MICROSOFT WORD - LAB 1
EXPLORING THE WORD WINDOW
Standard Windows components:
Title Bar-displays the name of the program and the name of the file
The right side of the title bar has the Minimize/Maximize/Restore and the Close Buttons
Menu Bar: To use the menu
Click the menu item
Click the drop-down menu command
or
Press ALT and the underlined letter of the menu choice
Toolbars: represent mouse shortcuts to several categories of menu commands. You can point to any icon on the toolbar and a yellow label will tell you its name and a description will display on the status bar
Standard - contains buttons that are shortcuts to the most common commands
Formatting- contains buttons for performing common text editing and layout commands
Horizontal Ruler: displayed below the formatting toolbar graphically depicts the length of the line
left margin- always denoted by the zero position no matter where the left margin may be
right margin - denoted by the Ù at the location of the right margin (default is 6")
Tabs and Indents - can be set with the click of the mouse using the ruler
Newspaper columns/Tables - use ruler to adjust the width of columns
Text Area: large white space below the ruler where documents are displayed and edited
Insertion point (I) - marks the position where the next character you type will appear
End-of-File Marker (_) - initially displayed at the top of a new document and will continue to be displayed just below the last line of text
Mouse Pointer: assumes different shapes depending on the current activity (either and I- beam (text area) , an arrow (when pointing at a screen element), or an hourglass (when the program is busy processing a command
Status Bar:
Page 1 the page that contains the insertion point
Sec 1 the section of text diplayed on the screen (you can divide text into sections if you have a large document)
1/1 the current page over the total number of pages
At 1" the vertical distance between the top edge of the page
Ln 1 the number of lines from the top edge of the page
Col 1 the number of characters from the left margin to the insertion point
Time the current time maintained by the computer’s clock (on the status bar)
REC- indicates that a macro is recording
TRK- tracks all changes you make in a document from the point
EXT- if your selection goes beyond the screen then turn on to select line by line using the arrow keys
OVR- indicates that overtype is active
CREATING A NEW DOCUMENT - you can create a document or use a template by selecting File, New
a template is a pre-designed document that you create yourself or that is included with the program
Word has templates for memos, reports, letters, web pages or you can create your own template
The normal (blank) document template contains default settings that can be changed i.e., 1.25" margins, tabs every ½", single spacing, etc.
Opening an existing document: File, Open
Drop down box to select 3 ½" floppy (or C:\ if on your hard drive)
Select File
Click OK
CHANGING VIEWS
·
Normal – Shows text formatting and simple layout of the page. Use when typing, editing and formatting text.·
Web Layout – Displays document as it will appear in a Web browser.·
Print – Shows text and objects on printed page. This view is used when adjusting margins, working in columns, drawing objects and placing graphics.·
Outline – Displays the structure of the document. This view is used to move, copy, and reorganize text in a document.DEVELOPING A DOCUMENT – 5 Steps
·
Plan – Understand the document’s purpose and plan its content.·
Enter – Type the text of the document in the word processor.·
Edit – Making changes and correcting errors.·
Format – Enhancing the appearance of the document including bold, italics, fonts, bullets, etc.·
Preview and Print – When document is complete, preview onscreen to check the layout, and then print a hard copy.
USING AUTOCORRECT, AUTOTEXT AND AUTOCOMPLETE
Autocorrect – when you press the spacebar, Word assumes that you have finished the word and will check it for accuracy including corrections to capitalization and spelling and automatically replace commonly misspelled words and common punctuation errors.
Autocomplete – when autocomplete is on, Word will complete the word after the first 4 letters are typed.
Autotext – frequently used words pop up as you type and Word will finish the word for you if you press the Enter key.
