Word 97: Introduction

Transcription

1 Word 97: Introduction Windows 95 Before You Begin Before you get started with Word, you should have the skills taught in Windows 95: Getting Started (dws07). These skills include using a mouse to do the following: select commands from menus (including the Start menu). select options from a list, including drop-down lists. use scrollbars. bring up a shortcut menu. size and move windows. What is Microsoft Word 97? Word 97, a Windows 95 program, is a powerful word processing program you can use to produce professionallooking documents easily. You can combine text, spreadsheets, and graphics in Word documents. Word s pulldown menus, toolbars, and buttons make learning and using Word easy. Word 97 takes advantage of the features of Windows 95, such as long file names. It also has Web authoring tools so that you can quickly convert your documents into HTML and use Word to create your homepage. Starting Word and Creating a Document Windows 95 gives you a number of different ways to do any one thing, and Word is no exception to this rule. You have many choices for opening Word and creating a new document, including these: Select Word from the Start menu. (Look for Word in the Programs folder.) Word opens with a blank document for you to begin editing. Select New Office Document from the Start menu and double click on a document type. Select New Document from the Office toolbar, and double-click on a document type. The last two options are discussed in more detail at the end of this document. The Program and Document Window When you start Word, it automatically opens a program window and one or more document windows. Check the blue title bar for the name of the document you're editing. New documents are named "Document#;" the first new document you open is named "Document1," the second, "Document2," and so on. You'll find out how to name and save these documents later. Window Control Buttons Both the program window and the document window have control buttons; the program buttons are the ones in the outermost window. Be sure you are clicking on the appropriate buttons, depending on what effect you want to have. As in other Windows programs, you can change the size of the program and document windows with the following buttons: Minimize Button: Click on this button to shrink the window. Remember these tips: If you minimize the program window, you can bring it back up by clicking on its button in the taskbar. If you minimize a document window, you can bring it back up by selecting the Window menu, and then selecting the filename.

2 Windows 95 Word 97: Intro Page 2 Maximize Button: Clicking on this button enlarges the window so that it fills the entire screen. Restore Button: This button only appears when a window is maximized, and restores the window to the size it was before you maximized it. Experiment with these resize buttons to see how they work. To close the Word program or an individual document window, you can use the Close Button. Before closing a window, check the title bar for it to be sure you're closing the right one. Scrollbars You should be familiar with scrollbars from Windows 95: Getting Started (dws07). Use Word's horizontal and vertical scrollbars to read through a document. Status Bar The status bar at the bottom of the window provides information about your document, such as what page you're currently editing: The Page Word presents documents to you more or less as if you were writing on a page of paper. The blinking vertical bar is the "insertion point or "cursor;" anything you type appears to the left of this insertion point. A short, horizontal bar shows you the end of the document and moves down as you enter text. The insertion point and bar do not print. You may see other "non-printing" characters on the page, such as the paragraph mark ( ). You can show or hide paragraph marks, spaces, and tab characters by selecting the Show/Hide button on the Standard toolbar. Menus Under the program's title bar, you'll see the menu bar, which begins with the File menu. Open the menus either by using the mouse to click on the menu s name, or by holding down the <Alt> key and typing the letter underlined in the menu name. For example, <Alt><F> opens the file menu. Then use the mouse or type the underlined letter to select from the menu. Keyboard Shortcuts As you're working with the menus in Word, take a look to the right of the menu commands. You may find a helpful keyboard shortcut listed there. To use a shortcut, hold down the Control key and press the specified letter. For example, <Ctrl>C copies a selected block of text, and <Ctrl>V pastes it. Unavailable Menus Some menu names or options within menus may appear gray instead of black. This means that the command is not available at that time. For example, the Cut option under the Edit menu is gray if no text is selected, but turns black and becomes available when text is selected. Toolbars Below the menu bar you usually find at least two toolbars the Standard toolbar: and the Formatting toolbar: To find out what a button on a toolbar does, place the mouse pointer on it, and a yellow flag will pop up with the name of the button. For a more detailed description, type <Shift><F1> and then click on the button. As with the menus, some toolbar options may appear gray instead of black. This means that the command is not available at that time. You'll learn more about using toolbars throughout this document. The Standard and Formatting toolbars work in similar ways in other Office applications, so what you learn about them in Word

