office word handout

8/8/2019 Office Word Handout

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INTRODUCTION TO COMPUTER SYSTEM

WHAT IS A COMPUTER?Simply put a computer is an electronic device which has the capability of accepting data as(input) in a prescribed form, apply a series of arithmetic and logical operation on data

(processing) and produce the result of these operations an (output information) in a specifiedformat to the users at a very fast speed under the control of some logical sequence of instruction called program.The definition above can be represented thus

Incoming data Computer Information

HISTORICAL DEVELOPMENT OF COMPUTER The need for efficient and accurate accounting has been with us from the beginning of civilized man. Originally, man used his fingers for counting, but as his needs becomecomplex this method was soon replaced by a variety or increasingly more sophisticateddevice.The Abacus: The development of computer started as early as 500BC, with the introductionof counting device. The first of such device was the ABACUS developed by the ancientGreeks.

Pascal Arithmrtics Machine: in 1642, the French man, Blaise Pascal invented the firstdigital calculating machine that is mechanical adding and subtracting machine (calculator)which he used in his fathers business account.

Prof. Howard Aiken (1937): design the MARK 1 computer at Howard University in USA. Itwas in 1944 that the computer was actually implemented. It was actually a general purposeadding machine.

Von Neuman: In 1949, John Von Neuman developed what is called the STOREPROGRAMME concept used by all of todays computers. Here programme is read intomemory for processing. He suggested the binary as against the decimal numbering systemadopted by the ENIAC. Data and instructions are now to be stored internally in the machine.

Neuman processed Electronic Discrete Variable Automatic Computer (EDVAC).

Philip Emeagwali: The "Unsung Hero" Behind the Internet "A father of the Internet". Hedeveloped the world's fastest computer, invented hyperball computer networks, and inventeda new approach for designing supercomputers by observing and emulating patterns in nature.

CHARACTERISTICS OF A COMPUTER A typical electronic digital computer has the following characteristics:

1. Electronic in nature that is data are represented in form of electronic pulses, operationis electronic and the basic components are electronics e g. integrated circuit.

Input Process Output


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2. High degree of accuracy when a computer is programmed correctly and when input isentered properly the accuracy of the output is virtually guaranteed.

3. High-speed computer carries out its operations at a very fast rate in the order of Name.

4. Consistency given the same set of input data the same result will always be produced.5. Computer has ability to perform repetition operations without getting bored or tired.6. Cost effectiveness computers perform task that would not otherwise be feasible or

cost effective e g. ability of the developed country to embark on space program. Etc.7. Automatic; once initiated it could operate on its own, without human intervention,

under the control of stored sequences of instructions called program.8. Durability and reliability given suitable environmental condition a computer can work

for hours or days, weeks or months non-stop without getting tired. It does not go onleave nor does it go on strike.

9. Versatility computers have ability to perform different operation at the same timewhen connected with terminals.

10. Memory computers have very large storage capacities. Computers are capable of storing billions of items of data, fast access to such stored data is also guaranteed. Itcould store information on a very long-term basis.

ROLES OF COMPUTER IN MODERN SOCIETYThe above characteristics of a computer make it to be of great benefit to the society.Computer is now being used in almost every areas of society endeavours, notable areas of computer application are;1. Electronic banking and services2. Benefit to business3. Legal assistance4. Medical and health care5. Mass media6. Stock controlOTHERS ARE IN:

- weather forecasting- statistics- transportation/navigation- telecommunication and data communication- crime control- artificial intelligence and robotics- education science and research- organisation management- recreation activities

Classification of Computer Based On Physical Size

1. MAIN FRAME; these are large and very expensive general-purpose computers.Examples include ICL 1900, and IBM 370 series.


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2. MINI COMPUTER; these have similar features to that of mainframe. However, theygenerally have smaller physical size generate lower heat have small instruction setand less expensive than the mainframe. Typical example are DEC, PDP series anddata general series.

3. Micro Computer; these are much smaller and cheaper than either mainframecomputers. In this system, various integrated circuit and elements of computer arereplaced by a single integrated circuit called a CHIP Example are the IBM, PC,TANDY, AMSTAD etc.

4. SUPER COMPUTER; these are relatively small in size but have the memory and processing capacity of the large mainframe computer.

Components of a Computer SystemA computer system can be divided into hardware and software.The hardware; the hardware is the physical component or devices, which make up thevisible computer. While the software is programs; which simply consist of a sequence of

instructions needed to be performed to accomplish a task. It is the soft ware that enables thehardware to be put into effective use. It is sometimes said, computer without a program is anelectronic idiot because it can do nothing constructive or profitable.

Hardware ConfigurationComputer hardware can be divided into two, namely; central processing unit (CPU) and the

peripheral units.THE CPU

THE PHERIPHERAL UNIT

THE CENTRAL PROCESSING UNIT (CPU)

The (CPU) is responsible for all processing that takes place within the computer system. It isthe micro-processor in a computer. It controls the transfer of data and information to andfrom other device and sub-systems. The CPU can be thought as the brain of the computer, itconsists of main storage, ALU and control unit. PERIPHERAL UNITThe peripherals are responsible for feeding data into the system and for collecting

information from the systems. They are divided into two categoriesInput devices

INPUT UNITOUTPUT UNIT

ALU

CONTROL UNIT

MEMORY


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The input devices assist the user to transmit data and instruction to the CPU and memories for processing. Examples are Computer keyboard, Mouse, Joystick etc.

Output devicesThese are the devices which translate the bytes and bites understood by the computer into aform we can understand, examples are Monitors (Visual Display Units) [Cathode RayDisplay or Liquid Cristal Display/Plasma], printers, plotter etc.

BASIC MICROCOMPUTER HARDWERE ASSEMBLYComplete computer hardware consist of:

i. System unit

ii. Monitor or visual display unit(VDU) and

iii. Keyboard

System unit ; the system unit houses a number of system components. These include;

The central processing unit (CPU) (described above, Power supply unit (PSU), Floppy disk DRIVES(FDD), Hard disk drive (HDD), Compact disk-ROM (CD-ROM) available in multi-media system, Mother board, Main memory or RAM, Cooling fan, Battery pack (CMOS

batteries), Fax modem (in latest PCs), Sound card.

THE CONCEPT OF SOFTWARESoftware is computer programs. A program is a sequence of instruction needed to be

performed to accomplish a task. It is the program that enables the computer hardware to be put to use. There are two main types of software

1. System software

2. Application softwareSystem software: These are programs that have direct effect on the control, performance andthe ease of usage of the computer system. E.g. language translators, operating systems,database management system, operating systems (OS): a collection of program modules,which form an interface between the computer hardware and the computer user. Example areMS DOS, UNIX MS Windows etc.

Application software: these are programs design to solve user problems and are sometimescalled application packages and they come either as custom application software or genericapplication software.

Guideline for acquiring application software:

1. It must be capable of improving the operating functions of the organization

2. Must be of high performance

3. The software must be easy to use and ease in learning by the users

4. It must be available when needed


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5. There must be provision for training particularly if it is a complex program

6. The application package must be well documented with guide (manuals) for installation, usage and other technical details

7. User friendliness that is easy to use even by non-computer specialists

8. Compatibility with other systems and user hardware

THE COMPUTER ROOM ENVIRONMENTComputer systems must be protected from all kind of hazards such as:

1. Dust, dirt and smoke : these particles can lead to a breakdown of the entire computer system. The computer room must be provided with rug or carpets that will trap downdust, after use the computer system must be covered with dust prove materials. Smokeand burning objects must be kept away from the computer room, computer systemsmust be handled with clean hands.

2. High temperature: high temperature or heat can lead to melting of some of thecomponents and result in system break down. It is highly recommended that acomputer room should have an air conditioner or fan and a good cross ventilationwindowing.

3. Solar energy: the computer system must be protected from direct sunlight from awindow. The window in a computer room should be covered with a dark curtain

4. Abnormal shut down: the computer room must be protected against power irregularities. Equipments such as standby power supply (generator), uninterruptible

power supply, and power regulators and stabilizers should be provided

5. Fire outbreak: provision must be made for disasters such as fire outbreak andflooding. Provide fire extinguishers, file backup copies of both programs and data filemust be kept in separate location for easy recovering in case any disaster occur.

6. Unauthorized access: there must be security guard to monitor the movement of people entering the computer room so as to prevent unauthorized people fromentering the computer room in other to avoid loss of equipments or files

COMPUTER NETWORK

This is the linking together of computers from different locations via some forms of communication network, such as the public telephone services, satellite or private line. Usersof this kind of arrangements can have access to more than one computer installation andcould share some computer facilities or stored information peculiar to one centre. There aretwo major types of computer networks; Local Area Network (LAN) and Wide Area Network (WAN)


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L t i i a sys t of hardware, sof tware and commun ication channe ls that connec tsdev ices in c lose prox imity, such as in bu ilding, homes and institutions or organ i ations. LAN

perm its the movemen t of da ta be tween compu ters.

this covers a w ide geograph ica l area such as a Na tion or even the who le wor ld.

