MS Word Overview Tabs, Groupings and Commands

Transcription

1 MS Word Overview Tabs, Groupings and Commands Overview Microsoft Word is a word processor designed to make your work flow faster and easier and to make you more productive, says Microsoft. Knowing how to use MS Word effectively will make you more efficient. This course is designed to help you make some of the tasks easier. Objectives Participants will have knowledge to: Create New Documents Create a Table of Content Apply Styles to Documents Insert Section Breaks Create a footnote or endnote Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 1

2 Table of Contents Contents Table of Contents... 2 Contents... 2 The Ribbon in Word... 4 Creating a new document... 5 Create a Table of Contents... 6 Applying Styles to create a Table of Content... 7 Modifying Pre Defined Styles... 8 Count Words in Word Documents... 9 Insert WordArt Add Borders and Shading Format Columns Inserting Section Breaks Add Clip Art Edit Graphics Add Drop Caps Add a Text Box Insert Symbols and Special Characters Enable Hyphenation Use Reading Layout Print Layout Web Layout Draft View Outline Thumbnails Print Preview Create a linked object or embedded object Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 2

3 Creating an index Marking the index entries Marking words or phrases for text that spans a range of pages Creating the index Edit or format an index entry Footnotes or Endnotes Creating a footnote or endnote continuation notice Restarting footnote or endnote numbering Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 3

4 The Ribbon in Word Each program has a different Ribbon, but the elements on it are the same: tabs, groups, and commands. There are three main parts to the Ribbon: 1. Tabs sit across the top of the Ribbon. Each one represents an activity area. 2. Groups are sets of related commands displayed together on tabs. Groups pull together all the commands you're likely to need for a type of task. 3. Commands are arranged in groups. A command can be a button, a menu, or a box where you enter information. The Ribbon will adapt depending on what you're working on, to show you the commands you're likely to need for that task. For example, if you're working with a chart in Excel, the Ribbon will show the commands you need for working with charts. Otherwise, those commands aren't visible. Two more features that make the Ribbon programs easy to use are the Microsoft Office Button and the Quick Access Toolbar. Access Toolbar to meet you own preferences. You can modify the Quick The new Ribbon programs include two additional features that will help you get your work done quickly and easily. The Microsoft Office Button has replaced the File menu, and it's where you'll find the same basic commands as before to open, save, and print your documents as well as for setting program options, editing file properties, and more. The Quick Access Toolbar sits above the Ribbon and contains the commands that you want to keep near at hand. By default, the Quick Access Toolbar contains the Save, Undo, and Repeat, (or Redo) commands, but you can customize it with whatever commands you want. Click on the little drop down icon and you will see options you Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 4

5 can include or remove. You may also customize the way the Quick Access Toolbar functions. Creating a new document Click the Office Button located at the upper left corner. Use this Button to Save, Print, Prepare, Publish, Convert, and Create a New Document and Close. Click the Office Button and select New. A New Document dialog box will appear. You may select any of the templates offered. Some of the templates are on your computer and some are templates offered online. Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 5

6 In the New Document dialog box Choose Blank and recent, New Blog Post, Installed Templates and etc. If you would like to create a New Document using Templates, click one of the links, or type "brochure" or "calendar," into the Search online for box, and then click Go. If you need HELP click on the display help topics. question mark icon and it will Choose the template you want. If you have recently used a template or wizard, it will appear when Blank and recent are selected. You can also create your own templates to store styles, entries, and text that you plan to reuse often and you will find those if you click My templates. To create a New Document from an existing file: On the Office Button menu, click New. In the New Document under New, click New from existing. Click the document you want to create a new document from. If you want to open a document that was saved in a different folder, locate and open the folder. Click Create New from existing. This document is created in the folder that contains the original document. Create a Table of Contents Select the Reference Tab Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 6

7 Creating a table of contents with Word is easy. No longer must you search through your printed document to locate the page number where a particular heading appears, nor must you change each page number on the table of contents page if you edit your document after you ve created the TOC. With Words TOC feature, Word generates the table of contents for you in an instant, and if afterwards you edit your document, you simply ask Word to generate the TOC again. Within the document, select the text outline level by using the Add Text option. This will generate the heading for the TOC. If you need to change a heading or if you add more information to update the TOC use the Update Table option. Applying Styles to create a Table of Content Before you ask Word to generate the table of contents, go through your document and mark each heading as a Selected style. A style is a set of characters and paragraph level formatting that you save with a specific name, such as Caption, Heading, etc. Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 7

