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COMPUTER COURSE 2.1a – Say hello to your friends: Word
and Excel
Welcome back!! Today we will be looking at and talking about two
a programs which I am sure you are familiar with or have at least heard
about: Microsoft Word and Microsoft Excel. (Excel will be viewed at a later date)

REVIEW

Maybe you compressed a few photos over the course of the week using SHRINK PIC
found on the internet. We are now back to our friendly business application, Word.

I hope that all of you remember SHIFT + F3 to Change a word to: “ALL CAPS”,
“Sentence Case” or “all lower case”. Well Rick asked if we could have one
consolidated list of SHORTCUT KEYS, so you will find that at the end of this
document.

It is also good to remember how we can single click (to go to the spot), double
click (the select a word) or triple click (to select a whole line) in word

VIDEO
The videos you just watched were about “Mail Merging in WORD” and can be found
at www.vtc.com

The other humorous short video was called:

“Introducing the Book (repost)”
http://www.youtube.com/watch?v=xFAWR6hzZek

Now on to …

OPTIONS AND CUSTOMIZING IN WORD

I’m not sure how many of you open up WORD and immediately do
the following:

• Completely disregard the Startup Task pane on the right

hand side of the screen and open or start a new document using the
FILE MENU or SHORTCUT KEYS (CTRL O – OPEN)

• I also wonder whether you close it down, for maximum

viewing of your workspace or continue to work with it open, having
skimmed over the option that we can actually close it.

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 Well, we have three options here to get rid of this pesky Task
Pane:

1. One is to close it down using the “x” in the top right

corner.

2. Use one of the Options that is being offered

3. Or get rid of it entirely using TOOLS  OPTIONS and

deselect the Startup Task Pane

Ok, now that this is out of the way, let’s look at the MENUs…

Ahhh…Looking at the menus brings us to another annoyance: Delayed Dropdowns

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 Microsoft has put into their menu actions a delay on many of the items that we as the user
may want and need.

To get rid of this delay in order to see the MENU IN FULL:

Go to TOOLS  CUSTOMIZE and then you will see this Dialogue box open:

Select This

Okay now we are running everything smooth as

silk…MAYBE

But sometimes we may not see everything that we

need to. There may be two reasons:

1. We may not have the menus open that we

want to view. If this is the case, we go to VIEW 
TOOLBARS and select the menu we want to see

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2. You not have WORD MAXIMIZED or may have your screen resolution set low
(800 x 600) which makes the Screen easier to read, but limits the amount of things
seen on the screen:

• Notice how the MENUS have more options the will expand here

• When you expand and use one of these items, it will appear on the menu
from that point on

• Things that are often hidden are ZOOM (To see the full document or close
up) and JUSTIFY

What is JUSTIFICATION?

Left Justified Centered Right Justified Justified

This is some text. This is This is some text. This is This is some text. This is This is some text. This is
some text. This is some some text. This is some some text. This is some some text. This is some
text. This is some text. text. This is some text. text. This is some text. text. This is some text.
This is some text. This is This is some text. This is This is some text. This is This is some text. This is
some text. This is some some text. This is some some text. This is some some text. This is some
text. This is some text. text. This is some text. text. This is some text. text. This is some text.

First select the text you would like justified and press one of these buttons
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Great, so how do you create the TABLES we are seeing:

Go to TABLE  INSERT

Choose your parameters

Rows………………………............... go ……… acros Columns

s
are

up
This is a cell
&
t
x
e
T

e
g
n
a
h
C

down
Direction

Sort the Table (apple – bat – cat)

or (cat – bat – apple)

Merge Cells and Split Cells

Alignment in the cell

Try PASTE
With multiple lines of text by selecting
The same number of cells in the table

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 Try mousing over the buttons of each menu to see what the icons do.

FONTS

By this point in time we should all know about how to change the font type and size,
but what if we want something special like a strikethrough or we need to make it
superscript30

This is where the FONT MENU becomes necessary. Go to FORMAT  FONT

And we see all of these new options.

For important information that may need to stand out on a document you know
viewers will be using WORD to open, try the TEXT EFFECTS Tab.

(Kids seem to love these and OVERUSE these when they find them out)

• Bullets
• and
1. Numbering can be found
2. can be found here
3. To add more, press enter
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4. To delete one press backspace
Again, wherever there is an option for BULLET AND NUMBERING there is also
ways that we can modify anything. This is done through FORMAT  BULLET
AND NUMBERING (Try this one yourself)

BORDERS

Ok, I’m ready for the borders. There are the Page borders

Not to be confused with Text Borders

Or a neat TEXT BORDERS like this:

Go to FORMAT  BORDERS AND SHADING

Notice Page Border Tab. This must be pressed in order to get the FULL PAGE BORDER.

Try different options and also selecting and deselecting sides

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PICTURE FORMATTING

“My Picture is stuck to one side and I want to move it or put a border on it…
What can I do?”

1. You need to RIGHT-CLICK the picture and choose FORMAT PICTURE

Choose the Layout Tab

and make your picture in
front of the text or
behind it –

YOU CAN MOVE YOUR

PIC WHEREVER YOU
WANT IT TO BE

You can then choose the

Colors and Lines Tab in
order to select a border
color and width

Right Mouse click again to

change the order
(stacking)

AUTOCORRECT To get Arrows like this “” Press - - >

Notice more options like ©  for this under TOOLS  AUTOCORRECT OPTIONS

You can put your own common AUTOCORRECTIONS in yourself

WORD COUNT

can be found under TOOLS  WORDCOUNT

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FIND AND REPLACE (CTRL + F)

Is a great feature for changing a word to another word in a document, or just finding
the word that you would like to locate.

MARGINS

Adjust the top indent for the first line in a paragraph and the bottom indent for the
remaining lines.

You need to be on the line or have the paragraph selected for what
you would like to effect. Notice also the right tab indent which
effects the right hand side of the document.

You can also change the border margins for the top and bottom or
right and left adjusting these edges:

Notice how the cursor changes when you mouse over.

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AUTOSHAPES and more…

To create any of arrows, lines, callouts, etc.

use the AUTOSHAPES drop-up menu and
draw what you would like in the area WORD
gives to you.

Drag your new drawing to the area in WORD

that you would like to place it

HEADERS & FOOTERS

If you would like a Page Header, for example who the document is made by or the
date to be on every page, this can be attained by going to VIEW  HEADER AND
FOOTER.

Everything else grays out and you will see the area where you HEADER will be
placed on each page. To get out of this view, press close.

Notice also that you can place automatic PAGE NUMBERS. This may be more
useful in the FOOTER of the page, found if you scroll down.

TRACK THE CHANGES

This can be turned on in order to show someone where you have been making
changes to their document. It is very useful for teaching and can be turned off by
right clicking and accepting the insertion.

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SAVING as PDF

WHY?

A PDF (Portable Document Format) embeds all of the fonts you have used. There are many
reasons to change to a PDF, but these are three big ones:

Multiplatform — Viewable and printable on any platform — Macintosh, Microsoft®

Windows®, UNIX®, and many mobile platforms.

Maintain information integrity — Adobe PDF files look exactly like original documents and
preserve source file information — text, drawings, 3D, full-color graphics, photos, and even
business logic — regardless of the application used to create them.

Accessible — Adobe PDF documents work with assistive technology to help make
information accessible to people with disabilities. Someone can download ADOBE
READER for free from the internet to be able to open the file you have created, where they
may not have the latest version of WORD or some other program you have used to make
the file you have.

HOW?

If you have Adobe Acrobat built in to your computer, you can look under VIEW 
TOOLBARS  ACROBAT MAKER 8.0 to show the icon you press which creates
a file:

Simply press this button to create a PDF

Or for your personal use, you can download and install for free CutePDF from:

http://www.cutepdf.com/Products/CutePDF/writer.asp

It is self explanatory and has become necessary if you are planning to take any document to a
print shop or out of house printer to view and print.

This is all for today’s lesson. Take a moment for yourself to slowly look
through the menus in order to see some things you may not have noticed
yourself before. You will be asked next class to show someone your new-
found knowledge.

See you at the next class, entitled:

“Computer Course 3.1 – Creating a Wiki: What? Why?”

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 Cognitive Teaching Strategies

Student as teacher: It is your job to apply some newfound knowledge by teaching

your friend or someone you know the application or process by which you
were shown. You must also reflect upon this to come full circle in your
cognitive development.

Post-It Note Parking Lot: In the classroom maintain an area where students may
“post’ questions that arise to them throughout the course of the class. This
works well because the class may be fast paced and they might not want to
interrupt, or might feel embarrassed about asking questions in a public forum.

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SHORTCUT KEYS
Windows system key combinations

• F1: Help
• CTRL+ESC: Open Start menu
• ALT+TAB: Switch between open programs
• ALT+F4: Quit program
• SHIFT+DELETE: Delete item permanently

Windows program key combinations

• CTRL+C: Copy
• CTRL+X: Cut
• CTRL+V: Paste
• CTRL+Z: Undo
• CTRL+B: Bold
• CTRL+U: Underline
• CTRL+I: Italic

Mouse click/keyboard modifier combinations for shell objects

• SHIFT+right click: Displays a shortcut menu containing alternative commands

• SHIFT+double click: Runs the alternate default command (the second item on the menu)
• ALT+double click: Displays properties
• SHIFT+DELETE: Deletes an item immediately without placing it in the Recycle Bin

