(Edited 5/09/04 ADA 
2001
The Garlic Press)
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Figure 1: One Typical Start Screen for Word 2000
Three Ways
There are typically three ways to perform most functions in Microsoft
applications:
-
Menu: Check the menus for the function you want to perform.
To save a file choose File/Save the first to save a file.
The first time for as new document you will get the save dialog box.
-
Toolbar: Place your cursor over a tool and a small text box
will appear identifying the tool. To save a file place your cursor
over the disk icon and click once to bring up the save dialog box for a
new document. Your file will simply be saved for a previously named
document when you click the disk icon.
-
Shortcut keys: Press <Ctrl><s> to save a file. This will bring
up the save dialog box for a new document.
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Selecting text: the basic action involved
in all editing is select the text then perform the action. Techniques
to Select/Highlight text are:
-
Word: Select/Highlight a single word by placing the "I"
cursor anywhere on the word and double-clicking to select the word
-
Line: Select/Highlight a line by placing the cursor just
outside the left margin, the cursor will change to a right pointing arrow,
click the mouse button to select the line. You can also triple click on
a line to select the line.
-
Sentence: Select/Highlight a sentence by holding down the <Ctrl>
key then click the mouse anywhere in the sentence.
-
Paragraph: Select/Highlight a paragraph by clicking three times
anywhere in the paragraph or point to the blank area to the left
of the paragraph and click two times
-
Sequential text: Select/Highlight sequential text words, lines,
paragraphs-use the mouse to move the "I" cursor to the beginning
or end of the material to be selected, click and hold down the left
mouse button, then "drag" the mouse highlighting the selected material
or
move the "I" cursor to the beginning or end of the material
to be selected, click so the cursor is at this point. Find the other
end of the area to be selected. Hold down the <Shift> key then click
the mouse.
-
Non Sequential text: Select/Highlight first part, lines, press <Ctrl>
key and drag the cursor over the other end of the area(s) to be selected.
-
Whole document: Press and hold down the <Ctrl> key then the <A>
key or point to the blank area to the left of the document and click
three times
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Viewing Options: Editing
options are not always easily found in Microsoft Word 2000. The choices
displayed will vary considerably dependent on previous choices while using
the program. Listed below are a few ways to find editing options.
-
Viewing the ruler: If the ruler is not at the top of the screen:
Under View, select Ruler and release mouse button and the
ruler will appear under the menus and tool bars. You can hide the
ruler by repeating this step.
-
Menu options: Word 2000 displays a short list of menu options
to see the complete list click the menu extend icon at the bottom of a
menu,
, and additional
options will be displayed
-
Toolbar: If a toolbar you need to use is not at the top of the screen:
Under View, select Toolbars... , in the window that appears
click in the box for the toolbar you would like view able. Repeat for each
toolbar. I usually choose "Standard", "Formatting" and
possibly "Borders", then click the "OK" button and the toolbar(s) will
appear.
-
Tool options: If the tool icon you want is not visible on the toolbar
click the click the more tools icon,
,
at the end of the toolbar for additional tool choices to be displayed.
These may appear at several places but are always located at the right
end of the toolbar, see figure 1 above. See Word
2000 Advanced Toolbars for more about toolbars and their options.
-
Header and Footer options: Drag the View menu, select "Header
and Footer" and release. The "Header and Footer" toolbar will appear.
Figure 2
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Deleting and Inserting Text
Delete text:
-
Select the text to be deleted (see above)
-
Press the <BackSpace> or <Delete> key
Inserting text:
-
Position the mouse cursor at insertion point, click mouse, type in additional
text.
Typing over:
-
Position the mouse cursor at the beginning of the text to be written over
-
Press the <Insert> key and type in replacement text.
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Search and Change Text
-
To Search for a specific word or set of characters, drag the Edit
menu until Find is highlighted, release mouse button and type in
text you want to find in the "Find what:" box then click on the "Find Next"
button.
