Presented by Celia Bandelier

There are two ways to open Microsoft Word:

1.Double click the icon 2.or3.Go to Start at the bottom left corner of

the screen. Then click All Programs, then Microsoft Office, then click on Microsoft Office Word.

Office Button

Quick Access Toolbar

Title Bar

Minimize, Restore, Close

Help

RulersView Ruler

Scroll Bar

Zoom Control Browse

r Control

viewStatus Bar

Word count

Pages

Document

Notice that if you hold your mouse pointer over an icon a small box appears with a short description of the icon and often a keyboard shortcut of F1 for help. The box is called a tool tip.

The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups, which are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce clutter, some tabs are shown only when needed. For example, the Picture Tools tab is shown only when a picture is selected.

The resolution setting on your monitor will make a difference in the appearance of the ribbon. The greater the resolution (1280 by 1024 pixels), the larger the icon images on the ribbon. Right click on the desktop and select Properties to change the Settings.

Click on the Office Button. On the left are short commands. On the

right are the names of the documents that have been opened recently.

To open a document in that list, just move the mouse over the document name and click.

Look at the small arrows beside Save as and Print. Arrows like these indicate there is more information.

The first option you see is New. In the dialog box that follows this, you can choose a blank document, a template, a recently used template, or search the internet for a template.

The Open option allows you to look in all the places on your computer for files you have previously saved to find the one you wish to use.

Use the Save option when you are saving a document after the first save. It will automatically save into the file you opened.

Clicking the Save as option brings up choices in saving documents. You can save a new document and put it exactly where you want to find it. You can save in a format that is readable for others who are not yet using Word 2007.

At the Print option, you can activate the printer dialog box or send the document directly to the printer or ask to see a print preview.

At the Prepare option, you will find a list of checks that will help to prepare your document to send to others.

The Send option allows you to use fax or email to send what you have written. This will open to Microsoft Outlook or to your fax server.

The Publish option allow you to create a blog, share a document using the document management server, or create a new site for a document that will be shared and keep the local document synchronized.

The Close option closes the document and allows you to save the changes.

There are many things you can change to personalize or customize Word, if you want to, but the list is really long. Press Popular and you can find the option to cancel screen tips. Under Display you can cancel the document tool tips. Remember you can always return to the default settings.

These are the icons that are used most often: save, undo, and redo. This is one place you might want to add some icons that you use often. The arrow at the end of the toolbar shows you some of the options.

One of the Quick Access Tool Bar options is Show below the ribbon. This option moves the quick access toolbar so it is just above the ruler bar.

Another option on the quick access tool bar is Minimize the ribbon. This option zips the ribbon out to sight. You can also do this by double clicking on any of the tabs in the ribbon. A single click on a tab brings the ribbon back just long enough so you can choose a command. A double click brings the ribbon back permanently.

Ribbons is where you will find most of the commands. It is divided into tabs which are further divided into groups of related commands.

Clicking on the Home tab, the first group on the ribbon is called the clipboard and shows the icons for paste , cut , copy and format painter . Note the box with an arrow to the right of the word clipboard. That is called a dialog box launcher and appears in all the other groups in this tab except, Editing. Hold the mouse pointer over the dialog box launcher and you will get a tool tip. Click on the launcher and you pop up the clipboard.

The next group are short cuts to choose font style and size followed by icons to grow or shrink font size and to clear all formatting. Under that is the line of icons that puts selected text in bold, italics or underline,

strike through, subscript, superscript or change case. Next is the highlight and change font color. Some of the icons have little arrows beside them which gives you more choices.

The next group allows you to format paragraphs. The top line has icons that add bullets, numbers, multi-level list; decrease and increase indent, sort alphabetically, and show or hide formatting. The second line has four icons that align the text,

plus line spacing, shading and borders. Many of these icons also have arrows so you know there will be even more information.

There are boxes of Styles you can choose from or find the arrows at the left to scroll through samples. Click on the bottom down arrow on the scroll bar to see all the styles at once. At the bottom of this box are some more commands. Note that clear formatting is here as well as an icon in the font group. The double A icon gives you more choice concerning styles.

The Editing group has icons for find, replace, and select. Find and Select have arrow for more information.

Here is the collection of icons that allows you to insert pages, tables, illustrations, links, headers, footers, page numbers, text and symbols. No dialog box launchers for any of these groupings, but several arrows.

