© 2002 computerprep, inc. all rights reserved. word 2000: module i

© 2002 ComputerPREP, Inc. All rights reserved.

Word 2000: Module I

© 2002 ComputerPREP, Inc. All rights reserved.

Lesson 1:Getting Started with Word

Objectives

• Start Word• Use the Office Assistant• Use toolbars• Use menus• Open and view documents• Close documents and exit Word

Starting Word

• When you start Word, the Word window displays

• The Word window contains the following components:– Title bar – contains application name and minimize,

restore and close buttons– Menu bar – contains pull-down menu options– Toolbar – contains buttons that provide access to

Word features– Horizontal ruler – displays a scale to set tabs,

margins, and indents– View buttons – display buttons to change the

document view

Starting Word (cont’d)

• Word window components (cont’d):

– Status bar – displays document information

– Document window – the work area in which documents are created and displayed

– Scroll bars – move the document horizontally and vertically in the document window

– Document browser – displays menu options to browse through the document

– Insertion point – the blinking vertical line that marks where text will be entered

Using the Office Assistant

• The Office Assistant helps you find answers to questions about various features of Word

• The Office Assistant suggests help topics related to tasks you are currently performing

• The Office Assistant suggest tips on using features more efficiently

• You can choose to display or hide the Office Assistant

• You can change the Office Assistant graphic

Using Toolbars

• Toolbar – contains buttons and drop-down lists representing commonly used features

• Floating toolbar – a toolbar that is not docked, or anchored, to an edge of the application window

• By default, the Standard and Formatting toolbars display on one row

• You can display additional toolbars or hide existing toolbars

Using Menus

• Menu – lists of commands you use to execute tasks

• When you first display a menu, only the default commands display; however, you can expand the menu to display additional commands

• If you use a command that does not display by default, the command is added to the default display

• If you stop using the command for a significant length of time, the command will no longer display

Opening and Viewing Documents

• You can open and work with a single document or with multiple documents

• You can display your documents in four views:

– Normal – the default view, containing no graphics

– Web Layout – displays the document as it would appear in a Web browser

– Print Layout – displays the document as it would appear when printed

– Outline – displays the document in a hierarchical structure with headings and subheadings

Closing Documents and Exiting Word

• You can close documents individually, or close all open documents at the same time

• To close a document:– Click the Close button in the document window

• To close multiple documents simultaneously:– Press and hold SHIFT and click File, Close All

• To exit Word, click the Close button in the title bar of the Word window

© 2002 ComputerPREP, Inc. All rights reserved.

Lesson 2:Creating, Saving, and Printing

Documents

Objectives

• Create documents• Save documents• Use versioning• Preview and print documents

Creating Documents

• Word wrap –automatically moves text being typed to the following line when it reaches the right margin

• Hard return – forces text to a new line• Click-n-Type –allows you to start typing in any

blank area of a document

Saving Documents

• To save a document:– Click the Save button in the Standard toolbar

• If the document is being saved for the first time, the Save As dialog box displays

• If the document has been saved previously, your changes are saved and the existing file name is retained

Using Versioning

• Versioning – a feature that saves multiple versions of the same document under the same name

• Versioning is appropriate if you want to save multiple versions of the same document that may be slightly revised for different recipients

Previewing and Printing Documents

• You can use Print Preview to view a document as it will appear when printed

• In Print Preview, you can check margins, text placement, page orientation and document flow

• You can print one copy of a document by clicking on the Print button in the Standard or Print Preview toolbars

• Use the Print dialog box to specify the printer, the page range, the number of copies to print, and the parts of the document to print

© 2002 ComputerPREP, Inc. All rights reserved.

Lesson 3:Editing Documents

Objectives

• Find documents• Navigate through documents• Edit text• Use Repeat, Undo and Redo

Finding Documents

• You can use the Find feature to locate documents• You can specify search criteria in the Find dialog

box that can help you locate files based on:– File name– File contents– Author– Comments– Conditional searches

Navigating Through Documents

• You can navigate through documents using:– The keyboard– The scroll bars– The Select Browse Object feature– The Document Map

Moving Through DocumentsUsing the Keyboard

Action Result

Press the left or right arrow key Moves the insertion point left or right one character.

