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Microsoft Word Notes

Microsoft Word Notes

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METBD 050 MS Word Notes 1- S04.doc Page 1 of 6E. R. Evans, Jr. – 1/3/04
 
METBD 050MS Word Notes – Day 1Introduction:
Word is one of the programs available in the MS Office Suite of software. It is a word processor and is usedby engineers to type the following types of correspondences:
Memorandums
– written to others in the same organization. Not as formal as a letter. Usually used toconvey information to others – often, they serve as progress reports and are written records of a projectsprogress. The author of memos must write his initials in the header of the memo.
Letters
– written to people outside the organization. This could be to clients or customers, or to someonefrom whom you are requesting something – information, a job, or research and development money.Letters are also used to convey progress reports to customers. Usually, letters are a formalcommunication. The author must sign letters.
Proposals
– usually a formal request for something written formally to a person or organization that is in aposition to grant your request. This could include implementing a new process or requesting a newpiece of equipment for your company, or requesting funding from a government agency to performresearch in an area of interest. Proposals can also be offers to perform professional work. These kindsof proposals are written to potential clients.
Reports
– usually the culmination of some type of work. The work can be physical testing, or an analysisof something, or the result of a design project. Reports are also required when performing research anddevelopment projects. Reports are generally formal communications. In engineering, reports are usuallywritten in the third person.
Papers
 – usually a formal communication used to convey ideas that may be of interest to others. This isusually a formal communication as papers are usually published in trade magazines and journals.With the availability of personal computers and word processing software, engineers are often required towrite their own documents. To this end, we will be covering many of the MS Word functionalities thatengineers use when writing their documents. The following table lists the functionalities to be covered inMETBD 050 along with the types of correspondences that may require their usage.
Types of Correspondences Generated by EngineersMS WordFunctionality Coveredin METBD 050Memorandum Letter Proposal Report Paper Formatted Text Yes Yes Yes Yes YesPage Setup Yes Yes Yes Yes YesTabs Yes Yes Yes Yes YesLists Yes Yes Yes Yes YesHeaders & Footers Yes Yes Yes Yes YesFootnotes Yes Yes Yes Yes YesSpecial Characters Yes Yes Yes Yes YesFormatted Tables Yes Yes Yes Yes YesEquations Yes Yes Yes Yes YesInserted Objects Yes Yes Yes Yes YesSpelling & Grammar Yes Yes Yes Yes YesTechnical Sketches Yes Yes Yes Yes Yes
To Open Word:
Pick the
Start
button. From the menu, select
Programs
Word Processing
 
MS Word 2003
.Once the program is launched, a new, blank document is opened and is ready for you to start working. TheWord user interface consists of the workspace, menus and toolbars. All of the commands in Word can beaccessed through menus and toolbars. Menus contain lists of words that indicate the commands to beexecuted. For example:
File
 
Print…
 
is the menu sequence necessary to print a document. Toolbarscontain buttons that execute a particular command. Picking the button prints the current document.
 
 
METBD 050 MS Word Notes 1- S04.doc Page 2 of 6E. R. Evans, Jr. – 1/3/04
 Hold the mouse pointer over a button to see a description of what the button does. The following figureshows the location of commonly used menus and toolbars. Note that the user interface in the BehrendComputer Labs may differ slightly from what is shown here.
Title Bar:
Lists the name of the current document along with the software name.
Menu Bar:
A collection of menus used to execute commands within the Word environment.
Standard Toolbar:
Contains command buttons that execute shortcuts to many common commands,such as
Open
a new document,
Open
an existing document,
Save
,
Print 
,
Print Preview, Spell Check,Cut, Copy, Paste and Format Painter 
.
Format Toolbar:
Contains command buttons that execute shortcuts associated with formatting textwithin a document. These include
Font, Size, Bold, Italic, Underline, Left Justify, Center Justify,Right Justify 
, Lists and colors.
Cursor:
Shows the current location within the document. This is where text will be inserted by typing onthe keyboard or where a figure or table can be inserted to the document.
To Select Text and Objects:
The following are four methods that can be used to select text and other objects. Things must be selectedbefore they can be manipulated or formatted.1. Using the mouse, left-click just to the left of the word to be selected and drag over the words whileholding down the mouse button. The text will be highlighted in black as shown here:highlighted text 2. Double click on a word to select it.3. Triple click on a word to select the word and the entire paragraph it is in.4. Left click on an object (picture, drawing object, chart, table) to select it.
Showing Toolbars and Adding Buttons:
Many other toolbars are available. They may be turned on by selecting
View
Toolbars
and selecting thedesired toolbar from the list. Additional buttons may be added to a toolbar by right clicking on any toolbar and selecting
Customize
from the list. Select the
Commands
 
