Microsoft Word 2003 Essentials

Study Guide Version 1

© 2006 by Global Business Unit – Global Education Informatics Education Ltd A Member of Informatics Group

Informatics Campus 12 Science Centre Road Singapore 609080

Microsoft Word 2003 Essentials

Study Guide (version 1)

First Printing – November 2006

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted by any form or means, electronic, mechanical, photocopying, recording, or otherwise, without prior written permission of the publisher.

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The developer is wholly responsible for the contents, errors and omission.

Published by Informatics Education Ltd

Table of Contents
Chapter 1 Using the Office Assistant and Help .....................................1
Understanding the Office Assistant ..................................................... 2 Getting Help Using the Office Assistant.............................................. 2 Customising the Office Assistant......................................................... 3 Using the Help Window ...................................................................... 4

Chapter 2 Using Menus and Toolbars ...................................................7
Understanding Menus and Toolbars .................................................... 8 Using Menus ....................................................................................... 8 Using Toolbars .................................................................................. 10

Chapter 3 Understanding the Basics of Word......................................14
Understanding the Word Processing Concept.................................... 15 Launching Word 2003 ....................................................................... 15 Exploring the Word Window Layout................................................. 16 Using Word Default Settings ............................................................. 16 Creating Documents.......................................................................... 18 Creating E-mail ................................................................................. 18 Email Settings.................................................................................... 18 Understanding File Operations .......................................................... 19 Creating a New Document ................................................................ 23 Using Click and Type ........................................................................ 24 Exiting Word..................................................................................... 25

Chapter 4 Revising Text and Printing..................................................27
Moving Around a Document............................................................. 28 Browsing a Document....................................................................... 28 Selecting Text .................................................................................... 31 Editing Text ...................................................................................... 33 Deleting Text .................................................................................... 34 Using Undo/Redo............................................................................. 35 Moving Text...................................................................................... 35 Copying Text..................................................................................... 36 Collecting and Pasting Multiple Items................................................ 38 Printing ............................................................................................. 39

Microsoft Word Essential Chapter 5 Using Word’s Viewing Modes............................................44
Using Word’s View Options.............................................................. 45 Using Document Map ....................................................................... 46 Using Zoom ...................................................................................... 47

Chapter 6 Formatting Text...................................................................50
Applying Character Formats.............................................................. 51 Changing the Font Face and Size....................................................... 52 Using Format Painter ........................................................................ 55 Changing Case................................................................................... 55 Showing/Hiding Markers .................................................................. 56

Chapter 7 Assigning Paragraph Formats .............................................58
Applying Paragraph Alignments ........................................................ 59 Using Indentation.............................................................................. 60 Using Line Spacing ............................................................................ 63 Applying Bullets and Numbering....................................................... 64

Chapter 8 Applying Page Layouts .......................................................71
Setting Margins.................................................................................. 72 Setting the Paper Size and Orientation............................................... 74 Inserting Section Breaks .................................................................... 75 Using Page Breaks and Pagination ..................................................... 76 Inserting Headers and Footers........................................................... 78 Inserting Page Numbers .................................................................... 80 Document Referencing...................................................................... 81 Inserting Footnotes and Endnotes..................................................... 81 Inserting Bookmarks ......................................................................... 82

Chapter 9 Working with Multiple Documents.....................................86
Working with Several Documents ..................................................... 87 Moving and Copying Text Between Windows ................................... 88 Combining Documents ..................................................................... 90

Chapter 10 Proofing Documents..........................................................92
Using the Proofing Tools .................................................................. 93 Finding and Replacing Text ............................................................... 97

Chapter 11 Automating Tasks ..........................................................101

Using AutoCorrect .......................................................................... 102 Using AutoFormat As You Type ..................................................... 106 Creating and Applying AutoText Entries ......................................... 107 Applying Spikes............................................................................... 112

Chapter 12 Working with Tabs and Tables .......................................115
Setting and Using Tabs .................................................................... 116 Working with Tables ....................................................................... 118 Using Draw Table ........................................................................... 122 Formatting a Table .......................................................................... 124 Formatting Text in a Table .............................................................. 133

Chapter 13 Using Templates and Wizards .....................................140
Using Templates.............................................................................. 141 Customising and Modifying Templates............................................ 142 Using Wizards ................................................................................. 143

Exercises ...........................................................................................147

Microsoft Word Essential

Chapter 1 Using the Office Assistant and Help

Topics
The following are covered in this chapter: Understanding the Office Assistant Getting Help Using the Office Assistant Customising the Office Assistant Using the Help Window Using Dialogue Box Help

Page 1

Understanding the Office Assistant
The Office Assistant provides help and is available in all Office applications. It offers quick ways to find information on performing particular tasks. The user can type a help request in plain English and Office Assistant will supply the relevant guidance.

To Display the Office Assistant
Using the Mouse:

In the Help menu, select Show the Office Assistant. The Office Assistant and balloon displays.

To Hide the Office Assistant
Using the Menu:

1. Choose Help, Hide the Office Assistant or Click the right mouse button on the Office Assistant, choose Hide

Getting Help Using the Office Assistant
The Office Assistant can answer questions, offer tips and provide Help topics for a variety of features specific to the application being used.

To Get Help Using the Office Assistant
Using the Mouse:

1. Click on the Office Assistant The Office Assistant balloon displays. 2. Type the help topic required, e.g. printing 3. Choose Search A list of help topics displays relating to the feature the user typed or selected. 4. Choose the help topic required, e.g. Set up a new printer

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Microsoft Word Essential The Microsoft Word Help window displays offering help on the selected topic.

Customising the Office Assistant
The Office Assistant can be customised to take on a different appearance. The user can select from a number of Assistants and options that can be altered to match the way the user works. All Office applications share the Assistant; so changing any of the options will affect the Assistant in all of the Office applications installed.

To Change the Office Assistant
Using the Menu:

1. Display the Office Assistant 2. Click the right mouse button on the Office Assistant 3. Choose Options The Office Assistant dialogue box displays. 4. Choose the Gallery tab Choose the Next and Back buttons to display the different Assistants available 5. Choose the Assistant required, choose OK

To Change the Office Assistant Options
Using the Mouse:

1. Click on the Office Assistant The Office Assistant balloon displays. 2. Choose Options The Office Assistant dialogue box displays the options available. 3. Choose the options required Options
Use the Office Assistant Help with wizards

Description
Enables/disables the Office Assistant feature. Provides Help from the Office Assistant for most wizards in Microsoft Office.

Display alerts Search for both product and

Shows messages from the Office Assistant. Searches for both programming and product Help topics when the

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programming programming

help

when

user works with Visual Basic for Applications in their application.

Move when in the way

Automatically moves the Office Assistant out of the way of screen elements, such as dialogue boxes.

Make sounds

Turns on sounds for the Office Assistant. Clear the check box to turn off the sounds made by the Assistant.

Using effectively Using

features

more

Displays tips for features the user may not know about and suggests how to better use features already known.

the

mouse

more

Shows tips about how to use the mouse to get work done quickly. Shows the shortcut keys that can be used to get work done quickly. Displays only tips that are important, such as those that alert the user to time saving features.

effectively Keyboard shortcuts Only show high priority tips

Show the Tip of the Day at startup Reset my tips

As an easy way to familiarise users with features, a Tip of the Day is shown when an Office application starts. Resets the tips so that tips already seen by the user can appear again.

Choose OK
Using the Menu:

1. Click the right mouse button on the Office Assistant A Shortcut menu displays. 2. Choose Options The Office Assistant window displays the options available. 3. Choose the required options, choose OK

Using the Help Window
Although the Office Assistant offers help to the user, help is also available using the Help window. When the Office Assistant is turned off, the Help window automatically displays when the [F1] key is pressed or the Help button is chosen. Altering the Office Assistant options turns off the Office Assistant. If the Office Assistant is turned on, the user can access the Help window by choosing a topic from the Office Assistant balloon. The Help window has:

Table of Contents

Displays as a table of contents, which allows the user to scroll through the Help topics.

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Microsoft Word Essential
The Help window contains buttons that allow the user to show or hide the help tabs, move forward or backwards between help topics and print help topics.

To Open the Help Window
Using the Menu:

1. Choose Help, Microsoft Word Help The Word Help Task Pane appear.

Help Task P

To Use Contents Help
Using the Menu:

1. In the Help window, choose the Contents tab 2. Double-click on a book Depending on the book selected, the user may be presented with more books, a list of topics or a mixture of both. 3. Select a topic The Help window displays the help contents to the right of the window.

Using the Keyboard:

1. Press the [F1] key

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Notes

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Microsoft Word Essential

Chapter 2 Using Menus and Toolbars

Topics
The following are covered in this chapter: Understanding Menus and Toolbars Using Menus Using Toolbars

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Understanding Menus and Toolbars
Menus display a list of commands. Some menu commands have images next to them so that the user can quickly associate the command with the corresponding toolbar button. A toolbar contains buttons, menus or a combination of both. Some of the toolbar buttons contain the same images as those appearing next to menu commands in the Menu bar. When the application is first started, Short menus and toolbars are displayed.

Only basic menu

commands display in Short menus and only the most popular buttons display in the toolbars. As the user works with the application, other menu commands and toolbar buttons used are often automatically added to the visible set of menus and toolbars.

Using Menus
The Menu bar is a special type of toolbar that displays at the top of the screen and is used to access any function or feature available within the application. Menus are accessed using the left mouse button.

Each menu contains an Expand button which, when clicked, expands the menu displaying additional commands. When a command is chosen from the expanded menu, it is added to the short version of the menu. If the user does not use a menu command in the Short menu, Word stops showing it on the Short menu. When a menu is expanded, all of the menus are expanded until the user chooses a command or clicks away from the menu.

Word also has Shortcut menus, which display some of the more frequently used options, such as formatting. These menus are accessed via the right mouse button. Shortcut menus tend to be context sensitive, that is, they display options relating to the object that the right mouse button has been clicked

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Microsoft Word Essential
on.

To Select a Menu Option
Using the Mouse:

1. In the Menu bar, click on the menu required A Short menu displays. 2. Choose the required menu option
Using the Keyboard:

1. Press the [Alt] key + the underlined letter of the menu required 2. Press the underlined letter relating to the required menu option

To Exit a Menu
Using the Mouse:

1. Click away from the menu
Using the Keyboard:

1. Press the [Esc] key 2. Press the [Esc] key again to cancel the selected menu

To Expand a Menu Option
Using the Mouse:

1. In the Menu bar, click on the menu required A Short menu displays. 2. In the Short menu, click The Short menu expands to show hidden options.

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Choose the required option The option is assigned to the Short menu listing.

To Access a Shortcut Menu
Using the Mouse:

1. Click the right mouse button on the required object The Shortcut menu displays. 2. Choose the required menu option

Using Toolbars
Toolbars are a form of Shortcut menu. They allow the user to carry out some of the most commonly used functions quickly. Buttons on the toolbar display a graphical representation of the tasks the tools carry out, such as saving a document, printing and simple formatting of text. Toolbars can contain buttons, menus or a combination of both. There are many built-in toolbars available. The user can show or hide these as required.

By default, the Standard and Formatting toolbars are displayed docked, side by side, below the Menu bar. A docked toolbar is a toolbar that is attached to one edge of the application window. Docked toolbars can be placed below the Title bar or at the left, right or bottom edge of the application window. When several toolbars are docked on the same row, there may not be room to display all of the buttons available. In this case, the most recent buttons are displayed. To locate a button that does not fit on a docked toolbar, the More Buttons button, which displays at the end of the toolbar, is used to display the hidden buttons.

When a button that is not displayed on the toolbar is used, the button is moved to the toolbar, and a button that has not been used recently is moved to the More Buttons list. Users can create or customise toolbars by adding, removing or re-organising buttons and built-in menus on the toolbar.

When the mouse pointer is left stationary over a button, a ScreenTip appears stating the tool’s function and the keyboard method to carry out the command. ScreenTips are notes that appear on screen to provide information about a toolbar button and shortcut keys. The ScreenTip disappears as soon as the mouse pointer is moved away from the button.

To View a ScreenTip
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Microsoft Word Essential
Using the Mouse:

1. In the toolbar, position the mouse pointer over the required tool The ScreenTip displays below the chosen tool.

To Show/Hide Toolbar ScreenTips
Using the Menu:

1.Choose Tools, Customise 2. Choose the Options tab 3. Choose Show ScreenTips on toolbar If the ‘Show ScreenTips on toolbars’ box is ticked, the ScreenTips will display. If the box is unchecked the ScreenTips will not display. 4. Choose Close

To Activate a Tool on a Toolbar
Using the Mouse:

1. Click the left mouse button on the required tool

To View More Buttons on the Toolbar
Using the Mouse:

1. In the required toolbar, click The hidden buttons display. 2. Click the required button

To Add a Button to a Toolbar
Using the Mouse:

1. In the required toolbar, click 2. Choose Add or Remove Buttons 3. Choose the button to add to the toolbar The button displays on the toolbar. 4. Click away from the More Buttons list

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To Remove a Button From the Toolbar
Using the Mouse:

1. In the required toolbar, click 2. Choose Add or Remove Buttons 3. Click on the button to be removed from the toolbar Click way from the More Buttons list

To Display Other Built-in Toolbars
Using the Mouse:

1. Click the right mouse button on a toolbar A list of the available toolbars display. 2. Select the required toolbar
Using the Menu:

1. Choose View, Toolbars 3. Select the required toolbar

To Remove a Built-in Toolbar
Using the Mouse:

1. Click the right mouse button on a toolbar 2. Click on the toolbar name no longer required
Using the Menu:

1. Choose View, Toolbars 2. Select the toolbar name no longer required

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Microsoft Word Essential

Notes

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Chapter 3 Understanding the Basics of Word

Topics
The following are covered in this chapter: Understanding the Word Processing Concept Launching Word 2003 Exploring the Word Window layout Using Word Default Settings Creating Documents Understanding File Operations Creating a New Document Using Click and Type Exiting Word 2000

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Microsoft Word Essential

Understanding the Word Processing Concept
All word processing packages allow the user to create, edit, store, and print text and graphic based documents. Word processors are considered by some users as ‘sophisticated’ typewriters, however, they are much more flexible and powerful than this. After a document’s completion, additional text can be inserted or characters directly overtyped. The user can move or duplicate sections of text within a single document, or even from one document to another.

Documents can be saved to disk for future use which eliminates the need for retyping. Spelling and grammar checking facilities allow the user to check for errors, therefore improving the accuracy and speed of producing documents. Text is easily and quickly formatted thus enhancing the overall appearance of the document.

Launching Word 2003
Word 2003 can be launched from the Start button or depending on the user’s Windows set-up, directly from the Desktop. Launching an application means the application runs in its own window. Each time Word 2003 is launched a new blank document is automatically created.

To Launch Word 2003 from the Start Button
Using the Mouse:

1. In the Taskbar, click The Start menu displays. 2. Point to Programs The Programs list displays the available applications. 3. Choose Microsoft Office Word 2003 or If Word has been installed in a different location, choose the appropriate location

To Launch Microsoft Office Word 2003 from the Desktop
Using the Mouse:

1.

In the Desktop, double-click Office Word 2003 launches after a few seconds.

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Exploring the Word Window Layout
When Word is started, a new blank document appears on the screen automatically. The document name, Document1, is displayed on the document Title bar. Each new document created in Word is given a temporary name, which is sequentially numbered, e.g. Document2, Document3 and so on. These names are temporary until the user saves the document giving it a meaningful name.

Titl B M B T lb

T kP

St t

B

In the document, a flashing insertion point indicates where the text will appear when typed.

Window Element
Title bar

Description
The Title bar identifies the name of the current window or application and the name of the document being processed.

Menu bar Docked toolbars

The Menu bar displays a list of menu commands. Toolbars are a form of Shortcut menu. They allow the user to carry out some of the most commonly used functions quickly.