Press the up or down arrow key

Moves the insertion point up or down one line.

Press CTRL + the left arrow or CTRL + the right arrow keys

Moves the insertion point left or right one full word.

Press CTRL + the up arrow or CTRL + the down arrow keys

Moves the insertion point up or down one paragraph.

Press the PAGE UP or PAGE DOWN key

Moves the insertion point up or down one screen.

Moving Through DocumentsUsing the Keyboard (cont’d)

Action Result

Press the CTRL+PAGE UP or CTRL+PAGE DOWN keys

Moves the insertion point up or down one page.

Press the HOME key Moves the insertion point to the beginning of the line.

Press the END key Moves the insertion point to the end of the line.

Press the CTRL+HOME keys Moves the insertion point to the beginning of the document.

Press the CTRL+END keys Moves the insertion point to the end of the document.

Moving Through DocumentsUsing the Scroll Bars

Action Result

Click the scroll up or scroll down box

Scrolls up or down one line.

Click the vertical scroll bar above or below the scroll box

Scrolls up or down the height of one screen.

Drag the vertical scroll box Scrolls up or down a relative distance. The position of the scroll box indicates the position of the displayed text relative to the entire document.

Click the Previous or Next Page button

Scrolls up or down one page.

Moving Through DocumentsUsing the Scroll Bars (cont’d)

Action Result

Click the scroll left or scroll right button

Scrolls left or right approximately 0.5 inch.

Click the horizontal scroll bar to the right or left of the scroll box

Scrolls right or left one screen width.

Drag the horizontal scroll box Scrolls left or right a relative distance.

Moving Through DocumentsUsing Select Browse Objects

• Click the Select Browse Object button to display the Select Browse Object palette

• Click a browse object in the palette to specify the way the browse is performed

• Use the browse buttons on the vertical scroll bar to browse up or down through the document using the selected browse object

Moving Through DocumentsUsing the Document Map

• The Document Map displays a pane adjacent to the document window, containing all the headings in the document

• Click on a heading in the Document Map to move to that heading in the document

Editing Text• Insert mode – existing text is moved to the right as you type• Overtype mode – text you type replaces, or types over,

existing text• You can insert special characters by:

– Typing codes– Inserting character codes form the AutoCorrect dialog

box– Applying font styles:

• Subscript• Superscript• Strikethrough• Small caps

Editing Text (cont’d)

• Pressing DELETE deletes text to the right of the insertion point

• Pressing BACKSPACE deletes text to the left of the insertion point

• To delete words, press and hold CTRL, then press BACKSPACE or DELETE

• Change the case of text by specifying:– Sentence case– lowercase– UPPERCASE– Title Case– tOGGLE cASE

Using Repeat, Undo and Redo

• You can repeat your last action by clicking on Edit, Repeat

• Undo reverses the last action performed• Redo reverses the last Undo action performed• Display the Undo or Redo list to select from several

actions– When you select an action in the Undo or Redo

list, you also select to undo or redo all the actions that appear above it in the list

© 2002 ComputerPREP, Inc. All rights reserved.

Lesson 4:Moving and Copying Text

Objectives

• Select text• Move and copy text

Using the Mouse to Select Text

Text to select Mouse action to perform

Any amount of text Drag over the text

A word Double-click on a word

A line of text Click in the selection bar adjacent to the line

Multiple lines Drag in the selection bar across contiguous lines

A sentence Press and hold CTRL and click in the sentence

A paragraph Double-click in the selection bar adjacent to the paragraph or triple-click in the paragraph

Using the Mouse to Select Text (cont’d)

Text to select Mouse action to perform

A text block

of any size

Click at the start of the text block, move the mouse pointer to the end of the block, press and hold SHIFT, and click again