T T T T X

i XMicrosof t Windows XP is an operating system , of ten abbrev iated OS. Some of the o ther opera ting sys tems DOS, the Mac OS used on Macintosh compu ters, and L inux and UNIX,used ma inly in large bus inesses. One reason that an opera ting sys tem is requ ired on a ll compu ters is that it plays the impor tant role of mak ing a ll the things that make up a compu ter sys tem the screen, mouse, keyboard, the programs you use, the hard d isk, and a ll that other s tuff work in harmony. And it does a ll that in the background, w ithou t your even

be ing aware of it. And w ithou t your hav ing to know how it does it.

Starting Windows XP If W indows XP is a lready installed on your P C, star ting W indows XP is a s imple task.Fo llow these s teps :

1. If your compu ter has a f loppy d isk dr ive, check to make sure no d isk is in that dr ive2. Turn on a ll per i phera ls a ttached to your P C, such as your mon itor and pr inter, and any

other connec ted dev ice that has its own on /off sw itch.3. Turn on the ma in power on the sys tem un it.4. To ensure that your compu ter doesn t attemp t to boo t from a CD-R OM, open the CD-

R OM dr ive and remove any CD that might be in there.5. Wa it a minute or so for your compu ter to boo t up (s tar t itself and load W indows XP

for you).L iIf your compu ter suppor ts mu lti ple users, you ll f irst come to the We lcome screen, wh ichlooks some thing like the examp le shown be low. Jus t click your user name (or Gues t, if youdont have an accoun t on this compu ter) to proceed.

TOnce you ge t pas t the logon procedure, you ll get to the W indows XP d esktop like theexamp le shown be low. The desk top, proper, is the large area of the screen. Every thing e lseyou see on the screen is ac tua lly res ting on top of this v ir tua l desk top.


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This f igure be low shows the names of the var ious un its that appear on the W indows desk top.Becom ing fam iliar w ith those names is a good idea, as you ll comeacross them cons tantly inyour work w ith W indows XP.

T desktop i onsEach littl e p icture on the desk top is an icon . Each icon, in turn, represen ts some program youcan run, or some loca tion on your compu ter where things are s tored. To open an icon, youeither click or double-click it depending on how your computer is currently configured. The fo llowinglist summar i es the ma in types of icons you ll come across :

Folder i on: R epresen ts a fo lder, a p lace on the compu ter where f iles are s toredProgram i on: R epresen ts a program.Document icon: R epresen ts a documen t; typically this is some thing you can change and

pr int.

Shortcut icon: The littl e arrow in the lower- lef t corner of an icon iden tif ies that icon as ashor tcut to some program, documen t, fo lder, or Web s ite.T he taskbarThe taskbar is the co loured s tr i p a long the bo ttom of the desk top and it con tains the S tar t

bu tton, the Qu ick Launch tool bar, and the No tif ications area.T he Start button


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The S tart button is where you can s tar t any program on your compu ter. The S tar t menu isdivided into two sec tions. The lef t ha lf of the menu prov ides access to frequen tly used

programs. The r ight side prov ides access to frequen tly used fol d ers.

T he Not i icat ions areaThe Notifications area contains the clock, and icons that keep you posted as to the status of variousprograms or services running on your computer. L ogging Off, Shutting Down

Y our compu ter is no t a TV. One of the mos t common m istakes when us ing a P C iss imply toturn off the P C. Th is is no t good.

If you share compu ter w ith o thers, and wan t to leave it on for them, you can just log off. Tolog off, fo llow these s teps :

1. Click the S tar t button.

2. Click the Log Off bu tton near the bo ttom of the menu.

3. Click the Log Off bu tton that appears.

The We lcome screen shown back a t the logon s tage reappears.

T o shut down the compu ter a ltoge ther, or pu t it to s leep so to speak, so that it consumeslittl e or no e lectr icity, fo llow these s teps :

1. Click the S tar t button.

2. Click the Turn Off Compu ter bu tton near the bo ttom of the menu.

3. Choose one of the fo llowing op tions (as ava ilable):

H ibernate: Saves every thing on the screen and pu ts the compu ter into a m inimal power-consump tion s tate.

Standby ( i ava ilab le): Puts the compu ter into a m inimal power-consump tion s tate, bu t does no t save curren t settings.

T urn Off: Turns the compu ter off. No thing is saved, no power is consumed wh ile thecompu ter is off, and res tar ting w ill be from scra tch.

Restart: Br ief ly shu ts off the compu ter, and then instantly res tar ts it. Also knownasrebooting .


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USING T HE MO USE The mouse is a hand-he ld po inting dev ice that he l ps you use your sof tware more eas ily andeff iciently. To use the mouse, ho ld it in your hand and move the mouse across a surface. Anarrow- shaped po inter moves across the screen. The po inter is con trolled by mov ing themouse. A ll you do is to po int to an I CON or a MENU on the screen, and then c lick a mouse

bu tton.

Bas ic mouse movements

1. POIN T ING; this invo lves mov ing the po inter un til the ti p rest on aspec if ic ob ject or area on your screen.

2. C lick ing; this is the press ing and the re leas ing of a mouse bu tton

3. Doub le c lick ing; press ing and re leas ing a bu tton twice in rap idsuccess ion.

4. Dragg ing; press ing a mouse bu tton and ho lding it down wh ile mov ing themouse po inter.

5. Select ion; each time you press the mouse bu tton, you make a se lection. I t is a way of telling the compu ter wha t you wan t to work on before you tell it wha t you wan t to do.

6. Press ing; to d isp lay the con tents of menus, the f irst thing to do is to openthe menus. Th is techn ique of open ing or revea ling the con tent of someoptions is ca lled press ing I e tc press and ho ld the mouse bu tton.

7. Sh ift c lick ing; this is used to se lect icons sca ttered

W indow T oo ls

Every w indow that you open on your desk top w ill have cer tain e lemen ts in common. Thesetools are common to mos t windows.


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TIPS

1. To expand a w indow to fu ll-screen s i e or to shr ink it back to its or iginal si e, doub le-click its title bar.

2. To move a w indow to some new loca tion on the screen, drag the w indow by its titl e

bar. R emember, to d rag some thing means to c lock and ho ld and then drag the mouse bu tton

3. The taskbar bu tton for the ac tive w indow is co loured a littl e d ifferen tly, and appearspushed in.

4. The title bar for the ac tive w indow is a littl e br ighter than the title bars of the inac tivewindows

5. The ac tive w indow is a lways a t the top of the s tack. Tha t is, no o ther w indowsover lap the ac tive w indow

6. Click on any v isi ble por tion of the w indow that you wan t to make ac tive.7. Alterna tively, c lick the tool bar bu tton for the w indow you wan t to make ac tive (very

handy if that window is comp letely covered by o ther w indows on the desk top!).8. Y ou can m inimi e an open w indow just by c lick ing its taskbar bu tton. Cli ck ing the

bu tton a second time br ings it back into v iew.9. To see the op tions for a par ticular w indow, r ight-click its taskbar bu tton.10. To s i e the taskbar ( to make it thinner or thicker), drag its inner edge ( the edge neares t

the cen ter of the screen) up or down.11. To move the taskbar to some o ther edge of the screen, drag the neu tra l area to some

other edge of the screen. If it wont go, try w iden ing it f irst.12. To s i e a tool bar w ithin the taskbar (such as the Qu ick Launch tool bar), drag the

dotted lines a t the edge of the taskbar to the lef t or r ight.13. To add tool bars to, or remove tool bars from, the taskbar, r ight-click its neu tra l area

and choose Too l bars. Then choose any tool bar to disp lay or h ide.14. To turn a taskbar tool bar into a free-f loating tool bar that you can p lace anywhere on

the screen, drag the do ts a t the edge of the tool bar ou t onto the desk top.15. To pu t a f loating tool bar back into the taskbar, drag it back into the taskbar.16. To rearrange items in the tool bar, drag the do ts neares t the S tar t button to the r ight,

pas t any item that you wan t to pu t to the lef t of the curren t item.17. To res i e an item w ithin the tool bar, drag its do ts to the lef t, r ight, up, or down.

Drop-down listsA drop-down list (also ca lled a combo box) is a sma ll con trol con taining some text and a

bu tton w ith a littl e v shape or down-po inting arrow on it. Click ing that down-po intingarrow opens a list of cho ices.Scro ll barsScro ll bars, as men tioned, enab le you to scro ll through leng thy lists of items.

To move up or down a little b it at a time, c lick the up- or down-arrow bu tton a t the end of thetaskbar.To move more qu ick ly than that, drag the s lider box through the s lider bar.


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To jump to a spec if ic par t of the list, c lick w ithin the s lider bar a t abou t where you wan t to pos ition the s lider box.If your mouse has a whee l, you may be ab le to scro ll ver tically by sp inning the mousewhee l.(I say may be ab le to, because the whee l doesn t work in a ll programs.)C hoose D ialog Box Opt ions

y Tabs. Click a tab to disp lay its op tions. Each tab groups a re lated se t of op tions.y Option bu ttons. Cli ck an op tion bu tton to se lect it. Y ou can usua lly se lect only one.y Spin box. Click the up or down arrow to increase or decrease the number, or type a

number in the box.y Check box. Click the box to turn on or off the op tion. A checked box means the

option is se lected; a c leared box means it s no t.y List box. Click the list arrow to d isp lay a list of op tions, and then c lick the op tion you

wan t.y Tex t box. Click in the box, and then type the reques ted informa tion.y Button. Click a bu tton to perform a spec if ic ac tion or command. A bu tton name

followed by an e lli ps is (...) opens ano ther d ialog box.y Prev iew box. Many d ialog boxes show an image tha t ref lects the op tions you se lect.

