Note These exercises assume you are using Word 2003 on a computer with Windows XP. Some things may be slightly different on other systems.

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1 About Word Using Microsoft Word About Word Already used Word Before? If you have already used Microsoft Word before you may be tempted to skip the early sections of these exercises but have patience! It is easy to learn basic use of Word so many users are self taught. However, many of the quickest, and most efficient ways of doing things in Word are not the most obvious ways and might not be discovered by a self taught user, so many people get in to the habit of doing things the long way. These exercises start with the basics but they also focus on the quickest and most efficient way of doing things so skipping sections may mean missing out on some very useful tips. Skim through quickly at least and you may be glad you didn t skip the first sections. Of course, if you re new to Word, take comfort in knowing that you don t need to be a computer expert to make your way through these exercises. Relax and read on! Note These exercises assume you are using Word 2003 on a computer with Windows XP. Some things may be slightly different on other systems. Steve O Neil 2005 Page 1 of 4

2 About Word What is a Word Processor? A word processor is a computer or a computer program that is used to create, edit and print documents. A word processor allows you to create a document, store it electronically (such as on a disk), view it on a computer screen, modify it and print it. Unlike many computer applications, Word Processors did not develop out of computer technology. They were developed to meet the needs of writers rather than the needs of scientists or mathematicians. Typewriters began to be used widely in the 1870s. Almost a century later, after many refinements and improvements, the features of typewriters began to be applied to the emerging computer technology. The earliest word processors were computer software programs that worked with an electronic type writer. Some personal computers were designed especially as elaborate typing machines and it wasn t until the general purpose computers of the 70s that word processors became part of a collection of programs that could be used on a computer. The first Word Processing software program that was commercially successful was called WordStar (Shown to the right). It was released in 1979 and relied on a combination of keyboard commands to edit text in a document. Over the years, newer Word Processing applications such as WordPerfect and Ami Pro (later called Word Pro) made word processing on a computer both simpler, and more versatile. In the late 80s and early 90s, WordPerfect had almost become the standard word processing application. When Microsoft Windows became common however, it was a while before WordPerfect became available on the new operating system. By the time it did, Microsoft s Word for Windows was already on its second version and had become the word processor of choice for many Windows users. These days, Microsoft Word has seen many improvements and has become the most common word processor. The seventh major version of Word for Windows is Word 2003, which is the version shown in these exercises. The program has developed to the point that changes in recent versions have been minor. Steve O Neil 2005 Page 2 of 4

3 About Word How does Word Work? Word is what s known as a WYSIWYG application (What you see is what you get pronounced wizzy-wig). This means that what you see on the computer screen should be the same as what you will see when you print. In early Word Processing applications, you never quite knew how your document would look until you actually printed it. You enter text in to your document by pressing keys on the keyboard, in much the same way as you would with a type writer. The advantage that Word has over a type writer is that you can easily make changes and corrections to your document to make sure it is just right before it goes on paper. You can also access a wide range of additional features using your computer s mouse and a range of key combinations. Like most Word Processing computer programs, Word has a feature called Word Wrap. This means that as you are typing and reach the end of a line, any additional text you type will automatically move on to the next line. There is no need to press the [Enter] key every time you reach the end of a line unless you want to begin a new paragraph. You have a great deal of control over how your documents look. When you are working on a document you can change things such as the size, style, spacing and colour of text. You can also arrange text using columns, tables and lists. You can even insert additional objects such as pictures or graphs that have been created in other programs. In fact, the exercises you are reading right now were created using Microsoft Word By the time you get through all of these exercises, you ll be able to do the same. Steve O Neil 2005 Page 3 of 4

4 About Word Some Terms You Might Need To Know If you have never used a Word Processor before then some of the terms might be new to you and other terms might be used in ways you re not familiar with. Some of these are listed below and will be explained in more detail later on. Format / Formatting Changing the way things look in your document, for example changing the style of some text. Margins The blank area around the edge of a printed page. You can adjust how much of the page is taken up by margins. Font Different text styles are referred to as fonts. Here are some examples of DIFFERENT fonts. Serif A serif font has small decorative lines added to each letter such as the small lines at the top and bottom of a capital letter I. This text uses an example of a serif font. Sans-Serif (without Serifs) A Sans-serif font doesn t include the decorative lines. This is an example of a Sans-serif font. Alignment How things are lined up on the page. For example, centre aligned text will be lined up with the centre of the page. Tabs Even spaces that can be used to line things up on a page. Header Information that can be repeated at the top of each page, such as the title of the document. In this document you can see Using Microsoft Word repeated at the top of each page in the header. Footer Information that can be repeated at the bottom of each page, such as the page number at the bottom of these pages. Steve O Neil 2005 Page 4 of 4