View buttons Status bar

Allows the user to view the document in different view modes. The Status bar provides information about the active document. It displays information regarding a toolbar button, an operation in progress, the location of the insertion point, page number and section number.

Ruler bar

Allows the user to set tabs, margins and other options to scale.

Using Word Default Settings
Word has various automatic features that make everyday tasks easier to perform. These features Page 16

Microsoft Word Essential
automatically operate within a document unless they are switched off.

Automatic Feature
AutoFormat

Description
The AutoFormat feature is used to automatically format headings, bulleted and numbered lists, borders, numbers, symbols, etc. The following list indicates some of the AutoFormat features: Word creates a numbered list if a number followed by a full stop, hyphen, greater than sign (>) and then a space or tab is typed before text, and a bulleted list if an asterisk (*) is typed. Word places various border styles above a paragraph if the following are used: three or more hyphens produce a single line, underscores become a single thick line, equal signs produce a double line, asterisks become a dotted line, and tildes produce a single wavy line. Ordinals and fractions such as 1st and 1/4 are changed to 1st and ¼. Word formats Internet, network and e-mail addresses as hyperlinks.

AutoCorrect

Corrects accidental usage of Caps Lock, e.g. at the beginning of a sentence ‘tHESE’ would be replaced with ‘These’ and turns off Caps Lock. Changes common multiple word spelling errors, e.g. ‘int he’ would be replaced with ‘in the’. Alters common word pairs that are spelled correctly but are grammatically incorrect when used together, e.g. ‘you a’ would be replaced with ‘you’re a’.

AutoComplete

Automatically offers the user suggestions for a partially typed word or phrase, e.g. ‘February’ would be suggested if the user typed ‘febr’. To accept the suggestion, press the [Return] key. Word will automatically complete the following:

Current date, day of the week, month, the user’s name and company name, AutoText entries. Automatic Spelling Checker Checks the spelling of words as they are typed and marks incorrect or unknown words with a wavy red line. If the user clicks on the incorrect word with the right mouse button, Word offers suggestions for corrections. Checks for grammar errors as the user types, marking any errors with a wavy green line. The automatic grammar checker offers suggestions for correction when the user clicks the right mouse button on the marked text. Summarise key points in a document. Word analyses the documents

Automatic Grammar Checker

Auto Summarise

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statistically and linguistically to determine the most important sentences and produces a custom summary based on this analysis.

To Turn Off Default Settings
Using the Menu:

1. Choose Tools, Options The Options dialogue box displays. 2. 3. 4. Choose the required tab Choose the required feature Choose OK

Creating Documents
When typing, text appears at the insertion point. Word automatically wraps text onto the next line when reaching the right margin. Therefore, there is no need to press the [Return] key to move to the beginning of the next line. The [Return] key is used to manually move to a new line or paragraph.

Creating E-mail
Take advantage of formatting features when word is used as an editor in creating E-mail. Features will include Autocorrect, Autoformat, Signatures, Automatic spelling and grammar checking, Automatic Bullets and Numbering , Table, Conversion of e-mail names and Internet addresses.

To Create E-mail
Using the Menu:

1. Choose File, New The Task Pane displays. 2. In the New Document task pane, under New, click E-mail message. 3. Enter recipient names in the To and Cc Enter Subject heading. 4. Enter the message in the document 5. Click Send.

Email Settings
Set custom options in email so that the signature are set in all the messages or add background using Page 18

Microsoft Word Essential
personal stationary.

Using the Menu:

1. Choose Tools, Options 2. Click General Tab. 3. Click Email Options.

Enter Signature H

4. Add the required signature needed for the messages. 5. Click OK.

Understanding File Operations
Saving, closing and opening files are options which allow the user to store work, clear it from the screen, and re-open documents at a later date.

Saving a Document
Documents may be saved at any time. It is important to save work at regular intervals not just at the end of data input. When saving a document, a filename and location must be specified. There are two ways to save a document: Save and Save As. The Save As command allows the user to save a new document specifying the filename and location required. The Save command resaves an existing

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document using the filename and location specified when previously saved. Apart from being reasonably descriptive, there are a few rules governing the choice of a filename:

• •

the complete path to the file, including drive letter, server name, folder path and filenames can contain up to 255 characters. filenames cannot include a forward slash (/), backslash (\), greater than sign (>), less than sign (<), asterisk (*), question mark (?), quotation mark (“), pipe symbol (|), colon (:) or semicolon (;).

A combination of letters, numbers and spaces can be used when naming files. Word automatically selects text from the first line of text in the document and uses this as the filename unless the user types a different name.

To Save a Document
Using the Mouse:

1. In the Standard toolbar, click The Save As dialogue box displays.

2. 3.

In the File name box, type the required filename In the Save in box, click and select the area (path) to save in, e.g. (C:)

A folder list of the selected drive displays. 4. 5. In the folder list, double-click on the required folder Choose Save The filename assigned to the document displays in the Title bar.
Using the Menu:

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Microsoft Word Essential 1. Choose File, Save As The Save As dialogue box displays. Follow steps 2 to 5 as mouse method

To Save a Document to the Favorites Folder
Using the Mouse:

1. In the Standard toolbar, click The Save As dialogue box displays. 2. 3. 4. In the File name box, type the required filename In the Places bar, choose the Favorites folder Choose Save

To Resave an Existing Document
Using the Mouse:

1. In the Standard toolbar, click
Using the Menu:

1. Choose File, Save
Using the Keyboard:

2. Press the [Ctrl]+[S] keys
Note: When resaving a document, Word automatically saves the document with the current name with no further prompting. A blue bar flashes across the Status bar as the document is saved.

Closing a Document
When a document is complete, it can be closed. When closing, if a document has not been saved, a prompt box displays prompting the user to save the changes made.

To Close a Document
Using the Mouse:

1. In the Menu bar, click
Using the Menu

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1. Choose File, Close

Opening an Existing Document
A document that has been saved can be re-opened so that further text can be added or amendments made. Before a document can be opened, the location it was saved in must be specified. In the Open dialogue box, the Places bar can be used to quickly get to folders and locations used most often. Choosing ‘History’ in the Places bar allows the user to see the last 20-50 documents and folders worked with. To quickly return to the folder recently visited, click in the Open dialogue box.

To Open an Existing Document
Using the Mouse:

1. In the Standard toolbar, click The Open dialogue box displays. In the Look in box, click and select the area (path) required, e.g. (C:)

A folder list of the selected drive displays. 2. In the folder list, double-click on the folder required or In the Places bar, select the required folder 3. 4. Select the filename required Choose Open

Using the Menu:

1. Choose File, Open 2. Follow steps 2 to 5 as mouse method

Note: Word lists the last four documents used at the bottom of the File menu. To open one of these documents, simply select the filename from the list.

To Open Several Documents at Once
Using the Menu:

1. In the Standard toolbar, click The Open dialogue box displays. 2. Open the folder that contains the required documents

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Microsoft Word Essential To select non-adjacent files, click on the name of the file, hold down the [Ctrl] key and click on the name of each additional file to open or To select adjacent files, click on the name of the first file in the sequence, hold down the [Shift] key and click on the name of the last file in the sequence If a document is accidentally selected, to cancel the selection, hold down the [Ctrl] key and click on the filename again. 3. Choose Open

Using the Menu:

1.

Choose File, Open Follow steps 2-3 as mouse method

To Add a Folder or File Shortcut to the Favorites Folder
Using the Mouse:

1. In the Standard toolbar, click The Open dialogue box displays. 2. 3. 4. In the Look in box, click and select the drive that contains the file or folder to create a shortcut for In the folder list, select the file or folder required In the dialogue box, choose Tools, Add to Favorites

Note: To open a document that has been added to the Favorites folder, in the Open dialogue box choose the ‘Favorites’ folder in the Places bar and then double-click on the shortcut to the file/folder required.

Creating a New Document
Every time a new document is created, a specific Template is used to establish specific formats, margins, paper size, font type and character size. There are several different templates available in Word, ranging from blank templates to templates that allow the user to create faxes, memos and brochures. When a template is selected, Word automatically creates a new document based on the selected template.

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To Create a New Document
Using the Mouse:

1. In the Standard toolbar, click
Note: Using the mouse method, Word will automatically produce a new document based on the ‘Blank Document’ template.

Using the Menu:

1. Choose File, New The New Task Pane box displays. 2. Choose Template , on my computer… Choose the required template tab, e.g. Letters & Faxes

3.

Choose the template required, e.g. Letters & Faxes, Professional Fax A sample of the selected template displays in the ‘Preview’ box.

4.

Choose OK

Using Click and Type
Click and Type allows the user to quickly insert text, graphics, tables and other items in a blank area of a document. By double-clicking the I-beam in a blank area, Click and Type automatically applies formatting features, e.g. inserting blank paragraphs, tab stops, indents, paragraph alignment and text wrapping. As the I- beam is moved around the blank area the user is able to see the formatting features that will be applied when using Click and Type. indicates that any text typed now would be centred. The Click and Type feature is only available in

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Microsoft Word Essential
Print Layout view and Web Layout view. The Click and Type feature is automatically switched on in Word. The user may switch the feature off if required.

To Use Click and Type
Using the Mouse:

1. Position the I-beam in the required blank area The I-beam displays the formatting that will be applied to the typed text. 2. Double-click the left mouse button 3. Type the required text

To Turn Click and Type Off/On
Using the Menu:

1. Choose Tools, Options The Options dialogue box displays. 2. Choose the Edit tab 3. Choose Enable click and type 4. Choose OK
Note: A tick or a cross in an option box indicates that the option is On.

Exiting Word
Once the user has finished with Word they can exit the application. On closing Word, any open documents will be closed.

To Exit Word
Using the Mouse:

1. In the Word window Title bar, click
Using the Menu:

2. Choose File, Exit

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Notes

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Microsoft Word Essential

Chapter 4 Revising Text and Printing

Topics
The following are covered in this chapter: Moving Around a Document Browsing a Document Selecting Text Editing Text Deleting Text Using Undo/Redo Moving Text Copying Text Collecting and Pasting Multiple Items Printing

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Moving Around a Document
Being able to move around a document efficiently is very important when considering any changes to text.

To Move the Insertion Point
Using the Mouse:

1. Click onto the text in the document

Using the Keyboard:

Keystrokes [ [ ] ] ] ]

Action
Left one character Right one character Right one word Left one word Beginning of line End of line Up one line Down one line Up one paragraph Down one paragraph Top of screen Bottom of screen Beginning of document End of document Previous page Next page Previous revision

[Ctrl]+[ [Ctrl]+[ [Home] [End] [ ] [ ]

[Ctrl]+[ ] [Ctrl]+[ ] [Page Up] [Page Down] [Ctrl]+[Home] [Ctrl]+[End] [Ctrl]+[Page Up] [Ctrl]+[Page Down] [Shift]+[F5]

Browsing a Document
Text not displayed in the current window can be viewed using the Scroll bars. When using the Scroll bars, it is important to note that the insertion point does not move, it remains at the current location. This is because the insertion point has not been physically moved to a new location.

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Microsoft Word Essential

To Use the Horizontal and Vertical Scroll bars
Scroll Button
Click Click Click above the Scroll box Click below the Scroll box Click and drag the Scroll box Click Click

Action
Scroll up one line Scroll down one line Scroll up one screen Scroll down one screen Scroll to a specific page Scroll left Scroll right

Note: Whilst dragging the Scroll box on the Horizontal Scroll bar, a Scroll tip displays the page number and text the user is scrolling through.

Using the Navigator Buttons:
Button
Click Click

Displays
Next page Previous page

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Using the Select Browse Object
Word treats specific parts of a document as objects, e.g. pages, tables, charts, etc. The Select Browse Object option enables the user to choose a particular object type for browsing purposes, thus enabling them to move quickly and easily through a document.

To Select a Browse Object
Using the Mouse:

1. In the Scroll bar, click The Select Browse Object box displays.

2.

Position the mouse pointer on a Browse button A description of the Browse button’s function displays at the bottom of the ‘Select Browse Object’ box.

3.

Click on the required Browse button The browser will automatically move the user to the next occurrence of the object type chosen.

4.

Click or Click

to move to the next occurrence

to move to the previous occurrence

Using Go To
The Go To facility allows the user to move to a specific location within the document.

To Use Go To
Using the Mouse:

1. In the Scroll bar, click The Select Browse Object box displays. 2. In the Select Browse Object box, click The Find and Replace dialogue box displays.
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Microsoft Word Essential 3. 4. 5. In the Go to what box, select the location type to move to In the Enter box, type the reference required Choose Go To or Choose Next to go to the next location or Choose Previous to go to the previous location The insertion point moves to the requested location. 6. Choose Close

Using the Menu:

1. Choose Edit, Go To The Find and Replace dialogue box displays. 2. Follow steps 3 to 6 as mouse method

Selecting Text
Selecting text enables the user to highlight or define areas of a document which need editing. Selecting can also be used in combination with other Word features. Selected text displays as white text on a black background.

To Select Text
Using the Mouse:

To Select
A word A sentence A paragraph Select text

Action
Double-click on a word Press the [Ctrl] key and click anywhere in a sentence Triple click the insertion point anywhere in a paragraph

Click and drag the mouse over the text to be selected

To Cancel a Selection
Using the Mouse:

1. Click away from the selected text

Selecting Text Using the Selection Area
The far left hand side of the Document window is known as the Selection Area. When the mouse moves into the Selection Area it becomes a right facing arrow, which allows the user to quickly select lines of

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text. Clicking and dragging the mouse upwards or downwards in the Selection Area will select any text adjacent to the arrow.

To Select Text using the Selection Area
Using the Mouse:

Action
Click Double-click Click and drag upwards or downwards Triple-click

Selection
The adjacent line of text is selected The paragraph of text is selected Selects multiple lines of text

Selects the entire document

Using the Keyboard:

Action [Shift]+[ [Shift]+[ ] ] ] ]

Selection
One character to the right One character to the left To the end of a word To the beginning of a word To the end of a line To the beginning of a line One line down One line up To the end of a paragraph To the beginning of a paragraph One screen up One screen down To the beginning of the document To the bottom of document To the end of the window

[Shift]+[Ctrl]+[ [Shift]+[Ctrl]+[ [Shift]+[End] [Shift]+[Home] [Shift]+[ ] [Shift]+[ ]

[Shift]+[Ctrl]+[ ] [Shift]+[Ctrl]+[ ] [Shift]+[Page Up] [Shift]+[Page Down] [Shift]+[Ctrl]+[Home] [Shift]+[Ctrl]+[End] [Alt]+[Ctrl]+[Shift]+ [Page Down] [Ctrl]+[A]

The entire document

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Microsoft Word Essential

Extending a Selection
Selection areas can be extended or reduced in size using the [F8] key and the arrow keys.

To Extend a Selection
Using the Keyboard:

1. Press the [F8] key The word ‘EXT’ display in the Status bar. 2. Press the required arrow key to extend the selection 3. Press the [Esc] key to stop extending the selection

To Reduce the Selection Area
Using the Keyboard:

1. Press the [Shift]+[F8] keys The selected area is reduced. 2. Press the [Shift]+[F8] keys until the selection area is at the correct size

Editing Text
Text can be edited by inserting or overtyping characters at any point within a document. When typing, text is inserted to the left of the insertion point and any existing text on that line is pushed along to the right and down in the document. Overtype mode allows the user to replace existing text. By default, Word is in Insert mode.

To Insert Text
Using the Mouse:

1. Position the insertion point 2. Type the required text

To Overtype Text
Using the Mouse:

1. Position the insertion point 2. In the Status bar, double-click on OVR

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Overtype mode is switched on. 3. Type the required text The new text replaces the old text character for character.

To Return to Insert Mode
Using the Mouse:

1. In the Status bar, double-click on OVR Overtype mode is switched off.

Deleting Text
Pressing the [Backspace] key removes text to the left of the insertion point, while pressing the [Delete] key removes text to the right of the insertion point. Each time the [Backspace] key or the [Delete] key is pressed a single character is deleted. Large selections of text can be deleted using the [Backspace] or [Delete] keys.

