BASICS OF WORD by Tim Lyden
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*** IN WORD 2000, you will not see all of the options available on the pull down menus on the first click. If the option you want is not available, click on the arrows that appear at the bottom of the menu and all options for that heading will appear. Additionally, Word 97 and Word 2000 are compatible with each other. OPENING A NEW DOCUMENTAs stated, once you start the Word program, a new blank document screen will come up. You can go to the File pull-down menu and select New. A folder with various tabs on it will appear. Select a folder if you want to use a TEMPLATE or a WORD WIZARD. This will create a pre-formed document for you. You simply fill in the information that you want. Word will walk you through the process, and of course your faithful buddy the Office Assistant will be with you every step of the way.
MOVE, DELETE, OR CUT AND PASTETo move, delete, cut and paste, or change certain words or sections, go to the first word in the section you want to change and click the left mouse button one time continuing to hold the button down, drag the cursor until all of the text that you want is highlighted. Go to the labels along the very top left of your window. These are the PULL DOWN MENUS. Click on EDIT menu. Look for the operation that you want to perform, such as CUT, COPY or DELETE. Copy will keep the text where it is but copy what you have highlighted. Cut will separate the text from the location that you have it now and you can move it to a new location by clicking on edit and then click on PASTE. Delete will completely remove what you have highlighted, never to be read again (well almost.) If you want to move a portion of text to another area, use the cut and paste method. If you want to cut a portion of text out completely not to be used again, use the delete method. SAVING A DOCUMENTAlways save your document before exiting from a window. The first time that you save a document, or if you have saved a document on your hard drive and want to save to a disk, or vice versa, go to the File pull down menu. Click once on file, and click on SAVE AS. When the Save As box appears, type the name that you want your file to have in the File Name box. Click on Save and you have now saved your document. On subsequent times that you save your document, simply click on the File menu, then click the SAVE option and your document is saved. If you want to exit without saving, your Office Assistant will direct you with words of advice. HINTS ABOUT SAVING A DOCUMENT***HINT*** Get in the habit of saving your work often because you never know when you might hit the wrong key or a student or someone else trips accidentally on your wires and shuts your computer down. ***HINT*** If you want to save a document at school on a diskette and then open it on your computer at home with an earlier version of Word, you MUST save your document in that version type. When you click on Save as from the File pull-down menu, click on the “Save as type” box and change the type to the program that you have on your computer at home. It will not matter what word processing version you have at home, Word will convert it for you. ***HINT*** Save your document often. This way you won’t risk loosing all of what you type. THE BOTTOM LINE IN SAVING A DOCUMENT IS SAVE IT AND SAVE OFTEN!!!!!!!!!!!!
OPENING AN EXISTING DOCUMENTTo open a document that you worked on previously, open the Word program, then click on the File pull down menu, and then click on OPEN. You will then see a list of all of the documents that have been saved. You can move the cursor to the title of your document until it is highlighted and double-click on the title or move the cursor until your title is highlighted, then click on save. There are other ways to open a saved document. You will learn the easiest way for you once you have become familiar with Word. INSERTING WITHIN TEXTThe CURSOR is the flashing line that appears on your screen as you type. This is the insertion point at which you will be typing. To go back and insert words within text that is already typed, simply move the mouse to the point at which you want to insert. You will see an “I” beam. Click one time, and the cursor will now move to the point that you designated. Anytime you use the mouse on the tool or status bars, it will appear as an arrow. Within text, it will appear as an I-beam. UNDOWhat if you perform a keystroke that you really didn’t want to do. If it is the wrong letter, you could backspace and retype, then hit the DELETE button located on the right side of the keyboard before the number keypad. What if you accidentally cut or deleted a section of text. BEFORE you type anything else, go to the Edit pull-down menu and click on the first item on the menu which will say undo typing or undo cut or undo paste. This is for immediate fixes only, not after a long period of time. If you are saving every so often as you go along, most of your work will not be lost by performing an “OOPS I slipped” keystroke. MOVING AROUND WITHIN A DOCUMENTTo move within a document, you can use the mouse by relocating the cursor with the I-beam. You can use the arrow keys on the right side of the keyboard. These will move the cursor up, down, left or right. To move the cursor in larger jumps, use the Page Up and Page Down buttons located just above the cursor arrows. You can use the scroll bars to read up/down and left/right. (The scroll bars will not move the cursor, but will allow you to look around in your document.) The space bar will move your cursor forward, but will also add spaces. The backspace button will delete characters as you backspace. So be careful what you are doing. PULL DOWN MENUSThe pull down menus are the easiest means of adjusting anything within your text and moving from window to window. Use FILE to open new or existing documents, save, print, close a document and exit Word Use EDIT to cut and paste, copy, undo typing Use VIEW to add headers and footer (such as titles and page numbers), see the document as it will appear in print and to change toolbars such as measuring Use INSERT to add a page break or add graphics, objects and pictures Use FORMAT to change the font, character style, spacing etc. Use TOOLS to utilize spell and grammar check, thesaurus, and word count TABLE, WINDOW, and HELP won’t be used much so you will learn about them later TO PRINT A DOCUMENT1. Select the File pull -down menu. 2. Click on Print (about half-way down the menu.) If you would like to see what it will look like when you print, click on Print Preview. 