MIT-Word Lesson Two Anderson—Fall 2011. The Open Command The Open command is accessed from the File Tab in the Backstage Clicking File/Open brings up

MIT-Word

Lesson TwoAnderson—Fall 2011

Beddingfield High School—Where great is not good enough!

The Open Command• The Open command is accessed from the File Tab in the

Backstage• Clicking File/Open brings up the Open dialog box

The Open dialog box looks very similar to the Save As dialog box.

Students get the two confused.

The difference between Save As and Open is that when using the Open command, the user has already created and saved the document.


Parts of the Open Dialog Box

1Previous locations drop-down list.

2Navigation Pane-tells where you are in the file system and allows you to browse

3Look In List—allows the user to click a folder to see its contents 4

The Change View button allows the user to select from different view such as thumbnails or detail view.


The Open Dialog Box1

The New Folder button allows the user to create a folder from the dialog box

2The Open Options Drop-down list

3File Name Box

4The Tools Button—allows for options accessible from the Backstage Under Options/Save


File of Type

1 Files of Type drop-down list:• Clicking the Files of

Type list and selecting a file type will narrow the available files on the Navigation pane.

• Only files of that type will display.

Before click

After click


Recent Documents

• Users can click the MY Recent Documents on the Open dialog box to view the last files opened in MS Word.

• This feature can help users who forget where they saved their work or what they named their file they were using last.


My Computer

• Users don’t have to Open MS Word to open a file.

• They can simply browse from My Computer or My Documents and double-click a file.

• This will open the file in MS Word 2010.


Hot Keys to Open Files

• CTRL + O• CTRL + F12• CTRL + ALT + F2


Check for Understanding

• List three ways to open a file in MS Word.

?


Navigating a Document

• The easy way to navigate through a document is using the scroll bars

• Sometimes shortcuts are a more effective way of getting where you want to be

• It is important to be able to go precisely where you would like to in a document because it saves time.


Shortcuts for Navigation

• PAGE UP/PAGE DOWN Buttons—moves the user a page at a time

• CTRL + Page Up—moves to the top of the current page

• CTRL + Page Down—moves to the bottom of the current page

• The Arrow keys—moves the user a character at a time

• CTRL + the Arrow Keys—moves the user a word at a time left or right


Shortcuts for Navigation

• HOME key—Moves the user to the beginning of a line of text

• CTRL + HOME key—Moves the user to the beginning of a document

• END key—Moves the user to the end of a line of text

• CTRL + END key—Moves the user to the end of a document


Navigation Shortcuts

• SHIFT + F5—Returns the user to the last location visited in the document


The Mouse Pointer

• I-Beam—The cursor takes the form of an I-Beam when clicking will place the user into a document to insert text.

• Hand—the cursor takes the form of a hand if a user is hovering over a hyperlink.

• Arrow—the cursor takes the form of an arrow if it will be used to select


How much Text?

• The mount of text showing on your screen depends on the size of your screen and the viewable area.

• Ways to increase viewable text on your screen:– Use Full Screen Reading View or Draft View Option – Decrease Zoom– Hide the Ribbon– Buy a larger monitor!


Parts of the Scroll Bar


Scrolling with the Mouse

• NOTE: Navigating using the scroll bar does not change the position of the mouse

• The mouse you are using may have a scroll wheel that takes the place of the scroll bar

• NOTE: Some of our lab mice have broken scroll wheels :< Be gentle with your mouse!


Overtype and Insert Modes• The default text mode in MS Word is

Insert• When in Insert Mode, text is keyed to

the right of the cursor position • Insert repositions the text to the right of

the entry to a new position.• Insert is a toggle switch on the keyboard

activated by the Insert key.• When clicked, it toggles from Insert to

Overtype.

Overtype and Insert Modes• NOTE: It is important to remember that when in

Overtype Mode, the user erases original text as they type new text into the document.

• If you find yourself having typed over text without knowing the Mode has changed to Overtype, just click the undo button in the Quick Access Menu or use the Shortcut for Undo, CTRL + Z.


CTRL + Z

CTRL + Y

UNDO

REDO


MS Word Options

To change the default from Insert to Overtype, the user can go to the Backstage from the File Tab and clickOptions/Advanced.

However, most users prefer to use Insert.


