Microsoft Word 2013 Basics

Transcription

1 Microsoft Word 2013 Basics On any GPC campus there will be a Microsoft Office icon on the desktop, 2X click on MS Office icon then 2X click on MS Word 2013 On home computers, open Word 2013 as directed. Word 2013 will open showing a menu on the left that would include recent documents. This menu is called Backstage View. You will see Blank document and some more advanced document types on the right. Click on Blank Document to open a new Blank document to the right of the blue area, or select an already created document from the Recent menu on the left. If a Recent document is not shown on the Recent List then you can open a document by selecting Open Other Documents at the bottom of the blue area. Microsoft Word 2013 Handout Jean Donald 1

2 You can go to Recent Documents, One Drive (default name for cloud storage), or Computer to open a document. On the right are the most recent documents opened. Once a blank document is opened, you will see: Microsoft Word 2013 Handout Jean Donald 2

3 Quick Access Toolbar Tabbed Ribbon Menu Status Bar (at bottom) Quick Access Toolbar Just above the Tabbed Ribbon Menu, there is a Quick Access Toolbar. This allows for quick commands such as Save, Print or Open. To add more commands Adding other commands to the Quick Access Toolbar: Select the small black down arrow on the right of the toolbar. The commands already on the toolbar are indicated with a check mark ( ) next to the command. Select More Commands from the drop down window, then add or remove what you want on the Quick Access Toolbar. Microsoft Word 2013 Handout Jean Donald 3

4 The command default is Popular Commands. Selecting All Commands will display everything available. Click on the command you want to add, then click the Add button. To remove a command, select the command then click on the Remove button. Microsoft Word 2013 Handout Jean Donald 4

5 Tabbed Ribbon Menu System Tabs Groups or Sections The Tabbed Ribbon Menu system has several tabs, such as File and View. Each tab will have its own sections or groups. For example, with the Home Tab selected, you will see sections such as Clipboard, Font, Paragraph, Styles, and Editing. Some sections (not all) will show a small black down arrow. Clicking on the down arrow will expand a drop down window with more commands concerning that section. Click on down arrow for more options Customizing the Ribbon Menu You can customize the Ribbon Tabs and its tools similar to customizing the Quick Access Toolbar. Hover the mouse over a blank area on the ribbon bar, then click the right mouse button. A pop-up window will appear. Microsoft Word 2013 Handout Jean Donald 5

6 Select Customize the Ribbon and another pop-up window will appear. You can add or remove any tab or any particular tab group section the same way you customized the Quick Access Bar. Status Bar The Status bar is found at the bottom of the Word document window. Microsoft Word 2013 Handout Jean Donald 6

7 Page Number Word Count Read Mode, Print Layout, Web Layout Page Zoom On the left are the page numbers and word count. On the right is the layout view and page zoom. File Tab Clicking on the File Tab will take you to Backstage View, where you can Open, Save, Print, Close, etc You will see a list of Recent Documents on the right and a color coded area on the left. The left are commands. There is a Back button at the top of the blue area to go back to the screen on which you were previously working. In the middle, you will see areas from which you can retrieve files. Back Button Retrieve Files Recent Documents Microsoft Word 2013 Handout Jean Donald 7

8 Home Tab The Home Tab is the default tab when you open a new or recent document. There are commands for Cut, Copy, and Paste in the Clipboard section. Font type and size, highlight etc in the Font section. In the Paragraph section, you can add bullets or number list or change spacing etc Setting Up Your Document Before typing in your new document, you need to check the setup parameters for the new document. This way, you minimize the work needed on a document. To begin: In the Font section, select the font type and size by clicking on the small black arrow next to the font boxes. Down Arrow In the Paragraph section, the spacing of the document lines can be adjusted by clicking the small down arrow to the right of the spacing icon. You can select the spacing the document should have, such as single (1.0) or double (2.0). Check to make sure the Left flush justification is highlighted. Left flush will be default so all you need to do is make sure it is highlighted. Microsoft Word 2013 Handout Jean Donald 8

9 Left Center Right Full When you need to change the justification, such as for a Title page where the information has to be centered, just highlight the word(s), then select the center justification icon. Do the same for right or full justification. Right and full justifications are usually used in more professional documents such as brouchures, flyers or legal documents. Editing Text Instead of correcting text by typing the correction then deleting the wrong text by hitting the delete or back space key numerous times, there is a simpler way. Editing a single letter can be accomplished easily by just typing the correct letter, then deleting the wrong one. But deleting a word or a whole sentence or paragraph can be done easily as well. If editing a single word: Place the mouse cursor over the middle of the word and click two (2) times with the left mouse cursor. This will highlight the word, then you can type the correct word or delete it if needed. To correct or delete an entire paragraph: Place the mouse cursor somewhere within the paragraph, then click three (3) times with the left mouse button. This highlights the entire paragraph for editing. Microsoft Word 2013 Handout Jean Donald 9

