MS Word Intermediate Training

Section One: Word Basics Review

Section ObjectivesKnow how to open MS Word.Be able to identify the Toolbar.Know which Tabs on the Toolbar are most relevant for

you.Use the scrollbar to navigate.Press F1 for Word Help.Identify MS Word 2003’s Task Pane.Use Shortcuts to make work easier.

Getting Started

To launch MS Word 2007: Depending on how MS Word is installed on your machine, one of the

following methods should launch the program:

Click on the Start menu > All Programs and select Microsoft Office Word from the list.

Click on the Start menu > All Programs > Microsoft Office and select Microsoft Office Word from the list.

“Document1”

When Word is first started, a new blank page titled Document1 is opened automatically. This is a fresh page where you can begin typing a new document.

MS Word 2007

MS Word 2003

Inside MS Word

Toolbar and MenuScrollbarHelp (F1)

Toolbar

We will not go over each and every element of the Toolbar, but it is important to note the new ‘look’ of MS Word 2007, which now uses TABS to organize its toolsets. MS Word 2003 does not use tabs, but the basic functions and tools are still present, just not organized in the tabs.

Toolbars - Home

This is the main section, and you will likely use these tools most often. Main components include Font choices (size, type, color, etc.), Paragraph formatting (justification, bullets, and numbers), and the Styles section, which gives various pre-formatted text choices. Feel free to test these styles, it is important to become familiar with the Font and Paragraph section first.

Toolbar - Insert

The major components are you likely to use most in this section are Tables, Illustrations (allows insertion of pictures), and Text (contains the “Insert Date & Time” tool).

Toolbar – Page Layout

This is an important section which allows you to control the overall look and feel of the Word document. Paper Orientation and Size are two menu items used often.

Toolbar - References

This section is essential when creating official documents (proposals) or print-worthy text (for publishing) as it allows the insertion of a Table of Contents, Footnotes, and other citations. Recommended for more advanced users.

Toolbar - Mailings

The Mailings section contains elements commonly used in an office, business, or clerical setting. The Create section contains important mail utilities, such as Envelopes and Labels.

Toolbar - Review

The Review section is great for collaborative projects. We will not cover its functions extensively, but you should know that it can be a useful tool for reviewing, commenting, and correcting many different types of projects.

Toolbar - View

The View tab allows users to customize the look of their MS Word interface. Once you gain some comfort level with the various tools and functions, this is a good place to explore which view works best for you. The default view is usually the Print Layout, which gives you a good indication of how your finished document will appear once it has been printed.

Toolbar – Add-Ins

Additional software made to enhance or interact with MS Word can be found here. Common examples include Adobe Acrobat Professional and Endnote.

Questions?

Understand the Toolbar?

Other important features…

Scrollbar By clicking on the arrows or by dragging the moveable part of a Scroll

Bar up or down, left or right, you can move to an area of a document too long to fit on-screen. A scroll bar can move up and down and/or left and right.

Help (F1) Any time you get stuck, MS Word provides a Help function where you

can search for solutions and how-tos. Simply press the F1 key and search for your topic.

Task Pane The Task Pane is a rectangular window that may appear on the right side

of the screen when Word opens. It acts as an open menu, giving you a list of functions and commands to perform depending on what you are doing at the moment. For example, when you first launch a new presentation, the Task Pane will be labeled Getting Started. The Getting Started task pane allows you to open recent documents, search for documents and files, create new documents, and access Microsoft Office Online.

TIP: Common Shortcuts

To Do This: Just Press This:

Create a new document of the same type as the current or most recent document.

CTRL+N

Open a document. CTRL+O

Close a document. CTRL+W

Save a document. CTRL+S

Section Review

1. List one way to open MS Word.

2. Where is the Toolbar located?

3. List an important Tab on the Toolbar and why it might be important for you.

4. Where is the scrollbar and what does it do?

5. How do you open / activate Word Help?

6. What is one Shortcut you remember and what does it do?

Section Two: File Management

Section GoalsKnow how to create a New Document in WordBe able to Open an existing fileKnow how to Save your fileBe able to Rename your documentDiscover additional Keyboard Shortcuts

Creating a New Blank Document

To create a new blank document:1. Click the Windows Button

2. From the menu choose New.

MS Word 2003 only: You can also click the New button on the toolbar to create a new blank document.

Opening a Document

To open a document:

Click the Windows Button

From the menu, choose Open.

MS Word 2003 only: You can also click the Open button on the toolbar to open a document.

