MS Word Level 1. Presenter: R. Schmid

Transcription

1 MS Word Level 1 Presenter: R. Schmid rschmid January 14, 2009

2 Lesson 1: Exploring the Microsoft Word 2007 Environment A. Using the new word interface B. Using and minimizing the ribbon C. Using and Customizing the Quick Access Toolbar D. New File Formats Lesson 2: Creating a New Word Document A. Format Text B. Cut, Copy, Paste and Using Format Painter C. Editing and Proofing Tools D. Using Document Views E. Changing Character Case Lesson 3: Paragraph and Page Formatting A. Aligning and Indenting Paragraphs B. Inserting Page Numbers C. Inserting and Modifying Headers and Footers D. Creating a numbered and bulleted list E. Inserting Page Breaks Lesson 4: Printing A. Working with Print Preview B. Printing Options Lesson 5: Online Training and Resources A. Atomic Learning Site B. Word 2003 to Word 2007 command reference guide C. Addresses and Phone Numbers 1

3 User Interface The Ribbon, Command Tabs, Microsoft Button and Quick Access Toolbar The Ribbon The Ribbon at the top of the page has replaced menus and toolbars in Word, Excel, PowerPoint, Access and new messages in Outlook. There are three basic components to the Ribbon: 1. Tabs: There are seven basic ones across the top. Each represents core task or activities. 2. Groups: Each tab has several sets of related commands that show related items together. 3. Commands: A command is a button, menus, or boxes to enter information. The Home Tab The Home Tab displays the most commonly used commands,including Cut, Copy, and Paste, Bold, Italic, Underscore, etc. The commands are arranged in groups: Clipboard, Font, Paragraph, Styles and Editing. Less frequently used commands or choices can be displayed by clicking the down arrow under the command. 2

4 Contextual Tabs (On Demand) Contextual Tabs are commands that only appear when you need them. For example The Picture Tools Tab only appears when you are modifying a picture. The Office Button (Top Left Corner) The Office Button has replaced the File menu. New, Open, Save, Save As, and Print are contained with the button. New commands for file preparation commands such as Prepare and Send have several choices within each. It includes up to 50 recently opened documents. The Quick Access Toolbar (Top Left, Right of Office Button) commands. The Quick Access Toolbar is a customizable toolbar which contains shortcuts for commonly used Using and Minimizing the Ribbon 1. Several ways to minimize the ribbon Right click on the tab>select Minimize the Ribbon Press CTRL + F1 Double Click on any of the tab labels Click on the drop-down arrow at the end of the Quick Access toolbar>select minimize the ribbon 3

5 Using and Customizing the Quick Access toolbar 1. To customize, you can either click the down arrow to add or remove commands or right click on any command to add that command to the toolbar. 2. You can also select Customize Quick Access Toolbar ; this will bring up dialog box where you will see a list of commands that can be added. 3. You can change the location of the Quick Access Toolbar. Right-Click on the Quick Access Toolbar>select Show Quick Access Toolbar below the Ribbon. 4

6 New File Formats 1. Word, Excel and PowerPoint now offer new file formats based on Office Open XML (Extensible Markup Language) formats. a. Reduce file size by up to 75% b. Improve security and reliability c. Are the old extension followed by an x or m, Examples: i. docx for Word documents. ii. dotx for Word templates. iii. docm for Word files containing macros. iv. dotm for Word templates containing macros. 2. When you open a file in the old format, the title bar will display Compatibility Mode. Within this mode, new features are turned off or modified so they are compatible with the old format. 3. You can continue to save your files as Word documents. This ensures that users who have not upgraded to Office 2007 will still be able to open and edit the files. a. Click on the Office Button>Word Options>Save>Save files in this format will change the default save format for all documents. b. Click on the Office Button>select Save As>select Word Document will allow you to save any document to the older version. 5

7 Formatting Text 1. The formatting commands are available on the Home Tab, within the Paragraph Group. a. Click the Show/Hid button to show paragraph mark and other hidden formatting symbols. b. Click the Bullets button or down arrow to select your list style to insert a bulleted list. c. Click the Numbering button or down arrow to select your list style to insert a numbered list. d. To modify existing text, select the text, and then click the appropriate formatting button. e. Click the Dialog Box Launcher for to open the Paragraph dialog box. (this will look very familiar) 2. Font Group: Click on the Home tab, in the Font group: a. Click the Bold button to bold the text, click the Italic button to italicize the text and click the Underscore button to underscore the text. b. Click on the down arrow of the Font Size to change the font size. c. Click the Dialog Box Launcher to open the Font dialog box. 3. Using the Mini Toolbar to format text: a. Select the text to be modified. b. Mouse over the selected text. c. Select the appropriate formatting option. Cut, Copy, Paste and Format Painter 1. The commands for copy are available on the Home tab, within the Clipboard Group. a. Click the Copy button to copy the text or the Cut button to copy and delete (cut) the text. b. Place the cursor in the area you wish to insert (paste) your text or items within your document, click on the Paste button. 2. To copy text formatting from one place and apply it to another place: a. Select the paragraph that formatting is to be copied. b. Click the Format Painter button. (Double-click the Format Painter button if you want to change the format of multiple selections in your document.) c. Select (click hold and drag over) the text or graphic you want to format. 6