3 Windows 95 Word 97: Intro Page 3 could help you, for example, in PowerPoint and Excel. Help! I Need Somebody! Picture yourself working on a Word document at midnight. What if you run into something you don't know how to do? Who you gonna call? For these times, it's a good idea to be familiar with Word's online help. Office Assistant Word 97 has added the Office Assistant to help you get speedy answers to any questions that you might have. Office Assistant appears as an animated icon in the lower right corner of the screen. Click on the icon to bring up the help window. Just type in your question, and click on Search. After asking you to choose from a menu of possible questions, the Office Assistant will bring you the information you need. To print copies of help screens, choose Print Topic from the Options menu on the Help screen, and the active screen will print. To get help as you work, click on the Office Assistant and select Tips. The Tips window acts as kind of a backseat driver (or an expert counselor), giving you ideas about other ways to do your work. To change the Office Assistant icon, click on it and then select Options. Click on the Gallery tab. Use the Next and Previous buttons to scroll through the possible icons. When you find one you like, click OK. To make the Office Assistant disappear, simply close its window. Help Menu You may also access the help window by pressing the F1 key, clicking the help icon (the question mark) at the far right of the standard toolbar, or by selecting Microsoft Word Help from the Help menu. To see an index of topics, select Contents and Index from the Help menu, and click on the Index tab. For on-screen help for WordPerfect users, choose WordPerfect Help from the Help menu. Help on the World Wide Web The Help menu also includes hypertext links to Microsoft s Web pages. Simply select Microsoft on the Web and the page you want. You can find documents about Word through the ATN web page at this address: Under Desktop, click on Windows, then scroll down to the Word documents. Editing a Document Typing Text Type text in your new document using your computer's keyboard. If you make a simple mistake, you can use the <Backspace> key to back up over one character at a time or the <Delete> key to erase one character in front of the cursor. Later, you will learn how to delete larger blocks of text efficiently. Wordwrap Text automatically wraps to the next line as you reach the right margin. If you're used to using a typewriter, you need to break the habit of pressing <Enter> at the end of every line. Unnecessary returns can cause problems if you change your text s formatting. Press the <Enter> key only when you want to create a new paragraph. Create a blank line in your document by pressing <Enter> twice. Spell Check Word checks your spelling as you type, and corrects errors as it finds them. If Word doesn t recognize a word you type, it puts a squiggly red line under it. You can ignore the line, or right-click on the word, and choose an option from the menu that appears. You may find the correct spelling in the menu, or just Word s best guess at what the unfamiliar word might need to be. If the spell checking gets annoying, you can turn it off. Select the Tools menu, and then Options. On the Spelling & Grammar tab, turn on Hide spelling errors in this document, or turn off Check spelling as you type, and then OK the change.

4 Windows 95 Word 97: Intro Page 4 Moving the Insertion Point To insert text in another location, you must move the insertion point. To move the insertion point, place the I-beam over the new location and click once. Using Scroll Bars If you cannot see the location where you want to add text, use the scroll-bar to move there. Click on the up or down arrow to move a line at a time, or drag the scroll box to move more quickly, or click above or below the scroll-box to move up or down a screen at a time. Tip: The Status Bar shows where your insertion point is in your document, including the page number and distance from the margin. Overtyping If you want to type text over your current text, double-click on OVR on the status bar. Double-click on OVR again to turn overtype off. Page Breaks When your document reaches the end of a page, Word automatically inserts page-breaks. Automatic page breaks look like a line of dots across the screen. If you want a page to end at a particular point in your text, you can insert a manual page break by pressing <Ctrl><Enter>. Page breaks you insert are labeled "Page Break" on the screen. To remove a page break you insert, delete it like you would any other character. Selecting Text to Be Changed Before you can change a block of text move it, change its typeface, copy it you have to select it. When you move your arrow pointer over the document page, it changes shape to what's called an I-beam. Place the I-beam at the start of the text you want, press and hold the mouse button, and drag the I-beam over the text. When the highlight covers the text you want selected, release the mouse button. If you make a mistake, click anywhere on the screen to "deselect" the text. Moving Text Cut and Paste To move text, select it first, and then click on the Standard toolbar's Cut button. The original text disappears from the document. It is temporarily stored in your computer s clipboard. Move the insertion point to the new location and click on the Standard toolbar's Paste button. You may also cut and paste by selecting Cut and Paste from the Edit menu. Drag and Drop Another easy way to move selected text to a nearby location is to drag and drop it. After selecting the text, point and click on the middle of the highlighted area, hold down the mouse button, and drag the text to a new location. While dragging text, the pointer arrow has a gray box at its base and a gray insertion point at its tip. Use the insertion point to position the text. Copying Text Copy and Paste Select a block of text, and then select the Standard toolbar's Copy button, or choose Copy from the Edit menu. The original text remains in the document, and a copy goes on the clipboard. Move the insertion point to the new location and click on the Paste button. You can repeatedly paste this way. Drag and Drop The easiest way to copy selected text to a nearby location is to drag the text to the new location. To drag, just point and click in the middle of the highlighted text, hold down <Ctrl> and drag to a new location. Again, use the gray insertion point to position the text.

