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HIWAY FEDERAL CREDIT UNION

Level 1 Lunch-N-Learn, May 2005

Microsoft Office Word 2002

Microsoft Office Word 2002

Table of Contents

Introduction.....................................................................................................................................................................3Menu Bar....................................................................................................................................................................3Standard Toolbar.........................................................................................................................................................3The Word Window.....................................................................................................................................................4

Setting Margins...............................................................................................................................................................5The Page Setup dialog box.........................................................................................................................................5

Auto Correct....................................................................................................................................................................6The AutoCorrect dialog box.......................................................................................................................................6

Save a New Document....................................................................................................................................................7Save As dialog box.....................................................................................................................................................7

Clip Art...........................................................................................................................................................................8Insert Clip Art.............................................................................................................................................................8

Lab Activity....................................................................................................................................................................9Creating an Announcement – Day 1...........................................................................................................................9Lab Activity Procedures...........................................................................................................................................10Lab Activity Procedures Continued..........................................................................................................................11

Basic Text Editing.........................................................................................................................................................12Selecting Text...........................................................................................................................................................12Drag and Drop Text..................................................................................................................................................12Text Formatting........................................................................................................................................................13Alignment.................................................................................................................................................................13

Document Editing.........................................................................................................................................................14Find and Replace Text..............................................................................................................................................14Cut, Copy & Paste.....................................................................................................................................................14Using Undo & Redo..................................................................................................................................................15Check Spelling..........................................................................................................................................................15Microsoft Help Text Box..........................................................................................................................................15

Table Basics..................................................................................................................................................................16Insert a Table.............................................................................................................................................................16A Table with Four Columns & Four Rows...............................................................................................................16

Lab Activity..................................................................................................................................................................17Lab Activity Procedures Day 2.................................................................................................................................17Lab Activity Procedures Day 2 Continued...............................................................................................................18

Basic Desktop Publishing.............................................................................................................................................19Drawing Toolbar.......................................................................................................................................................19Line Color and Styles................................................................................................................................................19

Hyperlinks.....................................................................................................................................................................20Create a Hyperlink....................................................................................................................................................20

Lab Activity..................................................................................................................................................................21Lab Activity Procedures Day 3.................................................................................................................................21

Mail Merge Basics........................................................................................................................................................22Mail Merge Basics....................................................................................................................................................22Steps 1-3 to Creating a Mail Merge..........................................................................................................................23Steps 4-6 to Creating a Mail Merge..........................................................................................................................24Mail Merge Toolbar..................................................................................................................................................25

Preview & Print Basics.................................................................................................................................................26Preview a Document.................................................................................................................................................26Print...........................................................................................................................................................................27

Lab Activity..................................................................................................................................................................28Lab Activity Procedures Day 4.................................................................................................................................28Lab Activity Procedures Day 4 Continued...............................................................................................................29Lab Activity Procedures Day 4 Continued...............................................................................................................30

Introduction

Menu Bar

Standard Toolbar

Pearson Prentice Hall DDC: Learning Microsoft Office Word 2003 3 Lunch-N-Learn

Introduction

Show/Hide

buttonUndoSave PrintOpen Insert

Hyperlink

New blank

document

Submenu

Shortcut KeyCommand

nameIcon

9 menus

Using Menus:Word groups commands into 9 menus.You can expand the menu to see all the commands.Commands that are not available appear dimmed on the expanded menu.If a toolbar button is available for a menu command, the icon will display to the left of the command name.A checkmark/bullet to the left of the toggle command indicates that command is already active.An ellipsis (…) indicates that the command opens a dialog box.An arrowhead indicates that the command opens a submenu.

Introduction

The Word Window

1.

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Introduction

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109

7

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Title BarRulersInsertion pointTool BarTask paneView buttonsSelect Browse ObjectStatus barMode buttonsType question for help box

2. _____________________3. _____________________4. _____________________5. _____________________6. _____________________7. _____________________8. _____________________9. _____________________10. _____________________

Microsoft Access: Learning Microsoft Access 2002 DDC Publishing Lunch-N-Learn5

Setting Margins

The Page Setup dialog box


Setting Margins

Set Margins: Margins are measured in inches. Default margins in Word are 1.25”

on the left and right and 1” on the top and bottom.