5 Getting Started With Word Using Microsoft Word Getting Started With Word Starting the Program There are several ways to start a program in Microsoft Windows and they may include the following: 1. Clicking an icon on the desktop. 2. Clicking an icon in the quickstart bar, next to the start button. 3. Clicking the Start button and then using the Start Menu to launch the program. 4. Some computers may also be customised so that a program such as Word can be started using a keyboard command. Steve O Neil 2005 Page 1 of 9

6 Getting Started With Word Exercise 1. Starting Word with the Start Menu 1) Click the Start button in the bottom-left corner of your screen. The Start Menu will appear. (you can also press the key on your keyboard to make the start menu appear) 2) When the Start Menu appears, move your mouse on to the All Programs option. This will display a list of programs. If Microsoft Word does not appear in that list you may need to move to a submenu as shown in the example below. 3) When you have located Microsoft Word in the start menu, click on it to launch the program. When the program starts, it will look similar to the example on the following page with a blank document provided. Steve O Neil 2005 Page 2 of 9

7 Getting Started With Word The Word Interface Title bar Menu Bar Tool bars Window Icons Rulers Document editing area Task Pane Status Bar All of this may seem a little confusing at first but it will become clearer as you begin to use the program. A lot of what you see can also be customised to suit the way you like to work. Each of the items labelled in the picture above is briefly explained in the following page. Steve O Neil 2005 Page 3 of 9

8 Getting Started With Word Title Bar This is common to all programs in Windows. It shows the name of the program currently being used and in the case of some programs like Word, also shows the name of the document currently being edited. Menu Bar Most Windows programs have a row of menus along the top of the screen which can be used to access the program s functions. There are several ways of using the menus as you will see later. Windows Icons These standard windows icons provide quick ways to close a window or change the position of a window. The first icon will minimise a window (Shrinking it to a button at the bottom of your screen). The second one switches between maximising the window (so it fills the screen) and restoring the window to its normal size. Programs like Word are usually best used in their maximised state. The third icon closes a window when clicked. Tool Bar The tool bar contains icons that give quick access to commonly used features. Rulers The two rules can be used not only for measurements but can also be used to assist in adjusting tabs and margins. Task Pane This area has a number of functions. It will automatically appear when you are working on certain tasks and will display shortcuts to common functions. Status Bar Displays information about the current document and also provides quick access to some functions. Steve O Neil 2005 Page 4 of 9

9 Getting Started With Word Exercise 2. Basic Text Editing 1) Close the Task Pane by clicking its close icon (shown with a circle around it). This will give you more room for editing your document. If you need it again, you can select it from the View menu or use the [Ctrl][F1] shortcut to turn it on or off. 2) Type the following text, including the mistakes. Don t worry about pressing the [Enter] key at the end of a line. When you reach the end of a line, the remaining text will automatically continue on a new line. Microsoft Word is a computer program that can be used to easily creat and edit documents. You can use it to create letters, reports and a whole range of other documents. If you type it as shown then you will see a wavy red line under the word create and any other word you may have typed incorrectly. This indicates that Microsoft Word doesn t recognise the indicated word and it is most likely an error. We ll look at how to use the spell checker later but for now, we ll edit it manually. At the end of the text you type, you will see a small vertical line as shown below (with a circle around it). This vertical line is called the insertion point as it indicates where anything you type will be inserted. It is also often referred to as the cursor since many older programs, such as the one shown to the right, used a rectangular shaped symbol called a cursor to indicate where text would appear. If you want to edit text in a different place you can move the insertion point in a number of different ways. The first method that most people learn is to use the mouse. 3) Click your mouse just after the incorrect word creat right before the space. Type a letter e to complete the word. You can also use the arrow keys on your keyboard to move the insertion point around the text. If you are typing, then using your keyboard is much quicker than constantly taking your hands off the keyboard to reach for the mouse. Avoid the common trap of relying too much on your mouse since keyboard methods are often far quicker. 4) Practice using your arrow keys to move around the text. 5) Press the [Enter] key on your keyboard to start a new paragraph. Type your name on the new paragraph. Steve O Neil 2005 Page 5 of 9

10 Getting Started With Word Exercise 3. Saving a Document When you are working in Microsoft Word, any text you type and any changes you make are stored in the computer s RAM (Random Access Memory). RAM is a temporary form of storage and will only retain information as long as the computer is switched on. If you want to keep your work, you need to save it to a long term storage device such as a floppy disk, a location on a computer network or your computer s internal hard drive. Also, it is a good idea to save regularly in case your computer loses the work from a power failure or computer problem. 1) Move your mouse to the menu bar at the top of your screen and click on File. 2) When the file menu appears, click on Save. Since this is the first time you are saving the document, you will be prompted for a file name and a file location. 3) Use the Save in: list at the top to choose where you want to save the file. You can click on the New Folder icon to create a new folder if necessary. 4) In the File name: box at the bottom, type Basic Editing Document as shown above. Word will add.doc on the end of the filename. The.doc part is the file extension and is used to identify the file within Windows as a Word document. 5) When you have specified the file location and file name, click the Save button to save the file. When the file is saved, the name of the file will appear in the title bar. Steve O Neil 2005 Page 6 of 9