8 As Word generates the table of contents, it looks through your document finding the styles you applied and uses them to create the TOC. To apply a different style, select, or highlight, the heading to which you want to apply the Heading style and choose the appropriate style from style indicator box, such as Heading 1. You may use the Heading 2 style for a sub heading, Heading 3 for a sub sub heading, etc. If you click on the little drop down arrow to the right of the Styles Ribbon you will find a graphical display of the various styles from which you may choose. Word 2007 provides a method to see how the selected style will look. Hover over any of the styles and see your document change. Modifying Pre Defined Styles If you wish to modify the appearance of the style, you may do so by clicking on The Styles Ribbon. Select text that is styled with the style attributes that you want to change. For example, to change the attributes of the Heading 1 style, select text that has the Heading 1 style applied. Note: To view the attributes of a particular style, click the Styles Dialog Box Launcher, and then rest your pointer over a style in the list. Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 8

9 Format the selected text with the new attributes that you want. For example, you might decide that you want to change the point size for the Heading 1 style from 16 points to 14 points. On the Home tab, in the Styles group, right click the style that you want to change. Click Update to Match Selection. Note: All text with the style that you changed will automatically change to match the new style that you defined. Note: If you block (highlight) any area on the document you will begin to see a faint tool bar with formating options. Count Words in Word Documents To count words, characters (with or without spaces), lines, paragraphs, or pages: Look in the lower left corner. You will see the following icons. To see more options and information, click on Words:XXX Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 9

10 You can choose whether to include textboxes, footnotes and endnotes. Insert WordArt To use WordArt in your document, click the Insert Tab. Choose Microsoft WordArt. The WordArt window opens. Type the text into the Enter Your Text Here dialog box. Then use the WordArt options to change the shape, color, shading, size, justification, and so forth of the text. After designing the text, click in the document window outside the dialog box to exit WordArt and to have the text inserted into your document. You may change the size of the WordArt object by clicking on it to display the resize handles, then drag one of the handles (a black square) to a new position. This expands the frame of the object. To modify the Word Art click on various commands. Add Borders and Shading. Use the Borders and Shading dialog box (found under the Page Layout tab) to create borders and shading to enhance your document. Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 10

11 Format Columns Formatting text into news paper columns makes text easier to read, because the columns are more narrow than usual, which enables the eye to see more text in one glance. You can create easy to read newspaper style columns in two ways. You can click the Columns button on the Standard toolbar and highlight the number of columns into which you want to divide the text, or you can select Columns manually set the number of columns and their widths. under the Page Layout tab and If you want some of your text to be in columns and other text to be in full line lengths, you must insert section breaks into your document and apply the column format only to those sections you want in columns. You can use the Insert Break command to add the section breaks, or you can insert the section breaks when you create the columns. Instructor: Barbara Knight elearning.etsu.edu 11

12 Inserting Section Breaks You can use section breaks to change the layout of a page or pages in your document. The following formats can be unique for individual sections: Paper size or orientation Paper source for a printer Page borders Vertical alignment or test on a page Headers and footers Columns Page numbering Line numbering Footnotes and endnotes A section break controls the section formatting of the text that precedes it. When you delete a section break, you also delete the section formatting for the txt before the break. That o text becomes part of the following section, and it assumes the formatting of that section. Types of section breaks: The Next Page o Inserts a section break and starts a new section on the next new page. Continuous o Inserts a section break and starts the new section on the same page. Even Page or Odd Page o Inserts a section break and starts the new section on the next even numbered or off numbered page. Add Clip Art To insert graphics into your document, move the insertion point to the location in your document where you want the graphics image to appear. Click the Insert tab. Next select one of the commands in the Illustrations Group. The standard options are Picture, Clip Art, Shapes, SmartArt, or Charts. Once the image has been selected it may be modified by using the Picture Group under the Picture Tool Format tab. Edit Graphics To edit the graphic, simply make sure it is selected (see the handlebars around it), then click the Picture Tools Format tab. You may crop the image (cut some of it out), wrap text around it, etc. Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 12

13 Add DDrop Caps Rop Caps. A drop cap is a large, uppercase (capital) letter that highlights the beginning of the text of a newsletter, chapter or some other document section. The drop cap usually extends from the top of the first line of the paragraph into two or three succeeding lines of the paragraph. The remaining text of the paragraph wraps around the drop cap. Click on the Insert tab, select the Text Group and then use the Drop Cap command. Add a Text Box Newsletters, documents, and magazine articles often contain text boxes to draw attention to the text in one part of the article. Setting off text by special formatting such as a larger point size, a border, or extra space between the lines can draw attention to special areas in the document. To add a Text Box click on the Insert tab. Select the Text Group and Tex Box command. Click on the little drop down option and select the text box format. Insert Symbols and Special Characters Many, many symbols and special characters are available to be inserted into your document. To see them, click the Insert tab. In the Symbols group select the command button called Equation or Symbol. When AutoCorrect is turned on, you can automatically insert symbols that are included in the built in list of AutoCorrect entries for example, arrows and faces. Type a predefined AutoCorrect name in the following list and watch Microsoft Word automatically replace it with the appropriate symbol. For example, type ( c ) and it will give you Type To insert Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 13