T he F olders list and other barsThe Fo lders list prov ides a qu ick and easy way to jump to spec if ic areas of yourcompu ter and to fo lders on your hard d isk. To open the Fo lders list, just click the Fo lders bu tton on the

tool bar, or choose V iew Exp lorer Bar Too l bar from the menuT he Address barThe Address bar, v isi ble benea th the S tandard Buttons tool bar shows the nameof the loca tionyoure v iewing a t the momen t. I t also prov ides a drop-down list of o ther common ly accessedloca tions on your compu ter. Y ou can jump to a new loca tion by choos ing it from thedropdown list


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Address bar Folders list

C ascad ing and Tili ng open W indows 1. Open mu lti ple w indows on the desk top2. Point to a b lank area on the taskbar and r ight-click to revea l the shor tcut menu3. From the shor tcut menu, choose cascade to d isp lay the w indows in an order ly fash ion.4. To d isp lay a ll open w indows in equa l si es, r igh t-click the taskbar and choose T ile

Hor i onta lly or Til e Vert ica lly


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W elcome to the wor ld of M icrosoft W ord 003

This manua l from I SSCAFE will hel p you use the many and var ied fea tures of one of Microsof t s mos t popu lar produc ts Microsof t Word 2003, par t of the Microsof t Off ice Su ite.Microsof t Word is a powerfu l word-process ing program that will take your documen ts far

beyond wha t you can produce w ith a typewr iter. Y ou can crea te a s imple letter to a fr iend, produce a news letter for a profess iona l organ i ation, or even wr ite a comp licated, mu lti ple- page repor t con taining graph ics and tab les w ith numer ica l data, this manua l and the prac tical hands-on gu ide you w ill rece ive from I SSCAFE profess iona ls w ill equ i p you w ith the sk illsthat you need to qu ick ly and eas ily ge t the job done.

Gett ing Started w ith W ordWord is a powerfu l program ; it s a lso very easy to use, wh ich is why mos t bus inesses haveadop ted it. Don' t worry! Y ou' ll be crea ting your f irst documen t af ter just a coup le of mouseclicks.Start ing W ordThere are a number of d ifferen t methods to access the Word app lication. One me thod is fromthe S tar t button.

TIP If you have a Microsof t Word icon on your W indows desk top, you can doub le-c lick it to qu ick lyaccess Word.

Discover ing the W ord Screen: The fo llowing list illustrates a few e lemen ts that are s tandardto mos t Windows programs and spec if ic to Word :


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W ork ing w ith MenusAs you c lick a menu cho ice, you' ll see the op tions ava ilab le under that menu. Some menushave submenus that list add itiona l cho ices from wh ich you can se lect. A menu op tion that appears lighter in co lour than the o ther op tions is sa id to be "greyed ou t." When a menuoption is greyed ou t it is unava ilab le a t the momen t. Menu op tions become greyed ou t whenthey are no t app licab le to your curren t selection.Shortcut Menus Shor tcut menus con tain a limited number of commands. The commands you see on a shor tcut menu are re levan t to wha t you're do ing a t the time you open the shor tcut menu. right-click to

open a shor tcut menu.1. R ight c lick anywhere in the documen t screen. A shor tcut menu w ill appear on the

screen2. C lick on a menu se lect ion. The menu ac tion w ill be performed

TIP Press the Esc key or c lick anywhere ou tside the shor tcut menu to c lose the menuwithou t mak ing a se lection

Using T oo lbarsAlong the top of the Word screen you see two d ifferen t tool bars. Too l bars are groups of sma ll icons or bu ttons that hel p you access common ly used Word fea tures w ithou t digging throughthe menus. Word includes more than 20 tool bars to ass ist you bu t, by defau lt, on ly theStandard and Forma tting tool bars are au toma tically d isp layed s ide-by-s ide a long the top of the Word screen.If you look c lose ly, you can see that the tool bar bu ttons are grouped into re lated ac tivities.For examp le, the A lignmen t buttons ( lef t, cen tre, and r ight) are grouped toge ther, and op tionsthat relate to f iles, such as sav ing or open ing, are grouped toge ther. Y ou' ll learn how to usethese bu ttons in later chap ters.


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1. Pause the mouse po inter over any tool bar item. The descr i ption of that fea ture w ill appear

2. C lick on a too lbar button. The reques ted ac tion w ill be performed.3. C lick on the Too l bar Op tions bu ttonA se t of add itiona l tool bar bu tton from wh ich

you can se lect will appear

Separat ing T oo lbars To separa te the S tandard and Forma tting tool bars so that one is on top of the o ther.

Mov ing a T oo lbar If a tool bar is no t loca ted in a favourab le pos ition for you to access it, you can eas ily movethe tool bar into any pos ition you like.

1. Pos ition the mouse po inter a t the far lef t side of any tool bar. The mouse po inter w ill change to arrowheads

3. Re lease the mouse button. The tool bar w ill rema in in the new pos ition.

TIP To re turn a tool bar to its defau lt pos ition, press and ho ld the mouse bu tton over thtool bar title bar and drag the tool bar into the defau lt pos ition, wh ich is usua lly a t thtop of the screen.

H iding and D isp lay ing T oo lbars Y ou can h ide or d isp lay any tool bar. H iding a par ticular tool bar can be very he l pfu l if it isusing up va luab le screen space.


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E nter ing T extThe sma ll f lash ing ver tica l bar on your documen t screen is ca lled the insertion point. It marksthe loca tion where text will appear when you type.The program au toma tically moves down ( wor d wrap. ) to the nex t line for you. Y ou on ly

press the En ter key to s tar t a new paragraph.1. Type a sma ll amoun t of text such as my name2. Press the en ter key. The inser tion po int will move down to the nex t line3. Press the en ter key aga in this w ill crea te b lank line

Word's text wrap fea ture w ill move the inser tion po int down to the nex t line when necessary.

Mov ing around the ScreenTo make changes to your documen t, you' ll need to move the inser tion po int around. Y oucanuse severa l methods to move around the Word screen

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opDe ar Mommy,I am pl e ase d to inform you that by th e good gra ce of God,my comput e r training programm e hav e comm e nce. It ha s b ee n my childhood dr e am to exce l in comput e rtec hnology . I be lieve that at ISSCAFE ACADEMY I willa chie ve that .


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Y ou can pos ition the inser tion po int with the mouse and doub le-c lick where you wou ld liketo en ter text. Word de term ines and se ts any necessary paragraph forma tting based on whereyou doub le-c lick the mouse.

Using the Scro ll Bars

Word includes two scro ll bars, a ver tical scro ll bar and a hor i ontal scro ll bar, in thedocumen t window. D isp laying text by us ing the scro ll bars does no t move the inser tion po int.Y ou' ll still need to c lick the mouse wherever you wou ld like to loca te the inser tion po int.

OR

Using the Keyboard Y ou can move around in a Word documen t by press ing the Up, Down, Right, or Lef t Arrowkeys on the keyboard. There are severa l shor tcut keys des igned to speed up the process of mov ing around in a Word documen t. The fo llowing table illustrates these shor tcut keys.

To Move Do T his A word a t a time Press Ctr l+Ri ght Arrow or Ctr l+Lef t Arrow A paragraph a t a time Press Ctr l+Up Arrow or Ctr l+Down Arrow A fu ll screen up a t a time Press the PageUp key A fu ll screen down a t a time Press the PageDown key To the beg inning of a line Press the Home key To the end of a line Press the End key To the top of the documen t Press Ctr l+Home To the bo ttom of the documen t Press Ctr l+End

To a spec if ied page number Press Ctr l+G, and then en ter the page number Edit ing T extY ou probab ly make a few m istakes in your documen t. Or wan t to change some of the text inthe documen t. Here is how to: Insert ing, Se lect ing, and De let ing T extEditing text with Word is a breeze. Jus t type them in. To de lete words Jus t highlight them and

press the De lete key.Insert ing T ext


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When you wan t to add new text to a documen t, just place the inser tion po int where you wan t to loca te the new text and beg in typing.

Select ing T extBefore you can move, copy, de lete, or change the forma tting of text, you mus t f irst select thetext you wan t to ed it. When text is se lected (ca lled highlighte d ), it will appear as light type ona dark background on your screen the reverse of unse lected text. Y ou can se lect sequen tial or non-sequen tial text for ed iting.T he fo llow ing list shows d ifferent se lect ion techn i ues:

T IP To se lect the en tire documen t, press Ctr l+A or choose Ed it, Se lect All.


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To se lect a nonsequen tial block of text, ho ld down the Ctr l key and use the preced ingselection techn iques for each add itiona l text block you wan t to inc lude.

TIP To dese lect text, c lick once anywhere in the documen t.