Vertical Alignment: Vertical Alignment is used to adjust

the position of all text on a page in relation to the top and bottom margins.

Centering vertically can improve the appearance of some one page documents, such as flyers or invitations.

Set vertical alignment on the Layout tab.

Auto Correct

The AutoCorrect dialog box


Auto Correct

AutoCorrect: Is a word feature that automatically

corrects common spelling and typing errors as you type.

Word comes with a built-in list of common typing errors.

If AutoCorrect changes text that was not incorrect, use Undo or the AutoCorrect button to reverse the change.

AutoCorrect can be disabled.

Save a New Document

Save As dialog box


Save a New Document

Drop Down List

Places bar File name box Contents of current location

Saving a New Word Document:To have a file available for future use, you must save it with a valid document name.When saving a document use the Save As dialog box to give it a name and select its location.Word automatically adds a period and a three character file extension to the end of the file name to identify the file type.By default, the file extension is .doc

Clip Art

Insert Clip Art


Clip Art

Clip Art: Use the Clip Art task pane to find

and insert clip art. Word displays thumbnail-sized

previews. The Insert clip art button also opens

the Clip Art task pane.

Hover over the thumbnail and the menu to insert will appear.

Lab ActivityCreating an Announcement – Day 1

Today’s activity will take approximately 15-20 minutes for beginners.

Scenario:

You’re in charge of announcing your family’s semiannual get-together this summer. The event is taking place on the 4 of July. One of your responsibilities involves creating an announcement informing all family members about the exciting event. For this event you will prepare the announcement shown in Figure 1.

Each day you will use step by step instructions to create and format the announcement. On Day 4 one announcement will be mailed and one will be sent via e-mail as an attachment. Your final steps will involve sending the announcement to your classmates.


Lab Activity

Figure 1: Shows the results on Day 4

Lab Activity

Lab Activity Procedures

Steps for Day 1

1) Open Microsoft Worda) Double click on the Microsoft Word icon from your desktop

2) Set the Margins and Page Orientationa) Click on the “File” menu and “Page Setup…”b) Set the bottom and top margin at 1”c) Set the left and right margin at 1.25”

3) Setup AutoCorrect optionsa) Click on the “Tools” menu and “AutoCorrect Options…”b) Choose the “AutoCorrect” tab and enter the letters “July” in the “Replace”

fieldc) In the “With:” field enter “July 11, 2005”d) Click “OK”

4) Save the document using “File Save As”a) Click on the “File” menu and “Save As…”b) Choose the folder or drive that the document will be saved under from the

drop down listc) In the “File Name” field type “Family Reunion 2005”d) Click “Save”


Lab Activity

Lab ActivityLab Activity Procedures Continued

Steps for Day 1 continued

5) Insert Clip Arta) Click on the “Insert” menu b) Go to “Picture” and click “Clip Art…”c) In the “Search text:” field type the words “summer”d) Hover over the picture of your choice and when the drop down arrow appears

to the right of it, left click and choose “Insert”

6) Format Picturea) Select the Pictureb) From the “Format” menu, click “Picture” to open the Format Picture dialog

boxc) Click on the “Size” tab and adjust your picture so that it’s approximately an

inch in heightd) Change the Vertical and Horizontal alignment to place the picture in the top

left corner of the announcement.7) Press [Enter] twice leaving two blank spaces

8) Enter the text shown in illustration A


Lab Activity

Basic Text Editing

Selecting Text

Drag and Drop Text


Basic Text Editing

Selecting Text Tips:You must select text, graphics, and other objects before you can edit them (i.e. enlarge, move, delete, etc.)!To select a word or group of words, place your insertion point at the beginning of the text while still holding down the left mouse button until you’ve highlighted all the information you want selected.Click a word twice to select the wordClick three times anywhere in the paragraph to select entire paragraph

Example of Selected Text

Example of a Selected Picture.

