Introduction. The Home Tab. File Tab The Font Group Paragraph, Styles, and Editing Groups. June 2013 Microsoft Word Page 1

Transcription

1 June 2013

2 Introduction Much of Word 2013 is the same as the most recent versions of Word (2010 and 2007) with a slightly altered look. However, several changes will have an impact on the user. These include the following: 1. Word Opens to a start screen that has links for recent documents, your files, a blank document and document templates. (This can be changed through the File tab and then Options button) 2. The Design Tab has been added to the Ribbon. This tab includes the options for working with and changing the themes. The watermark, page color and page border commands have also been moved to this tab (from the Page Layout tab.) 3. The Reading mode has been updated. Pictures can be enlarged to see more detail 4. A user is now able to open and edit PDF files in Word. 5. Alignment guides appear when moving an object in the document that help line it up with other elements on the page. (top of paragraph, headings, margins) 6. A Layout Option Icon appears outside the top right corner of an object when it is selected and gives easy access to text wrapping options. 7. When working with a picture, shape, text box or WordArt a formatting task pane can be opened using one of the dialog box launchers or when clicking for more options with some of the commands. This allows access to basic commands and those that allow more precise formatting. 8. Searches for clipart online 9. Can save documents to cloud storage at SkyDrive with Microsoft account. In Office 2013 Microsoft still uses what it calls the Ribbon. The Ribbon is a strip that runs across the top of a window and is organized with a set of tabs. By clicking on a different Tab, you get a different set of commands. Each tab represents a different type of command and the commands on the ribbon are further organized into Groups. You can also add your own tabs with your favorite commands or add a new group to an already existing tab. The File tab opens the Backstage view on a separate full page. The Groups contain sets of commands that are closely related from the point of view of functionality. For example, in the Home Ribbon you will find the most frequently used commands, including the Font Group, which has all the commands you need that deal with fonts and text sizes and styles and colors and so forth. In the Paragraph Group are all the commands that have to do with line spacing, text alignment, bullets and numbering, indentation, and borders. The Home Tab File Tab The Font Group Paragraph, Styles, and Editing Groups June 2013 Microsoft Word Page 1

3 Opening a New Word Document To open Microsoft Word 2013, click on the Word icon on your desktop Word in the All Apps list from the Start Screen, or find When you open Word, the Word Start Screen will appear. From here, you can open recently edited or created documents, choose a template from which to work, or create a new blank document. Word Start Screen Word 2013 Elements The three main elements for using the Word interface are the File Tab, the Quick Access Toolbar and the Ribbon. File Tab Quick Access Toolbar The Ribbon June 2013 Microsoft Word Page 2

4 The Ribbon The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups, which are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce clutter, some tabs are shown only when needed. For example, the Picture Tools tab is shown only when a picture is selected. You can minimize the Ribbon to make more space available on your screen. Minimize the Ribbon There are three view options for the Ribbon: Auto-hide, Show Tabs, and Show Tabs and Commands To change the view 1. Click on the Ribbon Display Options button next to the help button 2. Choose the option you want To use the Ribbon while it is minimized, click the tab you want to use, and then click the option or command you want to use. For example, with the Ribbon minimized, you can select text in your Microsoft Office Word document, click the Home tab, and then in the Font group, click the size of the text you want. After you click the text size you want, the Ribbon goes back to being minimized. Keep the Ribbon minimized for a short time To quickly minimize the Ribbon, double-click the name of the active tab. Double-click a tab again to restore the Ribbon. The standard Ribbon Tabs for Office Word 2013 are: the Home Ribbon, the Insert Ribbon, the Design Ribbon the Page Layout Ribbon, the References Ribbon, the Mailings Ribbon, the Review Ribbon, and the View Ribbon. In Office 2013, a user can add their own ribbon tab with their favorite commands or add a new group to a ribbon that is already in place. To access this option: Right click on the ribbon and choose Customize the Ribbon Click on the New Tab button toward the bottom on the right hand size it will create a new tab and a new group highlight each in turn and click the Rename button to give them a name Add commands from the column on the left Tabs and commands can be organized by clicking the up and down arrows on the right June 2013 Microsoft Word Page 3

5 The Quick Access Toolbar The Quick Access Toolbar s name describes its use. It allows you to quickly access those commands that you use most frequently. Move the Quick Access Toolbar The Quick Access Toolbar can be located in one of two places: Upper-left corner above the File and Home tabs (default location) Below the Ribbon: If you find that the default location above the tabs is too far from your work area to be convenient, you may want to move it closer to your work area. The location below the Ribbon while closer to your work area also encroaches on the work area. Therefore, if you want to maximize the work area, you may want to keep the Quick Access Toolbar in its default location. To move the Quick Access Toolbar: 1. Click the down arrow on the right end of the Quick Access Toolbar 2. In the list, click Show Below the Ribbon or Show Above the Ribbon. 1 2 Add a command to the Quick Access Toolbar You can add a command to the Quick Access Toolbar directly from commands that are displayed on the Office Ribbon. o On the Ribbon, click the appropriate tab or group to display the command that you want to add to the Quick Access Toolbar. o Right-click the command, and then click Add to Quick Access Toolbar on the shortcut menu. June 2013 Microsoft Word Page 4

