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Microsoft Word I

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Microsoft Word I Bob Herring May 2010 Microsoft Word I Saving to a Flash Drive Select the folder where your file will be saved (Flash drive (E:)) Click Save The ... – PowerPoint PPT presentation

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Title: Microsoft Word I


1
Microsoft Word I
  • Bob Herring
  • May 2010

2
Microsoft Word I
The Program
  • Word is a word processing tool
  • Used to create documents and forms
  • One page business letters to entire books
  • What you see is what you get --WYSIWYG
  • What it isnt
  • Not a spreadsheet -- Use Excel instead
  • Not a database -- Use Access
  • Not a presentation tool -- Use PowerPoint

2
3
Microsoft Word I
Converting from Earlier Versions of Word
Microsoft has provided several useful tools to
help you convert from the 2003 suite to the new
2007 version Step one Go to the URL below to
find the tool you need
http//office.microsoft.com/en-us/training/HA10229
5841033.aspx
Step two Download Adobe Flash player if its not
already installed
Step three Run the tool, either online or as
downloaded to your computer
Step four Assume your rightful place as the
go-to guy on 2007!
3
4
Microsoft Word I
One Big Change in the 2007 Version
  • All documents are created as web-ready XML
    documents
  • The Word file extension is now .docx,
    reflecting this
  • Word 2007 can read all previous versions of
    Word
  • Word 2003 CANNOT read the 2007 version unless
    you go to the Microsoft website and download
    a converter
  • This converter is called FileFormatConverters.e
    xe and is found at http//www.microsoft.com/d
    ownloads/details.aspx?FamilyId941B3470-3AE9-4AEE
    -8F43-C6BB74CD1466displaylangen
  • Watch what version you are creating you can
    choose to create documents in the old
    format to send to people who dont have 2007

4
5
Microsoft Word I
Word Document Layout
Office Button
Quick Access Toolbar
Home Ribbon
Status Bar
5
6
Microsoft Word I
Document Layout, Continued
Horizontal Ruler
Vertical Ruler
Document Window
6
7
Microsoft Word I
Selecting the Office Button
  • This is sort of the old File Menu item
  • This is also where to come to set Word options
    (more later)
  • Can be annoying to work with, but you can use
    keyboard shortcuts

7
8
Microsoft Word I
The New File Dialog
  • This is the same as File New in earlier
    versions
  • Template types are listed on the left, choices
    in the center, and samples on the right
  • Get a new blank document in one click with
    CtrlN

8
9
Microsoft Word I
Selecting Text
  • Select text by holding down the left mouse
    button and dragging
  • Select a line by moving the mouse to the left
    margin and clicking once
  • Select a paragraph in the left margin by
    double-clicking
  • Select the whole document in the left margin by
    triple-clicking
  • (or CtrlA)

9
10
Microsoft Word I
Cut , Copy , and Paste
  • Cutting, copying and pasting are at the very
    heart of word processing
  • They allow you to move text and pictures and
    add previous work to
  • your current document.
  • Cutting and copying are the same operation.
    Both copy the selected
  • item to the clipboard.
  • Paste brings the item from the clipboard into
    the document. That is
  • why the symbol looks like a page coming off
    a clipboard.
  • Remember to select the item!! When the
    operation you have chosen
  • doesnt work, go back and select the text
  • Keyboard shortcuts are available
  • Control X Cuts
  • Control C Copies
  • Control V Pastes

10
11
Microsoft Word I
Cut, Copy, and Paste
  • There are three ways to cut, copy, and paste
  • Right-click the selection, and choose from the
    popup menu
  • Select the item, then click the appropriate
    tool on the toolbar
  • Select the item, and use a keyboard shortcut

11
12
Microsoft Word I
Bold, Italic, and Underline
  • Select the text, then click the desired effect

Bold
Italic
Underline
12
13
Microsoft Word I
Fonts
  • Click on the dropdown arrow on the Font Tool
  • Select the new font in the dropdown box

Font Tool
Font Drop- down
13
14
Microsoft Word I
Font Sizes
  • Click on the dropdown arrow on the Font Size
    Tool
  • Select the new size in the dropdown box