General keyboard-only commands

• F1: Starts Windows Help

• F10: Activates menu bar options
• SHIFT+F10 Opens a shortcut menu for the selected item (this is the same as right-clicking an object
• CTRL+ESC: Opens the Start menu (use the ARROW keys to select an item)
• CTRL+ESC or ESC: Selects the Start button (press TAB to select the taskbar, or press SHIFT+F10 for a context menu)
• ALT+DOWN ARROW: Opens a drop-down list box
ALT+TAB: Switch to another running program (hold down the ALT key and then press the TAB key to view the task-
•
switching window)
• SHIFT: Press and hold down the SHIFT key while you insert a CD-ROM to bypass the automatic-run feature
ALT+SPACE: Displays the main window's System menu (from the System menu, you can restore, move, resize, minimize,
•
maximize, or close the window)
ALT+- (ALT+hyphen): Displays the Multiple Document Interface (MDI) child window's System menu (from the MDI child
•
window's System menu, you can restore, move, resize, minimize, maximize, or close the child window)
• CTRL+TAB: Switch to the next child window of a Multiple Document Interface (MDI) program
• ALT+underlined letter in menu: Opens the menu
• ALT+F4: Closes the current window
• CTRL+F4: Closes the current Multiple Document Interface (MDI) window
ALT+F6: Switch between multiple windows in the same program (for example, when the Notepad Find dialog box is
•
displayed, ALT+F6 switches between the Find dialog box and the main Notepad window)

Shell objects and general folder/Windows Explorer shortcuts

For a selected object:

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• F2: Rename object
• F3: Find all files
• CTRL+X: Cut
• CTRL+C: Copy
• CTRL+V: Paste
• SHIFT+DELETE: Delete selection immediately, without moving the item to the Recycle Bin
• ALT+ENTER: Open the properties for the selected object

To copy a file

Press and hold down the CTRL key while you drag the file to another folder.

To create a shortcut

Press and hold down CTRL+SHIFT while you drag a file to the desktop or a folder.

General folder/shortcut control

F4: Selects the Go To A Different Folder box and moves down the entries in the box (if the toolbar is active in Windows
•
Explorer)
• F5: Refreshes the current window.
• F6: Moves among panes in Windows Explorer
• CTRL+G: Opens the Go To Folder tool (in Windows 95 Windows Explorer only)
• CTRL+Z: Undo the last command
• CTRL+A: Select all the items in the current window
• BACKSPACE: Switch to the parent folder
• SHIFT+click+Close button: For folders, close the current folder plus all parent folders

Windows Explorer tree control

• Numeric Keypad *: Expands everything under the current selection

• Numeric Keypad +: Expands the current selection
• Numeric Keypad -: Collapses the current selection.
• RIGHT ARROW: Expands the current selection if it is not expanded, otherwise goes to the first child
• LEFT ARROW: Collapses the current selection if it is expanded, otherwise goes to the parent

Properties control

• CTRL+TAB/CTRL+SHIFT+TAB: Move through the property tabs

Accessibility shortcuts

• Press SHIFT five times: Toggles StickyKeys on and off

• Press down and hold the right SHIFT key for eight seconds: Toggles FilterKeys on and off
• Press down and hold the NUM LOCK key for five seconds: Toggles ToggleKeys on and off
• Left ALT+left SHIFT+NUM LOCK: Toggles MouseKeys on and off

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• Left ALT+left SHIFT+PRINT SCREEN: Toggles high contrast on and off

Microsoft Natural Keyboard keys

• Windows Logo: Start menu

• Windows Logo+R: Run dialog box
• Windows Logo+M: Minimize all
• SHIFT+Windows Logo+M: Undo minimize all
• Windows Logo+F1: Help
• Windows Logo+E: Windows Explorer
• Windows Logo+F: Find files or folders
• Windows Logo+D: Minimizes all open windows and displays the desktop
• CTRL+Windows Logo+F: Find computer
CTRL+Windows Logo+TAB: Moves focus from Start, to the Quick Launch toolbar, to the system tray (use RIGHT ARROW
•
or LEFT ARROW to move focus to items on the Quick Launch toolbar and the system tray)
• Windows Logo+TAB: Cycle through taskbar buttons
• Windows Logo+Break: System Properties dialog box
• Application key: Displays a shortcut menu for the selected item

Microsoft Natural Keyboard with IntelliType software installed

• Windows Logo+L: Log off Windows

• Windows Logo+P: Starts Print Manager
• Windows Logo+C: Opens Control Panel
• Windows Logo+V: Starts Clipboard
• Windows Logo+K: Opens Keyboard Properties dialog box
• Windows Logo+I: Opens Mouse Properties dialog box
• Windows Logo+A: Starts Accessibility Options (if installed)
• Windows Logo+SPACEBAR: Displays the list of Microsoft IntelliType shortcut keys
• Windows Logo+S: Toggles CAPS LOCK on and off

Dialog box keyboard commands

• TAB: Move to the next control in the dialog box

• SHIFT+TAB: Move to the previous control in the dialog box
SPACEBAR: If the current control is a button, this clicks the button. If the current control is a check box, this toggles the
•
check box. If the current control is an option, this selects the option.
• ENTER: Equivalent to clicking the selected button (the button with the outline)
• ESC: Equivalent to clicking the Cancel button
• ALT+underlined letter in dialog box item: Move to the corresponding item

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