6 Only commands can be added to the Quick Access Toolbar. The contents of most lists, such as indent and spacing values and individual styles, which also appear on the Ribbon, cannot be added to the Quick Access Toolbar. You can also customize the Quick Access Toolbar by right clicking on the toolbar and choosing Customize Quick Access Toolbar. The File Tab When you click the File Tab, the Backstage view opens. Commands to open, save, print or share your file are found here. This tab opens a whole page view rather than showing a different ribbon. The Print button page includes the Print Preview page. You can see what the completed page will look like as well as designate the number of copies to print, what pages to print or how to collate the pages. For convenience, several buttons that allow the user to change certain formatting choices are on this page: Orientation, Paper Size and Margins Click the Options button to find the program settings that control things such as your preferences for background, display, auto correct, spelling or saving a file. In the Backstage View, you find the commands for things that you do TO a document. With on the other tabs, you find the commands for what you do IN a document. Saving a New Word Document Look at the new document s name (Document1 for example) in the top center of the window. The document is given this default name (Document1 or Document2, etc) by the system because you have not yet given it a name of your own. It is ALWAYS a good idea to thoughtfully name a new document immediately, before you even enter any data, and save it. There are two good reasons for naming your files thoughtfully: 1. You will easily be able to identify the contents of a document if you give it an appropriately descriptive name 2. You will more easily find a document later if you are careful to save it in a location of your choice. The system will prompt you to do this. So, when it does, be sure to select where you want the document to be saved (on which drive/disk and in which folder). 3. When logged in at school, save to your Home Folder/My Documents since this saves it to server that the district backups nightly. June 2013 Microsoft Word Page 5

7 This process looks a little different in Word Here are the steps: If you are saving to a USB Flash drive, make sure you have it inserted in your computer Click on the File Tab and select Save As - the following page opens Click on Computer in the left Column If the location you want is displayed click on it, if not click the Brouse button Word displays the Save As dialog box Use the scroll bar to find the place where you want to save your file Create a New Folder button File Name data entry The Save As dialog box prompts you, among other things, (1) to select the location in which you want to save the document, (2) to create or select a folder in which to save it, and (3) to type a name for the document. Use the scroll bar in the left hand box so you can see all the places you can save files on your computer. Once you have found the right place you can select or create the right folder A momentary loss of power is enough for you to lose all your work, so be sure to get into the habit of saving frequently as you go along. Renaming a document You will sometimes want to rename a document that you have already saved. Open File Explorer from the Desktop Task Bar -. Navigate to the location of the file June 2013 Microsoft Word Page 6

8 Right click on the file From the context menu that pops up when you right click, select the option to Rename, which highlights the document s name so that you can type a new name for it. To save a second copy of a document: Open the file. Go through the same process for saving a document as above but give the file a new name. The View Ribbon The View Ribbon has commands that will make it easier for you to see what you are doing as you create your documents. We will only look at some of them Print Layout view is the most common used. It allows you to see the pages as they will look when they are printed. 2. By clicking the check box next to Ruler, in the Show/Hide group the ruler is displayed at the top of your document. The ruler gives you an easy way to set margins, indents and tab stops. There is also an icon at the top of the side scroll bar the opens and hides the ruler. 3. By clicking the check box next to Gridlines a graph paper like grid is added to the page. This can be helpful if you need to align objects. 4. The Zoom group allows you to change the size of your document on the screen. The Page Width button enlarges the page to the largest size where you can still see the page edges. The One Page button allows you to see what the whole page will look like but unlike the Print Preview view you can still make corrections to the page. If you are doing detail work you can use the Zoom button to enlarge the page as much as 500% 5. The Window group allows you to manipulate the screen. You can see two documents side by side to compare them or split the screen so that you can read one part of your document while typing in another part. Working with a Document The Ruler Two Cursors There are two independent cursors. One is the I beam cursor and the other is the Insertion point cursor. June 2013 Microsoft Word Page 7

9 The I beam cursor is so called because it looks a bit like an uppercase "I". It becomes an arrow when positioned in the left margin of the page or when rolled outside the edges of the page. Try the following for practice. Roll the mouse around and notice how the I beam cursor follows along and changes to an arrow each time you cross the edge of the page or if you roll over into the left margin The Insertion point cursor (which blinks on and off on the screen and is not directly controlled by the mouse) is so called because it indicates exactly where characters will appear in the text when you type at the keyboard. The I beam cursor is under the control of the mouse and allows you, by clicking on the left mouse button, to position the insertion point cursor anywhere in the text of your document. In this way you can remove errors or add additional text anywhere in your document. Adding Text When using a word processing program on a computer, you place the insertion point cursor in the document and start typing. The program is aware when you are getting to the end of the line, and it will automatically move a word to the beginning of the next line if it does not fit completely on the end of a line. The technical term for this is wrap around. The only time you need to hit the Enter key is at the end of a paragraph, whether the paragraph be one word, one line, or several lines. (Hitting the Enter key is called a hard return.) Correcting Errors If you see you've made a mistake and you want to fix it, you can use either the Backspace key or the Del(ete) key The Backspace key removes text that is left of the cursor, while the Delete key removes text that is to the right of the cursor. Position the insertion point cursor where you need to make the correction and use the Backspace or Delete key. After removing the unwanted text you can add more text. Show/Hide Button You can have Word show you exactly what keystrokes are in your document. It will show you where you hit the Enter key (say, at the end of paragraphs or to insert blank lines), the Tab key or the Spacebar. It will also show page breaks or section breaks. The easiest way to do this is to click on the Show/Hide ( ) icon in the Paragraph Group of the Home Ribbon (see figure on next page) June 2013 Microsoft Word Page 8