8 Editing and Proofing Tools 1. The commands for proofing are available on the Review Tab, within the Proofing Group. a. Click the Spelling & Grammar button to show check spelling and grammar. b. Click the Thesaurus button to use the Thesaurus. c. Click the Word Count button to obtain a word count. Document Views 1. The commands for viewing documents are available on the View Tab, within Document Views Group. 2. Click on the View Tab, within the Document Views group: (right hand side of the status bar) a. Click the Print Layout button to shows you margins, headers and footers and allows full editing. This is the default view in Office 2007 b. Click the Draft button allows you to see the text, and where the pages are breaking. Doesn t show margins or formatting. c. Click the Outline button allows to expanse and collapse to work in specific areas of your document. 3. The Show/Hide group: Click on the View Tab, within the Show/Hide group: a. Click the checkbox for the ruler command to show the ruler. 4. The Paragraph group: Click on the Home Tab, within the Paragraph group: a. Click the show/hide button to see paragraph marks and other hidden formatting symbols. 7

9 Character Case 1. The command to change character case is available on the Home Tab, within the Font Group. 2. Click on the Home Tab, within the Font group: a. Select the text. Click on the Change Case button this will bring up a dialog box. Aligning and indenting paragraphs 1. The commands to align paragraphs are available on Home Tab, within the Paragraph Group. a. Click within the paragraph (or select the entire paragraph) that you want to align. b. Click on the Align buttons c. While text is selected or cursor is within the paragraph you want to align. d. Click on the Increase or Decrease Indent buttons each click will indent the paragraph by ½ inch increments. 2. Using the ruler to indent: a. Using the ruler to indent: Indent markers are found on the left edge of ruler. First Line indent, hanging indent, full left indent (same as increase indent command), also included is the right indent on the right hand side of the ruler. i. First Line indent- will indent only the first line of the paragraph, again in ½ inch increments. ii. Hanging indent- indents every line except for the first line iii. Left indent-will bring first line and the hanging indent marker together creating a left indent. Inserting Page Numbers 1. The command to Insert Page Numbers is available on the Insert Tab, within the Header & Footer Group. a. Click on the down arrow on the Page Number button. b. Select the appropriate location for your page numbers (Top, Bottom, Margins). c. Select a page numbering design from the design gallery. 8

10 3. To remove Page Numbers, in the Header & Footer group: a. Click the Page Number button to format or remove page numbers. Headers and Footers 1. The command to Insert Headers& Footers is available on the Insert Tab, within the Header & Footer Group. a. Click the Header or Footer button. 2. To modify Headers and Footers, click on the header or footer, or within the Header & Footer group: a. Click the Header or Footer button. b. Click the Edit Header or Edit Footer. c. Click the Close Header & Footer button. Numbered and Bulleted Lists 1. The Numbered and Bulleted Lists commands are available on the Home Tab, within the Paragraph Group. a. Click on the Numbered List button, to turn off the Numbered List press enter twice. b. Click on the pull down arrow to the right of the Numbered List command the gallery of number list options allows you change how you want your numbered list to appear. 9

11 c. Click on the Bullet List button, to turn off the Bullet List press enter twice. d. Click on the pull down arrow to the right of the Bulleted List command the gallery of bullets displays the different bullets available. Page Breaks 1. The Page Break command is available on the Insert Tab, within the Pages Group. a. With your cursor placed where you want the break to appear, click on the Page Break button. Print Preview 1. Print Preview is located under the Microsoft Office button. a. Click on the Microsoft Office button b. Hover over Print and click on Print Preview. i. Allows you to preview and/or make changes to the document. c. Click on the Close Print Preview button return to editing the document. Printing Options: Print or Quick Print 1. Print commands are located under the Microsoft Office button. a. Click on the Microsoft Office button b. To print using the Print dialog box, click Print. 10

12 c. To send the document to the default printer with no changes, click the Quick Print button. Online Training and other Resources 1. Atomic Learning website: a. To access Atomic Learning without registering: i. Open Internet Explorer or Firefox. ii. In Address box. Type in: and press enter. iii. Click on Training Library, select Technology Skills and select a language. b. To register for Atomic Learning: i. Request a registration code: Registration codes are assigned on an individual basis. Please techtraining@sjfc.edu or call the Help to request a registration code. ii. Activate your account: After receiving your registration code, you must complete the following steps to register for Atomic Learning and receive your user name and password. a) Go to b) Enter your registration code in the box c) Click Submit d) Continue by completing the required fields on the User Information page e) Click Submit f) Check the box to agree to the Terms and Conditions and enter a user name and password. OIT recommends using your address as your user name. g) Click Confirm h) You will also receive an confirming your user name and password. Note: By default, faculty and staff Atomic Learning registrations are valid for one year; if you are still an SJFC faculty or staff member after one year, your registration will automatically renew. All student accounts are valid for four years. c. To access Atomic Learning as a registered user: i. From any computer, open Internet Explorer or Firefox. ii. In Address box. Type in: and press enter. 11

13 iii. Click on My Account and login with your Atomic Learning username and password. iv. Click on Training Library, select Technology Skills and select a language. 2. Interactive: Word 2003 to Word 2007 command reference guide: 3. My contact information: a. address: rschmid@sjfc.edu b. Office extension: 8409 c. Help Desk extension: