Lesson 1 - Introduction to Microsoft Word ...1
Starting Word ...2
The Basics of the Word Window ...3
Menu and Dialog Box Options ...4
Change Document Views ...5
Lesson 2 – Learning Document Basics ...7
Creating a New Document ...7
Saving a Document ...8
Opening a Document ...9
Selecting a Printer ... 10
Using Print Preview ... 11
Printing a Document ... 11
Exiting Word ... 12
Lesson 3 – Editing a Document ...13
Editing Basics ... 13
Selecting Text ... 15
Making Multiple Selections ... 17
Deleting Text ... 18
Lesson 4 – Cutting, Copying, and Pasting Text ...19
Cutting, Copying, and Pasting ... 19
Using Clipboard ... 21
Lesson 5 – Checking Spelling and Grammar ...23
Activating Automatic Spell Check ... 23
Correcting Misspelled Text ... 25
Activating Automatic Grammar Check ... 26
Correcting Grammar ... 26
Lesson 6 – Paragraph Formatting ...28
Adjusting Paragraph Alignment ... 28
Adjusting Line Spacing ... 30
Working with Indents ... 32
Lesson 7 – Text Formatting ...35
Formatting Text ... 35
Changing Font and Font Size ... 36
Changing Character Formatting ... 38
Highlighting Text ... 39
Format Painter ... 39
Lesson 8 – Inserting Symbols and Special Characters ...41
Inserting Symbols ... 41
Inserting Special Characters ... 42
Lesson 9 – Page Setup ...44
Page Setup’s Margins Tab ... 45
Page Setup’s Paper Tab ... 45
ii
Lesson 10 – Drop Cap ...47
Inserting Drop Cap ... 47
Lesson 11 – Footnotes and Endnotes ...49
Inserting Footnotes/Endnotes ... 49 Lesson 12 – Columns ...52 About Columns ... 52 Creating Columns ... 53 Modifying Columns ... 55 Deleting Columns ... 56
Lesson 13 – Using Clip Art ...58
Inserting Clip Art ... 58
Moving Clip Art ... 61
Using Text Wrap ... 62
Modifying Clip Art ... 62
Lesson 14 – Working with Images ...63
Adding Images ... 63
Managing Images ... 64
Wrapping Text Options ... 65
Picture Options ... 66
Lesson 15 – Drawing Objects ...68
Drawing Objects ... 68
WordArt Drawing Objects ... 70
Arrange and Transform Objects ... 71
Create a Group of Objects ... 74
Lesson 16 – Borders and Shading ...76
Adding Borders and Shading: Toolbar Option ... 76
Adding Borders and Shading: Dialog Box Option ... 78
Lesson 17 – Bullets and Numbering ...82
Using Bulleted Lists ... 82
Using Numbered Lists ... 87
Customizing Bulleted and Numbered Lists ... 91
Lesson 18 – Creating Headers and Footers ...97
Creating a Universal Header and Footer ... 97
Creating a Different First Page Header and Footer ... 98
Creating Odd and Even Page Headers and Footers ... 98
Inserting Auto Text into Headers and Footers ... 99
Lesson 19 – Watermarks ...100
Adding Watermarks ... 100
Removing Watermarks ... 102
Lesson 20 – Setting Tabs ...103
Tab Types ... 103
Working with Tabs from the Ruler ... 104
Table Basics ... 108
Navigating and Selecting Within the Table ... 111
Resizing Table Elements ... 113
Formatting Tables ... 117
Adding Borders and Shading ... 118
Using the Sort Feature ... 121
Lesson 22 – Mail Merge ...123
The Mail Merge Wizard: An Overview ... 123
About the Mail Merge Toolbar ... 126
Mail Merge Terminology ... 128
Working with the Recipient List ... 129
Working with the Data Source ... 134
Lesson 23 – Applying Breaks ...139
The Show/Hide button ... 139
What is a section break? ... 140
Applying Section Break ... 140
Changing Page Orientation For a Section ... 141
Applying Custom Page Numbering ... 142
Lesson 24 – Table of Contents ...144
Preparing for a Table of Contents ... 144
Inserting a Table of Contents ... 145
Updating a Table of Contents ... 147
Lesson 25 – Index ...148
Marking Index Entries ... 148
Creating an Index Table ... 149
iv
Introduction to
Microsoft Word
Microsoft Word is a powerful tool to create professional looking documents. It is currently one of the most commonly used applications for creating critical documents such as reports, letters, business plans, and more for the World Wide Web and for print. The newest version of Word extends this tradition by giving users the tools they need to streamline the process of creating, sharing, reviewing, and publishing their important documents. Word makes it easier for users to discover and use existing functionality and provides intelligent new ways for users to work with their documents. Word now also makes it easier for users to share and review documents with others without changing the way they currently work.
A key design goal for Microsoft Word was to empower users to discover and use more of the new and existing functionality in the application. When the functionality is easier to discover and use, users can gain the confidence to try new things and ultimately create more effective reports, business plans, and more. This goal is achieved through new tools such as Task Panes and Smart Tags that are shared throughout the Microsoft Office suite, as well as through improved technology for working with formatting, styles, bullets, and more.
L E S S O N
+ + + + In This Lesson:
Starting Word
The Basics of the Word Window
Menu and Dialog Box Options
Change Document Views + + + +
Starting Word
To start Microsoft Word:
1. Click the Start button on the Windows taskbar. This opens the Windows Start menu.
2. Point to All Programs, and then select (click) Microsoft Word. Microsoft Word opens, displaying a new, blank document.
OR
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The Basics of the Word Window
Let's briefly review the basic parts of the Word XP window before we move onto word processing.
You can also start Word using various shortcuts to the program. The Microsoft Word shortcut icon may appear in the top left of the Start menu (as in the picture above), in the Windows taskbar, and on the desktop.
Shown in the previous page is the Microsoft Word default window. When Word is launched, a new blank document, or default window, opens in Print Layout view. Although window elements are fully explained in our Windows course, here is a brief explanation of the Word window.