11 Getting Started With Word Once a file is saved, you can use the save command again and it will update the file with any new changes. You won t be asked for the file name again unless you use the Save As option, which is generally used for saving a copy of a document under a different name or in a different location. Below are some other ways to choose the save command. Try each method. 6) Hold down the [Alt] key on your keyboard. The menu bar will become active. You will notice that each menu has a letter underlined. Once the menu is active, you can press the underlined letter to activate that menu. 7) Press [F] on your keyboard to activate the File menu. 8) Press [S] to activate the Save option from within the file menu. The file will be saved again without asking for the filename. When the File menu is open, you will notice that many of the options have a picture to the left of the menu command and some letters to the right of the menu command. The picture shows that there is an icon on the toolbar that can be clicked to activate the command, while the letters indicate a keyboard shortcut for that command. 9) To the left of the Save command in the File menu is a picture of a small floppy disk. Find the icon (button) on the toolbar that looks the same and click it to save the file. 10) To the right of the Save command in the menu are the letters Ctrl + S. This indicates that a keyboard shortcut may be used to access the command. Hold down the [Ctrl] key and while it is still held down, press the [S] key to save the file. In the remainder of these exercises, shortcut keys such as this will be shown as [Ctrl] [S]. If you want the Save As command, you can use the [F12] shortcut key. Note When you select a menu in Word, it will often show only the most recently used menu items. If the menu command you want is not visible, you can either wait a few seconds for the full menu to appear or click on the arrow at the bottom of the menu. You can also make a full menu display immediately by double-clicking the menu. Steve O Neil 2005 Page 7 of 9

12 Getting Started With Word Exercise 4. Customising the Toolbar In older versions of Word, there were generally two toolbars displayed on two rows. The Standard toolbar contained shortcuts for general commands such as saving and printing. The Formatting toolbar below that contained shortcuts for common formatting options such as changing font style and size. In recent versions of Word these two toolbars generally share the same row and only show the most recently use commands. 1) Click on the arrow on the right edge of the tool bar to display a list of the icons that aren t displayed on the main toolbar. If you prefer to see all of the icons, you can click on the Show Buttons on Two Rows option. The complete Standard and Formatting toolbars will then show on separate rows. Many additional toolbars are available in Word. Often additional toolbars will appear when you are working on a certain task (for example placing a picture in your document). Any toolbar can be turned on or off manually. This can be useful if you are working on a computer where one of the main toolbars that you need has been turned off. 2) From the View menu, select Toolbars to see a list of available toolbars. Another way you can see a list of toolbars is to move your mouse over any visible toolbar and click your right mouse button. The toolbars that are currently visible will be ticked. You can use this list to turn toolbars on and off. 3) Click on the Customize option at the bottom of the list. 4) Make sure the Options tab is selected along the top. The first option allows you to specify whether the main toolbars will show on one row or not. If the second option is selected, menus will display all commands instead of only the most recently used commands. Other options under the other tables allow you to customise the options that appear in toolbars and menus. 5) Click the Close button to close the Customize toolbar options. Steve O Neil 2005 Page 8 of 9

13 Getting Started With Word Exercise 5. Closing a Document Like most operations in Word, there is more than one way to close a file. Select the Close command from the File menu. Use the keyboard shortcut [Ctrl][F4]. Click the close document button in the top-right corner of the window. 1) Close the current document by clicking the Close Document icon in the top-right corner of the document. Don t confuse it with the icon above it which closes Microsoft Word. Close Microsoft Word Close Document If you have made any changes since you last saved the document, you will be asked if you want to save those changes. Tip If you have several documents open at once and you want to close or save them all at the same time, hold down the [Shift] key while you click on the File menu. The Close command will change to Close All and the Save command will be changed to Save All. Steve O Neil 2005 Page 9 of 9

14 Text Editing Using Microsoft Word Text Editing A word processor is all about working with large amounts of text, so learning the basics of text editing is essential to being able to make the most of the program. The first thing we will do is to open an existing document that already has a lot of text so you can practice without having to do a lot of typing first (not that a good bit of typing practice ever hurts anyone). Exercise 1. Opening a Word Document Like saving a file, opening a file can be done using the menu, toolbar or a keyboard shortcut. 1) Use one of the following methods to display the Open File dialog box. Select Open from the File menu. Click the Open icon on the toolbar. Press [Ctrl] [O]. 2) When the Open dialog appears, use the Look in: list at the top to select the folder where the files for these exercises are saved. 3) Select the file called Word 2003.doc and click the Open button (or double-click on the name of the file to open it). Tip You ll notice at the bottom of the file menu there is a lit of recently opened files. You can click a file name in the list to re-open that file. Steve O Neil 2005 Page 1 of 12