To Backspace Text
Using the Mouse:

1. Position the insertion point 2. Press the [Backspace] key

To Delete Text
Using the Mouse:

1. Position the insertion point at the beginning of the text to be deleted 2. Press the [Delete] key

To Delete a Selection of Text
Using the Mouse:

1. Select the text to be deleted 2. Press the [Delete] key or Press the [Backspace] key

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Microsoft Word Essential

Using Undo/Redo
Word keeps track of all the editing or formatting changes that are made in the current document. If a mistake is made, Word allows the user to Undo/Redo that action or command. Undo reverses the last action. Each click of the Undo button reverses one or more actions. Redo reverses the last Undo command. By clicking on the arrow to the right of the Undo and Reverse buttons, a list displays all actions the user has carried out. When undoing an action using this method, all actions above the chosen action are undone.

To Undo an Action
Using the Mouse:

1. . In the Standard toolbar, click The last action is reversed.
Using the Menu:

2. Choose Edit, Undo “Action”

To Redo an Action
Using the Mouse:

1. In the Standard toolbar, click The last action of the undo command is reversed.
Using the Menu:

1. Choose Edit, Redo “Action”

Moving Text
Text can be easily moved from one location to another, and if required, from one document to another document using the Cut and Paste features.

To Move Text
Using the Mouse:

1. Select the text to move 2. In the Standard toolbar, click The text is removed from the document. 3. Position the insertion point where the text is to be inserted

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4. In the Standard toolbar, click
Using the Menu:

1. Select the text to move 2. Choose Edit, Cut or Click the right mouse button on the selected text, choose Cut 3. Position the insertion point where the text is to be inserted 4. Choose Edit, Paste or Click the right mouse button, choose Paste

Moving Text Using the Drag and Drop Feature
Text can be move to another location using Drag and Drop. This method allows the user to drag the selected text to the required location using the mouse.

To Move Text Using Drag and Drop
Using the Mouse:

1. Select the text to move 2. Position the mouse over the selected text The mouse pointer changes to a left pointing arrow. 3. Click and drag the text to a new location As the text is dragged, a grey shaded insertion point appears to the left of the arrow. This insertion point indicates where the text will be placed on release of the mouse button. 4. Release the mouse button

Copying Text
Copying is used to duplicate text in one part of a document to another part of the same document or into a new document. When using the Copy command, Word allows the user to paste the copied text as many times as required.

To Copy Text
Using the Mouse:

1. Select the text to copy

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Microsoft Word Essential 2. In the Standard toolbar, click 3. Position the insertion point where the text is to be inserted 4. In the Standard toolbar, click 5. Repeat steps 3 and 4 for more copies
Note: The copied text can be pasted as many times as required until another item or piece of text is selected and copied.

Using the Menu:

1. Select the text to copy 2. Choose Edit, Copy or Click the right mouse button on the selected text, choose Copy 3. Position the insertion point 4. Choose Edit, Paste or Click the right mouse button, choose Paste

Copying Text Using the Drag and Drop Feature
Text can be copied to another location using Drag and Drop.

To Copy Using Drag and Drop
Using the Mouse:

1. Select the text to copy 2. Position the mouse over the selected text 3. Press the [Ctrl] key and click and drag the text to a new location The mouse pointer has an additional box containing a plus sign attached to it indicating that the text is being copied not cut. 4. Position the insertion point where the text is to be inserted 5. Release the mouse button 6. Release the [Ctrl] key
Note: After positioning the copied text using drag and drop, the mouse must be released first then the [Ctrl] key otherwise the text will be moved not copied.

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Collecting and Pasting Multiple Items
The Clipboard toolbar can be used to collect and paste multiple items. It allows the user to copy multiple items between Microsoft Office applications, e.g. the user can copy text in a Word document, switch to Excel and copy a drawing object, switch to PowerPoint and copy a bulleted list, switch to Access and copy a datasheet, and then switch back to Word and paste the collection of items. The ‘Edit, Paste’ menu commands and the Paste button in the Standard toolbar, only paste the contents of the last item copied. To paste multiple items the buttons in the Clipboard toolbar must be used.

Clipboard

The Clipboard toolbar automatically displays when the user: • • • cuts or copies two different items consecutively in the same application copies one item, pastes the item, and then copies another item in the same application copies one item twice in succession

The Clipboard can hold up to 24 items. When its full, a message displays prompting the user that copying the item will add it to the end and discard the first item from the Clipboard. To view the first fifty characters of text in an item or view an item label in the Clipboard toolbar, rest the mouse pointer on the item’s icon. Note: If the Clipboard toolbar is closed three times consecutively without pasting any of its items, the toolbar will no longer appear automatically. To redisplay the toolbar, click the right mouse button on a toolbar, choose Clipboard. The count is reset and the toolbar will automatically appear again.

To Collect and Paste Multiple Items
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Microsoft Word Essential
Using the Mouse:

1. Select the first item to copy 2. In the Standard or Clipboard toolbar, click 3. If the next item to copy is in another Office application, switch to that application 4. Select the next item to copy 5. In the Standard or Clipboard toolbar, click 6. Repeat steps 3 to 5 for each item required 7. Position the insertion point where the copied items are to pasted 8. In the Clipboard toolbar, click on the required item’s icon or In the Clipboard toolbar, click to paste all items

To Clear All Items Stored in the Clipboard Toolbar
Using the Mouse

1. In the Clipboard toolbar, click All items are automatically deleted from the Clipboard toolbar.
Note: Collected items remain in the Clipboard until all open Office applications are closed.

Printing
One of the most important features of Word is its WYSIWYG (What You See Is What You Get) facility. This means that the document can be seen exactly as it will be when it is printed. In the Print dialogue box, typing the individual page numbers separated by a comma, or a page range by a dash, will print multiple pages, e.g. 1,6,9,15 or 1-15.

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To Print
Using the Mouse:

1. In the Standard toolbar, click The Print dialogue box will not display as Word automatically prints one copy of the entire document.
Using the Menu:

2. Choose File, Print The Print dialogue box displays. 3. Choose the required printing options 4. Choose OK

To Print Multiple Pages
Using the Menu:

1. Choose File, Print 2. Choose Pages 3. In the Pages box, type the page numbers to be printed 4. Choose OK

Print Preview
Before printing a document, it can be viewed using Print Preview. Print Preview displays multiple pages of a document in a reduced size. In this view, the user can check the layout of the document making editing or formatting changes before printing.

To Print Preview
Using the Mouse:

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Microsoft Word Essential 1. In the Standard toolbar, click The document displays in the Print Preview window. To view other pages whilst in Print Preview, use the Scroll bar or press the [Page Up] and [Page Down] keys.

To View Multiple Pages
Using the Mouse:

1. In the Print Preview toolbar, click 2. Click and drag over the pages to view

To Magnify the Page View
Using the Mouse:

1. In the Standard toolbar, click 2. In the Print Preview toolbar, click Only one page of the document is displayed. 3. Position the mouse pointer on the page The mouse pointer changes to a magnifying glass with a (+) sign attached to it. 4. Click the magnifying glass on the area to view The text is enlarged allowing the user to read the text. The mouse pointer changes to a magnifying glass with a (-) sign attached to it.

To Insert/Edit Text in Print Preview
Using the Mouse:

1. In the Standard toolbar, click Ensure one page is viewed. 2. Using the magnifying glass, locate the area to edit 3. In the Print Preview toolbar, click The I-beam replaces the magnifying glass. 4. Click the I-beam at the text insertion point

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5. Type the required text or Edit the required text 6. In the Print Preview toolbar, click to return to the magnifying glass

To Close Print Preview
Using the Mouse:

1. In the Print Preview toolbar, click The document is returned to its previous viewing mode.

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Microsoft Word Essential

Notes

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Chapter 5 Using Word’s Viewing Modes

Topics
The following are covered in this chapter: Using Word’s View Options Using Document Map Using Zoom

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Microsoft Word Essential

Using Word’s View Options
Word provides various ways of viewing documents. One of Word’s most important features is its WYSIWYG interface. This means that in certain views, the document can be seen exactly as it will be when it is printed. View buttons are displayed at the bottom left of the Word screen.

Word’s View Options
Normal View

Description
Used for typing, editing and formatting text. The layout of the document is simplified to allow the user to type and edit quickly. In Normal view, page margins, headers and footers, floating graphics, and backgrounds do not appear. Allows the user to create a Web page or a document that is viewed on the screen. Allows the user to see how text, graphics and other elements will be positioned on the printed page. Print Layout view is also used to edit headers and footers, adjust margins and when working with columns, tables and drawing objects. Used to look at the structure of a document, move, copy and reorganise text by dragging headings. In Outline view, a document can be collapsed to display only main headings or expanded to show the entire document. This view is also used to work with Master Documents. A Master Document makes it easier to organise and maintain a long document, e.g. a book with chapters or a multi-part report. Page boundaries, headers and footers, graphics, and backgrounds do not display in Outline view.

Web Layout View Print Layout View

Outline View

To Change the View Option
Using the Mouse:

1. Click on the required view button
Using the Menu:

1. Choose View 2. Select the required view option

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Using Document Map
Document Map is a separate pane that shows an outline of a document’s headings. Document Map is used to quickly navigate around the document keeping track of the user’s location. By clicking on a heading in the Document Map pane, the insertion point is moved to the chosen heading. Document Map is automatically displayed in Outline view. The level of detail displayed in Document Map can be customised, e.g. display all headings, show or hide details for individual headings. The font and font size can also be changed.

To Use Document Map
Using the Mouse:

1. In the Standard toolbar, click The Document window splits into two parts, the far-left being the Document Map pane, which displays the document’s headings. 2. Choose the required heading The insertion point is placed in the document at the beginning of the chosen heading. To Close the Document Map
Using the Mouse:

1. In the Standard toolbar, click

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Microsoft Word Essential To Choose the Level of Display
Using the Mouse:

1. In the Standard toolbar, click 2. Click the right mouse button in the Document Map pane A list of heading levels displays. 3. Select the required heading level 4. To collapse the subordinate headings, in the Document Map pane, click 5. To display the subordinate headings, in the Document Map pane, click 6. In the Standard toolbar, click to close the Document Map pane

Using Zoom
Zoom controls how large or small documents appear on the screen. Zoom changes the magnification for the active document. The user can ‘zoom in’ to get a close up view of a document or ‘zoom out’ to see more of the page at a reduced size.

Options 200%
100% 75% Text width Whole page Many pages Percentage

Description
Displays the document at twice its normal size. Displays the document at its normal size. The document displays at three-quarters its normal size. Enlarges or reduces the display of the document so that it fits within the left and right margins. Reduces the display so the entire page fits within the Document window. Only available within Print Layout view and Print Preview. Displays two or more pages of the document. Allows the user to enter a percentage measurement between 10 and 200 at which to view the document.

To Zoom
Using the Mouse:

1. In the Standard toolbar, click the arrow to the right of 2. Select the required zoom percentage

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Using the Mouse:

1. Choose View, Zoom The Zoom dialogue box displays. 2. Choose the required zoom option 3. Choose OK

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Microsoft Word Essential

Notes

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Chapter 6 Formatting Text

Topics
The following are covered in this chapter: Applying Character Formats Changing the Font Face and Size Using Format Painter Changing Case Showing/Hiding Markers

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Microsoft Word Essential

Applying Character Formats
Formatting features enable the user to make documents look more attractive. One way of enhancing text in a document is to apply font formatting to it. Formatting can be applied to existing text once selected or to text as it is being typed.

The Formatting Toolbar
By using the buttons on the Formatting toolbar the user can apply the most commonly used formats. The first click on many of the formatting buttons turns the format on, the second click turns the format feature off.

To Underline Text as it is Typed
Using the Mouse:

1. In the Formatting toolbar, click 2. Type the required text 3. In the Formatting toolbar, click
Using the Keyboard:

to turn underline on

to turn underline off

1. Press the [Ctrl]+[U] keys to turn underline on 2. Type the required text 3. Press the [Ctrl]+[U] keys to turn underline off To Embolden Text as it is Typed
Using the Mouse:

1. In the Formatting toolbar, click 2. Type the required text 3. In the Formatting toolbar, click
Using the Keyboard:

to turn bold on

to turn bold off

1. Press the [Ctrl]+[B] keys to turn bold on 2. Type the required text 3. Press the [Ctrl]+[B] keys to turn bold off

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To Italicise Text as it is Typed
Using the Mouse:

1. In the Formatting toolbar, click 2. Type the required text 3. In the Formatting toolbar, click
Using the Keyboard:

to turn italics on

to turn italics off

1. Press the [Ctrl]+[I] keys to turn italics on 2. Type the required text 3. Press the [Ctrl]+[I] keys to turn italics off

To Format Text that is Already Typed
Using the Mouse:

1. Select the text to format 2. In the Formatting toolbar, click the required button 3. Click away from the selected text The formatting is applied only to the selected text.
Using the Keyboard:

1. Select the required text to format 2. Press the required key combination, e.g. [Ctrl]+[B] 3. Click away from the selected text

Changing the Font Face and Size
The term Font refers to the design of the typeface. The current font is displayed in the Formatting toolbar. A combination of different appearances and sizes can be applied to existing text or as text is typed. Text can also be coloured or highlighted to enhance it further. Highlighting text is the equivalent to using a marker pen.

To Apply a Font Face and Font Size
Using the Mouse:

1. In the Formatting toolbar, click the arrow to the right of A font listing of all the font faces available is displayed. 2. Select the required font face from the list The chosen font is applied at the insertion point or to the selected text. 3. In the Formatting toolbar, click the arrow to the right of

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Microsoft Word Essential A list of font sizes relating to the chosen font displays. 4. Select the required font size The font size is applied at the insertion point or to the selected text.
Using the Menu:

1. Choose Format, Font or Click the right mouse button in the required area, choose Font The Font dialogue box displays.

2. In the Font box, select the required font 3. In the Size box, select the required font size The chosen font and font size displays in the ‘Preview’ box. The font style, e.g. bold, can also be selected if required from the ‘Font style’ box. 4. Choose OK
Note: When formatting an existing word, the word does not need to be selected. Position the insertion point anywhere in the word and apply the font formatting required. Word automatically formats the whole word surrounding the insertion point.

To Change the Text Colour
Using the Mouse:

1. In the Formatting toolbar, click the arrow to the right of A Font Colour palette displays. 2. Select the required colour from the colour palette

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or In the Font Colour palette, click More Colors The Colors dialogue box displays. 3. Choose the Standard tab and select the required colour 4. Choose OK to close the Colors dialogue box The chosen colour is applied at the insertion point or to the selected text.
Using the Menu:

1. Choose Format, Font or Click the right mouse button in the required area, choose Font 2. In the Font color box, click The Font Colour palette displays. 3. Select the required colour from the palette or In the colour palette, click More Colors The Colors dialogue box displays. 4. Choose the Standard tab and select the required colour 5. Choose OK to close the Colors dialogue box 6. Choose OK To Highlight Text
Using the Mouse:

1. In the Formatting toolbar, click the arrow to the right of The Highlight palette displays. 2. Select the required highlight colour 3. Click and drag over the required text Note: If the user selects text then chooses the required highlight colour, the highlight will automatically be applied to the selected text. To Remove Highlight from Text
Using the Mouse:

1. Select the highlighted text 2. In the Formatting toolbar, click the arrow to the right of

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Microsoft Word Essential 3. Choose None Note: If using a black and white printer, highlighted text will print with a grey shading behind it. To Set Default Formats
Using the Menu:

1. Choose Format, Font The Font dialogue box displays. 2. Select the required formatting options 3. Choose Default A confirmation message displays. 4. Choose Yes All new documents created will contain the chosen formats.