Title bar
Displays the document name followed by a program name. Menu bar
Contains a list of options to manage and customize documents. Standard toolbar
Contains shortcut buttons for the most popular commands. Formatting toolbar
Contains buttons used for formatting. Ruler
Used to set margins, indents, and tabs. Insertion Point
The location where the next character appears. End-of-document marker
Indicates the end of the document. Help
Provides quick access to Help topics. Scroll bars
Used to view parts of the document. Status bar
Displays position of the insertion point and working mode buttons. Task Pane
Provides easy access to commonly used menus, buttons and tools. View Buttons
Changes the layout view of the document to normal view, web layout view, print layout view, or outline view.
Office Assistant
Links to the Microsoft Office Help feature.
Menu & Dialog Box Options
All the commands you use to create, edit, save, and print a document are found in Microsoft Word’s menu bar, located at the top of the window.
Each menu groups together related commands, sometimes using submenus to further group commands:
• File menu – Create, open, save, print, and close documents.
• Edit menu – Perform editing functions on your document, including copying, cutting, and pasting text and objects, moving to various points in the document, and undoing and redoing actions.
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Building skills for success
• View menu – Change the document’s display size and style.
• Insert menu – Insert objects into your documents, including graphics, page numbers and other fields, symbols, AutoText, and hyperlinks.
• Format menu – Apply formatting to the text and objects in your documents. • Tools menu – Use Word’s tools, such as the spell and grammar checker, macro
recorder, and track changes, and set your Microsoft Word preferences. • Table menu – Insert and format tables.
• Window menu – Work with multiple open document windows. • Help menu – Access Microsoft Word’s online help.
Change Document Views
Microsoft Word provides 4 document views, which you can choose from the View menu:
• Normal view displays the text and objects you insert, as well as page and
section breaks, and natural page breaks (indicated by dotted lines). However, the layout of the page is not displayed—page numbers are not shown, for example, and any text-wrapping you’ve applied to objects does not appear.
• Web Layout view displays the document as a web page, including any graphics, text-wrapping, and backgrounds you’ve applied.
• Print Layout view displays the document as it will be printed. Each page is shown in its entirety, including any white space at the bottom, as well as headers and footers, page numbers, and text-wrapping.
• Outline view displays the structure of the document, allowing you to reorganize text by dragging and dropping headings. You can collapse and expand the document depending on whether you want to view only headings or all the text.
The View Buttons
To quickly change between document views in Word, use the View buttons at the bottom left corner of the window:
• Click to switch to Normal view. • Click to switch to Web Layout view.
• Click to switch to Print Layout view. • Click to switch to Outline view.
Learning
Document Basics
Once you have opened Word, you will be ready to create your document. The blank screen is like the blank piece of paper. The following instructions will guide you through creating a basic document with Word XP including saving, opening, printing, and exiting.
Creating a New Document
You can either create a new document by using the menu option or the toolbar option. The menu option gives you more options while choosing your new document. However, the toolbar is a faster and easier way of getting a blank document on your screen.
Creating a New Document: Menu Option
1. From the File menu, select New... The New Document task pane appears. 2. From the New section, click BLANK
DOCUMENT
A new document appears.
Creating a New Document: Toolbar Option
1. From the Standard toolbar, click NEW BLANK DOCUMENT
A new document appears.
L E S S O N
+ + + + In This Lesson:
Creating a New Document Saving a Document
Opening a Document Selecting a Printer Using Print Preview Printing a Document Exiting Word + + + +
2
2
2
2
Saving a Document
The Save and Save As commands are located under the File menu. If you are saving a document for the first time, either selection will take you to the Save As dialog box.
Saving a Document: Save As
To save and name your document or to save a copy of your document under another name: 1. From the File menu, select Save As...
The Save As dialog box appears.
2. From the Save in pull-down list, make the appropriate selection: To save to your disk, select 3½ Floppy (A:)
To save to your hard drive, select (C:)
To save to a network drive, select appropriate option
3. In the File name text box, type the document name
Your personal home directory is generally My Documents.
For a quicker way to view files, select appropriate icons on the left side of the Save As dialog box.
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4. To save the document, click SAVE
Saving a Document: Save
Use the Save command to save a document that has already been named and saved. If you select the Save command and you have not saved the document before, you will see the Save As dialog box. Use the Save command to save the changes you make to the original document.
To save a document through a menu: 1. From the File menu, select Save
Word will automatically save your document where you previously chose.
To save a document through a button:
1. From the Standard toolbar, click SAVE
Word will automatically save your document where you previously chose.
Opening a Document
Follow these instructions if you have already created a document or if you want to open a document already created in Word.
1. Open Word
2. From the File menu, select Open… OR
From the Standard toolbar, click OPEN OR
On the keyboard, press [Ctrl]+[O] The Open dialog box appears.
To help you locate the file in the future, use a descriptive filename. Do not give the file an extension. Word will automatically add a .doc extension.
3. From the Look in pull-down list, make the appropriate selection
4. To select the document, click the name of the document you want to open
5. To open the file, click OPEN
Selecting a Printer
In order to print any document, a printer must be selected. These instructions will show you how to select a printer and set a default printer which will remain the selected printer every time you print.
1. From the File menu, select Print... The Print dialog box appears.
2. From the Name pull-down list, select the printer you wish to use Your printer is selected.
To set a default printer:
To make selecting a printer from the Print dialog box easier, simply set a default printer that will automatically be used every time you print.
1. From the Start menu, select Settings » Printers
2. Right click the printer you would like to set as default » select Set as Default Printer Your default printer is selected.
For options, refer to step 3 of Using Save As.
If necessary, scroll through the directories and click to open the directory that contains your file.
Word limits the files listed to Word documents with a .doc extension. If the file you want is not listed, the extension may be something other than .doc. To view all files, from the Files of type pull down list, select All Files.
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Using Print Preview
The Print Preview feature is useful for viewing your document prior to printing. You can verify that the page breaks are okay and that there are not any extra pages in your document. You can print directly from the Print Preview screen.
1. From the File menu, select Print Preview OR
On the Standard toolbar, click PRINT PREVIEW
2. OPTIONAL: To print from Print Preview, on the Print Preview toolbar, click PRINT 3. To return to your document, on the Print Preview toolbar, click CLOSE
Printing a Document
The general steps to printing an open document are as follows:
Printing a Document: Menu Option
1. From the File menu, select Print… The Print dialog box will appear.
2. In the Page range and Copies sections, make the changes in the range of pages you want to print and/or the number of copies you want
3. To print your document, click OK Printing a Document: Toolbar Option
1. From the Standard toolbar, click PRINT
When you use the toolbar option, all pages of your document will be printed. This print process does not take you through the Print dialog box.
