Introduction to. LULTS 2003, sje

Transcription

1 Introduction to LULTS 2003, sje

2 Lehigh University Library & Technology Services Introduction to Microsoft WORD 2003 Day 1 System Requirements (for MS Word only): Pentium 233 MHz or higher (absolute minimum) MS Windows 2000 with SP3 or Windows XP (Windows XP on campus requires 733MHz minimum) Memory: Windows 2000 or XP: 128M (256M minimum recommended, 512 minimum for on campus Windows XP) Note: if you plan to run other programs simultaneously, additional memory may be required Hard disk space: 150M minimum for default installation of MS Word 2003 alone, options selected during a custom installation may require more or less disk space Note: Approximately 600MB or more for full Office XP installation Monitor: Super VGA monitor (800 x 600) or higher-resolution recommended CD ROM or DVD drive Mouse or compatible pointing device Starting Word Click the Start button on the taskbar Click on Programs (Click on All Programs at a public site) Click on Microsoft Office Click on Microsoft Office Word 2003 When you start Word, a new, blank document appears on the Word screen. From this point you are ready to begin typing or can retrieve an existing document. Menus and Toolbars Along the top of the screen, Word has several pull-down menu options to choose from. To select a pull-down menu, simply point and click. If you want to scan through the various pull-down menus and options, click and drag. When you release the mouse button, the option you are pointing to (have highlighted) will be selected. Commands are grouped in menus. When you use the pull-down menus, some commands carry out an action immediately. Notice that others have ellipses (...) following them which open dialog boxes so that you can select options. A check mark ( ) indicates that the command is on. Short-cut keys are listed next to many of the options. If you know a short-cut key, you can bypass the pull-down menus by typing the key or key sequences on the keyboard. Example: CTRL S = save Page 1

3 You can use mnemonics in place of the mouse. The ALT key will activate the menu bar. Example: ALT F will place you in the File pull-down menu, the Escape key (ESC) will take you out one level at a time. The Standard and Formatting toolbars contain commonly used features that can be accessed with a click of the mouse. When you point to a button or feature on the toolbar, Word will display its definition (ToolTip). Word displays different toolbars for different features. Example: When you are working with a graphic, Word displays the Picture Toolbar. Shortcut Menus are accessed with the right mouse button. They contain commands related to the item you re working with. To display a Shortcut Menu, place the mouse pointer in the document window and click the right mouse button. To close the menu without selecting an option, click the left mouse button in another area of the document window. The Ruler can be used to adjust margins. The horizontal ruler can be used to set tab stops and indents for selected paragraphs and adjust the width of table or newspaper columns. The vertical ruler is displayed only in print layout view and is used to adjust top and bottom margins for the page. Word 2003 displays only the commands used most often on the new personalized menus and toolbars. Toolbars now share space in a single row so that more screen space is available for your work. Menus can easily be expanded to view all commands. After you select a command, it will appear on the personalized menu. To switch between personalized menus and full menus: Choose Customize from the Tools pull-down menu, and then click the Options tab Select Show Standard and Formatting toolbars on two rows to view the toolbars on two rows and select Always show full menus to view all the commands on the menu. Select Show menus after a short delay if you prefer the shorter menu display. Task Panes can be viewed by selecting Task Pane from the View pulldown menu or click the icon on your toolbar. The most common tasks are now organized in panes that can be displayed with your document. Task panes allow you to start a new document from a template, see what s on your Clipboard, search for files, insert ClipArt, perform a Mail Merge, or translate text to another language. For example, the Styles and Formatting task pane allows you to create, view, select and clear formatting from text. It shows the attributes applied to your text thru a Reveal Formatting task pane. Page 2

