www.dataservice.org
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March 2000
478-8957
Compiled by:
Katey Semmel
Jennifer Smith
Table of Contents
Starting Word ........................................................................................................................3
Why Use Word?.....................................................................................................................4
Basic Toolbars ............................................................................................................4
Office Assistant...........................................................................................................4
Creating “Clean” Word Processed Documents ....................................................................5
Filenames...............................................................................................................................6
File Management....................................................................................................................7
Save a Document .......................................................................................................7
Close a Document .......................................................................................................8
Open a Document........................................................................................................8
Print a Document .........................................................................................................9
Delete a Document ......................................................................................................9
Viewing Documents ...............................................................................................................10
Basic Editing ..........................................................................................................................11
Text Formatting ......................................................................................................................12
Bold ..............................................................................................................................12
Underline ......................................................................................................................12
Italics ............................................................................................................................12
Bold, Underline and Italics............................................................................................12
Text Alignment........................................................................................................................13
Center...........................................................................................................................13
Align Right ...................................................................................................................13
Justify ..........................................................................................................................13
Align Left......................................................................................................................13
Spelling and Grammer Check................................................................................................14-15
Selecting Text.........................................................................................................................16
Formatting Selected Text.......................................................................................................17
Format Using the Format Toolbar...............................................................................17
Format Using the Format/Font Menu Option ..............................................................18
Format Painter ............................................................................................................18
Paragraph and Line Spacing..................................................................................................19
Moving/Copying Information ...................................................................................................20
Formatting the Page...............................................................................................................21
Changing Page Settings ..............................................................................................21
Inserting Page Numbers ..............................................................................................22
Inserting Headers and Footers.....................................................................................22
Inserting Page Breaks ..................................................................................................23
Exiting Word...........................................................................................................................24
Appendix I...............................................................................................................................25
Lesson 1 : Edit .............................................................................................................26
Lesson 2 : Styles..........................................................................................................27
Lesson 3 : Alignment....................................................................................................28
Lesson 4 : Spell............................................................................................................29
Lesson 5 : Culminating Activity ....................................................................................30
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Starting Word
Starting
There are a variety of ways to start Word. You can do so using the Microsoft Toolbar, the Start
Button or a Shortcut from the desktop if one has been created. Although using either a shortcut
or the Microsoft toolbar is the fastest way to start Word, these may be set up differently on your
computer or not set up at all. For the majority of computers, however, you will be able to start
Word from the Start Button.
To do so, perform the following steps:
Click the Start Button
Click on Programs
Click on Microsoft Word
Activity: Start Word
Starting a New Word Document
To start a new Word document, perform the following steps:
Click on the New Document button
Activity: Start a New Word document
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Why Use Word?
A word processor, such as Word, allows you to type documents without the need to retype
them, as you would with a typewriter, if changes were needed. Word Processors automate
many of the editing and formatting techniques that can take a great deal of time.
As you go through this course, you will learn the basic features of Word, such as editing a
document, cutting and pasting, and inserting page numbers. Word is a wonderful program for
carrying out all of your basic word processing needs. If you ask yourself “I wonder if I can….?”,
you probably can with Word. The basic features of the word screen are shown below.
Title Bar
Menu
Standard Bar
Toolbar
Format
Toolbar
Rule Bar
Text Area
Scroll Bars
Status Bar
Office Assistant
The Office Assistant (animated paperclip) is a tool to assist you with various functions within
Word.
To hide the office assistant, perform the following steps:
Right click on the Office Assistant (the paperclip)
Click Hide
To show the office assistant:
Click on Help
Click Show the Office Assistant
Note:To move the office assistant to another place on the screen, left click and drag to desired
location.
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Creating “Clean” Word Processed Documents
Have you ever tried to create a new page in your Word documents by pressing the enter key
multiple times only to find out that when you print it you have a large gap separating the text on
a page? Or, have you tried to create a list of items by using the space or tab keys, only to find
out that your text does not line up properly when printed. Although frustrating when these
problems occur, they can be easily avoided.
Although you typically do not see a character or symbol appear on the screen when you press
the enter, spacebar, or tab keys, they do take up space in your documents and should be
treated as if they are characters or symbols.