14 (c) (r) (tm)... :) or : ) : or : :( or : ( > < <== <=> ==> Also add Shortcut Key Enable Hyphenation Excessive space between words is one problem with placing text in narrow columns and then justifying the text. These rivers of space can be unsightly and distracting to the reader. To eliminate them, let Word hyphenate your document by clicking on the Page Layout. Select the Page Setup group and the Hyphenation command. Use Reading Layout Click the View tab and select one of the items in the Document Views group. Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 14

15 Print Layout Work in print layout view to see how text, graphics, and other elements will be positioned on the printed page. This view is useful for editing headers and footers, for adjusting margins, and for working with columns and drawing objects. If you'd like to type and edit text in this view, you can save screen space by hiding white space at the top and bottom of the page. Web Layout Work in Web layout view when you are creating a Web page or a document that is viewed on the screen. In Web layout view, backgrounds are visible, text is wrapped to fit the window, and graphics are positioned just as they are in a Web browser. To switch to Web layout view, click Web Layout under the View tab Draft View Work in Draft view for typing, editing, and formatting text. Draft view ONLY text formatting but simplifies the layout of the page so that you and edit quickly. shows can type In Draft view, page boundaries, headers and footers, backgrounds, drawing objects, and pictures that do not have the In line with text wrapping style do not appear. To switch to Draft view, click Draft on the View tab. Outline Work in outline view to look at the structure of a document and to move, copy, and reorganize Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 15

16 text by dragging headings. In outline view, you can collapse a document to see only the main headings, or you can expand it to see all headings and even body text. Outline view also makes it easy to work with master documents. A master document makes it easier to organize and maintain a long document, such as a multipart report or a book with chapters. In outline view, page boundaries, headers and footers, graphics, and backgrounds do not appear. To switch to outline view, click Outline on the View tab. Thumbnails Thumbnails are small renderings of each page in your document, displayed in a separate pane. Thumbnails give you a visual impression of the content of each page. You can click a thumbnail image to jump directly to a page. Thumbnails pane Document Thumbnails are available in Draft view and Print layout view. The Document Map is a separate pane that displays a list of headings in the document. Use the Document Map to quickly navigate through the document and keep track of your location in it. Document Map pane Document When you click a heading in the Document Map, Word jumps to the corresponding heading in the document, displays it at the top of the window, and highlights the heading in the Document Map. You can show or hide the Document Map at any time. To switch to the Document Map, click Document Map on the View tab. Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 16

17 Print Preview In Print Preview you can display multiple pages of a document in a reduced size. In this view, you can see and watermarks and you can make editing or formatting changes before you print the document. Use the Office Button to display Print, Print Preview and Quick Print. Create a linked object or embedded object You can create a linked object or embedded object from any program that supports linked objects and embedded objects. Embedded object Linked object Source file Create a new embedded object Click in the document where you want to place the embedded object. On the Insert tab, Text Group, command Object, and then click the Create New tab or Create from File In the Object type box, click the type of object you want to create. Only programs that are installed on your computer and that support linked objects and embedded objects appear in the Object type box. To display the embedded object as an icon for example, if you want to minimize the amount of space the object uses in the document select the Display as icon check box. Create a linked object or embedded object with existing information from a Microsoft Excel file. To make changes or update links you can right click on the object to make changes or edit. ATS Office Phone Numbers.xlsx Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 17

18 OR Open both the Microsoft Word document and the Microsoft Excel worksheet that contains the data you want to create a linked object or embedded object from. Switch to Microsoft Excel, and then select the entire worksheet, a range of cells or the chart you want. Click Copy. Switch to the Word document and then click where you want the information to appear. Under the Home tab drop down the Paste options and select Paste Special. Creating an index An index lists the terms and topics that are discussed in a document, along with the pages that they appear on. To create an index mark the index entries by providing the name of the main entry and the cross reference in your document, and then you build the index. You can create an index entry for an individual word, phrase, or symbol. You can create an index entry for a topic that spans a range of pages or you can show that this entry refers to another entry, such as Transportation. See Bicycles. When you select text and mark it as an index entry, Word adds a special XE (Index Entry) field that includes the marked main entry and any cross reference information that you choose to include. After you mark all the index entries, you choose an index design and build the finished index. Word collect the index entries, sorts them alphabetically, references their page numbers, finds and removes duplicate entries from the same page, and displays the index in the document. Marking the index entries You can elect to mark words or phrases or you can mark entries for text that spans a range of pages. Marking words or phrases 1. To use existing text as an index entry, select the text. To enter your own text as an index entry, click where you want to insert the index entry. 2. On the References tab, in the Index group, click Mark Entry. Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 18

