Information Services
Computer Liaison and Training
Introduction to Microsoft Word
Candidate Notes
Microsoft Word
Introduction
TABLE OF CONTENTS
INTRODUCTION TO MICROSOFT WORD .................................................................................................. 1
MICROSOFT WORD OVERVIEW .................................................................................................................................... 2
THE DOCUMENT WINDOW ............................................................................................................................................ 2
THE MENU BAR ................................................................................................................................................................ 3
SHORTCUT MENUS .......................................................................................................................................................... 3
TOOLBARS......................................................................................................................................................................... 3
THE RULER ........................................................................................................................................................................ 4
DOCUMENT VIEWS.......................................................................................................................................................... 4
ZOOM VIEW....................................................................................................................................................................... 4
THE OFFICE ASSISTANT AND HELP............................................................................................................................. 4
WORKING WITH DOCUMENTS .................................................................................................................... 5
CREATING A DOCUMENT............................................................................................................................................... 6
SAVING A DOCUMENT.................................................................................................................................................... 6
NAMING A DOCUMENT .................................................................................................................................................. 7
CLOSING A DOCUMENT ................................................................................................................................................. 7
OPENING A DOCUMENT ................................................................................................................................................. 7
EXITING WORD................................................................................................................................................................. 7
SPELLING AND GRAMMAR ........................................................................................................................... 8
SPELLING & GRAMMAR CHECKING............................................................................................................................ 9
SHORTCUT MENUS .......................................................................................................................................................... 9
SPELLING & GRAMMAR UTILITY................................................................................................................................. 9
AUTOCORRECT .............................................................................................................................................................. 10
AUTOTEXT....................................................................................................................................................................... 10
AUTOTEXT TOOLBAR ................................................................................................................................................... 10
EDITING AND FORMATTING DOCUMENTS............................................................................................ 11
INSERTING TEXT & MOVING THE INSERTION POINT ........................................................................................... 12
KEYBOARD SHORTCUTS.............................................................................................................................................. 12
SCROLLING TECHNIQUES............................................................................................................................................ 12
SELECTING TEXT ........................................................................................................................................................... 13
DELETING TEXT ............................................................................................................................................................. 13
UNDO / REDO AN ACTION............................................................................................................................................ 13
FORMATTING TEXT....................................................................................................................................................... 14
FORMATTING TOOLBAR .............................................................................................................................................. 14
FORMAT MENU............................................................................................................................................................... 14
APPLYING & REMOVING INDENTS ............................................................................................................................ 15
FORMATTING TEXT - KEYBOARD SHORTCUTS...................................................................................................... 15
THE FORMAT PAINTER................................................................................................................................................. 15
CUTTING, COPYING & PASTING (SINGLE ITEM)..................................................................................................... 16
COLLECTING & PASTING MULTIPLE ITEMS (OFFICE CLIPBOARD) ................................................................... 16
CUTTING, COPYING & PASTING BETWEEN DOCUMENTS.................................................................................... 17
DRAG & DROP TECHNIQUE ......................................................................................................................................... 17
USING DRAG & DROP BETWEEN DOCUMENTS ...................................................................................................... 18
PAGE SETUP & PRINTING ............................................................................................................................ 19
PRINT PREVIEW.............................................................................................................................................................. 20
SETTING MARGINS ........................................................................................................................................................ 20
INSERTING & REMOVING A PAGE BREAK ............................................................................................................... 20
PRINTING A DOCUMENT .............................................................................................................................................. 21
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INTRODUCTION TO MICROSOFT WORD
In this section we shall examine :
• The Document Window
• The Menu Bar & Shortcut Menus
• The Toolbars
• The Ruler
• Status Bar
• Document Views
• Zoom View
• Help & Office Assistant
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MICROSOFT WORD OVERVIEW
Microsoft Word is a powerful wordprocessing package with many sophisticated features to
enable professional presentation of documents. To run the program - click the Start menu,
then Programs and Microsoft Word. Alternatively, use shortcuts that may be available on
the desktop or Microsoft Office Shortcut Bar (if displayed).