De let ing T ext

Y ou can de lete unwan ted text one charac ter, word, or paragraph a t a time and you can de leteany comb ination of the above.Two common keys used to de lete text are the Backspace and De lete keys. Press ing theBackspace key w ill delete one charac ter a t a time to the lef t of the inser tion po int; press ingthe De lete key w ill delete one charac ter a t a time to the r ight of the inser tion po int.C hang ing T ext C aseWord au toma tically correc ts many text case errors. For examp le, if you type "SPr ingtime, " Word au toma tically changes it to "Spr ingtime. " If, however, you typed the en tire word in a ll uppercase (SP R INGTI ME), you can qu ick ly change it to "Spr ingtime" or "spr ingtime." Y ou

can app ly a text case change to a word, a phrase, or any amoun t of se lected text.

4. C lick on a case opt ion. T he opt ion w ill be se lected5. C lick on OK. T he text w ill change to the case you se lected

TIP Optiona lly, af ter h ighlighting your text, press the F3 key. Each time you press F3the case of the se lected text will change to e ither upper, lower, or title case.

Using Undo and RedoIf you make a change, and then dec ide you rea lly don' t wan t to make that change af ter a ll, useWord's Undo fea ture. Y ou can use Undo to res tore text that you de leted, de lete text you just typed, or reverse a recen tly taken ac tion.Be aware, however, that if you save your documen t, you canno t use Undo to "unsave " it.

Also, if you c lose the documen t, when you reopen it, you canno t undo changes made in the prev ious ed iting sess ion.

Undo ing the Prev ious StepY ou're a lways one mouse c lick away from revers ing your prev ious ac tion.

1. Click on the undo bu tton. Word w ill reverse the last action you took w ith the curren t documen t.

TIP


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Optiona lly, choose Undo from the Ed it menu.

Redo ing the Prev ious StepIf you undo an ac tion and then dec ide you prefer the documen t the or igina l way, use the R edofea ture.

1. Click on the R edo bu tton. Word w ill reverse the prev ious undo ac tion.Undo ing a Ser ies of Act ionsWord ac tually keeps track of severa l steps you have recen tly taken. When you undo a

prev ious s tep, you a lso au toma tically undo any ac tions taken af ter that step. For examp le,imag ine you changed the case of some text, then bo lded the text, then under lined the text. If you undo the Change Case ac tion, Word a lso reverses the bo lding and under lining s teps.

1. C lick on the arrow nex t to the Undo bu tton. A list of the mos t recen t actions w ill bedosp layed.

2. C lick on the act ion you wan t to undo. Word w ill reverse the se lected ac tion as we ll as a ll actions listed above it.

Mov ing and C opy ing T extWord prov ides a number of d ifferen t methods w ith wh ich you can move and copy text.Mov ing T extThe fea tures used to move text from one p lace to ano ther are ca lled C ut and Paste. With Cut and Pas te, Word de letes the se lected text, ho lds it, and then p laces it into a new loca tion.

Optiona lly, to cu t text, press Ctr l+X or se lect Cut from the Ed it menu.3. C lick the mouse where you wan t to p lace the text. The b link ing inser tio

po int will appear 4. C lick on the Paste button . The text is p laced a t the new loca tion

TIP Optiona lly, to pas te text, press Ctr l+V or se lect Pas te from the Ed it menu.

C opy ing T extCopy ing text will leave the se lected text in its or igina l loca tion bu t also p laces a copy of it onthe W indows Cli pboard.

1. Select the text you wan t to copy. The text will be h ighlighted.2. Click on the copy bu tton. The text is stored on the W indows c li pboard


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3. Click the mouse where you wan t to p lace the text. The b link ing inser tion po int will appear

4. Click on the Pas te bu tton. The text is p laced a t the new loca tionTIP Optiona lly, to copy text, press Ctr l+C or se lect Copy from the Ed it menu.

Sav ing a DocumentIf you don' t save your documen t regu lar ly, it on ly takes a second to lose hours of work.For tuna tely, Word has a bu ilt-in fea ture ca lled Au toR ecover, to he l p pro tect you aga inst sucha ca tastrophe. However, you s till need to save your documen t so that you can refer to it or make changes to it at some fu ture time.Sav ing a Document the F irst Ti meWhen you f irst open Word, a b lank screen appears w ith the title Documen t1 in the Word title

bar. Word names the nex t blank documen t you crea te Documen t2, then Documen t3, and sofor th. Those names are temporary names, so you need to ass ign your documen ts names that hel p you assoc iate them w ith their con tents.Word asks for a name the f irst time you save a documen t, and af ter that, the name you ass ignit will appear in the Word title bar.


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Resav ing a DocumentY ou shou ld resave your documen t as you make changes to it. A good prac tice is to save your documen t at leas t every ten m inutes. Word rep laces the documen t copy a lready saved on thedisk w ith the new ly rev ised documen t copy.

TIP If you wan t to save the documen t with a d ifferen t name or in a d ifferen t folder, c licon F ile, and then choose Save As. The Save As d ialog box w ill promp t you for thenew name or fo lder. The or igina l documen t will rema in, and a new copy w ill bcrea ted w ith the name you spec if ied.C los ing a DocumentWhen you're f inished work ing on a documen t, you shou ld c lose it. Closing a documen t istheequ iva lent of pu tting it away for later use. When you c lose a documen t, you are on ly pu ttingthe documen t awayno t the program. Word is still active and ready to work for you.


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Open ing an E xist ing Document Open ing a documen t is pu tting a copy of that f ile into the compu ter's memory and on to your screen so that you can work on it. If you make any changes, be sure to save the f ile aga in.Word prov ides severa l differen t ways to open an ex isting documen t.Disp lay ing the Open D ialog Box Documen ts you have prev ious ly saved can be reopened on your screen through the Opendialog box.

Open ing a Recent ly Used Document

Both the F ile menu and the task pane list severa l of the documen ts you've recen tly used,allowing you to qu ick ly loca te and open a documen t


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Pr int ing a DocumentWhen your documen t is comp lete, you may wan t make a hard copy of it to f ile away or toshare w ith o thers.Using Pr int Prev iewBefore you pr int your documen t, you may wan t to prev iew it on the screen. Prev iewing adocumen t lets you see how the documen t layou t settings, such as marg ins, w ill look in the

pr inted documen t. In Pr int Prev iew, you w ill only be ab le to see the documen t; you won' t beable to ed it it.

b. C lick on Pr int Prev iew. The Pr int Prev iew w indow w ill open.TIP Press the Page Down or Page Up key on your keyboard to v iew o ther pages of thdocumen t.

Click anywhere on the body of the documen t aga in to make the text sma ller on thscreen.Pr int ing w ith the Pr int Button


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If you need just one copy of the curren t documen t, the fas test and eas iest way to pr int is touse the Pr int button.

Pr int ing from the MenuIf you need to pr int multi ple cop ies of the documen t, or just spec if ic pages, or if you wan t tochange wh ich pr inter is be ing used, you mus t disp lay the Pr int dialog box.

Many op tions are ava ilab le from the Pr int dialog box, includ ing the fo llowing:

Sett ing Marg insMarg ins are the spaces be tween the edges of the paper and where the text actua lly beg ins toappear. Word a llows you to se t marg ins for any of the four s ides of the documen t and a lsoallows you to m ix and ma tch marg ins for d ifferen t pages.


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Word se ts the defau lt marg ins to 1 on each of the top, bo ttom, lef t, and r ight marg ins.Sett ing Marg ins for the E nt ire DocumentY ou can se t the documen t marg ins before you beg in en ter ing text into a documen t, af ter you've comp leted the en tire documen t, or a t any time in be tween.

Adjust ing Marg ins for Part of a DocumentWord can app ly d ifferen t marg in se ttings to se lected sec tions of a documen t.

2. C lick on F ile. The F ile menu w ill appear.3. C lick on Page Setup . The page se tup d ialogue box w ill open4. If necessary, c lick on the Marg ins tab . The marg ins tab w ill be d isp layed

5. C lick on the up or down arrows to the r ight of the top, Bottom, Lef t, and Right text boxes to increase or decrease the top, bo ttom, lef t, or r ight marg in se tting.


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6. C lick on the down arrow to the r ight of the App ly to drop-down list box. A drop-down menu w ill appear.

C hang ing Document Or ientat ionUse the Page Se tup d ialog box to change your documen t to be pr inted in landscape (a long thelong edge of the paper) or ientation.

1. Click on F ile. The F ile menu w ill appear 2. Click on Page Se tup. The page Se tup d ialogue box w ill open

Insert ing a Page Break Y ou can break a page a t a shor ter pos ition thanWord chooses, bu t you canno t make a pagelonger.

1. Click the mouse in fron t of the text where you wan t the new page to beg in. The blink ing inser tion po int will appear.2. Click on Inser t. The Inser t menu w ill appear 3. Click on Break. The Break d ialogue box w ill open

C hang ing Li ne Spac ing

Line spac ing is the amoun t of ver tical space be tween each line of text. Y ou m ight wan t tochange line spac ing when you wan t to make a documen t eas ier to read, for examp le, or tomake room for changes when wr iting a draf t of a documen t.