3. Change any configurations on the next menu such as the number of copies or specify page to print. 4. Click on OKAY and your document will be printing soon. HOW TO COPY A DOCUMENT FROM THE HARD DRIVE TO A DISKRight click on the Start button Select Explore Scroll up to the My Documents folder Click on the document you want one time until it is highlighted Go to the File menu and select Send To and Select 3 ˝ Floppy “A” OR Select the My Documents folder from the Desktop (available in Windows 98 versions) Click once on the document you wish to save to a disk (The document must be closed on the hard drive. If it is open an in use, save it and close it until you have copied it.) From the file menu, select Send To and click on 3 ˝ Floppy “A”
HOW TO COPY FROM ONE DISK TO ANOTHERInsert your disk and Select My Computer on the Desktop If none of the desktop is visible, minimize the screen by clicking on the middle box in the upper right corner of the screen Select the “A” drive and double click Find the document you want to copy Drag the document to the deskop (hold the left mouse button down and drop the document on the desktop) Insert the new floppy disk and drag the document from the desktop to the new disk on the desktop OR Select the document on the “A” drive Go to Edit and select Copy Insert the new disk and go to Edit and select Paste To copy more than one document from one disk to another, from the Edit menu go to Select All, then follow the copy and paste directions HOW TO CREATE A FOLDERTo create a new folder on your desktop, move your mouse to a blank space (away from other icons) on the desktop, and right click. Click on New and then select Folder. This will create a new folder on your desktop. Type in a name for your new folder and hit enter. To create a new folder in My Documents or on a disk, select file, then new, then folder. Type the name for your new folder and hit enter. EXTRA INFOIf you move the arrow with the mouse to an icon, it will light up to tell you what that button does before you click on it. The best way to learn about Word is to make up a document and try different things with it. Cut and paste and insert and change and do what you want. Just remember what works and what doesn’t. Windows and Word are very user friendly. It takes a lot to really mess up. And once you try something and are successful, you will never want to go back to any other way again. Trust me. We have only touched the tip of where you can go from here. Word documents created in Word 97 or Word 2000 are compatible with each other. This also applies to Excel and PowerPoint. Access 97 and Access 2000 are NOT compatible. Documents CANNOT be shared with different year versions of Publisher 97, Publisher 98 and Publisher 2000. There are at least three ways to perform just about any function on the computer. You must discover what is comfortable for you and utilize whatever means with which you are familiar. You are only limited by your computer habits but are never limited by your imagination. Allow yourself the option to explore various means.
CONGRATULATIONS, YOU ARE NOW COMPUTER LITERATE!!! (or at least dangerous enough to use your computer a lot)
USING MICROSOFT WORD(Word Processing) Alignment· To align text, click on the appropriate Icon on the Standard Toolbar · You can center or justify paragraphs (like a newspaper format) with these Icons Alphabetizing· Select the text to be alphabetized · Click on Table · Select Sort · Click OK · To alphabetize other than lists, · Click view · Select outline view · Click on table · Select sort · Select options and choose case sensitive · Click OK · For a series with headings, select options and case sensitive Animating Text
Auto Summary (Highlight topics in an article or document)· Click on Tools · Select Auto Summarize · Choose type of summary and click on OK Bullets and numbering· Click format · Select bullets and numbering, or · Clip on the bullets or numbering Icon · To remove an unwanted bullet, backspace over the unwanted bullet, or click on the Icon Business Cards· Click on tools · Select Envelopes and Labels · Select Labels and Options · Select type in products box and click OK · Click on New Document Change a Word/Name/Address etc.· Click on Edit · Select Replace · Type in Old word or name · Type in New information Clip Art, Pictures, or Objects· Click insert · Select picture · Select Clip Art to choose a picture in the program, or · Select From File to import a picture or clip art from an outside source Columns· Click format · Select columns · Use preset selections or devise your own spacing · Selection application to whole document or section · Click OK Comments· To add comments to text, click on the beginning of the paragraph · Click on insert · Select Comment · Type your comment and click close · The comment will not appear on the text, only a yellow highlight · Place the cursor on the highlight to read the comment · To change the name of the reviewer · Click tools · Select options · Select user information and type appropriate information · Click OK Document Map (
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