THE DOCUMENT WINDOW
The Document Window contains a Title Bar, Minimise, Restore/Maximise and Close buttons.
An Insertion Point is displayed, represented by a flashing vertical bar, which indicates where
text will be entered in the document.
A Mouse Pointer is also displayed. The two most common displays are
(select mode) and
the I-Beam (textual mode). It changes appearance as it moves across different screen areas.
Vertical and horizontal scroll bars enable you to move through the document.
The Status Bar displays information about the page you are currently on, the total number of
pages in the document, the section number, the position of the insertion point (measured in
centimetres from the top of the document), the line number, the column number and other
miscellaneous information.
Clicking the
button displays special characters such as paragraph marks and tabs.
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THE MENU BAR
Menus contain similar commands which have been grouped together for ease of use and can
be accessed by pointing and clicking the mouse on the menu title. Alternatively, use Alt plus
the underlined letter associated with the menu. To cancel a menu selection - click on the
menu title or press Esc twice.
Please note that the ProCite 5 and FlashPaper menus are not part of the Microsoft Word
standard installation. The University of Stirling has additional software installed that
automatically adds in these non-standard menus.
Menu items are sometimes greyed out to indicate an option is not currently available for
selection. Some menu items display ellipses (...) to indicate further selections are available
via a dialog box.
SHORTCUT MENUS
Shortcut menus contain commonly used commands and are
context-sensitive, i.e. menu varies depending on location
clicked. They can be displayed by using a right mouse button
click.
TOOLBARS
Frequently used commands are available via the Standard
and Formatting toolbars. When the mouse pointer is allowed
to hover over a button a yellow tooltip appears.
The Standard toolbar is used to perform everyday tasks such as opening, saving and printing
a file. It also displays less frequently used options such as inserting a hyperlink.
The Formatting toolbar is used to change the appearance of data and enables common
formatting tasks to be performed, e.g. change the font size of text. The Format menu (Font &
Paragraph) also provides access to these options.
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THE RULER
The Ruler can be used to change tabs, indents, adjust margins, text columns and also to
modify columns in a table. If Print Layout View is active a vertical ruler will also be
displayed at the left hand side of the screen. The rulers can be set to show inches,
centimetres, millimetres, points or picas.
DOCUMENT VIEWS
There are five views to switch between Normal View, Web Layout View, Print Layout View,
Outline View and Reading Layout View.
Views can be switched via options on the View menu or by clicking the
buttons
near the bottom left of the screen. Print Layout View is usually the system default and is
required for more advanced text layout such as newspaper style columns etc. Outline view
can be used for applying Heading Level styles, promoting/demoting text, collapsing/
expanding document levels and moving text around.
ZOOM VIEW
Selecting an option from the
button activates the Zoom facility. This allows the
magnification of the document on screen to be increased or decreased. Zoom does not effect
how the text will look when it is printed.
THE OFFICE ASSISTANT AND HELP
The Office Assistant suggests useful hints and tips on tasks that are being
performed.
It can be activated by selecting Show the Office Assistant on the Help menu.
If a user has a question about Microsoft Office, they can type it in the
assistant’s text box, e.g. How do I apply bold? Once the question is typed
in the text box, the Search button can be clicked. A list of topics will be
displayed, click the most appropriate one to display further information. If
the correct topic doesn’t appear in the assistant balloon, click See more…
or None of the above, look for more help on the Web which sometimes
appears at the bottom of the list of topics.
Other help facilities can be accessed through the Help menu or by pressing
the F1 key.
Users can also type questions in the query box
at
the right hand side of the Menu Bar and then press Enter to activate the search.
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WORKING WITH DOCUMENTS
In this section you will learn how to :
• Create a Document
• Save a Document
• Name a Document
• Close a Document
• Open a Document
• Exit Word
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CREATING A DOCUMENT
When you begin a session in Microsoft Word a new document, known as Document1, is
automatically generated so that you can begin typing right away.