Exiting Word
When you are done working with your document and would like to take it off the screen, you have two options, depending on whether you would like to start another Word document or exit Word. If you are finished using Word for the day, be sure to select the Exit command.
To close the saved document and begin another document in Word: 1. From the File menu, select Close
2. Open another document or create a new document in Word
To close the saved document and exit Word: 1. From the File menu, select Exit
If you have made changes that have not been saved, a dialog box may appear asking you if you want to save the document.
2. To save the document, click YES To close without saving, click NO To continue working, click CANCEL
Editing a
Document
Once you have created a Word document and typed in some text, you may want to edit your work by adding, moving, or deleting text. This document covers the Undo command and the basic editing functions of selecting, moving, and deleting text.
Editing Basics
Insertion Point and Cursor
The blinking vertical line located in the window is the insertion point. Keyed text will appear to the left of the insertion point as you type.
If you move the mouse, it is the pointer that moves on screen. The pointer can appear in several ways. Four of the most common are discussed here.
When it is moved over the page, it looks like an I-beam. The insertion point will be placed to the left of the I-beam cursor when you click the mouse button.
When you move it over specific formatting areas the following icons will appear under the cursor: align left, align right, center, left indent, left text wrap, and right text wrap. Text to be typed will appear in the format to the corresponding icon.
L E S S O N
+ + + + In This Lesson: Editing Basics Selecting Text
Making Multiple Selections Deleting Text
+ + + +
3
3
3
When the pointer moves over the Menu bar or the toolbars, it takes the shape of an arrow pointing up and to the left. Clicking the mouse button once over a button or menu option will select that option.
When the pointer is moved past the left margin of the text on the page, it takes the shape of an arrow pointing up and to the right. Clicking the mouse button at this point will select that line of text. You can also double click to select the entire paragraph.
Typing Features
As you start on your document, you should be aware of some functions in Word that make writing easier:
Word Wrap
Microsoft Word wraps text at the end of each line and continues on the next line; you do not have to press the [Enter] or [return] keys as on a typewriter.
Delete Character
The [Backspace] key will move the cursor to the left one space at a time, eliminating text or space. The [Delete] key will move the cursor to the right one space at a time,
eliminating text or space. Arrow
Keys
The arrow keys move the cursor up or down one line at a time and left or right one space at a time. The arrow keys do not delete; they allow you to position the cursor exactly where you want it. This is especially helpful if you have to add something to your document.
Using the Undo Command
If text was accidentally deleted or if there was some type of editing mistake, you may be able to reverse the last action using the Undo command. If your last action cannot be reversed, the option will read Cannot Undo.
Using the Undo Command: Keyboard Option 1. Press [Ctrl] + [Z]
Using the Undo Command: Menu Option 1. From the Edit menu, select Undo
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The Undo menu option will read Undo Typing or Undo Formatting, or Undo X (where X represents your last action).
Using the Undo Command: Toolbar Option
1. From the Standard toolbar, click the next to the UNDO button
2. From the list which appears, select the action(s) you would like to undo Use the scroll bar to locate the action you would like to undo.
Selecting Text
Selecting text is a basic editing skill used in Word. You select text for operations such as deleting and formatting. Once your text is selected, you can also cut, copy, or paste your text; for more information, refer to Cutting, Copying, and Pasting Text. When you select text, you indicate to the computer that your next action(s) are meant to affect just what is selected. For
example, by selecting text you can change the font and size of only that selected section. When you undo an action, you also undo all actions above it in the
list.
If a block of text is selected, any new text typed will replace the selected text. If you do this by accident, go immediately to the Edit menu and select Undo Typing to restore the original text. For instructions on using the Undo command, see Using the Undo Command.
There are several methods you can use to select text. Use whichever option is easiest and most comfortable for you or use the technique that best fits the task that you want to accomplish. Keyboard shortcuts can be used in selecting text.
Selecting Text: Lines
1. Move the mouse to the left side of the document until it turns into an arrow 2. To select a single line of text, click the mouse button once
To select multiple lines of text, click and drag
Selecting Text: Specific Areas
1. Use the mouse to move the I-beam to the left of the beginning of the text to be selected 2. Click and hold the mouse button
3. Drag the mouse over the text you want selected 4. Release the mouse button
The selected text will be highlighted.
Selecting Text: Single Words
1. Place the I-beam over the word you want to select 2. Double click the mouse button
Selecting Text: Single Paragraphs
1. Place the I-beam over the paragraph you want to select 2. Triple click the mouse button
Selecting Text: Multiple Paragraphs
1. Place the I-beam at the beginning of the text you want to select 2. Press and hold [Shift]
3. Click at the end of the text you want to select All text between the two points is selected. Selecting Text: Entire Document
1. From the Edit menu, select Select All
To deselect text:
If the text is near the left margin, it may be easier to start selecting the last letter and drag it to the first letter.
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Making Multiple Selections
You can now make multiple, noncontiguous selections of text in your document. This can be used to format multiple selections at one time.
Making Multiple Selections: Click and Drag 1. Make the initial text selection
2. To make additional selections, press [Ctrl] and click and drag
3. To exclude (drop) one of your selections, while pressing [Ctrl] or [command], click the selection
4. Format the selected text as desired
Moving Text with Drag-and-Drop
Drag-and-drop is another option for moving a block of text. This option is best for moving text short distances. Drag-and-drop is done with the mouse and the text never goes to the
Clipboard. As you are dragging the text, a gray insertion point appears. When you let go of the mouse button, the text will drop wherever the insertion point is. As you are becoming
comfortable with drag-and-drop, remember the Undo command.
To move text with drag-and-drop:
1. Select the text that you wish to move 2. Click on the text and hold the mouse button 3. Drag the text to the desired location
4.
To drop the text, release the mouse button.
To copy text with drag-and-drop:
1. Select the text that you wish to copy 2. Press and hold the [Ctrl] key
3. Click on the text and hold the mouse button 4. Drag the text to the desired location
The insertion line will indicate where the text will be dropped.
If you dropped the text in the wrong spot, use the Undo command.
5. To drop the text, release the mouse button
Deleting Text
You can delete anything from a few characters to several pages of text. You can also restore deleted text using the Undo command.