15 Text Editing Moving Around a Document You can tell how long a document is by checking the status bar at the bottom of the window. For example, when you opened the Word 2003 document, the status bar will show that you are on page one of a three page document. Tip In a large document with a lot of pages, you can double-click the page number indicator and then enter a page number to quickly jump to that page. There are many ways to move around a document. One method is to use the vertical Scrollbar on the side of the screen. Exercise 2. Scrolling Through a Document Click to move up one line at a time Split screen marker can be dragged or doubleclicked down to show different parts of the same document in a split-screen view Scroll box hold click your mouse button on this and drag up to quickly move up or down through the document. Click above the scroll box to move up one screen at a time. Click below the scroll box to move down one screen at a time. Click to move down one line at a time 1) Click and hold your mouse on the scroll box as shown above. With the mouse button still held down, drag the scroll box downward until it reaches the bottom of the scrollbar. You will now be at the end of the document. 2) Click on the blank space above the scroll box to move up one screen. Repeat this until you reach the beginning of the document. Steve O Neil 2005 Page 2 of 12

16 Text Editing Exercise 3. Using the Mouse Wheel to Move Through a Document Many computers these days have a mouse which includes a wheel between the two main buttons. This mouse wheel feature was introduced by Microsoft for the release of Office 97 (which included Word 97). Word 97 included features to take advantage of the mouse wheel and many other programs have since begun to include the same features. If you are using a mouse with a wheel, do the following exercise. 1) Roll the wheel on the mouse downwards. The page will scroll downwards. (The mouse setting in Windows will determine how far it scrolls each time you roll the wheel) 2) Roll the wheel on the mouse upward to scroll the page upward. 3) Press and hold the wheel. While the wheel is pressed down, move the mouse down gradually to scroll down the page. The faster you move the mouse the faster you will scroll. It s actually possible to use this method to keep the page slowly scrolling without needing to touch the mouse at all. Note Using the mouse wheel and the scroll bar will change what part of the document is appearing on the screen but these methods won t change the position of the insertion point. If you begin typing, the view will immediately change to show where the insertion point is. Tip In Word and many other programs, holding down [Ctrl] while you roll the mouse wheel will zoom in and out on the document. Steve O Neil 2005 Page 3 of 12

17 Text Editing Exercise 4. Moving Using the Keyboard Using the keyboard to move around in Word may not be the easiest method to learn as it requires remembering key combinations, but for many people it is the quickest method, since you spend most of your time in Word with your hands already on the keyboard. Don t worry if you don t remember all of these. A list of these shortcuts can be found at the end of this section and you will begin to remember them with regular use. Note that all of the keyboard methods also move the insertion point. 1) Press the [End] key to move to the end of the current line. 2) Press the [Home] key to move to the beginning of the current line. 3) Hold down the [Ctrl] key and press the [End] key. This will take you to the end of the document. 4) Press [Ctrl] [Home] to move to the beginning of the document. 5) Hold down [Ctrl] and press the down arrow key [ ]. This will move down one paragraph at a time. 6) Press [Ctrl] [ ] to move up one paragraph at a time. 7) Press [Ctrl] [ ] to move right one word at a time. 8) Press [Ctrl] [ ] to move left one word at a time. 9) Press [Page Down] to move down one screen at a time. 10) Press [Page Up] to move up one screen at a time. 11) Press [Ctrl] [Page Down] to move to the top of the next page. 12) Press [Ctrl] [Page Up] to move to the top of the previous page. 13) Return to the beginning of the document when you have tried each of these keyboard shortcuts. Tip If you have more than one document open in Word, you can use the [Ctrl] [F6] shortcut to switch between them. Steve O Neil 2005 Page 4 of 12

18 Text Editing Exercise 5. Inserting and Deleting Text Usually when you type text in Word, any existing text will move over to make way for that you type. 1) Make sure your insertion point is at the beginning of the document (before Word 2003). Type the word Microsoft followed by a space. The rest of the text will move across so that the whole line reads Microsoft Word Caution Sometimes Word may be set to Overtype mode so that what you type replaces existing text instead of being inserted in front of existing text. When Overtype mode is turned on and indicator will be highlighted in the status bar at the bottom of the window. You can turn overtype off or on by either double-clicking the indicator or by pressing the [Ins] (Insert) key. Removing text can be done by either the [Delete] key or the [Backspace] key. The difference is that pressing the [Delete] key will remove text to the right of the insertion point, while pressing the [Backspace] key will move text to the left of the insertion point. You can also delete entire words by holding down the [Ctrl] key while you press [Delete] or [Backspace]. 2) Move the insertion point to the second heading just before the word better. 3) Press [Ctrl] [Backspace] to delete the word More to the left of the insertion point. The heading should now read Communicate and Share Information Better. 4) Edit the text in the first paragraph so that it appears as follows. Word 2003 is the latest version of the best-selling word processor. Word takes customer experience and feedback to deliver many innovations you can use to create more impressive-looking documents and help you work better with other people. Steve O Neil 2005 Page 5 of 12

