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Happy Computers 20124 - 11/08/12 V1

Happy Computers Manual for...

Word 2007 / 2010

Essentials This course guide is produced for the Happy Computers Word 2007 / 2010 Essentials course

For all your computer training needs contact:

Happy Computers, Cityside House, 40 Adler Street, London, E1 1EEHelp-line: 020 7375 7373 [email protected]

Bookings: 020 7375 7300

Copies of this guide can be obtained from Happy Computers, fully bound, at a cost of 15 each, or 10for extra copies for organisations who have booked courses.Happy Computers allows this guide to be copied, provided that permission is sought and the name andphone number of Happy Computers remains on the copies.

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Word 2007 / 2010 Essentials- Contents

Page 2 Happy Computers 020 7375 7300

Contents

Contents ............................................................................... 2Happy Computers Telephone Help-Line .......................... 4

The Happy Computers Web Site ....................................... 5Learn more online with Happy eLearning ......................... 6Whats New in Office 2007 / 2010? .................................... 7

The Ribbon .................................................................................................................... 7

Smart Tags How can they help? ................................... 10The Basics Creating a Letter ......................................... 11

Starting Word 2007 / 2010 ........................................................................................... 11

The Word 2007 Screen................................................................................................ 12

The Word 2010 Screen................................................................................................ 13

Typing text in Word ...................................................................................................... 14

Adding Text.................................................................................................................. 14

Using the keyboard to edit text .................................................................................... 15Using the mouse .......................................................................................................... 17Moving the Cursor ....................................................................................................... 18

Scroll bars .................................................................................................................... 19

Go To Command ......................................................................................................... 20

Saving Documents ....................................................................................................... 21

More Options When Saving ......................................................................................... 23

Closing Documents ...................................................................................................... 24Opening and Finding documents ................................................................................. 24

New documents ........................................................................................................... 28Print Preview (2007) .................................................................................................... 28

Print Preview (2010) .................................................................................................... 29

Printing......................................................................................................................... 29

Date and Time ............................................................................................................. 30Special Symbols Or Characters ................................................................................... 32Inserting Accented Characters .................................................................................... 34

Basic Formatting ............................................................... 36Selecting Text With The keyboard ............................................................................... 36Selecting text with the mouse ...................................................................................... 37

More Methods Of Selecting Text ................................................................................. 38

Basic Formatting .......................................................................................................... 39

Text Style and Size ...................................................................................................... 40

Text Alignment ............................................................................................................. 42

Text Case .................................................................................................................... 43Text Colour .................................................................................................................. 44Highlighting text ........................................................................................................... 44Paragraph Formatting .................................................................................................. 45Undo & Redo A license to make mistakes ................................................................ 47

Spelling & Grammar .................................................................................................... 48

Thesaurus in Word 2007 ............................................................................................. 51

Working with reports Formatting & Printing ............... 53

Format Painter ............................................................................................................. 53

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Word 2007 / 2010 Essentials- Contents

Happy Computers 020 7375 7300 Page 3

Moving & Copying Text ............................................................................................... 54Working with more than one document at a time ........................................................ 57Bulleted and Numbered lists ....................................................................................... 58Customising Bullets ..................................................................................................... 59Customising Numbers ................................................................................................. 60Printing ........................................................................................................................ 61

Working With Reports - Layout ....................................... 64Changing the zoom control ......................................................................................... 64

Word Views ................................................................................................................. 65Page Setup.................................................................................................................. 69Cover Page ................................................................................................................. 72Page Numbering ......................................................................................................... 74Headers and Footers................................................................................................... 76Page Breaks ................................................................................................................ 79

Appendices ........................................................................ 80Options in Word 2003.................................................................................................. 80

What are all those pictures at the top of the screen? .................................................. 82

Function Keys .............................................................................................................. 86

Keyboard Shortcuts ..................................................................................................... 87The Select Browse Object button ................................................................................ 88Notes for WordPerfect Users ...................................................................................... 88The Computers Filing System .................................................................................... 90

Index ................................................................................... 94

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Word 2007 / 2010 Essentials- Happy Computers Telephone Help-Line


Happy Computers Telephone Help-Line

We want to hear from you. The aim of our courses is to leave delegates confident inusing the software. If you have difficulty with any aspect of what you covered on thecourse, we want to know about it and we want to help you through it. It is a guaranteeof the quality of our training, so we dont extend it to anyone else in your organisationwho has not been trained by us. (Though contact us if you would like to arrange coverfor holidays or sickness).

For two yearsfrom the day of your course you willbe able to use the helpline free of charge, even ifyou have changed jobs since doing the course.The help-line hours are 9.30am - 5.00pm

020 7375 7373

[email protected]

You can contact us if you have aquestion that relates to the courseyou did with Happy Computers(Sorry its not a General Helpline).We do our best but we dontguarantee instant answers pleasesee the table below for our targetcall resolution times.

Access, VBA and web courses: please note: we will do what we can to help but wecannot carryout debugging or redesign work.

This course is a category A course

Ca t e g o r y A 90% solved within one hourCa t e g o r y B 90% solved within four hours

Ca t e g o r y C 90% solved within 24 hours

Ca t e g o r y D 90% solved within 2 working days

Ca t e g o r y E One special trainer only 90% solved within 2 working days unless thetrainer is on holiday/sick

Ca t e g o r y F 90% solved within 5 working days

If your question goes beyond the level of the course you attended it is up to thediscretion of the Helpline person whether they answer it. We will always try to point youto another source of help if this is the case.

We want you to ring

Your help-line questions also help us. We find out how you use the software, theproblems you hit, and sometimes, bugs we dont know about. All this helps to improveour courses and our service. So please keep those calls coming. If you have difficultygetting through please contact Henry Stewart, Chief Executive of Happy Computers, onhis personal mobile number (07870 682442) or you can email him at the followingaddress: [email protected]

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Word 2007 / 2010 Essentials- The Happy Computers Web Site


The Happy Computers Web Site

Where is it?http://www.happy.co.uk

Why should I visit it?

The Happy Computers web site is dedicated to providing you with information aboutboth the software you use, and the courses we run. Youll find copies of manuals todownload and tips on the programs you use, designed to make your work quicker andeasier. Youll find up-to-date news about Happy Computers and the team, and you canof course find information on all our courses and book your place on one.

Who runs it?

If you have any comments, ideas or just fulsome praise, you can e-mail our web editorat: [email protected], write your comments when you do your evaluations on-line at the end of acourse at Happy Computers.

What is all that stuff above about?

If the above means nothing to you, and you are interested in learning more about theWorld Wide Web and the Internet, Happy Computers run a wide range of courses in

Internet software.

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Word 2007 / 2010 Essentials- Learn more online with Happy eLearning


Learn more online with HappyeLearning

We hope you enjoy the classroom course with Happy. But your learning doesnt need to endthereWhy dont you tryHappy eLearning; all of Happy Computers expertise in training, online!

We offer courses in ECDL, ITQ and all Microsoft packages, and we can even createcustom made courses for your company

All courses let you work on the live software while you learn

Courses are divided into small lessons, that take 5, 10 or 15 minutes to do Learn at your own pace learn what you like, when you like

Easy to understand lessons, with hints and answers, and full manual provided

Complete a pre-course assessment to gauge your level of knowledge before youstart. Then learn only what you need to!

Quizzes and assignments test your progress Full support package available; your own etutor, forums, chat room, email support,

and one year free helpline (the same as our classroom helpline)

Monitor your own students progress through our courses, with our bespoke learningmanagement system

http://www.happyelearning.co.uk:

Try our courses for Free!

You can now try out our online courses for free just register with us athttp://www.happyelearning.co.uk/freestuff/(it only takes a few minutes). Or pass the linkonto your training manager At the moment, we have available sample versions of ECDL andof the Office Sense health and safety course.If you are interested in any the courses we have available, give us a ring now on 0207 3757300.

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Word 2007 / 2010 Essentials- Whats New in Office 2007 / 2010?


Whats New in Office 2007 / 2010?

The RibbonMicrosoft has now done away with its familiar menus and toolbars from the previousversions. Office 2007 and 2010 works with something known as the Ribbon, whichappears at the top of the screen and is divided into a series of Tabs, which grouprelated features together.

Word 2007

Word 2010

Contextual Tabs

Some Tabsare hidden by default and appear only when required e.g.

commands for inserting, selecting and editing a chart, table or pictureonly appear when applicable to the work you are doing. As soon asyoure done they disappear!

Is it the same in all Office packages?No - each application will have different tabs with different functions specific to that

application e.g. Excel has a tab for working with charts, where Word does not.

Hiding the RibbonTo temporarily hide the Ribbon, double-click the selected tab or press Ctrl + F1

Contextual Tabs for ObjectsTo quickly bring forward the Contextual Tabs for an object, double-click the object.

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Microsoft Office Button (2007)

Now instead of the File menu we have the Office Button which provides access to thecommon tasks carried out in all of the Office applications.

1. Click on the office button2. Click on the menu option you need

File tab (also known as Backstage view)

Office 2010 has done away with the Office button and replaced it with the File tab. It hasall the same common tasks as the Office button from 2007.

1. Click on the File tab2. Click on the menu option you require

Dialog Box Launchers

Some groups in the Ribbon (such as Clipboard, Font, and Paragraph) contain a DialogBox Launchericon.Click this icon to launch the dialog box related to the features contained in the group.

Changing the way it worksTo customize the Office Button menu to have more functions, click on the Options

button at the bottom of menu.

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Quick Access Toolbar

The Quick Access Toolbar, which sits above the Ribbon, holds commonly used options,such as save, undo/redo and print. To add a feature to the Quick Access Toolbar, right-click on it and choose Add to Quick Access Toolbar.

Super-Tooltips

Super-Tooltipsreplace screen tips and provide a more detailed description of whatmost buttons do. They can display formatted text as well as images.

Office Assis tants have been completely removed!

Zoom Slider

Youll find the Zoom Sliderin the bottom-right corner of the screen. It allows a user torapidly change the magnification of a document,spreadsheet, presentation etcwithin anOffice application.

Mini Toolbar

Whenever you select some text, the Mini Toolbarpops-up on screen. It provides easyaccess to the most commonly used formatting options. You can also find it when youright-click on a selection of words.

Live Preview

If you want to preview a change before you actually do it,Live Previewwill help. Allyou do is rest your cursor over an item in the Ribbon. As soon as you move your mousepointer away, the preview closes.

Adding extras to the QATAdd an entire group of features to the QAT by right-clicking the title at the bottom of

the group.

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Word 2007 / 2010 Essentials- Smart Tags How can they help?


Smart Tags How can they help?

Smart Tags were a new feature in Office 2002 (XP)/2003 and they are still present in allof the Office 2007 / 2010 products (Word, Excel, Access and PowerPoint).

Smart Tags are buttons that pop up and offer you help according to what you are doing.

Sm a r t T a g W h a t i s i t f o r ?

This Smart Tag appears to give you information. Itwill appear when you type in a name and will promptyou to add it to your Outlook Contact List.

When you paste in something you have copied thisSmart Tag will appear. Hover your mouse over itand it will give you options for the formatting youhave selected.

An AutoFill Smart Tag appears when you useAutoFill and will give you various options

The Insert Options button appears when rowscolumns or cells are inserted. You are then offeredvarious formatting options.

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Word 2007 / 2010 Essentials- The Basics Creating a Letter


The Basics Creating a Letter

Starting Word 2007 / 2010

Starting Word 2007/ 2010

1. Click on the Start button2. Click on Programs3. Click on Microsoft Office4. Select Microsoft Office Word 2007

OrSelect Word Office Word 2010

Exiting Word

Click on the cross in the top rightcorner of the screen

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The Word 2007 Screen

Heres a picture of the Word screen in Print Layout View. Use it as a referencethroughout the course and mark your own comments onto it.

Title bar

QuickAccessToolbar

Scroll bar

Tab

Group

Status bar

Officebutton

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The Word 2010 Screen

Everything is the same as Word 2007 screen, except the Office button has beenreplaced with the File tab.

Where is the ruler?

1. Click on the View tab

2. Within the Show group, click on Ruler

Keep your eye on the status bar

If Word seems to have stopped or is beeping at you and you dont know

why, check the status bar. There may be a message there explaining all.

File Tab

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Typing text in Word

Typing text

How do I get on to a new line when typing?

Unlike using a typewriter, you do not have to press the carriage returnwhen you get to the end of the line. Word will automatically wrap the text

on to the next line.

Adding Text

Typing text on the left side of the screen

1. Position your cursor where youwould like to start typing

2. Start typing

Typing text in the centre or the right side of the screen

Double click where you want to type

If you double click on the left side of the screen, the text will be leftaligned.

If you double click in the centre of the screen, the text will be centrealigned.

If you double click on the right s ide of the screen, the text will beright aligned.

Creating a space between words

Press the space bar at the bottom of the keyboard

The Insertion pointor CursorThis is where textwill appear whenyou type

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Creating a new line

1. Make sure your Cursor is flashing where you would like a new line2. Press the Enter (found on the right of the keyboard)

Creating Capital Letters

Hold down the Shift key while you type the letters

There are two shift keys on the keyboard, one at the bottom left and one at the bottomright.

Capitalising all the text you are typing

1. Press the Caps Lock key onthe left of the keyboard

A light will appear above Caps Lockon the right hand side of thekeyboard

2. To turn off, press Caps Lockagain

Using the keyboard to edit text

Moving the Cursor around

Use the Cursor keys at the bottom right of the keyboard.

Adding extra text to what you have typed

1. Position your Cursor where youwould like to start typing

2. Start typing The rest of the text will shufflealong to make way for your new

text

Moves the cursor up aline

Moves the cursor righta letter

Moves the cursorleft a letter

Moves the cursor down a line

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Using the mouse

What is the mouse for?

Many Word features can be carried out using the keyboard alone, but the mouse isdesigned to point and click at the screen, thus making the software easier to use.

Some features can only be carried out using the mouse, such as drawing pictures.

Mouse Actions

There are four mouse actions:

Mouse Action How to do it What its for

ClickPoint and click the left mousebutton

This is the normal way of using themouse

Double-clickPress the left mouse buttontwice quickly

For shortcuts or for doing somethingwith a bit more power than a singleclick

Click and dragClick with the left mousebutton and keep your fingerdown

For moving things around the screen

Right-clickPoint and click with the rightmouse button

For shortcut menus

Why does the mouse change shape?The shape of the mouse signifies the action it is about to carry out. The main ones areas follows.

Pointer

For clicking on icons and menus, and selecting text. (See page 37).

I-Bar

For inserting text (See page 18)

Double-headed arrow

For re-sizing pictures

Cross-Arrow

For moving pictures and toolbars

Egg-timer

Word is busy at the moment. This will disappear if you wait a second

UnavailableWord cannot carry out the task you are trying to complete

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Moving the Cursor

Using the keyboard to move the cursor around

Up a line

Down a line

Left a character

Right a character

Ctrl Left a word

Ctrl Right a word

Home Far left of this line

End Far right of this line

Ctrl Up a paragraph

Ctrl Down a paragraph

Ctrl Home Top of document

Ctrl End Bottom of document

Page Up Go up a screen

Page Down Go down a screen

Ctrl Page Up Go up a page

Ctrl Page Down Go down a page

F5 Go directly to a page

Using the mouse to move the Cursor around

1. Make sure your mouse looks likethe I bar

2. Click

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Everyth ing has disappeared!

If you scroll too far to the right, you may find that all your text disappears.When in Normal view, Word just keeps on going to the right, long pastthe right hand edge of the page. Which means your text will go off the

screen. Try scrolling back to the left.

For more information on the select browse object button, see page 88.

Go To Command

Using Go To

You can use the Go To command to go directly to a specific page in your document.

1. Press F5 on the keyboard Find and Replace box appears

2. Type in the page number youwould like to go to

3. Press Enter4. Click on Close to close the dialog

box

Click on the Escape button (in the top left corner of the keyboard)to close the dialog box.

Where am I?

If you want to know where the cursor is (which may not be what you are looking at), lookat the status bar in the bottom left side of the screen.

You are on page 19 of a 93page document.

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Saving Documents

Saving a document creates a copy inside the computer that you can use again at a laterdate.

Saving a document for the first time (2007)

1. Click on the Office button

2. Select Save As3. Select 97-2003Document By choosing this option, it will mean

you can still open the documenteven if you dont have Word 207

Other Save options-Word Document-Word Template-Find add-ins for other formats-Other Formats

4. Type your File name You do not need to click into theFile name box if the name ishighlighted in blueYou can have up to 255 letters

5. Change the folder to save in ifrequired

Click hereto change

the folder ordrive Wordis saving to

Type thefilenamehere

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6. Click on Save or press Enterkey

(For more information on folders, sub-folders and files see page 90)

Saving a document for the first time (2010)

1. Click on the File tab

2. Select Save As3. Select 97-2003Document By choosing this option, it will mean

you can still open the documenteven if you dont have Word 207

Other Save options include-Word Document-Word Template-Find add-ins for other formats-Other Formats

4. Type your File name You do not need to click into theFile name box if the name ishighlighted in blueYou can have up to 255 letters

5. Change the folder to save in ifrequired

6. Click on Save or press Enter

key

Click hereto changethe folder or

drive Wordis saving to

Type thefilenamehere

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Saving a document again after changes

Click Ctrl + S Any changes will be saved

Save Regularly!

As you are working on a document, get into the habit of clicking Ctrl + Severy few minutes. This will update the document and protect it if your

PC crashes.

More Options When Saving

Creating a copy of a document using Save As

If you want to create a copy of your document with a different name or in a differentfolder, you can use Save As. Your original document will remain intact.


(2007)

Or

Click on the File tab

(2010)

2. Click on Save As3. Type a different file name4. Click Save

Changing the default folder

When you save a document, Word will always take you to the same folder to start with.This is the default folder. Its very useful if you can set this to be the folder that youusually save things in.


(2007)

Or


(2010)

2. Click on Word Options (2007)

Or

Options (2010)

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3. Click on the Save option on theleft side

4. In the Default file location box,browse for the folder

5. Click OK

Closing Documents

Closing a document takes it off the screen and files it away inside the computer

Click on the x at the top right hand side of the screen

Did you remember to save?

If you have made changes to a document and forgotten to save them,Word will prompt you if you would like to save when you close. If you do

not want to save just click No.

Opening and Finding documents

You can only open documents which you have saved previously.


Or


(2010)

2. Click on Open

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2007

2010

3. If required, click on thedropdown next to the Look inbox to change the folder whichWord is looking inside

Or

Click on the top drop down tochange the location

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4. Double-click the name of the fileto be opened

Or

4. Click on the name of the file tobe opened

5. Click on Open button

When I double-click the file name, a box appears around i t and acursor starts flashing

Its very easy to just miss doing a double-click and end up performingtwo single clicks. This signifies to Word that you want to re-name the

document rather than open it!Just press Escape or click into a white space to go back to normal.

You can open more than one file at a time

You can select and open as many files as you want in one go.To select more than one file, click the first file, then hold down control

whilst you click on the others.

Finding lost documents using Search

Cant remember where you saved your file? You can use the find feature to locate itagain.

1. Click on the Start button

2. Select Search

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3. In the Search box, type a word thefile contains

All the files with text will appear

4. Double-click the file you want toopen

Search tips

In the Search text box you can enter one or more words. Basicsearching returns files containing these words, whether they are in thebody of the file or the file name. By entering more words in the Searchtextbox, you make your search more specific and limit the number of

documents found.Basic searching finds files containing various forms of the words youenter in the Search textbox. For instance, searching for swim finds

any documents containing swim, swimming, or swam.

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New documents

Creating a new document

Click Ctrl + N A new blank document appearsOr


Or


(2010)

2. Select New3. Click Create

Print Preview (2007)

Print Preview allows you to see how the document will look when its printed, withoutactually printing it.

Getting a Print Preview1. Click on the Office button

2. Click on Print3. Choose Print Preview Print Preview tab appears

Be careful with shrink to fit

Shrink to fit will shrink your document by one page, which is useful if youhave a document that goes just over one page. However, it may make

changes that you dont want or expect if you use it on longer documents.

4. When you have finished with printPreview, click on the Close Print

Preview button

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Print Preview (2010)

1. Click on the File tab

2. Click on the Print button A preview of the document appears on theright side

Printing

Printing the entire document

1. Click Ctrl + P2. Click OK

Or1. Click on the Office button

(2007)

Or

Click on File tab

Print dialog box opens (2007)

2. Click on Print3. Click on Print Print dialog box opens (2007)

2007

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4. Select the format you prefer5. Click OK

Updating the date automatically

If you choose Update automatically, then the date will not remain fixed,but will change to show the current date.

Quick entry of date and timePress ALT + SHIFT + D Date is insertedPress ALT + SHIFT + T Time is inserted

Correcting the date if it is wrong

If the date is wrong when you insert it, then you need to change the setting on thecomputer.

1. Click on the clock at the bottomright of the screen

Calendar opens

2. Click on Change date and timesettings

3. Click on the Change date and timebutton

4. Make the changes5. Click OK6. Click OK

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Special Symbols Or Characters

Inserting a special symbol or character

You can include symbols and international l characters into your documents. Perhapsyou're comparing pounds sterling to Yen, Euros, and US dollars or want to includeaccented characters.

1. Click on the Insert tab2. Click where you want the symbol to

appear3. Within the Symbols group, click on

the Symbol button20 symbols appear

4. Click on the symbol you want to

insert

Assigning shortcut keys to a symbol or special character

If you use a particular symbol often, then you can assign a shortcut key to it, so that youcan type it in quickly.

This process involves you completing 2 steps

Adding the Symbols command to the Quick Access Toolbar

Assigning a keyboard shortcut to a particular symbol

Adding the Symbols command to the Quick Access Toolbar

1. Right-click on any part of the QuickAccess Toolbar

2. Select Customise Quick AccessToolbar

Word Options dialog box opens

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3. Click in the drop down for PopularCommands

4. Select All Commands

5. Click in the list of commands6. Click on the letter t on thekeyboard

You will see 2 commands for Symbols

7. Click on the second Symbolscommand

8. Click on the Add button Symbols command will appear on theright side

9. Click OK Word Options dialog box closes

Assigning a keyboard shortcut to a particular symbol

1. Click on the Symbols command onthe Quick Access Toolbar

2. Click on the Symbol button3. Click on the More Symbols option Symbol dialog box opens

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4. Select the symbol you want tocreate the keyboard shortcut for

5. Click on the Shortcut Key button6. Select a shortcut

What keyboard shortcut should I use?

Word advises you to include the Alt key when creating keyboard shortcut,

because the Alt key isnt used much, so it is unlikely you will use a shortcutthat is already in use.

7. Click Assign8. Click Close9. Click Close10. Test the shortcut

Inserting Accented Characters

These are shortcut key combinations to produce most accented characters.

CTRL ` then the letter

CTRL then the letter

CTRL SHIFT ^ then the letter

CTRL SHIFT ~ then the letter

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CTRL SHIFT : then the letter

CTRL SHIFT @ then A

CTRL (comma), then C

ALT CTRL SHIFT ?

ALT CTRL SHIFT !

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Word 2007 / 2010 Essentials- Basic Formatting


Basic Formatting

Selecting Text With The keyboard

Why select?

To format text

To move text

To copy text

To delete text

Selecting text

1. Place the Cursor at the start ofwhat you wish to select

2. Hold down the Shift key3. Use the arrow keys to move along

the text you wish to select

Cancelling a selection

Press a Cursor key again withoutholding down the Shift key

Selecting a word

1. Place the Cursor at the start of theword

2. Hold down Shift and Ctrl3. Press the Cursor key going to the

right

Selecting a line

1. Place the cursor at the start of the

line2. Hold down the Shift key3. Press End key

Selecting the entire document

Hold down Ctrl and press A

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Selecting text with the mouse

Why select?

To format text To move text

To copy text

To delete text

Selecting text

1. Place the cursor at the start of thetext you wish to select

2. Click and drag over the text

My text has moved around!If you select text and then release the mouse, it is possible to click backon the selected text and drag it to a different place. You will see a fuzzy

grey line appear if this is happening. Click Undo to put it back.

Cancelling a selection

Click once into any white space onthe right hand side of yourdocument

Selecting a word

Double-click on the word

Selecting a sentence

1. Hold down Ctrl key2. Click anywhere in the sentence

Selecting a line

Click to the left of the line The Cursor will change to a whitearrow when you are in the rightplace

Selecting a paragraph

Double-click to the left of theparagraph

The Cursor will change to a whitearrow when you are in the rightplace

OrTriple-click the paragraph

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Selecting multiple Words, lines or paragraphs

1. Select in one of the waysdescribed above

2. Do not let go of the mouse3. Drag over the rest of the text you

wish to select

More Methods Of Selecting Text

To select the entire document

There are fourways to select the whole document

Press Ctrl & A

Click on the Edit menu, click Select All Hold down the Ctrl key and click to the left of the document

Triple-click to the left of the document

Selecting a large area

1. Position the Cursor at the start ofthe text you wish to select

2. Move to the end of the text toselect using the scroll-bar

3. Hold down the Shift key4. Click at the end of the text

Selecting text not next to each other

1. Select a piece of text in one of theways described above

2. Hold down the Ctrl key3. Select another piece of text

Extending your selection

1. Position the Cursor at the start of

the text you wish to select2. Press F8

OrUse the Cursor keys to move to theend of the text you wish to select

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Basic Formatting

Formatting is changing the way that text looks.

Bold, italicand underline

1. Select the text to change2. Click on the icon you require

(shown above)

Using different Underline styles

A new feature of Word 2007 is the extended range of underline styles you can apply to

your text.

1. Select the text to change2. Click on the down arrow next to the

Underline icon

3. Select the line style you want

Turning off bold, italic and underline

1. Select the text to change

2. Click on the icon to switch it off

You dont have to select if i t is only one word

Just position your cursor anywhere in the word you wish to change.

Keyboard shortcuts

Ctrl + B Bold

Ctrl + I ItalicCtrl + U Underline

Make the changes before you type

It is possible to turn bold, italic or underline on before you type, and theywill affect any typing that follows.

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Text Style and Size

The style in which text appears in your documents is called the font. You can changethe fonts to reflect the tone of your document.

Quick font changes


font box

3. Click on the name of the font yourequire

Changing the size of text


size box

3. Click on the size you require

Keyboard shortcuts

Ctrl + ] Increase the size of the font

Ctrl + [ Decrease the size of the font

Ctrl + Shift + F then down arrow Select font

Ctrl + Shift + P Select font size

Removing character formatting

1. Select the text you would like to getrid of formatting from

2. Press Ctrl + spacebar

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Formatting text using the Font dialog box

The Font dialogue box can be used to make lots of changes at once and create specialeffects.

1. Select the text to change2. Click on the dialog box launcher

arrow for Font

3. Make any changes you require4. Click OK

Special effects

The Font dialog box comes with lots of effects which you can apply to your text.

Here is a list of them and how they affect text.

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Click into the paragraph you wishto change

Or1. Select several paragraphs2. Click on the icon you require

(shown above)

Keyboard shortcuts

Ctrl + L Left Align

Ctrl + E Centre Align

Ctrl + R Right Align

Ctrl + J Fully justified

How can I have left-aligned and right-aligned text on the same lineLike this?

You cannot achieve this effect with the alignment icons. The solution istabs or a table (see Happy Computers Intermediate Guide to Word 2007

/ 2010).

Text Case

However you have typed your text, you can afterwards change the case to make it alluppercase for instance.

Changing case of letters

1. Select the text to change2. Press Shift + F3 to cycle through

the different cases

Types of case

Type of case Text in this case

Sentence This is some text in sentence case

Lowercase this is some text in lower case

Uppercase THIS IS SOME TEXT IN UPPER CASE

Title Case This Is Some Text In Title Case

Toggle case tHIS iS sOME tEXT iN tOGGLE cASE

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Text Colour

Applying colour to text


text colour icon

3. Click on the colour you require

Removing colour from text


text colour icon

3. Click on Automatic

Highlighting text

Highlighting text


Text Highlight Colour icon

3. Click on the colour you require

Removing highlighting

1. Select the text that is highlighted2. Click on the down arrow next to the

Text Highlight Colour icon

3. Select No colour

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Paragraph Formatting

The end of a paragraph and the start of a new one is where the Enter key has beenpressed.

Theres too much space after I press enter after a paragraph

The default paragraph formatting in Word 2007 / 2010 has a 10 pointspace afterthe paragraph. That means every time you press return you

get what looks like double spacing.

Changing the default:

1. Click on the Home tab2. Click on the dialogue box launcher for Paragraph

3. Change the Space after to 0

4. Click on the Default button (2007)The following message appears

5. Click Yes

Or

6. Click on the Set As Default button (2010)The following message appears

7. Decide which option you want8. Click OK

Using line spacing

In Word 2007 / 2010, it is easy to change the line spacing for your paragraphs.

1. Select one or several paragraphs2. Click on the Line spacing icon

3. Select the line spacing you want touse

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Keyboard shortcuts

Ctrl + 1 Single-line spacing

Ctrl + 2 Double- line spacing

Ctrl + 5 1.5 line spacing

Keeping lines with each other

If you have some text that you do not want to be split over two pages, you can chooseto keep lines together.

1. Select the lines you wish to keeptogether2. Click on the Dialog box Launcher

for Paragraph

3. Click on the Line and Page Breakstab

4. Make sure there is a tick next toKeep Lines together

5. Click OK

Removing Paragraph formatting

1. Select the text you would like to getrid of formatting from

2. Press Ctrl + Q

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Undo & Redo A license to make mistakes

Word 2007 / 2010 allows you undo your last actions. Having used Undo, you can ofcourse use Redo to reinstate everything you have just undone!

Undoing the last thing you didClick the Undo button

OrPress Ctrl X

Redoing the last thing you undid!

Click the Redo button

(2007) or (2010)Or

Press Ctrl Y

Undoing up more than just the last action

1. Click on the down arrow next tothe undo button

2. Use the scroll-bar to scroll tothe last action you wish to undo

3. Click on the action The last x number of actions will beundone

It will undo all of the actions!

You cannot pick out an isolated action from the list and just undo that. Ifyou undo the action you did 10 steps ago, your last 9 steps will be

undone as well

Undo your lastaction

Use the down arrowto undo

Use the down arrowto redo

Redo your lastUndo

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Spelling & Grammar

Performing a spelling and grammar check

You may want to run the spelling and grammar checks after you have created yourdocument; spelling mistakes appear with a squiggly underline and grammatical errorsare shown with a green squiggly underline.

Alternatively, the may notice red and green squiggly lines appear under certain wordswithout you clicking on the icon.

Quick Spelling and grammar check

Right-click any word which has a red or green line underneath it and ashortcut menu of suggested corrections will appear.

You can alsouse the right

mousebutton here

1. Click on the Review tab2. Within the Proofing group, click on

the Spelling & Grammar iconSpelling & Grammar dialog box opens

A word highlightedin red at the topindicates amisspelling

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3. Decide if you want to Ignore the

suggestions or use them

Once you have done this, you will move to

the next error in the document4. Click cancel to finish the spell-

check earlyOr

Click OK once the spell-check iscomplete

How to correct your spelling mistakes

If the word is spelt correctly Click on Ignore

If the word is spelt correctlyand occurs several times inthe document

Click on Ignore All

If the word is spelt correctlyand is a word that you usevery commonly, e.g. yourname

Click on AddThis will add the word to the dictionary so that it isnever seen as a mis-spelling again

If the correct spelling is listedunder suggestions

1. Click on the correct suggestion

2. Click on Change

If the correct spelling is listedunder suggestions and themisspelling occurs commonlyin the document

1. Click on the correct suggestion

2. Click on Change All

If the word is spelt incorrectlyand you commonly make thismistake

1. Click on the correct spelling from suggestions

2. Click on the Options button

3. Click on AutoCorrect OptionsIt is added to the AutoCorrect list (covered in WordIntermediate)

If the word is spelt incorrectly

and the correct suggestion isnot listed

1. Click into the large box containing the text

2. Make the correction manually3. Click on Change

A word or sentencehighlighted in greenat the top indicatesa grammatical error

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How to correct your grammatical errors

If there is no grammatical error Click on Ignore

If there is no grammatical errorand similar sentences appearin the rest of your document

Click on Ignore rule

If the correct grammarappears under suggestions

1. Highlight the correct suggestion

2. Click on Change

If the grammar is incorrect, butthe correct suggestion doesnot appear

1. Click into the large box containing the text

3. Make the correction manually

4. Click on Change

If you have the American dictionary

1. Click on the Office button2. Choose Word Options3. Within Popular, click on Language Settings4. Ensure the Primary Editing Language is set to English (UK)5. Click OK

Changing the spelling and grammar options

1. Click on the Office button (2007)

Or


2. Click on Word Options (2007)

Or

Click on Options (2010)3. Click on Proofing

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4. When you move the cursor overthe suggestion on the right a drop

down arrow appears

You can-Insert the word

-Copy it-Look it up

5. When you have finished, click onthe cross to close the Researchpane

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Word 2007 / 2010 Essentials- Working with reports Formatting & Printing


Working with reports Formatting &Printing

Format Painter

Format Painter provides a quick way of copying formatting from one piece of text toanother. For example, if all the headings in your document are to be Arial, bold, italicand 16pts, you can format the first heading, and then copy the format onto all the otherheadings.

Using Format Painter to copy once

1. Select some text that is alreadyformatted

2. Within the Home tab, click theFormat Painter icon once

3. Select the text to copy onto

Using Format Painter to copy more than once

1. Select some text that is already

formatted2. Within the Home tab, double-click

the Format Painter icon

3. Select the text to copy onto4. Select the next piece of text

to copy onto5. When you have finished,

click the Format Painter iconagain to turn it off

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Moving & Copying Text

Moving text

1. Select the text you would like to move2. Click on the Cut icon Text is moved to the Windows clipboard

3. Position the Cursor in the place youwould like to move the text to

4. Click on Paste icon

Copying text

1. Select the text you would like to copy2. Click on Copy icon Text is copied to the Windows

clipboard

3. Position the cursor in the place youwould like to copy text to

4. Click on Paste icon

Keyboard Shortcuts

Ctrl + X Cut

Ctrl + C Copy

Ctrl + V Paste

Quick ways to cut , copy or paste

If you right click over selected text, a shortcut menu will appear givingyou the option of cutting or copying it. If you then right-click in the placeyou want to paste, a shortcut menu will give you the option of pasting.

You can alsouse the rightmousebutton here

The Clipboard remembers the last thing you cut or copied

Whenever you click on paste, Word will just reproduce whatever you lastcut or copied, so you can paste many times.

Copying or moving more than one item on the clipboard

Word 2007 / 2010 gives you the option of putting lots of things on the clipboard, so thatyou can cut or copy many separate pieces of text at once.

1. Select first piece of text2. Click on Copy icon

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3. Select second piece of text4. Click on Copy icon5. To view the Clipboard, click on the

Clipboard dialog box launcher

6. Position cursor where you wouldlike to paste

7. Hover your mouse over therequired item in the task pane andclick on the dropdown

8. Choose Paste

Eventually the Clipboard will get ful l-up

Once you have cut or copied 24 pieces of text the clipboard will get full.Click on dropdown next to item and select Delete.

Matching the destination formatting using the Smart tag

When pasting text from one document to another, the formatting, i.e. the way the textlooks may not match the formatting of the document your pasting to. This is where thesmart tag comes in

This is what you might see when you paste into a new document

It is possible to paste text into a document which has a different format and use thesmart tag to match the formatting.

Once you have pasted the text into a document with a different format

This is theSmart tag

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1. Hover mouse over the Smart tag2. Click on the Smart tag Here are the options

-Keep Source Formatting-Match Destination Formatting-Keep Text Only-Set Default Paste

3. Make your choice

Wheres the Smart tag?

If you dont use the Smart tag soon after you have pasted it in thedocument, it will disappear, to get it again, you need to paste the text in

again.

When does Smart tag go away?

The smart tag goes when you continue working on your document.

Moving text with drag and drop

If you want to move text a short distance within the same document, this is the quickestway of doing it!

1. Select the text you would like tomove

2. Release the mouse button

3. Position the mouse in the middleof the selected text

It will look like a white arrow whenyou are in the correct place

4. Click and drag to the newposition

A fuzzy grey line will show youwhere you are going

Copying text using the CTRL key

If you want to copy text a short distance within the same document, this is the quickestway of doing it!

1. Select the text you would like tocopy

2. Release the mouse button3. Position the mouse in the middle

of the selected textIt will look like a white arrow whenyou are in the correct place

4. Hold down the Ctrl key and clickand drag to the new position

A fuzzy grey line will show youwhere you are going

If something goes wrong

Click the Undo button

OrClick Ctrl Z

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Adding extra points in the middle of a numbered list

1. Place your cursor at the end of thepoint before where you require thenew point

2. Press Enter Word will automatically renumber

Creating blank lines in the middle of a list

Word is programmed to give you a number or a bullet wherever you press the Enterkey. To get a blank line between numbers do the following

1. Position your cursor at the end ofthe point before where you requirea blank line

2. Hold down the Shift key and pressEnter

3. Press Enter again to get the nextnumber

If your text is fully justif ied.

This method will cause the alignment to go a little strange.

1. Press the Enter key for the required blank lines (numbers willappear)

2. Click your Cursor onto a line which has an unwanted numberor bullet

3. Click on the Bullets or Numbering icon to turn them off

Removing bullets or numbers

1. Select the text you wish to removebullets or numbers from

2. Click on the Bullets or Numberingicon

Customising Bullets

Changing the style of bullets

1. Select the bulleted list to change2. Click on the down arrow next to the

Bullets icon

3. Select a Bullet from the BulletLibrary

4. If you dont like any of thesebullets, click on Define New Bullet

5. Click on the Symbol button6. Select a symbol of your choice

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7. Click OK8. Click OK The new bullet appears

Customising Numbers

Changing the number style

This can be changing from 1,2,3 to I, II, III or a, b, c.

1. Select the numbered list to change2. Click on the down arrow next to the

Numbering icon

3. Select a numbering style from the

Numbering Library

Changing the indentation of bullets or numbering

1. Select the bulleted list to change2. Right-click on the list3. Select Adjust List Indents

4. Make the changes5. Click OK

Continue and Restart numbering

If your numbering does not work correctly, and you find that you are getting the wrongnumber, you can choose to re-start again at one, or continue a list that you were doingpreviously.

1. Right-click your cursor into theincorrect number

2. Choose Restart at 1Or

2. Continue Numbering

Increase or decreasethe distance betweenthe bullet and themargin here

Increase or decreasethe distance betweenthe bullet and the texthere

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3. Select the pages you want to print

4. Select the number of copies youwant to print5. Click on the Print button

Scaling the page

If you would like Word to re-size your document to fit a certain size of paper, or if youwould like to have several pages to one sheet, you can re-size from the Print dialog box.

1. Ensure the print dialog box is open(2007)

Or

The Print page in open (2010)2. Click on the down arrow next to

pages per sheet (2007)and changethe number, if required

Or

Click on the down arrow next to 1Page Per Sheet

3. Click on the down arrow next toScale to Paper Size and choose

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the size of paper, if required4. Click OK

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Word 2007 / 2010 Essentials- Working With Reports - Layout


Working With Reports - Layout

Changing the zoom controlThe zoom control allows you to stand up close to your document, or stand back so thatyou can see more of it. It does not change the size that it will print out at.

Zooming in and out of the document

1. Click on the Zoom slider on theStatus bar

2. Click on the + and to zoom in andout of the document

Using a zoom setting

1. Click on the View tab2. Change the zoom settings

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Word Views

Word 2007 / 2010 provides different ways of looking at your document depending onwhat task you are carrying out. Each view allows you to concentrate on a differentaspect of your work.

Changing the view with the View tab

1. Click on the View tab2. Change the view

Changing the view with the iconsClick on the icon required in thebottom right of the screen

Print Layout

Full Screen Reading

Draft

Outline

Web Layout out

Print Layout

Full Screen Reading

Draft

Outline

Web Layout out

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Print Layout view

This view allows you to work on your document whilst seeing it as it will print.

Shows you the margins and the way it will look on the page

At the end of a page, you will see a grey gap You can see headers and footers

You cannot see hidden characters such as page breaks

Full Screen Reading view

Reading Layout view allows you to view two pages at once and flip through pages in thesame way you'd flip through a book. Flipping pages rather than scrolling simulates theexperience of reading a book, and reduces eyestrain by making it easier for your eyesto track the text.

Shows you the textonly, you cannot see the margins or the way it will look on thepage

You can see Margins

You can see Headers

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Page Setup

Changing the margins using the Page Layout tab

1. Click on the Page Layout tab2. Within the Page Setup group, click

on the Margins button

3. Choose one of the Preset settingsOr

1. Click on Custom Margins Page Setup dialog box opens

2. Change the margins by eithertyping in the number or using theup and down arrows

3. Click OK

Which page will change when I change the margins?

When you change the margins all the pages will change.