Deleting Text: Characters
1. Place the insertion point to the right of the text you want to delete 2. Press [Backspace]
Deleting Text: Type Over
1. Select the text you wish to type over 2. Begin typing
The selected text will disappear and be replaced with what you type.
Deleting Text: A Line or Block of Text
1. Select the text that you wish to delete 2. Press [Backspace]
To retrieve deleted text:
1. From the Edit menu, select Undo Typing
If you released the copied text in the wrong spot, use the Undo command.
You can also use the UNDO button on the Standard toolbar to undo your typing. For more information on using the Undo command, refer to Using the Undo Command.
Cutting, Copying,
and Pasting Text
Cutting, copying, and pasting are convenient ways of having control over your text. Once you cut or copy your text it will be saved onto what is called a Clipboard. In order to paste any of the cut or copied text, you must use the paste option or select the text from the Clipboard. The following
instructions will show you how to use the Clipboard to cut, copy, and paste text.
Cutting, Copying, and Pasting
These commands are used to rearrange paragraphs,
sentences, or words in your document with ease. Before you cut, copy, and paste your text, the text must be selected. Cut or copied text is saved to the Clipboard (a special
storage area) to be pasted elsewhere in your document. The difference between Cut and Copy is that cut text is removed, while copied text is simply copied; it remains in its original location while a copy or "picture" of it goes onto the Clipboard.
Text can be pasted within the same document or into different documents.
You may cut or copy as little as a character of text or as much as an entire document.
L E S S O N
+ + + + In This Lesson: Cutting, Copying, and Pasting
Using the Clipboard + + + +
4
4
4
Cutting and Pasting
Cut text is removed from its original location and placed on the Clipboard to be pasted. Up to 24 items can be stored on to the Clipboard. For instruction on how to use the Clipboard, see Using the Clipboard.
1. Select the text that you wish to move 2. From the Edit menu, select Cut
OR
From the Standard toolbar, click CUT OR
Press [Ctrl]+[X]
The text will be removed from your document and temporarily stored on the Clipboard. 3. Use the mouse or arrow keys to place the cursor in the location where you would like to
move the text
4. From the Edit menu, select Paste OR
From the Standard toolbar, click PASTE OR
Press [Ctrl]+[V] OR
From the Clipboard task pane, click the item you want pasted
Copying and Pasting
Copied text is not removed from its original position; a duplicate copy of the selected text is placed on the Clipboard. Up to 24 items can be copied and saved onto the Clipboard. For instruction on how to use the Clipboard, see Using the Clipboard.
1. Select the text that you wish to copy
2. To copy the text, from the Edit menu, select Copy OR
From the Standard toolbar, click COPY OR
Press [Ctrl]+[C]
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3. Use the mouse or arrow keys to place the cursor where you would like to insert the copied text
4. To paste the text, from the Edit menu, select Paste OR
From the Standard toolbar, click the PASTE button OR
Press [Ctrl]+[V] OR
From the Clipboard task pane, click the item you want pasted.
Using the Clipboard
The Clipboard is a feature that holds cut or copied items before pasting. Every Office XP program uses the same Clipboard, which is housed in a task pane. The Clipboard holds 24 items. Once the item(s) is cut or copied it is automatically saved into the Clipboard. Any time while you are using Word XP, you are able to select the item(s) in the Clipboard and paste it onto your document.
To view the Clipboard:
1. From the View menu, select Task Pane
2. From the pull-down list on top of the task pane, select Clipboard
The Clipboard task pane appears.
Information on the Clipboard can be pasted multiple times. When the Clipboard contains 24 items and another item is cut or copied, the oldest item on the Clipboard will be deleted.
To select items from the Clipboard:
1. Place your cursor where you want pasted text to appear
2. From the Clipboard task pane, click the text that you wish to paste into your document The text is pasted into the document.
To clear individual items from the Clipboard:
1. Move the pointer over the item on the Clipboard that you want deleted 2. Click the arrow next to the item
3. Select Delete
To clear all items from the Clipboard:
On the Clipboard, click CLEAR ALL
Checking Spelling
and Grammar
Not only does Word allow you to Undo possible mistakes in your document and Paste corrections, it also automatically reviews your grammar and spelling as you type. Green wavy lines are placed underneath possible grammar mistakes and a red wavy line under possible spelling mistakes. All of Word's grammar and spelling errors may not be correct, so you can choose to ignore these error markings and keep typing, or you can correct the mistakes and/or add the corrections to Word's dictionary.
Activating Automatic Spell Check
By default, Spell Check is automatically on whenever Word is open. Spell Check may be turned off by setting the
preferences. When this feature is off, Spell Check will not check through your document while you type. You can easily turn this feature on through the Preferences dialog box. You can also spell check a document after you are finished typing.
1. From the Tools menu, select Options... The Options dialog box appears.
2. Select the Spelling & Grammar tab
3. Under Spelling, select Check spelling as you type
4. Click OK
Misspelled words will appear with a red underline.
L E S S O N
+ + + + In This Lesson:
Activating Automatic Spell Check
Correcting Misspelled Text Activating Automatic Grammar Check Correcting Grammar + + + +
5
5
5
5
4
4
4
4
Correcting Misspelled Text
When the dictionary recognizes a word as misspelled, it will underline the word with a red wavy line. Word allows you to correct your misspelled text through the Quick menu or through a dialog box. For words that are often misspelled or mistyped, you may use AutoCorrect to automatically correct the mistakes as they are typed.
Correcting Misspelled Text: Quick Menu Option
If you click on the suspected misspelling, Word gives you one or more suggested corrections.
1. Place your I-Beam over the misspelled word and right-click.
2. A menu list displays the following options: boldfaced suggested spellings, Ignore, Add to Dictionary, AutoCorrect, Language or Spelling.
3. Select the boldfaced suggestion to replace the incorrectly spelled word in the document. 4. Select Ignore, and Word ignores all future instances of this spelling in this document. 5. Select Add to Dictionary, and Word adds the underlined word to the dictionary so it won't
be flagged as an error in any other document you create.
6. Select AutoCorrect to add the correct spelling to your list of words that Word automatically corrects as you type.
7. Select Language to specify a word as part of another language, preventing Word from seeing this word as a mistake.
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Correcting Misspelled Text: Dialog Box Option
Using the dialog box is a little more time consuming, but can give you more options for changing the misspelled word.