When you create a document in a word processor such as Word, you want to be sure to create
a “clean” document. A “clean” word processed document is free of excessive hard returns
(enter key), spaces, and tabs. Instead, tools such as columns, tables and headers and footers
should be used to format the text.
In creating a “clean” document, press CRTL+ Enter in Word to force a new page rather than
pressing the enter key multiple times. Or, if you would like to create a list with two or more
columns, use the columns tool rather than the tab key. Using tables is also a good way to
format information that contains multiple columns and rows. Headers and Footers can be used
when you want to repeat information at the top or bottom of each (or every other) page of your
document.
In addition, Word offers tools for viewing where you have inserted hard returns, spaces and
tabs, you will click on the Show button,
(first) toolbar.
, which is located on the right side of the standard
Much of the information contained in this handout will provide you with information on the tools
you should use in order to create “clean” documents in Word.
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Filename
Learning and understanding how to name your documents is very important so you are able to
open the documents or perform other file management techniques easily.
There are four parts to a filename:
1.
2.
3.
4.
the drive specification (i.e. c:\my documents\ilename.doc)
the path (i.e. c:\my documents\filename.doc)
the primary filename (i.e. c:\my documents\filename .doc)
the extension (i.e. c:\my documents\filename.doc)
Drive Specification: This portion of the filename is optional; however, it is important to keep in
mind that if you do not assign a drive, the file will automatically be stored on the hard drive
which is typically the c: drive of the computer. Typing a: or b: tells Word to save the file to a
floppy drive.
Path: The path of the filename tells you exactly which folder the file is stored in. Knowing the
path is important if you store files/documents in folders other than the default directory for Word.
In Word, documents are stored in the My Documents folder.
Primary Filename: This portion of the filename is mandatory. It can contain any letter and/or
number and some punctuation such as underline. You can even include spaces. The primary
filename can contain from 1 to 255 characters and should be a descriptor for the type of
document you are saving. For example, if you typed a letter to Mr. Jones, you may want to
have the primary filename as letter to jones. Please note that Word 2000 will want to assign
the first sentence of your document as the filename.
Extension: Word will automatically assign a .doc file extension to your filenames. This .doc
extension tells Word and the computer that a file is associated with Word as opposed to any
other program on your computer.
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File Management
Please refer to information on filenames to assist in carrying out the following functions.
Save a Document
It is important to save your documents on a regular basis as you are working on them. Save the
document at the following times in order to avoid accidentally losing the document:
1.
2.
3.
4.
At least at the end of each page of the document.
Before issuing a command such as print or close.
Before you walk away from the computer.
When you need to answer the phone.
To save a file, perform the following steps:
Click on the save button on the toolbar, the following dialog box appears:
Type in a filename
Click on Save
Activity: (1) Type a few sentences
(2) Save the document using {your name} as the filename
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Close a Document
You will want to close a document when you have finished working on it and have saved it.
Closing the document clears it from the screen.
To close a document, perform the following steps:
Click on File from the menu
Click on Close
Activity: Close the {your name} document
Open a Document
There may be times when you need to open an existing document.
To open a document, perform the following steps:
Click on the Open button, the following dialog box will appear:
Double click on the document you wish to open (alternatively, click once on the
document and click on Open)
Activity: Open the {your name} document
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Print a Document
To print a document, perform the following steps:
Click on the Print button
Alternatively: When you use the print button to print, the document is immediately sent to the
printer. If you would like to have more control over the printing process, perform the following
steps:
Click on File from the menu
Click on Print, the following will appear:
Make desired changes
Click on OK
Activity: Print the {your name} document
Delete a Document
To delete a document, perform the following steps (document must be closed):
Click on the Open button
Click on document to be deleted
Press the Delete button on the keyboard
Click on Yes
Activity: Delete the {your name} document
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Viewing Documents
In Word, there are four different options for viewing documents: Normal, Web Layout, Print
Layout, and Outline. The Print Layout view is set as the default for Word 2000. Each view
button is located on the status bar located in the lower left corner of the screen.
The different view options are described below.
Normal View: Allows you to see more text area as you type your document. This option is
useful when navigation quickly through a document. It also shows different page formats
applied to your document, such as page breaks.
Web Layout View: Allows you to view your document as a web page. Clicking on File
and Web Page Preview will display your document as a browser.
Print Layout View: Display your document as it will look when printed.