10 The symbol is the standard mark used in editing to indicate the need for a paragraph break in running text. The symbol, if you have the option turned on, would appear where you hit Enter at the end of the paragraph. Another symbol would appear on an empty line because, strictly speaking, the empty line is another paragraph. A dot indicates wherever there is a space in the running text. This is useful for you to see if you have extra spaces that you may want to remove. An arrow indicates where the Tab key has been pressed. Undoing Unintended Actions If you do something you did not intend or make a mistake, you will select Undo from the Quick Access toolbar in the top left corner of the Word window. This is a lifesaver that you will use often! A quicker way to Undo is to use the shortcut Ctrl+Z on your keyboard. You can undo any number of recent actions by clicking on the arrow next to the Undo tool in the Quick Access toolbar Undo Tool Quick Access Toolbar Be careful when you use this feature, however. If you want to undo an action you did ten actions back the last nine actions will also be undone. It might be better to just go and change that one item in the document rather than having to redo the other nine actions as well. Scrolling Through a Document On the right of the screen you have a vertical scroll bar and, inside it, the vertical scroll box. At the bottom of the screen (if your zoom is large enough) you may have a horizontal scroll bar and horizontal scroll box. At either end of the scroll bars are arrows pointing in opposite directions (up and down, or left and right). As you might expect, clicking on these arrows will scroll a document up or down, left or right. June 2013 Microsoft Word Page 9

11 You can scroll a lot faster by positioning the mouse arrow on the scroll box itself, holding down the left mouse button, and dragging the box up or down, left or right, in the scroll bars. This causes the document to scroll in jumps, from section to section, page to page. Try this as well. You can scroll and position the cursor very precisely, character by character, line by line, by using the arrow keys on the keyboard. Try this as well Yet another scrolling option is available to you if you have a mouse with a rubberized wheel between the buttons. You can scroll by turning the wheel up or down. If you click on the wheel a double sided up and down arrow appears and you can move up and down the document just by moving the mouse. Selecting (Highlighting) a Block of Text Selected text is text that stands out from the rest of the document because it is shaded differently than the rest of the document. When you select or highlight text, you can do things to it (delete it, move it, copy it, change the margins set for it, change the font, the text style or color, and so on) without affecting the rest of your document. You can highlight as much or little as you want. Use the mouse to position the cursor so it is immediately before what you want to select. Hold down the left mouse button and keep it down as you carefully drag across the text you wish to select be it one character, a sentence, a paragraph or more. This can be tricky the first few times you try it. If you drag across more than you want, keep your finger on the left mouse button and drag back until you have just what you want highlighted. Click anywhere in the document to remove the highlighting (i.e. to deselect the selected text) You can highlight a single word... Position the I beam cursor anywhere over the word, double click the left mouse button (or you can drag across the word using the mouse). You can highlight a line of text... Position the cursor in the margin to the left line (the cursor changes from an I- beam to a white arrow pointing in at the line at the edge of the text) and click on the left mouse button. There you have it! The whole line is highlighted. You can highlight several selected lines... Move the cursor into the margin immediately in front of the first line you want selected (the cursor becomes a white arrow pointing in at the line). Hold down the left mouse button and drag down to select (highlight) a couple of lines, then let go of the left mouse button. June 2013 Microsoft Word Page 10

12 You can quickly highlight an entire paragraph... Move the I beam cursor anywhere in the paragraph, triple click (quickly click 3 times) on the left mouse button and notice how this highlights the entire paragraph. You can highlight an extended area (or block) of text... Place the cursor at the start of what you want selected. Now, while you hold down the Shift key, click at the end of the paragraph and notice that the whole paragraph is highlighted. You can quickly highlight an entire document... You can drag the mouse to highlight several paragraphs or even an entire document of several pages. However, dragging through a 50 page document would quickly become tedious. So Word provides a short cut to select an entire document. Press Ctrl+A (or, in the Home Ribbon > Editing Group choose Select All). You can select disjointed text Select the first text that you want. Hold down the Control key and select the second portion of text you want. You can add as many portions as you want. The Home Ribbon Click on the Home tab to see the groups and commands on the Home ribbon. Font Group This group has the commands that allow you to change the look of your font. This can be the font style, size, color; whether it is plain text, bold, italic or underlined. You can put a highlight color around the text or make it all uppercase. Font Style and Size Font Styles come in all shapes and sizes, and you probably have at least a couple of dozen available on your Windows computer. Times New Roman font comes standard with all Windows computers. Times New Roman is a serif font, which means it has serifs. Serifs are the small marks (flourishes) used to complete a letter. June 2013 Microsoft Word Page 11