Selecting Text

• Users can select text using a variety of methods:–Dragging over text with their mouse–Double-clicking over a word selects the

word– Triple-clicking over a paragraph selects the

paragraph


Selecting Text

• CTRL + End and Down Arrow can select a paragraph

• NOTE: the CTRL button allows the user to select nonadjacent text in a document

• Example: – Double click a word to select the word.– Hold down CTRL– Double click another word in another paragraph

BOTH word are selected


Selecting ALL Text

• Clicking anywhere in the document off of the selected text will deselect text

• Clicking Select All from the Editing Group on the Home Ribbon selects all of the text in the document.

12CTLR + A—Shortcut to

select all text


Deleting Text

• If text is selected and the Delete button is pressed, the text will be deleted.

• Undo restores deleted text• Review: – Backspace deletes to the left of the cursor position– Delete deletes to the right of the cursor position

• If the user types text as the last operation, the undo button removes the last typed text


What Cannot be Undone?

• When is the Undo button not useful?– When saving or printing

• The Save and Print command cannot be Undone using the Undo button


Undo and Redo Lists

• Users can click the drop-down arrow on the Undo button to view a list of commands that can be undone using Undo.

• The user can select a number of commands from the list to undo at once.

• However, the user wants the fourth command to be undone, commands one through three must be undone as well.


Organizing Files

• It is important that users organize their files using Folders and Subfolders.

• This makes finding documents much easier.• Folders can contain files or other folders.• A folder within a folder is called a subfolder.• Subfolders help keep many files organized in a

hierarchical system of order.


Creating and Deleting Folders

• Users can use either the Save As or the Open dialog box to create folders using the new folder icon

• Users can also delete folders from both dialog boxes by:– Clicking on the file and clicking the delete

icon– Right-clicking over the files and selecting

delete


Creating Subfolders

• To create a subfolder from the Save As or Open dialog box1. Browse to the folder in which you would

like to create a new folder2. When you are in the folder, click the New

Folder icon and create the subfolder• A subfolder is simply a folder within another

folder

Managing Folders from My Documents

• You do not have to have MS Word open to organize folders

• Users can simply click on My Documents or My Computer and Click New/Folder


NOTE: If you misspell a folder name, you can right-click the folder from My Documents and select Rename to correct the error.


Saving Verses Renaming

• Users can Save a file from the Save As dialog box with a new name.– This does not effect the older file with a different

name. It preserves the old file.• When renaming a file from My Documents, it

changes the original file to a file with a new name.– This effects the old file-it has been replaced. It

does not preserve the old file.


Preventing Loss of Data

• NOTE: It is important to backup data.• How can you prevent losing data?– Saving often– Save in more than one place– Save on mobile drives as well as on your computer– Change the Autorecovery options to save more

often


Saving in Different Formats

• The format in which a file is saved effects many different things, such as– in which application the file can be opened and

viewed– if the person to whom you sent the file will likely be

able to open and view the file– if you will be able to open the file again in MS Word

2010– if a person with an older version of MS Word will be

able to open the file


Default Format

• Remember the default format for MS Word 2010 is the .docx format.

• MS Word will automatically save in this format unless you choose a different format from the Save As dialog Box.


Changing Default Format from Options

• Users can change the default format in which MS Word will save from the Options setting of the File tab.


Which format?

• You can tell the type of file format a document is saved in by going to the file properties.

1. File/Save As2. Click the drop-down arrow beside Views3. Select Properties4. Read the file type under the File

Property column of the navigation pane


File Types and File Extensions

• Word can save in various formats including;– Word 97-2003 Format (.doc extension—allows the

document to be opened in earlier version of Word)– Rich Text Format (.rtf extension-can be opened from a

variety of platforms and retain some formatting)– Portable Document Format (.pdf extension can be

opened in Adobe Reader)– As a Word template (.dotx—saved in the templates

folder in MS Word and can be used with new documents.)

– As a Web page (.html—can be opened in a browser)


Cannot Open a File?

• If you cannot open a file, you can check the file format from Start/My Documents

• Browse to the document file and select• View options/Properties• You can see if the format is a type that is

compatible with MS Word.


Cannot Find a File?From My Documents click the Type column heading at the top of the navigation pane.This sorts the files by file format:• All of the GIF images are

displayed first• Next, the JPEG images

are displayed• Then a PowerPoint file

and so on

NOTE: If you know the format the file is saved in, sorting by format or date created makes it easier to find.