The entire document Triple-click anywhere in the selection bar

A column of text Press and hold ALT and drag down and across the text

Using the Keyboard to Select Text

Text to select Keyboard action to perform

From the insertion point to the end of the current line

SHIFT+END

From the insertion point to the beginning of the current line

SHIFT+HOME

From the insertion point to the end of the document

CTRL+SHIFT+END

From the insertion point to the beginning of the document

CTRL+SHIFT+HOME

The entire document CTRL+A

Moving and Copying Text

• Using the Clipboard– The Clipboard can store as many as 12 items– To move text using the Clipboard, cut text to the

Clipboard and paste it to a new location or click the item in the Clipboard toolbar to paste it to a new location

– To copy text using the Clipboard, copy text to the Clipboard, and paste it to a new location or click the item in the Clipboard toolbar to paste it to a new location

Moving and Copying Text (cont’d)

• Using drag and drop– To move text using drag and drop: drag the

selected text from one location in the document to another

– To copy text using drag and drop: press and hold CTRL, and then drag the selected text from one location in the document to another

• To use drag and drop with the right mouse button, click the right mouse button, then select an option from the shortcut menu

© 2002 ComputerPREP, Inc. All rights reserved.

Lesson 5:Using Automatic Text Features

Objectives

• Use AutoText and AutoComplete• Use AutoCorrect

Using AutoText and AutoComplete

• AutoText – a feature providing centralized storage and access to frequently used text or graphics– You can use built-in AutoText entries or create

your own entries– You can delete built-in and user-defined

AutoText entries• AutoComplete – a feature that can automatically

insert dates and AutoText entries after you type a few identifying characters– You must type at least four characters before

AutoComplete will recognize an entry

Using AutoCorrect

• AutoCorrect – a feature that automatically corrects typing, spelling and grammatical errors while you type

• AutoCorrect can also replace specific character sequences with symbols

• You can use built-in corrections or add your own corrections to the AutoCorrect list

• You can specify that particular spellings and abbreviations not be changed

• You can delete AutoCorrect entries

© 2002 ComputerPREP, Inc. All rights reserved.

Lesson 6:Formatting Text

Objectives

• Use the Formatting toolbar• Use AutoFormat As You Type• Use the Format Painter

Using the Formatting Toolbar

• Use the Formatting toolbar to apply formatting characteristics to selected text:– Change font and point size

• Font – the typeface of text• Point size – the height of a character (72 points

equals one inch)– Apply bold, italic, underline, color and alignment

• To apply formatting, select the text to be formatted and then click on a button or select a drop-down list option in the Formatting toolbar

• You can apply multiple formats to text

Using AutoFormat As You Type

• AutoFormat As You Type – automatically applies formatting as you enter text

• You can use AutoFormat As You Type to apply:– Headings– Bulleted and numbered lists– Borders– Numbers– Symbols– Fractions

Using the Format Painter

• Format Painter – copies and applies formatting from one word or paragraph to additional text in a document

• To use the Format Painter, click on the text with the formatting you want to copy, click on the Format Painter button in the Standard toolbar, and then select the text you want to format

• To apply the formatting to more than one location, double-click on the Format Painter button

© 2002 ComputerPREP, Inc. All rights reserved.

Lesson 7:Formatting Paragraphs

Objectives

• Set margins• Set hyphenation• Change line and paragraph spacing• Change character spacing• Set tabs• Indent paragraphs• Display and hide nonprinting characters

Setting Margins

• Margin – the blank space that separates the edge of the document page from the text

• Default margin settings– 1” for the top margin– 1” for the bottom margin– 1.25” for the left margin– 1.25” for the right margin

• Set margins using the horizontal ruler or the Margins card of the Page Setup dialog box

Setting Hyphenation

• You can specify to automatically hyphenate a document or to search a document for words to hyphenate

• Press CTRL+SHIFT+<HYPHEN> to prevent a hyphenated word from breaking at the end of a line

• Use the Hyphenation dialog box to:

– Specify automatic hyphenation

– Hyphenate words in all capital letters

– Set the hyphenation zone

– Limit the number of consecutive hyphenated lines

Changing Line and Paragraph Spacing

• Line spacing – the amount of space between lines of text in a paragraph

• Paragraph spacing – the amount of space that appears before and after a paragraph

• To change line and paragraph spacing, use the Indents and Spacing card of the Paragraph dialog box

Changing Character Spacing

• Use the Character Spacing card of the Font dialog box to adjust the spacing between characters of text

• You can specify:

– The spacing between letters

– The amount to raise and lower selected text relative to the surrounding text

– The amount of kerning to apply

• Kerning – adjusts the spacing between certain combinations of characters, depending on the font, so that the words look more evenly spaced

Setting Tabs

• Tab stop – a location on the horizontal ruler that indicates how far to indent text

• Leaders – solid, dotted or dashed lines that fill the space used by a tab

• The default tab setting is 0.5 inch• You can modify a tab stop by moving it to a new

location on the ruler or by specifying new options in the Tabs dialog box

• You can clear a tab by dragging it off the ruler

Setting Tabs (cont’d)

• To set tabs– Use the tab box at the left end of the horizontal ruler, or– Use the Tabs dialog box to set exact measurements for

tab stops and to specify leaders• Tab stop options include:

– Left tab – text extends to the right from the tab stop– Right tab – text extends to the left from the tab stop – Center tab – centers text to the left and right of the tab

stop uniformly– Decimal tab – extends text (usually numbers) to the left

and/or right of a stationary decimal point – Bar tab – inserts a vertical bar at the tab stop

Indenting Paragraphs

• Indentation determines the distance of a paragraph, or the first line of a paragraph, from either the left or right margin or both

• You can quickly set or change indents by dragging the appropriate indent symbols to locations on the horizontal ruler

• You can set precise indentation settings by specifying options in the Indents and Spacing card of the Paragraph dialog box

Indenting Paragraphs (cont’d)

• Indentation options include:– First-line indent – indents the first line of a paragraph

from the left margin, while all subsequent lines of text align with the left margin

– Hanging indent – indents every line in a paragraph (except the first line) from the left margin

– Left indent – indents the entire paragraph from the left margin

– Right indent – indents the entire paragraph from the right margin

– Double indent – indents the entire paragraph from both the left and the right margin

Displaying and Hiding Nonprinting Characters

• You can display nonprinting characters to check the location of:– Tabs– Hard page breaks– Hard returns– Extra or missing spaces between words– The end of a cell or row in tables

© 2002 ComputerPREP, Inc. All rights reserved.

Lesson 8:Formatting Documents

Objectives

• Control text flow• Align text on a page• Change page orientation

Controlling Text Flow

• You can control the flow of text from one page to another by inserting page breaks and keeping blocks of text together by eliminating widows and orphans– Soft page break – a break created automatically when the

text reaches the bottom margin– Hard page break – a break you insert that forces text to

the next page– Widow – the last line of a paragraph that appears by itself

at the top of a page– Orphan – the first line of a paragraph that appears by

itself at the bottom of a page– Non-breaking space – a space between words that forces

words to remain together on the same line

Aligning Text on a Page

• You can change the horizontal alignment using the Formatting toolbar

• The four types of horizontal alignment are:– Left – aligns text at the left margin with an uneven right

edge (this is the default)– Center – aligns text from the center outward, leaving both

the left and right margins uneven– Right – aligns text at the right margin with an uneven left

edge– Justified – aligns text evenly at both the left and right

margins

Aligning Text on a Page (cont’d)

• You can change the vertical alignment using the Layout card of the Page Setup dialog box

• The four types of vertical alignment are:– Top – aligns text with the top margin– Center – centers the document vertically on the

page, between the top and bottom margins– Justified – aligns text evenly from top to bottom

on multiple-page documents– Bottom – aligns text with the bottom margin

Changing Page Orientation• Use the Paper Size card of the Page Setup dialog

box to change page orientation• Page orientation includes:

– Portrait – the page is higher than it is wide (this is the default)

– Landscape – the page is wider than it is high• Use landscape orientation to accommodate wide

blocks of text, graphics and tables

© 2002 ComputerPREP, Inc. All rights reserved.