1. From the Tools menu, select Spelling and Grammar... OR
Click the SPELLING AND GRAMMAR button OR
Press [F7]
The Spelling and Grammar dialog box appears.
2. Make the desired selection
Dialog Box Option Action
Change Changes the word to the selected suggestion.
Change All Changes all identical misspellings to the selected suggestion. AutoCorrect Changes the word in the current document and continues to
make corrections in subsequent documents as you type them.
The options for the dialog box include all the options from the Quick menu plus the options described in the following table.
9. When it is finished, a dialog box appears. Click OK.
Activating Automatic Grammar Check
Grammar Check can work simultaneously to check for errors in a document or it can be completed once you are finished with a document.
1. From the Tools menu, select Options... The Options dialog box appears.
2. Select the Spelling & Grammar tab
3. Under Grammar, select Check grammar as you type 4. Click OK
Correcting Grammar
When Grammar Check finds a sentence which appears to have improper grammar, it will underline the error with a green wavy line. Word allows you to modify your error through the Quick menu or through a dialog box. If it is an error that does not have a clear solution, Word will display the grammatical rule which is being violated.
Correcting Grammar: Quick Menu Option
1. Right click the grammatical error » select the appropriate solution or Ignore Once
Correcting Grammar: Dialog Box Option
For more extensive editing, it may be easier to use the dialog box. 1. From the Tools menu, select Spelling and Grammar...
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The options function identically to those of the Quick menu with the addition of the IGNORE RULE button, which ignores all the errors due to the current grammatical rule displayed. 3. Make desired selection
When Grammar Check is finished, a dialog box appears. 4. Click OK.
Paragraph
Formatting
This lesson will help you to use paragraph formatting options to achieve the look that you want for your document.
Adjusting Paragraph Alignment
Word paragraphs can be aligned with the left or right margin, centered between the two margins, or justified. To adjust alignment, use the Paragraph dialog box, the
Formatting toolbar, or the keyboard. Instructions for all three methods follow.
Adjusting Paragraph Alignment: Paragraph Dialog Box
1. Select the paragraph(s) you want to adjust 2. From the Format menu, select Paragraph…
The Paragraph dialog box appears. 3. Select the Indents and Spacing tab
4. From the Alignment pull-down list, select the desired option
5. Click OK
Adjusting Paragraph Alignment: Formatting Toolbar
To display the Formatting toolbar:
From the View menu, select Toolbars » Formatting The Formatting toolbar appears.
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Adjusting Line Spacing Working with Indents + + + +
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Align Text Using the Alignment Buttons: •
Select the text you want to align.
• Click the Align Left, Center, Align Right, or Justify button on the Formatting toolbar.
Aligning Text
Below you will view examples of text that are aligned using the left, right, center, and justified alignment buttons.
Adjusting Paragraph Alignment: Keyboard
1. Select the paragraph(s) you want to adjust 2. Press the appropriate keyboard shortcut
Alignment Shortcut
Left [Ctrl] + [L]
Center [Ctrl] + [E]
Right [Ctrl] + [R]
Justify [Ctrl] + [J]
Adjusting Line Spacing
Instead of pressing extra returns at the end of each line of text, you can add space between lines by adjusting the line spacing. This is a much more efficient way of adding white space and your editing will be easier.
To Format Line Spacing:
1. Select the text you want to format.
2. Choose Reveal Formatting on the Task Pane and click on any of the blue links under the Paragraph heading.
OR
1. Click Format on the menu bar.
2. Select Paragraph. The Paragraph dialog box appears. 3. Click on the Indents and Spacing tab.
4. In the Line spacing drop down menu, you may select single, 1.5, or double spacing. The default is single spacing.
5. Click OK. OR
1. Select the text you want to format.
2. Click on the Line Spacing button on the Formatting Menu. 3. Select an option from the drop-down menu.
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Paragraph Dialog Box
1. Place your insertion point in the paragraph 2. From the Format menu, select Paragraph…
The Paragraph dialog box appears.
3. Select the Indents and Spacing tab
4. In the Spacing section, from the Line spacing pull-down list, make the desired selection Options include Single, 1.5 lines, Double, At least, Exactly, and Multiple.
The At least, Exactly, and Multiple options require that you enter the amount of space between lines in the At text box.
5. Click OK
Working with Indents
Rather than tabbing in the first line or every line of a paragraph, you can create an indent, an amount of space between the text and the page margin. You can adjust the indent for an individual paragraph, the indent for a group of paragraphs, or the margins for the entire
When you make a line spacing change, it affects only the text in a paragraph that contains the insertion point.
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Word offers three types of indents: normal indents, first line indents, and hanging indents. A normal indent inserts a specified amount of space between the page margin and all the lines in a paragraph. A first line indent inserts space between the first line and the page margin so it looks like you used a tab. A hanging indent uses a normal indent for the first line and then moves subsequent lines farther to the right.
Paragraph indents can be set using the Paragraph dialog box or the Ruler.
Working with Indents: Paragraph Dialog Box
1. Place your insertion point in the paragraph you want to adjust
From the Format menu, select Paragraph… The Paragraph dialog box appears.
2. Select the Indents and Spacing tab
3. In the Indentation section, in the Left and Right text boxes, type the desired measurements (in inches)
4. If you want a different indent for the first line, from the Special pull-down list, select First line or Hanging
5. If you selected a first line or hanging indent, in the By text box, type the amount of space for the indent
The amount of space is measured in inches. 6. Click OK
Working with Indents: Ruler
Instead of using the Paragraph dialog box, you can make indent adjustments using the Ruler. Shown here is a graphic of the Ruler.
If you are adjusting more than one paragraph, select all the paragraphs you want.
Tab Type Appearance of the Ruler Appearance of the Text Normal Indent A Normal Indent looks like this Hanging
Indent
A Hanging Indent
looks like this First
Line Indent
A First Line Indent
looks like this
To set the indent:
1. If the Ruler is not displayed, from the View menu, select Ruler 2. Place your insertion point in the paragraph you want to adjust
3. Click and drag the appropriate indent button to the desired location If you are adjusting more than one paragraph, select all the paragraphs you want.
For information on the different types of indents, see the introduction of Working with Indents.
Text Formatting
You can format the text in your Word documents by changing the font style, size, color, character formatting, and text alignment. This document provides instructions for many different formatting options, such as experimenting with different fonts, boldfacing, and italicizing; these formatting options can give your document a unique look.
