Name:

Introduction

This guide is designed to give the user a very factual, no-nonsense

instruction in the basic tasks that all users require from a word
processor.

The instruction includes activities to help you practice each command,

operation or function. At each stage, you will be shown what to do /
select or press in what sequence in order to accomplish a specific task.

As such, this manual is ideal for use by those new to word processing.
 Don’t forget to keep copies of all your printouts in your folder.

Your tutor will need to see these when s/he visits.

So, let’s begin

The first task is to start up the computer. Before you press anything,
check to see if the computer is already turned on.

2
  If it is on, there will be a power light (normally green) lit up on the
front of the base unit, and there will be the sound of a fan that
cools the machine. If these are present, but there is no picture,
turn on the monitor (the switch is normally on the front).

 If there is no light showing, and no fan sound, turn the computer on

using the main power switch on the front of the base unit. You may
also need to turn on the monitor.

Note: If there is a problem and the computer does not start,

check the plug is in and the power socket is turned on.

Power
switches

When turned on correctly, the computer will begin to work by

automatically loading all the programs it requires. This may take a few
minutes – please be patient and do not attempt to use it until it stops its
activity with the following (or something like it) showing on the screen:

The computer is now ready for use.

To Shut Down

Make sure that all files are saved and all applications are closed.

Point the mouse pointer at the START button at the bottom left of the
screen.

3
Click the left mouse button once and select Shut Down.

Click OK

The computer will complete it’s shut-down routine. WAIT whilst the
computer does this! Some computers will turn themselves off
automatically: Some require you to switch off, and they will tell you when
you can switch off.

Note: It is Essential that you let the computer shut down fully as
considerable damage can be caused by incorrect shutdown.

4
To load the Microsoft Word word processor

Method One:

In the bottom left of the screen you will find a Start button

Use the mouse to place the pointer on the start

button and hold down the Left hand mouse button.
A “Menu” will appear that will look something like
the one below:

Keep the button pressed down and move the mouse pointer up to the word
Programs.

5
A second menu will appear to the side. Move the pointer to MS Office

Please Note: It is not possible to give exact instructions for this

task as computers often appear slightly different from one
another depending upon how they were set up.

Load Word by using the mouse to move the pointer to the words
Microsoft Word and releasing the Left mouse button. If that does not
work, keep the mouse pointer on the words, hold the mouse very still and
click the Left mouse button once very quickly.

Method Two:

Load Word by placing the pointer on the Word icon you can see on the
desktop. Hold the mouse very still and clicking the Left button
on the mouse twice very quickly. If that does not work, whilst
the icon is still blue, press the Enter key on the keyboard.

When loaded correctly, the screen should look like the one below:

6
The first page is blank, and there is a vertical line on screen that flashes.
This is called the CURSOR and it shows you where text will appear when
you begin typing, and moves as you type.

Typing Text

You enter text using the keyboard. To type capital letters you must hold
down the SHIFT key whilst typing. If there are a lot of capital letters to
type, use the CAPS LOCK key. When this is pressed once a light appears
on the upper right side of the keyboard to show it’s selected and capital
letters are typed all the time. To turn this off, press CAPS LOCK once.

7
 Caps Caps Lock
Lock Light
Return or
Enter key
Shift key Space bar Shift key

To begin typing, simply start typing…..

Text will appear on the screen as you enter it.

If you want capital letters, hold down the SHIFT key ( on the left, below
the Caps Lock key ) and type a letter. It will appear in capital. Release
the SHIFT key, and text becomes normal again.

The Shift key also gives you the upper character on the keys that have
two symbols.

Note: If you forget to use the Shift key at the start of a new
sentence, Word will usually add the capital letter for you.

To start a new line or create a new paragraph press ENTER.

Use the SPACE BAR to put spaces between each letter. Put one space
after a comma, and two spaces after a full stop.

Do not press ENTER at the end of a line of text - the word processor
will begin a new line for you automatically.

8
Do not type with the CAPS LOCK set on. If there is a small light on
the right of the keyboard lit up under Caps Lock, press Caps Lock once to
turn the light off before you continue typing. Documents typed all in
capitals look very poor when printed, and are very difficult to read.