SPELL- and GRAMMAR-CHECK A DOCUMENT - word has a tool that automatically locates words that are incorrectly spelled, capitalized or hyphenated, or words that are repeated. A wavy red line indicates a misspelled word. Right-clicking the word will pop-up a list of correctly spelled options for that word. A wavy green line is an indication that there is a grammatical error. By using this Spelling and Grammar tool from the menu, you can manually check the errors and then choose to make changes or ignore them.
main dictionary - general dictionary
custom dictionary - you can add words such as technical terms or frequently used names that would not appear in a dictionary
Select Tools, Spelling and Grammar or use the ABC icon
You can hide the wavy red and green lines if they are distracting as you are typing:
·
Select Tools, Options·
Open the Spelling and Grammar tab·
Select Hide spelling errors in this document·
Select Hide grammatical errors in this documentMOVING AROUND THE DOCUMENT WINDOW -
point the I-beam where you want to move and click the left mouse button, or use the arrow keys on the keyboard or scroll box or scroll arrows
ENTERING TEXT/WORD WRAP
Just let your fingers fly. ..Word Wrap will automatically move the insertion point to the next line when you reach the right margin. Never press the ENTER key unless you are at the end of a paragraph.
INSERTING AND DELETING CHARACTERS
Backspace will remove characters to the left of the insertion point; delete will remove characters to the right of the insertion point.
use DELETE and BACKSPACE keys or highlight area of text to be deleted and press DELETE. Cntrl + DEL will delete a word if you go to the space just before the word.
Press INSERT to toggle between the insert and overtype modes
DISPLAYING FORMATTING MARKS
use the Show/Hide icon (¶) if you want to display special characters like the paragraph symbol and a period between words that designates a space between words
SELECTING TEXT and LOGICAL BLOCKS – click and drag or to select a…
word - double-click on the word
line - click with selection arrow in the vertical ruler opposite the line
paragraph - triple-click anywhere in the paragraph
UNDOING/REDOING EDITING CHANGES
click the UNDO icon or select Edit, Undo to get rid of the last changes made
click the REDO icon to put it back
SETTING PARAGRAPH ALIGNMENT - alignment refers to the position of text between the left and right margins or indents. By default, text is evenly aligned against the left margin and uneven or ragged at the right margin
Left aligns text even with the left margin; ragged right
Right aligns text even with the right margin; ragged left
Center centers text between left and right margins
Justified aligns text evenly against left and right margins
Choose Paragraph, Alignment or use alignment icons
CHANGING FONTS AND TYPE SIZE - a font or typeface consists of : (1) a specific design with its own unique name (such as Roman, Courier, and Arial) and (2) one or more sizes (height of the characters). The two measurements of size are points and CPI
Point - One point is equal to 1/72 of an inch
Most text is 10-12 pt
Fonts that are measured in points are proportional..... "ill" takes 1/3 the space of "WOW"
Most fonts are scaleable (can be sized to almost any point size depending on the capability of the printer)
CPI (Characters Per Inch)
10 cpi is usually the most common size
fonts measured in cpi are monospaced meaning each character will occupy the same amount of space
BOLDING, UNDERLINING AND ITALICIZING TEXT - attributes applied to a font to enhance its appearance. These icons have toggle features; click to turn them on, click to turn them off
INSERTING AND SIZING GRAPHICS
Insert, Picture, From File
Click on appropriate picture from file
Black sizing handles will appear around the picture
Grabbing a corner handle will maintain the original proportions of the picture
Grab and handle will mouse and stretch or shrink
SAVING A FILE
AutoRecovery will temporarily save your file every 10 minutes
File, Save As to permanently save your file and name. Be sure to drop the drive box down to 3 ½" Floppy. Also, use this to give a file a new name.
File, Save periodically as changes are made or click the Save Icon (Disk)
PRINTING A FILE
File, Print
Print icon (Printer)
You can also PREVIEW on your screen before it goes to the printer - File, Print Preview or Print Preview icon (magnifying glass next to the printer)
CLOSING A FILE
so that system resources are not drained by keeping multiple files open, you should close a file before creating or opening a new one
File, Close
EXITING WORD
File, Exit or click the "X’s" in the upper right-hand corner you get to the desktop