To create a new document (blank):
1. Select the File menu and then the New option.
2. Click Blank Document on the New Document pane.
3. Close the task pane, if required.
Quick Tip : Click the
button or press Ctrl N.
The task pane displays a variety of other choices which
enable the user to create a new file.
New From Existing Document …
Creates a new document based on an existing file.
Template (On my computer …)
This option displays a dialog box with eleven different tabs.
General includes the default blank document and templates
the user may have created. The others tabs contain
templates that Microsoft have provided.
SAVING A DOCUMENT
To enable you to edit your workbook or generate other copies in the future you must save
your workbook. Various save options are available from the File menu such as Save
(updates current version), Save As... (enables user to save a new version of the file with
another name, to create a template, or perhaps to export the file).
Quick Tip : Click the
button on the toolbar. Alternatively, press Ctrl S to save a file.
The first time you save a document you will be prompted to complete information in a dialog
box, such as the filename and folder/drive you wish to save it to (usually My Documents). If
you save a file again the old version will be overwritten.
Always make sure that you save your work regularly.
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NAMING A DOCUMENT
Document names can consist of up to 255 characters and can include spaces. However, some
characters should not be used in filenames. These are the / (forward slash), \ (back slash),
> (greater than), < (less than), * (asterisk), . (period), ? (question mark), “ (quotation mark),
| (pipe), : (colon) and ; (semi colon).
CLOSING A DOCUMENT
Files do not automatically close when they are saved. To close the document you can select
the File menu and then Close. If you have not saved the document you will be prompted
whether you wish to do so, or not, during the close process.
Quick Tip : Click the
button on the Menu Bar. Alternatively, press Ctrl W or Ctrl F4.
OPENING A DOCUMENT
To retrieve a document select Open from the File menu. A dialog box will be displayed with
a list of files and folders. Use the scroll bar until the file you want is displayed, click on the
filename and then click the Open button.
Quick Tip : Click the
button (or press Ctrl O), and then double click the filename.
If the document is one of the last few files to be edited then it can be opened quickly by
selecting the numbered item (e.g. 1) at the bottom of the File menu.
EXITING WORD
To exit Microsoft Word, select the File menu and then Exit. (If a document has not been
saved a prompt appears during the exit process.)
Quick Tip : Click the
button on the Title Bar or press Alt F4.
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SPELLING AND GRAMMAR
In this section you will look at :
• Red Wavy Lines
• Green Wavy Lines
• The Shortcut Menu
• Spelling and Grammar Utility
• AutoComplete
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SPELLING & GRAMMAR CHECKING
Microsoft Word checks for spelling mistakes as you type and marks any errors made with a
red wavy underline. It also checks for grammatical errors as text is typed and marks possible
errors in your document with a green wavy underline.
The Spelling Checker examines each word in a document against the words in its dictionaries
and highlights words that it does not recognise. It will pick up spelling errors, common
typing errors such as repeated words ("the the") and irregular capitalisation ("ONe").
SHORTCUT MENUS
If red or green wavy underline marks appear in your document you can access
a shortcut menu by clicking the text with the right mouse button.
The spelling shortcut menu will display an alternative spelling (if appropriate),
the option to run a full spelling check plus a variety of other options, e.g.
Ignore All, Add to Dictionary, etc.
The grammar shortcut menu will display alternative ways of organising the text
or the option to Ignore Sentence and the facility to run a full grammar check.
SPELLING & GRAMMAR UTILITY
You can check the complete document or just a section
of it by initially selecting the text you wish Microsoft
Word to check.
To run the utility, select the Tools menu and then the
Spelling and Grammar… option.
Quick Tip : Click
on toolbar or press F7.
Once the process is complete a message will be displayed. If a section of the document was
checked the prompt will enquire if you wish to check the remainder of the document.
To switch the Grammar Checker off, activate the Spelling and
Grammar dialog box and then remove the tick from the
Check grammar check box.
To make further customisations to the Spelling and Grammar
utilities, click the Options… button in the Spelling and
Grammar dialog box. Alternatively, select the Tools menu,
then Options and finally the Spelling and Grammar tab.