19 3. To create the main index entry that uses your own text, type or edit the text in the Main entry box. 4. If you want, you can customize the entry by creating a subentry, a third level entry, or a crossreference to another entry: a. To create a subentry, type the text in the Subentry box. b. To include a third level entry, type the subentry text followed by a colon, and then type the text of the third level entry. c. To create a cross reference to another entry, click Cross reference under Options, and then type the text for the other entry in the box. 5. To format the page numbers that will appear in the index, select the Bold Check box or the Italic check box below Page number format. a. To format the text for the index, select the text in the Main entry or Subentry box, rightclick and then click Font. Select the formatting options that you want to use. 6. To mark the index entry, click Mark. To mark all occurrences of this text in the document, click Mark All. 7. To mark additional index entries, select the text, click in the Mark Index Entry dialog box, and then repeat step 3 through step 6. Marking words or phrases for text that spans a range of pages 1. Select the range of text that you want the index entry to refer to. 2. On the Insert tab, in the Links group, click Bookmark. 3. In the Bookmark name box, type a name, and then click Add. a. In the document, click at the end of the text that you marked with a bookmark. 4. On the References tab, in the Index group, click Mark Entry. 5. In the Main entry box, type the index entry for the marked text. 6. To format the page numbers that will appear in the index, select the Bold check box or the Italic check box below Page number format. a. To format the text for the index, select the text in the Main entry or Subentry box, rightclick, and then select Font. 7. Under Option, click Page range. 8. In the Bookmark box, type or select the bookmark name that you type in step 3, and then click Mark. Creating the index Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 19

20 After you mark the entries, you are ready to select an index design and insert the index into your document. 1. Click where you want to add the index. 2. On the References tab, in the Index group, click Insert Index. 3. Do one of the following: a. Click a design in the Formats box to use one of the available index designs. b. Design a custom index layout; i. In the Formats box, click Form template, and then click Modify. ii. In the Style dialog box, click the index style that you want to change, and then click Modify. iii. Under Formatting, select the options that you want. iv. To add the style changes to your template, click All documents based on the template. v. Click OK twice. 4. Select any other index options you want. To update the index, click the index, and then press F9 or click Update Index in the Index group on the Reference tab. Should you find an error in the index, locate the index entry that you want to change, make the change, and then update the index. Edit or format an index entry 1. If you do not see the XE fields, click Show/Hide in the Paragraph group on the Home tab. 2. Find the XE field for the entry that you want to change, for example {XE Callisto See Moons } 3. To edit or format an index entry, change the text inside the quotation marks. 4. To update the index, click the index, and then press F9. Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 20

21 a. To quickly find the next XE field in a document, press CTRL+F, click Special and then click Field. Footnotes or Endnotes A footnote or an endnote consists of two linked parts the note reference mark and the corresponding note text. MS Word automatically numbers footnotes and endnotes for you, after you specify a numbering scheme. You can use a single numbering scheme throughout a document, or you can use different numbering schemes within each section in a document. If you add or delete or move notes that are automatically numbered, word renumbers the footnote and endnote for you. If the footnotes in your document are numbered incorrectly, your document may contain tracked changes. Once you accept the tracked changes Word will correctly number the footnote and endnotes 1. In Print Layout view, click where you want to insert the note reference mark. 2. On the References tab, in the Footnote group, click Insert Footnote or Insert Endnote. 3. To make changes to the format of the footnotes or endnotes, click the Footnotes Dialog Box Launcher, and do one of the following: a. In the Number format box, click the format that you want. b. To use a custom mark instead of a traditional number format, click Symbol next to Custom mark, and then choose a mark from the available symbols. 4. Click Insert 5. Type the note text. 6. Double click the footnote or endnote number to return to the reference mark in the document. Creating a footnote or endnote continuation notice If a footnote is too long to fit on a page, you can create a continuation notice to let readers know that a footnote or endnote is continued on the next page. 1. Make sure that you are in Draft view by click Draft next to View on the status bar. 2. One the References tab, in the Footnotes group, click Show Notes. 3. If your document contains both footnotes and endnotes, a message appears. Click View footnote area or View endnote area, and then click OK. Instructor: Barbara Knight elearning.etsu.edu ats@etsu.edu 21

22 4. In the Note pane list, click Footnote Continuation Notice or Endnote Continuation Notice. 5. In the note pane, type the text that you want to use for the continuation notice. Restarting footnote or endnote numbering 1. On the References tab, click the Footnote & Endnote Dialog Box Launcher 2. In the Start at box, click In the Numbering box, click either Restart each section or Restart each page. 4. Click Apply. Instructor: Barbara Knight elearning.etsu.edu 22

23 5. Instructor: Barbara Knight elearning.etsu.edu 23