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TIP Shor tcut keys for se t line spac ing are : Ctr l+1 for s ingle spac ing, Ctr l+2 for doub l spac ing, and Ctr l+5 for 1.5 line spac ing.Align ing T extAlignmen t arranges the text to line up a t one or bo th marg ins or cen tres it across the page.Like line spac ing, a lignmen t is usua lly app lied to an en tire paragraph or documen t.Y ou can a lign paragraphs of text to the lef t, r ight, or cen tre. Y ou can a lso justify your text,which means that the text will be even ly spaced across the page from the lef t edge to the r ight edge.

Select ing a F ont and F ont S i eIn add ition to the fon ts you a lready have on your mach ine, Word comes w ith ex tra fon ts. Thename of the curren tly se lected fon t and the fon t size of the text are d isp layed on the Fon t andFon t Size drop-down lists on the tool bar.C hoos ing a F ontChoose a fon t such as T imes New R oman if you wan t the text to be modern and bus iness like,and choose a fon t like Mono type Cors iva for a "handwr itten" look.


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C hoos ing a F ont S i eEach fon t can be used in d ifferen t sizes. Fon t sizes are measured in points; a po int isapprox imately 1 /72 of an inch. Therefore, a 72-po int fon t is approx imately 1 inch tall.

App lying Bold, I talic , or Under lineApp lying forma tting a ttr i bu tes like bo ld, italic, or under line w ill call attention to par ticular

par ts of your text. Y ou can eas ily access these cho ices w ith the Word tool bar.

Y ou can repea t the prev ious s teps to remove the a ttr i bu te.

TIP Shor tcut keys include Ctr l+B for bo ld, Ctr l+I for italic, and Ctr l+U for under line.

App lying C olourIf you have a co lour pr inter or you are go ing to share the documen t electron ica lly, add impac t

by add ing some co lour.


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4. C lick anywhere in the document to dese lect the text. The text will appear in the se lectedcolour.

Insert ing Spec ial C haracters or Symbo lsWord includes hundreds of spec ial charac ters and symbo ls for you to inc lude in your

documen t. Symbo ls inc lude things like copyr ight or trademark symbo ls, s tars, check marks,or a irp lanes.

NO TE If you don' t see the symbo l you wan t, it may be ava ilab le in a d ifferen t fon t.

4. Click on the Fon t drop-down arrow. A list of fon ts will appear your fon t cho ices may vary from the ones d isp layed here

5. Click on a fon t. The symbo ls ava ilab le for that fon t will be d isplayed6. Click on a symbo l. The symbo l will appear se lected7. Click on Inser t. The symbo l or charac ter w ill be inser ted into your documen t

Add ing BordersUse borders around a word, phrase, paragraph, or group of paragraphs to frame the text andcall spec if ic a ttention to the area. Y ou can a lso add a border around an en tire page, such as atitle page of a documen t.


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8. Click on OK . The boarders and shad ing d ialogue box w ill close

Using Auto F ormat to C reate a Li stIf you type the f irst list item, preced ing it with a bu llet charac ter or a number, Word con tinuesthe list us ing the same forma t.

1. Type a number, then a c losing paren thes is, a per iod, or a hyphen. The number or punc tuation w ill disp lay in your documen t

2. Press the spacebar or Tab key. The inser tion po int will move accord ingly3. Type the text for the f irst item on your list. The text will disp lay in the documen t 4. Press the En ter key word w ill assume you are typing to crea te a numbered list and w ill

beg in the nex t line w ith the nex t number 5. Press the En ter key twice af ter the last item in your list, word w ill stop au toma tically

enter ing numbersTi p: To beg in a bu lleted list, instead of typing a number a t the f irst item, type an aster isk ,hyphen , or dash . Word w ill con tinue the list with the same charac ter. No te that when youuse the as ter isk key, word w ill conver t it to a round, f illed- in-bu llet.

T urn ing Off Auto FormatIf the Au toForma t As Y ou Type fea ture is add ing numbers or bu llets when you don' t wan t numbers or bu llets, you can eas ily turn off the fea ture.

1. C lick on T oo ls. The tools menu w ill appear.2. C lick on Auto C orrect Opt ions. The Au toCorrec t dialog box w ill open.

W ork ing w ith Bulleted or Numbered Li sts


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If you've typed text withou t bu llets or number ing, you can use the tool bar to qu ick ly app lythem to your list.

1. Se lect the list of items you wan t to bu llet or number. The text will be h ighlighted.

Switching be tw ee n Bulle t ed a n d Numbered L ists

If you crea ted a bu lleted list and later dec ide you'd prefer it to be numbered, it's easy tochange it. Aga in, you can use the tool bar to qu ick ly comp lete the task.

1. Se lect the list of items you wan t to mod ify. The list will be h ighlighted.2. C lick on the Bullet button if the list is curren tly numbered. The list will change to

bu lleted.OR

3. C lick on the number ing button if the list is curren tly bu lleted. The list will changeto numbered.

Insert ing C lip ArtCli p ar t pictures can be inser ted into a documen t in any Word v iew, a lthough to v iew thesevisua l elemen ts you' ll need to be in Pr int Layou t or Web Layou t view. If you're no t alreadyusing one of these v iews, Word w ill au toma tically sw itch you into Pr int Layou t view so that you can see your image.

1. C lick the mouse po inter approx imately where you wan t to inser t your image. The blink ing inser tion po int will appear.

2. C lick on insert. The inser t menu w ill appear 3. C lick on p icture . The p icture menu w ill appear.4. C lick on c lip Art . The c li p Ar t task pane w ill open5. C lick on Go . Word w ill search for c li p ar t loca ted on your hard dr ive


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Insert ing Persona l ImagesY ou can eas ily inser t your own ar twork into a Word documen t, whe ther it's a pho tograph,scanned image, a draw ing, or o ther type of ar twork.

1. C lick the mouse po inter approx imately where you wan t to inser t your image. The blink ing inser tion po int will appear.

. C lick on insert. T he insert menu w ill appear 3. C lick on p icture. T he p icture menu w ill appear 4. C lick on from f ile. T he insert p icture d ialogue box w ill open.

Add ing W ordArtAdd ing WordAr t to your documen t is s imply a ma tter of se lecting a predef ined s tyle andtyping your text. Y ou can crea te shadowed, skewed, ro tated, and s tretched text, as we ll as text that have been f itted to predef ined shapes.

1. Click on inser t. The inser t menu w ill appear 2. Click on p icture. The p icture submenu w ill appear 3. Click on WordAr t. The WordAr t gallery d ialogue box w ill open, con taining

predef ined s tyles4. Click on a WordAr t style. The se lection w ill have a box around it 5. Click on OK. The Ed it WordAr t Tex t dialogue box w ill open. A p laceho lder in the

Tex t box w ill say, "Y our Tex t Here. "


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Disp lay ing the Draw ing T oo lbarWord prov ides the draw ing tools through the Draw ing tool bar. Each bu tton on the Draw ingtool bar corresponds to a tool that performs a spec if ic func tion.

1. Click on V iew. The v iew menu w ill appear 2. Click on Too l bars. A list of ava ilab le tool bars w ill be d isp layed3. Click on Draw ing. The Draw ing tool bar will be d isp layed a t the bo ttom of your

screen

Draw ing AutoShapes

Draw ing an Au toShape is as easy as se lecting a shape and then us ing your mouse to c lick anddraw the shape in your documen t.


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C reat ing Re lat ionsh ip D iagramsWhen crea ting repor ts, you may wan t to add a d iagram to fur ther illustrate a po int. D iagramsinclude organ ization char ts or o ther char ts that show a re lationsh i p be tween two or moreentities.

1. Click on the documen t where you wan t to inser t the d iagram. A b link ing inser tion po int will appear

2. Click on the Inser t Diagram or Organ izationa l Char t button O R Optiona lly, c lick onthe Inser t menu and se lect Diagram

3. Click on the d iagram type you wan t to use. A sma ll blue box w ill surround theselected d iagram type

4. Click on OK. A samp le diagram w ill appear in your documen t.

C reat ing a S imp le T ab leA tab le is a gr id of co lumns and rows. The intersec tion of a co lumn and row is ca lled a cell. Y ou can inser t a tab le in a number of d ifferen t ways. Y ou can inser t it from a menu se lection,crea te it from the tool bar, or draw it manua lly. Y ou can even type on your keyboard andWord w ill crea te a table from your typed text.Insert ing a T ab le Using the MenuTo crea te a s imple tab le, a ll you need to do is es timate the number of rows and co lumns that you wan t to star t work ing w ith, and you're ready to go.

1. Click on Tab le. The Tab le menu w ill appear 2. Click on Inser t. The Inser t submenu w ill appear 3. Click on Tab le. The Inser t tab le dialogue box w ill open4. Enter the number of co lumns in the Number of Columns text box. The number w ill

disp lay5. Enter the number of rows in the Number of R ows text box. The number w ill be

disp layed6. Click on OK. The tab le will be crea ted


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C reat ing a T ab le Using the T oo lbarA bu tton is loca ted on the Word s tandard tool bar to he l p you qu ick ly crea te a table

3. Re lease the mouse button when the tab le is the s ize that you wan t. The tab le gr id will appear in the documen t.

E nter ing T extTex t is typed into the individua l cells. As you en ter text in the ce lls, if you have morecharac ters than w ill f it hor izon tally, the text automa tically wraps to the nex t line, and the ce ll and the row w ill expand ver tica lly to ho ld it.