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AUTOCORRECT
Microsoft Word contains a very useful facility known as AutoCorrect. As you are typing
Word will correct common typing mistakes such as "teh" and replace it with the correct form
"the", or capitalise the first letter in a sentence if you have accidentally typed it in lower case.
Autocorrect can be customised so that if you regularly mistype or misspell certain words
Word will correct them for you.
To create an AutoCorrect entry:
1.
2.
3.
4.
5.
Select Autocorrect Options… from the Tools menu.
In the Replace box type in the text in its incorrect format.
In the With box type in the correct text.
Click the Add button.
Click OK.
AUTOTEXT
AutoText is an extremely useful facility if you repeatedly type certain text such as a name
and/or address of a company.
Microsoft Word has a facility known as AutoComplete. This means that it usually
automatically completes the current date, a week day, a month (except short months such as
May) and AutoText entries. To accept the suggestion, press the Enter key and the partial
word or phrase is replaced with the completed item.
1. To create an AutoText entry, simply type the text as usual and then select it.
2. Select the Insert menu, AutoText and New… (or press Alt F3).
3. In the Create AutoText dialog box, type in an abbreviated name
for the item by overtyping any existing text that may be displayed.
4. Click OK to complete the process.
To use the AutoText entry you created:
1. Move the insertion point to an appropriate position.
2. The entry can be inserted via the Insert menu, AutoText and select the appropriate
option from the Normal category. Alternatively, type the name of the AutoText entry
and press F3 key (AutoText name will be replaced by full text).
AUTOTEXT TOOLBAR
If you use AutoText regularly you may wish to keep the AutoText toolbar displayed. To
switch it on, select the View menu, Toolbars and then Autotext. Alternatively, use a right
mouse button click on the toolbar area and select
Autotext from the shortcut menu.
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EDITING AND FORMATTING DOCUMENTS
In this section you will examine :
• Inserting Text
• Keyboard Shortcuts
• Scrolling Techniques
• Selection Techniques
• Deleting Text
• Restoring Text (Undo)
• Formatting Text
• Changing Case
• The Format Painter
• Cut, Copy & Paste
• Drag and Drop
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INSERTING TEXT & MOVING THE INSERTION POINT
Microsoft Word automatically works in insert mode. This means that when you type
additional text in the paragraph extra space is automatically inserted. You can toggle
between “Insert” and “Overtype” mode by pressing the Insert key on the keyboard or by
double clicking the Status Bar prompt. The text OVR will be emboldened on the Status Bar
if “Overtype” is active.
The Insertion Point ( vertical flashing bar) can be moved by pointing and clicking the I-beam
on the appropriate area of text or by using the keyboard movement techniques below:
KEYBOARD SHORTCUTS
Æ
Å
Ç
È
Ctrl Æ
Ctrl Å
Ctrl Ç
Ctrl È
Moves right one character
Moves left one character
Moves up one line
Moves down one line
Moves to next word
Moves to previous word
Moves to previous paragraph
Moves to next paragraph
PgUp
PgDn
Ctrl PgUp
Ctrl PgDn
Home
End
Ctrl Home
Ctrl End
Moves to next window
Moves to previous window
Moves to top of current window
Moves to bottom of current window
Moves to beginning of line
Moves to end of line
Moves to beginning of document
Moves to end of document
Quick Tip : To move to a specific page press Ctrl G or double click the page number area
of the Status Bar. Alternatively, select Edit menu, Go To. A box prompts for
the page number required, type the number then click the Go To button.
SCROLLING TECHNIQUES
You can scroll through a document using the vertical or horizontal scroll bar.
Clicking and holding the (Up) or (Down) arrow buttons on the scroll bar will move you
in the direction of the arrow. To move smaller amounts just click the arrow button once.
You can also click/drag the
(scroll bar slider) until the appropriate part of the document is
reached. At that point the mouse button can be released. If you click just above or below the
slider the document will display one window of text above or below the original position.
When you have finished scrolling remember to move the insertion point by clicking an
appropriate position within the text.
