Microsoft Word I

1. Microsoft Word I Bob Herring May 2010

2. Microsoft Word I The Program • Word is a word processing tool • Used to create documents and forms • One page business letters to entire books • What you see is what you get --WYSIWYG • What it isn’t • Not a spreadsheet -- Use Excel instead • Not a database -- Use Access • Not a presentation tool -- Use PowerPoint 2

3. Microsoft Word I Converting from Earlier Versions of Word Microsoft has provided several useful tools to help you convert from the 2003 suite to the new 2007 version Step one: Go to the URL below to find the tool you need http://office.microsoft.com/en-us/training/HA102295841033.aspx Step two: Download Adobe Flash player if it’s not already installed Step three: Run the tool, either online or as downloaded to your computer Step four: Assume your rightful place as the go-to guy on 2007! 3

4. Microsoft Word I One Big Change in the 2007 Version • All documents are created as “web-ready” XML documents • The Word file extension is now .docx, reflecting this • Word 2007 can read all previous versions of Word • Word 2003 CANNOT read the 2007 version unless you go to the Microsoft website and download a converter • This converter is called FileFormatConverters.exe and is found athttp://www.microsoft.com/downloads/details.aspx?FamilyId=941B3470-3AE9-4AEE-8F43-C6BB74CD1466&displaylang=en • Watch what version you are creating – you can choose to create documents in the old format to send to people who don’t have 2007 4

5. Microsoft Word I Office Button Word Document Layout Quick Access Toolbar Home Ribbon Status Bar 5

6. Microsoft Word I Document Layout, Continued Horizontal Ruler Vertical Ruler Document Window 6

7. Microsoft Word I Selecting the Office Button • This is sort of the old “File” Menu item • This is also where to come to set Word options (more later) • Can be annoying to work with, but you can use keyboard shortcuts 7

8. Microsoft Word I The New File Dialog • This is the same as “File – New…” in earlier versions • Template types are listed on the left, choices in the center, and samples on the right • Get a new blank document in one click with Ctrl+N 8

9. Microsoft Word I Selecting Text • Select text by holding down the left mouse button and dragging • Select a line by moving the mouse to the left margin and clicking once • Select a paragraph in the left margin by double-clicking • Select the whole document in the left margin by triple-clicking • (or Ctrl+A) 9

10. Microsoft Word I Cut , Copy , and Paste • Cutting, copying and pasting are at the very heart of word processing • They allow you to move text and pictures and add previous work to • your current document. • Cutting and copying are the same operation. Both copy the selected • item to the clipboard. • Paste brings the item from the clipboard into the document. That is • why the symbol looks like a page coming off a clipboard. • Remember to select the item!! When the operation you have chosen • doesn’t work, go back and select the text • Keyboard shortcuts are available: • Control + X Cuts • Control + C Copies • Control + V Pastes 10

11. Microsoft Word I Cut, Copy, and Paste • There are three ways to cut, copy, and paste: • Right-click the selection, and choose from the popup menu • Select the item, then click the appropriate tool on the toolbar • Select the item, and use a keyboard shortcut 11

12. Microsoft Word I Bold, Italic, and Underline • Select the text, then click the desired effect Bold Italic Underline 12

13. Microsoft Word I Fonts • Click on the dropdown arrow on the Font Tool • Select the new font in the dropdown box Font Tool Font Drop- down 13

14. Microsoft Word I Font Sizes • Click on the dropdown arrow on the Font Size Tool • Select the new size in the dropdown box Font Size Dropdown Font Size Tool 14

15. Microsoft Word I Font Dialog • Click the Font Dialog button to see the old dialog box 15

16. Microsoft Word I Font Dialog Controls Font Style Font Font Size Underline Style Font Color Text Effects Sample Set as Default 16

17. Microsoft Word I Spell Check • When spell check is on, Word underlines misspelled words • Words not in the dictionary are also underlined • Words can be added to a custom dictionary Spell Check 17

18. Microsoft Word I Spell Check Popup Menu • Right-click the underlined word. A popup menu will appear with • suggestions for correction • Left-click to correct, or choose “Ignore All” or “Add” Click to Change Click to Ignore Click to Add 18

19. Microsoft Word I Paragraph Alignment • Use the Alignment Tools to correctly justify paragraphs • Select the text to be changed, then click the correct tool Alignment Tools Left Center Right Full 19

20. Microsoft Word I Indentation • Word allows paragraphs to be indented in various ways • First line indent is controlled by the caret on top of the ruler. • Grab the caret by clicking and holding the left mouse button. First line First line of paragraph is indented 20

21. Microsoft Word I Indentation, Continued • Word can also create hanging indents (used in legal briefs) • Hanging indent is controlled by the caret on bottom of the ruler. • Grab the caret by clicking and holding the left mouse button. Hanging Indent Paragraph set to hanging indent 21

22. Microsoft Word I Indentation, Continued • Paragraphs may be individually indented for emphasis. • Left indent is controlled by the box beneath the bottom caret. Left Indent Paragraph left-indented one-half inch 22

23. Microsoft Word I Indentation, Continued • Paragraphs may be individually indented for emphasis. • Right indent is controlled by the caret at the right side of the ruler. Paragraph right-indented 23

24. Microsoft Word I Indentation, Continued • Indentation may be set precisely by selecting the Paragraph dialog. • Set left and right indent by adjusting the values in the boxes. 24

25. Microsoft Word I Line Spacing • Line spacing can be set by selecting the Paragraph dialog. • Set desired spacing by adjusting the values in the line spacing box. 25