But…

Do not worry about typing errors or the layout of the text. It is not
important whether the text is spelled incorrectly, typed without capitals
( or all capitals ), as all of these things are best left until the typing
is finished before being corrected.

Points to Remember

 Press the Enter key to begin a new paragraph.

 Remember to leave line breaks between paragraphs – press the Enter

key again.

 Use the Space Bar to put spaces between words.

 After a full stop, question mark or exclamation mark, leave either one,
or two, spaces. Using two spaces is not essential but these must be
consistent throughout the document.

 Use the Caps Lock key when typing lots of capital letters together.

 If you use a dash in a sentence - use spaces before and after the
dash.

 Do not leave a space before a comma or full stop, semi-colon

exclamation mark or question mark

 Do not leave spaces before or after a hyphen ie. Newcastle-upon-Tyne

9
Word Wrap

This is not a new form of music. Word wrapping is a word processor

function that will automatically start a new line for you when your text
gets to the end of the line.

What you must avoid doing is pressing the Enter key at the end of each line.
This will cause problems later when you come to edit or change your document
because you have entered “line breaks” in the wrong places.

See – show/hide for details Page 18

Key-Bees – For Word

For those who hate mouses….

F keys.
F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F11 F12
Help Find - Spelling Highlight
Replac
e
Action. (without other keys)

Note: F keys change their function depending upon the application in use.

Keyboard Combinations

CTRL + means hold down the CTRL key and type the Command letter.

CTRL + N CTRL + O CTRL + S CTRL + P CTRL + Z

New Doc Open File Save Print Undo

CTRL + X CTRL + Y CTRL + C CTRL + V CTRL + A

Cut Repeat Copy Paste Select All

10
Notice also that menus have an underlined letter ie. File, Format. If you
hold ALT + the underlined letter, the command, or sequence of commands,
is carried out.

For instance, ATL + FA will open the Save As menu.

ALT + IPC will open the ClipArt gallery

Have Fun….

11
What The Buttons And Menu's Do

The top of your screen should look something like this. This looks very
complicated, but many of the commands are duplicated, and so the
complexity is not as bad as it looks.

The blue band at the top is the Title Bar. It tells you the name of the
application you are using ie. Microsoft Word, and the name of the
document, either Document1 if you have not saved yet, or the name you
saved the document under ie. Accelerated Learning Guide.doc

The next line down shows a set of words ie. File, Edit etc. These are
the Menu's.

If you use the mouse to point at one, and click the LEFT button, they
show a "drop down" menu like this.

12
This allows you to select a command that you want the computer to carry
out. You do this by selecting a command ( such as Save As ) from the list
by pointing and clicking.

13
Note: Some commands on the menu have keyboard shortcuts ie.

<CTRL> + S = Save
<CTRL> + P = Print

Watch out for these – they can prove quicker than using the
menus.

The next two lines of buttons called the Toolbar Icons. These are short
cuts. They do the same task as the matching command selected on a
menu, but are much quicker to use.

You may be able to guess the use of some of these. For instance, the one
below looks like a printer,

and if you point at it and click once, it will print your document.

If you move the mouse pointer very slowly over the toolbar icons
( without pressing the mouse button ) a yellow label box will open
containing the name of the icon.

This one shows the button that performs UNDERLINE.

Finally, there is the Ruler. This is similar to the ruler found on a

typewriter. The one below measures

14
centimetres, and is set to 14 and three quarter - the width of the page
you can write on allowing for margins. This is the ruler I used to create
this document, so see where the text starts and stops.

The area under the ruler is the text area - the area in which you type

your work. The

small vertical bar is called the cursor, and this shows you the point at
which the text will be entered. The small horizontal bar just below the
cursor is the end of text marker which indicates the end of the
document.

The object that looks like a large I is the mouse pointer which changes to
this shape, called the caret, as it enters the text area of the screen.

Pressing ENTER repeatedly causes the end of text marker to move

down the page adding blank lines to the document.

Pressing the space bar causes the cursor to move right across the page
creating spaces.

Pressing the UP, DOWN, RIGHT & LEFT arrow keys will move the
cursor.

Moving the caret and clicking the left button once causes the cursor to
move to that place.

At the bottom of the screen is the Status Bar.

Page 1 of 1

15
This tells you which page you are on, and how many pages there are in
total. Other information here can be ignored for the minute.