4 Basics Creating a Document To create a new blank document, click the New Blank Document button (1st button on the left) on the Standard toolbar. If you are creating a document such as a memo or a resume, you can often save time by using one of the wizards or templates that come with Word. You must choose New from the File pull-down menu to select a template OR choose the New Document task pane. General Templates (On my computer ) include faxes, memos, thesis, resumes, reports, brochures, etc. There is a link to Templates on Office Online which takes you to the Microsoft Office Template Gallery where you can download various templates for use in your documents. Opening a Document To quickly open one of the last documents you worked on, choose it from the bottom of the File pull-down menu. To open a document, click the Open button (2nd button from the left) on the Standard toolbar. When the Open dialog box appears, select the document in the File Name box and then choose the OK button. The File Name box initially lists files in the directory in which you last saved or opened a document. If the file you want is not listed, click on another drive, directory, or choose the Find File button. Note: Word shows Files of Type as Word Documents (*.doc). To view all files in that directory, click the in the Files of Type box and select All Files (*.*). MS Word will automatically convert WordPerfect files to open in Word. Note: The Getting Started task pane will also display the last files that were open. Saving a Document To quickly save a document to disk, click the Save button (looks like a disk, 3rd from left) on the Standard toolbar. When you save a document for the first time, Word displays the Save As dialog box so you can type in the name of the document. Printing a Document Before you print a document, click the Print Preview button or choose Print Preview from the File pull-down menu to check the overall appearance of your document. When you are ready to print, click the Print button on the Standard toolbar. The Print option on the File pull-down menu allows you to select a different printer or to print a single page or specific pages Closing a Document and Exiting Word To quit Word, chose Exit from the File pull-down menu or click the on the blue Title bar. To work on another document in Word, close the active document by choosing Close from the File pull-down menu or the under the blue title bar. Page 3

5 Typing and Revising Text When you open Word, the insertion point is at the top of the document ready for you to begin typing. When you reach the right margin, Word automatically wraps text to the next line. Just press the Enter key when you want to start a new paragraph. All nonprinting characters such as paragraph marks, tabs and spaces can be displayed by clicking the Show/Hide button on the Standard toolbar. These characters are not printed whether or not they are displayed. If the Type the following: Show/Hide button is not on the toolbar, do the following: On the Tools pull-down menu, click Options, and then click the View tab. Under Formatting marks, click the boxes next to the characters you want to display or click the All check box instead of selecting each individual check box. OR click the Toolbar Options button and then select Show/Hide Little Miss Muffet sat on her tuffet eating her curds and stew, along came a spider who sat down beside her and she ate him too! Word wrap is a feature used by all word processors. When text reaches the right margin, the text will wrap to the next line. To force a new line, simply press the Enter key. Moving around your Document An easy way to move the insertion point short distances is to use the arrow keys. fl Moves to the next line Moves to the previous line fi Moves to the next character Moves to the previous character End key Home key Ctrl + fi Ctrl + fl Ctrl + Home Ctrl + End Page Down Page Up Ctrl + Page Up Ctrl + Page Down Shift +F5 Moves to the end of the line Moves to the beginning of the line Moves to the previous (or next) word Moves to the previous (or next) paragraph Moves to the beginning of the document Moves to the end of the document Moves down one screen Moves up one screen Moves to the top of the previous page Moves to the top of the next page Moves to the location of the insertion point when the document was last closed (or to a previous revision) Note: You can also use the scroll bars to move through your document. Page 4

6 Insert and Overtype Modes Word moves existing text to the right as you insert new characters. If you would like the new text that you type to replace existing text character by character, switch to overtype mode. Exercise: Move your mouse pointer to the word spider and click the left mouse button to move the cursor. Type big, scary. Move your mouse pointer to the word stew, and click the left mouse button to move your cursor. Double-click the button on the Status Bar. This puts you in overtype mode. Type whey. Move to the word she in the last line and type frightened Miss Muffet away! To switch back to insert mode, double-click the on the status bar. Note: The insert key also works as a toggle switch for overtype mode Deleting text: The Backspace key deletes one character at a time to the left of the cursor, the Delete key deletes one character at a time to the right of the cursor. Try it. Paragraphs A paragraph is any amount of text and graphics that ends with a paragraph mark ( ). A paragraph ends when you press the Enter key. You can display or hide non-printing characters by clicking the Show/Hide button on the Standard toolbar. Don t delete the marks. A paragraph s format (such as alignment, indents, and tab stops) is stored in the mark, not the text itself. Don t separate a mark from its corresponding paragraph or the text will lose its formatting and merge with the next paragraph. When you press Enter to start a new paragraph, Word carries over the proceeding paragraph s formatting, such as font and tab stops, to the new paragraph. To start a new line within the same paragraph, press the SHIFT + ENTER keys. Word inserts a line break character ( ) and moves the insertion point to the beginning of the next line. Exercise: Turn the first paragraph of text into verse mode. Opening a File Click on File, Open Change the drive to A: Click on the file called sample Click on OK Note: When you open a WordPerfect file into MS Word, it will automatically convert and open the document. Page 5