Using Format Painter
Format Painter allows the user to quickly apply the same formatting features from a paragraph or selected text to other text throughout the document. The Format Painter button copies the formats and ‘paints’ them onto selected text.

To Use Format Painter
Using the Mouse:

1. Select the paragraph including the paragraph mark containing the formats to copy or Select the text containing the formats to copy 2. In the Standard toolbar, click The mouse pointer changes to a paintbrush with an I-beam attached to it. 3. Select the paragraph to apply the formats to or Select the text to apply the formats to The Format Painter option is automatically turned off once the formats have been applied.
Note: To copy the selected formats to several pieces of text, double-click the Format Painter button, then select the text to apply the formats to. To turn the Format Painter off, double-click the Format Painter button.

Changing Case
The Change Case feature changes the case of the selected text. There are five choices available. Page 55

Option
Sentence case Lowercase UPPERCASE Title Case tOGGLE cASE

Description
Capitalises the first letter of the first word in the selected text. Changes all selected text to lowercase. Changes all selected text to capital letters. Capitalises the first letter of each word in the selection. In selected text, changes all uppercase letters to lowercase and all lowercase letters to uppercase.

To Change the Case
Using the Menu:

1. Select the required text to change 2. Choose Format, Change Case The Change Case dialogue box displays.

3. 4.

Choose the required case format Choose OK

Showing/Hiding Markers
The Show/Hide button on the Standard toolbar allows the user to display non-printing characters such as tab stops, paragraph markers, spaces and hidden text.

To Show/Hide Markers
Using the Mouse:

1. In the Standard toolbar, click

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Microsoft Word Essential

Notes

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Chapter 7 Assigning Paragraph Formats

Topics
The following are covered in this chapter: Applying Paragraph Alignments Using Indentation Using Line Spacing Applying Bullets and Numbering

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Microsoft Word Essential

Applying Paragraph Alignments
Text can be aligned within the left and right margins in a number of ways. The default alignment is left, where the text is flush with the left margin and has a ragged right edge. The alignment chosen affects the paragraph or line of text the insertion point is positioned in. To format several paragraphs at the same time, the paragraphs first need to be selected. The Formatting toolbar displays the different alignment options available.

Alignment options
Left

Description
Aligns selected text and paragraphs to the left margin. This is the default alignment.

Centre

Aligns the selected text and paragraphs between the left and right margins.

Right Justify

Aligns selected text and paragraphs relative to the right margin. Aligns selected text and paragraphs to both the left and right margins, giving straight edges to the text.

To Align Text
Using the Mouse:

1. Position the insertion point within the paragraph to align or 2. Select the text or paragraphs to align 3. In the Formatting toolbar, select the required alignment button
Using the Menu:

1. Follow step 1 as mouse method 2. Choose Format, Paragraph or Click the right mouse button in the required paragraph or selected area, choose Paragraph The Paragraph dialogue box displays.

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3. In the Alignment box, click 4. Select the required alignment option 5. Choose OK
Using the Keyboard:

1. Follow step 1 as mouse method 2. Press the appropriate key combination as indicated below Keys [Ctrl]+[L] [Ctrl]+[R] [Ctrl]+[E] [Ctrl]+[J] Alignment
Left align Right align Centre align Justify

Using Indentation
Indentation changes the distance between the text and the left and right margins and is controlled by indentation markers. Paragraphs normally run from the left margin to the right margin. As text is entered, it expands along the line until it reaches the right margin and then it automatically wraps to the next line unless the [Return] key is pressed.

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Microsoft Word Essential
If text is to start away from the left margin, the indentation markers are moved to another position using a combination of menus, buttons and the Ruler bar. The Indentation buttons located on the Formatting toolbar will automatically increase or decrease the indented paragraphs by 1.27 cm each time an indent button is chosen, which is Word’s default setting. If the user requires an indent that is larger or smaller than 1.27 cm, they can specify the exact measurement in the menu.

Types of indentation
Left

Description
Indents a paragraph from the left margin to a measurement specified by the user or by the default measurement. A negative measurement can be used to align text outside the left margin.

Right

Indents a paragraph from the right margin to a measurement specified by the user or by the default measurement. A negative measurement can be used to align text outside the right margin.

First line Hanging

Indents only the first line of text in a paragraph. Indents all but the first line of text in a paragraph.

To Use Default Indents
Using the Mouse:

1. Position the insertion point 2. In the Formatting toolbar, click or In the Formatting toolbar, click To Set a Left Indent
Using the Menu:

to indent the paragraph by 1.27 cm

to decrease the paragraph by 1.27 cm

1. Position the insertion point 2. Choose Format, Paragraph or Click the right mouse button in the paragraph required, choose Paragraph The Paragraph dialogue box displays. 3. Choose the Indents and Spacing tab 4. In the Left box, triple-click on the measurement 5. Type the required left indent measurement 6. Choose OK The paragraph is indented from the left margin to the specified
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measurement. To Create a First Line Indent
Using the Menu:

1. Position the insertion point 2. Choose Format, Paragraph or Click the right mouse button in the paragraph required, choose Paragraph The Paragraph dialogue box displays. 3. Choose the Indents and Spacing tab 4. In the Special box, click and choose First line

5. In the By box, type the required measurement 6. Choose OK The first line of text in the paragraph is indented.

Setting Indents Using the Ruler Bar
When an indent is set using the Indentation buttons or the Paragraph option in the Format menu, the Ruler bar reflects the type of indent and measurement set.

First line and Hanging indents can also be set by selecting the required indent marker from the Tab/Indent button and clicking on the Ruler bar at the required indent location.

To Set Indents Using the Ruler Bar
Using the Mouse:

1. Position the insertion point 2. In the Ruler bar, click and drag the indent marker to the required measurement 3. Release the mouse button
Note: Press the [Alt] key whilst dragging the indent marker along the Ruler bar to improve accuracy when setting indents. The Ruler bar displays the indent measurement.

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Microsoft Word Essential

To Set a Hanging Indent or First Line Indent Using the Ruler Bar
Using the Mouse:

1. Position the insertion point 2. Click the Tab/Indent button until the required indent marker displays 3. In the Ruler bar, click on the required indent measurement

Using Line Spacing
Line Spacing determines the amount of vertical space between lines of text. Word uses single line spacing by default. The line spacing will affect all lines of text in selected paragraphs or the paragraph that contains the insertion point. There are seven line spacing options to choose from:

Option
Single

Result
Accommodates the largest font in the line and adds extra space depending on the chosen font.

1.5 lines

Line spacing for each line that is one-and-one half times that of single line spacing.

Double At least

Line spacing for each line that is twice that of single line spacing. The minimum line spacing that Word can adjust to accommodate larger font sizes and graphics.

Exactly

Fixed line spacing that Word does not adjust, making all lines evenly spaced.

Multiple

Increase or decrease by a percentage specified by the user, e.g. 1.5 would increase the spacing by 50%, 1.8 by 80%. The default is 3.

At

The amount of line spacing the user specifies. This option is available only if ‘At least’, ‘Exactly or Multiple’ is selected.

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To Change Line Spacing
Using the Menu:

1. Position the insertion point 2. Choose Format, Paragraph or Click the right mouse button in the paragraph required, choose Paragraph The Paragraph dialogue box displays. 3. Choose the Indents and Spacing tab 4. In the Line spacing box, click 5. Select the required line spacing 6. Choose OK
Using the Keyboard:

Keys [Ctrl]+[2] [Ctrl+[5] [Ctrl]+[1]

Line Spacing Double-line spacing
One and a half line spacing Single line spacing

Applying Bullets and Numbering
The Bullets and Numbering feature adds automated numbers or bullets (symbols) and applies consistent text format to all paragraphs in a list. Bullet sizes, shapes and numbering formats can be subsequently changed, or the format removed. Bullets and numbering can be added to existing text or applied as text is typed.

To Create a Bullet List
Using the Mouse:

1. Position the insertion point 2. In the Formatting toolbar, click Word automatically inserts a default bullet symbol and indents the insertion point or typed text if applied to existing text.
Using the Menu:

1. Position the insertion point

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Microsoft Word Essential 2. Choose Format, Bullets and Numbering or Click the right mouse button in the paragraph required, choose Bullets and Numbering The Bullets and Numbering dialogue box displays.

3. Choose the Bulleted tab 4. Choose the required bullet style Choose OK To Customise a Bullet
Using the Menu:

1. Position the insertion point 2. Choose Format, Bullets and Numbering or Click the right mouse button in the paragraph required, choose Bullets and Numbering The Bullets and Numbering dialogue box displays. 3. Choose the Bulleted tab 4. Click on the required bullet style 5. Choose Customize The Customize Bulleted List dialogue box displays.

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6. In the Bullet character box, choose the bullet style to be replaced 7. Choose Bullet The Symbol dialogue box displays. 8. In the Font box, click 9. Select the required typeface, e.g. Wingdings 10. Choose the required symbol for the bullet and choose OK 11. In the Bullet position section, triple-click in the Indent at box 12. Type a measurement for the bullet position 13. In the Text position section, triple-click in the Indent at box 14. Type an indent measurement for the distance between the end of the bullet and the start of the text 15. Choose OK To Turn Bullets Off
Using the Mouse:

1. Position the insertion point 2. In the Formatting toolbar, click
Using the Menu:

1. Position the insertion point 2. Choose Format, Bullets and Numbering or Click the right mouse button in the paragraph required, choose Bullets and Numbering 3. Choose the Bulleted tab 4. Choose None and choose OK To Create a Numbered List
Using the Mouse:

1. Position the insertion point 2. In the Formatting toolbar, click Word automatically inserts a number and indents the insertion point.
Using the Menu:

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Microsoft Word Essential 1. Position the insertion point 2. Choose Format, Bullets and Numbering or Click the right mouse button in the paragraph required, choose Bullets and Numbering The Bullets and Numbering box displays. 3. Choose the Numbered tab 4. Choose the required numbering style 5. Choose OK To Turn Off Numbering
Using the Mouse:

1. Position the insertion point 2. In the Formatting toolbar, click
Using the Menu:

1. Position the insertion point 2. Choose Format, Bullets and Numbering or Click the right mouse button in the paragraph required, choose Bullets and Numbering 3. Choose the Numbered tab 4. Choose None and choose OK To Customise a Number
Using the Menu:

1. Position the insertion point 2. Choose Format, Bullets and Numbering or Click the right mouse button in the paragraph required, choose Bullets and Numbering The Bullets and Numbering box displays. 3. Choose the Numbered tab 4. Choose Customize

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The Customize Numbered List dialogue box displays.

5. In Number style box, click A list of numbering styles displays. 6. Select the required numbering style 7. Double-click in the Start at box and type the required starting number 8. Choose OK To Renumber a Numbered List
Using the Menu:

1. Position the insertion point in the numbered list 2. Choose Format, Bullets and Numbering or Click the right mouse button in the numbered list, choose Bullets and Numbering 3. Choose the Numbered tab 4. Choose Restart numbering 5. Choose OK

Automatic Bullet and Numbering Lists
One of Word’s AutoFormat options creates bullets and numbering lists automatically when the user types certain characters at the beginning of a paragraph or line of text.

To Create an Automatic Bullet List
Using the Keyboard:

1. Position the insertion point 2. Type an asterisk (*) at the beginning of the paragraph 3. Press the [Spacebar] key

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Microsoft Word Essential or Press the [Tab] key 4. Type the required paragraph or line of text 5. Press the [Return] key Word automatically converts the typed text to a bulleted list. To Create an Automatic Numbering List
Using the Keyboard:

1. Position the insertion point 2. Type a number followed by a fullstop, e.g. 2. 3. Press the [Spacebar] key or Press the [Tab] key 4. Type the required paragraph or line of text, press the [Return] key Word automatically converts the typed text to a numbered list. Appropriate spacing is automatically set between the typed number and the text. To Turn Off an Automatic Bulleted or Numbered List
Using the Menu:

1. Choose Tools, AutoCorrect The AutoCorrect dialogue box displays. 2. Choose the AutoFormat As You Type tab 3. Choose Automatic bulleted lists or Choose Automatic numbered lists 4. Choose OK

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Notes

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Microsoft Word Essential

Chapter 8 Applying Page Layouts

Topics
The following are covered in this chapter: Setting Margins Setting the Paper Size and Orientation Inserting Section Breaks Using Page Breaks and Pagination Inserting Headers and Footers Inserting Page Numbers

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Setting Margins
Margins determine the overall width of the document’s text entry area. The margin area is the white space between the edge of the paper and the text. When the user creates a blank document in Word, the margins are automatically set at 2.54 cm top and bottom, 3.17 cm right and left. Margin positions can be changed to affect all or part of the document.

To Set Margins
Using the Menu:

1. Choose File, Page Setup The Page Setup dialogue box displays. Margin Options
Top Bottom

Description
The distance between the top of the page and the first line of text. The distance between the bottom of the page and the last line of text on the page.

Left

The distance between the left edge of the page and the left edge of unindented lines.

Right

The distance between the right edge of the page and the right end of a line with no right indent.

Gutter

Adds extra space to the side or top margin. This is useful if the document is being bound, as it ensures that the binding does not obscure text.

Mirror Margins

Ensures that the inside and outside margins of a document that will be printed on both sides are the same.

2 Pages per sheet Apply to

Divides the document into two pages. Specifies the area of the document the user applies the changes to: ‘This section’ changes the setting just for the section the insertion point is in. This option is only available if the document consists of more than one section. ‘Whole document’ applies the margins to every page in the document. ‘This point forward’ changes the margin settings from the insertion point onwards.

2. Select the Margins tab 3. Triple-click in the required margin box 4. Type the required measurement for the margin
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Microsoft Word Essential 5. Repeat steps 3 to 4 to set other margins 6. If required, in the Apply to box, select the area of the document to apply the changes to 7. Choose OK

Using the Ruler to Set or Change Margins
The Horizontal and Vertical ruler can be used to set margins in Print Layout view or Print Preview. The Horizontal ruler displays across the top of the document and is used to view and set paragraph indents, tab stops, column widths, and left and right page margin. The Vertical ruler displays down the left side of the document and is used to adjust the top and bottom page margins.

When changing the margins using the rulers, the margins affected will depend upon the number of sections the document contains and the current location of the insertion point. If the document consists of one section, the whole document will be affected. If the document consists of more than one section, only the section the insertion point is currently located in will be affected.

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To Change the Margins Using the Horizontal Ruler
Using the Mouse:

1. Position the mouse pointer on the margin boundary The mouse changes shape to a double-headed arrow .

2. Click and drag the margin boundary along the ruler to the required measurement As the margin boundary is dragged a dotted line displays in the document to guide the user. 3. Release the mouse button
Note: To specify exact margin measurements using the ruler, press the [Alt] key whilst dragging the margin boundary. The ruler displays the measurement of the margin.

To Change the Top and Bottom Margins Using the Vertical Ruler
Using the Mouse:

1. Position the mouse pointer on the top or bottom margin boundary The mouse changes to a double-headed arrow. 2. Click and drag the margin boundary up or down the ruler to the required margin measurement 3. Release the mouse button

Setting the Paper Size and Orientation
Various paper sizes and orientations can be set to suit the document being created. The orientation of a page can be Portrait or Landscape. The default orientation is Portrait. The orientation of pages can be changed for all or part of the document. The available paper sizes and orientation are dependent on the capabilities of the user’s printer.

Orientation Options
Portrait

Description
Prints the document so that the short edge of the paper is the top of the page.

Landscape

Prints the document so that the long edge of the paper is the top of the page.

