This handout provides an introduction to Microsoft Word 97. It covers the Word interface, selection techniques, paragraph and character formatting, spell checking, and printing.
On the Mac, double-click on the Word application icon. This application is usually in a folder called Word.
In the Student Microcomputer Facility, an alias for Word appears on the desktop of the computers.
|Word Menu Bar||Contains File, Edit, View, Insert, Format, Font, Tools, Table, Window and Help menus.|
|Standard Tool Bar||Contains icons for shortcuts to menu commands.|
|Formatting Tool Bar||Contains pop-up menus for style, font and font size; icons for boldface, italic, and underline; alignment icons; number and bullet list icons; indention icons, the border icon. highlight and font color icons.|
|Ruler||Ruler on which you can set tabs, paragraph alignment and other formats.|
|Insertion Point||Blinking vertical bar that indicates where text you type will be inserted. Don’t confuse the insertion point with the mouse I-beam. To move the insertion point, just click the mouse where you want the point moved.|
|End-of-File Mark||Nonprinting symbol that marks the end of the file. You cannot insert text after this mark.|
|Selection Bar||Invisible narrow strip along the left edge of the window. Your mouse pointer changes to a right-pointing arrow when it is in this area. It is used to select a line, a paragraph, or the entire document.|
|Split Bar||Double-click to split the window in two (to view different portions of the same file). Double-click to return to one window.|
|Style Box||Displays name of style for paragraph containing insertion point.|
|Status Area||Displays page number, section number, total number of pages, pointer position on page and time of day.|
To insert new text, just click the mouse at the point where you want the additional text and start typing. Existing text moves to accommodate your additions.
|To Select this...||Do this...|
|Word||Double click anywhere on the word.|
|Line||Click right-pointing arrow in the selection bar to left of line.|
|Sentence||<Ctrl + click> anywhere in sentence.|
|Paragraph||Double-click right-pointing arrow in selection bar to left of paragraph, or triple-click in paragraph.|
|Any sized block of text||Click at one end of the block and shift-click at the other end of the block. Or click at one end of block and drag to the other end of the block.|
|Entire document||Press <Ctrl + A> or hold down the Ctrl key and click in the selection bar.|
|And to...||Do this...|
|Deselect text||Click anywhere. Most users click outside the selection.|
|Extend a selection||Shift-click an additional block. For example, if you have selected a paragraph and you shift-click on another paragraph, it will be added to the selection.|
Copy. The Copy command puts a copy of the selected text on the Clipboard.
Paste. The Paste command inserts the Clipboard’s contents at the insertion point. Existing text moves to accommodate pasted text. Selected text is replaced by pasted text.
Drag and Drop. This procedure does not involve the Clipboard and works best when moving text a short distance. To move text, select the text and drag it to its new location. To copy text, hold down the Control key while you drag the text. To use Drag and Drop, it must be enabled (the default). See Preferences…, under the Tools menu.
For example, to open a file from a floppy disk, select Open... from
the File menu. If the disk's name does not appear on the left side of the
dialog box, click on the down arrow. Select its name in the box at the
left or if it is not displayed, click the Up One Level button to see a
different display of files and folders. When you locate the desired diskette
or file, click Open. (Double-clicking on the name will also open it).
|To close a document, click its close box in the upper right of the title bar (box with the large X on it) or select Close from the File menu. The keyboard shortcut is <Ctrl + W>.|
|When you save a new document for the first time, Word displays a dialog box (see figure, below). It is similar to the Open dialog box described earlier. Select the disk in which to save the document and specify a name for the document. When you save an existing document that you have been editing, the newly saved version is written over the older version.||This command always displays a dialog box where you can choose a document name and disk (see figure below). Use the Save As... command whenever you want to save a copy of the current document under a different name or in a different folder or disk. The newly saved copy becomes the active document.|
To format existing text, select the text and choose the formatting features from the Ribbon. For example, to create a heading that is Helvetica, bold, 18-point text, select the font and size from the pop-up menus on the Ribbon (see below). Then, click on the B button to turn on bold.
You perform paragraph and page formatting using the Ruler and the Paragraph command from the Format menu. A picture of the Ruler appears below.
The Ruler has icons for paragraph alignment (left, centered, right, and justified). You can also control indents using the margin markers on the Ruler. The right triangle controls indention from the right margin and the left triangle controls indention from the left margin with the top marker controlling the first line only. Changes made on the Ruler affect only selected paragraphs. To change margins for the entire document, you should use the Page Setup command on the File menu.