You are now ready to complete Activity One. Please see the back of
this booklet.

16
Highlighting ( Marking ) Text

In order to carry out many tasks with a word processor you must be able
to Highlight Text. Highlighted text appears as white text on a black
background

You highlight text in order to identify, for the machine, a letter, word,
sentence, paragraph(s), or page(s) of text that you wish to do something
special to.

For example:-

If I wanted to delete the words HARRY HARRY from this sentence I

would first place the caret to the left of the H in the first word

HOLD DOWN the LEFT mouse button and move the mouse left to
select the words

When all the words are selected, RELEASE the LEFT button

Press Delete or Backspace once to delete the two words.

Delete – cursor stays

still and text gets
‘dragged’ into it
from the right

Backspace – moves
the cursor left
deleting text

Shortcuts:

17
To highlight a single word, put the caret in the middle of the word and
click twice.

To highlight a paragraph, put the caret in at the start of the sentence

and click three times

To highlight an entire document, hold down the key marked CTRL, and
press the letter A ( for All ).
This procedure is usually written as CTRL+A.

18
Editing And Correcting Text

Deleting Text ( letters and spaces )

There are two keyboard keys that delete text. One is called Delete and
the other is called Backspace.

Before you delete, place the cursor ( the flashing black bar ) to the left
or right of the space, letter or word(s) that are to be deleted.

( Use the mouse caret or the arrow keys to move the cursor to the
correct place. )

Backspace is above the ENTER ( ) key. It has an arrow on it pointing

Left ie.

Pressing backspace causes the cursor to move left deleting space or text
as it goes.

Delete is to the right of the ENTER ( ) key. It has the word Delete
written on it.

The cursor does not move, but space or text to the right
Deleteof the stays
– cursor cursor
still and text gets
moves left and is deleted. ‘dragged’ into it
from the right

Backspace – moves
the cursor left
deleting text

19
Note: If you delete text by
error, or simply go too far, bring it back onto the screen by using
this button ( Undo Typing )

Point at the button. Click with the left button repeatedly until the
deleted work is returned. Although not guaranteed, it usually
works…..

Undo will undo almost any action carried out since the last save.

Deleting Text ( words and paragraphs )

Highlight the text to be deleted ( see above ). When selected, use the
delete key.

Note: ANY of the following keys will also delete text when it is
highlighted:-

Delete
Backspace
Space Bar
ENTER

Note: If you delete text by

error, or simply go too far, bring it back onto the screen by using
this button ( Undo Typing )

Point at the button. Click with the left button repeatedly until the
deleted work is returned. Although not guaranteed, it usually
works…..

20
Inserting Text

If you miss out spaces, letters, word(s) or entire paragraphs from text
that you have already entered, you need to INSERT the additional
characters to correct the document.

To insert a space or character, entire words or sentences you must

first:-

place the cursor ( the flashing black bar ) at the point where you want to
insert, and enter the new text.

( Use the mouse caret or the arrow keys to move the cursor to the
correct place.)

To insert a space or character(s)

Simply press the space bar ( for a space ) or

Type the new letter(s), word(s).

Existing words to the right of the new text will move to the right as you
type to make room.

For example, I have just typed this:-

I want to add words. I place the cursor in position using the mouse or
arrow keys

and I type my new text - very long

21
The other words make space for the new text. This is normal behaviour
for a word processor. This behaviour is called INSERT MODE.

To Insert A New Paragraph

To insert a new paragraph between two existing paragraphs you:

Place the cursor at the end of the first paragraph.

Press Enter twice

Begin typing the new paragraph. The word processor will make
space for the new text.

Note: Look to the upper right of the ENTER key - there is a key called
INSERT. If it is pressed once, INSERT MODE is turned off
and you are now in OVERTYPE MODE. Existing text will not make
space for new text, and spaces or new text will delete the old.

To return to INSERT MODE, press the INSERT KEY once.

Show / Hide Non-Printing Symbols

When you press the SPACEBAR or the ENTER key, invisible characters
are inserted into the document in the same way as ordinary letters.
These characters are very useful when editing a document as they allow
you to see where space(s) are, and this often helps you make corrections.