Black/White dots indicate that it is selected

Drag and Drop Text Tips:Drag and Drop is a feature that can be used in place of cut and paste.This command can be performed in three easy steps:1. Select the text you want to move.2. Left click the selected text and drag it

to the desired location. Use the dotted line to identify the insertion point.

3. Release the mouse button to drop the text.

Example of steps 1 – 3 shown above is taken from Teacher2Teacher.

Basic Text Editing

Text Formatting

Alignment


Formatting Name

FormattingToolbar Icon

Keyboard Shortcut

Font Type

Drop down list

Ctrl + Shift + F

Font Style

Bold, Italics, Underline

Ctrl + D

Font Size

Drop down list from 8-72 pts

Ctrl + Shift + ] (1pt)

or Ctrl + Shift + P

Font Color

Font Color (Dark Blue)

Ctrl + D

Font Effects All Caps, Superscript, Hidden, etc. Ctrl + D

Basic Text Editing

When using the Formatting Font dialog box, you can preview the look and effects of your text.

Left Align

Right Align

Center Align

Justify

Document Editing

Find and Replace Text

Cut, Copy & Paste


Task Keyboard Shortcut

CUT Ctrl + XCOPY Ctrl + CPASTE Ctrl + V

Document Editing

Find and Replace Dialog Box Tips: The Find and Replace commands are

useful for correcting errors that occur several times in a document, such as a misspelled name.

In addition to text, you can find and replace formatting, symbols, and special characters such as paragraph marks.

Cut Paste

CopyFormat Painter

Clipboard: The Clipboard will hold the last 24

items cut or copied.

Document Editing

Using Undo & Redo

Check Spelling

Microsoft Help Text Box


Document Editing

Undo Mistakes

The arrow next to Undo displays a list of the most recent actions you can undo.

When you undo an action, you also undo all actions above it in the list.

You can undo one action at a time by clicking the UNDO button on the Standard toolbar.

If you later decide you didn't want to undo an action, click Redo on the Standard toolbar.

Spelling and Grammar dialog Box:

You can check spelling in the entire document or part of a document.

To check part of the document, select the text that you want to it to check before running spell check.

When Word identifies a misspelled word, you can correct the spelling, ignore it, or add the word to the dictionary.

Type a keyword to search the help menu

Table Basics

Insert a Table

A Table with Four Columns & Four Rows


Table Basics

Tables:

Tables are easier to use than tabbed columns when setting up and organizing data in columns and rows.

You can insert a table using either of the following methods: The Insert Table button on the standard toolbar or the insert table command on the table menu.

To insert a table with existing text, highlight the text you want to appear within the table then insert.

In addition, you can use the tables and

borders button to draw a table.

Column markers (dividers)

Insertion point

Gridlines End of cell marker

Border Lines End of Row Marker

Lab Activity

Lab Activity Procedures Day 21) Open Your Word Document from the day before

a) Click on the Microsoft Word icon from your desktopb) Click the open folder from the standard toolbarc) Open the folder that you saved the file under the day befored) Double click on the file to open.

2) Edit the text shown below using the undo, redo, bold, italics, underline, cut, copy, and paste toolbar buttons as well as the drag and drop text feature.


The Family’s Name Semi-Annual Get-Together is Just Around-the-Corner!Despite the season’s endless entertainment options, we have not taken a vacation from holding

family events before this one,

this year’s semi-annual get-together! Many have proven to be loads of fun! Summer is the

season for exciting events, vacations from work and time spent with friends and family. Come to join us

St. Paul and enjoy free entertainment featuring “Urban Renewal Bluegrass” along with lunch and Press Enter Center this sentence

refreshments! You don’t want to miss this year’s free gifts, prizes and much, much more!Activities/Event

Activities for this event include: Pie eating contest , Golf Tournament , Scavenger Hunt ,

Karaoke contest , Dance contest , and Carriage rides around town.