To Change the Paper Size
Using the Menu:

1. Choose File, Page Setup The Page Setup dialogue box displays. 2. Choose the Paper Size tab

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Microsoft Word Essential 3. In the Paper size box, click A list of available paper sizes displays. 4. Select the required paper size 5. Choose OK To Change the Orientation
Using the Menu:

1. Choose File, Page Setup The Page Setup dialogue box displays. 2. Choose the Paper Size tab 3. In the Orientation section, choose Landscape or In the Orientation section, choose Portrait The ‘Preview’ box displays the page orientation. 4. Choose OK

Inserting Section Breaks
A Section Break is a mark that is inserted into a document to show the end of a section. A section break stores the section formatting elements, e.g. margins, page orientation, headers and footers, and sequence of page numbers applied to specific sections in a document. A section break appears as a double dotted line containing the words “Section Break” and the type of section break chosen. A new document automatically consists of one section; therefore, any page layout changes made will affect the entire document. Documents can be divided into any number of sections allowing different format changes for each section.

Types of Section Breaks
Next Page

Description
Inserts a section break at the insertion point and starts the next section at the top of the next page.

Continuous

Inserts a section break at the insertion point and starts the next section immediately.

Even Page

Inserts a section break and starts the next section on the next even numbered page.

Odd Page

Inserts a section break and starts the next section on the next odd numbered page.

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To Insert a Section Break
Using the Menu:

1. Position the insertion point 2. Choose Insert, Break The Break dialogue box displays.

3. Choose the required section break type Choose OK To Delete a Section Break
Using the Keyboard:

1. Select the section break 2. Press the [Delete] key
Note: Deleting the section break also deletes the section formatting for the text above it. The text becomes part of the next section, and assumes the formatting of that section.

Using Page Breaks and Pagination
Pagination is the process of dividing a document into pages. Word will automatically insert Soft Page Breaks in a document when there is too much text to fit on a page, allowing the text to flow onto the next page. Word takes care of Widows and Orphans when inserting soft page breaks. A widow is the last line of a paragraph that is printed by itself at the top of a page with the next lines of the paragraph printing on the next page. An orphan is the first line of a paragraph that is printed at the bottom of a page. Word automatically placed any widowed or orphaned text together, ensuring the paragraph is not split. Hard Page Breaks allow the user to force text onto the next page.

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Microsoft Word Essential To Control Windows and Orphans
Using the Menu:

1. Choose Format, Paragraph or Click the right mouse button in the required paragraph, choose Paragraph The Paragraph dialogue box displays. 2. Choose the Line and Page Breaks tab Pagination Options
Widow/Orphan control

Description
Prevents Word from printing the first line of a paragraph at the bottom, or the last line of a paragraph at the top of a page.

Keep lines together Keep with next

Prevents a page break within a paragraph. Prevents a page break between the selected paragraph and the following one.

Page break before

Inserts a hard page break before the selected paragraph.

Choose the required option Choose OK To Insert a Hard Page Break
Using the Menu:

1. Position the insertion point 2. Choose Insert, Break The Break dialogue box displays. 3. Choose Page break 4. Choose OK A dotted line with the words “Page Break” displays across the document if the ‘Show/Hide’ option is switched on. Press the [Ctrl]+[Shift]+[*] keys to turn the ‘Show/Hide’ option on or off.
Using the Keyboard:

1. Position the insertion point 2. Press the [Ctrl]+[Return] keys To Remove a Page Break
Using the Keyboard:

1. Select the page break, press the [Delete] key

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Inserting Headers and Footers
Headers and Footers are often used in multi-page documents. Each page has a header area in the top margin and a footer area in the bottom margin. Headers and footers can contain text, graphics and page numbering. There are various types of headers or footers:

Headers or footer types
Every page

Description
Displays the same header or footer on every page. This is the default setting.

First page Odd and Even

Creates a different header or footer on the first page of a document. Creates a different header or footer for odd or even pages in a document.

When a header or footer is created, Word automatically switches the document into Print Layout view and displays the Header and Footer toolbar. The Header and Footer toolbar contains useful tools for entering AutoText entries, page numbers, and date and time options.

Button

Description
Inserts common header or footer items, e.g. running total page numbers, document filename. Inserts page numbers that automatically update when pages are added or deleted. Inserts total number of pages. Formats page numbers. Inserts the current date, which automatically updates when the document is opened or printed. Inserts the current time, which automatically updates when the document is opened or printed. Sets margins, the paper source, paper size, orientation and other layout features for the active document. Displays or hides the document text whilst working in the header or footer areas. Inserts the header or footer from the previous section. Moves the insertion point between the header and footer sections. Moves the insertion point to the previous header or footer. Moves the insertion point to the next header or footer. Closes the header and footer editing areas.

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To Create a Header and Footer
Using the Menu:

1. Choose View, Header and Footer The Header and Footer toolbar displays. The insertion point also displays in the header section. 2. Press the [Tab] key to move between the left, centre and right positions 3. Type the required text 4. In the Header and Footer toolbar, click The insertion point displays in the footer section of the document. 5. Press the [Tab] key to move to the required position 6. Type the required text 7. In the Header and Footer toolbar, choose Close To Create a First Page or Odd and Even Headers and Footers
Using the Menu:

1. Position the insertion point 2. Choose View, Header and Footer The Header and Footer toolbar displays. 3. In the Header and Footer toolbar, click The Page Setup dialogue box displays. 4. Choose the Layout tab In the Headers and Footers box, choose Different odd and even or In the Headers and Footers box, choose Different first page 5. Choose OK The insertion point displays in the header area. 6. Press the [Tab] key to move to the required position 7. Type the required text 8. In the Header and Footer toolbar, click footer to move to the next header or

9. Press the [Tab] key to move to the required position 10. Type the required text
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11. In the Header and Footer toolbar, choose Close
Note: Headers and footers can easily be edited when working on a document by choosing ‘Header and Footer’ from the ‘View’ menu or double-click on the header or footer area of the page. Locate the header or footer to edit and make the changes required.

Inserting Page Numbers
Page numbering can be inserted in the header or footer area using the ‘Insert’ menu, ‘Page Numbers’ option or via the Insert Page Number button on the Header and Footer toolbar. Inserting page numbering via the Insert Page Number button will automatically place a page number at the insertion point in the header or footer area.

To Insert a Page Number
Using the Menu:

1. Choose Insert, Page Numbers The Page Numbers dialogue box displays.

Options
Position Alignment

Description
Position of the page numbering. Aligns page numbering relative to the left and right margins or relative to the inside and outside edge of the page.

Show number on first page Format

When unchecked page numbering will not show on the first page. Formatting options for page numbering.

2. In the Position box, click 3. Select the required numbering position 4. In the Alignment box, click 5. Select the alignment required 6. Choose Format

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Microsoft Word Essential The Page Number Format dialogue box displays. 7. In the Number format box, click 8. Select the required number format 9. Choose Continue from previous section to continue the page numbering sequence from the previous section or Choose Start at, type the page number to appear on the first page of the selected section 10. Choose OK to confirm the number format 11. Choose OK

Document Referencing
Document referencing allows us to refer to an item that appears in another location in a document— for example, "notes1" where you can find the references representation of notes at the end of the page or below the text.. These referencing is known as at footnotes. Referencing can be created for headings, footnotes, bookmarks, captions, and numbered paragraphs.

Inserting Footnotes and Endnotes
Microsoft Word automatically numbers footnotes and endnotes. When notes are added, deleted, or moved , they are automatically updated. Footnotes are inserted at the bottom of each page or below the selected text. Endnotes are inserted at the end of document or below a section.

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To Insert Footnote
Using the Menu:

1. Click on a word to insert note reference mark. 2. Click Insert, Reference, click Footnote 3. Select Footnote. 4. In the Number format, select format required. 5. Click Insert. Note number is inserted next to the select word. E.g Note1 and cursor will be zoomed to the bottom of the page. 6. Complete the required explanation or notes. 7. Click back to the document body once finished.
To view the inserted footnotes, point cursor over the superscript number, a comment box will display the notes. Double click on the comment box, the location of the footnotes will be shown.

To Insert Endnotes
Using the Menu:

1. Click on a word to insert note reference mark. 2. Click Insert, Reference, click Footnote 3. Select Endnote. 4. In the Number format, select format required. 5. Click Insert. Note number is inserted next to the select word. E.g Note1 and cursor will be zoomed to the end of the document. 6. Complete the required explanation or notes. 7. Click back to the document body once finished. To Delete Footnotes Or Endnotes
Using the Mouse:
1. 2. Highlight the footnotes or endnotes superscript numbered on the document. Press [Delete] from the keyboard.

Inserting Bookmarks
A bookmark identifies a location or selection of text that is named and identified for future reference. With the help of bookmark, instead of scrolling through the document to locate the text, you can go to

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Microsoft Word Essential
it by using the Bookmark dialog box.

To Create Bookmark
Using the Menu:
1. 2. Highlight the text which will be referenced to. Choose Insert, Bookmark. A dialog box appeared.

3. 4. 5.

Enter the name of the bookmark. E.g Book1 Click Add. Click Cancel to close the dialog box.

To Use The Bookmark
Using the Menu:
1. Choose Insert, Bookmark. A dialog box appeared. 2. 3. 4. 5. Select the bookmark name. Click Go To. The bookmarked location displayed as a highlighted text. Click Close.

To Delete The Bookmark
Using the Menu:
1. Choose Insert, Bookmark. A dialog box appeared. 2. 3. 4. Select the bookmark name to delete Click Delete Click Close..

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Notes

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Chapter 9 Working with Multiple Documents

Topics
The following are covered in this chapter: Working with Several Documents Moving and Copying Text Between Windows Combining Documents

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Working with Several Documents
Word offers the user the capability of having more than one document open at a time. Each open document displays in its own window and in the Taskbar. Open documents can be displayed simultaneously and text may be cut, copied and pasted between them.

To Display Several Documents
Using the Menu:

1. Choose Window, Arrange All The active document window has the dark Title bar. Clicking the mouse pointer in another window activates the other window. To Move Between Windows
Using the Mouse:

1. In the Taskbar, click on the document to move to
Using the Menu:

1. Choose Window A list of open documents displays at the bottom of the Window menu. 2. Select the document to move to

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Viewing Two Parts of a Document Simultaneously
A Document window can be split into two panes so that two different parts of the same document can be viewed at the same time. The Split option allows text to be moved and copied between parts of a long document. The text or graphic to be moved or copied is displayed in one pane and the destination for the moved or copied text in the other pane. The text or graphic can be dragged and dropped, or cut and pasted between the panes.

To Split a Document Window
Using the Mouse:

1. In the Vertical Scroll bar, point to the Split box

The mouse changes to a Split bar

.

2. Click and drag the Split bar to the required split location 3. Release the mouse button
Using the Menu:

1. Choose Window, Split The mouse changes to a Split bar .

2. Drag the Split bar to the required split location 3. Click the mouse at the split location The document is Split into two panes. To Remove the Split
Using the Mouse:

1. Double-click the Split bar
Using the Menu:

1. Choose Window, Remove Split

Moving and Copying Text Between Windows
Text can be copied or moved from one window and placed in another using the cut, copy and paste procedure, or by simply dragging and dropping the text from one window into another.

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Microsoft Word Essential To Copy Text
Using the Mouse:

1. Select the text to copy 2. Point to the selected text Press the [Ctrl] key and click and drag the text to the target window Release the mouse button then the [Ctrl] key where the text is to be inserted
Using the Menu:

1. Select the text to copy 2. Choose Edit, Copy or Click the right mouse button on the selected text, choose Copy 3. Position the insertion point in the target window 4. Choose Edit, Paste or Click the right mouse button where the text is to be inserted, choose Paste To Move Text
Using the Mouse:

1. Select the text to move 2. Point to the selected text 3. Click and drag the selected text to the target window Release the mouse button where the text is to be inserted
Using the Menu:

1. Select the text to move 2. Choose Edit, Cut or Click the right mouse button on the selected text, choose Cut 3. Position the insertion point in the target window to move to 4. Choose Edit, Paste or Click the right mouse button where the text is to be inserted, choose Paste

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Open a Document as a Copy Document
A document can be opened as a copy document. Word opens the document as a new document with the original filename attached to it. Changes can be made to the copy document which will not affect the original document. When the file is saved, Word automatically adds the words ‘Copy of’ to the filename, indicating that the saved file is a copy of an original file.

To Open a Document as a Copy
Using the Menu:

1. Choose File, Open The Open dialogue box displays listing files in the current folder. 2. Select the required file to be opened as a copy or In the Look in box, click 3. Select the required filename 4. Click the arrow to the right of the Open button 5. Choose Open as Copy
The file is opened with the words ‘Copy of’ in the Title bar.

and select the required drive and folder

Combining Documents
Documents or parts of documents can be joined together to make one complete document.

To Combine Documents
Using the Menu:

1. Open the document that is to contain other documents 2. Position the insertion point where the second document is to be inserted 3. Choose Insert, File The Insert File dialogue box displays listing files in the current folder. 4. Select the filename to insert or In the Look in box, click 5. Select the filename to insert 6. Choose OK and select the required drive and folder

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Notes

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Chapter 10 Proofing Documents

Topics
The following are covered in this chapter: Using the Proofing Tools Finding and Replacing Text

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Using the Proofing Tools
The proofing tools available in Word are Spelling, Grammar Checker, and Thesaurus. These tools enable the user to check for and amend errors easily and quickly.

Using the Spelling and Grammar Checker
By default, Word will automatically check both the spelling and grammar of typed text. When a possible spelling error is located, Word will highlight the error by adding a wavy red line under it. Any words, phrases or sentences that have unusual capitalisation or are not grammatically correct will display with a wavy green underline. By clicking the right mouse button on the incorrect word, Word displays a Shortcut menu with suggested options at the top of the menu. By clicking ‘Spelling’ in the Shortcut menu the user can use additional spelling options to correct the incorrect word.

The Spelling Shortcut options are:

Options
Ignore All Add AutoCorrect Language Spelling

Description
Word leaves the incorrect word as it is and does not highlight it again in the document. The highlighted word is added to Word’s dictionary and recognised as a correctly spelt word from then on. The spelling error and its correction is added to the AutoCorrect list. Includes the dictionary language in use, e.g. English (U.K). Displays the Spelling dialogue box.

When correcting a grammatical error, Word may display the correct word, phrase or sentence to replace in the Shortcut menu or, if the user chooses ‘Grammar’, Word will display additional grammar options available to the user. If the user disagrees with the suggestion, ‘About this Sentence’ will give a detailed explanation of the error located.

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The Grammar Shortcut menu options are:

Options
Ignore Grammar About this Sentence dictionary.

Description
Leaves the highlighted error unchanged. Displays the Grammar dialogue box. Displays an explanation of the error.

Every word within a document is checked against a Standard English dictionary and the current Custom The user can edit a spelling or grammatical error directly in the document if Word’s suggestions are incorrect.

To Turn Off/On Automatic Spelling or Grammar As You Type
Using the Menu:

1. Choose Tools, Options The Options dialogue box displays. 2. Choose the Spelling & Grammar tab 3. Choose Check spelling as you type or Choose Check grammar as you type When the option is unchecked it is turned off. 4. Choose OK To Turn Off/On Check Spelling and Grammar Options
Using the Menu:

1. Choose Tools, Options The Options dialogue box displays. 2. Choose the Spelling & Grammar tab 3. Choose Check grammar with spelling 4. Choose OK To Check Spelling and Grammar
Using the Mouse:

1. In the Standard toolbar, click Word checks from the insertion point through to the end of the document. When a spelling or grammar error is found, the Spelling and Grammar dialogue box displays.

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Options
Ignore Once Ignore All Add to Dictionary Change

Description
Leaves the highlighted error unchanged and finds the next error. Leaves all instances of the highlighted error unchanged throughout the document. Adds the highlighted word to the Custom dictionary. Changes the word shown in the ‘Not in Dictionary’ box to the selected word shown in the ‘Suggestions’ box. When the selected error is a duplicate word, the Change button is replaced with a Delete button.

Change All AutoCorrect Check grammar

Changes all instances of the highlighted word. Adds the spelling error and its correction to the AutoCorrect list. When selected, checks the grammar of the document.

Options Undo Close

Specifies the rules Word uses to check the spelling and grammar of the document. Reverses the most recent action made during the spelling and grammar check. Closes the Spelling and Grammar dialogue box.