Saving a Document

To save a document for the first time:

1. Select the File menu > Save As.2. Word will display the dialog box. 3. In the field next to File name, type the

name of your document. 4. Navigate in the top portion of the

dialog box to the folder where you would like to save the document. You can also navigate by using the large side buttons.

5. Once you have saved your document for the first time you can save further revisions by selecting the File menu and choosing Save, or clicking on the Save button on the toolbar.

Autosave or Fastsave

*Word allows “fast saves” which automatically saves your document.

The saves only the current edits and not the entire document, so SAVE OFTEN.

Renaming Your Document

Follow the instructions for Saving a Document for the first time, but use a different name or location.

You now have two copies of the document, one with the original name, another with a new name.

NOTE: Remember to always back up your documents and save them to a safe place before closing Word!

Practice

1. Save your current document in a specific location.2. Now close Word completely and re-open the program.3. Open your saved document.4. Now use the Save As function to rename your

document to a different filename.5. Close Word, open again, and Locate and open this file as

well.

TIP: More Keyboard Shortcuts

Word provides you with shortcut key strokes which are a combination of letters and symbols that act as codes that allow you to accomplish frequently executed tasks. For example, if you would like to move text, you can highlight the selection and press CTRL+X instead of selecting Cut from the Edit menu. This keystroke is written out for you directly across from the Cut command in the Edit menu.

Here are some other commonly used shortcuts: Copy: CTRL+C Cut: CTRL+X Paste: CTRL+V Undo: CTRL+Z Redo: CTRL+Y New document: CTRL+N Open document: CTRL+O Print document: CTRL+P

Online Help

Word offers excellent and extensive online help which can be accessed by selecting the Help menu > Microsoft Office Word Help. Word Help will appear in the task pane. Select Connect to Microsoft Office Online. You can find almost everything you need to know from the online help that is available.

Section Review

1. List one way to create a New Document in Word.

2. How do you Open an existing file, using the Windows button?

3. What is a quick way to Save your file?

4. When would you use the “Save As” function?

5. List one Keyboard Shortcuts that you find useful.

Questions?

Section Three: Formatting Your Text

Section GoalsBe able to change your document’s fontUse Bold, Underline, and ItalicsUse Bullets and NumberingUnderstand Letter WizardBecome Familiar with the Envelopes and Labels sectionsText Spacing and AlignmentUnderstand the importance of Spell CheckerManage Page NumbersKnow how to Print

To change the font of the text in your document:

From the formatting toolbar, select the Font box, a drop-down menu list of font names.

Click on the arrow to the right of the font name.

Scroll through the list of fonts until you find the one you want to use.

Click the name of the font to select it. No matter where your cursor is, you will now begin typing in the new font from that point on.

To change the font of already typed text:

Highlight and select the text you want to change.

From the formatting toolbar, select the Font box.

Click on the arrow to the right of the font name.

Scroll through the list of fonts until you find the one you want to use.

Click the name of the font to select it. The highlighted text will change to the newly

selected font.

Bold, Underline, and Italics

The buttons are located in the Home menu tab.

To bold, underline, or italicize words, highlight the text you want to affect. Click on the button with the B on it to bold the selected text. Click on the button with the I to italicize the selected text. Or, click on the button with U to underline the selected text.

Practice

Type some text in Word, a couple of sentences (gibberish will do, as well). Using the mouse cursor, highlight a block of text and format it with Bold, Underline, or Italics. Repeat this until you have used all three formats.

Bullets and Numbering

You can quickly add bullets or numbers to existing lines of text, or Word can automatically create lists as you type. By default, if you start a paragraph with an asterisk or a number 1., Word recognizes that you are trying to start a bulleted or numbered list.

Type a bulleted or numbered list

Type * (asterisk) to start a bulleted list or 1. to start a numbered list, and then press SPACEBAR or the TAB key. 1. Type any text that you want. 2. Press ENTER to add the next list item. 3. Word automatically inserts the next bullet or

number.4. To finish the list, press ENTER twice, or press

BACKSPACE to delete the last bullet or number in the list.

Add bullets or numbering to a list

Select the items that you want to add bullets or numbering to.

On the Home tab, in the Paragraph group, click Bullets or Numbering.

Other Formats You can find different bullet styles and numbering

formats by clicking the arrow next to Bullets or Numbering on the Home tab, in the Paragraph group.

Questions?

About formatting…

Envelopes and Labels

Within the Mailings Tab, you will find two buttons in the Create section: Envelopes and Labels. The Envelope button allows you to format and print various envelopes while the Label button can be used to print custom badges, mailing labels, business cards, and other media.