10 Highlighting words and paragraphs in this manner also allows for other types of editing, such as bold, italics, capitalizing, changing font style or any other type of editing needed. To select the entire document: Go to the Editing section of the Home Tab Ribbon menu and clicking the small down arrow next to Select, then clicking Select All. Cut, Copy and Paste Under the Home Tab and in the Clipboard section, there are commands for Cut, Copy and Paste. Moving a word, sentence, or a whole paragraph: Highlight the area, then select Cut. Move your cursor to the location where you want to insert information, then select Paste. The same is done with Copy. Microsoft Word 2013 Handout Jean Donald 10

11 Changing the Look of the Font Change Font Case Bold Italics Underline Subscript Superscript To make font type changes: Use the highlighting technique (2X for a word and 3X for a paragraph) discussed previously, then select what changes you want to make ( for example, bold, italics, underlined, or all upper or lower case). When writing a science paper, you may have to write chemical or math formulas that have superscripts and subscripts such as H 2 O or X 2. To use superscript or subscript: Highlight the letter or number to be super or subscripted, then click on the superscipt or subscript icon in the Font section of the Home tab. The Home Tab allows all sorts of changes to the font or document. For example, changing the font color, inserting a bulleted or numbered list, and changing the document spacing. Microsoft Word 2013 Handout Jean Donald 11

12 Insert Tab Pages Tables Apps Media Comments Text Symbols Illustrations Links Header & Footer The Insert Tab allows inserting of Pictures, Shapes, Tables, Symbols, Headers, Footers, Page Numbers, etc The Insert Tab sections include Pages, Tables, Illustrations, Apps, Media, Links, Comments, Header & Footer, Text, and Symbols. Notice that these sections do not have expanded drop down windows. Inserting Pictures, Shapes and Symbols To insert a picture, shape or symbol into a document: place the mouse cursor where you want to insert the item, then select the proper icon. Table Picture Shapes Microsoft Word 2013 Handout Jean Donald 12

13 Select shapes or symbols to insert into the document. If you want an image to show side by side, you can create a table with 2 cells, then place an image in each cell. This will keep the images together. Inserting Headers, Footers and Page Numbers To quickly insert a Header or Footer: Go to the top of the document page to insert a header and to the bottom of the page to insert a footer. Click the right mouse button, then select Edit Header or Edit Footer. In addition, you can go to the Insert Tab then select Header in the Header & Footer section. The system will automatically pull up a Design Header and Footer Formatting tab. Close Header or Footer design Microsoft Word 2013 Handout Jean Donald 13

14 When you select either Header or Footer, a drop down window will appear. Here you can select the position and style of the header or footer. Also, from the Header & Footer design tab, you can insert a page number, date and time, or picture, along with some other commands. Click on the Close Header & Footer on the right of the ribbon. Closing the Header & Footer Editing tools will allow you to go back to editing your document. Inserting A Table To insert a regular table (NOT an Excel table): Click on the Table icon in the Ribbon menu Select how many cells over (rows) and down (columns) are needed for the table. Microsoft Word 2013 Handout Jean Donald 14

15 Rows across Columns down Resize the table by hovering the mouse on the table, then grab one of the small squares that appears on each corner of the table. You should see a diagonal double arrow shape when the mouse is in the correct position for resizing. Hold down the left mouse button and move the mouse to resize. Additional rows and columns can be inserted by placing the mouse cursor in the table where the row or column is needed, right click the mouse, then place the mouse cursor over insert. You can insert a row above or below the original row or a column to the right or left of the original column. Also, you can delete a row or column the same way. Microsoft Word 2013 Handout Jean Donald 15

16 Hover the mouse anywhere in the table and right click the mouse, then select Table Properties to edit other table properties. Table Properties In the Tables Properties pop up window, you can edit the table position, text, row and column width and length, and individual cells. Design Tab The Design Tab is used when more advanced properties to a document are applied. Normally, these are not used for introductory courses. Microsoft Word 2013 Handout Jean Donald 16

17 Page Layout Ribbon Tab Under this tab, you can change page margins, paper orientation and paragraph properties. The sections of this Tab can be expanded. Click arrow to expand To change the page margins: Click the small down arrow below the Margins icon. Select the page margins needed. To change the page orientation: Click on the small black arrow below the Orientation icon, then select either portrait or landscape. Microsoft Word 2013 Handout Jean Donald 17