19 Text Editing Selecting Text When you are editing a document it is often necessary to select a section of the document. Some of the things that require you to select text first include, copying text, moving text and formatting text. Since we are going to learn about copying and moving text, we will first look at some different methods for selecting text. Exercise 6. Selecting Text Using the Mouse 1) Make sure the Word 2003 document is still open. 2) Move your mouse pointer to the beginning of the paragraph that begins with the words, Work together better. When your mouse is over text, the mouse pointer changes to a letter I shape. 3) Hold down the mouse button and drag to the end of the paragraph until the whole paragraph is selected. When the text is selected, the colours become reversed to indicate what part of the text is selected. 4) To de-select the text, click anywhere on the page. If you want to select a large amount of page (especially more than one screen s worth) then it can be difficult to select by dragging. 5) Click at the beginning of the same paragraph. 6) Scroll down to the second page and move your mouse (without clicking yet) to the end of the paragraph that finishes with the words, through the thumbnail view. 7) Hold down the [Shift] key while you click. Everything in between will be selected. If you want to adjust the point where the selection ends, simply hold down [Shift] and click on the new end point. 8) Move your mouse to the left of the, Capture and Reuse Information heading. When your mouse is to the left or a row of text, the pointer will turn in to a right pointing arrow. 9) Click to the left of the row to select the entire row. When your mouse is to the left of the text, you can also click and drag up or down to select several rows. 10) Move your mouse over any word in the document. Double-click to select the entire word. Word will select everything between two spaces. If you keep your mouse held down on the second click and drag left or right, you will select a word at a time. 11) Make sure no text is selected and move your mouse over any sentence in the document. Hold down [Ctrl] and click to select a whole sentence. Word will select everything between two full stops but this will only work when there is nothing already selected. 12) Move your mouse over any paragraph in the document. Triple-click to select the entire paragraph. Word will select everything between points where the [Enter] key has been pressed. Tip If you already have text selected then holding down the [Ctrl] key will allow you to select additional text, even if there is a gap between the areas you are selecting. This allows you to select more than one area at the same time. Steve O Neil 2005 Page 6 of 12

20 Text Editing Exercise 7. Selecting Text Using the Keyboard For selecting text using the keyboard, the important key to remember is the [Shift] key. Earlier we looked at ways to move around a document using keyboard shortcuts. If you hold the [Shift] key while using any of the other keyboard shortcuts, Word will select all of the text you move over. 1) Move up to the beginning of the document. 2) Click at the beginning of the, Work together better paragraph. 3) Hold down the [Shift] key and press the right arrow key [ ]. If you keep pressing the [ ] key while holding [Shift] you will increase the amount of text selected. 4) Hold down [Ctrl] and [Shift] at the same time while pressing the [ ] key. This will select one word at a time. 5) Press any arrow key without holding down [Shift]. Moving without holding down the [Shift] key will deselect any text you have selected. 6) You can also use extend mode to select text with the keyboard. 7) Press [F8] to activate extend mode. An indicator in the status bar will show that Extend mode is on. While extend mode is turned on. You can select text without having to hold the [Shift] key. Any text you move over will be selected. 8) Once extend mode is selected, press [F8] again to select a whole word. Pressing it again will select a sentence, again for a paragraph and a gain for the whole document. 9) Press [Esc] to turn off extend mode. Press an arrow key to deselect the text. You can also turn extend mode on and off by double-clicking the status bar indicator. 10) Hold down [Ctrl] and press [A] to select the entire document. 11) Deselect the text. Steve O Neil 2005 Page 7 of 12

21 Text Editing Copying and Moving Text As part of editing text, it is often necessary to rearrange text in a document using copy and move techniques. The two methods for moving and copying that will be explained in the following exercises are Copy & Paste and Drag & Drop. The Copy & Paste method uses the Windows Clipboard. The clipboard is a temporary storage tool in Windows that can be used to copy or more information around in a program or even from one program to another. It works by placing information, such as selected text, in the clipboard and then pasting the information where you want it to go. The Drag & Drop method uses the mouse to drag text from one location and drop it in another location. Exercise 8. Moving Text Using Cut & Paste To use Cut & Paste you need to use the following steps. a. Select the text you want to move. b. Use the Cut command to place the selected text in the clipboard. c. Move the insertion point to the position you want the cut text to go. d. Use the Paste command to place the information from the clipboard in the destination. 1) Make sure you are on the first page of the Word 2003 document and locate the paragraph that begins with, Designate certain sections. 2) Select the sentence at the end of that paragraph which says, Collaborate with confidence. 3) Use one of the following methods to select the Cut command. a. Select Cut from the Edit menu. b. Click your right mouse button on the selected text and select Cut from the right-click list. c. Click the Cut icon on the toolbar. d. Use the [Ctrl] [X] shortcut. When you cut the text, it will be removed from the document as it is placed in the clipboard. 4) Move to the beginning of the paragraph and use one of the following methods to select the paste command. a. Select Paste from the Edit menu. b. Click your right mouse button on the selected text and select Paste from the right-click list. c. Click the Paste icon on the toolbar. d. Use the [Ctrl] [V] shortcut. The text will now be placed at the beginning of the paragraph. Steve O Neil 2005 Page 8 of 12