Under Pages, you see “Cover Page” which gives you several fancy sample of cover pages to choose. “Blank Page” and “Page Break” are self explanatory.

The Tables group has only one icon that brings up a small dialog box with some options beneath the grid.

The Illustrations group allows you to add various types of graphics to your document: pictures, clip art, shapes, graphics called smart art, and charts.

The Links group allows you to create hyperlinks, bookmarks and cross-references. These are more advanced than this class will go into.

The Headers & Footers group allows you to choose the style of header or footer or to edit headers and footers and put in page numbers. The page number icon gives several options.

The Text group has icons to insert text boxes, blocks of text called quick parts, the Word art gallery, dropped capital letters, signature line, date and time, and objects. Again most of these have more information.

The last grouping inserts mathematical equations or symbols. Both have drop down boxes with lots of choices.

This collection of icons allows you to pick a theme, to setup your page, choose a page background, adjust your paragraphs, and arrange your pictures and text on the page.

Themes is about the look of the whole document and includes set groups for text and color.

Color schemes

Font choices

The Page Setup group contains margins, orientation , size, columns, page

breaks, line numbers, and hyphenation.

The dialog box launcher pulls up three tabs: margins, paper, and layout.

Margins

Orientation

Pages

Preview

The margins tab allows you to set margins, orientation, apply settings to pages in several ways, and chose whether to apply to the whole document or to a section. You can set the changes to be the default, which would mean every document you typed would have the new settings. It would probably be better to make templates saving a sample document with all the formatting you want to use for future similar documents.

These tabs deal with how the document will print as to the size of the paper and if there is more than one page how the headers, footers, and page number will appear or not appear on the individual pages.

The page background group has options for watermarks, colors and borders. Borders is a command we saw earlier under paragraph but here the dialog box has three tabs: borders, page border and shading. There are lots of options here.

Again there is a grouping for paragraph and the dialog launcher is the same as before. You do have a chance to set indention and spacing without the dialog box.

The arrange group lets you change the relationship the text has to an object.

Note: this option is only available if you have inserted something besides text into your document.

This tab allows researchers and students to insert the special documentation used in research papers such as table of contents, footnotes, bibliographical information, citations, captions, indexes, and table of authorities.

Most of this ribbon is concerned with merging two documents such as creating a mailing list and letters. It is very useful feature but really needs to have a class devoted to just that.

The review tab has groups for proofing, comments, tracking changes, compare, and protect. Most of these are used when groups are editing a document together. However, the very first icon in the first group is the most helpful of all: spelling and grammar checker.

The view tab is concerned with the way the screen looks.

The document views group contains the tiny icons on the bottom right corner of the screen. How do you want to see your document on the screen? Default is Print Layout.

Show/hide allows you to hide the ruler bars, gridlines, etc.

Zoom does what the zoom slide bar does and adds options to see the document as two pages on the screen and to set the page width.

The window group changes the way you see the open window on your screen. Splitting the screen allows you to see one part of the document at the top of the screen and another at the bottom. View side by side allows 2 documents to be open and visible at the same time. Switching windows does the same things as clicking on document names in the task bar. Macros are commands that can be imbedded in a document.

Click on Office button then click on Open, then choose a document to open.

In the Home tab, turn on show/hide formatting icon in the paragraph group.

Use the arrow keys on the keyboard. You move one line or one character. If you hold down the control key and hit an arrow you move one word left or right and one paragraph up and down. Use the Home, Page up, Page down and End keys to move around the page as well. If you combine these keys with the control key you will move farther. In fact, if you are working in a document with several pages Control + Home will take you back to the first page. Now grab the scroll bar and try moving the document up, down and sideways.

Red lines are misspelled words. Green lines are grammar problems. These colored lines will not show if you should print the document without making correction. You should check out all unlined words to see that they are correct.

If MSWord recognizes the word, it will not correct spelling even if it is the wrong word for use in the sentence. “I saw mad” makes no sense. The verb should be “was” but “saw” is a word in the dictionary so no colored lines will appear for this type of error.

Equally, the word may indeed be correctly spelled but not in the dictionary so it gets underlined. This happen a lot with proper names.