Font Size Dropdown
Font Size Tool
14
15
Microsoft Word I
Font Dialog
  • Click the Font Dialog button to see the old
    dialog box

15
16
Microsoft Word I
Font Dialog Controls
Font Style
Font
Font Size
Underline Style
Font Color
Text Effects
Sample
Set as Default
16
17
Microsoft Word I
Spell Check
  • When spell check is on, Word underlines
    misspelled words
  • Words not in the dictionary are also underlined
  • Words can be added to a custom dictionary

Spell Check
17
18
Microsoft Word I
Spell Check Popup Menu
  • Right-click the underlined word. A popup menu
    will appear with
  • suggestions for correction
  • Left-click to correct, or choose Ignore All
    or Add

Click to Change
Click to Ignore
Click to Add
18
19
Microsoft Word I
Paragraph Alignment
  • Use the Alignment Tools to correctly justify
    paragraphs
  • Select the text to be changed, then click the
    correct tool

Alignment Tools
Left
Center
Right
Full
19
20
Microsoft Word I
Indentation
  • Word allows paragraphs to be indented in
    various ways
  • First line indent is controlled by the caret on
    top of the ruler.
  • Grab the caret by clicking and holding the left
    mouse button.

First line
First line of paragraph is indented
20
21
Microsoft Word I
Indentation, Continued
  • Word can also create hanging indents (used in
    legal briefs)
  • Hanging indent is controlled by the caret on
    bottom of the ruler.
  • Grab the caret by clicking and holding the left
    mouse button.

Hanging Indent
Paragraph set to hanging indent
21
22
Microsoft Word I
Indentation, Continued
  • Paragraphs may be individually indented for
    emphasis.
  • Left indent is controlled by the box beneath
    the bottom caret.

Left Indent
Paragraph left-indented one-half inch
22
23
Microsoft Word I
Indentation, Continued
  • Paragraphs may be individually indented for
    emphasis.
  • Right indent is controlled by the caret at the
    right side of the ruler.

Paragraph right-indented
23
24
Microsoft Word I
Indentation, Continued
  • Indentation may be set precisely by selecting
    the Paragraph dialog.
  • Set left and right indent by adjusting the
    values in the boxes.

24
25
Microsoft Word I
Line Spacing
  • Line spacing can be set by selecting the
    Paragraph dialog.
  • Set desired spacing by adjusting the values in
    the line spacing box.

25
26
Microsoft Word I
Line Spacing, Continued
  • Set desired spacing by adjusting the values in
    the line spacing tool.

26
27
Microsoft Word I
Tab Settings
  • Set tabs by left-clicking the ruler at the
    desired spot. An L shape will appear at
  • the spot to mark the tab. Select the type
    of tab by clicking the tool at the inter-
  • section of the rulers. Tabs may be left,
    right, center, or decimal.
  • Remove tab stops by clicking and holding the
    left mouse button and dragging them
  • off the ruler.

Tab Type Tool
Tab Stop
Tab Indicator
27
28
Microsoft Word I
Tab Settings, Continued
  • Tabs may also be set by selecting Tabs in the
    Paragraph dialog.
  • The Tabs dialog allows the user to select both
    position and type of tab
  • and to clear one or all tabs.

28
29
Microsoft Word I
Inserting Clip Art
  • Word provides the capability to insert pictures
    as well as words.
  • Clip art is a royalty-free set of simple
    pictures that can be
  • used to enhance your presentation.
  • Select the Insert Ribbon, then click Clip Art.

Clip Art
29
30
Microsoft Word I
Clip Art Organizer
  • A Clip Art Organizer appears on the right
  • Type in a word or two and click Go Word
    attempts to find a clip

Go Button
Clip Art Organizer
30
31
Microsoft Word I
Inserting Clip Art
  • Click the desired picture once with the left
    mouse button to insert
  • A popup menu is also available if you click the
    down arrow
  • on the selected clip

Popup Menu
31
32
Microsoft Word I
Resizing Pictures
  • Resize pictures using the drag handles
    surrounding the picture
  • Use the corner drag handles to preserve the
    aspect ratio