To show invisible characters you click the Show/Hide icon on the toolbar.

22
The screen will now look something like this

Spaces are indicated by a dot .

This symbol ¶ is used to indicate where ENTER has been pressed.

These symbols do not print - even when shown on screen. To turn the
Show/Hide off, click the Show/Hide icon button once more.

Justifying Text

There are four ICON BUTTONS that control text justification and
centring. These look like this:

The first on the left is LEFT ALIGN

The next along is CENTRE TEXT

The third along is RIGHT ALIGN TEXT

The last one is FULLY JUSTIFY TEXT

What does Justification Mean?

Text that is typed across the page to form a sentence

and which is in a straight line on the left side and is
ragged on the right

23
 ( like type written text ) is called LEFT ALIGNED or
UNJUSTIFIED text.

Text that is typed across the page to form a sentence

and which is in a straight line on the left side and is
even on the right ( like this sentence ) is called FULLY
JUSTIFIED text.

To FULLY JUSTIFY a paragraph of text:

Place the cursor anywhere in the paragraph like this

Point the mouse pointer at the FULLY JUSTIFIED icon and CLICK once:

The text becomes FULLY JUSTIFIED like this above.

Note: To go back to LEFT ALIGNED TEXT again, simply use the same
procedure,
BUT ….
click the LEFT ALIGN icon, and the text becomes
UNJUSTIFIED again.

24
Centre Text on the page

Many people try to centre text on a page by using the space bar. This is
NOT correct, and takes too much time.

To CENTER TEXT, place the cursor on the line of text like this:

Point at the CENTRE icon using the mouse pointer, like this:

and click the LEFT MOUSE button ONCE. Your text will look like this:

To CENTRE TEXT on the page

Note: To go back to LEFT ALIGNED TEXT again, simply use the same
procedure,
BUT ….
click the LEFT ALIGN icon , and the text becomes
UNJUSTIFIED again.

Note: To FULLY JUSTIFY an entire document:

first you must HIGHLIGHT all of the text ( Use CTRL+ A )

Next you click the JUSTIFY icon, just as if you were justifying a
paragraph.

Job done!

25
To return to LEFT ALIGNED, UNJUSTIFIED text ( all or part of the
document ),

first you must HIGHLIGHT all of the text involved:

Use CTRL+ A for ALL TEXT

Use the mouse to highlight required paragraph(s)

Next you click the LEFT ALIGN icon, just as if you were
unjustifying a paragraph.

Job done!

Ignore the RIGHT JUSTIFY icon - it has few uses at this stage.

Moving Text

Often after typing a document, you need to move text to a different

location in order to make it read more clearly, to change the sequence of
what you are saying etc.

You can move:

Letters
Words
Sentences
Paragraphs
Pages

with ease. There are, however, a number of ways in which this may be
done. We will look at two methods - Drag and Drop and Cut and Paste.

Method 1 - Drag and Drop

You highlight the text you wish to move, using the mouse, like this:

26
You then point at the highlighted text with the caret, like this:

Now, HOLD DOWN the LEFT BUTTON on the mouse, and drag the text
to the new position, like this:

Notice that the pointer has a small box attached to it, and a dotted grey
vertical line marks the point where the cursor is positioned.

To complete the task, simply release the mouse button:

and the block of text moves.

Complete any minor editing ( as below ) in make the sentences and

punctuation correct.

The task is now complete

Note: Drag and Drop is only really suitable for moving relatively small
amounts of text. Half to full pages are best left to the second
method, Cut and Paste.

27
Method 2 - Cut and Paste

This method begins in the same way as Drag and Drop - you mark your
text:

You now point the mouse at the scissors icon ( Cut ).

and the highlighted text disappears.

This looks worrying as the text seems to have been deleted. In fact, the
computer has memorised the text, and is holding it for you until you
PASTE it back in.

To PASTE the text back in, position your cursor where you want the
text to be moved to:

Point the mouse pointer at the PASTE icon:

and click once. Your text is returned to a new position

28
leaving you to complete the minor editing to finish the job ( if required )

Shortcut:

You can use the keyboard to keys to do a CUT and PASTE. Use

CTRL + X to Cut
and
CTRL + V to Paste

Replacing Text

Special Note: ALWAYS SAVE your document before doing a major edit
- just in case something goes wrong. That way, the original
document can be re-loaded, and the task done again
correctly.