Outline View: Adds levels to your text allowing you to view your document as an outline.
Use the tab key to change levels.
Note: Printing your document while in outline view will not print your document as an outline.
Zoom: This feature allows you to view your document at different magnifications.
Increase the magnification to have a closer view of your document and reduce the view to
decrease the magnification. The zoom button is located in the upper right corner of the screen.
Print Layout view offers four additional zoom options described below:
Page Width: Adjusts magnification to view the width of the page
Text Width: Adjusts magnification to the width of the text on the
page
Whole Page: Adjusts magnification to view the entire page
Many Pages: Adjusts magnification to view two or more pages
on a screen
Activity: Open Edit.doc and change the view settings
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Basic Editing
Basic editing involves using the delete key, backspace key and inserting text into a document.
All of these functions are dependent on the current cursor position.
Current Cursor Position: The current cursor position is the location at which the cursor is at
any given time. For instance, if you have the word elephant and the cursor is before the letter
p, then the current cursor position is p.
Delete Key: The delete key is a destructive key that deletes characters. The delete key
deletes the character at the current cursor position. For instance, if you have the word mouse
and the current cursor position is u, pressing the delete key will delete the u. When the letter is
deleted, the letter to the right of the current cursor position will now be at the current cursor
position. Using the above example, when the u is deleted, the s (and every character after the
s) will move one space to the left putting the s at the current cursor position.
Backspace Key: The backspace key is also a destructive key. It deletes the character to the
left of the current cursor position. For instance, if you have the word piranha and the current
cursor position is the h, pressing the backspace key will delete the n. The h will remain at the
current cursor position but every character from the current cursor position will shift one space
to the left.
Inserting Text: Text is inserted at the current cursor position. When the character is entered,
the cursor and the character it is next to, as well as those that follow, will move one space to the
right. For instance, if you have the word, sumer, in order to insert the missing m, position the
cursor before the e and type m. The m will be inserted in the proper position.
Note: Inserting text does not mean pressing the insert key. Pressing the insert key in Word
causes typeover to be turned on. When typeover is on, inserting is not possible. Instead, you
will type over existing text. In most cases, typeover should be turned off.
Hint: When performing basic editing, you should try to correct mistakes using the least
amount of keystrokes possible. As well, you should also do the procedure that you are
most comfortable with.
Activity: Complete Lesson 1: Edit (Appendix I)
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Text Formatting
In Word, it is possible to put the text in a variety of formats such as bold and underline. The
Bold, Underline and Italic buttons are toggle buttons; the first time you click on them it turns that
option on; the second time you click on them, it turns the option off. The option is turned on
when the button appears depressed on the screen.
Bold
To put text in bold, perform the following steps:
Click on the B from the toolbar (alternatively, press Ctrl+b)
Type the information to be bolded
Click on the B form the toolbar (alternatively, press Ctrl+b)
Underline
To put text in underline, perform the following steps:
Click on the U from the toolbar (alternatively, press Ctrl+u)
Type the information to be underlined
Click on the U from the toolbar (alternatively, press Ctrl+u)
To put text in italics, perform the following steps:
Click on the I from the toolbar (alternatively, press Ctrl+I)
Type the information to be italicized
Click on the I from the toolbar (alternatively, press Ctrl+I)
Bold, Underline and Italics
In Word, you can turn several text formatting commands on at the same time. The order in
which you turn the text formatting buttons on does not matter.
To put text in bold, underline and italics, perform the following steps:
Click on the B, U and I buttons on the toolbar (alternatively, press Ctrl+b, Ctrl+u,
Ctrl+I)
Type the information to be bolded, underlined and italicized
Click on the B, U and I buttons (alternatively, press Ctrl+b, Ctrl+u, Ctrl+I)
Activity: Complete Lesson 2: Styles (Appendix I)
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Text Alignment
The default setting for alignment is left; however, you can change this to right, center or full by
clicking on the alignment buttons on the toolbar. The alignment buttons are not toggle buttons.
Instead, they work like a tape recorder. For example, to center simply click on the center
button. Left align will be turned off and centering will be turned on. Also, the alignment setting
will remain the same on a new line until you change it to a different alignment setting.