The Ruler also contains icons for setting tabs. The table below describes
the icons and how to use them.
Right aligned tab
To move a tab, drag the tab marker to a new location. To delete a tab, drag it off the Ruler.
|A first line indent is commonly used in text to offset the beginning of each new paragraph. To create a first line indent, drag the top triangle to the right. As you drag the top triangle, notice that the bottom triangle does not move.|
Creating A Hanging IndentUse a hanging indent to draw the reader’s eye to the beginning of the line. With a hanging indent, the first line aligns on the left margin and the rest of the indented paragraph "hangs" from the first line. Hold down the Shift key to move the left indent independently.
To create a header (or footer) in a document, select Header and Footer from the View menu. Type the header or footer text in the header or footer window (see below). The default text is left aligned with a centered tab set at 3 " and a right tab at 6. You can format Header and Footer text using the Ribbon and Ruler similar to a paragraph in your document. Click on the Header and Footer tool bar buttons to insert a page number, the current date, the time, and to switch between the Header and Footer template.
|Word has a built-in spelling checker. You can have Word check a selected portion of your document (one word, a paragraph, etc.) or the entire document. If you select text before starting the spelling checker, Word checks the selection, then asks whether it should stop or check the rest of the document. To check the entire document, move the insertion point to the top of the document by pressing (Ctrl + Home) before you select the spelling checker.|
To start the spelling checker, select Spelling and Grammar from the
Tools menu. Word will begin to check for misspellings. If Word finds a
word that is not in its dictionaries, it pauses, displays the word, and
if possible, suggests alternatives (see figure below).
|You have several choices at this point described in the table below. If the word is spelled correctly, you can have Word ignore it or add it to a custom dictionary. If the word is incorrect, you can have Word replace it with one of its suggestions or with a spelling you supply in the Change To: box.|
|If the word is spelled correctly...||Do this:|
|To ignore only this occurrence of the word, click||Ignore|
|To ignore all occurrences of the word, click||Ignore All|
|To add the word to a custom dictionary, click||Add|
|If the word is misspelled...||Do this:|
|First, click correct spelling in Suggestions list or type the correction in the Change To: box. Then...|
|To change only this occurrence of the word, click||Change|
|To change all occurrence of the word, click||Change All|
The table below describes the options available in Print Preview.
||Click on this icon to display the print dialog box.|
||This icon magnifies the page view. Click the magnifying glass cursor on the text for a closer look. It toggles between zooming in and out to the reduced size.|
||This icon displays a one page view.|
||Click on this icon to display multiple pages of a document.|
||Zoom control button.|
||Click on this icon to view the Ruler.|
||This icon shrinks the page to fit in the window.|
||This icon dsplays a page in full screen.|
||Click on this icon to close the Print Preview screen|
||Click on this icon to bring up Word help.|
|Open Microsoft Word or any Word document from the desktop||Double-click on the icon.|
|Open any document within Word||Select Open... from the File menu or
<Ctrl + O>. In the dialog box, click on the filename and then on the Open button.
|Close a document||Click its close box, select Close from the File menu, or press <Ctrl + W>.|
|Save a document||Select Save from the File menu or press
<Ctrl+ S.> Type a name for the document and select a disk in which to save it.
|Move text||Select the text and choose Cut from the Edit menu or press <Ctrl+ X.> This puts the text on the clipboard.|
|Copy text||Select the text and choose Copy from the Edit menu or press <Ctrl + C>. This puts the text on the clipboard.|
|Insert text from the clipboard||Choose Paste from the Edit menu or press
<Ctrl + V>.
|Set the margins||Choose Page Setup from the File menu.|
|Change the font or size of text||Select the text and choose from the Font or Size boxes on the Ribbon.|
|Create bold, italic or underlined text||Select the text and choose the formatting features from the Ribbon.|
|Change the alignment or spacing of paragraphs||Select the paragraphs and click on the alignment and spacing icons on the Ruler.|
|Add page numbers||Choose Header and Footer from the View menu. Click on the page number icon.|
|Start the spelling checker||Move the insertion point to the top of the document or press <Ctrl + Home.>. Select Spelling and Grammar from the Tools menu.|
|Preview the document||Choose Print Preview from the File menu|
|Print the document||Choose Print from the File menu or press
<Ctrl + P>.
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