-
To Change one or more occurrences of a word or set of characters,
drag Edit until Replace is highlighted, release mouse button
and in the "Find what:" box type in text you want replaced then click in
"Replace With" box and type replacement text. Click on "Replace" button
to replace one occurrence at a time or click "Replace All" button to replace
all occurrences.
Figure 3
There are a number of options to narrow your search. You can choose
one of the Search options listed on the dialog box
when you click the More button, it will change to Less,
see figure 3. You can click the Format or Special buttons
for further choices
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Changing Position of Text
-
To move text left or up-use the mouse to position the "I"
cursor in front of text, click and press <Delete> repeatedly, removing
spaces, until the new position is reached
-
To move text right- use the mouse to position the "I" cursor
in front of text, click, and press <Space> or <Tab>
-
To move text down- use the mouse to position the "I" cursor
in front of text, click, press <Return> key
-
To move text to a different location Drag and Drop- select
the text to be moved (see above). Place the mouse over the selected
area, the cursor will change to a hand, press and hold down the mouse
button and drag the mouse cursor to the new new location for the text and
release the mouse button.
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Cutting and pasting Copy
under Edit menu does the same as Cut, except Copy
leaves the original in place while Cut removes the original.
-
To cut or copy, select the area to be cut. Under Edit,
select either "Cut" or "Copy" and release the mouse button.
-
To paste-position the mouse cursor, an "I" at this point
to the place you want to insert the material and click. Under Edit,
select "Paste" and release the mouse button.
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Formatting Text in Paragraphs
Justification
-
If the toolbars are not at the top of the screen: Under View, select
Toolbars...
,
in the window that appears click in the boxes by "Standard", "Formatting"
and possibly "Borders", then click the "OK" button and the toolbar will
appear.
-
Select paragraphs to format if you have already typed them.
1 2 3 4
Figure 3: Justification Tools
-
To set left (left side smooth, right side ragged as in normal typing),
choose the first icon above.
-
To choose centered (text centered between margins as on a title
page), choose the second icon above.
-
To choose right (right margin smooth left margin ragged), choose
the third icon above.
-
To choose full justified (left and right margin smooth like texts),
choose the forth icon above.
| NOTE: Choose left justified for ease of reading. Full is only "justified"
for newspapers or magazines. If the type of justification you want does
not appear in the startup menu see "Viewing Options" above. |
Line Spacing
Figure 4
-
Select the paragraphs whose spacing you want to set
-
Choose Paragraph... from the Format menu
-
On the dialog box that appears, select the "Indents and spacing" tab
-
Select the line spacing you want in the Line spacing by clicking
the down arrow,
,
at the side of the box and making your choice (single, 1.5, double...).
-
Click "OK".
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Page Numbers, Headers
& Footers
You can place page numbers, the current date or current time, with or
without written headings, in the top or bottom margins of your document.
-
Drag the View menu, select "Header and Footer" and release. The
"Header and Footer" toolbar will appear.
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Footnotes
Footnotes are back in style due to the ease of placing them with a
word processor. A footnote typically provides information that some
but not all readers might wish or need to know.
-
Place the cursor at the location of the footnote reference
-
From menus choose Insert/ Reference/ Footnote
-
Check the options you want in the dialog box or just click OK for the default
choices
-
Type in your footnote (the footnote will be appropriately moved if you
move the text with the footnote reference
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Left, Right
, Top and Bottom Margin Size
Left margin; the default margin is 1.25 in. right and left and 1 in.
top and bottom You may change the left margin by first selecting the text
then placing the mouse pointer on the tiny box at the bottom of the margin/indent
tool located at the "0" position on the ruler. Drag the box, all of the
margin/indent tool will move, to a new location on the ruler
Figure 6
-
Right margin; usually set at 6 inches text width or less. You may
move from the 6 inch position by placing the mouse pointer on the right
margin tool, a small triangle at the right end of the ruler.
-
Bottom and Top Margin; from the File menu select Page setup The
following dialog box will open:
Figure 7
In this dialog box you can set margins by typing in the top, bottom,
left and right measurements. You can also perform a number of other
formatting options.