1. Click the mouse po inter in a ce ll. The b link ing inser tion po int will appear.2. Type some text. The text will disp lay in a s ingle ce ll

Y ou can use your keyboard or mouse to move around in a tab le. To use the mouse, s implyclick in the ce ll you wan t to work w ith. Use the fo llowing keys to move around the tab le withyour keyboard :

T ab key. The inser tion po int will move to the ce ll to the r ight.Down Arrow key. The inser tion po int will move down to the nex t row.Sh ift+ T ab key. The inser tion po int will move to the ce ll to the lef t.Up Arrow key. The inser tion po int will move up a row.

C hang ing C olumn W idth Using the MouseY ou can eas ily mod ify any co lumn w idth by c lick ing and dragg ing the mouse. Y ou canenlarge or shr ink the w idth of any co lumn.

1. Place the mouse po inter over the border line of the co lumn. The mouse po inter w ill

change to a doub le-headed arrow2. Press and ho ld the mouse bu tton and drag to the r ight to increase the co lumn w idth or

to the lef t to decrease the co lumn w idth. A do tted line w ill indicate the new border line pos ition

3. Re lease the mouse button when the co lumn is a t the w idth you wan t. The co lumnwidth w ill change. Any text that was wrapped in the ce ll will ad just to f it the newcolumn w idth.


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Adding a Row to the End of a TableYou can easily add a row to the bottom of the table you originally created.

1. Click in the last Cell of the last row. The blinking insertion point will appear 2. Press the tab key. A new row will automatically appear

Inserting a Row between Existing Rows You might want to add a row at the beginning or in the middle of a table.

1. Click in the row where you want to insert a new row. The blinking insertion point willappear

2. Click on Table. The Table. The Table menu will appear 3. Click on Insert. The insert submenu will appear 4. Click on Rows Above. The new row will be inserted above the insertion point row5. OR Click on Rows Below. The new row will be inserted below the insertion point

row

Inserting a Column Again, you can easily add a column between two existing columns or add one to the end of aset of existing columns. Just follow the same procedure.

Deleting Rows or ColumnsDeleting a row will delete an entire row across a table while deleting a column will delete anentire column. Word also deletes any data in the deleted rows or columns.

1. Click the mouse pointer in the row or column that you want to delete. The blinkinginsertion point will appear

2. Click on Table. The table menu will appear 3. Click on Delete. The delete submenu will appear 4. Click on Columns. The current column will be deleted OR

5. Click on Rows. The current row will be deleted

Creating a Chart from a Table

You can make a column chart from a table you've already created.

1. Select the data, column heads, and row labels of your table. The data will behighlighted.

2. Click on Insert. The insert menu will appear.3. Click on Object. The Object dialogue box will open4. If necessary click on the Create New tab. The create new tab will come to the front5. Click on Microsoft Graph Chart. The selection will be highlighted

6. Click on OK. A datasheet with all of the data you selected will appear 7. Click anywhere in the document. The datasheet will close and your word document

will return with a chart inserted

TIP When selecting data for your chart, be careful not to include data that you don'twant to chart. For example, including totals can distort the overall chart picture.


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Insert ing a Header or FooterAs you'd expec t, a header pr ints a t the top of every page, and a foo ter pr ints a t the bo ttom.Headers and foo ters can con tain text, da tes, or even p ictures.

1. Click on V iew. The V iew menu w ill appear 2. Click on Header and Foo ter 3. Type and forma t some text. Y our type w ill appear in the Header box4. Click on the Sw itch Between Header and Foo ter bu tton. The foo ter box w ill appear 5. Type some text. The text will appear in the foo ter box

Add ing a Date, Ti me, or Page Number

When the Header or Foo ter box is open, you can add the da te and /or time to e ither the header or the foo ter. Word w ill inser t a f ield for the curren t date and time, based on the compu ter'sclock and ca lendar se ttings, when you pr int the documen t. The Inser t Page Number fea ture

places the correc t page number on each page.L earn ing the Bas ic ShortcutsTry ing to memor ize a ll of these keyboard shor tcuts isn' t as hard as you may think. W indowsapp lications a ll share the same keyboard comb inations to execu te common commands. Onceyou ge t accus tomed to us ing some of these keyboard shor tcuts in Word, try them ou t on someof the o ther Off ice programs.To execute th is command Do th isOpen a menu Press A lt then the menu's se lection letter Select a menu command Press the menu item's se lection letter Close a menu or d ialog box Press EscShow a shor tcut menu Press Sh if t+F10Use He l p Pressthe F1 keyUse the Wha t's Th is? bu tton Press Sh if t+F1Create a new documen t Press Ctr l+ NOpen a d ifferen t documen t Press Ctr l+OSwitch be tween open documen ts Press Ctr l+F6Save a documen t Press Ctr l+SUse the Save As command Press F12Pr int prev iew a documen t Press Ctr l+F2Pr int a documen t Press Ctr l+PClose a documen t Press Ctr l+WExit Word Press A lt+F4Highlight the charac ter to the r ight of thecursor

Press Sh if t+Ri ght Arrow

Highlight the charac ter to the lef t of thecursor

Press Sh if t+Lef t Arrow

Highlight an en tire word Press Ctr l+Shif t+Ri ght Arrow


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Highlight an entire line Press Shift EndHighlight a paragraph Press Ctrl Shift Down ArrowSelect an entire document Press Ctrl AGo to a specific page Press Ctrl GDelete the character to the left of the cursor Press Backspace

Delete the character to the right of the cursor Press DeleteDelete the word to the left of the cursor Press Ctrl BackspaceDelete the word to the right of the cursor Press Ctrl DeleteCut selected text Press Ctrl XMake a copy of selected text Press Ctrl CPaste the copied text Press Ctrl VSpell check a document Press F7Find text in a document Press Ctrl FRepeat Find command Press Shift F4Replace text in a document Press Ctrl HUndo an action Press Ctrl ZRedo an action Press Ctrl YMove text Press F2Add a date field Press Alt Shift DAdd a hyperlink Press Ctrl K Insert a manual page break Press Ctrl Enter Change font attributes Press Ctrl DMake text bold Press Ctrl BMake text italic Press Ctrl IMake text underlined Press Ctrl UMake text double underlined Press Ctrl Shift DRemove character formatting Press Ctrl Spacebar Single space a paragraph Press Ctrl 1

Double space a paragraph Press Ctrl 2Set 1.5 line spacing Press Ctrl 5Center a paragraph Press Ctrl ELeft align a paragraph Press Ctrl LRight align a paragraph Press Ctrl R Justify a paragraph Press Ctrl JLeft indent a paragraph Press Ctrl MCreate a hanging indent Press Ctrl TRight indent a paragraph Press Ctrl Shift MRemove paragraph formatting Press Ctrl QChange text case Press Shift F3

Change style Press Ctrl Shift S


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IN T ROD UC TION T O MI C ROSO F T EX C EL 2003

This par t of the manua l is par t of ISS CAFE hands-on beg inners gu ide to work ing w ithspreadshee ts us ing Exce l. A spreadshee t is a tab le of va lues arranged in co lumns and rows.The va lues can be in form of text, da tes and times, and numbers. Each va lue is stored in a ce ll

Start E xce l from the Start MenuClick the S tar t button on the taskbar.

Point to All Programs, and then po int to Microsof t Off ice.

Click Microsof t Off ice Exce l 2003.

Viewing th e Exc el W indow a nd Task Pa ne s

When you s tar t Exce l, the Exce l program w indow opens w ith a b lank workbookready for you to beg in work ing


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When you s tar t Exce l, the program w indow opens w ith a new workbook so that you can beg in work ing in it. Y ou can a lso s tar t a new workbook whenever Exce l is runn ing, and youcan s tar t as many new workbooks as you wan t. Each new workbook d isp lays a defau lt name("Book1, " "Book2, " and so on), numbered accord ing to how many new workbooks you havestar ted dur ing the work sess ion un til you save it with a more mean ingfu l name.

Start a New W orkbook from the T ask Pane1. Click the F ile menu, and then c lick New.2. Click Blank Workbook. A b lank workbook is opened.3. Click the Close bu tton on the task pane.

Mov ing Around the W orkbook Use the Mouse to Nav igate

y Ano ther ce ll y Ano ther par t of the workshee t y Ano ther workshee t


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Use the Keyboard to Navigate

Refer to the table for keyboard shortcuts for navigating around a worksheet.

Keys Fo r Nav i at i i a Wo rk shee t

Press ThisKey

To Move

Left arrow One cell to the left

Right arrow One cell to the right

Up arrow One cell up

Down arrow One cell down

Enter One cell down

Tab One cell to the right

Shift Tab One cell to the left

Page Up One screen up

Page Down One screen down

End arrowkey

In the direction of the arrow key to the next cell containingdata or to the last empty cell in current row or column

Home To column A in the current row

Ctrl Home To cell A1

Ctrl End To the last cell in the worksheet containing data

Enter a Text1. Click the cell where you want to enter a label.2. Type your text. A text can include uppercase and lowercase letters, spaces,

punctuation, and numbers3. Press Enter, or click the Enter button on the formula bar.

