By Richard Rost 14 years ago
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Microsoft Word 101
Course Handbook Supplement
By Richard Rost
PO Box 1308, Amherst NY 14226 USA
First Printing 5/10/2004
Copyright 2004 by Amicron Computing
All Rights Reserved
Welcome to the 599CD Microsoft Word 101 Handbook.
This handbook is designed to be a supplement to the full 599CD video course for Word 101. We recommend you use this handbook to follow along with the class videos. This handbook is not meant as a stand-alone study guide.
We do recommend that you watch the course videos one time through, paying attention to the lessons covered. Follow along with the course videos using this guide. Take notes on the pages where needed. Then, watch the videos a second time, practicing the examples yourself on your computer.
Table of Contents
Table of Contents 2
Lesson 1. Introduction 3
Lesson 2. Getting Started 5
Lesson 3. Custom Setup 11
Lesson 4. Entering Text 14
Lesson 5. Editing Text 19
Lesson 6. Formatting Text 28
Lesson 7. Cut, Copy, Paste, Undo 39
Lesson 8. Saving & Loading Documents 48
Lesson 9. Printing 57
Lesson 10. Review Topics 62
Lesson 1. Introduction
Welcome to Microsoft Word 101, brought to you by MyOnlineLearningPartner.com and 599CD.com. I am your instructor, Richard Rost.
Objectives for today’s class:
Our goal for today’s class is to get you up and running quickly. We’ll be making a basic business letter in today’s class. We’ll cover a lot of the details in future classes.
Pre-Requisites: Windows 101 (Intro to PCs) and either Windows 102 (Windows 98, 2000 users) or Windows 110 (Windows XP users). We will assume you’re familiar with a keyboard and mouse, and how to move around in Windows.
Versions: In class we’ll be using Microsoft Word XP (2002) and Windows XP. Most of this material should be valid for all versions of Word and Windows, however.
Lesson 2. Getting Started
Let’s get started today by starting Microsoft Word and going over the parts of the screen. We can find Microsoft Word on our Start Menu. Click on the Start Button and go to All Programs (or just Programs if you’re using an older version of Windows), and then Microsoft Word.
Microsoft Word will start. Let’s talk about the different parts of the interface. At the very top of the screen is the Title Bar. The Title Bar shows you the name of the document you’re currently working on.
To the right of the Title Bar you will find the Maximize, Minimize, and Close buttons. We cover these in our Windows classes.
Below the Title Bar we have the Menu Bar.
Below the Menu Bar there are two Toolbars: the Standard Toolbar and the Formatting Toolbar.
Next we have the Document Area, which is where you enter in your document’s text.
Inside the document area, you’ll see the Mouse Pointer, which looks like a little floating “I” at times.
The Mouse Pointer is not to be confused with the Cursor, or the blinking Insertion Point line. This is where your text goes when you type.
There are two Ruler Bars, a horizontal and vertical ruler bar. You can use these to find your location on the page.
There are also two Scroll Bars that allow us to move up and down, left and right, throughout our document.
A new feature in Word XP is the Task Pane. There are several features on this Pane that allow you to open a document, create a new document, and so on.
At the bottom of the screen is the Status Bar.
Lesson 3. Custom Setup
Before we begin working with Word, there are a few options I like to change from the default setup.
First, make sure you’re in Print Layout view.
Next, let’s turn the Task Pane off to conserve space on our screen.
Next let’s separate the two toolbars.
Now, let’s set our Zoom Ratio to Text Width.
Lesson 4. Entering Text
Now we’re ready to start writing our business letter. This will be a cover letter that will accompany a quote for a new computer. Begin with a simple salutation. Notice that Clippie appears. Click on “Don’t show me this tip again,” and then “Just type the letter without help,” and Clippie will close.
Notice the strange red line under the customer’s last name. Word does not recognize this word. It thinks the word is misspelled. We’ll look at the spell check feature in detail in a future class. You can right-click on the word for spelling suggestions. For now, just click on Ignore All. This will ignore all instances of this word in your document.
Continue typing your letter. Notice that when you get to the end of a line, the text automatically wraps around to the next line. This is a feature called Word Wrap. Do not hit the ENTER key at the end of each line. Let Word wrap the text for you.
Continue typing your letter. Notice I spelled the word “within” incorrectly. See the red line under it? Word is indicating the misspelling. Right-click on the word, and select the correct spelling from the list of suggestions.
Continue your letter. Notice I’ve used the wrong instance of the word “two” in my document. Word cannot check for context, and it doesn’t see this as a misspelling. You will need to edit this manually. Click with your mouse on the word “too” and use the Backspace or Delete keys to remove the offending “o” and edit the word accordingly.
TIP: Remember the Backspace key “eats” the character to the left of the cursor, whereas the Delete key eats to the right of the cursor.
TIP: You can use the END key on your keyboard to move to the end of the current line.