2. Choose the required options Word prompts the user when the spell check is complete. 3. In the Prompt box, choose OK
Using the Menu:

1. Choose Tools, Spelling and Grammar The Spelling and Grammar dialogue box displays. 2. Choose the required options

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3. In the Prompt box, choose OK
Note: Text can also be check by selecting the text first and then choose ‘Tools’, ‘Spelling and Grammar’ or clicking the Spelling and Grammar button in the Standard toolbar. Users can check the spelling only by clicking the ‘Check grammar’ box in the Spelling and Grammar dialogue box.

Using the Thesaurus
The Thesaurus can be used to quickly look up a synonym and antonym. Unlike the Spelling and Grammar Check feature, which automatically starts checking the document when activated, the user must first select or position the insertion point in the word to be looked up by the Thesaurus.

To Use the Thesaurus
Using the Menu:

1. Select the word to look up or Position the insertion point in the word to look up 2. Choose Tools, Language 3. Choose Thesaurus The Thesaurus Task Pane displays.

4. Choose the required option The Thesaurus dialogue box automatically closes once the action has been completed.

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Finding and Replacing Text
Text, specific formatting, paragraph marks, and graphics can be searched for and replaced. Found items appear highlighted within the document allowing the user to make the required changes. Find locates all instances of the specified word irrespective of case format.

To Find Text
Using the Menu:

1. Choose Edit, Find The Find and Replace dialogue box displays.

2. In the Find what box, type the text to search for 3. Choose Find Next Word highlights the first occurrence of the found text. If necessary the text can be manually amended in the document. 4. Choose Find Next to find the next occurrence 5. Choose Cancel to end the search To Find Text with Specific Formatting
Using the Menu:

1. Choose Edit, Find The Find and Replace dialogue box displays. 2. In the Find what box, type the text to search for 3. Choose More The dialogue box expands to reveal further options. 4. Choose Format and choose the required formatting options, e.g. Font 5. Select the formats to find The chosen formats displays below the ‘Find what’ box.

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6. Choose Find Next Word highlights the first occurrence of the formatted text.
Note: To clear the specified formatting from further searches, choose ‘No Formatting’.

To Find Paragraph Markers
Using the Menu:

1. Choose Edit, Find The Find and Replace dialogue box displays. 2. Choose More 3. Choose Special A list of Word codes displays. 4. Select Paragraph Mark The paragraph marker (^p) displays in the ‘Find what’ box. 5. Choose Find Next

Replacing Text, Formats and Codes
Replace finds the searched for criteria and replaces it with an alternative item. There are two replace options:

Option
Replace Replace All

Description
Finds and highlights the searched for criteria and awaits instructions for replacement. Automatically finds and replaces every occurrence of the searched for criteria.

To Replace Text
Using the Menu:

1. Choose Edit, Replace The Find and Replace dialogue box displays. 2. In the Find what box, type the criteria to find 3. In the Replace with box, type the replacement criteria 4. Choose Find Next 5. Choose Replace or Choose Replace All

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Find All Word Forms
‘Find all word forms’ finds and replaces all grammatically inflected forms of a word. Word allows the user to search for and replace the following:

• • •

singular and plural noun forms all adjective forms all tenses of a root verb

To Find and Replace All Word Forms
Using the Menu:

1. Choose Edit, Replace The Find and Replace dialogue box displays. 2. Choose More 3. In the Find what box, type the required text 4. In the Replace with box, type the replacement text 5. Choose Find all word forms 6. Choose Find Next

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Notes

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Chapter 11 Automating Tasks

Topics
The following are covered in this chapter: Using AutoCorrect Using AutoFormat As You Type Creating and Applying AutoText Entries Applying Spikes

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Using AutoCorrect
AutoCorrect corrects typing errors quickly. Word recognises many common typing errors and corrects them automatically. If the user types ‘hte’, Word automatically changes it to ‘the’, or if the user types ‘adn’ it becomes ‘and’. If a new sentence is typed without an initial capital, Word automatically adds the relevant initial capital at the beginning of the sentence. AutoCorrect corrects errors only after the [Spacebar] or [Return] keys are pressed. AutoCorrect entries are created by selecting a piece of text in a document and assigning a name to it or by typing the required text directly into the AutoCorrect dialogue box.

To Display the List of AutoCorrect Entries
Using the Menu:

1. Choose Tools, AutoCorrect Options The AutoCorrect dialogue box displays the list of entries and the AutoCorrect options currently selected.

AutoCorrect Options
Correct TWo INitial CApitals

Description
Changes two consecutive uppercase letters in a word so that the second uppercase letter becomes a lowercase letter.

Capitalize sentences

first

letter

of

Capitalises the first letter of each sentence.

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Capitalize names of days Correct accidental usage of cAPS LOCK key Replace text as you type Exceptions Capitalises the first letter of the days of the week. Corrects capitalisation of typed words and turns off the Caps Lock key. Corrects text automatically when typing. Stores abbreviations or terms with mixed capitalisation that the user does not wish Word to correct automatically. Replace Displays the name or abbreviation of the AutoCorrect entry that will automatically be replaced as the user types. With Displays the text or graphics that Word will use as a replacement for the word or abbreviation in the ‘Replace’ box. Plain text Formatted text Add Delete Automatically use suggestions from the spelling checker Stores the entry in the ‘With’ box without any formatting. Stores the entry in the ‘With’ box as it is formatted in the document. Adds or replaces the AutoCorrect entry displayed. Deletes the selected AutoCorrect entry. Automatically replaces the typed error with words from the spelling checker dictionary.

To Create an AutoCorrect Entry
Using the Menu:

1. Choose Tools, AutoCorrect Options The AutoCorrect dialogue box displays. 2. In the Replace box, type the word or phrase that is often mistyped or misspelled 3. In the With box, type the text to replace 4. Choose Add 5. Choose OK To Use AutoCorrect
Using the Keyboard:

1. Type the name of the AutoCorrect entry 2. Press the [Spacebar] or Press the [Return] key To Redefine the AutoCorrect Entry
Using the Menu:

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1. Choose Tools, AutoCorrect Options The AutoCorrect dialogue box displays. 2. In the Replace box, type the name of the AutoCorrect entry or Select the AutoCorrect entry to redefine from the list 3. In the Replace box, edit the entry as required 4. In the With box, edit the entry as required 5. Choose Replace Word prompts the user to confirm replacement of the redefined AutoCorrect entry. 6. In the Prompt box, choose Yes 7. Choose OK to close the AutoCorrect dialogue box
Note: If the AutoCorrect entry to redefine contains a long passage of text, make the changes required, select the text, open the AutoCorrect dialogue box, then in the ‘Replace’ box, type the AutoCorrect entry name and choose ‘Replace’.

To Delete AutoCorrect Entries
Using the Menu:

1. Choose Tools, AutoCorrect Options The AutoCorrect dialogue box displays. 2. Select the AutoCorrect entry to delete 3. Choose Delete Word prompts the user to confirm deletion. 4. Choose OK

Exceptions
The Exceptions option stores abbreviations or terms with mixed capitalisation that the user does not want Word to correct automatically.

To Use Exceptions
Using the Menu:

1. Choose Tools, AutoCorrect Options The AutoCorrect Exceptions dialogue box displays. 2. Choose Exceptions The AutoCorrect Exceptions dialogue box displays.

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3. Choose the First Letter tab or Choose the INitial CAps tab 4. In the Don’t capitalize after box, type the word or acronym with two initial capital letter that Word will not automatically correct or In the Don’t correct box, type an abbreviation to prevent Word from automatically capitalising the word typed after the abbreviation 5. Choose Add 6. Choose OK to close the AutoCorrect Exceptions dialogue box 7. Choose OK

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Using AutoFormat As You Type
AutoFormat As You Type automatically format headings, tables, bulleted and numbered lists, borders, numbers and symbols as the user types.

Options
Headings

Description
Applies a built-in heading style to a word or line of text when the [Return] key is pressed twice.

Borders

Automatically creates a thin border if three or more consecutive hyphens (-) are typed followed by a [Return]. If the equals sign (=) is typed followed by a [Return], a double border is inserted.

Automatic bulleted lists

Automatically applies bulleted list formatting if an asterisk (*) is typed at the beginning of a sentence, paragraph or line of text and the [Return] key is pressed.

Automatic numbered lists

Automatically applies numbered list formatting to a list when a number or letter followed by a full stop, space or tab is typed before a paragraph, sentence or line of text followed by a [Return].

“Straight quotes” with “smart quotes” Ordinals superscripts Fractions (1/2) with fraction character (½) Symbol characters (--) with symbols (⎯) (1st) with

Changes straight quotation marks to smart (curly) quotation marks.
Replaces ordinals with superscripts to raise the character’s position above the baseline, e.g. 1st would be formatted as 1st. Replaces certain common fractions with the corresponding fraction character, e.g. ½ and ¼. Replaces two hyphens with an en dash (−). To replace other

characters with symbols, e.g.©, ® and ™, add these characters and others to the AutoCorrect feature.

*Bold* and _italic_ with real formatting

Applies bold character formatting to words enclosed in asterisks (*) and italicised character formatting to words enclosed in underscore characters, e.g. *Word 2000* becomes Word 2000, _italic_ becomes italic.

Internet and network paths with hyperlinks Format beginning of list item like the one before it Define styles based on your formatting

Formats Internet and network paths as hyperlink fields to enable users to jump directly to an item by clicking on the hyperlink. Automatically repeats character formatting applied at the beginning of a list item. Creates new paragraph styles based on the formatting the user has applied in the document.

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To Turn Off/On an AutoFormat As You Type Option
Using the Menu:

1. Choose Tools, AutoCorrect The AutoCorrect dialogue box displays. 2. Choose the AutoFormat As You Type tab 3. Choose the required option to turn off/on 4. Choose OK

Creating and Applying AutoText Entries
AutoText can store text and graphics to be used again and again in documents, e.g. a name, address, circulation list, clauses in contracts or a company logo. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name. If the user types the same text regularly, they should consider making the text into an AutoText entry. When selecting text that contains formats, ensure that the paragraph marker at the end of the paragraph is also selected, as this will ensure that the formatting is saved with the AutoText entry. By default, Word makes AutoText entries available to all documents by storing them in the ‘Normal’ template. AutoText entries can be printed and used as a reference guide to other users.

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To Create an AutoText Entry
Using the Mouse:

1. Select the text or picture to make into an AutoText entry 2. Choose Insert, AutoText 3. Choose New The Create AutoText dialogue box displays. Word automatically suggests a name for the AutoText entry.

4. If required, in the Please name your AutoText entry box, type the required AutoText name 5. Choose OK The AutoText entry is stored.
Using the Keyboard:

1. Select the text or picture to make into an AutoText entry 2. Press the [Alt]+[F3] keys The Create AutoText dialogue box displays. 3. Follow steps 4 to 5 as menu method
Note: If the AutoText entry is to be inserted using AutoComplete, ensure when naming the AutoText entry, that the name contains at least four characters as Word only inserts an entry after four characters have been typed.

To Insert an AutoText Entry
Using the Menu:

1. Position the insertion point where the AutoText entry is to appear 2. Choose Insert, AutoText 3. Choose AutoText The AutoCorrect dialogue box displays.

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4. Choose the AutoText tab 5. In the Enter AutoText entries here list, select the required AutoText entry The ‘Preview’ box displays the selected AutoText entry. 6. Choose Insert The AutoText entry is inserted into the document.
Using the Keyboard:

1. Position the insertion point where the AutoText entry is to appear 2. Type the AutoText entry name 3. Press the [F3] key The AutoText entry is inserted into the document. To Edit an AutoText Entry
Using the Keyboard:

1. Insert the AutoText entry to edit 2. Make the required changes 3. Select the edited AutoText entry 4. Press the [Alt]+[F3] The Create AutoText dialogue box displays.

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5. In the Please name your AutoText entry box, type the original AutoText entry name 6. Choose OK Word prompts the user to redefine the AutoText entry. 7. In the Prompt box, choose Yes to replace the older version with the new one To Rename an AutoText Entry
Using the Menu:

1. Choose Tools, Templates and Add-ins The Templates and Add-ins dialogue box displays. 2. Choose Organizer The Organizer dialogue box displays. 3. Choose the AutoText tab 4. In the In box, select the AutoText entry to rename 5. Choose Rename The Rename dialogue box displays. 6. In the New name box, type the new name for the AutoText entry 7. Choose OK 8. Choose Close To Delete an AutoText Entry
Using the Menu:

1. Choose Insert, AutoText 2. Choose AutoText The AutoCorrect dialogue box displays. 3. Choose the AutoText tab 4. In the Enter AutoText entries here list, select the AutoText entry to delete 5. Choose Delete 6. Choose OK To Print AutoText Entries
Using the Menu:

1. Choose File, Print The Print dialogue box displays.

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Microsoft Word Essential 2. In the Print what box, click 3. Select AutoText entries 4. Choose OK The AutoText entries are printed.

Using the AutoText Toolbar
Word provides an AutoText toolbar to quickly create, modify and use selected AutoText entries.

To Displays the AutoText Toolbar
Using the Menu:

1. Choose View, Toolbars, select AutoText or Click the right mouse button on a toolbar, choose AutoText The AutoText toolbar displays.

To Create AutoText Entries Using the Toolbar
Using the Mouse:

1. Select the text or picture to make into an AutoText entry 2. In the AutoText toolbar, click The Create AutoText dialogue box displays. 3. In the Please name your AutoText entry box, type the required AutoText name 4. Choose OK The AutoText entry is stored. To Insert An AutoText Entry Using the Toolbar
Using the Mouse:

1. Position the insertion point where the AutoText entry is to be inserted 2. In the AutoText toolbar, click A list of AutoText categories displays. 3. Choose the required AutoText category, select the AutoText entry

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To Delete an AutoText Entry Using the Toolbar
Using the Mouse:

In the AutoText toolbar, click The AutoCorrect dialogue box displays the AutoText tab. In the Enter AutoText entries here box, type the name of the AutoText entry to delete or In the Enter AutoText entries here box, select the name of the AutoText entry to delete Choose Delete, choose OK

Applying Spikes
A Spike is a special AutoText entry that is used to re-arrange text and graphics within a document. The Spike is a container into which text and graphics can be collected. The user can insert the contents of the Spike anywhere in a document. Text and graphics are added to the Spike in the order that the user requires them to appear in the document. When adding an item to the Spike, it is deleted from the document. The contents of the Spike can then be ‘emptied’ at the desired location.

To Add Items to the Spike
Using the Keyboard:

1. Select the first item to add to the Spike 2. Press the [Ctrl]+[F3] keys 3. Repeat steps 1 and 2 to add further items to the Spike To Insert and Empty the Contents of the Spike
Using the Keyboard:

1. Position the insertion point where the contents of the Spike is to be inserted 2. Press the [Ctrl]+[Shift]+[F3] keys The contents of the Spike are inserted into the document. To Insert the Contents of the Spike Without Emptying it
Using the Mouse:

1. Position the insertion point where the contents of the Spike are to be inserted 2. Choose Insert, AutoText 3. Choose AutoText

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Microsoft Word Essential The AutoCorrect dialogue box displays. 4. Choose the AutoText tab 5. In the Enter AutoText entries here list, select Spike A preview of the Spike displays in the ‘Preview’ box. 6. Choose Insert

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Notes

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Chapter 12 Working with Tabs and Tables

Topics
The following are covered in this chapter: Setting and Using Tabs Working with Tables Using Draw Table Formatting a Table

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Setting and Using Tabs
Tabs are used to align text horizontally on the typing line. Tabs can be used to display text and numbers in a tabular form, or to indent text to different positions on the page. The default tab setting, in Word is left aligned tabs every 1.27 cm. Tabs can be set using the Format menu or the Tab/Indent button and the Horizontal Ruler bar.