To let the computer make spelling corrections, put your mouse on the misspelled word and right click. You will get a dialog box with spelling suggestions. Select the correct spelling. Look at the other options in the dialog box.

When you look at grammar corrections, you get a dialog box, with the correction at the top of the box and the option to ignore once.

Other options in this dialog box are: Grammar open a dialog box with the

suggestion and options to change the rules MSWord is using

About the sentence opens the explanation part of the grammar dialog box.

Look-up offers you dictionary definitions.

If you want to make changes in a document, you need to select the text you are going to change. The most commonly way to select text is point and drag. Use your mouse to point to the very first word you want to select. Hold down the left mouse button and pull the pointer over all the text you want selected. Change your mind? Click in the white margin on the right side and the highlighting disappears.

Try some of these methods for selecting: Single word: double click anywhere in

word. One sentence: control + click anywhere in

the sentence. Whole paragraph: triple click Click in the left margin: move the cursor

until it turns into an arrow. Single click selects the line opposite the cursor. Double click selects the whole paragraph. Triple click selects the whole document. To erase the blue highlighting move the cursor to the right margin and single click.

Part of a sentence or a long section: double click on first word, move cursor to end of section, HOLD DOWN THE SHIFT KEY and then click.

Select all: Home ribbon then Editing group then Select then Select all.

If you click “delete” or “backspace” while text is selected, the text will be deleted. On the quick access toolbar is the Undo icon.

Undo removes the last change. Remember that undo button!

The icon for this is on the top line of the paragraph group. Select a line or two, and click on the icon to see the selected text move right. We could use the tab key to produce similar results. Sometimes, especially if your document will be posted on email or printed formatting by tabbing over does not stay as you want it. Increase indent seems to do better.

If you want to change the way a paragraph is formatted, again you need to select the text. Then in the paragraph group, click on the dialog box launcher. Under the first tab “Indents and spacing” you will see General, alignment and outline level. Next is Indentation, left, right, special and by. Here you see a box under the word special where you find several choices. Under the word “by” is another box that shows how big the indention will be measured in inches.

The section on spacing refers to line between the paragraphs. There is a box labeled “before” and one labeled “after”. The changes in these boxes are made in points which is an old printers’ term for lines of type. 6 point is one line. Look in the preview box. Click on ok to make the changes to your document.

If we point to the X in the right top corner, a dialog box asks if we want to save the changes.

If you say Save the original document will be saved with the changes and closed. If you say Don’t Save the document is closed without making any changes. Cancel takes you back to the Word screen with no changes being made. Clicking on the Save icon in the quick access toolbar saves the document and leaves it on the screen.

The Save command will save the document to its file and leave it open.

Save as gives you five choices:1.Word document saves without closing

the document.2.Word template saves the document as a

template.3.Word 97-2003 saves the document so

that earlier version of Word can open it.4.Find add-ins for other file formats pulls

up the online help for saving into file formats other than Word.

5.Other formats pulls up the same save as dialog box as clicking on Word 97-2003.

Go to Page Layout tab then Page Setup then Margins. This gives you a small box with some choices. In the Margins tab are options to set top, bottom, left and right margins and something called a gutter. Gutter is the space between columns.

Look at the choice for multiple pages: normal, mirror margins, or book fold. Choose book fold and look at the preview box.

Go to Home tab then Clipboard group then launcher. This brings up the clipboard so you can see what is happening. Select some text you wish to move to another place in the document. Now click the scissors in the clipboard group. The text you selected should appear on the clipboard. Move your cursor to the new place you want the text, CLICK, and then click the paste icon or use the shortcut, control +V.

launcher

When you want to end a page at a specific point in the document, put your cursor after the last word, CLICK. Go to the Insert tab the pages group then page break. Click and its done. To remove, click on the beginning of the page break line and press the delete key.

Go to the Insert tab then headers & footers group then page number. Now you have some choice about where the number will appear on the page. If you click on the line format page number you get a dialog box which allows you to select the formatting of the page numbers, indicate which headings are to be included and where the numbering will begin.

This is easy to do but you need to be sure the show/hide button is on so you can see the paragraph marks. Scroll to the end of the document. Remember that the paragraph markers never print but the printer will detect them and thus prints a blank page. Select the paragraph mark and click delete or put your cursor on the last show/hide you really want to keep and hit delete until all the extra marks are gone.

Paragraph mark

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