18 Hanging Indentation As a college student, you will write research papers. For each paper, there usually is required a reference page. Instructors will typically require your paper to be written in either MLA or APA writing style. Both are similar when it comes to the reference page. The title References, Works Cited or Bibliography is centered at the top of the page. The first line of a reference will be flush left on the paper. If it goes to a second line, you will insert a hanging indentation or basically 5 spaces in from the left margin. The following is an example of a hanging indentation: McCombs, B. & Whistler J.S. (1997). The Learner-Centered Classroom and School: Strategies for Increasing Student Motivation and Achievement. San Francisco: Josey-Bass Publishers. Hanging Indentation Before typing your references, you can format the reference page with hanging indentations. To format the page for Hanging Indentation: Go to the Home tab (or Page Layout tab) then click on the small down arrow to the right of the paragraph section. A drop down window will appear. In the Indentation section, click on the small down arrow next to the Special box then select Hanging. If you have already typed you references but they do not show the hanging indentation, highlight all the references then go to the paragraph section and follow the steps above. Microsoft Word 2013 Handout Jean Donald 18

19 The References Tab As mentioned above, as a college student you will typically be required to write many research papers, and not just for your English classes. Most college level courses will require a research paper. Your instructor will (usually) require the paper to be written in a particular writing style type. It can be either MLA or APA writing style. These writing styles have specific writing guidelines, especially for citing a reference in text. With the Reference ribbon tab, you can insert Endnotes or Footnotes, and specify a bibliography page type. Used for more advanced papers Used for more advanced papers Microsoft Word 2013 Handout Jean Donald 19

20 Inserting a Footnote or Endnote MLA writing style papers usually use endnotes and footnotes. Endnotes and Footnotes can be used in place of an in-text citation to clarify text or to supplement a citation. Both Endnotes and Footnotes are indicated by a number placed before, within or at the end of a sentence or paragraph in which clarification is needed. Endnotes are at the end of the paper and on a separate page while Footnotes appear at the bottom of a page. To add Footnotes or Endnotes: Click on the Reference ribbon tab. Place the mouse cursor in the position in which you want the number to appear. Select Insert Footnote or Insert Endnote. You can also edit the position of the Endnote and Footnote text box by clicking on the arrow to the right of the Footnote section. Formatting Footnotes and Endnotes Microsoft Word 2013 Handout Jean Donald 20

21 Managing Sources for Reference Sources In the Citation and Bibliography section, click on Manage Sources. A Source Manager pop up window will appear. Click on the New button to add information. A Create Source pop up window will appear. Microsoft Word 2013 Handout Jean Donald 21

22 In the Create Source Window, select the source type at the top of the window. Sources can be books, magazines, journals, etc. Then enter the author, title, etc., and click OK. If there is more than one author, click on Edit next to Author and add additional authors. Once all references are entered, click on the Style for the reference page (MLA, APA, Chicago, etc ). Microsoft Word 2013 Handout Jean Donald 22

23 To the right of Bibliography, click on the small arrow, then select the type of Reference page (Bibliography, Works Cited, or References). All references will be listed correctly on your reference page for that writing style. Mailings Tab With the Mailings Tab, you can format envelopes and labels, create a mailing list, and select or edit a mailing list. This is a good formatting tool when sending a form letter (same common letter) to many people or companies. You can also merge the addresses from the form letter to envelopes so that you don t have to repeat entering addresses to the envelopes. Microsoft Word 2013 Handout Jean Donald 23

24 In addition, you can create Labels for folders, envelopes, boxes, addresses, etc. The tools in this Tabbed Ribbon are mostly used by companies, organizations, or groups. Review Tab With the Review Tab, you will find tools for checking spelling and grammar, looking in a dictionary for definitions to words (must create a Microsoft account in order to use), view synonyms in a thesaurus, check your word count, and edit documents without altering the original document. To use the Dictionary with the Define tool, you will need to sign into a Microsoft account. Other tools in this tab are usually for more advanced writing and editing. View Tab With the View Tab tools, you can select a different view of your document, add a ruler or gridlines, zoom in and out, view more than one page on the screen, and view a split screen to see more than one window at a time. In the group section Views, you can see your document in Read Mode, Print Layout (default) or how it would look on the web. Furthermore, you can add rulers and gridlines for more advanced documentation. If you want to see the document more clearly or concentrate on one particular sentence or word, you can zoom in and out. You can also see more than one page at a time on the screen with either the Multiple Pages Zoom tool or the Read Mode view tool. Microsoft Word 2013 Handout Jean Donald 24