Remember! If you make ANY error working with text, return to the
point before the edit was done by using the Undo Typing
button ( as above )

Having typed an entire document you, or someone else, may decide that a
certain word or words need changing to something else. To replace text
by hand may:

 take an age

 mean that some words are missed by oversight.

29
To make text replacement FAST and ACCURATE, you must use the
REPLACE command from the EDIT Menu.

Let us use the text example in the box below to illustrate the
procedure:

This looks worrying as the text seems to have been

deleted. In fact, the computer has memorised the
text, and is holding it for you until you PASTE it back
in.

It is still worrying, however, because you need to know

how to get it back.

The task is to replace the word worrying in the "document" with

“perturbing”

Begin by pointing the mouse at the Edit menu and clicking the LEFT
button on the mouse to open the menu.

The edit menu looks like this:

30
Take the mouse and click on the Replace item on the menu.

The Replace window opens, and looks like this:

Notice the CURSOR is present in the Find What box. Type the word
worrying into this box.

Click the mouse pointer in the Replace With box. Type the new word
perturbing in this box.

31
Notice that the buttons labelled Find Next, Replace and Replace All
are now "live" and their names are printed in black text rather than the
grey. This means that they can be used.

Click Replace, and the computer will find all occurrences of the word
worrying, and it will stop when it finds one. You can see a
small panel of text that shows you where the text is in the
document.

To change the word with the new one, click REPLACE

again

The next example of the word will be found.

Click REPLACE to change it

or

Click Find Next to leave it unchanged.

Click Replace All, and the computer will change ALL examples of the word
worrying throughout the document.

Note: you must be sure that you wish to change ALL examples…..

To Finish.

To finish the exercise, click the OK button.

Notice this window tells you how many changes were made.

32
then click the CLOSE button

The task is finished.

Using BOLD, ITALIC And UNDERLINE

Remember: If you make ANY error working with text, return to the
point before the edit was done by using the Undo Typing
button ( as above )

33
Bold, Underline and Italic are all highlights that cause chosen text to
become more noticeable to the reader.

These highlights should be used properly. Italic for instance, is only used
to indicate words written or spoken by some other author or person other
than the writer him or her self.

To Apply BOLD

First highlight the word or words that are to put into BOLD text ( see
Highlighting text ).

Point the mouse at the BOLD icon

and click once. The text is now in Bold.

To Apply UNDERLINE

First highlight the word or words that are to be given an UNDERLINE

( see Highlighting text ).

Point the mouse at the UNDERLINE icon

and click once. The text is now in Underline.

Italic uses the same procedure.

34
_______________________________________________________
_______

To UNDO these highlights you can use the UNDO TYPING button

or
simply REPEAT the BOLD, UNDERLINE or ITALIC command which turns
off the highlight.

_______________________________________________________
_______

Altering Line Spacing

Unlike a typewriter, you MUST NOT attempt to alter line spacing using
ENTER, as this will make editing the document very difficult indeed.

To alter line spacing is to change the space between the lines of text.
Normal text
( single line spacing ) is text typed as it is in this paragraph.

Double line spacing is text typed a it is in this paragraph of text rather

than the example above. As you can see, there is an extra line ( blank )

above, between and below the two lines of text.

35
To change the line spacing: Method 1

Place the CURSOR on the paragraph to be changed

or

Highlight the paragraphs to be changed

or

Highlight the entire document using CTRL + A

Then….

HOLD DOWN the CTRL key

Press the number 2 on the keyboard ( not the number keypad )

Number keypad

Job Done - The text is now in DOUBLE LINE SPACING

_______________________________________________________
_______

Note: to return to SINGLE LINE SPACING, use the same procedure,

but type the number 1

Typing 1.5 gives one and a half spacing….. - just for interest!

36
_______________________________________________________
_______

Method 2

Click anywhere on the paragraph or select the paragraphs or select the

entire document ( use CTRL + A ).

Go to the Format menu and select Paragraph.

Go to the Line Spacing box and click the small arrow to the right of the
box.

Select Double for double line spacing ( or an alternative ) and click OK.