13 In general, serifs improve readability by increasing the definition of letters. However, the clean lines of sans serif fonts can prove easier to read in some contexts, especially, for example, with larger font sizes. Sometimes you may need to set off one font against another so sans serif fonts such as Ariel and Comic Sans MS will often come in handy. Font Size is measured in points. 9 point is quite small 12 point is standard 36 point is quite large You use the Font Size tool to change this. You can make the font size very small (4pt and lower) or very large (300 and over.) To enter sizes not in the drop down list click on the current font size to highlight it and then type the size you want. You can also use the Grow Font or Shrink Font button to change the size. Boldface, Underline, Italic, Color When writing, it is often important to draw attention to certain words or phrases by adding emphasis to them. This can be accomplished by boldfacing, italicizing, underlining or highlighting the text. You can also change the color of the text. To put your text in bold or italic, to underline it or change the color: select the text and then press the appropriate command button in the Font Group. June 2013 Microsoft Word Page 12

14 Paragraph Group Aligning text Alignment involves adjusting the edges of your text so either they are lined up to the left margin, the right margin, or on both margins of the page (this latter format is often called justified text.) Alignment also includes the option to center text. In the Paragraph Group, there are several Text Alignment tools. The first alignment icon indicates left alignment, the second indicates center alignment, the third indicates right alignment, and the fourth indicates justified alignment. Line spacing Papers may be printed with variable spacing between lines. The following steps show you how to do this in Word. Select the section where you want the line spacing changed. Now from the Home Ribbon > Paragraph Group click on the line spacing icon. Select the desired spacing (2.0 for double-spacing. 1.0 for single-spacing) 1.08 is the default line spacing in Word 2013 Indent Commands There are two indent commands in this group. The one on the left will move the paragraph or selected area to the left and the one on the right will move it to the right. Just place the cursor in the paragraph or make your selection and click the appropriate button. Shading The Shading command allows you to quickly add a shading color to a complete paragraph or selected area. Borders The border command allows you to add a border to selected text or paragraph. June 2013 Microsoft Word Page 13

15 Styles Group Quick Styles are sets of styles created to work together. You can choose from styles that will add a set of formatting choices to your chosen text (for example the chosen text might be put in bold, underlined and centered.) Although a quick style set likely contains all of the styles that you need to build a document, you may want to add a brand new style as well. The normal style would be for the bulk of your document. The normal style is chosen when you open a new document. You can then choose particular styles for headings, titles, emphasis, special words or phrases. The normal style by default uses the Calibri size 11 font for the body of the document and the Cambria size 11 for headings. It also uses 1.08 line spacing between lines and 8 pts after paragraphs. Often this does not work for documents teachers are creating. This can be changed in one of two ways. 1. When first opening a new document, click on the No Spacing style and then change the font style and size. OR 2. Change the setting for the normal style. To do this: o Right click on the Normal Style and choose Modify o The Modify dialog box opens o Change the font style and size o Click on the Format button and choose paragraph o Make your desired changes to the line spacing and spacing after paragraphs o Click on the radio button for New documents based on the template o Click OK June 2013 Microsoft Word Page 14

16 To Create a New Style Select the formatted text that you want to create a new style like (maybe it is in bold and red) Right click the selection and click on Styles (far right of the Mini Toolbar) Chose Create a Style Type in a name for the style To only use in the current document click OK To put in gallery to use in other documents o Click the modify button which will open a dialog box o Give the style a name o Click on the radio button next to New documents based on this template o Click OK Clipboard Group Moving and copying text is crucial to the process of word processing. It makes the creation and editing of documents much easier than when using the old typewriter.. To Move Text Select the text that you wish to move Click on the Cut button in the Clipboard group of the Home Ribbon (or right click and choose Cut or press Ctrl+x) Scroll to where you want to insert the text and click to position the insertion cursor Click on the Paste button in the Clipboard group of the Home Ribbon (or right click and choose Paste or press Ctrl+v) To Copy Text Select the text that you wish to copy Click on the Copy button in the Clipboard group of the Home Ribbon (or right click and choose Copy or press Ctrl+c) Scroll to where you want to insert the text and click to position the insertion cursor Click on the Paste button in the Clipboard group of the Home Ribbon (or right click and choose Paste or press Ctrl+v Format Painter copies the formatting from one selected text to another Select the text whose formatting you want to copy Click on the Format Painter Select the text that you want to change Click anywhere on screen (To change more than one set of text double click on Format Painter and change the various selections when finished single click on Format Painter) June 2013 Microsoft Word Page 15