When typing text, the [Tab] key is used to move the insertion point to the next tab stop. The space between the tabs is usually blank but can be filled by a leader character, e.g. dots or dashes. There are five different tab types:

Tab type
Left Centre Right Decimal Bar

Tab button

To Set Tab
Using the Mouse:

1. Position the insertion point 2. Click the Tab/Indent button on the Horizontal Ruler bar until the required tab button displays 3. Point to the lower half of the Horizontal Ruler bar and click the mouse button 4. The required tab is set. 5. Repeat steps 2 and 3 to set further tabs
Using the Menu:

1. Position the insertion point 2. Choose Format, Tabs The Tabs dialogue box displays.

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3. In the Tab stop position box, type the position for the tab 4. Choose the required alignment 5. Choose Set 6. Repeat steps 3 to 5 to set further tabs 7. Choose OK To Move a Tab
Using the Mouse:

1. In the Horizontal Ruler bar, click and drag the tab to the required location 2. Release the mouse button To Remove a Tab
Using the Mouse:

1. In the Horizontal Ruler bar, click and drag the tab marker down and off the Horizontal Ruler bar 2. Release the mouse button
Using the Menu:

1. Choose Format, Tab The Tabs dialogue box displays. 2. In the Tab stop position box, select the tab to be deleted 3. Choose Clear The tab is removed from the listing. 4. Choose OK

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The deleted tab is also removed from the Horizontal Ruler bar.

Leader Characters
Leader Characters can be set to fill the space between the tab positions. Leader Characters can only be set using the Format, Tabs menu commands.

To Set a Tab with Leader Characters
Using the Menu:

1. Choose Format, Tabs The Tabs dialogue box displays. 2. In the Tab stop position box, type the position for the tab 3. Choose the tab alignment required 4. Choose the required leader style 5. Choose Set 6. Choose OK

Working with Tables
Tables can be used for many tasks within Word. A table is built-up of Rows and Columns that are divided into boxes called Cells. Rows and columns can be inserted or deleted at any time within a table. Tables are quick to set up, easy to edit and format and can be used in almost all operations that would traditionally have used tabs or columns. When a table is created Word applies by default a ½ point black border inside and around the table. If the border is removed, gridlines that form the cell boundaries are visible. The gridlines are not printable.

A simple table is created using the Insert, Table menu option or using the Insert Table button located on the Standard toolbar. The Draw Table tool allows the user to create a more complex table, e.g. one that contains cells of different heights or tables within tables. A table can be inserted within another table allowing the user to create a more complex table. A table can also be positioned anywhere in a document and text wrapped around it giving the user more flexibility in page layout. Parts of a table:

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Table part
Table move handle and Table resize handle Cell margins

Description
Allows the user to position the table anywhere on the page.

Allows the user to set spacing between the boundary of the table and the text inside the cell.

End of cell marks and End of row marks Nested table Borders Gridlines

Nonprinting character that appear only on the screen.

A table inserted within a table. Displays a single printable line by default. Displays nonprintable grey lines that form the boundaries of the table, row, column and cell.

To Insert a Table
Using the Mouse:

1. Position the insertion point where the table is to be inserted 2. In the Standard toolbar, click A Table grid displays. 3. Click and drag over the table grid to select the number of columns and rows required 4. Release the mouse button The table is inserted into the document.
Using the Menu:

1. Position the insertion point where the table is be inserted 2. Choose Table, Insert, Table The Insert Table dialogue box displays.

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3. In the Number of columns box, type the number of columns required 4. In the Number of rows box, type the number of rows required 5. Choose OK When the table is created, each column is the same width and the table stretches across the page. To Move Around a Table
Using the Keyboard:

Keystroke [Tab] [Shift]+[Tab]
Using the Mouse:

Movement Move forward a cell
Move back a cell

1. Click in the cell to move to To Select Cells, Columns or Rows in a Table
Using the Mouse:

Action
Click and drag over cells, columns or rows Click to the left of a row Click on the top border of a column

Selection
Selects multiple cells, rows and columns

Selects entire row Select entire column

Using the Keyboard:

Action [Tab] [Shift]+[Tab]
[Shift] + arrow keys [Alt]+[5] keypad on with the numeric Lock

Selection
Selects the contents of the next cell Select the contents of the previous cell Selects multiple cells, rows or columns

Selects entire table

Num

switched off Note: If the insertion point is in the last cell of a table and the [Tab] key is pressed, a new row is automatically inserted at the end of that table.

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Using the Mouse:

1. Position the insertion point in a cell 2. Choose Table, Select 3. Choose the required selection To Move a Table
Using the Mouse:

1. Position the mouse pointer on the table The Table move handle and Table resize handle displays. 2. Position the mouse pointer on the Table move handle The mouse pointer changes to a four-headed arrow. 3. Click and drag the table to the required location 4. Release the mouse button To Resize a Table
Using the Mouse:

1. Position the mouse pointer on the table The Table move handle and Table resize handle displays. 2. Position the mouse pointer on the Table resize handle . The mouse pointer changes to a double-headed arrow. 3. Click and drag outwards to enlarge the table width or Click and drag inwards to decrease the table width or Click and drag upwards to decrease the table height or Click and drag downwards to increase the table height 4. Release the mouse button To Delete a Table
Using the Menu:

1. Select the table to delete or Position the insertion point in the table to delete
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2. Choose Table, Delete 3. Choose Table The table is deleted. To Enter Text in a Table
Using the Mouse:

1. Click in a cell 2. Type the required text To Delete Text from Cells
Using the Keyboard:

1. Select the text to delete 2. Press the [Delete] key To Delete the Contents of a Table
Using the Keyboard:

1. Select the table 2. Press the [Delete] key
Note: Only the table’s contents are removed not the table itself.

Using Draw Table
The Draw Table feature is another way of creating a table. Instead of the user defining the number of columns and rows required to compile the table using the Insert Table dialogue box, the user is presented with a screen pencil with which they draw the table. Draw table is accessed through a button, which is located on the Tables and Borders toolbar.

Drawing a table using the Draw Table tool is a two-step process. The user must initially define the boundaries and size of the table. The required columns and rows are then drawn within the table boundary.

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Microsoft Word Essential To Display the Table and Borders Toolbar
Using the Mouse:

1. In the Standard toolbar, click The Tables and Borders toolbar displays.
Using the Menu:

1. Choose View, Toolbars or Click the right mouse button on a toolbar 2. Choose Tables and Borders To Create a Table Using the Draw Table Tool
Using the Mouse:

1. In the Tables and Borders toolbar, click The mouse pointer changes to a pencil. 2. Point to where the top left corner of the table is to be positioned 3. Click and drag the mouse diagonally to draw the boundaries of the table 4. Release the mouse button
Using the Mouse:

1. Choose Table, Draw Table The Tables and Borders toolbar displays. The mouse changes to a pencil 2. Follow steps 2 to 4 as mouse method To Draw Columns and Rows
Using the Mouse:

1. Click within the table boundaries, point to the required location to start drawing a column or Click within the table boundaries, point to the required location to start drawing the row 2. Click and drag to draw the required column or row 3. Repeat steps 1 to 2 to draw further columns and rows

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To End Draw Table
Using the Mouse:

1. In the Tables and Borders toolbar, click The pencil no longer displays.
Using the Menu:

1. Choose Tools, Draw Table To Erase Lines
Using the Mouse:

1. In the Tables and Borders toolbar, click The mouse pointer changes to an eraser. 2. Click and drag the eraser on the lines to erase 3. Release the mouse button 4. In the Tables and Borders toolbar, click or Press the [Esc] key to switch off the eraser tool

Formatting a Table
Once a table is created, it can be enhanced to meet the user’s requirements, e.g. column and row widths and heights changed, columns or individual cells split or merged, and multiple or individual columns and rows inserted. Various line styles, and colours can also be applied to selected parts of the table.

Changing Columns Widths
There are numerous methods the user can use to change the width of columns in a table. One way is to click and drag the Table Column markers on the Horizontal Ruler bar.

To Change the Column Width
Using the Mouse:

1. In the table, position the mouse pointer on the column border to the right of the column to adjust The mouse pointer changes shape .

2. Click and drag the column border right to increase the width or Click and drag the column border left to decrease the width

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Microsoft Word Essential 3. Release the mouse button
Note: Pressing the [Shift] key whilst dragging the column border also changes the table width. Pressing the [Ctrl] key whilst dragging the column border changes the column width only.

Using the Menu:

1. Select the column(s) to adjust 2. Choose Table, Table Properties or Click the right mouse button on the selected column(s), choose Table Properties The Table Properties dialogue box displays. Word automatically displays the current width of the selected column. 3. In the Preferred width box, triple-click the mouse button to select the current measurement 4. Type the required column width 5. In the Measure in box, select the required measurement type, e.g. inches 6. Choose OK To Change the Column Width Using Column Markers
Using the Mouse:

1. Position the insertion point in the column to adjust 2. Click and drag the Table Column marker to the required position on the Horizontal Ruler bar 3. Release the mouse button
Note: Press the [Alt] key whilst dragging the Table Column marker to display the column width measurement on the Horizontal Ruler bar.

To Distribute Columns Evenly
Using the Mouse:

4. Select the required columns 5. In the Table and Borders toolbar, click The columns are distributed evenly with equal column widths.
Using the Menu:

1. Select the required columns 2. Choose Table, AutoFit 3. Choose Distribute Columns Evenly
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Changing Row Heights
Unless specified, the height of each row in a table depends on the contents of the cells in that row. The row height default is Auto, which allows the row to automatically deepen as text is entered. If using tables to design forms, the row height may need to be set to a minimum or exact size. There are three row height options:

Option
Auto

Description
Default setting. Automatically deepens the row to accommodate the cell containing the biggest entry.

At least

Sets a minimum row size. If text is entered that exceeds the size set, Word adjusts the height to accommodate it.

Exactly

Sets an exact size. If text is entered that exceeds the size set, Word displays only what will fit in the row height specified.

To Change the Row Height
Using the Mouse:

1. In the table, position the mouse pointer on the row border The mouse pointer changes shape .

2. Click and drag the row border up to decrease the size or Click and drag the row border down to increase the size 3. Release the mouse button
Using the Menu:

1. Select the row(s) to adjust 2. Choose Table, Table Properties or Click the right mouse button in the selected row, choose Table Properties The Table Properties dialogue box displays. 3. Choose Specify height 4. In the Specify height box, triple-click the mouse button 5. Type the required row measurement 6. In the Row height is box, click Choose the required option, e.g. Exactly 7. Choose OK

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To Distribute Rows Evenly
Using the Mouse:

1. Select the required rows 2. In the Table and Borders toolbar, click The rows are distributed evenly with equal row heights.
Using the Menu:

1. Select the required rows 2. Choose Table, AutoFit 3. Choose Distribute Rows Evenly The selected rows are distributed evenly in the table.

Inserting and Deleting Columns and Rows
Additional columns can be inserted to the left or right of the selected column and rows inserted above or below the selected row. If the user wishes to insert more than one column or row, the numbers of columns or rows to be inserted are selected first and Word will automatically insert the same number of selected columns or rows into the table. The Tables and Borders toolbar and the Standard toolbar contain the following ‘Insert’ buttons that may automatically display when inserting columns or rows.

Button

Inserts
rows above rows below columns to the left columns to the right cells

To Insert a Row
Using the Mouse:

1. Position the insertion point in the row where the new row is to be inserted or Select the number of rows to be inserted 2. In the Tables and Borders toolbar, click the arrow to the right of 3. Choose Insert Rows Above or Choose Insert Rows Below
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Note: Word automatically changes the Insert Table button to the Insert Row button once the user has inserted a new row(s) into the table.

Using the Menu:

1. Position the insertion point in the row or Select the number of rows to be inserted 2. Choose Table, Insert 3. Choose Rows Above or Choose Rows Below
Note: The Shortcut menu will only insert a row above the selected row not below it.

To Delete a Row
Using the Menu:

1. Position the insertion point in the row to delete or Select the row(s) to delete 2. Choose Table, Delete, Rows or Click the right mouse button in the selected rows, choose Delete Rows To Insert Columns
Using the Mouse:

1. Position the insertion point in the column or Select the number of columns to insert 2. In the Tables and Borders toolbar, click the arrow to the right of 3. Choose Insert Columns to the Left or Choose Insert Columns to the Right The new column(s) are automatically inserted.
Using the Menu:

1. Position the insertion point in the column

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Microsoft Word Essential or Select the number columns to be inserted 2. Choose Table, Insert 3. Choose Columns to the Left or Choose Columns to the Right
Note: The Shortcut menu will only insert columns to the right of the selected column.

To Delete a Column
Using the Menu:

1. Position the insertion point in the column to delete or Select the column(s) to delete 2. Choose Table, Delete, Columns or Click the right mouse button in the selected columns, choose Delete Columns

Merging and Splitting Cells
Merging joins two or more cells and their contents together, e.g. to insert a heading that spans several columns. Splitting divides a single cell into multiple cells.

To Merge Cells

Using the Mouse:

1. Select the cells to merge 2. In the Tables and Borders toolbar, click The cells are merged together into one larger cell.
Using the Menu:

1. Select the cells to merge 2. Choose Table, Merge Cells or Click the right mouse button on the selected cells, choose Merge Cells To Split Cells
Using the Mouse:

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1. Select the cells to split 2. In the Tables and Borders toolbar, click The Split Cells dialogue box displays.

3. In the Number of columns box, enter the number of columns to split the cell(s) into 4. In the Number of rows box, enter the number of rows to split the cell(s) into 5. Choose OK
Using the Menu:

1. Select the cells to split 2. Choose Table, Split Cells or Click the right mouse button on the selected cells, choose Split Cells The Split Cells dialogue box displays. Follow steps 3 to 5 as mouse method

Borders and Shading
All tables have a ½ pt black single solid-line border by default. Borders can be applied to all sides of a table each with a different line style. Borders can also be applied to paragraphs enabling greater emphasis to text within a table. Shading consists of a foreground pattern or colour and a background colour. Cells can be shaded to add emphasis to their contents. Border styles can also be applied to individual lines in a table using the Draw Table tools.

To Add Borders
Using the Mouse:

1. Select the table or Select the required cell(s) 2. In the Tables and Borders toolbar, click the arrow to the right of

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Microsoft Word Essential or In the Formatting toolbar, click the arrow to the right of The Borders palette displays. 3. Choose the required border style
Using the Menu:

1. Select the table or Select the required cell(s) 2. Choose Format, Borders and Shading or Click the right mouse button on the selected area, choose Borders and Shading The Borders and Shading dialogue box displays. 3. Select the required border style 4. Choose OK To Add Shading
Using the Mouse:

1. Select the table or Select the required cell(s) 2. In the Tables and Borders toolbar, click the arrow to the right of The Shading Color palette displays. 3. Select the required shading colour from the palette
Using the Menu:

1. Select the table or Select the required cell(s) 2. Choose Format, Borders and Shading or Click the right mouse button in the selected area, choose Borders and

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Shading The Borders and Shading dialogue box displays. 3. Choose the Shading tab 4. In the Fill palette, select the required shading and choose OK To Apply a Shading Style
Using the Menu:

1. Select the table or Select the required cell(s) 2. Choose Format, Borders and Shading or Click the right mouse button in the selected area, choose Borders and Shading 3. Choose the Shading tab 4. In the Style box, select the required style 5. Choose OK To Apply a Foreground Colour
Using the Menu:

1. Select the table or Select the required cell(s) 2. Choose Format, Borders and Shading or Click the right mouse button in the selected area, choose Borders and Shading 3. Click on the Shading tab 4. In the Color box, click A Colour palette displays. 5. Select the required foreground colour 6. Choose OK

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Applying Table AutoFormat
Table AutoFormat automatically applies formats, including predefined borders and shading, and resizes a table to accommodate the contents of the cells.