Changing Font and Font Size

A font is a style of lettering like this or this or this

37
You can change the font on a word, a paragraph or an entire document.
To do this you must:

Highlight the text to be changed

Click the arrow to the right of the font type box

a drop-down menu will appear.

Select the desired font from the list.

All of the highlighted text will be changed to the new font.

Changing the font size is just as easy. Highlight the text required and:

Click the arrow to the right of the size box ( set to 10 in the picture
above )

a drop-down menu will appear.

Select the desired size from the list

All of the highlighted text will be changed to the new size.

Remember: Use CTRL + A to select all text in a document.

Note: The use of more than two or three different fonts in a document
is considered bad practice as the document looses its consistency.

Too many font sizes are also to be avoided for the same reason.

38
Altering Page Margins

Page margins are altered at any time using the PAGE SETUP command in
the FILE menu.

To change the margins:-

Point the CURSOR at the FILE MENU

and click once.

The menu looks like this-

Select the Page Setup item.

39
and click.

You will see the following menu:

We are going to change the LEFT margin and the RIGHT margin by adding
1.5cm to each.

The standard page margins look like this:

40
On the PAGE SETUP window, point the MOUSE POINTER at the LEFT
MARGIN box. Highlight the 3.1 or the 3.17 in the normal way.

Press Delete and then type 4.6 or the full 4.67

Repeat for the Right Margin box.

Click OK.

41
Your new page margins look like this:

Changing Page Orientation

The word processor is normally set to use A4 paper in Portrait layout.

This means that the paper has the short side to the top. This is not
always useful because some documents will not fit, and you need to turn
the paper to Landscape layout.

A4

Portrait A4

Landscape

To make this change:

Click on the File menu and then on Page Setup. The screen looks like this:

42
This opens the following window:

From here, click on the Paper Size tab at the top of the window.

43
Click the Landscape button ( the round button to the left of the word ).

Click OK.

The document will now be in Landscape.

44
Changing Paper Size

If you wanted to produce a booklet, invitation or leaflet you may want to

use a smaller paper size. If you fold a piece of A4 in half, the paper is
now in A5 size.

To change the paper size you:

Click on File and select Page Setup

After selecting Page Setup the following window appears:

45
46
Click on the Paper Size tab.

and then on the arrow to the right of the Paper Size box.

The selection box opens. Select A5 (148 x 210mm). Click OK.

The document you write will now be A5 size. Save it before printing.
When you print using A5 paper, you may need to adjust the guides on the
in-tray of the printer, or you may need to feed each piece of paper in by
hand.

47
Selecting A4 (210 x 297mm) from the menu will return the paper to A4
size again.

Note: If you decide to use A5 size paper, it is a good idea to set the
paper size before you begin typing. This way, you avoid the need
for a lot of editing later.

Indentation

When text is indented it has a larger margin on the left, and sometimes,
the right, than the rest of the text.

When text is indented it has a larger margin on the left,

and sometimes, the right, than the rest of the text.

( This example text is indented )

To indent a line of text or a paragraph(s):

highlight the text to be indented

Click Format and select Paragraph

The following window appears:

48
Click the scroll arrows to the right of the Left indentation box and set
the indent size – in this case it is set to .5cm. Set the Right indentation
box if required.

Click OK

The paragraph will now be like the example above.

49
Tabulation ( Tabs )

At the top of the Word window is the ruler. It looks like this:

This ruler offers standard ‘tab’ stops that are set to 1.25 cm and are
known as the “default settings”. If the default settings are not suitable
you can set your own. One way of doing this is to place the mouse pointer
on the ruler at the point where the tab should be, and click. The tab will
appear as below.

New tab stop

To remove a tab stop, point at it with the mouse pointer, hold the left
button down and move the mouse up to remove the tab stop from the
ruler. Job done.

To move a tab stop left or right, point at it with the mouse pointer, hold
the left button down and move the mouse left or right along the ruler to
the new position. All text that uses that tab will move to the new tab
position Job done.

The Tab Key

Tab key

50
You can use the tab key to move across the page to set points and type in
text.

You can also ‘tab’ text that has already been typed into a new position by
putting the cursor to the left of the line of text and pressing the tab
key.

You can indent the first line of a paragraph by placing the cursor at the
left of the top line of a paragraph and pressing tab.