Clicking the
(Previous Page) or
(Next Page) buttons at the bottom of the vertical scroll
bar will enable you to navigate through the document by page.
If the browse options have been modified then the chevrons are
displayed blue rather than black. To configure the browse options to
page navigation, click the (Select Browse Object) button and then
click the (Browse by Page) option.
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SELECTING TEXT
If existing text needs to be erased, overtyped, or reformatted then you must select. Once
selected (highlighted), the text will appear white on a black background, e.g. text is selected.
Mouse selection techniques are listed below:
Word
Double click the word (pointing to middle of word makes this easier).
Multiple Words
Click and drag the mouse over the text to be selected.
Sentence
Press the Ctrl key and click somewhere in the sentence.
Contiguous Text Click the mouse at the beginning of the text, hold down the Shift key and
then point and click the mouse at the end of the text to be selected.
Non-Contiguous Select the first item, hold down the Ctrl key and then select any further
items by clicking/dragging over them.
Line of Text
Move the mouse pointer to the appropriate area of the selection bar (left
side of screen) and click once.
Paragraph
Move the mouse pointer to the appropriate area of the selection bar and
double click or triple click somewhere in the paragraph.
Multiple Lines
Move the mouse pointer to the appropriate area of the selection bar and
click and drag until the text is selected.
Document
Press Ctrl A or triple click the mouse in the selection bar. Alternatively,
move the pointer to the selection bar, press the Ctrl key and click once.
De-select
Click insertion point in the text and the highlight will be removed.
DELETING TEXT
You can erase text by using the Backspace or Delete keys; however, this can be quite a
laborious process if you need to erase a large amount of text. By using the selection
techniques described above you can highlight text to be erased and then press either the
Backspace or Delete key. You can also erase a word to the left of the insertion point by
pressing Ctrl Backspace or Ctrl Delete if the word is after the insertion point.
UNDO / REDO AN ACTION
If you have deleted or formatted an area of text accidentally you may undo the error by
selecting Undo from the Edit menu. To redo an action select Redo from the Edit menu.
Quick Tip : Click
button to undo (or press Ctrl Z) or
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to redo (or press Ctrl Y).
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FORMATTING TEXT
Text can be formatted as it is typed or the format can be applied after the text has been
entered. The two methods are almost identical except that if you are amending existing text it
must be selected before the format is applied.
FORMATTING TOOLBAR
The formatting toolbar provides quick access to formatting options such as font (typeface),
font size, bold, italic, underline, align left, centre, align right and justify, etc.
1. To activate the formats click the appropriate button (e.g.
from a drop down list (by clicking to right of option).
for Bold) or select an option
2. Type the text. (If the text already exists it should be selected.)
3. To turn the format off either click the original button or return to the original option via
the drop down list. Alternatively, select the new format required.
FORMAT MENU
Font and paragraph formatting options are also available via the Format menu.
The Font dialog box repeats many of the commonly used
options that are available on the Formatting toolbar. However,
it also contains less commonly used options such as double
underline, strikethrough, superscripts, subscript, shadow,
outline, emboss, engrave and small caps, etc.
The Paragraph dialog box offers
some of the commonly used
options that are available on the
Formatting toolbar. However, it
also contains additional options
such as paragraph spacing, more
specific indentation options, etc.
Other options available from the Format menu are - Bullets and
Numbering…, Borders and Shading…, Tabs…, Columns…,
Drop Cap… and Change Case…, etc.
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APPLYING & REMOVING INDENTS
The ruler is the quickest, most visual method for changing indents but some users can find it
difficult to use. Located on the ruler are three grey triangles and a rectangle known as indent
markers. Clicking and dragging these markers enables you to change paragraph indents. To
remove an indent the paragraph needs to be selected and then the indent markers are dragged
back to their original positions.
• The rectangle controls the left margin for a whole paragraph.
• The top left triangle controls the left margin for the first line of the paragraph only.
• The bottom left triangle controls the left margin for all the remaining lines.
• The right triangle controls the right margin for a whole paragraph.