22 Text Editing Exercise 9. Moving Text Using Copy & Paste The only difference between the Copy command and the Cut command is that the Copy command will leave a copy of the selected text at the original location while the Cut command will remove it from the original location. 1) Locate the paragraph that begins with, Work together better. In that paragraph you will see after, Microsoft Windows Server. We will copy this so that it also appears after, SharePoint. 2) Select the trademark symbol. 3) Select the Copy command using one of the following methods. a. Select Copy from the Edit menu. b. Click your right mouse button on the selected text and select Copy from the right-click list. c. Click the Cut icon on the toolbar. d. Use the [Ctrl] [C] shortcut. 4) Move the insertion point so that it is just after the word SharePoint. 5) Paste the copied text. Note Once you have cut or copied some text to the clipboard, you can paste it as many times as you want to make multiple copies. In fact, recent versions of Word allow you to have more than one bit of text in the clipboard at any given time. The task pane can show a list of things in the clipboard that can be pasted. An easy way to show the Clipboard in the task pane is to select the copy command twice. The task pane will show any items you have copied to the clipboard. You can click on any item in the list to paste it where your insertion point is. Tip Experienced users of Word often find that the quickest way to use Cut, Copy & Paste is to use the keyboard shortcuts. Because the X, C, and V key are all next to the left [Ctrl] key, it is very easy to use those shortcuts with your left hand, leaving your right hand to select with your mouse. Steve O Neil 2005 Page 9 of 12

23 Text Editing Exercise 10. Drag & Drop Editing Another simple way to move and copy text is to use the drag & drop method. This is especially useful when you want to quickly move or copy text over short distances in your document. 1) Locate the paragraph that begins with, Go mobile. 2) Select the last sentence in the paragraph, from, You can, to send to others (remember you can hold down [Ctrl] while clicking to select the entire sentence). 3) Move your mouse over the selected text and your mouse pointer will be arrow shaped. 4) Hold your mouse down on the selected text and drag to the beginning of the paragraph. Release the mouse when your mouse pointer is after, Go mobile. and, If you own. 5) Save changes to the document and close the file. Tip If you hold down [Ctrl] while you are dragging selected text, you will be copying instead of moving. 6) Open the file called Copying and Moving Practice and follow the instructions in that document to practice copying & moving. Steve O Neil 2005 Page 10 of 12

24 Text Editing Exercise 11. Using the Reading Layout View Note This feature is not in versions of Word earlier than Word Word documents are generally intended for being read after they have been printed. Sometimes you may want to read a document without printing it but they screen layout often makes this difficult. You can view your document in different ways in Word and one of these ways is the Reading Layout view. The reading Layout view is intended to arrange text in a document so that it is easier to read on the screen. This doesn t change the way it looks when it prints. 1) Open the Word 2003 document. 2) You can switch to the Reading Layout view by selecting it from the View menu or by clicking the icon in the bottom-left corner of the window. While in the Reading Layout view, you will notice that the text appears a lot larger and the page is re-sized to fit on the screen. You can use the scrollbar or the [Page up] & [Page Down] keys to move to different pages in the documents. 3) Exit the Reading Layout view by clicking the icon on the toolbar or by pressing the [Esc] key. Steve O Neil 2005 Page 11 of 12

25 Text Editing Shortcuts Covered in This Section Ctrl or Ctrl or Ctrl A Ctrl Backspace Ctrl C Ctrl Delete Ctrl End Ctrl Home Ctrl O Ctrl PageDown Ctrl PageUp Ctrl V Ctrl X End F8 Home PageDown PageUp Move up or down one paragraph at a time Move left or right one word at a time Select all text in a document Delete a whole word to the left Copy selected text Delete a whole word to the right Move to the end of a document Move to the beginning of a document Open a file. Move to the next page Move to the previous page Paste text from the clipboard Cut selected text Move to the end of a line Activate Extend mode for text selection Move to the beginning of a line Move down one screen Move up one screen Steve O Neil 2005 Page 12 of 12

26 Text Tools Using Microsoft Word Text Tools In addition to the editing tools covered in the previous section, Word has a number of other tools to assist in working with test documents. There are tools to help you find and correct mistakes in your spelling, tools to fix up common typing errors, tools to automatically insert frequently used words & phrases and of course tools to print your work Spell Check A spell checking utility has long been a standard component of Word Processors. The spell checker in Word has improved in many ways over the years with increased reliability and increased ease of use. It has also been expanded to include a grammar checker and can be configured to check in different languages when required. You can even customise the dictionary Word uses to check your spelling so that it recognises words and abbreviations that may be unique to your organisation. There are several ways to use the spell checker in Word. You can run the spell check utility to check your whole document or sections of your document for errors. There is also an automatic spell check which identifies errors as you type so you can quickly correct them. Caution The spell checker is a useful tool but it s not perfect so don t rely on it as the final authority on correct spelling. It s no substitute for careful proof-reading and good spelling skills. Also, it does make mistakes from time to tame (it didn t pick up the mistake in that last word for example). It s only intended as a guide to help you identify likely errors. Steve O Neil 2005 Page 1 of 12