5 Windows 95 Word 97: Intro Page 5 Pasting in Other Documents, Other Applications You can paste information you cut or copy into other documents or applications. Your computer remembers what you cut or copied until you either replace the information by cutting or copying again, or you exit Windows. Simply position your insertion point in the other document or application and paste the text. Look in the application's Edit menu for the Paste command. Formatting Text You can use buttons on the Formatting toolbar to quickly format characters and paragraphs. For example, clicking once on the B button makes selected text bold. Clicking a second time turns bolding off. For more information on formatting, see the Basic Formatting (dww24) handout. Whoops! Multiple Undo You can undo many commands, such as copying and pasting or formatting characters. Click on the undo button on the Standard toolbar to undo the last action. To see a list of commands you can undo, click on the drop-down arrow next to the Undo button. You can undo actions in reverse order by selecting from this list. You can also redo commands using the redo button, which is right next to the undo button, and works the same way. Highlighter You can use the highlighter button on the formatting toolbar to call attention to blocks of text. The highlighter is designed for proofreading documents, or adding comments to a document. Click on the button, and select a block of text. The text becomes a bright color on the screen. If you leave the text highlighted and print a black and white copy of your document, the highlighted text has a gray box around it. Changing Your View You can use the View menu and the View buttons on the bottom left of your screen to look at your document in different ways. Changing your view does not change the document, just how it looks to you on screen. Some options are discussed below: Normal: This document view is the one commonly used for creating and editing. Online Layout: Makes online reading easier. The text is larger and wraps at the window instead of appearing as it would print. It splits the screen into two panes, with the Document Map on the left and the document itself on the right so that you can use the Document Map to navigate quickly through the document and keep track of where you are. Page Layout: Good for final editing and placing graphics. Displays the edge of the document page, headers, and footers. Use the double headed arrows at the bottom of the scrollbar to move forward or back one page. Outline: Displays the Outline toolbar and uses existing headings to outline your document. Master Document: For working with long documents. See the Master Documents handout for more information. Full Screen: The menus, toolbars, scroll bars, and status bars disappear. Press Esc to get them back. Document Map The document map allows you to move quickly around long documents and helps you keep track of where you are. If you select Document Map from the View Menu or click the Document Map button on the standard toolbar, a separate pane will appear to the left of your document with an outline of your document s headings. If you click on a heading, Word will move you to that part of the document. To close the Document Map, click the Document Map button again, or reselect it from the View menu.

6 Windows 95 Word 97: Intro Page 6 Zooming In/Out Word lets you zoom between several views of your document. The Zoom Control menu allows you a zoom range from 10% to 500% and a Page Width view. To zoom, click on the Zoom Control drop-down menu, then click on the desired size. Selecting a New Toolbar Choose Toolbars from the View Menu, and select a toolbar. The Toolbar may appear as a free floating window or may be "docked," that is, locked into the window, like the Formatting and Standard toolbars. To dock a toolbar, drag its title bar to the top, bottom, or side of the Word window. To move a docked Toolbar, click on a blank space on the toolbar and then drag it to a new location. Saving a Document If you re planning to keep your document, you need to save it to a disk drive: your hard disk, a floppy disk, or a network disk drive. Disk drives are discussed in more detail in Windows 95: File Managment (dws10). To Save a File for the First Time To save your document for the first time, click on the Standard toolbar's Save button (or select Save from the File menu). Use the Save As window to store the file on a drive and in a specific folder. Double-click on a folder in the window to open it. The Save in field shows the current folder. To change drives or folders, click on the down arrow next to the Save in field to bring up the drop down box, and then select the drive or folder that you want. You may also use the Up One Level button to the right of the Save in field. The toolbar also has a button to create a new folder where you can store your file. (Note: after you create the folder, you must open it before you can save a file in it.) After selecting where to save your file, type the file s name in the File Name box. The file s name can be up to 255 characters long and may contain spaces. Word automatically assumes you want to save the document as a Word file, but you can change the file type using the Save as type field. To finish saving the document, click on Save in the dialog box or press <Enter>. To Save a File after the First Time If you edit your saved document and then save it again, your document will be saved without prompting you for the filename or the location. Save your files every 15 minutes or so, and be sure to save before trying something unfamiliar or risky, before switching to another application, and before leaving your computer. If you forget to save a file before closing Word, it asks you whether you want to save your changes. For Your Reference: Changing the "Default" Folder Word automatically brings up a specific folder the first time you save a document; it assumes you want to save most of your documents to this folder, called the "default" folder. To change the default folder, click on the Tools menu and choose Options. Select the File Locations tab. Select Documents, and then the Modify button. Specify your preferred folder location, and OK your changes. The next time you save a new document, Word will bring up the folder you specified in the Save As window.