Note: The tab key will not allow the setting of a right indent. Use the
Format, Paragraph command for this – see indenting.

Setting Page Numbers

Page numbers help the reader of a document find their way about, and
remember key information.

To set page numbers:

Click the Insert menu

Select Page Numbers

The following window appears:

51
Select the arrow to the right of the Alignment box and you are presented
with a menu selection. Select centre for most jobs. Click OK.

Page numbers will automatically be placed at the foot of the page, in the
centre.

Print Preview

To see the effect of the margin changes I used Print Preview. To print
preview a document and see how it looks on the page, you point the mouse
pointer at the icon bar:

and click once.

You are shown the whole page as above, but the text is too small to read.
You cannot modify the document from this view.

Once you have seen the page, you return to the real document by
clicking on the CLOSE PREVIEW button:

Spell Checking

No matter how good you think you have become with a word processor,
you should ALWAYS spell check a document before printing.

Some versions of Word will indicate a spelling error as you type,

automatically. For instance,

52
This version of Word I am using at present puts these wavy lines ( in
red ) under incorrect words.

Older versions do not have this feature.

To Correct Spellings, in a Finished Document

Place the cursor at the top of the document. Use the mouse pointer to
point at the SPELLING icon

and click once.

The following menu opens ( or one very like this ):

On this window, these are words identified as incorrect, and

SUGGESTIONS of what the machine thought you meant.

If you agree that the word is spelled incorrectly, check the suggestions
for the correct word.

53
Select the correct word by clicking on it once.

then point at the Change button and click once

The word will be changed in the document automatically, and the next
word will be identified.

In this case, the spell checker has failed to identify the word I meant to
type - FAILED

If this happens, you must attempt the correction yourself.

54
Using the mouse pointer, place the CURSOR on the word and click once.
Delete the incorrect letters or the whole word, and type your best
guess

Sometimes, the word is spelled correctly, but the machine does not
know it.

In this example, when spell checked this happens:

In this case you tell the machine to Ignore the spelling

55
When a spell check is complete, the machine tells you so, and you need
to click OK once.

To Spell Check A Single Word, Sentence, Paragraph Etc.

To do this, HIGHLIGHT the text in question.

Click the SPELLING icon.

Continue as above. The machine will check only the selected text.

or….

Click on the incorrect spelling – click the Right mouse button.

and the menu above appears. Select the correct spelling from the list
and the correction is made.

56
Warnings: Spell checkers will not pick out words that are grammatically
incorrect
ie. their and there

Spell checkers are not fool-proof. ALWAYS re-check a

document by reading it carefully before printing.

If an incorrect spelling is IGNOREd, and is incorrect, it will

fail to find it a second time.

Saving Your Work

Special Note: Pay special attention to this section - it is VERY

important.

When you complete any work on the computer, you must SAVE the work
otherwise it will be deleted when you close the computer.

The detail of how you save will depend upon:

The computer you are using

Where you are saving ie
to a floppy disk
to the network.

Saving a New File for the FIRST TIME

When you create a new document, and save it for the first time, YOU
MUST use SAVE AS in order to save the file correctly. You do this by:

Selecting the FILE MENU using the mouse pointer, and clicking

57
The menu opens and looks like this, select SAVE AS and click:

58
The following window opens:

The contents of the main window ( the listing of existing files ) will vary
from user to user, as will the folder name in the SAVE IN box

Point the MOUSE POINTER at the small triangle in the right corner of
the SAVE IN box and click

The menu looks something like this, but will vary depending upon the
computer in use.

59
Select EITHER: My Documents, a Folder on your Network (N:/)
or 3½
Floppy (A:) ( if you are using a floppy disk )

Hint: NEVER save to a FLOPPY for the first save – ALWAYS use your
network work area or local drive (C:/) first – then save to the
floppy.

Having selected the SAVE IN option, you now give the file a name

by typing a name in the File Name box ( in this case Acceler )

VERY IMPORTANT:

DO
Use letters and/or numbers
Use a file name that indicates the content of the file

DO NOT
Type spaces, dots, commas, etc. These are illegal
characters
Use the name of an existing file if you are saving into the
same folder
( it will delete the first one! )

60
When you have entered the name, CLICK the SAVE button. Job

Done.