Center
To center justify, perform the following steps:
Click on the center button on the toolbar (turns centering on)
Type the information to be centered; enter
Click on the center button from the toolbar (turns centering off)
Align Right
To right justify, perform the following steps:
Click on the align right button on the toolbar
Type the information to be right justified; enter
Click on the align right button
Justify
To full justify, perform the following steps:
Click on the justify button on the toolbar
Type the information to be fully justified; enter
Click on the align left button
Align Left
To left justify, perform the following steps:
Click on the align left button
Type the information to be left justified; enter
Click on the align left button
Activity: Complete Lesson 3: Alignment (Appendix I)
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Spelling and Grammar Check
Use Spelling and Grammar Check to look for and correct spelling/grammar errors in your
documents.
To use spelling and grammar check, perform the following steps:
Click on the Spelling and Grammar Check button; if there is a grammar error, the
following dialog box will appear:
Make changes as appropriate.
If there is a spelling error, the following dialog box will appear:
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Perform one of the following:
•
•
•
•
If the word is misspelled and the change to word is correct, click on the change
button
If the word is spelled correctly, click on the ignore, ignore all or add button
o ignore: skips this occurrence of the word
o ignore all: skips each occurrence of the word
o add: adds the word to the dictionary
If the word is misspelled and the “change to” word is incorrect, either select the
correct word from the list and click change, or type in the correct spelling and
click change
AutoCorrect will automatically detect some errors and correct them as you type.
When spelling/grammar check is complete, you will see a dialog box stating the check is
complete.
Click on OK
Note: As you are entering information into a Word document, you may notice a red or green
line under some of the text. This line indicates a word that Word does not recognize as spelled
correctly or grammatically correct. A red line indicates a spelling error. To correct these words
without using spelling and grammar check, right click on the word. A menu will appear with
suggestions for the correct spelling/grammar.
Activity: (1) Complete Lesson4: Spell (Appendix I); (2) Use the Save As function to save
this document with the new filename spelltest.doc.
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Selecting Text
Selecting text allows you to perform a variety of formatting functions such as changing the
appearance or alignment of the selected text. The amount of information you select is variable.
It can be as small as one character or as large as an entire document.
Dropping the Cursor
Moving the mouse pointer to a specific word and clicking once drops the cursor onto the word at
the location where the pointer was located.
Selecting a Word
Moving the mouse pointer to a specific word and clicking twice highlights, or selects, the entire
word.
Selecting a Line
Move the mouse pointer to the left side of the line until the pointer changes from a thin I to an
arrow and click the mouse button once.
Selecting Multiple Lines
Move the mouse pointer to the left edge of the document so it turns to an arrow, click and hold
the mouse and drag up or down to select the desired information. Release the mouse to end the
selection.
Selecting a Paragraph
To select a paragraph, triple click on any word in that paragraph.
Selecting Varying Amounts of Text
Click and hold the mouse at the beginning of the text to be selected, drag the mouse to select
the information and release the mouse to end the selection.
Select All
To select all of the information in a document, press Ctrl+A.
Deselecting Text
To deselect text, click the mouse anywhere and the highlighted area will disappear.
Once you have selected text you can perform a variety of formatting modifications to the
selected text.
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Formatting Selected Text
There are two ways to format selected text. One way is through using the format toolbar and the
second is through using the format/font option from the menu. You can either apply formatting
changes prior to typing the information or by selecting existing text.
Format Using the Format Toolbar
The format toolbar has a variety of drop down lists and buttons you can use to apply various
formatting styles to your document. The following is the Format TooIbar:
Changing the Font
To Change the font, perform the following steps:
Click on the down arrow by the font field for the Font drop down list, the following
will appear:
Select the desired font by clicking on the font name
Changing the Font Size
To change the size of the font, perform the following steps:
Click on the down arrow for the Size list
Click on the desired size
Other Formatting Changes
Other formatting changes such as bold, underline, italics, and alignment are addressed on
pages 11 and 12 of this handout.
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Format Using the Format/Font Menu Option
The advantage of using the Format/Font menu options is that you can preview the changes
before you apply them to your document.
To use Format/Font, perform the following steps:
Click on Format from the menu
Click on Font from the menu, the following will appear:
Make the desired changes
Click on OK
Note: If you have selected information then applied formatting changes, you may not see the
changes until you deselect the information.