Enter a Number as a Text1. Click the cell where you want to enter a number as a label. 2. Type' (an apostrophe). The apostrophe is a label prefix and does not appear on the

worksheet. 3. Type a number value. 4. Press Enter, or click the Enter button on the formula bar.

Save a Workbook for the First Time1. Click the Save button on the Standard toolbar. 2. Click one of the icons on the Places bar (quick access to frequently used folders) to

select a location to save the workbook file. 3. If you want to save the file in another folder, click the Save In list arrow, and then

select the drive and folder in which you want to store the workbook file. 4. Type the file name for the new workbook name.


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Ex iting Ex cel

Af ter you f inish work ing on a workbook, you can c lose it. Closing a workbook makes morecompu ter memory ava ilable for o ther processes. Closing a workbook is d ifferen t fromquitting Exce l: af ter you c lose a workbook, Exce l is s till runn ing. When you're f inished us ing

Exce l, you can qu it the program. To pro tect your f iles, a lways qu it Exce l before turn ing off your compu ter.C lose a W orkbook

1. Click the F ile menu, and then c lick Close, or c lick the Close bu tton on the workshee t window title bar.

2. If you have made any changes to the workbook s ince last sav ing it, the Off iceAss istan t asks if you wan t them saved.

3. Click Y es to save any workbook changes ; click No to c lose the workbook w ithou t sav ing any changes ; or c lick Cance l to re turn to the workbook w ithou t closing it.Tocrea te a new defau lt workbook

Q uit E xce l 1. Click the Close bu tton on the Exce l program w indow title bar, or c lick the F ile menu,

and then c lick Ex it.2. If any f iles are open and you have made changes s ince last sav ing, a d ialog box opens

ask ing if you wan t to save changes.3. Click Y es to save any workbook changes, c lick No to ignore any changes, or c lick

Cance l to cance l the save.

Sele cting Cell s

In order to work w ith a ce ll to en ter da ta in it, ed it or move it, or perform an ac tionyouselect the ce ll so it becomes the ac tive ce ll. When you wan t to work w ith more than one ce ll at a time to move or copy them, use them in a formu la, or perform any group ac tionyoumus t f irst select the ce lls as a range. A range can be con tiguous (where se lected ce lls aread jacen t to each o ther) or non-con tiguous (where the ce lls may be in d ifferen t par ts of theworkshee t and are no t ad jacen t to each o ther).

Select a C ont iguous Range1. Click the f irst cell that you wan t to include in the range. 2. Drag the mouse to the las t cell you wan t to include in the range.


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3. When a range is se lected, the top- lef t cell is surrounded by the ce ll pointer, wh ile theadd itiona l cells are se lected.

Select a Non-cont iguous Range1. Click the f irst cell you wan t to inc lude in the range. 2. Drag the mouse to the las t con tiguous ce ll, and then re lease the mouse bu tton.3. Press and ho ld Ctr l, and then c lick the nex t cell or drag the po inter over the nex t group

of ce lls you wan t in the range.4. To se lect more, repea t step 3 un til all non-con tiguous ranges are se lect

E nter ing Va lues on a W orksheet

E nter a Va lue1. Click the ce ll where you wan t to en ter a va lue.

2. Type a va lue.

3. Press En ter, or c lick the En ter bu tton on the formu la bar.

E nter a Date or Ti me1. To en ter a da te, type the da te us ing a s lash ( /) or a hyphen (-) be tween the mon th, day,

and year in a ce ll or on the formu la bar.2. To en ter a time, type the hour based on a 12-hour c lock, fo llowed by a co lon ( :),

followed by the m inute, fo llowed by a space, and end ing w ith an "a" or a " p" to

deno te A. M. or P. M.3. Press En ter, or c lick the En ter bu tton on the formu la bar

C hange Date or Ti me Format

1. Click the ce ll that con tains the da te forma t you wan t to change. 2. Click the Forma t menu, and then c lick Cells. 3. If necessary, c lick the Number tab. 4. Click Da te.


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5. Click the da te or time forma t. 6. Click OK.

E nter Repeat ing Data Using Auto F ill

1. Select the f irst cell in the range you wan t to f ill. 2. Enter the s tar ting va lue to be repea ted. 3. Pos ition the po inter on the lower-r ight corner of the se lected ce ll. The po inter changes

to the f ill hand le (a b lack p lus s ign). 4. Drag the f ill hand le over the range in wh ich you wan t the va lue repea ted.

Edit C ell C ontents1. Doub le-click the ce ll you wan t to ed it. The inser tion po int appears in the ce ll. The

status bar now d isp lays Ed it instead of R eady.2. If necessary, use the Home, End, and arrow keys to pos ition the inser tion po int within

the ce ll con tents. 3. Use any comb ination of the Backspace and De lete keys to erase unwan ted charac ters,

and then type new charac ters as needed. 4. Click the En ter bu tton on the formu la bar to accep t the ed it, or c lick the Esc bu tton to

cance l the ed it.C lear the C ontents of a C ell

1. Select the ce ll or range you wan t to c lear.

2. Right click the ce ll or range, and then c lick Clear Contents on theshor tcut menu, or press De lete.


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Clear Cell Contents, Formatting, and Comments1. Select the cell or range you want to clear.

2. Click the Edit menu, and then point to Clear.

3. Click All.Copy Data Using the Windows Clipboard

1. Select the cell or range that contains the data you want to copy. 2. Click the Copy button on the Standard toolbar.

The data in the cells remains in its original location and an outline of the selected cells, calleda marquee, shows the size of the selection. If you don't want to paste this selection, press Escto remove the marquee.

3. Click the first cell where you want to paste the data. 4. Click the Paste button on the Standard toolbar.

The data remains on the Clipboard, available for further pasting, until you replace it withanother selection.

5. If you don't want to paste this selection anywhere else, press Esc to remove themarquee.

Copy Data Using Drag-and-Drop1. Select the cell or range that contains the data you want to copy. 2. Move the mouse pointer to an edge of the selected cell or range until the pointer

changes to an arrowhead. 3. Press and hold the mouse button and Ctrl. 4. Drag the selection to the new location, and then release the mouse button and Ctrl.

Paste Data with Special Results1. Select the cell or range that contains the data you want to copy. 2. Click the Copy button on the Standard toolbar. 3. Click the first cell where you want to paste the data.

4.

Click the Edit menu, and then click Paste Special. 5. Click the option buttons with the paste results and mathematical operations you want. 6. Click the option buttons with the paste results and mathematical operations you want.

Paste Cells from Rows to Columns or Columns to Rows1. Select the cells that you want to switch. 2. Click the Copy button on the Standard toolbar. 3. Click the top-left cell of where you want to paste the data. 4. Click the Edit menu, and then click Paste Special. 5. Click to select the Transpose check box. 6. Click OK.


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Insert ing and De let ing C ell C ontentsY ou can inser t new, b lank ce lls anywhere on the workshee t in order to en ter new da ta or da tayou forgo t to en ter ear lier. Inser ting ce lls moves the rema ining ce lls in the co lumn or row inthe d irec tion of your cho ice and Exce l ad justs any formu las so they refer to the correc t cells.

Y ou can a lso de lete ce lls if you f ind you don' t need them ; deleting ce lls sh if ts the rema iningcells to the lef t or up just the oppos ite of inser ting ce lls. When you de lete a ce ll, Exce l removes the ac tua l cell from the workshee t.Insert a C ell

1. Select the ce ll or ce lls where you wan t to inser t the new ce ll(s).2. Click the Inser t menu, and then c lick Cells.3. Click the op tion you wan t.y Shif t Cells Right to move ce lls to the r ight one co lumn.y Shif t Cells Down to move ce lls down one row.y Entire R ow to move the en tire row down one row.y Entire Column to move en tire co lumn over one co lumn.4. Click OK.

De lete a C ell

1. Select the ce ll or range you wan t to de lete. 2. Click the Ed it menu, and then c lick De lete. 3. Click the op tion you wan t.

y Shif t Cells Lef t to move the rema ining ce lls to the lef t.y Shif t Cells Up to move the rema ining ce lls up.y Entire R ow to de lete the en tire row.y Entire Column to de lete the en tire co lumn.

4. Click OK.

C reat ing a S imp le Formu laE nter a F ormu la

1. Click the ce ll where you wan t to en ter a formu la.2. Type = (an equa l sign). If you do no t beg in a formu la w ith an equa l sign, Exce l will

disp lay, no t calculate, the informa tion you type.3. Enter the f irst argumen t. An argumen t can be a number or a ce ll reference.4. Enter an ar ithme tic opera tor.5. Enter the nex t argumen t.6. R epea t steps 4 and 5 as needed to comp lete the formu la.


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7. Click the En ter bu tton on the formu la bar, or press En ter. No tice that the resu lt of the formu la appears in the ce ll (if you se lect the ce ll, the formu laitself appears on the formu la bar).

Disp lay F ormu las in C ells

1. Click the Too ls menu, and then c lick Op tions. 2. Click the V iew tab. 3. Click to se lect the Formu las check box. 4. Click OK.