The SAVE command

Once you have saved using SAVE AS, you can use SAVE for future saves
of that document. SAVE will save the document with the same name each
time. In other words, it OVERWRITES the earlier version with the
current version.

To do a SAVE simply point at the SAVE icon

and click. That's it, job done.

Tip: Use this command every 10 minutes whilst you are working on an
assignment – especially before any important changes, just in case
anything goes wrong - that way you only loose 10 minutes work as
worst.

Note: To change the name of a document from its existing name to a

new name, you MUST use SAVE AS.

61
Creating New Documents and Opening & Closing Existing Documents

Creating a New Document

To create a new document is very easy. Use the mouse pointer to point at

the New Icon on the icon bar

and click. A new blank page appears.

_______________________________________________________
________

Beware: Word can open many documents at the same time. If you have
a document typed, and you click the New icon, your work will
disappear!

62
 It has been covered by the new document. To check if you
have done this, point the mouse pointer at the Window menu

and click.

As you can see, I have 2 documents Accerated2.doc and

Document2. Document2 is the default name Word gave to the
new document as it has not been named using Save As.

Simply click the name of the document you wish to work on….
_______________________________________________________
________

Opening a Document

To open a document is to re-load a document that has been saved.

To open a document, point the mouse pointer at the File Menu, and
select Open by clicking it.

This opens the next window

63
Note: The contents of your window will differ from this example.

Use the mouse pointer to point at Look In, and click

Select My Documents, or a suitable folder that contains your file.

This will allow you to see the names of all the Word files in that folder.

64
Obviously, your file names will be different to what is shown here.

Eitherselect the file with the mouse by clicking it

or
type the name of the file in the File Name box

Select Open.

The document will appear on screen.

65
Closing Documents

Before you close a document, make sure it is saved.

To close a document, point with the mouse pointer at the File menu and
select Close

Click, and the job is done.

If the document is not saved, the computer will ask you if you want to
save it. Just follow the instructions.

Printing A Document

To Print a document it must be on screen.

Hint: BEFORE using the print command, use PRINT PREVIEW. This will
let you check for errors in the layout before you waste time and
paper printing a rubbish document.

To PRINT PREVIEW, use the mouse pointer to point at the Print Preview
icon

66
If OK, close the Print Preview window ( see earlier Print Preview
instructions ).

67
To PRINT ALL of a document, select the Printer icon

and click - ONCE

Now, WAIT. If the printer is busy, it can take some time for your job to
be printed.

DO NOT repeat the command - the computer has not forgotten.

To PRINT PART of a document, select the FILE menu and select

PRINT.

The following window appears:

68
Note: the printer name will vary from computer to computer.

Select ALL to print all pages

or
Select Current Page to print only the page the CURSOR is on.

or enter the numbers of the pages you wish to have printed ( in this case
from 1 to 3 ).

69
and select OK. Your document, or the selected part(s) of the
document will be printed as soon as the printer is free.

70
Exit the Application

When you are finished with the word processor you need to close (exit)
the application.

Method One

To close the application:

Click the File menu

Select Exit

Method Two

Click the Close button at the top right of the screen

Click Here

Note: If you have not saved a document when you close, you will be
prompted to do so before closes.

71
Screen Shots

To complete your assessments you are asked to provide “screen shots”

that will show exactly what was happening on screen at the time the
screen shot was taken. This is used as evidence of that a skill has been
carried out when it is not possible for you assessor to be present to
actually see your performance.

To perform a screen shot

To perform a screen shot of the full screen:

Press the Print Screen button on the keyboard once. This saves
the screen image to memory as a picture.

Load Word

Use Edit, Paste or use the CTRL + V keyboard sequence.

Print the result

72
To print individual windows / boxes on screen

To print an object on screen without printing the whole screen:

Make sure the object “Has the focus”. In other words, the blue
bar at the top of the window / box must be blue – not grey. To give
an object “the focus”, use the mouse to click once on the object using
the left button.

Hold down the ALT key whilst you press Print Screen once.

Load Word

Use Edit, Paste or use the CTRL + V keyboard sequence.

Print the result

Like this!

Note: Only one image can be shot at a time – but a number can be placed
in one document for printing

73