Format Using the Format Painter
The Format Painter function is used to copy formatting from one area of text to another. This is
especially useful when extensive formatting is involved.
To copy formatting:
Select the text which contains the formatting you would like to copy
Click on the Format Painter button from the standard toolbar Li'>
Select the text you would like to apply this formatting to; the formatting will be
applied automatically
Activity: Using the spell.doc document: (1) change the font and font size of the first
paragraph using the Formatting Toolbar; (2) change the font and font size of the second
paragraph using Format/Font from the Menu bar; (3) use the format painter to copy the
formatting of the second paragraph to the third paragraph.
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Paraqraph and Line Spacing
Paragraph and line spacing determine the amount of vertical spacing between paragraphs and
lines of text respectively.
To change the paragraph or line spacing on selected text:
Click on Format from the menu
Click on Paragraph; the following will appear:
Make desired changes to “Spacing” (this refers to paragraph spacing) and "Line
Spacing"
Click on OK
Activity: Using tile spell.doc document: (a) increase the paragraph spacing after each
paragraph to 12 points; (b) increase the line spacing on paragraph 2 and 3 to double
spacing.
I
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Moving/Copying Information
Moving Information
To move information, perform the following steps:
Select the information to be moved
Click on the Cut button
Position the cursor at the desired location
Click on the Paste button
Copying Information
To copy information, perform the following steps:
Select the information to be copied
Click on the Copy button
Position the cursor at the desired location
Click on the Paste button
The Clipboard
Word 2000 allows you to put up to 12 items on the clipboard. To view the clipboard, perform the
following steps:
Click on View on the menu bar
Highlight Tool bars
Click on Clipboard, the following will appear:
To add an item to the clipboard, perform the steps listed under Copying Information.
Note: To see which item is on the clipboard, hold the mouse pointer on the item and a flag will
appear to identify that specific item. There are three buttons on the clipboard. Each is described
below:
Copies item to new location
All Copies all items on the clipboard to new location
Deletes all items from the clipboard
Activity: Using the spell.doc document: (1) move the first paragraph to the end of the
document; (2) copy the title to the end of the document
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Formatting the Page
Formatting the pages in your document includes such functions as inserting page numbers,
page breaks, headers and footers, etc.
Changing Page Settings
There may be times when you need to adjust the page settings in a document. To do so,
perform the following steps:
Click on File from the menu
Click on Page Setup, the following will appear:
Click on the desired Tab (i.e.: Margins, Paper Size, etc)
Make desired changes
Click on OK
Activity: Using the spell.doc document, change the top, bottom, left and right margins to
0.5
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Inserting Page Numbers
To insert a page number, perform the following steps:
Click on Insert from the menu
Click on Page Numbers, the following will appear:
Make desired changes
Click on OK
Activity: Using the spell.doc document, insert a page number.
Inserting Headers and Footers
Headers and Footers are used to display the same text or graphics at the top or bottom,
respectively, on each, or every other page in your document. You can include your school
and/or district name, the date, address information, phone numbers, etc. in the header.
To insert a Header, perform the following steps:
Click on View from the menu
Click on Header and Footer, the following toolbar will appear:
Enter data for the Header as you would for a normal document
Activity: Using the spell.doc document, enter your school name & address in a header.
Note: In order to identify each button on the Header/Footer toolbar, move your mouse pointer
to the button and let it rest there for a few seconds. A flag will appear indicating what the button
is used for
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To insert a Footer, perform the following step:
Click on the Switch Between Header and Footer Button from the
toolbar
Enter data for the Footer as you would for a normal document
Activity: Using the spell.doc document, enter today's date in a footer.
Once you have entered the information for the Header and Footer, click on the
close button to enter data for the rest of the document.
Note: You can insert the date, time, and page numbers into your headers or footers by clicking
at the location where you would like them to appear and clicking on the appropriate buttons. As
well, you can apply formatting changes to your Headers and Footers as you would any text in a
Word document
Inserting Page Breaks
To insert a Page Break, perform the following steps:
Click on Insert from the menu bar; click on Break
The following dialog box will appear:
Click page break
Click on OK
Activity: Using the spell.doc document, insert a page break after the second paragraph.