17 Find and Replace It is surprising how often the Word Find and Replace function comes in handy when you are working with larger documents. You may want to find each place in a document where a certain word or phrase is used. Or, you may want to jump quickly to a certain page because you have to rewrite something or insert a sentence. You could scroll through a document looking for what you want, and you might even eventually find it, but do not count on it. In any case, this takes time and there is always the possibility that you might miss the text in question on a first or second pass. The Word Find/Replace function, on the other hand, will swiftly and unerringly locate anything you are looking for. Finding a text string When you are using computers, a character is anything that you type at the keyboard (including numbers, spaces, and punctuation marks). A sequence of characters is often referred to as a "string". In this sense a word is no different than a phrase as far as a computer is concerned; both are strings sequences of characters. It is often easiest to start a search at the beginning of the document if you are not absolutely sure where the text you want to find occurs. Use Ctrl+home to go to the beginning of the document. Place the insertion point cursor at the top of the paper The Find function in 2013 opens the navigation pane (Press Ctrl+f to activate the Find function or in the Home Ribbon > Editing Group select Find). To open the Find and Replace dialog box Press Ctrl+h or Home Ribbon > Editing Group>Replace. June 2013 Microsoft Word Page 16

18 In the Find what box type the word or phrase you are looking for try and make it as unique as possible If you do not see the search options click the More button on the bottom left. You can choose options like Match case or Find whole words only to make your search more specific In the menu, select the option All to tell Word to search the whole document for the text string you are looking for Click on Find Next. Immediately Word scans the text and stops when it finds the string of characters that matches the text you specified for the search. This string of characters is highlighted on the screen. Put your insertion point where you want to correct or add text and make the change. Replacing a text string Position the cursor at the beginning of the document Press Ctrl+h or, in the Home Ribbon > Editing Group select Replace Word presents the Find and Replace dialog box with the Replace tab selected in the set of index options. Type the word or phrase you want to replace in the Find What box In the Replace with: box, type the new word or phrase then click on the Find Next button. Word goes to work and highlights the first occurrence of your word or phrase. If you cannot see this highlighted phrase on your screen, it may be because the Find and Replace dialog box is covering it. You can move the window around on the screen by dragging on the name bar at the top of the window (the blue bar at the top of the dialog box). The basic options available to you in the Find and Replace dialog box are as follows. You can: o Click on the button to Replace All occurrences of the search text in the entire document; o Click on the button to Replace only the one occurrence of the search string; o or, you can simply click on the button to Find the Next occurrence of the search string without changing anything. June 2013 Microsoft Word Page 17

19 As a rule of thumb, you should be wary of telling Word to Replace All occurrences of a piece of text unless you are absolutely sure you know what you are doing. Word may take a few seconds to make the changes. Soon you will see a window telling you how many occurrences of the search string were replaced. Click on OK, then close the Find and Replace dialog box Using the Ruler When shown the ruler allows you to set margins, indents and tab stops easily. To view the ruler click on the View Ribbon and in the Show/Hide Group put a check in the box next to Ruler. Indent Markers Indent Markers are used to adjust the first line and the left and right margins of paragraphs (not individual lines, unless a paragraph only has one line). They are applied either to the first line of a paragraph or to all of the lines after the first line in a paragraph. To set an indent put the cursor anywhere within the paragraph for which you want to set the indent (this tells Word which piece or paragraph of text to reformat). On the left side of the ruler, at the 0" hash mark, you can see the three indent markers. The First Line Indent marker is on top, the Hanging Indent marker is in the middle, and the Left Indent marker in on the bottom. The Right Indent marker is at the right margin by itself. TIP: Remember that the tip of the mouse pointer is the hot spot. Moving the small indent markers is a delicate operation. Be sure to position the very tip of the mouse pointer on an indent marker.. June 2013 Microsoft Word Page 18

20 Left Indent -To change the left margin of the paragraph drag the small rectangular marker on which the other two triangular markers sit. These markers move together when you drag the Left Indent marker. First Line Indent - Position the tip of the mouse pointer on the top triangular marker and independently slide it to the left or right (you will not be able to drag it further left than the left edge of the page). This will change the position of the first line in relationship to the rest of the paragraph. This would be a way to set your document so that the first line of every paragraph is indented. You can set this in a new document by pressing the Tab key for the first paragraph. Hanging Indent Use the tip of the mouse pointer to point to the lower of the two triangular markers and drag it to the left or right to set the hanging indent (again you won't be able to drag it further left than the left edge of the page). Right Indent Use the tip of the mouse pointer to point to the triangle at the right margin of the ruler and drag it to the position where you want the indent. Setting Margins The margins can be set using the ruler by left clicking and dragging the gray areas on the right or left of the horizontal ruler. Warning though, this will change the margins for the whole document. Place the mouse pointer over the border of the gray and white area until it turns to a double-sided arrow pointing left and right. Left click and drag the margin to where you want it. You can use this same technique on the vertical scroll bars to set the top and bottom margins. Setting Tab Stops Notice the Tab selector icon immediately to the left of the Ruler bar towards the top left corner of the window. The Tab icon is set by default for left alignment. So, if you click anywhere on the small hash marks along the ruler while this tab icon is selected, a left tab stop will be set at that spot. Then if you use the keyboard Tab key to tab across to that tab stop, you will be left aligned on the tab stop. June 2013 Microsoft Word Page 19