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Changing the measurements from imperial to metric or vice versain 2007

1. Click on the Office Button2. Click on Word Options3. Click on Advanced4. Within the Display section, click on the down arrow for Show

measurements in units of:

5. Choose centimetres or inches6. Click OK

Changing the measurements from imperial to metric or vice versain 2010

1. Click on the File tab2. Click on Options3. Click on Advanced4. Within the Display section, click on the down arrow for Show

measurements in units of:

5. Choose centimetres or inches6. Click OK

Changing the margins with the ruler

1. Position the mouse on the ruler

between the pale blue margin andthe white text area ( see below)Mouse will change to adouble-headed black arrow

2. Click and drag to the right toincrease the left margin

Changing the Page orientation


on the Orientation button

3. Select Portrait or Landscape

Changing the Paper size


on the Size button

3. Select the correct size

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Changing text to columns

1. Click on the Page Layout tab2. Select the text you want to appear

in columns3. Within the Page Setup group, click

on the Columns button

4. Select the number of columns youwant

Or4. Click on More Columns

5. Make your changes6. Click OK

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4. There are 8 fields you need totype you text into-Title of document

-Author-Year-Short abstract-Company Name-Company address-Company telephone number-Company fax number

Type thetitle

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Page Numbering

You can only see page numbers in Print Layout view.

Adding Page Numbering with the Insert tab

1. If the document doesnt alreadyhave page numbers, double-clickat the top of the page

You will now be in the header for thedocument

The Design tab appears

2. Within the Header and Footer

Group, click on the Page Numbericon

3. Decide where in the document youwant the page number to appear

4. Scroll up and down and you willsee the page numbers

No number on the first page and the second page starts at 1

For example, you may have added a Cover page to your document. You may decideyou dont want the Cover page to have a page number, but you want page 2 of thedocument to be numbered page 1.

1. Within the Header and FooterGroup, click on the Page Numbericon

2. Select Format Page Numbers Page Number Format dialog box opens

Double-clickanywhere at thetop

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3. Click on Start at and choose 04. Click OK5. Click on the Page Number icon

again6. Decide where you want the page

numbers to appearYou will notice the Cover page will havePage 0Well deal with this next...

7. Within the Options group, click onDifferent First Page

8. Scroll up and down the document,you will notice the Cover page nolonger has a page number and thesecond page of the documentshows Page 1

Deleting page numbers

1. Double-click on any page number This will take you to the Header andFooter view

2. Select it with the mouse3. Press Delete4. Double-click in the middle of a

page

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Headers and Footers

You can only see headers and footers in Print Layout view.

Adding text into the header and footer area



2. Click on either the or3. Start typing

Adding text in the middle or on the right

Press the Tab key to move to the middlePress the Tab key again to move to the right

What you can insert into the header or footer


You can insert the date andtime as fields so they givethe currentdate and timeeach time the document isopened

This includes adding

fields such as filenameand path, so you knowthe name of the fileand where it is stored

You can add apicture/logo

You cansearch andadd Clipart

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Inserting the filename and path

1. Within the Insert group, click on theQuick Parts icon

2. Choose Field

3. Scroll down to Filename

4. Within Field Options, click in Addpath to filename

5. Click OK Filename and path appears

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Using the header and footer icons to insert text

There are some useful choices here, for example, you can pick the 2ndoption; Blank(Three columns), where there are 3 designated areas you can ad text or fields to.

Alternatively, you can use one of the presets such as Transcend (odd) and Transcend(Even).



2. Click on either the Header or

Footer icons

3. Select the option(s) you want touse


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Page Breaks

What is a Page Break?

A page break forces Word to end the current page and start a new one. This can beuseful if you need to start a new page and you have not yet typed down to the end ofthe page you are on.

Creating a Page Break

1. Position your cursor where youwant the page break to be

2. Click on the Insert tab3. Within the Pages group, click on

Page Break

Deleting a Page Break

1. Make sure you are in Draft view You should be able to see the Page breakas a dotted line

I cant see the Page break?

You may need to switch on the Hidden marks.1. Click on the Home tab2. Click on the Show/Hide button

3. Click on the Page break4. Press Delete

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Word 2007 / 2010 Essentials-Appendices


Appendices

Options in Word 2003

AutoCorrect Options

Correct two initial capitals THe - becomes The

Capitalise first letter ofsentences

end. beginning - becomes end. Beginning

Capitalise names of days monday - becomes MondayCorrect accidental usage of thecaps lock key

tHERE IS - becomes There is

Replace text as you type teh becomes the

Switching AutoCorrect off

If you do not want these corrections to be made do the following:

1. Click on Tools menu2. Click on AutoCorrect Options

3. Un-tick the required options at the top of the box4. Click OK

Un-tick theoptions youdo not want

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What are all those pictures at the top of thescreen?

The Standard toolbar

New creates a brand new document (see page 28)

Open opens an existing document (see page 24)

Save click here to save the current document (see page 21)

E-mail Allows you to use Word as your E-mail package (Not covered on

this course)

Permissions (limits access to important documents. Not covered in thiscourse) (Word 2003 only)

Print prints one copy of the current document (see page 29)

Print preview Shows you how the document will look when printed (seepage 28)

Spelling and grammar checks document for errors (see page 48)

Research (you can use this to find information on and of line. Not covered inthis course) (Word 2003 only)

Cut removes text etc and places it on the clipboard (see page 54)

Copy Copies text etc and places it on the clipboard (see page 54)

Paste Puts the contents of the clipboard into the document (see page 54)

Format Painter Allows you to copy formatting (see page 53)

Undo Undoes the last action you did (see page 47)

Redo Redoes the last action you undid (see page 47)

Insert hyperlink (Not covered on this course)

Tables and Borders (Covered on the Word Intermediate course)

Insert table (Covered on the Word intermediate course)

Insert Excel Spreadsheet (Covered on the Excel Intermediate course)

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Columns (not covered on this course)

Drawing toolbar (Not covered on this course)

Document map (Not covered on this course)

Show/Hide button displays hidden characters in the text (see page 16)

Zoom control makes the document appear close up or far away (see page64)

(Office Assistant turns on a helper)

Turns on Reading Layout (Word 2003 only)

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The Formatting toolbar

Styles and formatting icon (covered in advanced course)

Style Applies a style to the text (Covered on the Word Advancedcourse)

Font Changes the font of selected text (see page 40)

Font Size changes the size of selected text (see page 40)

Bold Makes the selected text bold (see page 39)

Italic Makes the selected text italic (see page 39)

Underline Makes the selected text underlined (see page 39)

Left Align Makes the selected text left aligned (see page 42)

Centre Align Makes the selected text centre aligned (see page42)

Right Align makes the selected text right-aligned (see page 42)

Justified Align makes the selected text fully justified (see page 42)

Line spacing icon

Numbers Automatically numbers paragraphs (see page 58)

Bullets Automatically adds bullets to paragraphs (see page 58)

Decrease indent (Not covered on this course)

Increase indent (Not covered on this course)

Borders Add borders to selected text (not covered on this course)

(2003) (2002)

Highlight puts shading around selected text (see page 44)

Font colour changes the colour of selected text (see page 44)

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Using Screen Tips

To quickly find out what an icon does.