26. Microsoft Word I Line Spacing, Continued • Set desired spacing by adjusting the values in the line spacing tool. 26

27. Microsoft Word I Tab Settings • Set tabs by left-clicking the ruler at the desired spot. An “L” shape will appear at • the spot to mark the tab. Select the type of tab by clicking the tool at the inter- • section of the rulers. Tabs may be left, right, center, or decimal. • Remove tab stops by clicking and holding the left mouse button and dragging them • off the ruler. Tab Type Tool Tab Stop Tab Indicator 27

28. Microsoft Word I Tab Settings, Continued • Tabs may also be set by selecting Tabs in the Paragraph dialog. • The Tabs dialog allows the user to select both position and type of tab • and to clear one or all tabs. 28

29. Microsoft Word I Inserting Clip Art • Word provides the capability to insert pictures as well as words. • Clip art is a royalty-free set of simple pictures that can be • used to enhance your presentation. • Select the Insert Ribbon, then click Clip Art. Clip Art 29

30. Microsoft Word I Clip Art Organizer • A Clip Art Organizer appears on the right • Type in a word or two and click Go; Word attempts to find a clip Go Button Clip Art Organizer 30

31. Microsoft Word I Inserting Clip Art • Click the desired picture once with the left mouse button to insert • A popup menu is also available if you click the down arrow • on the selected clip Popup Menu 31

32. Microsoft Word I Resizing Pictures • Resize pictures using the drag handles surrounding the picture • Use the corner drag handles to preserve the aspect ratio Expanded by Side Handle Expanded by Bottom Handle Correctly Resized Drag Handles 32

33. Microsoft Word I Smart Art • Another new feature of all the 2007 programs, Smart Art, gives a huge variety of customizable graphics for business use 33

34. Microsoft Word I Accessing the Symbol Table • The Symbol tool shows the last 20 symbols used, or you can go to the old symbol dialog by clicking “More Symbols…” 34

35. Microsoft Word I Page Setup • Click the Page Setup dialog button to bring up the old Page Setup • Dialog box 35

36. Microsoft Word I Page Setup • Margins: • Set margins in tenths by clicking up and down arrows • Set margins exactly by typing in desired distance • Select correct page orientation Margins Landscape 36

37. Microsoft Word I Page Setup • Paper: • Select correct paper size • Select the source Legal size Select source Based on Your printer 37

38. Microsoft Word I Page Setup • Layout: • Set Section breaks • Set different headers and footers • Set header and footer distance • Set vertical alignment Section Breaks Vertical Alignment Headers & Footers 38

39. Microsoft Word I Page Setup • Line Numbers: • Click the “Line Numbers” button • Select “Add line numbering” and set options • You may have to scroll left to see the numbers Line numbers 39

40. Microsoft Word I Print Preview • A critical step before printing! • Click the Print Preview Tool; or, • Click the Office button, then select Print, then Print Preview • Make sure the document will look the way you thought it would • Select Close to return to your document Next/ Previous Page Show Multiple Pages Show Ruler Print Magnifier Zoom Page Setup Show One Page Close Shrink To Fit 40

41. Microsoft Word I Printing • To print the active document, click the Office button then the Print Tool • To avoid extra clicking, select Ctrl + P instead Office Button Print Tool 41

42. Microsoft Word I Printing • Printing dialog box appears, allowing the user to: • Select printer • Select which pages will be printed • Select number of copies Printer Control Copies Pages to Print 42

43. Microsoft Word I Correcting Errors • Errors can creep in where you least expect them • Reread your document carefully to spot mistakes • Having another person proofread it can be helpful • Print it out so that you are not distracted by scrolling, etc. • Printed copies can be marked up for changes • Have a clear idea of changes that need to be made • Line numbers can be helpful in large documents • Check carefully before changing if there is repeated text • Turn on change tracking 43

44. Microsoft Word I Making Changes • Adding text: • Left-click with the mouse to place the insertion point • Type the added text • Deleting text: • Left-click and hold the mouse to highlight the text to be deleted • Press the Delete key on the keyboard, or • When replacing text, simply begin typing • Moving text: • Highlight the text to be moved • Click the Cut Tool on the toolbar (or Control and “X”) • Place the insertion point as above and click the Paste Tool • Or, after highlighting, left-click and drag the text to new location 44

45. Microsoft Word I Finding and Replacing • To find words, Select Find on the right side of the Home Ribbon • Type in the text to find • Finds each instance of the letters (even within words!) 45

46. Microsoft Word I Finding and Replacing • To replace text, Select Replace on the right side of the Home Ribbon • Type in the text to find in top box • Type replacement text in bottom box • Click the “Find Next” button • When you find the correct spot, click the “Replace” button Text to Find Replacement Text Find Next Replace 46

47. Microsoft Word I Finding and Replacing • To go to a page, Select the down arrow next to Find, then select Go To • Or, type Ctrl + G, or click the Select Browse Object Tool • Type in the page number and click the “Go To” button • Go To also works on sections, line numbers, footnotes, etc. 47

48. Microsoft Word I Accessing the Columns Dialog Box • Except for the fact that it’s in the Page Layout Ribbon, the Columns tool is pretty much the same 48

49. Microsoft Word I Numbered Lists • Word can automatically create numbered lists • Word keeps track of the numbers; inserted items are renumbered • Click the Numbered List Tool and begin typing the list Numbered List Tool 49

50. Microsoft Word I Outline Lists • From the Home Ribbon, select the Outline Numbered tool • Select a desired style from the List Library (or create one) • Promote and demote outline levels by using the Increase Indent • and Decrease Indent Tools Outline Numbered Tool 50