21 If you click on the Tab icon button in the top left corner of the screen, the icon will change to the icon for centering text on the Tab stop (it looks like an upside down T ) Click again (second time) on the Tab icon button and you ll see the icon for right alignment on the Tab stop (this tab stop looks like a backwards L ) Click again (third time) on the Tab icon button and you ll see the icon for decimal alignment on the Tab stop (this tab stop looks like an upside down T with a dot to denote the decimal point) If you continue clicking on the tab icon button, you will see other tab stops and indent markers. Once a tab icon is chosen if you click on a hash mark on the ruler that type of tab stop will be set at that spot. You move to the tab stops by pressing the Tab key on the keyboard. left alignment center alignment right alignment decimal point alignment Removing Tab Stops To remove a Tab stop, you must position the tip of the mouse pointer on the Tab stop marker and drag the Tab stop down off the ruler. When you release the mouse button, the Tab stop will be gone. You can also remove all the Tab stops at one time. To do this. Double click on any one of the Tab stops This brings up the Tabs dialog box Now click in the Tabs dialog box on the Clear All button. June 2013 Microsoft Word Page 20

22 The Page Layout Ribbon Setting the Margins The easiest way to change any of the four margins on a page is in the Margins dialog box. In the Page Setup Group of the Page Layout Ribbon, click on Margins to bring down the Margins choices. The normal margins are 1" for the top and bottom and left and right margins. You can stick with the Normal settings, pick one of the other preset settings or create a custom margin setting. Click here for custom settings If you want to customize your margins in ways other than the options in the Margins menu, you would click on the Custom Margins option at the bottom of the Margins menu to bring up the Page Setup dialog box Let s check out these Page Setup options now before moving on. Notice that you can select Portrait or Landscape (sideways) orientation in this dialog box. You can also click on the Paper tab to tell Word 2013 the size of the paper you are using and the source of the paper (Manual feed or from one of the paper trays). Finally, if you click on the Layout tab, you can indicate if you want to number the pages differently for even and odd pages or for a different first page. Also you can choose to number every line in a document which is very useful if you are working with a friend or classmate on a paper and you both want to easily locate where you think a change should be made in the document. Vertical alignment can be set from the Layout Tab as well. June 2013 Microsoft Word Page 21

23 Paragraph Indents and Spacing Paragraph indents and spacing before and after the paragraph can be set using the Paragraph Group on the Page Layout Ribbon. Simply type in the appropriate numbers for either the indents or the spacing desired. To set for one paragraph place the cursor in that paragraph. To set for more than one paragraph, select those paragraphs and then set the numbers. Page Breaks Sometimes you may want to limit the information on a page to just one topic or you may find that it would be better to start a new section on a new page rather than just having a few lines on a page. To do this you would insert a Page Break. There are three ways to do this: On the Page Layout Ribbon in the Page Setup Group click on the Breaks button and then select Page On the Insert Ribbon in the Pages Group click on Page Break Hold down the Ctrl key and press Enter The Design Ribbon In Word 2013, Microsoft has added the Design Ribbon. All the commands dealing with themes and their characteristics are found on this ribbon. The Watermark, Page Color, and Page Border commands are also on this ribbon. Page Border A border can be added to one page or to all pages of a document. Page borders are useful if you are creating a flyer or notice of some kind. Page borders can add a professional/finished look to some documents as well. June 2013 Microsoft Word Page 22

24 To set a page border: 1. Select the Design Ribbon. In the Page Background Group, click the Page Borders button. This will bring up the Border and Shading dialog box. 2. Make sure the Page Border tab is chosen 3. Chose the type of border you want; change the color or width if necessary or choose an art border 4. Decide on how many sides of the page it will be 5. Choose to what pages to apply it Add a Custom Watermark On the Design Ribbon in the Page Background Group click on the Watermark command Choose Custom Watermark Click on the Picture watermark radio button; click on Select Picture button and browse to find the picture; decide if you want it scaled or washed out; click Apply OR Click on the Text Radio button; type the text that you want; choose the font, size, color, layout and transparency; click Apply The Insert Ribbon Inserting Page Numbers Often it would be useful to insert page numbers for easier reference. You can insert page numbers in either the header or the footer of your document. Word takes care of keeping the numbers sequenced if your page numbering changes or if you want to start page numbering at some number other than 1. June 2013 Microsoft Word Page 23

25 From the Insert Ribbon, Header & Footer Group, click on Page Number this will bring up the Page Numbering menu of options. Choose where on the page you want to insert the number to show the menu of page number styles for that area. Select the page numbering style you want. Right away, the page number is inserted on the page so you can see how it looks. The cursor will be in that section of the page. Notice, also, that the Header and Footer Tool Design Ribbon appears at the top of the Word 2010 window. In other words, you are now working in the Header or Footer section of the document. o Often you do not want to show the page number on the first page of a document or you want to start numbering at a number other than 1. Here is what you do. o To not have the number on the first page: On the Design Ribbon, in the Options Group, click on the box next to Different First Page to put a check in the box. o If you wanted to start a document at some page number other than 1: On the Insert Ribbon or the Header & Footer Design Ribbon, you would click on the Page Number icon and then click on the Format Page Numbers... menu item to bring up the dialog box for formatting the page numbers June 2013 Microsoft Word Page 24