27 Text Tools Exercise 1. Spell Checking a Document 1) Open the document called The Man From Snowy River. This document contains the famous Australian poem but there are some spelling errors in the text. You will be able to spot some of the easily because Microsoft Word will place a wavy red line under any words that it can t find a match for in the built-in dictionary. If any mistakes in grammar are detected, there will be a way green underline. 2) The first word spelt incorrectly is movement. You will see a red line under that word. Click your right mouse button on that word and a shortcut menu will appear similar to the example shown above. The menu will show some suggested corrections for the spelling of the word. Other options in the menu will allow you to ignore the word or add it to the internal dictionary. 3) Click on the first suggestion to change the spelling of the word. The word will change and the red underline will be removed. With a long document, it is sometimes quicker to use the spelling and grammar tool rather than checking each mistake one by one. 4) From the Tools menu select Spelling and Grammar. You can also activate this tool by pressing the [F7] key or by clicking the icon on the toolbar. The top of the Spelling and Grammar dialog box will show the dictionary currently being used for the check (in the example above, UK English is the dictionary being used). The first error after the insertion point will be shown in the top half of the dialog box, which should be a mistake in the word riding. Some suggested corrections for the word will be shown in the bottom half of the dialog box. 5) Since the first suggestion is the correct one, click the Change button to the right to make the correction. The next mistake will now be located. This time, the mistake is with the word horsemen. This same spelling mistake actually occurs several times in the document Rather than correct each one, you can tell word to correct it here and everywhere else where the mistake occurs. 6) Click the Change All button to fix the error. Four mistakes changed in one go! Steve O Neil 2005 Page 2 of 12

28 Text Tools 7) The next mistake detected is a line ending with a comma. Normally this would be bad grammar but since this is a line in a poem, it s ok and doesn t need correction. Click on Ignore Rule to ignore this type of error in the rest of the document. 8) Continue through the rest of the document, correcting or ignoring errors as appropriate. For words like Stockwhip that are identified as errors, you may like to click the Add to Dictionary button so that the word will be recognised in future. 9) When there are no more errors detected, the following message will appear. 10) Click OK to complete the check. You can change what language is used to check the spelling of your document. The currently selected language will be displayed at the bottom of the Window. You can change the language for a document by going to the Tools menu, selecting Language and then choosing Set Language. You might need to select the whole document first [Ctrl] [A], otherwise it may only change the language settings for part of the document. Clicking the Default button will mean that the language you select will become the default language for Word documents you create in the future. If you want to set the language for all documents in all Office programs (such as Word, Excel and PowerPoint) then you may be better off choosing the Set Language tool from the start menu. It will appear in the start menu as Microsoft Office 2003 Language Settings. Note There are several different choices for English including English (U.K.), English (U.S.) and English (Australia) (aren t we supposed speak UK English in Australia?). The Australian English dictionary is provided as it includes Australian place names, expressions etc. It also seems to think we spell some words using US spelling (such as organize). For this reason you may be better off sticking with the UK English dictionary. Steve O Neil 2005 Page 3 of 12

29 Text Tools AutoCorrect and AutoFormat Microsoft Word includes an AutoCorrect feature which will automatically correct common mistakes as soon as you type them. In addition to common typing and spelling errors, it can also correct mistakes such as. Another similar feature called AutoFormat can change the appearance of certain text you type. Forgetting to write the first letter of a sentence or the name of a day as a capital. accidentally leaving the caps lock key turned on Holding the shift key too long and ending up with TWo CApitals. Exercise 2. Using the AutoCorrect Feature 1) Close any documents that are currently open (shortcut [Ctrl] [F4]). 2) Create a new blank document by clicking the icon on the toolbar of by using the [Ctrl] [N] keyboard shortcut. 3) If the Getting Started task pane appears on the side of the screen you can either leave it there or close it if you think it s taking up too much room. To close it, click the cross in the top-right corner of the task pane (circled to the right) or press [Ctrl] [F1]. 4) Enter the following line of text exactly as it appears below. autocorrect is a feature of MIcrosoft WOrd. As you type the text, Word will automatically change the first letter of the sentence to a capital and fixt up the incorrect capitalisation of the last two words. Note that the changes won t be made until you type a space or full stop, since that indicates that the word you ve typed is complete. 5) Move your mouse over the first word in the sentence. You will see a thin blue line appear under the first letter where the correction was made. 6) Move your mouse pointer over that small marker and it will turn in to an icon with an arrow. This is an example of a Smart Tag. Smart tags are a common feature in recent versions of Word and give you quick access to certain features. 7) Click on the arrow to view the options. These options allow you to undo the correction in case you didn t want it, or stop Word from making that particular correction in future. The options may be different for other types of smart tags. Note If AutoCorrect makes a correction that you don t want, you can immediately Undo (explained later in this section) and the correction will be reversed. 8) Type all of the text on the following page exactly as it appears including errors and note the corrections that are made as you type. Steve O Neil 2005 Page 4 of 12

30 Text Tools microsoft Word can hlep yuo fix teh most common mistakes. Try turning on your Caps Lock key before typing the following sentence. If you have your Caps Lock key turned on while you type this, Word will fix the typing and turn your Caps Lock key back off for you. AutoCorrect and AutoFormat can also help you insert common symbols. Try typing the following and see what happens. :) --> <-- ==> <== (c) (r) (tm) 1/2 1/4 1st 2nd 9) You can change the AutoCorrect options to modify how it works or even add new words to the list that can be automatically corrected. To view these options, go to the Tools menu and select AutoCorrect Options. 10) When you have viewed the options, click Cancel or press the [Esc] key. 11) Save the current document with the file name Text Tools. Steve O Neil 2005 Page 5 of 12

31 Text Tools AutoText AutoText is a feature of Word which allows you to automatically insert frequently used text. The amount of text could be anything from a single word to a whole page s worth of text and can even include non-text elements such as pictures. Some common words and phrases such as names of months & days are already built in to Word s AutoText feature and you can also add your own. Any new entries you add will be available for use in all documents you create. Exercise 3. Using Built-in AutoText 1) Make sure the Text Tools document is still open and create a new line under the existing text. 2) Enter the following text. The meeting will be on the first wedn 3) As you type the first few letter of a day of the week, a tip above the text will appear telling you that you can have the word completed for you. Press the [Enter] key to complete the word and add the additional text shown below. The meeting will be on the first Wednesday of dece 4) Press [Enter] to complete the word December and add a full stop to complete the sentence. 5) Save the changes to the file ([Ctrl] [S]). Exercise 4. Creating an AutoText entry 1) Enter the following text in a blank line on your document. Western Australia 2) Select the text you just typed. 3) From the Insert menu select AutoText and then New (or press [Alt] [F3]). 4) Click OK to confirm the name for the AutoText entry. 5) Press [Enter] to create a new paragraph in your document. 6) Type the first couple of letters of Western Australia 7) When you have typed enough for Word to recognise the entry, you can press [Enter] to complete the entry. You can also type as little as the first two letters and then press [F3] for Word to complete the entry. Try either method and then save the changes to the document. Steve O Neil 2005 Page 6 of 12

32 Exercise 5. Undo Text Tools When people begin using Microsoft Word for the first time, it usually doesn t take too long for people to discover the Undo feature. While you are working, Word keeps track of the changes you made. You can use the Undo function to undo the last change you made. Using the undo feature again will undo the previous change you made and so on through the history list. If you have used the Undo feature to backtrack through the history list you can use the Repeat feature to redo what you have undone. This may all sound a little confusing but it should be easier once you have tried it out. The Undo feature is available from the toolbar, the Edit menu and a keyboard shortcut. 1) Make sure the Text Tools document is still open. 2) Click on the Edit menu. The first option on the menu is the Undo command. It shows you the last thing you did. 3) Locate the Undo icon on the toolbar. Clicking on the icon itself will undo the last change you made in the document. 4) Click the arrow next to the document to display the history list. You can click on an item in the list to undo everything back to that point. 5) Press [Enter] to create a new paragraph in the document. 6) Type your name on the new line. 7) Press [Ctrl] [Z] to undo the typing. 8) Press [Ctrl] [Y] to redo the typing. 9) Save the changes to the document. Note There is an icon for the Repeat command that can be used for restoring changes, but it is only available when you have used the Undo command to remove a change. Steve O Neil 2005 Page 7 of 12

33 Text Tools Previewing and Printing a Document Since the majority of documents created by a word processor are intended to be printed, it is important for the process to be as quick and easy as possible. Assuming your computer has at least one working printer available, it is simple to print copies of a document whenever you need to. You can also preview how a document will look when it s printed. That may seem unnecessary in a WYSIWYG (What you see is what you get) program, but the print preview makes it easier to see how the document will look on full pages without spell-check underlines, rulers and the other editing aids that normally display on the Word screen. Exercise 6. Using Print Preview 1) Open the Word 2003 document. We ll start by doing a Print Preview. 2) From the File menu select Print Preview or click the icon on the toolbar. In a document with more than one page, you can use the scrollbar or the [Page Up] and [Page Down] keys to move from one page to the next. The table on the next page described the function of the icons that appear on the Print Preview toolbar. Steve O Neil 2005 Page 8 of 12