borders of the selected cells or text. Click on the drop down arrow to select a border to apply. Click on Borders and Shading in the drop down menu to choose various border options, for example line colour, style and width. Page 18 MS Word 2007: The Basics Workbook

23 Further 1. Start a new document 2. Key in the following text: ALTINKUM, TURKEY Turkey's Aegean coast enjoys a typical Mediterranean climate with mild winters and hot summers. Altinkum has summer temperatures which often reach well over thirty degrees with long days of sunshine and sometimes the odd breeze. Save the document as Altinkum Temperatures and close it. 3. Open the document called Altinkum Temperatures and key in the following new paragraph at the end of the existing text: Showers are unlikely in the summer months but there is quite a high rainfall in the winter. 4. Make the following edits to the text: Add the word beautiful in front of Aegean Add the word very in front of hot summers Delete the words well over in the second paragraph Change thirty degrees to forty degrees Save the changes to the document. 5. Correct any spelling errors indicated. 6. Copy the paragraph beginning Turkey s Aegean coast and paste it at the end of the document 7. Move the paragraph beginning Showers are unlikely to in front of the paragraph beginning Altinkum has summer temperatures 8. Save the document. 9. Format the main heading as follows: Bold, Change the font, Font size 18, Change font colour 10. Format the first paragraph as follows: Italics, Same colour as heading, Same font as heading, Font size Centre the main heading 12. Save and close the document. MS Word 2007: The Essentials Page 19