26 o In the Page Number Format dialog box, under Page Numbering, choose the page number at which you want it to start in the Start at box. You can also change the number format in this dialog box. o To exit the header of footer click the Close button on the Header and Footer Tools Design Ribbon OR double click in the main area of the document. Adding Graphics to a Word Document For many documents or publications, you will want to include pictures, images, shapes, WordArt or SmartArt. These will help illustrate your work or add some enhancement to it. To Insert Illustrations: Position the cursor where you want to insert the picture Click on the Insert Ribbon. Choose the illustration or text object that you want from the Illustration or Text Groups. Complete the steps needed to insert it. These include: o For Pictures - Navigating to the picture you want o For Online Pictures - Searching Office.com o For Shapes/Text Box - Using the mouse to draw the Shape or Text Box you want o Choosing the style of WordArt, SmartArt or Chart that you want o Take a screenshot to a document Pictures, Online Pictures, Shapes, SmartArt, Screenshot Text Box, WordArt Once you have inserted the item, the appropriate contextual ribbon will be available. Use that ribbon to format your illustration or text. In order for the contextual ribbon to be available you must have the object selected (it will have sizing handles on it if it is selected). You may need to click the contextual tab as well. June 2013 Microsoft Word Page 25

27 In order to freely move the object the Text Wrapping must be anything but In Line With Text (Choose the Text Wrapping option from the Arrange Group of a graphics toolbar or click on the Layout Options icon next to the picture or right click on the picture and choose Wrap Text) The Layout Options icon is new to Word 2013 To change the Text Wrapping using the Layout Options icon: o Insert the Picture o Make sure the picture is selected o With the picture selected, the Layout Options icon will be next to the top right corner of the picture. o Left click on the button to see the available options o Your options include o Square will wrap text around the border of the image o Tight will wrap text closely around an image or irregularly shaped pictured o Through the text will fill in closely to the image o Top and Bottom places the image on its own line o Behind the Text o In Front of Text o Click See more and click the Text Wrapping tab to change where the text wraps or the distance between the text and the image o You can also choose whether to have the object move with text (as you type text the object will move up or down the page) or be in a Fixed position on page (stays in the same position even when you type text) Layout Options Icon To insert many graphics that you want to stay together insert them into a Drawing Canvas. To get the Drawing Canvas: o Click on the Insert Ribbon o Click on the Shapes command o Go to the bottom of the menu and choose New Drawing Canvas June 2013 Microsoft Word Page 26

28 Many of the commands are similar on all the contextual ribbons (see diagrams below) 1. Shape Fill, Shape Outline, Shape Effects 2. Sizing boxes 3. Arranging Commands Text Wrap, Send to Front or Back, Group, Rotate 4. Picture Effects Shadow, 3-D Each ribbon also has unique commands Picture Tools Ribbon Drawing Text Box Word Art Tools Ribbon SmartArt Tools Ribbon Design SmartArt Tools Ribbon- Format The Review Ribbon Microsoft Office 2013 comes with several features on the Review Ribbon. Many of these features allow you to collaborate with others on a document. You can make comments on someone s work or make changes that can be tracked and later accepted or rejected. However, we are only going to look at two features in the Proofing group. June 2013 Microsoft Word Page 27

29 Spelling and Grammar Check Microsoft Office 2013 comes with a spelling checker. No matter how good you might think your spelling is you would do well to take advantage of this fast, effective tool for catching spelling errors or typos. The system will highlight any words that it cannot find in its dictionary and may make suggestions for words or spellings intended. However, it cannot spell for you yet! Nor can it correct errors such as the misuse of "to", "too", and "two"! A spelling checker is not an alternative to proofreading. You should always proofread your work on the printed page after you have run it through the spelling checker. The Word spelling and grammar checkers are probably already working for you. Those functions are in automatic mode if you see strange looking red or blue underlines under some of the words you typed. If Word highlights a word or phrase, this does not necessarily mean there is anything wrong with it. You still have to be able to tell if you have made an error and know how to correct it. If there is a red line under the word, it means that the computer thinks there might be a spelling error. If you right click on the word, a short cut menu will appear. You have several choices at this point: pick a correct spelling out of a list choose to ignore the error this time choose to ignore all errors just like this one add the word to the dictionary (for names or words that are subject specific) If there is a blue line under a word or group of words, it means there is a suspected grammar error. If you right click the blue line, it will give you similar options: the suggested error to ignore it once You can also choose to work through the whole document. Go to the beginning of the document. Click on the Spelling and Grammar button and work your way through the whole document using the task pane that displays on the right The heading at the top of the pane says Spelling or Grammar to indicate the type of error You choose to Ignore or Change and it will then move to the next needed change or tell you that it is completed The first time you go through the document this way it will suggest that you get a dictionary. Once you have the dictionary, it will also give definitions for the words. June 2013 Microsoft Word Page 28