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Paragraph Indents and
Tabs
Figure 8: Word Ruler
| Select text if changes are to be made to previously typed text before
making the change on the ruler. |
-
Paragraph indents: place mouse pointer on the upper triangle
on the margin/indent tool, see figure 6 above. The Margin/Indent
tool is located at the "0" position on the ruler, see figure 8. Drag to
the location you want for the first line of a paragraph. Paragraph indentation
will occur whenever you press the <Return> key.
You can also place the mouse pointer on the lower triangle on the margin/indent
tool ("0" location on the ruler) and drag to the location you want to create
"hanging" paragraphs, paragraph indentation, like a dictionary.
-
Tabs: There are default tabs set in Word at 0.5". You
can put tabs anywhere on the ruler. Select the type of tab by clicking
through the types at the left end of the ruler. The types will show
as:
Figure 9
Figure 10
There is "more then one way to skin a cat" and more then one way to
perform various formatting in Microsoft Word. Here is one more possibility
for setting up tabs. You can also set up tabs from Tab in
the Format menu. Type in the location for each tab and the alignment
of tab. You will see the following dialog box:
Figure 11
-
Tab Left , standard typing tab.
-
Tab Center , centers text around the tab.
-
Tab Right builds text from tab to the left of the tab location.
-
Tab Decimals, automatically aligns decimals around tab.
Tab Bar, places a vertical bar at the tab location
|
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Characters:
Type, Size, Bold, italic, Underlined
The formatting toolbars are most often used to perform these tasks.
They will normally appear under the menu bar at the top of the screen.
See "Viewing options" above if they are not at the top.
Figure 12
Select characters to be changed
-
Change font type by clicking the down arrow beside the name of the font,
"Arial" in the example above, and choose the new font type.
-
Change size by clicking the triangle beside the "type size box", see below,
and choosing the new size. Size 12 is standard. Mine is size 10,
a little small.
Figure 13
-
change to Bold, Italic, Underlined
Figure 14
by selecting the text then clicking the appropriate toolbar icon B for
bold,
I
for italic or U for underlined
NOTE: (1) You can change bold, italic or underlined back to normal
text by selecting the text then clicking its current format button
(2) You can set these character choices and many more from File
menu
choose Font and make your selections in the dialog box
Figure 15
|
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Multiple Formats
You may have as many formats (different tabs, styles, margins, etc.)
in a document as you need. This is done by either changing the ruler settings
and format choices after pressing <Return> as you type or by selecting
text you want to reformat then setting up new ruler and format selections
(tabs, margins, etc.) using the formatting instructions explained above.
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Creating A Title Page---No
Header or Special Header (for different sections of your document)
Title Page: this is a commonly used format for term papers (where
the first page is a title page) and business letters (where the first page
has a header with a logo and address information but following pages do
not have this information in the header.)
Figure 16
-
Choose Page Setup... from the File menu (Click the menu extend icon
arrows at the bottom of the menu if Page Setup is not in the menu)
-
Click the Layout card tab when the tabbed dialog box appears,
-
At the Headers and Footers section click the box by "Different first
page" then click on the "OK" button
-
Choose Header and Footer from the View menu to create different
headers and footers for the pages of your document. You can create a blank
header or footer (a term paper title page) or a unique header or footer
for the first page (e.g. the first page of a business letter-with a logo
and address header). Click on the, left arrow to show previous header/footers,
and
the right arrow, show next, on the
button (the second icon in the "Header and Footer" toolbar) to move between
headers and footers for different pages.
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Inserting Graphics
-
Choose Insert/Picture to get the choices menu.