7 Windows 95 Word 97: Intro Page 7 Renaming a File or Saving a Copy to a Different Disk After a document is saved, you may want to edit another copy under a new name or save a back-up copy on another disk. Open the document and choose Save As... from the File menu. In the name box, type the new name of the copy of the document. Then click on Save. Creating New Documents While in Word, you can open a new document by clicking on the Standard toolbar's New button, or by selecting the New... command from the File menu. When you choose the New button, a new file automatically opens. When you use the New command from the File menu, you can choose from numerous document types, such as a memo or fax cover sheet. Look through the tabbed cards to find the document that s best for you. Click on one of the options to see a preview, or double-click to open a new document of that type. Opening Documents To open an existing document, select the Standard toolbar's Open button or choose Open... from the File menu. The Open window appears. Some of your options are discussed below: To open a file, double-click on it. To open more than one file at a time, press <Ctrl> and click on each. Then select Open. To select files that are next to each other, press <Shift> and click on each file. Then select Open. To get see a file before you open it, select it, and click the Preview button on the Open window toolbar. Folders Your files will generally be stored in folders. To open a folder, double-click on it. To move back and forth between folders and drives, use the toolbar at the top of the Open window. You can switch between drives and folders using the drop down list next to the Look in field, and move between folders by using the Up One Level button. Word also provides a button to quickly access a folder it provides for you called Favorites, but you do not have to use this folder. If you don t see the file you want, you may want to change the Files of type option at the bottom of the Open window. Word is automatically set to display Word documents in the window, but you can change this option to display all documents, or specific file types. The Open window also has other options for finding files Tip: Did you recently edit a file? Word lists the last few documents you edited at the bottom of the File menu; just click on the document name to open it. Printing a Document Before you print a document, it's a good idea to preview it. Select Print Preview from the File menu, and make sure you like how it looks. To continue editing the document, select Close. To print the document, select Print..., make any necessary changes in the Print dialogue box, and click OK or press <Enter> to start printing. Tip: If you have trouble printing, look for the print icon in the taskbar. Double-click on it to bring up the printer window and see if you can determine the problem and fix it.

8 Windows 95 Word 97: Intro Page 8 Closing a Document You can close the document you have been working on without exiting Word by selecting Close from the File menu. If there have been changes to the document since the last save, Word prompts you to save the changes. Click Yes, No, or Cancel. If you close the window and have other documents open, another document window becomes active. If no other document window is open, a gray space will appear in the document window. Click the Toolbar's New button to start a new document, click the Open button to access an existing document, or select Exit from the File menu to leave the program. Quitting Word for Windows To close Word, select Exit from the File menu or click on the Close button If you have documents open that have not been saved, Word asks you if you want to save them. Click the appropriate button: Yes, No, or Cancel (click the Cancel button if you did not mean to exit the program). Opening Microsoft Office Documents Word is just one of four applications in the Microsoft Office suite, which also includes Excel, PowerPoint, and in the Office Professional edition, Access. The applications work together, and what you learn about one application often helps you to work in another application. Starting and Opening Office Documents You can start a new document by selecting a particular type of document, rather than a particular program. From the Start menu select Open New Office Document or from the Office 95 toolbar, select Open New Document. Look through the tabbed cards that list different types of documents, such as fax cover sheets and spreadsheets. Click on a document icon to preview it, or double-click to open it. Word templates show the familiar blue letter W. To open a Word document using the Normal template, select the General tab and double-click on Blank Document. To open an existing Office document, open the Start menu and click on Open Office Document, or choose Open a Document from the Office toolbar. This document is a publication of Academic and Technology Networks at The University of North Carolina. It may be copied for individual or non-profit use. Please send comments about this publication to CB# 3450, 402 Hanes Hall, Chapel Hill, NC, Author: Debbie Best and Anne Carter. Editor: Jennifer Haytock. Revision date: June 24, Print date: June 7, ATN Document dww23