7 Selecting Text Before you can move, format, delete, or change text or a graphic, you must select the item. You can select items using the mouse. Text will be highlighted when it is selected. To cancel the selection, click outside the highlighted area or use the arrow keys to move the insertion point. To select: Any item or amount of text A word A graphic A line of text Multiple lines of text A sentence A paragraph Multiple paragraphs Action: Drag over the text you want to select Double-click the word Click the graphic Click to the left of the line Drag up or down to the left of the lines Hold down the CTRL key and click anywhere in the sentence Double-click to the left of the paragraph, or triple-click anywhere in the paragraph Double-click then drag in the margin An entire document Triple-click to the left of the text (CTRL A) A vertical block of text (except within a table cell) Hold down the ALT key and then click the mouse button and drag Multiple items Click to select first item, then hold down the CTRL key to select additional items NOTE: When you move your mouse pointer to the left of the text, it changes to a (right pointing arrow), then you can click to select. Text can be unselected by clicking once anywhere outside the selected text Select and Delete Double-click on the word Corporate to select, and press the Backspace key Hold down the CTRL key and click on the second sentence in the second paragraph, press the delete key Select the first sentence in the first paragraph. Press Delete to delete the sentence Click on the Undo button on the Toolbar to undo the last editing change Select the first paragraph (click 3 times) and delete it Click on the (down arrow) next to the Undo button, select the first option, the paragraph is undeleted Select and Replace Select Halva International has Type We have As you begin typing, the selected text will be deleted and replaced by the text you type in. The paragraph is automatically realigned. Page 6

8 Select and Format (Fonts) You can change fonts and font sizes from the Formatting toolbar or apply bold, italic, or underline attributes to your text. You can also format text from the Styles and Formatting Task Pane. To change other character formats such as superscript and subscript, choose Font from the Format pull-down menu. Select the Memo title Select Font under the Format pull-down menu Select Century Gothic or a different font. Change the Font Size to 18 pt. and the Style to Bold Italic Choose OK to close the dialog box and format the memo title Select Parkway Hotel Click on the (down arrow) next to the Font button on the Formatting toolbar Select a different font, the font is changed only for the selected text. Select each of the memo line title headings Click on the Bold button on the Formatting toolbar for each line title Select tentatively in the first sentence of the first paragraph Click on the Italic button on the Formatting Toolbar Multi-selection Office XP allows you to select items in your document that are not next to each other. You can only select multiple items of the same type, such as two or more text selections or two or more graphics that aren t next to each other. Select the first item, such as a paragraph or word Hold down the CTRL key Select additional items Move and Copy The mouse allows you to take advantage of the drag and drop-editing feature, which is the easiest way to move and copy text short distances. To move text First select the text, and then place the mouse pointer anywhere within the selected text. Hold down the left mouse button until you see a small square appear at the end of your pointer. Drag the pointer to a new location and release the mouse button to drop the text into place. The arrow tip indicates where the text will be dropped To copy text Select the text you want to copy and point to it with your mouse. Press and hold the Ctrl key. Hold down the left mouse button until you see a small square with a + appear at the end of your pointer. Drag the pointer to a new location and release the mouse button and the Ctrl key, to drop the text you copied. Page 7

9 Find and Replace The Find command searches for specified text, formatting, footnotes, endnotes, or annotation marks in the active document. Special characters, such as tab characters, page and section breaks, and paragraph marks can be included in your search. Replace will search for text, formatting, and special characters and replace them with another word, format, or special character. Type your name on 3 separate lines. Choose Replace from the Edit pull-down menu. Type your name in the Find what box. Type another name in the Replace with box. Click on More and then the Format button, and choose Font. Select a different font or point size and click on OK. Click on the Find Next button, then the Replace button. Click the Replace All button if you want all occurrences of your search replaced. Paragraph Formatting Place your cursor anywhere in a paragraph OR Select one of the Justification buttons on the Formatting toolbar You can left align, center, right align, or justify your text, left align is the default. (Justify will expand text to be aligned between the left and right margins) Choose Undo from the Edit pull-down menu to reverse the last formatting change made to your document. Justification will return to left align. You can also change the type of alignment by choosing the Paragraph command from the Format pull-down menu. Click the next to the Alignment field and select the alignment of your choice. Click on OK to return to your document. Display a Shortcut Menu by clicking the right mouse button, choose Paragraph and select the alignment of your choice. The Paragraph Command (Format pull-down menu) also allows you to modify paragraph indents, text alignment, and line spacing. Paragraph Indents and Spacing Tab Indentation determines the position of text in relation to the left and right margins Left / Right Select or type the distance you want to indent a paragraph from the left or right margin. Type a negative measurement if you want text to appear in the left or right margin. Special Affects the type of indent for the first line of each selected paragraph None First line of each selected paragraph aligns with left indent First Line First line of each selected paragraph indents by amount specified in the By box Hanging Indents lines after the first line of each selected paragraph to the right by the amount specified in the By box. Page 8