Clicking on the either the Envelope or Label button brings up the Envelope and Labels window, where you can enter the text you wish to appear on either media. You can also easily move between these two functions by clicking on either tab.

Addressing an Evelope

In the Envelope tab, enter the information (address) you are sending to in the Delivery Address field. Next, add your information in the Return Address field. You can also change the size of the envelope by clicking on the icon inside the Preview area.

Change Envelope Size

While you can review the various sizes, the default is a standard business-sized envelope. When in doubt, check the physical packaging of the envelope to choose the correct formatting.

Label Options

The Label tab offers similar formatting options:

Labels – cont’d

Here, you can also choose a different medium (label or other) by clicking on the icon inside the Label field. The Label function is great for printing large quantities of the same information, such as a batch of return address labels, but it can also be used to print several individual addresses on a single sheet of labels. (This will be covered in the Advanced course.) For now, just know how to activate the Labels and be able to change the medium type.

Practice

Use the information we’ve learned thus far to create one Envelope and one sheet of Labels. Save your file and reopen it. Does the formatting look correct?

Questions?

Envelopes / labels…

Text Spacing & Alignment

To align the text to the left, center, right, or to justify text: Highlight the text that you wish to align and click on

the appropriate button in the formatting toolbar.

For example, to align text to the left, select the text and click on the align left button.

Spell Cheker Checker

MS Word’s AutoCorrect automatically corrects spelling as you type, without having to confirm each correction. For example, if you type definately and then type a space or other punctuation, the AutoCorrect feature automatically replaces the misspelled word with definitely.

In most cases, checking spelling in all the Microsoft Office programs is fairly easy. Press F7, and then use the dialog box or task pane that appears to go through the file or item that you are working on.

Spell Checker Details

1. If you want to also check grammar, select the Check grammar check box.

2. If the program finds spelling mistakes, a dialog box or task pane is displayed, and the first misspelled word found by the spelling checker is selected. You decide how you want to resolve each error that the program finds.

3. After you resolve each misspelled word, the program flags the next misspelled word, so that you can decide what you want to do.

4. In Outlook or Word only, after the program finishes flagging the spelling mistakes, it begins showing you the grammar mistakes. For each mistake, select an option in the Spelling and Grammar dialog box.

Questions?

Spell Checker…

Practice

Type a sentence with at least one misspelled word in it. Now type another sentence with an obvious grammatical error (such as an incomplete sentence or other). Use Spell Checker to identify your errors and follow the instructions to correct them.

Page Numbers

To insert page numbers:1. From the Insert menu, select Page Numbers. 2. In the page numbers pop-up window, make sure

the position and alignment of the page numbers is to your preference.

3. For more page number options, click on the Format button.

No First Number on First Page

Follow the steps to insert page numbersUncheck the Show Number on First page

checkbox, if you do not wish the number to appear on the first page.

Previewing and Printing Your Document

To preview your document before printing1. Click the Windows Button2. Let the Mouse hover over the

Print menu option.3. Select Print Preview4. To switch between viewing one

page and multiple pages: Click on the buttons at the top which

look like one page, or four pages laid out.

5. To zoom in, place your cursor on the document--it will turn into a magnifying glass with a + symbol inside. Then click on your document.

6. To zoom back out, place your cursor on the document and this time your cursor will turn into a magnifying glass with a - symbol inside. Click on your document.

To Print

Press CTRL+POR1. Click the Windows Button2. Select Print3. A dialog box will appear. 4. Choose the number of copies

and pages you want to print. 1. Make sure that the printer you want

to print to is listed/selected in the “Printer Name” field within the Print window.

2. If so, click OK to print. 3. If not, click on the arrow next to the

name of the printer for the pull-down menu and select the correct printer.

Practice

Print Preview your document and become familiar with this view. Is there any way to change the page sizes you are viewing here? Are you able to print from this window?

Section Review

1. List one way to change your document’s font (ex. Times New Roman, Arial, etc.).

2. How can you change your font to use Bold, Underline, and Italics? What buttons do you push and where are they located?

3. What section of the Home Tab contains the Bullets and Numbering formatting buttons?

4. Where (what Tab) can you find the Letter Wizard?

5. List one advantage of the Envelopes and Labels sections.

6. Where would you look (on the Tabs) to change the Text Spacing and Alignment?

7. How do you activate the Spell Checker?

8. How do you insert Page Numbers?

9. What is one way to Print Preview and Print your document?