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Exiting
To exit Word, perform the following steps:
Click on File from the menu
Click on Exit
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Appendix I: Lessons
Lesson 1: Edit
Lesson 2: Styles
Lesson 3: Alignment
Lesson 4: Spell
Lesson 5: Culminating Activity
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Lesson 1: Edit
The first three exercises in this lesson require you to only use a specific editing key: the delete,
backspace or specific letter keys. In the final exercise, you can use whatever editing procedure
you are comfortable with.
When you have completed this lesson, close it but do not save it.
Delete Key
Use the delete key to edit the following words:
compputer
floppy
studeant
Backspace Key
User the backspace key to edit the following words:
teeacher
bacxks pace
typeing
Inserting Text
Insert the missing letter(s) in the following words:
coputer
flppy
studnt
General Editing
Edit the misspelled words in the following sentences:
1. The fos jmuped ober the dog.
2. The cas ran up the treem.
3. Mary hab a Iitttle IambI.
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Lesson 2: Styles
To complete the following lessons, place the cursor on the line below the sentence to be
retyped. As you type the information, the sentence will move down to make room for the
information you are typing.
When you have completed the lesson, close it but do not save it.
Bold
Retype the following sentence two times. The 1st sentence should be bold, and the 2nd
sentence should be in normal text.
The fox jumped over the dog.
Underline
Retype the following sentence two times. The 1st sentence should be underline, and the 2nd
sentence should be in normal text.
The cat ran up the tree.
Italics
Retype the following sentence two times. The 1st sentence should be italics, and the 2nd
sentence should be in normal text.
The pig ran under the elephant.
Bold, Underling and Italics
Retype the following sentence two times. The 1st sentence should be bold, underline and
italics, and the 2nd sentence should be in normal text.
Mary had a little lamb.
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Lesson 3: Alignment
To complete the following lesson, place the cursor on the line below the sentence to be retyped.
As you type the information the sentence will move down to make room for the information you
are typing.
When you have completed the lesson, close it but do not save it.
Center
Retype the following sentence two times. The 1st sentence should be Centered, and the 2nd
sentence should be Aligned Left.
The fox jumped over the dog.
Align Right
Retype the following sentence two times. The ~ sentence should be Aligned Right, and the 2nd
sentence should be Aligned Left.
The cat ran up the tree.
Justify
Retype the following paragraph. This paragraph should be Justified (Fully Aligned).
Autumn is a beautiful season. The leaves change from green to red, orange, and yellow. The
hot summer air turns to a cool autumn breeze. Halloween and Thanksgiving are festive
occasions celebrated during the fall season. Columbus Day is another holiday that occurs
during the autumn months.
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Lesson 4: Spell
Use spell check to correct the misspelled words in the following passage. You may find it helpful
to read through the passage prior to starting spell check.
When you have completed the lesson, close it but do not save it.
Leasership may cause on to recall ancient or famouse despots and tyrants, but in our csociety
th term implies an acceptance of responsiblituty, renering decisions, and being liable for actions
taken. At all times in recorded histry and te growth of mankind, a shortag of leaders has existed.
Leasers are needed in trade, indistry and, perhaps more than ecer, in the area of ublic service.
Why is there a severe and critical shortage of men and women who will embrace responsibility
and accept positions as leaders? Doesn't leadership bring aobut honor prestige, power and
personal gain? Quite the opposite is bery often true. Qn number our occasions, a leasder is an
individual who works long and hard while someone else gets the honor, glory and the prestige.
Being a leader is accepting an umpleasnant and arduaous task that may well shy awary from.
Leadership is taking the initiative when ther eis every temptation to gravitate or to rest and rely
upoing one's laruarels.
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Lesson 5: Culminating Activity
Reproduce the following Letter using your school or district information for the header. The
spacing should 1.5 lines and the margins should be .75 for all four margins.
When complete, save the document using {your last name} as the file name and close the
document.
Brandywood Elementary School
2115 Anson Road
Wilmington, DE 19810
April 1, 1998
John Doe
123 Maple Lane
Wilmington, DE 19803
Dear Mr. Doe;
This letter is to inform you that you are scheduled to meet with Ms. Harper on Friday, April 5
2000 at 1:00pm at Brandywood Elementary School for a parent/teacher conference for your
daughter, Mary Doe. if you are unable to make this appointment, please contact the school at
475-3699.
Sincerely,
Betty Blueberry
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