Hover your mouse over the icon without clicking

Turning Screen Tips on and off

1. Click on Tools menu

2. Click on Customise3. Click on the options tab4. Tick or un-tick the show ScreenTips on toolbars box

5. Click OK

A yellow tool tip will appear

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Function Keys

Function Keys Shift + Function Keys Control + Function

KeysF1 Help SHIFT+F1 Start context-

sensitive Help orreveal formatting

CTRL+F2 Print Preview

F2 Move text or graphics SHIFT+F2 Copy text CTRL+F3 Cut to the Spike

F3 Insert an AutoTextentry

SHIFT+F3 Change case CTRL+F4 Close window

F4 Repeat the last action SHIFT+F4 Repeat a Find or GoTo

CTRL+F5 Restore

F5 Go to SHIFT+F5 Move to a previousrevision

CTRL+F6 next window

F6 Go to next pane orframe

SHIFT+F6 Go to the previouspane or frame

CTRL+F7 Move

F7 Spelling and grammar SHIFT+F7 Thesaurus CTRL+F8 Size

F8 Extend selection SHIFT+F8 Shrink a selection CTRL+F9 Insert empty field

F9 Update selected fields SHIFT+F9 Switch between afield code and itsresult

CTRL+F10 Maximise

F10 Activate the menu bar SHIFT+F10 Display a shortcutmenu

CTRL+F11 Lock a field

F11 Go to next field SHIFT+F11 Go to the previousfield

CTRL+F12 Open

F12 Save As SHIFT+F12 Save

Ctrl + Shift + Function KeyAl t + Funct ion key Al t + Shi ft + Funct ion

Key

CTRL+SHIFT+F3Insert contentsSpike

ALT+F1 next field ALT+SHIFT+F1 Go to thepreviousfield

CTRL+SHIFT+F5 Edit a bookmarkALT+F3 Create an

AutoTextALT+SHIFT+F2 Save

CTRL+SHIFT+F6 previous window ALT+F4 Quit Word

CTRL+SHIFT+F7Update linkedinformation

ALT+F5 Restore

CTRL+SHIFT+F8 Extend a selectionALT+F7 Find the next

misspelling orgrammatical error.

CTRL+SHIFT+F9 Unlink a field ALT+F8 Run a macro

CTRL+SHIFT+F10 Activate rulerALT+F9 Switch between

field codes andresults

CTRL+SHIFT+F11 Unlock a field ALT+F10 Maximize

CTRL+SHIFT+F12 PrintALT+F11 Display Microsoft

Visual Basic code

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The Select Browse Object button

Note: This is not trained on our courses, but you can try it out yourself at work.

At the bottom of the status bar is a circle that will allow you to go through your

document, not just from page to page, but from table to table or section to section etc.

1. Click on the select browse object button2. Click on the icon you would like to browse by (see below)3. Use the double-headed arrows to browse up or down

If the select browse object button has been changed from browsing pages, the arrowswill go blue.

What do all the icons do?

Each of the icons represents a different element that you can browse through in thedocument, e.g. previous or next page, previous or next table etc.

Notes for WordPerfect Users

Where is Reveal Codes in Word 2003?

Word 2003 now has a Reveal Formatting pane which allows you to see the formattingfor selected text.

1. Click on Formatting menu2. Click on Reveal Formatting Reveal Formatting Task Pane

Appears

Page

Table

Section

Graphic

Text in aheading style

EditsBringsup thefind box

Brings up theGo To box

Field

EndnotesFootnotes

Comments

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Where is Reveal Codes in Word 2002?

There is no reveal codes option in Word 2002. It works on the premise that what yousee is what you get. If you want to check hidden characters, you can turn on theshow/hide button to see returns, spaces and tabs.

Can you left-align and right-align on the same line?See page 42

How can you indent?

WordPerfects indent feature (F4 in version 5.1, and F7 in version 6.1) allows you totype on the left and then indent the rest of the paragraph. To have the same effect inWord.

1. Type text for left hand side2. Press Tab3. Type text for right hand side4. Press Ctrl & T to line up the second piece of text as an indent (you may have

to press Ctrl & T several times to reach the tab stop you require)

How do you manage files?

Word is not specifically designed for file management, as Microsoft expects you to dothis in Windows Explorer or My Computer. There are some file management tools in theopen dialog box.

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Should I use the navigation keys for WordPerfect users?

Word includes an option to allow you to use the old WordPerfect keys. We stronglyadvise that you turn this off, as it over-rides some useful Word features and gets in theway of you learning how to use Word.

The Computers Filing System

An analogy

The Computers filing system is very much like an ordinary filing cabinet

The whole of the filing cabinet is your computer

The drawers in the filing cabinet are known as DRIVES DRIVES are represented by letters of the Alphabet (see below)

Inside the drawers are FOLDERSthat hold your documents Inside some of the folders may be SUB-FOLDERSto make things more organised Inside the folders are the pieces of paper that you have written on, known as FILES.

Word files are known as documents.

Imagine you are filing your work documents inside these drives. You may have a mainfolder which contains all of your work. Inside that you may have sub-folders to containyour memos, reports and letters. Inside those sub-folders are the actual files that youhave written on

Whole filingcabinet is thecomputer. Itcontains drawers

known as DRIVES.

Drawers areknown as drives.Each drive isrepresented by aletter.

Inside the drivesare folders whichcan contain sub-folders and files.

Main

memos Reports Letters

The files, orWorddocuments thatyou haveCreated.

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What do the drive letters mean?

Letter Drive What do you use it for?

A: Usually the floppy diskdrive

Saving onto the floppy disk means that you can takethe document to another machine

It is also useful to make copies of documents onto thefloppy disk as a backup

C: Usually the hard disk drive The hard disk is your main disk drive

It is situated inside the box that makes up your PC If you save onto the hard disk, you can only access

that file from that machine, but there is much morespace on the hard disk that on a floppy disk

D: Usually the CD-ROMdrive

You cannot save onto the CD ROM.

It is used for installing software from CDs

F:-Z: Usually network drives If you can see these drives you are probablyconnected to a network

A network is a group of computers connected to eachother through a server. If you save onto a networkdrive, the information will go to the server andeveryone else who is connected to the network will beable to access your document

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What does all that look like on the screen?

When you save or open a document you will see a box representing the computersfiling system on the screen:-

Drives are represented by grey boxes

Folders are represented by yellow boxes

Word documents or files are represented by a white piece of paper with theWord icon at the top left

How do I move around the Drives?

If you are not in the folder you require.

1. Click on the down arrow next to the look in or save in box

2. Click on the drive you require

This is the folder youare in; here it is theWork folder.

These are thefiles containedinside that folder.

Click here and alist of the driveswill drop down.

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How do I move around the folders?

Once you are in the correct drive a list of the folders contained in that drive will appearin the large box in the middle.

Double-click the folder you require A list of the sub-folders and filesinside that folder will appear in themiddle

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Word 2007 / 2010 Essentials- Index


Index

Accented characters .......................... 34Alignment ........................................... 42American dictionary ........................... 50Arrow Keys ......................................... 15Backspace ......................................... 16Blank Lines

In a list ............................................ 59Bold .................................................... 39Breaks ................................................ 79Bullets ................................................ 58

Blank lines ...................................... 59Customising .................................... 59

Capital letters ..................................... 15Closing

Documents ...................................... 24Word ............................................... 11

CopyingFormatting ....................................... 53Text between documents................ 57

Copying text ....................................... 54Cursor Keys ....................................... 15Cut, Copy and Paste .