Formatting Text
Some rules to remember when formatting your text include the following:
• If you know what formatting options you want, you can enable them before you type. After you finish typing the section, you can disable them.
• When formatting text that is already typed into the document, the first step is to select it. Only selected text will take on the format that you are applying. For instructions, see
Selecting Text in Editing a Document. • Using too many fonts, sizes, and other
formatting in one document will usually cause it to look cluttered; a document with too much formatting may also be hard to read. Try to limit yourself to no more than two or three fonts, sizes, and formats per document. • Once the text is formatted, deselect the text
by clicking away from the text or pressing an arrow key. Selected text is vulnerable and may be deleted or changed unintentionally!
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Formatting + + + +
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Text Formatting
You can format the text in your Word documents by changing the font style, size, color, character formatting, and text alignment. This document provides instructions for many different formatting options, such as experimenting with different fonts, boldfacing, and italicizing; these formatting options can give your document a unique look.
Formatting Text
Some rules to remember when formatting your text include the following:
• If you know what formatting options you want, you can enable them before you type. After you finish typing the section, you can disable them.
• When formatting text that is already typed into the document, the first step is to select it. Only selected text will take on the format that you are applying. • Using too many fonts, sizes, and other formatting in
one document will usually cause it to look cluttered; a document with too much formatting may also be hard to read. Try to limit yourself to no more than two or three fonts, sizes, and formats per document. • Once the text is formatted, deselect the text by
clicking away from the text or pressing an arrow key. Selected text is vulnerable and may be deleted or changed unintentionally!
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Changing Font and Font Size
Word allows you to change the font or font size through the use of the Formatting toolbar or Font dialog box. The toolbar option is an easier and faster way of changing the look of your text. However, the dialog box gives you more options for modifying your text and allows you to preview your text through the Preview box.
Changing Font and Font Size: Toolbar Option 1. Select the text you want to alter
2. From the Formatting toolbar, from the Font pull-down list, select the desired font
3. From the Font Size pull-down list, select the desired font size
Changing Font and Font Size: Menu Option 1. Select the text you want to alter 2. From the Format menu, select Font…
The Font dialog box will appear.
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3. In the Font text box, type the font name OR
From the Font scroll box, select the desired font 4. In the Size text box, type the desired size OR
From the Size scroll box, select the desired size
5. In the Effects section, click to mark any desired additional font effects (e.g., small caps, superscript, subscript)
Changing Character Formatting
Word allows you to format text characters using the toolbar, menu, or keyboard options. The toolbar and keyboard options are faster; however, the menu option allows more room for modification. Some of the styles you can apply are boldface, italics, underlining, shadow, superscript or subscript, single or double strikethrough, small or all caps, and color.
Changing Character Formatting: Toolbar Option 1. Select the text you want to alter
2. From the Formatting toolbar, click one or more of the appropriate formatting buttons
Changing Character Formatting: Menu Option 1. Select the text you want to alter 2. From the Format menu, select Font…
The Font dialog box will appear.
3. In the Font style text box, type the desired style OR
From the Font style scroll box, select the desired style
4. If needed, in the Effects section, select a format (e.g., small caps, shadow) 5. When finished, click OK
Changing Character Formatting: Keyboard Option 1. Select the text you want to change 2. Press the appropriate keys:
Enhancement Keystroke
Italics [Ctrl] + [I]
Bold [Ctrl] + [B]
Underline [Ctrl] + [U]
3. To deselect your text, click the mouse button once
To clear character formatting, select the text and click the formatting button a second time.
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Highlighting Text
On the Formatting Toolbar, find the Highlighter icon.
The down triangle indicates a pull-down window with a list of colors. The icon acts as a toggle switch. Click it on to highlight in the chosen color anything the mouse highlights. Use it anytime during typing. If a user clicks the highlighter when text is highlighted, that text becomes highlighted in the chosen color.
Format Painter
The beauty of using an office suite is that commands, terminology, and techniques that you learn in one program often apply to other programs in the suite. So it is with Microsoft Office — learn to do something in Word and you’ll probably be able to do it in Excel, PowerPoint, and Access with little or no learning curve. In this article you will discover the Format Painter, a tool that lets you copy formatting in one part of a document into another, no matter how complex.
Office documents may be formatted in a variety of ways. You can select some text and change their font, size, color, and so on. In Word, you may create and/or use a style and then apply that style whenever you want. If you are working with tables in Word or Excel, you can select an AutoFormat and choose from a variety of attractive settings. PowerPoint lets you pick design templates complete with color schemes, backgrounds, and more. No matter which program or technique you use, however, a time will come when you just want text or paragraphs to use the same format in one part of the document as you have in another part of the document. And that’s where the Format Painter becomes indispensable.
The Format Painter icon:
The Format Painter icon is found on the Standard toolbar looking like a big paintbrush. If you click it, nothing happens. Instead, Microsoft Word determines and remembers the formatting in effect wherever the insertion point is located. When you select text in another part of the document, that formatting is duplicated. In Figure 1, the insertion point is in the word Primo.
The format of the word is unlike the surrounding text — the font, size, attributes, and color are different. The same word appears in the next paragraph, but its formatting is the same as the rest of the text.
Figure 1: Unusually formatted word in the first paragraph
To copy the format of the word to its second occurrence, just click the Format Painter icon, and click on the word Primo in the second paragraph. Voila! Your second word has the same format as the first, as in Figure 2.
Figure 2: Second occurrence of the word has the same format
To copy formatting to more than one word, select the words after clicking the Format Painter icon. To copy paragraph formatting, select the paragraph whose format you want to duplicate first. (Paragraph formatting includes line spacing, tab settings, indentation, bullets,
numbering, and alignment.) Click the Format Painter, then click in the paragraph and all paragraph formats are copied. Drag to select several paragraphs to format more than one. You can set the Format Painter icon to allow multiple copying of selected text:
a. select the text with the formatting that you want to copy
b. double-click the Format Painter icon (the paintbrush icon) on the Standard toolbar c. drag over the text you want to format
d. repeat this action over other sections of text
Inserting Symbols
and Special
Characters
When creating documents, sometimes you need to use a symbol or character that does not appear on the keyboard. These symbols and characters can be accessed through the Symbol dialog box.