Expanded by Side Handle
Expanded by Bottom Handle
Correctly Resized
Drag Handles
32
33
Microsoft Word I
Smart Art
  • Another new feature of all the 2007 programs,
    Smart Art, gives a huge variety of
    customizable graphics for business use

33
34
Microsoft Word I
Accessing the Symbol Table
  • The Symbol tool shows the last 20 symbols used,
    or you can go to the old symbol dialog by
    clicking More Symbols

34
35
Microsoft Word I
Page Setup
  • Click the Page Setup dialog button to bring up
    the old Page Setup
  • Dialog box

35
36
Microsoft Word I
Page Setup
  • Margins
  • Set margins in tenths by clicking up and down
    arrows
  • Set margins exactly by typing in desired
    distance
  • Select correct page orientation

Margins
Landscape
36
37
Microsoft Word I
Page Setup
  • Paper
  • Select correct paper size
  • Select the source

Legal size
Select source Based on Your printer
37
38
Microsoft Word I
Page Setup
  • Layout
  • Set Section breaks
  • Set different headers and footers
  • Set header and footer distance
  • Set vertical alignment

Section Breaks
Vertical Alignment
Headers Footers
38
39
Microsoft Word I
Page Setup
  • Line Numbers
  • Click the Line Numbers button
  • Select Add line numbering and set options
  • You may have to scroll left to see the numbers

Line numbers
39
40
Microsoft Word I
Print Preview
  • A critical step before printing!
  • Click the Print Preview Tool or,
  • Click the Office button, then select Print,
    then Print Preview
  • Make sure the document will look the way you
    thought it would
  • Select Close to return to your document

Next/ Previous Page
Show Multiple Pages
Show Ruler
Print
Magnifier
Zoom
Page Setup
Show One Page
Close
Shrink To Fit
40
41
Microsoft Word I
Printing
  • To print the active document, click the Office
    button then the Print Tool
  • To avoid extra clicking, select Ctrl P instead

Office Button
Print Tool
41
42
Microsoft Word I
Printing
  • Printing dialog box appears, allowing the user
    to
  • Select printer
  • Select which pages will be printed
  • Select number of copies

Printer Control
Copies
Pages to Print
42
43
Microsoft Word I
Correcting Errors
  • Errors can creep in where you least expect them
  • Reread your document carefully to spot mistakes
  • Having another person proofread it can be
    helpful
  • Print it out so that you are not distracted by
    scrolling, etc.
  • Printed copies can be marked up for changes
  • Have a clear idea of changes that need to be
    made
  • Line numbers can be helpful in large documents
  • Check carefully before changing if there is
    repeated text
  • Turn on change tracking

43
44
Microsoft Word I
Making Changes
  • Adding text
  • Left-click with the mouse to place the
    insertion point
  • Type the added text
  • Deleting text
  • Left-click and hold the mouse to highlight the
    text to be deleted
  • Press the Delete key on the keyboard, or
  • When replacing text, simply begin typing
  • Moving text
  • Highlight the text to be moved
  • Click the Cut Tool on the toolbar (or Control
    and X)
  • Place the insertion point as above and click
    the Paste Tool
  • Or, after highlighting, left-click and drag the
    text to new location

44
45
Microsoft Word I
Finding and Replacing
  • To find words, Select Find on the right side of
    the Home Ribbon
  • Type in the text to find
  • Finds each instance of the letters (even within
    words!)

45
46
Microsoft Word I
Finding and Replacing
  • To replace text, Select Replace on the right
    side of the Home Ribbon
  • Type in the text to find in top box
  • Type replacement text in bottom box
  • Click the Find Next button
  • When you find the correct spot, click the
    Replace button

Text to Find
Replacement Text
Find Next
Replace
46
47
Microsoft Word I
Finding and Replacing
  • To go to a page, Select the down arrow next to
    Find, then select Go To
  • Or, type Ctrl G, or click the Select Browse
    Object Tool
  • Type in the page number and click the Go To
    button
  • Go To also works on sections, line numbers,
    footnotes, etc.