tab
from the dialog box and the desiredCategory from the
Categories window
. In the
Commands window
, scroll down to the desired commandand drag the button for the command from the dialog box to the toolbar where you want it to exist.Title Bar Menu BarStandard Toolbar Formatting ToolbaHorizontalRuler Tab Indicator Button – used tocreate tabsVertical Ruler Cursor Custom ButtonsFirst Line IndentHanging IndentLeft IndentWord DocumentPrint Layout View Status Bar Scroll Bar ExitMaximizeMinimizeZoomdisplay
 
 
METBD 050 MS Word Notes 1- S04.doc Page 3 of 6E. R. Evans, Jr. – 1/3/04
 
Special Keyboard Keys:
Backspace
– deletes the character to the LEFT of the cursor.
Delete
– deletes the character to the RIGHT of the cursor.
End 
– moves the cursor to the end of the line of text.
Home
– moves the cursor to the beginning of the line of text.
 Arrow keys
 –
 
move the cursor around the screen. This can be done by left clicking with the mouse.
Tab
 – jumps the cursor incrementally along the line of text.
Print Scrn
 – captures everything that is displayed on the screen in memory. The image can be pastedinto the document by pressing Ctrl-V.
 Alt 
-
Print Scrn
– captures the active window on the screen in memory. The image can be pasted into thedocument by pressing Ctrl-V.
Crtl 
-
 X 
– Cut. Removes whatever is selected from the active document. It can be pasted in any location.
Ctrl 
-
– Copy. Copies whatever is selected from the active document. The original selection remains inplace and may be copied to another location using the Paste function.
Ctrl 
-
– Paste. Places whatever is in the current memory into the active document.
Page Setup:
Each page within a document can have its own page setup specified. Page setup refers to setting themargins for the sheet as well as the paper size, orientation, line numbers, headers and footers and borders.To access the dialog box for specifying margins, etc, select:
File
Page Setup…
 
To Save a Document:
While you are working, it is a good idea to save your work often. In the event of a power failure or acomputer crash, all unsaved work is lost and cannot be recovered. To save, select
File
Save
or use thesave button from the standard toolbar. A filename and location must be specified the first time a document issaved. Subsequent saves overwrites the previous versions. Documents are saved to some kind of storagemedia: a floppy disk, a memory stick, a CD, or to your space on the Behrend College server. Storing your information to the Behrend server (P:Drive) is the preferred method since it is backed up by the computer center each day.It is a good idea to create a file storage system on your storage media so that you will be able to quickly findthe saved data at a later time. You should create a folder for each of your courses on your P:Drive. Savethe data for this course in a folder called METBD 050. From the MS Word help:
To make it easier to find documents, you can use long, descriptive file names. The complete path to the file, includingthe drive letter, server name, folder path, and file name and extension can contain up to 255 characters. File namescannot include any of the following characters: forward slash (/), backslash (\), greater than sign (>), less than sign (<),asterisk (*), question mark (?), quotation mark ("), pipe symbol (|), colon (:), or semicolon (;).”
LeftMarginRightMarginTopMarginHeader – Appears on eachpage of the documentFooter – Appears on eachpage of the documentBottomMarginPortraitOrientationLandscapeOrientation
Available Paper Sizes:
A-Size = Letter = 8.5” x 11”B-Size = 11” x 17”

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