Inserting Symbols
Use the Symbol dialog box to locate symbols, characters from other languages, arrows, and other characters.
Symbols inserted into documents can then be formatted like letters or numbers.
1. From the Insert menu, select Symbol... The Symbol dialog box appears.
2. Select the Symbols tab
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1. Select the appropriate symbol
2. Click INSERT
The symbol appears in your document and the CANCEL button changes to the CLOSE button.
3. To close the Symbol dialog box, click CLOSE
Inserting Special Characters
Special Characters, like Symbols, do not appear on the keyboard; however, some have more functionally than Symbols. For example, the nonbreaking hyphen appears like any other hyphen, but the words that it separates will always remain on the same like (i.e., they won't break).
1. From the Insert menu, select Symbol... The Symbol dialog box appears.
2. Select the Special Characters tab
3. From the Character listing, select appropriate character
The available symbols will depend on which fonts you have installed on
your machine. Word comes with pre-installed symbols for you use, but
other fonts such as, Wingdings, will also offer numerous symbol options.
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4. Click INSERT
The special character appears in your document and the CANCEL button changes to the CLOSE button.
Page Setup
Before printing your files, you may want to use the Page Setup feature to define your page margins, paper size, and page orientation among other things.
To open Page Setup:
• Choose File Page Setup from the menu bar. • The Page Setup dialog box appears. Page Setup
appears slightly differently in each of the Office programs. Word XP's Page Setup dialog box is pictured below.
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Page Setup's Margins tab
• Click the Top, Bottom, Left, or Right boxes to define the margins.
• To define page orientation, click the Portrait (prints text so the page is taller than it is wide) or Landscape (prints text so the page is wider than it is tall) option.
• Use the Multiple pages drop down box to determine how many pages you want to print on each page and other margin options.
• Preview will show you a thumbnail view of how your document will appear when printed.
Page Setup's Paper tab
• Click the Paper tab and click the Paper Size list box to define the paper size. Use the Width and Height boxes to set a specific paper size.
• Use the Paper source section to determine what paper source you're using.
• Preview will show you a thumbnail view of how your document will appear when printed. • The Print Options button gives you more printing options.
Page Setup's Layout tab
• Use Sections to vary the layout of a file within a page or between pages by inserting section breaks to divide the document into sections. Then, format the section the way you wish. • Headers and Footers are in the top and bottom margins or each page in a file. You can insert
text or graphics in headers and footers. Use this section to adjust header and footer layout. • Preview will show you a thumbnail view of how your document will appear when printed. • The Line Numbers button opens the Line Numbers dialog box, allowing you to add and
position line numbering.
• The Borders button opens the Borders and Shading dialog box, allowing you to add and customize borders, page borders, and shading.
• The Default button allows you to change the default setting for Page Setup. • Click OK when you've made necessary changes.
Drop Cap
One of the ways word processors changed the world was to introduce all kinds of fancy formatting features formerly reserved only for the professionals. One example of this once out-of-reach formatting is the drop cap, a large letter inserted at the beginning of the paragraph. Inserting drop caps in Word XP is a cinch.
Inserting Drop Cap
1. Click the paragraph you want to start with a drop cap.
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2. On the Format menu, click Drop Cap to display the Drop Cap dialog box.
3. Click Dropped if you want the document text to wrap around the drop cap, or In margin if you want the drop cap to appear in the margin and to the left of the text.
4. Make any necessary adjustments to the font, number of lines to drop, and the drop cap's distance from text in the Options area.
Footnotes and
Endnotes
Footnotes and endnotes contain supplemental information that’s referenced in the body of the document. Footnotes appear at the bottom of the page containing the reference, while endnotes appear together at the end of the document. When you insert a footnote or endnote, you actually insert the reference—a number or symbol—into the body of your text. Once you insert the reference, Word jumps to the location of your reference text, so you can enter it. When you use reference numbers (rather than symbols), Word automatically updates the numbering as you insert new references. The references always remain linked to their corresponding text.
Inserting Footnotes/Endnotes
When there is a need to create a footnote/endnote, make sure you have your cursor in the correct place to add the subscript. Click on the insert pull-down menu, then click on reference and then click on footnotes.
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You will then see a footnote and endnote box. The features of this box are simple. Choose whether you want a footnote or an endnote. The endnote usually has all of the bibliographic information at the end of your document. The footnote will (unless you change your
preferences) insert the information at the bottom of each page with the number.
2. Select the Number format from the drop-down list 3. Set the Start at number
4. Choose the Numbering option from the drop-down list
5. Or choose Custom mark if you wish to use a special symbol or mark other than a number. Click on the Symbol button to open the Symbol Dialog Box (see Inserting Symbols and Special Characters)
6. Click Insert
To quickly return to your previous position, right-click inside the reference text and, from the shortcut menu, select Go to Footnote or Go to Endnote, as appropriate. Word returns the cursor to location of the reference in the body of your document.
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You can also use the shortcut menu to convert a footnote to an endnote, and vice versa. Simply right-click the reference text and choose the appropriate Convert to option from the menu.
You can view reference text at any time by moving your mouse over the reference in the body of the text; when you do this, Word displays the reference text in a popup.
To edit the text, double-click the reference mark, or just move the cursor to the reference text using your mouse or arrow keys.
To delete a reference, select the reference mark and press Delete on your keyboard. This removes both the reference mark and the
associated text. Word automatically renumbers the remaining references in your document.
Columns
Columns can help to separate sections of your document and make them look more inviting to read. The length of a line of text inside the columns is shortened, therefore making it easier to read. Columns are a good way to separate sections of your document on one page. For example, when creating a newsletter or bulletin, columns will give a more
professional look. The following instructions show you how to create, modify, and delete columns in your document.
About Columns
By creating columns, you are creating a separate section in your document. Therefore, any formatting changes such as margins, indents, or headers and footers that you make to the column text affect only the section, not the entire document.
You can create columns before or after you start typing. You can create columns on your entire document or on selected text only. How you accomplish this depends on your starting point:
• If you choose to impose columns before you start typing, the text that you type will flow into columns until you choose to end the section.
• If you set your cursor within your text, Word will impose columns in the entire document. • If you have selected specific text, Word will
apply columns to only that text.
L E S S O N + + + + In This Lesson: About Columns Creating Columns Modifying Columns Deleting Columns + + + +
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Creating Columns
You can create columns which span a single page or the entire document. Using the toolbar to create columns is quick and easy, whereas the Columns dialog box offers more options for modification.