Continue typing your letter. Notice I used the sentence, “we am devoted to 100% customer satisfaction.” This is grammatically incorrect, and notice that Word pointed this out with a green underline below the word “am.” Right-click on the word, and correct this mistake with the word “are” shown.
Lesson 5. Editing Text
Our paragraph is too long. Resize the paragraph. Click in the middle where you’d like to break the paragraph up and press the ENTER key twice.
Click on the Show/Hide button on the toolbar to show non-printable characters.
Notice all of the strange symbols now on your document. You will see the places where you hit ENTER as paragraph marks. These are called hard returns. You will also see little dots replacing your space characters.
To put these paragraphs back together, just delete the paragraph symbols using the Delete or Backspace keys. Delete them like any normal characters.
TIP: Use the keyboard shortcut CTRL-END to move to the bottom of your document. Use CTRL-HOME to move to the top of the document.
I’ve entered in a list of customers. Word thinks one of them is a sentence fragment. Right-click on the green underlined word, and select Ignore Once to make Word stop flagging this as an error.
I started typing in “cordially” and Word guessed I want to close my letter. Just press ENTER to take the suggestion.
Notice Word thinks my name is spelled wrong. Word cannot guess at proper noun spelling. So, I am going to add my name to the custom dictionary so Word never bothers me again with my name. Right-click and select Add to Dictionary.
TIP: Worry about formatting last. Get your ideas “on paper” first, and then go back after you’re finished and worry about formatting.
You can insert blank lines at the top of your document by moving to the beginning (use CTRL-HOME as a shortcut, or just click there) and then press ENTER a few times.
Now, type in your return address. Notice the pink dotted line. These are Smart Tags. I personally find them annoying. You can click on the Smart Tag for options with this address.
For now, let’s just remove this Smart Tag.
Create a solid horizontal line just by typing in a few hyphen characters and pressing enter.
You can ignore the AutoCorrect options box that pops up.
Type in the recipient’s address next. Notice how I misspelled the customer’s name, even though I told Word to ignore it, I spelled it differently this time. Manually edit the name this time.
Type in today’s date. Notice as soon as I start typing in “June”, Word offers to complete the date for me. Just press ENTER to accept the date as shown.
We learned about the Scroll Bars in the Windows Basics courses. We will take a moment now to review their use. Click on the arrow heads to move up and down “a little bit.” Think of the scroll bars as little elevators. The arrow heads move you up and down “one floor” or roughly one line at a time.
If you want to move up and down a whole screen at a time, click inside the scroll bar “elevator shaft.”
You can also click and hold down the “elevator” box to move up and down freely.
The horizontal scrollbar works similarly.
Lesson 6. Formatting Text
To change the formatting of text, you should first select or highlight your text. Select your return address name using the mouse. Click and drag over your name to select it. Notice the text is now reversed in color (white on black).
Now that your name is selected, you can bold the text by clicking on the Bold button on the toolbar.
To deselect (or un-highlight) text, just click somewhere else on your document.
TIP: It’s sometimes easier to highlight text working from the end of the text, selecting backwards.
You can select an entire line of text by clicking in the left margin. Notice how your arrow points towards the right.
Click in the margin and drag down to highlight multiple lines of text.
Highlight your return address and click on the Align Center button to center your return address horizontally.
Click on the Align Right button to line your return address up with the right margin.
Next, change the font of your text to Arial using the Font Dropdown Menu.
Next, increase your font size to 16 points using the Font Size Dropdown Menu.
TIP: You can enter in your own custom font size by typing it in. Type in “17” in the font list and press ENTER. This is good for custom font sizes, like “6.5” points.
Un-bold your name. Select it and click on the Bold button again to toggle off the bold setting.
Now, bold the company name. Make it a little bigger. Italicize it.
You can also add a little color by clicking on the Font Color button. Notice the colors are still reversed because the text is highlighted. Click off the text to see that it’s really red.
Click on the down-arrow button next to the Font Color button and that will open up the Font Color Palette. Select any color you’d like.
You can highlight a single word by double-clicking on that word. Double-click on the word “great” to highlight it.
Now, let’s underline that word by clicking on the Underline button.
TIP: You can highlight an entire paragraph by triple-clicking on it (clicking three times real fast).
Let’s select the text “PCResale.NET” and make it Arial, Bold, Italics.
Let’s turn our list of customers into a bulleted list. Bullets are just little symbols that go next to list items. Highlight the list of customers, and click on the Bullets button.
You can also make it a numbered list by clicking on the Numbering button. Go back to bullets.
Include your email address after your name. Type it in after your name at the bottom. Notice that Word automatically turns email addresses and web pages into Hyperlinks. If you move your mouse over that email address, you can CTRL-click on it to follow the hyperlink.
Lesson 7. Cut, Copy, Paste, Undo
Let’s add a post script to our letter. I don’t want to have to retype the customer’s name. Let’s copy and paste it. First, highlight the customer’s name. Double-click on his name.