10 Line Spacing and Paragraph Spacing To improve the readability of your document you can adjust the line spacing and paragraph spacing. Line spacing controls the amount of vertical space between lines in a paragraph. Paragraph spacing controls the amount of vertical space between paragraphs. Before/After Type or select a positive decimal measurement for the amount of space you want above or below the first or last line of the each selected paragraph. Line Spacing Single Will accommodate the largest font in each line: 1.5 Lines Line spacing will be one-and-a-half times that of single line spacing: Double Line spacing for each line will be twice that of single line spacing: At Least Sets a minimum line spacing that can adjust to accommodate larger font sizes or graphics that would not otherwise fit within the specified spacing: Exactly Sets a fixed line spacing that will not adjust to larger fonts or graphics. This option makes all lines evenly spaced. If portions of graphics or characters look clipped, simply increase spacing specified in the minimum or fixed line spacing: Multiple Line spacing can be increased or decreased by any percentage (1.2 will increase line space by 20%, 0.8 will decrease the line space by 20%) Exercise: With your cursor in a paragraph, click the right mouse button, select Paragraph Set Special to a hanging indent by 0.5, set Spacing Before to 24 pt. and Line spacing at 1.5. NOTE: To easily change line spacing, click on the toolbar and select a desired setting Line Spacing button on the formatting Setting Tabs The default tab stops are set at every half inch, and do not appear on the Ruler Bar. To customize tab stops for your document select Tabs from the Format pull-down menu. It is easy to change tab stops from the ruler. Choose Ruler from the View pull-down menu. Tab stop alignment Left Center Right First character of the text aligns with the tab stop Text is centered over the tab stop Last character of the text aligns with the tab stop Decimal Aligns a decimal point at the tab stop, works like a right tab for whole numbers or text Bar Inserts a vertical line through the selected paragraph at the ruler position specified Page 9

11 Before setting tab stops, select all of the text you want to change. If you are just starting a document, set tab stops for the first paragraph and then when you press Enter, the current tab settings will be carried over to the new paragraph. To delete a tab To reset a tab click and drag the tab off the ruler click the left (center, right, or decimal) tab marker to the desired setting then click on the ruler where you want the tab stop positioned Exercise: Press return at the end of your document to start a new paragraph. Either drag the tab stops off the ruler or clear them using the Tabs command from the Format pull-down menu. Using the horizontal ruler, set the following tab stops: left tab:.5, right tab: 2, center tab: 3.5, decimal tab: 5.5 Press the tab key before typing each of the following: left right center 1.01 tab tab tab name address department.0001 Checking Text Formatting To find out which formats are applied to existing text, select the Reveal Formatting Task Pane. Select the text you want to check. You can also check the text formatting by selecting the text and reading the settings displayed on the toolbars. Or check the settings in the Font and Paragraph dialog boxes from the Format pull-down menu. Format Painter The Format Painter on the Standard toolbar can be used to apply some basic graphic formatting, such as borders, fills, and text formatting. Select the text that has the formatting you want to reuse; click on the Format Painter button, the mouse pointer will turn into a brush Click and drag over the text you want to format. Tip: If you want to use the same formatting more than once, double click the Format Painter button and you can continue to drag over text you want formatted to the original selected text. To turn the Format Painter off, just click the button again. Save and Exit To save the modified document, click on the To save in a different file type, such as Plain Text: Choose Save As from the File pull-down menu, then choose the type from the Save File as Type list. Save button To exit Word, choose Exit from the File pull-down menu OR click the on the blue Title bar. Page 10