To Apply AutoFormat
Using the Mouse:

1. Select the table 2. In the Table and Borders toolbar, click The Table AutoFormat dialogue box displays. 3. In the Formats box, select the required AutoFormats The ‘Preview’ box displays a sample table showing the AutoFormats that will be applied to the selected table. 4. In the Formats to apply box, select the formats not to be applied, e.g. Borders Ensure the tick boxes are not selected. 5. Choose OK

Using the Menu:

1. Select the table 2. Choose Table, Table AutoFormats or Click the right mouse button in the table, choose Table AutoFormats 3. Repeat steps 3 to 5 as mouse method

Formatting Text in a Table
Formats can be applied to table text or empty cells awaiting text entry using the Formatting toolbar, Format menu and the Tables and Borders toolbar.

Changing the Alignment of Text
When typing text into a cell, Word aligns it according to the default alignment. Text in a cell can be horizontally or vertically aligned and orientated.

To Horizontally Align Text
Using the Mouse:

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1.

Select the required cell(s)

2. In the Formatting toolbar, click the required alignment button

To Horizontally/Vertically Align Text
Using the Mouse:

1. In the Tables and Borders toolbar, click the arrow to the right of choose the required alignment
retains the last choice made, e.g. Align Top Left

,

Note: Once the alignment has been chosen, the Alignment button in the Tables and Borders toolbar

Using the Menu:

1. Select the required cell(s) 2. Click the right mouse button in the selected area, choose Cell Alignment Choose the required alignment To Change the Text Direction
Using the Menu:

1. Select the required cell(s) 2. Choose Format, Text Direction or Click the right mouse button in the selected area, choose Text Direction The Text Direction dialogue box displays. 3. Choose the required orientation 4. Choose OK
Using the Mouse:

1. Select the required cell(s) 2. In the Tables and Borders toolbar, click
Note: With each click of the ‘Change Text Direction’ button, the direction of the text changes. The alignment button also changes to reflect the alignment of the orientated text.

To Change the Table Cell Margins
Using the Menu:

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Microsoft Word Essential 1. Select the table 2. Choose Table, Table Properties or Click the right mouse button in the selected area, choose Table Properties The Table Properties dialogue box displays. 3. Choose the Table tab 4. Choose Options The Table Options dialogue box displays.

5. In the Default cell margins section, enter the required margin settings 6. Choose OK to close the Table Options dialogue box 7. Choose OK To Change Individual Cell Margins
Using the Menu:

1. Select the required cell(s) 2. Choose Table, Table Properties or Click the right mouse button in the selection area, choose Table Properties The Table Properties dialogue box displays. 3. Choose the Cell tab 4. Choose Options The Cell Options dialogue box displays.
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Options

Description
When checked, applies the same margin setting to all cells in the

Same as the whole table Wrap text

table. Unchecked, allows the user to set individual cell margins. When checked, wraps text into multiple lines and lengthens the cell so that the cell width remains the same. Unchecked, automatically widens the cell to accommodate text.

Fit text

Visually reduces the font size allowing all text typed in a cell to fit within the column width. The more text entered, the smaller the font appears on screen. printed. The actual font size does not change when

5. In the Same as the whole table box, click in the tick box to turn the option off 6. In the Left box, type the required cell margin measurement 7. Repeat step 6 to set the right, top and bottom cell margins for the selected cell(s) 8. Choose OK to close the Cell Options dialogue box 9. Choose OK

To Change the Space between Cells in a Table
Using the Menu:

1. Select the table 2. Choose Table, Table Properties or Click the right mouse button in the selected area, choose Table Properties The Table Properties dialogue box displays. 3. Choose the Table tab

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Microsoft Word Essential 4. Choose Options The Table Options dialogue box displays. 5. In the Allow spacing between cell box, type the required cell spacing measurement 6. Choose OK 7. Choose OK

Converting Text to Table and Table to Text
When converting existing text to a table or a table to text, separator characters are used to indicate where the text is to be separated when converting text to a table or converting a table to text. Separator characters consist of paragraph marks, tabs and commas. When converting a table to text, Word begins a new column at the separator marks. When converting a table to text, Word substitutes column boundaries with separator marks.

To Convert Existing Text to a Table
Using the Menu:

1. Select the text to convert to a table 2. Choose Table, Convert 3. Choose Text to Table The Convert Text to Table dialogue box displays.

4. In the AutoFit behavior section, choose the required AutoFit behavior, e.g. Fixed column width 5. In the Separate text at box, choose the separator character, e.g. Tabs 6. Choose OK

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The text is converted to table text. To Convert a Table to Text
Using the Menu:

1. Select the rows or table to convert 2. Choose Table, Convert 3. Choose Table to Text The Convert Table To Text dialogue box displays.

Option
Paragraph marks

Description
Converts the selected table to text, with each cell converted to a separate text paragraph.

Tabs

Converts the selected table to text, with each column marker converted to a tab.

Commas

Converts the selected table to text, with each column marker converted to a comma.

Other

Converts a table to text, with each column marker converted to the character entered in the ‘Other’ box.

4. Choose the separate option required, e.g. Paragraph marks 5. Choose OK

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Notes

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Chapter 13 Using Templates and Wizards

Topics
The following are covered in this chapter: Using Templates Customising and Modifying Templates Using Wizards

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Using Templates
A Template is a blueprint for text, graphics and formatting in a document. Templates save time and ensure consistency when working with standard documents. Word provides templates for several common types of documents, e.g. memos, reports and business letters. The user can modify these templates or create custom templates. Word automatically bases new documents on the Normal template, which is a general-purpose template for any type of document. AutoText entries and any customised items created by the user are stored in the Normal template. All templates are stored in the Templates folder.

To Use a Template
Using the Menu:

1. Choose File, New The New Task Pane box displays. 2. Click On my Computer under Templates 3. Choose a template category tab, e.g. Letters & Faxes 4. Select the required template The ‘Preview’ box displays the layout of the chosen template. 1. Choose OK
Note: Many Word templates include details on how to use and complete the document. Follow the instructions on screen. Select and replace pieces of text that are used to prompt the user for their own details, e.g. Company Name Here, [Click here and type].

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Customising and Modifying Templates
A template can store standard text, AutoText entries, styles and other custom options. A new template can be created based on an existing document or template. Any part of a template can be customised; page layout, headers, footers, styles, etc. can all be modified to suit the user’s requirements.

To Create a Template
Using the Menu:

1. Choose File, New The Task Pane box displays. 2. Click Blank document. 3. Format and insert all the required content/layout in the document. 4. Choose File, Save As 5. In the File name box, type the template name 6. Ensure the ‘Save as type’ is sent to Document Template 7. Choose Save

Modifying a Template
Changes made to existing templates, such as changing the contents and formatting, do not affect existing documents. Word will only update the document if the ‘Automatically update document style’ option has previously been applied to the document.

To Modify a Template
Using the Menu:

1. Choose File, New. The Task Pane box displays. 2. Choose On my computer from the Templates. 3. From the template dialog box, select the template to be modify. 4. Click Template under Create New. 5. Click OK 6. Make the required changes to the template. 7. Choose File, Save As. 8. Ensure the ‘Save as type’ is sent to Document Template. 9. In the Filename box, select back the same template’s filename. 10. Click Save.

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11. A dialog will prompt to replace the file. Click Replace existing file.

Using Wizards
A Wizard is a feature that allows the user to create a document by following a series of easy steps. Word interprets the user’s response to the questions being asked, to automatically lay out and format a certain type of document. Wizards are stored in the Templates folder.

To Use a Template Wizard
Using the Menu:

1. Choose File, New The New Task Pane box displays. 2. Click On my Computer from the task pane. 3. Choose the required template category. E.g Memo Wizard under Memo 4. Select the required wizard 5. Choose OK The first wizard step displays.

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6. Choose Next 7. Complete each step of the wizard as required 8. Choose Finish to complete the wizard

Letter Wizard
The Letter Wizard helps users create letters quickly and easily by providing letter element choices, e.g. salutations and closings. When a comma or colon letter opening is typed, e.g. Dear Mary, Word recognises that the document will be a letter and automatically offers step-by-step instructions to help the user through the letter creation process using the Office Assistant.

Once a letter has been created using the Letter Wizard, Word automatically remembers whom the user has sent letters to and stores letter elements, e.g. salutations and closings, in a list. Therefore, when creating a letter to a previous recipient the user can select the person’s name from the list and Word, automatically completes the rest of the information. Choosing ‘Letter Wizard’ from the Letters & Faxes template category can also activate Letter Wizard.

To Create a Letter Using Letter Wizard
Using the Mouse:

1. Type the required salutation, e.g. Dear Mr Smyth, 2. Press the [Return] key The Office Assistant displays. 3. Choose the Get help with writing the letter The Letter Wizard – Step 1 of 4 dialogue box displays. Steps
Step 1

Options
Determines the general appearance and style of the letter.

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Step 2 Allows the user to enter the name, address and salutation for the recipient. Step 3 Lists other elements to be included in the letter, e.g. reference, subject. Step 4 Contains sender information.

4. Complete the required steps 5. Choose Finish 6. Office Assistant prompts the user: Do more with the letter? 7. Choose the required options, e.g. Make an envelope or Choose Cancel to end Letter Wizard To Modify or Complete an Existing Letter
Using the Menu:

1. Open the letter to modify or complete 2. Choose Tools, Letter Wizard The Letter Wizard dialogue box displays. 3. Choose the required letter settings tab 4. Type the relevant information, choose OK

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Notes

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Exercises

Exercises
The following are contained in this appendix: Creating a Word Document Editing Text Text Formatting Applying Paragraph Formats Setting Page Layouts Using Multiple Documents Using Find and Replace Creating and Using AutoText Entries Setting Tabs Creating Tables Using Templates

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Creating a Word Document
1. Create the following letter. 2. Save the document using King as the filename.

Mr G King Sales Manager 10 Bridge Street London SW9

(Insert today’s date)

Dear Mr King Thank you for your recent letter. I have put together a document explaining the difference between the Internet and Intranet, in order to prepare your staff for their training course in two weeks. Please distribute this as appropriate.

Yours sincerely

Mr P Black IT Consultant

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Editing Text
1. Make the following adjustments to the document named King and resave it using JKLSys as the filename.

Mr G March Sales Manager JKL Systems 10 Bridge Street London SW9 (Insert today’s date)

Dear Greg Thank you for your letter dated 22nd January. I have put together a document explaining the difference between the Internet and Intranet, in order to prepare your staff for their seminar next month. Please distribute this as appropriate. If you need any further assistance in this matter, please do not hesitate to contact me.

Yours sincerely

Paul Black IT Consultant

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Text Formatting
1. Create the following document, applying formats as shown. 2. Save the document using Internet as the filename, and then close it.

Working with the Internet/Intranet
Internet and Intranet are common terms in today’s IT world, but many people are still unclear of the difference between the two.

Internet
The Internet is simply a public access Wide Area Network, linking several million computers around the world. The most popular and user friendly way that users can access this information is to use the World Wide Web. Using what is referred to as a WEB BROWSER, users can navigate this World Wide Web of linked information, using a ‘point and click’ windows based graphic user interface.

Intranet
An Intranet is an organisation’s private version of the Internet, i.e. information contained is only available to people within the organisation rather than millions of users around the world. By using a browser a user can search through the contents of the company’s Intranet. This means that information becomes on-line, making it easier to distribute, update and obtain, and replaces the need to distribute large amounts of paper.

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Applying Paragraph Formats
1. Open the Internet document. 2. Apply the paragraph formats as indicated below. 3. Save the document, print and close it.

Centre Heading

Working with the Internet/Intranet
Internet and Intranet are common terms in today’s IT world, but many people are still unclear of the difference between the two.

Internet
Justify Paragraph, First Line Indent of 0.5”
The Internet is simply a public access Wide Area Network, linking several million computers around the world. The most popular and user friendly way that users can access this information is to use the World Wide Web.

Left Indent of 1”
Using what is referred to as a WEB BROWSER, users can navigate this World Wide Web of linked information, using a ‘point and click’ windows based graphic user interface.

Intranet
Left Indent 1.5” and Right Indent 1.5”
An Intranet is an organisation’s private version of the Internet, i.e. information contained is only available to people within the organisation rather than millions of users around the world.

Hanging Indent 1.5”
By using a browser a user can search through the contents of the company’s Intranet. This means that information becomes on-line, making it easier to distribute, update and obtain, and replaces the need to distribute large amounts of paper

.

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Setting Page Layouts
1. 2. 3. 4. 5. 6. 7. 8. 9. Open the Intranet document. Change the top and bottom margins to 2”. Change the left and right margins to 1”. Insert a first page header “Guidance Notes” on the left section and today’s date on the right section. Insert the document’s filename in the footer and make it bold. Insert a centred page number in the footer. Change the page orientation to landscape. Note how the header and footer settings do not change to accommodate the orientation. Return the page orientation to portrait. Save and close the document.

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Using Multiple Documents
1. 2. 3. 4. 5. 6. 7. 8. Open the Internet document. Open a new document. Arrange the windows. Copy two paragraphs of text from the Internet document into the new document window. Close both documents without saving. Open the JKLSys document and insert a page break at the end of the document. Combine the Internet document with the JKLSys document. Resave the JKLSys document and close it.

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Using Find and Replace

Exercise 1
1. 2. 3. 4. 5. 6. Open the Internet document. Find all occurrences of ‘Internet’. Find all occurrences of ‘information’. Replace all occurrences of ‘people’ with ‘employees’. Replace all occurrences of ‘information’ with ‘data’. Close the document without saving.

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Creating and Using AutoText Entries

Exercise 1
1.
TY Thank you for your recent letter applying for the position of Intranet Manager within JKL.

Create the following AutoText entries.

CV Please complete the enclosed application form and return it to me as soon as possible, together with a copy of your curriculum vitae.

SP In the meantime, we hope you will be successful in finding a suitable position. C Do not hesitate to contact me if you have any further queries.

CO JKL Systems 10 Bridge Street London SW9

DS Dear Sir/Madam

YF Yours faithfully DAM D Adamson Personnel Manager

Exercise 2
1. 2. 3. Create a new document. Create the following letter using the autotext entries created. Save the document using Autotext as the filename, and then close it.

JKL Systems

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10 Bridge Street London SW9

Dear Sir/Madam
Thank you for your recent letter applying for the position of Intranet manager within JKL Systems. Please complete the enclosed application form and return it to me as soon as possible, together with a copy of your curriculum vitae. Do not hesitate to contact me if you have any further queries.

Yours faithfully

D Adamson Personnel Manager

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Setting Tabs
1. 2. Create the following tabs. Save the document using Tabs as the filename and close it.

Name M Briggs F Brown R Graham K McDonald L Smith

Department Sales Legal Administration Accounts Sales

Position Manager Assistant Manager Manager Assistant

Contents

Page

Introduction......................................................................................................................................... 1 Company Profile ................................................................................................................................. 3 Managing Director’s Report .............................................................................................................. 6 Financial Statement........................................................................................................................... 10 Future Plans....................................................................................................................................... 16 Management Team ........................................................................................................................... 19

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Creating Tables
1. 2. 3. Create the tables shown below. Add the borders and shading as shown. Save the document using Tables as the filename and close it.

Course Title Overview of the Internet Using the Internet Using the Internet

Level Introduction Intermediate Advanced

No. of Days 1 3 2

Price $135.00 $350.00 $245.00

Code IN1 IN2 IN3

Surname

Initials G B S L J M

Department Sales Legal Administration Accounts Administration Sales

Course Code IN1 IN2 IN1 IN1 IN2 IN2

Course Date 4th June 18th June 4th June 4th June 18th June 18th June

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COURSE BOOK NG COURSE BOOKING COURSE BOOKIING

Briggs Brown Stone Lee Peters Smith

Microsoft Word Essential

Using Templates
1. 2. 3. 4. 5. Create the template shown below. Save the document using Memo1 as the template filename. Create a new document based on the template. Fill in the details and type a short message. Print the document.

Interoffice Memo
To: Cc: From: Date: Re:

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