47
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Microsoft Word I
Accessing the Columns Dialog Box
  • Except for the fact that its in the Page
    Layout Ribbon, the Columns tool is pretty
    much the same

48
49
Microsoft Word I
Numbered Lists
  • Word can automatically create numbered lists
  • Word keeps track of the numbers inserted items
    are renumbered
  • Click the Numbered List Tool and begin typing
    the list

Numbered List Tool
49
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Microsoft Word I
Outline Lists
  • From the Home Ribbon, select the Outline
    Numbered tool
  • Select a desired style from the List Library
    (or create one)
  • Promote and demote outline levels by using the
    Increase Indent
  • and Decrease Indent Tools

Outline Numbered Tool
50
51
Microsoft Word I
Bulleted Lists
  • Click the Bullet List tool
  • Select the desired style by clicking the down
    arrow
  • Or, you can define your own bullet

51
52
Microsoft Word I
Tables
  • On the Insert Ribbon, click the table button
  • Mouse over the number of rows and columns
    desired click to insert

52
53
Microsoft Word I
Tables
  • Tables have many uses
  • Tables are the basis for many Web pages

53
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Microsoft Word I
Formatting Tables
  • Place the mouse pointer over the edge of the
    cell to be changed
  • When the pointer changes to parallel lines with
    opposite arrows,
  • left-click and drag the line to the
    desired width

Column Narrowed
Row Widened
54
55
Microsoft Word I
Envelopes and Labels
  • From the Mailings Ribbon, click on Envelopes
  • Envelopes and Labels dialog box appears
  • Type in Delivery address and Return address
  • To change the font, select the Options button

55
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Microsoft Word I
Envelope Options
  • Choose font for both Delivery address and
    Return address
  • Set the positions for the address and return
    address

Address Font Controls
Address Positioning Controls
56
57
Microsoft Word I
Labels
  • From the Mailings Ribbon, click on Envelopes
  • The Labels dialog box appears.
  • Type label text. For labels drawn from a
    database, use Mail Merge
  • To select type of label, click the Options
    button
  • To print a single label, pick the row and
    column of the label to
  • be printed

Options Button
Row Column Settings
57
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Microsoft Word I
Envelopes and Labels
  • Label Options dialog box
  • Select type of printer and feed tray
  • Select label manufacturer and label form number
  • Create your own label by selecting the New
    Label button

58
59
Microsoft Word I
Options Popular Tab
  • Use this tab to
  • Select the mini-toolbar
  • Get the Developer Tab
  • Input user name and initials

Developer Tab Checkbox
59
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Microsoft Word I
Options Display Tab
  • Use this tab to
  • Show formatting marks
  • Print drawings with your document

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Microsoft Word I
Options Proofing Tab
  • Use this tab to
  • Change correction options

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Microsoft Word I
Options Save Tab
  • Use this tab to
  • Set the save location
  • Set AutoRecover
  • Set the type of document to save

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Microsoft Word I
Options Advanced Tab
  • Use this tab to
  • Set options not covered in the other tabs

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Microsoft Word I
Options Customize Tab
  • Use this tab to
  • Set up your Quick Access Toolbar

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Microsoft Word I
Saving Your Work
  • Click the Office button, then choose Save
  • Type a name for your file
  • Click the down arrow next to the Save in

Down Arrow
File Name
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Microsoft Word I
Saving to a Flash Drive
  • Select the folder where your file will be saved
    (Flash drive (E))
  • Click Save
  • The name of your document will change to the
    name you picked

Flash drive (E)
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Microsoft Word I
Quitting Word
  • Select File, then Exit
  • Click the X in the top right corner of the
    window
  • If you only want to close the current document
  • Select File, then Close
  • Click the X below the one in the top right
    corner

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Microsoft Word
Review
  • Using Word
  • The Word Window
  • Menus and Toolbars
  • Cut, Copy, and Paste
  • Basic Formatting
  • Spell Check
  • Indenting and Tabs
  • Clip Art
  • Smart Art
  • Symbols
  • Page Setup
  • Printing
  • Changes
  • Find, Replace, and GoTo
  • Columns
  • Numbered Lists
  • Outline Lists
  • Bullet Lists
  • Tables
  • Envelopes
  • Labels
  • Word Options
  • Saving Your Work
  • Quitting Word

68
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