C alcu late a Range Automat ica lly1. Select the range of ce lls you wan t to ca lculate.

y The sum of the se lected ce lls appears on the s tatus bar nex t to SU M=.

2. If you wan t to change the type of ca lcu lation Au toCalculate performs, r ight-click anywhere on the s tatus bar to open the Au toCalculate sub menu.

3. Click the type of ca lcu lation you wan t.


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C alcu late T ota ls w ith AutoSum

Click the ce ll where you wan t to d isp lay the ca lculation.

Click the Au toSum bu tton on the S tandard tool bar.

Click the En ter bu tton on the formu la bar, or press En ter.

C alcu late w ith E xtended AutoSumClick the ce ll where you wan t to d isp lay the ca lculation.

Click the Au toSum list arrow on the S tandard tool bar.

Click the func tion you wan t to use.

Press En ter to accep t the range se lected.

E nter a Funct ion

1. Click the ce ll where you wan t to en ter the func tion.

2. Type = (an equa l sign), type the name of the func tion, and then type (

(an open ing paren thes is). For examp le, to inser t the AVE R AGE func tion,type =AVE R AGE(.3. Type the argumen t or se lect the ce ll or range you wan t to inser t in thefunc tion.

Click the En ter bu tton on the formu la bar, or press En ter.Exce l will au toma tica lly add the c losing paren thes is to comp lete the func tion.


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Insert a C olumn or Row1. Click to the r ight of the loca tion of the new co lumn you wan t to inser t.To inser t a row, c lick the row immed iately be low the loca tion of the row you wan t to inser t. Insert Mu lt ip le C olumns or Rows

1. Drag to se lect the co lumn header bu ttons for the number of co lumns you wan t toinser t.To inser t multi ple rows, drag to se lect the row header bu ttons for the number of rows youwan t to inser t.

2. Click the Inser t menu, and then c lick Columns or R ows.De lete a C olumn or Row

Select the co lumn header bu tton or row header bu tton that you wan t t delete.Click the Ed it menu, and then c lick De lete.

Adjust C olumn W idth or Row He ight

1. Click the co lumn or row header bu tton for the f irst column or row youwan t to ad just.2. If you wan t, drag to se lect more co lumns or rows.3. Right-click the se lected co lumn(s) or row(s), and then c lick ColumnWidth or R ow He ight.4. Type a new co lumn w idth or row he ight in po ints.5. Click OK.

2. Click the Inser t menu, and then c lick Columns or R ows.


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Adjust C olumn W idth or Row He ight Using the Mouse1. Pos ition the mouse po inter on the r ight edge of the co lumn header

bu tton or the bo ttom edge of the row header bu tton for the co lumn or royou wan t to change.2. When the mouse po inter changes to a doub le-headed arrow, c lick and

drag the po inter to a new w idth or he ight.C reat ing and Mod ifying C hartsMicrosof t Off ice Exce l 2003 makes it easy to crea te and mod ify char ts so that you caneffec tively presen t your informa tion. A char t, a lso ca lled a graph, is a v isua l represen tation of selected da ta in your workshee t.Understand ing C hart T erm ino logy

C reat ing a C hart

A char t prov ides a v isua l, graph ica l represen tation of numer ica l data. Whe ther you turnnumbers into a bar, line, p ie, surface, or bubb le char t, pa tterns become more apparen t. Exce l simplif ies the char t-mak ing process w ith the Char t Wizard, a ser ies of d ialog boxes that leadsyou through a ll the s teps to crea te an effec tive char t on a new or an ex isting workshee t. Whenyou choose to p lace the char t on an ex isting shee t, ra ther than on a new shee t, the char t iscalled an embedded ob ject. You can then res ize or move it just as you wou ld any graph icob ject.C reate a C hart Using the C hart W i ard1. Select the da ta range you wan t to char t.Make sure you include the da ta you wan t to char t and the co lumn and row labe ls in the range.The Char t Wizard expec ts to f ind this informa tion and incorpora tes it in your char t.

2. Click the Char t Wizard bu tton on the S tandard tool bar. To move backward or forward in the Char t Wizard, c lick Back or Forward. Y ou can c lick Finish a t any time.3. Click a char t type.4. Click a char t sub- type.5. Click the Press And Ho ld To V iew Samp le bu tton to prev iew your se lection.6. Click Nex t to con tinue.


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7. Ver ify the da ta range, and then se lect to p lot the da ta ser ies in rows or in co lumns.8. Click Nex t to con tinue.9. Click a char t options tab.

Ti tles tab. T ype t it les for the chart, x-ax is, and y-ax is in the appropr iate text boxes.y Axes tab. Se lect the axes you want to d isp lay for the data.y Gr id lines tab. Se lect the type of gr id lines you want for the x-ax is and y-ax is.y L egend tab. Se lect opt ions to d isp lay a legend and its locat ion.y Data L abe ls tab. Se lect the labe ls you want for the data.y Data T ab le tab. C lick to add a tab le to the chart.

10. Prev iew the op tions, and then c lick Nex t to con tinue. 11. Select to place the char t on a new shee t or as an embedded ob ject.12. Click F inish.13. Drag the char t to a new loca tion if necessary.


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E xp lode a S ing le P ie S liceSelect a p ie char t.Doub le-click to se lect the p ie s lice you wan t to exp lode.Drag the s lice away from the p ie.R elease the mouse bu tton.

E xp lode an E nt ire P ieSelect a p ie chart.Drag a ll p ie s lices away from the centre of the p ie.Re lease the mouse button.


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Add a Ti tle1. Select a char t to wh ich you wan t to add a title or titles.2. Click the Char t menu, and then c lick Char t Options.3. Click the T itles tab.4. Type the text you wan t for the titl e of the char t.

5. To add a title for the x-ax is, press Tab, and then type the text.6. To add a title for the y-ax is, press Tab, and then type the text.7. f you wan t a second line for the x- or y-ax is, press Tab to move to theSecond Category or Second Va lue box, and then type the title text.8. Prev iew the titl e(s) you are add ing.9. Click OK


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Insert a Page Break 1. To insert a horizontal page break, click the row where you want to insert a page break.To insert a vertical page break, click the column where you want to insert a page break.

2. Click the Insert menu, and then click Page Break.Preview and Move a Page Break

1. Click the View menu, and then click Page Break Preview.2. Drag a page break (a thick blue line) to a new location.3. When you're done, click the View menu, and then click Normal.

Change Page Orientation1. Click the File menu, and then click Page Setup.2. Click the Page tab.3. Click the Portrait (8.5 x 11 inches) option (the default) or click theLandscape (11 x 8.5 inches) option to select page orientation.4. Click OK.

Change the Margin Settings1. Click the File menu, and then click Page Setup.2. Click the Margins tab.3. Click the Top, Bottom, Left, and Right up or down arrows to adjust the margins.4. Select the Centre On Page check boxes to automatically centre your data.5. Click OK.Change a Header or Footer

1. Click the File menu, and then click Page Setup.2. Click the Header/Footer tab.3. If the Header box doesn't contain the information you want, click Custom Header.4. Type the information in the Left, Centre, or Right Section text boxes, or click a button to

insert built-in header information. If you don't want a header to appear at all, delete the textand codes in the text boxes.5. Select the text you want to format, click the Font button, make font changes, and then click OK. Excel will use the default font, Arial, unless you change it.6. Click OK.7. If the Footer box doesn't contain the information that you want, click Custom Footer.8. Type information in the Left, Centre, or Right Section text boxes, or click a button to insertthe built-in footer information.9. Click OK 10. Click OK.


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Pr int Part of a W orksheet1. Click the F ile menu, and then c lick Page Se tup.2. Click the Shee t tab.3. Type the range you wan t to pr int. Or c lick the Collapse D ialog bu tton, se lect the ce lls youwan t to pr int, and then c lick the Expand D ialog bu tton to res tore the d ialog box.4. Click OK.Pr int Row and C olumn Ti t les on E ach Page

1. Click the F ile menu, and then c lick Page Se tup.2. Click the Shee t tab.3. Enter the number of the row or the letter of the co lumn that con tains thetitles. Or c lick the Collapse D ialog bu tton, se lect the row or co lumn w iththe mouse, and then c lick the Expand D ialog bu tton to res tore the d ialog

box.

Set the Pr int Area1. Se lect the range of ce lls you wan t to pr int.

2. Click the F ile menu, and then po int to Pr int Area.

3. Click Se t Pr int Area.

4. Click OK.


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C lear the Pr int Area1. Click the F ile menu, and then po int to Pr int Area.

2. Click Clear Pr int Area.

Pr int A ll or Part of a W orksheet1. Click the F ile menu, and then c lick Pr int.2. If necessary, c lick the Name list arrow, and then c lick the pr inter you wan t to use.3 Select whe ther you wan t to pr int the en tire documen t or on ly the pages you spec ify.4 Select whe ther you wan t to pr int the se lected text or ob jects, the se lected workshee ts, or a ll the workshee ts in the workbook w ith da ta.5. Click the Number Of Copies up or down arrow to spec ify the number of cop ies you wan t.6. Click OK.

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