If you find it difficult to apply/remove indents using the ruler then use the indentation options
available via the Format menu, Paragraph option. For example, to remove an indent via the
menu simply to reset the left/right indent number to 0 (zero) and/or reset the hanging indent
option to None.
FORMATTING TEXT - KEYBOARD SHORTCUTS
The following keys are the most common keystrokes used when formatting text. Further lists
of keystrokes can be found by browsing through Help or by asking the Office Assistant.
Ctrl B
Ctrl I
Ctrl U
Ctrl 1
Ctrl 2
Ctrl 5
Bold On/Off
Italics On/Off
Underline On/Off
Single Line Spacing
Double Line Spacing
1½ Line Spacing
Ctrl L
Ctrl E
Ctrl R
Ctrl J
Ctrl Spacebar
Shift F3
Left Alignment
Centre Alignment
Right Alignment
Justify Alignment
Removes Formatting
Change Case (repeats)
THE FORMAT PAINTER
The Format Painter enables multiple formats already applied to text to be copied to existing
text within a document. To use the Format Painter:
1. Click on the text whose format you wish to copy.
2. Click and release the
button on the toolbar. When the mouse pointer is moved down
into the document a paintbrush icon will be displayed next to the I-beam.
3. Click on or select the text you wish to change. The text will automatically be reformatted
and the Format Painter will have been switched off.
You can use the format repeatedly if you double click the Format Painter button and follow
the methods described above. If using the double click activation method, switch the Format
Painter off by clicking the button once when you’ve finished using it.
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CUTTING, COPYING & PASTING (SINGLE ITEM)
Cut, copy and paste techniques enable you to manipulate text or objects in a file. A facility
known as the Clipboard is used as a holding area for items during this process.
To cut (or move) text:
1. Select the text and any trailing blank lines associated with it.
2. Select the Edit menu and then Cut.
3. The text will be removed from the document (to clipboard).
Quick Tip : Select text and click
on Standard toolbar (or press Ctrl X).
To copy text:
1. Select the appropriate text and any trailing blank lines associated with it.
2. Select the Edit menu and then Copy.
3. A copy of the text will have been taken to the clipboard.
Quick Tip : Select text and click
on Standard toolbar (or press Ctrl C).
To paste text:
1. Move the insertion point to an appropriate place.
2. Select the Edit menu and then Paste.
3. The contents of the clipboard will now appear in the document.
Quick Tip : Click the
button on Standard toolbar (or press Ctrl V).
COLLECTING & PASTING MULTIPLE ITEMS (OFFICE CLIPBOARD)
The Clipboard pane can be used to collect and paste multiple items, e.g. users can switch to
Excel to copy data, and then return to Word and paste the collection of copied items. A
maximum of twenty-four items can be collected at one time.
The Microsoft Office clipboard automatically copies multiple items when any of the
following user actions occur:
ƒ Copy or cut two different items consecutively in the same program.
ƒ Copy one item, paste the item, and then copy another item in the same program.
ƒ Copy one item twice in succession.
If the Office Clipboard does not automatically appear, it can be activated by selecting
Clipboard from the Task Pane area.
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CUTTING, COPYING & PASTING BETWEEN DOCUMENTS
The cut, copy, and paste techniques can also be used to manipulate text in different windows
(documents). The procedures are almost identical to the methods described previously except
that before you paste text you must switch or open another window (document).
1. Select the text plus any trailing blank lines.
2. Select cut or copy using the menu, button or keyboard options.
3. Open the document you wish to paste the text in. (If the document is already open you can
switch to it by selecting the appropriate document from the bottom of the Window menu.)
Alternatively, you can create a new document.
4. Place the insertion point in an appropriate position.
5. Select any of the menu, button or keyboard paste options (or use the Clipboard pane).
6. The text will now appear.
DRAG & DROP TECHNIQUE
The drag and drop method is an alternative way to move or copy text. This method bypasses
the clipboard as the text is simply dragged up or down the document using the mouse.