When? July 11, 2005

Where? St. Paul, MN

For more information contact YOUR NAME at 651-258-3992 or via email at YOUR E-MAIL

Press Enter Press Enter Press Enter Press Enter

Press EnterPress Enter

Drag and drop text

Insert Table2 columns8 rowsCenter Table & Text

Center Text & Edit(See illustration B)

Press Enter after the family’s name and CenterFamily’s Name in ItalicsChange Font to Monotype Cursiva (18pts)

Lab Activity

Lab Activity

Lab Activity Procedures Day 2 Continued

3) Use Find and Replace to correct the following texta) Click on the “Edit” menu and choose “Replace”b) In the “Find What” field enter “When?”c) In the “Replace With” field enter “WHEN:”d) Repeat the same steps to replace “Where?” with “WHERE:”e) Repeat the same steps to replace “July 11” with “July 04”f) Repeat the same steps to replace “St. Paul” with “Cottage Grove”


Lab Activity

Basic Desktop Publishing

Drawing Toolbar

Line Color and Styles


Basic Desktop Publishing

Line Formatting:

By default drawing objects have a solid single line border.

Select line color and style from the palettes on the right end of the Drawing toolbar, or open the object’s Format dialog box for additional options.

Line Style

Line Object

Drawing Toolbar:

You can insert two types of graphics objects into a Word document: DRAWING OBJECTS and PICTURES.

The drawing toolbar gives you quick and easy ways to insert: Pictures, Shapes, Text Boxes, Clip Art, Organizational Charts, etc.

Insert Diagram/Org Chart

Text Box

AutoShape Menu

Clip Art Fill Effects

The Line Style button

displays different styles.

Hyperlinks

Create a Hyperlink


Hyperlinks

Hyperlinks:

A hyperlink is text or graphics linked to a destination file or location.

Hyperlinks are used to link two documents, to a website, or to an e-mail address.

By default, you must press Ctrl and click the hyperlink in order to link to its destination. However, this can be setting can be changed.

Use the Insert Menu or the Insert Hyperlink button on the Standard toolbar to open the following dialog box.

Lab Activity

Lab Activity Procedures Day 31) Draw a line using the Drawing toolbar

a) Click on the Line button from the drawing toolbarb) Draw a horizontal line directly under the picture and 1st sentence in the

announcement.c) Adjust the length as needed by selecting the line (tip: to maintain a straight

line hold the shift key down while adjusting the length).

2) Format the line color and stylea) Select the lineb) Click on the “Format” menu and choose “Autoshape…” to open the

“Format Autoshape” dialog boxc) In the “Line” section, choose the style, weight, and colord) Click “OK” when complete

3) Insert a website and e-mail Hyperlinka) Select the following text: Urban Renewal Bluegrassb) Click the “Insert” menu and choose “Hyperlink…”c) Choose “Existing File or Web Page” button on the left pane of the

hyperlink dialog boxd) In the “Address” field, enter: http://www.tcmusic.net/musician90.htmle) Click “OK”f) Select your e-mail addressg) Click on the “Insert Hyperlink” buttonh) Click on the “E-mail Address” button on the left pane of the hyperlink dialog

boxi) In the “E-mail Address” field enter your e-mail addressj) In the “Subject” field enter “Family Name Reunion 2005”k) Click “OK” when complete


Lab Activity

Mail Merge Basics

Mail Merge Basics


Mail Merge Basics

Mail Merge Tips:

Use mail merge to create mass mailings, envelopes, e-mail messages, labels, or directories.

To create a mail merge, you must have TWO files:1. A main document, which contains information that will not change

as well as merge fields and merge blocks that act as placeholders for information.

2. A data source file, which contains information like names and addresses.

You can use the Mail Merge task pane or the Mail Merge toolbar to access mail merge features and commands.

Use the Mail Merge task pane (like a wizard) to create a mail merge document in 6 easy steps.

Step 1 of 6

The wizard displays the 4 document options here.

Mail Merge Basics

Steps 1-3 to Creating a Mail Merge


Mail Merge Basics

Step 1 of 6Step 2 of 6

Step 3 of 6

Mail Merge Basics

Steps 4-6 to Creating a Mail Merge


Mail Merge Basics

Step 4 of 6

Step 6 of 6Step 5of 6

Mail Merge Basics

Mail Merge Toolbar


Mail Merge Basics

Merge to Printer

Main Document Setup

Open Data

Source

Insert Address

Block

Insert Merge Fields

View Merged

Data

Highlight Merged Fields

Mail Merge Toolbar Buttons:

Main Document Setup button – sets up a main document for mail merge with preset formats.