Lesson 9:Finding and Replacing Text

Objectives

• Find text• Replace text• Find and replace word forms• Use the Go To feature

Finding Text

• The Find feature locates specific text in a document• Access the Find feature from the Find card of the Find

and Replace dialog box• You can use wildcards in the search string to locate all

words containing certain characters• To find formatting rather than text, click on the Format

button and specify the formatting you want to find• To find special characters, such as non-printing text

codes, graphics, dashes and hyphens, click on the Special button

Finding Text (cont’d)

• To refine the scope of a search, click on the More button and specify search options:– Match case – finds only those instances in which the

capitalization of the text matches that of the text you specify

– Find whole words only – finds only matches that are whole words and not part of a larger word

– Use wildcards – searches for wildcards, special characters or search operators you specify

– Sounds like – finds words that sound the same as the search text but are spelled differently

– Find all word forms – finds all forms of the search text

Replacing Text

• The Replace feature locates all instances of the text you specify and replaces it with new text

• Access the Replace feature from the Replace card of the Find and Replace dialog box

• Specify the text you want to find in the Find what text box

• Specify the replacement text in the Replace with text box

• You can use the same search options found in the Find card

• You can replace text with or without confirmation

Finding and Replacing Word Forms

• You can specify to replace different forms of a word using the Find all word forms option

• Different forms of a word can include:– Present tense– Past tense– Plural

• This feature reduces the number of searches you must make to change a word that occurs in several forms

Using the Go To Feature

• You can use the Go To feature to quickly move to and display specific items in a document, such as a specific page, section or table

• Access the Go To feature from the Go To card of the Find and Replace dialog box:– Select an item from the Go to what list box– If appropriate, enter a number, with a + or –

sign, in the Enter text box– To find items sequentially, use the Previous and

Next buttons

© 2002 ComputerPREP, Inc. All rights reserved.

Lesson 10:Using Proofing Tools

Objectives

• Check spelling and grammar• Use the Thesaurus

Checking Spelling and Grammar

• You can check spelling and grammar as you type:– Spelling errors are identified by wavy red underlines– Grammar errors are identified by wavy green underlines

• You can enable or disable the Spelling and/or Grammar feature in the Spelling & Grammar card of the Options dialog box

• You can use the Spelling and Grammar checker to check for spelling and grammar errors in existing documents

• You can change grammar settings to selectively turn grammar rules on or off before running a grammar check and to evaluate writing style

Checking Spelling

• To check spelling of text:– Right-click an indicated error and select a

correction from the shortcut menu, or– Use the Spelling and Grammar dialog box,

which displays spelling errors along with suggested corrections when possible

– If no corrections are suggested, you can:• make the correction in the document• make the correction in the Not in Dictionary

text box

Checking Spelling (cont’d)

• Ignore the current instance of the word• Ignore all instances of the word• Add the word to the custom dictionary• Change the word using the spelling you

select• Change all instances of the word using the

spelling you select• Add the misspelled word and its correction

to the AutoCorrect list

Checking Grammar

• To check grammar of text:– Right-click an indicated error and select a correction

from the shortcut menu, or– Use the Spelling and Grammar dialog box, which

displays grammar errors along with suggested corrections when possible

– If no corrections are suggested, you can:• make the correction in the document• make the correction in the list box at the top of the

dialog box• Ignore the current instance of the error• Ignore all instances of the error

Using the Thesaurus

• The Thesaurus displays synonyms (and sometimes antonyms) for the word you select

• Access the Thesaurus from the Thesaurus dialog box

• If the selected text can be identified as more than one word form, select the appropriate entry in the Meanings list box to display synonyms of the correct word form

• Replace selected text by clicking on a synonym in the Thesaurus dialog box

• To find additional words, click on a synonym in the dialog box and click the Look Up button