To move text:
1. Select the text plus any trailing blank lines.
2. Click somewhere in the selected area (i.e. black highlighted area) and keep the mouse
button clicked down. The message Move to where? will be displayed on the Status Bar.
3. Drag the mouse pointer to the desired position. The I-beam will have a rectangle attached
to it to represent the text.
4. Release the mouse button and the text will be relocated.
To copy text:
1. Select the text and any trailing blank lines.
2. Press the Ctrl key and keep holding it down throughout the copy process.
3. Click somewhere in the selected area and keep the mouse button clicked down. The
message Copy to where? will be displayed on the Status Bar.
4. Drag the mouse pointer to the desired position. The I-beam will have a rectangle and a
plus sign attached to it to represent duplication of the text.
5. Release the mouse button and then the Ctrl key. A copy of the text will appear in the new
location.
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USING DRAG & DROP BETWEEN DOCUMENTS
To drag and drop between documents:
1. Open all the documents that you wish to move/copy text between.
2. Select Arrange All from the Window menu.
3. All of the open documents will now be displayed in their respective windows.
4. Select the text you wish to move or copy. (Remember to press the Ctrl key prior to the
next step if you wish to copy the text.)
5. Drag the mouse pointer to a suitable position within the relevant document.
6. Release the mouse button (then the Ctrl key, if appropriate).
7. The text will now be displayed.
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PAGE SETUP & PRINTING
In this section you will learn how to :
• Use Print Preview
• Set Margins
• Insert a Page Break
• Remove a Page Break
• Print a Document
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PRINT PREVIEW
Before printing a document it can be previewed in order to check the layout of the text.
Single or multiple pages of the document can be viewed. More sophisticated features such as
“Shrink to Fit” and “Zoom” are also available. The document can be sent straight to the
printer from this area. To preview a document, select the File menu and then Print Preview.
Quick Tip : Click the
button on the Standard toolbar.
SETTING MARGINS
Margins determine the space between the edge of the paper
and the text in the document. Microsoft Word usually has its
margins set at 2.54cm (1") top/bottom and 3.17cm (1¼")
left/right. Margins can be changes in a variety of ways
through Print Layout View, Print Preview or Page Setup.
The easiest and most accurate method for modifying margins
is usually via the File menu, Page Setup, Margins tab. The
appropriate options on the Page Setup dialog box can then
be changed, as required.
If required, the paper size can be adjusted via the Paper tab
and other options (e.g. vertical alignment) are available from
the Layout tab.
INSERTING & REMOVING A PAGE BREAK
Pagination is the process of separating the document into pages. These separations are
known as page breaks and there are two different types - Automatic and Manual.
Automatic page breaks are inserted by Microsoft Word and are based on a calculation of
available space after deducting the top/bottom margins from the page length (based on paper
size). In Normal View, this break displays as a row of widely spaced dots across the screen.
Manual breaks are inserted by users via the Insert menu, Break, Page
Break option. The insertion point should be positioned at the left of the
text you wish to start the next page with before inserting the page break.
In Normal View, this break displays as a row of closely spaced dots with
“Page Break” displayed in the middle.
Quick Tip : Press Ctrl Enter to insert a manual page break.
Automatic page breaks will be removed if a manual page break is inserted above an
automatic break and will also move if the document margins are altered. In order to remove a
manual page break you must position the insertion point on the page break and then press
Delete. Alternatively, you could use Backspace if the insertion point is positioned just below
the page break.
© Anne Jamie (CoLT 2005)
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Microsoft Word
Introduction
PRINTING A DOCUMENT
To print a document, select the File menu and then the Print option. This method displays
the Print dialog box enables you to select how many copies are required, which part of the
document is to be printed, whether multiple copies
should be collated and if you wish to activate any
scaling options.
When a document is being sent to the printer a
printer icon counting pages can be seen on the
Status Line; this allows you to check how much of
the document has been sent.
Microsoft Word utilises background printing,
which enables you to continue working while the
print job is still active.
Quick Tip : Click the
button on the toolbar (whole document) or press Ctrl P (to
display Print dialog box).
© Anne Jamie (CoLT 2005)
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