Open Data Source button – Attaches an existing data source to the main document.

Insert Address Block button – Provides a list of address formats to insert into your main document for mail merge.

Insert Merge Fields button – Allows you to choose each merge field you want to insert.

View Merged Data button – Displays the main document merged with information from the selected data records.

Highlight Merge Fields button – Places a background to merge fields so that you can easily find them.

Merge to Printer button – Runs the mail merge and prints the results.

Preview & Print Basics

Preview a Document



Previewing Documents:

Print Preview is used to display a document as it will look when printed.

By default, one full page of a document at a time. However, you may set it to display up to six pages at one time.

You can change the Zoom setting in Print Preview to zoom in or out on the document.


Print



Printing Documents:

Printing creates a hard copy version of a document. Your computer must be connected to a printer in order to

print. You can quickly print a single copy of the current

document using the print button on the standard toolbar, OR you can use the Print dialog box to select Print Options.

Lab Activity

Lab Activity Procedures Day 41) Run Spell and Grammar Check

a) Click on the “Spelling and Grammar” check button from the standard toolbar

b) Choose the correct spelling and click replace for any misspelled textc) Click “OK” when complete

2) Print Previewa) Click on the “Print Preview” buttonb) Click on close when complete and make any necessary changes to text or

object placement

3) There are 10 guest that do not have e-mail so you will have to create a mail merge to mail them the announcement, Create a mail merge for your envelopesa) Open a blank Word documentb) Click on the “View” menu and choose “Task Pane”c) Change the “Task Pane” to “Mail Merge” by click on the triangle at the top

of the task paned) Step 1 of 6: Click in the “Envelopes” radio button and click on the Next linke) Step 2 of 6: Click on the “Envelope options…” link

i) Choose the envelope style and click “OK”ii) Click on the “Next: Select recipients” link

f) Step 3 of 6: Click in the “Type a new list” radio buttoni) Click on the “Create” linkii) Click on the “Customize” buttoniii) Delete the Title, Company Name, Home, and Work Phone fields and click

“OK”iv) Enter the following guest:


Lab Activity

Lab Activity


Last Name First Name Address Line City State Zip CodeKaplan George 980 Main Street Phoenix AZ 85281Boyd Patricia 65 Blueberry Minneapolis MN 55422Thompson Hannah 3232 Chestnut St Saint Paul MN 55102Grogan Laurence 12202 Hill Street Saint Paul MN 55107Franklin Christina 622 Fox Street Minneapolis MN 55422Streeter Jessica 786 Elm Street San

FranciscoCA 94107

Suhail Nakahmi 73 Applewood Jenkintown PA 19046Alex Daniels 592 Roosevelt Auburn MN 55103Mahony Liz 7865 Stuart Drive Newton MA 01468

g) Click “Next: Arrange Your Envelop” link

4) Step 4 of 6: Place your cursor in the Mailing Address insertion pointa) Click on the “Address Block” link

i) Choose the recipient name format and click “OK”b) Click “Next: Preview Your Envelope” link

5) Step 5 of 6: Allows you to preview the envelopes one at a time and a chance to edit if necessary.a) Click on the “Next: Complete the merge” link

6) Step 6 of 6: Allows you the option to print the envelopes or save your changes for a later date.a) Save your changes using Family Reunion 2005 Mailing List as the data source

name


Lab Activity

Lab Activity


7) Send an e-mail invitation to your classmate to test the look of your announcement.a) Close your announcementb) Click on the “Open” folder from the standard toolbarc) Find the document that you want to send via e-maild) Highlight/Select the documente) Right click on the documentf) Choose “Send to” “Mail Recipient”g) This will automatically prompt an e-mail message and attach the documenth) Click “Send/OK” to send the message


Lab Activity