Insert Pictures Choices
-
Typically we would choose Clip Art and the search dialog would appear
Search Dialog
-
Type in a search term for the type of picture/graphic you want
-
Choose a source from Search in: by clicking the arrow beside the
box
-
Click the Search button. Choices of pictures will vary with
what is installed on the computer
-
Find the picture you like and click on it to insert into your document
-
Resize your picture by clicking anywhere on the picture, a border with
sizing tabs appear around the graphic
Graphic with sizing tabs
-
Place
the mouse on any corner and drag to the middle to make the graphic proportionally
smaller, dragging away from the center makes the graphic proportionally
larger
-
Place
the mouse on any side and drag to the middle to decrease the graphic either
vertically or horizontally, dragging away from the side makes the graphic
vertically or horizontally larger
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Inserting a Table
Tables are often necessary for organizing data, concepts and even pictures
-
Place your cursor at the location you want the table
-
Go to Table/Insert to get the table dialog box
-
Choose number of columns, rows and usually Fixed column width click
OK
button
-
Your table will appear at the cursor location
-
If you need more rows, place the cursor in the bottom right cell and press
<Tab>. Further editing can be done by selecting a column, row
or cells to perform any of the choices on the Table menu.
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Checking your spelling
Before you print your document check you spelling. It's easy to do!
To check your spelling, go to the Tools menu bar, drag and select Spelling
and grammar. Word will go through your document and make suggestions about
your spelling and grammar.
Figure 17
You can:
-
Ignore All (a technical term or abbreviation not in a dictionary)
or
-
Add, will add the term to your Word dictionary. This won't work
in the labs--too many different users.
-
Change, will change the term in your document to the term or selected
term (if there is more then one) in the Suggestions box.
-
Change All, will change the term in all places it appears in your
document to the term or selected term (if there is more then one) in the
Suggestions box.
-
Auto Correct, will automatically change the spelling of this term
every time you miss type it without notifying you. This is not usually
enabled on lab computers
| NOTE: Word will not check spelling in context. Fore example,
its two easy too trust Word fur spelling. Word would
not pick up the four spelling errors in the previous sentence. Check the
document for the wrong word when you are finished. One way to check on
words you are unsure about is to select the word in question and use the
thesaurus to see if Word has a suitable replacement or you find that this
is the wrong word. Further examples!. |
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Good formatting choices
The novice computer user usually is baffled by the choices the computer
offers. For most documents formatting choices should make the document
easy to read. Here are some general rules of thumb.
(1) Use a serif font (one that has some ornamentation on the
top and bottom of the font) for the body of the text (Times, Century Schoolbook).
(2) Choose a size so you get no more than twelve to fourteen words
on a line (the norm is font size 12).
(3) Justify paragraphs on the left, research has found full
justification to be difficult and tiring to read.
(4) In spite of what your typing instructor told you, do
not double space after a period, unless he/she takes points of for
this.
(5) Use a sans serif font (Helvetica) for headings to your sections.
(6) Avoid the use of too many fonts in too many styles (bold,
italics, etc.).
(7) One of the most common mistakes people make is using the
tab to set indent paragraphs. It is faster to use the ruler to set tabs.
Move
the top indent on the left to about the 0.5 inch mark. Every time you start
a new paragraph the indentation will be automatic.
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Getting help:
Word has a built in help that is accessible in different ways. The
most direct method is to click the help icon, 
,
on the menu. The office assistant will appear to aid you in finding
an answer.
You can set options for Office Assistant help by clicking the Options
choice on the office assistant to get the following:
Figure 18
It is even possible to change how the office assistant appears by clicking
the Gallery tag and choose your wizard. Anytime you have a
question give the office assistant a try. If you have chosen the
right options you can have the office assistant appear by pressing the
<F1> key. To show or hide the office assistant look in the Help
menu.
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Take a break, then try out: ---NOT YET COMPLETED----
Exercise1
Click on the link above to access the two documents to download
to your disk.
The first document is a Word document in which you should check the
spelling, and replace some words with other words, and copy and paste a
paragraph. The second document is the finished document so that you can
check your work.
Exercise2
Click on the link above to access Word Processing Exercise 2.
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button in the "Header and Footer" toolbar
.
Note: you can change the starting page for your document (as in a research
paper where the title page has no number) by clicking the format page number
button, 
.
Click the down arrow on the left side ot the tool bar for more choices
for headers and footers.