Now that you have the name selected, copy it to the Clipboard. Click on the Copy button on the toolbar.
TIP: Cut is like Copy except it will remove the original. Cut is like having scissors, whereas Copy is like having Silly Putty.
Now, move back down to the end of your document, and click on the Paste button to paste in that text off the clipboard.
Ignore the floating Paste Options menu.
As I continued typing, notice Word moved my entire paragraph down to the next page. This is called Widow / Orphan protection.
Notice I phrased my last sentence as a question, and Word caught that I didn’t use a question mark.
Let’s move paragraphs around. Triple-click on the “our company” paragraph to select it.
Now, cut the paragraph out using the “scissors” Cut tool. Notice the paragraph disappears.
Click where you want to insert the paragraph. Hit ENTER a few times to give yourself some blank lines. Now, click on Paste to insert the missing text. You may end up with an extra line or two. Feel free to delete those.
TIP: One way to avoid missing or extra lines is to make sure you select the paragraph along with one extra line. Don’t worry, it takes a while to get used to this.
Now I’ve decided to put the paragraphs back the way they were. Select the text, and instead of using cut and paste, just click and drag the paragraph where you want it. Move your mouse over the paragraph. Notice the white pointer arrow.
Now, click and drag. Hold the mouse button down and notice the box and cursor moving with you. Release the mouse button on the spot at which you want to move the paragraph.
Notice we’ve now moved the paragraph just by clicking and dragging.
The same trick words just for moving individual words.
Uh oh! I just accidentally deleted a whole bunch of text. Use the Undo button to take back the last action. You can use Undo to step back through the last several actions.
Right next to Undo is the Redo button. If Undo allows you to step back through your last couple of actions, Redo lets you step forward to undo the undo actions.
The little down-arrows next to Undo and Redo let you go back/forward multiple steps at a time.
Lesson 8. Saving & Loading Documents
Click on the Save button (looks like a floppy disk) to save your document.
The Save As dialog box appears, usually in your My Documents folder.
Type in a good File Name for your document.
Click on the Save button.
Notice the name of our document now appears in the Title Bar at the top of the document.
You can click on the “X” button in the upper-right corner (the “top” X) to close down all of Microsoft Word – the application.
The “bottom” X will close down just your document. Click on this one now.
There are many ways to open your document back up. The first way is to click on the Open folder button.
The Open window appears. Just double-click on your document to open it back up.
Another way to open your document is to click on the File menu item…
…and then down towards the bottom you will see the last couple of documents that were opened. Just click on your document name to open it.
If you don’t have Word running, you can open your documents just by going to your My Documents folder.
Now, just double-click on your document.
You can also find recently used documents on your Windows Start Menu under the Recently Used Documents section.
Now, we want to send a similar copy of this letter to a different customer. Change the customer name.
TIP: Do not click on the floppy disk Save button otherwise you’ll overwrite your original file!
Click on File and then Save As… to give this file a new name.
Type in a new File Name and click Save.
Notice both files are now safely in your My Documents folder.
Lesson 9. Printing
I don’t like the Print button on the toolbar. It doesn’t give you a chance to set any options.
I personally like to use File > Print…
The Print dialog box pops up. You can pick your printer if you have more than one. You can select which pages to print. You can print all pages, the current page, or enter in a range of pages to print. You can enter the number of copies to print. To print click on OK.
You can see what the output is going to look like before printing by using the Print Preview button.
The Print Preview window appears.
Notice your mouse pointer has turned into a magnifying glass. You can click to zoom in or out.
You can also use the drop-down box to change your Zoom Ratio. Let’s select Page Width.
Click on the Shrink To Fit button to shrink our document down to one page.
When you’re done looking at the print preview, click on the Close button to go back to editing your document.
Lesson 10. Review Topics
Review of topics covered in today’s class.
Tell us what you think. Log on to www.599cd.com/Survey and take a short survey about this course.
Take your skills check quiz at www.599cd.com/Test. If you pass, you can print out a Certificate of Completion.
What’s next? Visit www.599cd.com/Word for our complete list of Microsoft Word courses.
Need Help? Visit www.599cd.com/TechHelp for Microsoft Word assistance.
Make sure you’re on our Mailing List. Go to www.599cd.com/MailingList for details.
Contact Us. If you have any questions, go to www.599cd.com/Contact for information on how you can contact us by phone, email, or live online chat.
This course, handbook, videos, and other materials are copyright 2002, 2003, 2004 by Amicron Computing. All rights reserved. No portion of this course, handbook, videos, or other course materials may be reproduced, copied, edited, or otherwise distributed without the express written permission of Amicron Computing. Amicron Computing shall not be held liable for any errors or omissions in this document.
This document may not be used as part of a training course without express, written permission from Amicron Computing and the purchase of an Instructional License. For details, contact:
PO Box 1308
Amherst NY 14226 USA
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