30 Thesaurus The online Thesaurus will give you synonyms for words you believe you are over using or for which you want to find a more accurate word. To bring up the Thesaurus click the Thesaurus button in the Proofing Group of the Review menu. A pane will open on the right side of the screen. Type the word you wish to replace in the Search box and click the magnifying glass. A list of possible choices will display. It is also possible to right click on a word and then highlight Synonyms. A short list of possible words will come up. If you do not see a word you want to use choose Thesaurus and the pane will open with more selections. M O R E T O O L S / S K I L L S Bulleted and Numbered Lists The commands for the bulleted and numbered lists are on the Home ribbon in the paragraph group. Numbered Lists You can use any of several numbering styles. You can also start the numbering from a number other than 1. You would need to know how to do this, for example, if you broke up a numbered list into two sections with unnumbered text in between. To start a number list Place the cursor where you want the list. On the Home Ribbon in the Paragraph Group click on the Numbering command. If you click on the down arrow, you can choose a particular style of numbering or, if you go to the bottom, choose to Define New Number Format. Numbering icon on Home ribbon To number an existing list Select the list that you want numbered. On the Home Ribbon in the Paragraph Group click on the Numbering command. If you click on the down arrow, you can choose a particular style of numbering or if you go to the bottom choose to Define New Number Format. Click here to start numbering at a value other than 1 June 2013 Microsoft Word Page 29

31 To start the list at a particular number Make sure the list is numbered. Click on the Numbering drop down arrow again. Go to the bottom of the list that comes up and choose Set Numbering Value. In the dialog box that pops up, set the Set value to: number at the value you need. Bulleted Lists To start a bulleted list Place the cursor where you want the list. On the Home Ribbon in the Paragraph Group click on the Bullets command. If you click on the down arrow, you can choose a particular style of bullet or choose to Define New Bullet. To add bullets to an existing list Select the list that you want bulleted. On the Home Ribbon in the Paragraph Group click on the Bullets command. If you click on the down arrow, you can choose a particular style of bullet or choose to Define New Bullet. Designing your own bullets Select the list that you want bulleted In the Home Ribbon > Paragraph Group select the Bullets tool Click on the last menu item Define New Bullet to bring up the Define New Bullet dialog box o You can select different fonts and characters for a bullet. Click on the Font button and check out the options for fonts, styles, size, color, and so forth, and then click on OK when you're done. o You can select from a large set of characters and symbols for your bullets. Click on the Symbol button to check out this option, and then click on OK. June 2013 Microsoft Word Page 30

32 o You can define your own picture for a Bullet. click on the Picture button in the dialog box To find a picture in your files click Browse To search for a picture type in a search term and click the magnifying glass When you find the picture you want double click on it Click OK You can add as many custom bullets as you want. For example, if you were teaching a lesson about amphibians, you might use a picture of a frog or a crocodile as bullets on a handout. Using Columns Columns are often useful for documents such as class newsletters. Reducing the width of lines of text can make for easier reading. You can also create a two or more column section within a longer document. The rest of the paper before and after the column section will be single column as usual. Method 1: Position the insertion point cursor immediately before where you want the columned section In the Page Layout Ribbon > Page Setup Group select Breaks to show the Page Breaks drop menu. The default in Word is for a Page break, which we do not want here. We want to insert a Section break so that we can start a whole new section of the paper without the need to go to a new page. This is called a Continuous Section break. In the Breaks drop menu, in the Section Breaks section, click on the Continuous option to tell Word to stay on the same page for the new section. You will not notice any other change in the document yet, but you have told Word that the text that follows the cursor is a section of its own and can be treated differently from the rest of the paper. If you do not want the entire rest of the document to be treated as the same section, scroll down and click immediately before the section you don t want to change. In the Section Breaks section, in the Breaks drop menu, click on the Continuous option again to tell Word to stay on the same page for the new, final section of the paper. June 2013 Microsoft Word Page 31

33 Now you are ready to make the middle section of the paper into columns. Click somewhere inside the section of the paper that you want columned. Next, in the Page Layout Ribbon > Page Setup Group click on the Columns icon and drag the mouse to select and click on the number of columns you want from the columns pop up dialog. If you do not use a section break, your whole document will have a column format. The section break allows you to control exactly which sections of text you want adjusted in certain ways. The More Columns button opens up a dialog box that allows you to customize your choices more. You can use more columns, adjust the space between columns, add a line, or add a line between columns. If you need different formatting for different parts of a document, you would insert a section break before AND after each of the sections involved. You can see where the section breaks have been entered by clicking on the Show/Hide button ( ). See example below. Columns with Section Breaks Shown Method 2: Select the text that you want in columns making sure that there is a blank line before and after the selection. In the Page Layout Ribbon > Page Setup Group click on the Columns icon and drag the mouse to select and click on the number of columns you want from the columns pop up dialog. This will automatically place a section break before and after the section where you have inserted columns. June 2013 Microsoft Word Page 32