To accurately view columns:
1. From the View menu, select Print Layout Creating Columns: Toolbar Option
Adding columns using the toolbar option is an easy way to put columns into your document. If COLUMNS is hidden from the Standard toolbar, click MORE BUTTONS on the Standard toolbar to locate it and add it to the toolbar.
1. Place your insertion point in the document where you want the columns OR
Select the text to be placed in columns.
2. From the Standard toolbar, click COLUMNS A submenu appears.
3. To select the number of columns, drag across the number desired
4. Click on desired number of columns
Creating Columns: Dialog Box Option
Using the Columns dialog box gives you more options for modifying columns than using the toolbar option. With the dialog box, you can adjust the width and spacing of columns. Also, the dialog box allows you to create up to 45 columns depending on the size of your paper,
however, standard paper allows only 12 columns. 1. Select the text to be formatted into columns
OR
Place cursor within text in document.
2. From the Format menu, select Columns... The Columns dialog box appears.
3. To select the number of columns, in the Number of columns text box type the appropriate number
OR
Under Presets, select the appropriate option
From the Apply to pull-down list, select the desired option of having columns applied to
4. Click OK
Options One, Two, and Three will give you columns with equal width. Options Left and Right will give you two columns with unequal width.
Your choices will depend upon whether or not you selected the text or placed your cursor in the text to create columns.
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Modifying Columns
There are several different options you can use to modify your columns to make them appear exactly how you want them. The following section provides instructions on how to adjust column width, add lines, insert column breaks and level column endings.
Adjusting Column Width Using the Ruler Option
1. If necessary, from the View menu, select Print Layout 2. Place the cursor in any column of text
3. Move the cursor over any margin boundary on the ruler so that it turns into a double arrow
4. Click and drag the column boundary for the appropriate column width
Adjusting Column Width Using the Column Dialog Box 1. Place cursor within any column of text
2. From the Format menu, select Columns... The Columns dialog box appears.
3. To create columns of unequal width, make sure that Equal column width is not selected 4. Under Width and spacing, type values for the column attributes you want to change
Word will not allow you to use this option if Equal column width is selected in the Column dialog box.
In order to use rulers for width adjustment you must be in Print Layout (Page Layout) view
The width will be adjusted for the two columns on either side of the column boundary.
5. Click OK
Adding Lines
Adding lines between columns adds creativity and design to your document. You may want to add lines to your column if your are following a style similar to that of a newsletter or bulletin. This feature automatically adds lines between all columns.
1. Place the cursor within the column text 2. From the Format menu, select Columns... The Columns dialog box appears.
3. Select Line between 4. Click OK
Deleting Columns
You can choose to delete all columns in a document or only a section of columns. You can either use the Standard toolbar, which is a quicker way to delete your columns, or you can choose to use the Columns dialog box.
Deleting Columns: Toolbar Option
To delete all columns in a document:
1. From the Edit menu, select Select All 2. From the Standard toolbar, click COLUMNS The Columns pull-down list appears.
3. From the pull-down list, drag to select a single column 4. Click with one column selected
To delete columns from a section in a document:
1. Place the cursor in the column which you want deleted 2. From the Standard toolbar, click COLUMNS
The Width will alter the width of the column and the Spacing will alter the space between the columns.
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The Columns pull-down list appears.
3. From the pull down list, drag to select a single column 4. Click on selected number of columns
Deleting Columns: Dialog Box Option
To delete all columns in a document:
1. From the Edit menu, select Select All 2. From the Format menu, select Columns... The Columns dialog box appears.
3. Under Presets, select One 4. Click OK
To delete columns from a section in a document:
1. Place the cursor in the column which you want deleted 2. From the Format menu, select Columns...
The Columns dialog box appears. 3. Under Presets, select One 4. Click OK
Using Clip Art
Word comes bundled with hundreds of Clip Art images that are copyright free and available for your personal use. The clip art images that are available through Word cover many different categories and can really help enhance your pages.
Inserting Clip Art
Inserting free Clip Art in Office XP is easy and can add creativity to your document.
Inserting Clip Art: Search Option
1. From the Insert menu, select Picture » Clip Art. The Insert Clip Art task pane appears.
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2. In the Search text text box, type keywords related to the Clip Art you desire 3. Click SEARCH
In the Results section, a list of images appears. 4. Double click the image you would like to insert The Clip Art is now inserted into the document.
5. OPTIONAL: To perform a new search, click MODIFY 6. OPTIONAL: Repeat steps 2-4 as necessary
Inserting Clip Art: Browse Option
1. From the Insert menu, select Picture » Clip Art. The Insert Clip Art task pane appears.
2. Under the See also section, click CLIP ORGANIZER... The Microsoft Clip Organizer dialog box appears.
3. In the Collection List section, click the plus sign before Office Collections A list of Clip Art categories appears.
4. Select a desired category
A list of Clip Art appears in the right half of the window.
5. Move the pointer over the desired piece of Clip Art 6. Click the arrow next to the Clip Art » select Copy
7. Return to the document you are creating by closing Microsoft Clip Organizer 8. From the Edit menu, select Paste
The Clip Art appears in the document
Inserting Clip Art: File Option
1. From the Insert menu, select Picture» From File...
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The Insert Picture dialog box appears.
2. In the Insert Picture dialog box, using the Look in pull-down menu, navigate to the appropriate drive and/or folder
3. Select the image to be inserted 4. Click INSERT
The image is inserted.
Moving Clip Art
You can easily move Clip Art from one location to another on your page.
Moving Clip Art: Mouse Option
1. Select the Clip Art you wish to move by clicking on it once 2. Drag the Clip Art to the desired location on the page 3. Release the mouse button
The Clip Art is moved to the new location.
Moving Clip Art: Menu Option
For more precise positioning, including text wrap options, access the Advanced options: 1. Select the Clip Art
2. From the Format menu, select Picture... The Format Picture dialog box appears. 3. Select the Layout tab
4. In the Layout tab, click ADVANCED...
5. Choose the Picture Position or Text Wrapping tab as appropriate 6. Make the appropriate changes
7. Click OK 8. Click OK
Using Text Wrap
The text wrap feature allows you several options for positioning your Clip Art image in or around text.
