By Richard Rost 15 years ago
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Microsoft Word 103
Course Handbook Supplement
By Richard Rost
PO Box 1308, Amherst NY 14226 USA
First Printing 5/20/2004
Copyright 2004 by Amicron Computing
All Rights Reserved
Welcome to the 599CD Microsoft Word 103 Handbook. This course follows Microsoft Word 102.
This handbook is designed to be a supplement to the full 599CD video course for Word 103. 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. Tab Stops 5
Lesson 2. Columns 19
Lesson 3. Borders & Shading 38
Lesson 4. Working with Multiple Documents 56
Lesson 5. Envelopes & Labels 71
Lesson 6. Review 83
Welcome to Microsoft Word 103, brought to you by 599CD.com. I am your instructor, Richard Rost.
Objectives for today’s class:
Pre-Requisites: This class follows Word 102. Also recommended: Word 101, Windows 101, Windows 102 or 110.
Versions: We will be using Word XP (2002) and Windows XP in this course, however you should be able to follow these lessons with any version of Word.
Lesson 1. Tab Stops
Major topics for this lesson include resizing text with the keyboard, page margins, and setting up tab stops.
In this class we’re going to be designing a company newsletter. First, make sure you’re in Print Layout view.
Type in a simple headline, such as “PCResale News.”
You can change the font and font size of your headline to your liking. Also, add a tagline, such as “Company Newsletter of PCResale.NET.”
TIP: SHIFT-HOME will highlight all of the text from the current position to the beginning of the line.
TIP: you can use CTRL plus the right and left square-bracket characters to increase/decrease the font size of selected text using the keyboard.
Increase Font Size CTRL - ]
Decrease Font Size CTRL – [
Highlight all of the text so far, and use the keyboard trick above to increase the font size to your satisfaction. We’ve also made the headline bold and italicized, and centered it on the page. We covered these topics in Word 101 and 102.
Let’s decrease our page margins. Click on File > Page Setup.
Change your top, bottom, left, and right page margins to 0.5” all around. Click OK.
Add a solid horizontal line below your headline and tagline. We covered this in Word 101 as well.
Next, align your paragraph to the left.
Now, type in “Issue 100” followed by one TAB character. Then, type “Circ 250” followed by one more TAB. Then, “June 2004.”
You can turn on your paragraph symbols to see the TAB characters.
Notice on the ruler bar, there is a little gray portion of the ruler bar (on the bottom) showing the default tab stops every half-inch. Those are the default tab stops that Word sets up for every new blank document.
We want to set up our own tab stops. Take note of the little L character in the box where the two ruler bars meet. It says “left tab” if you hold your mouse over it.
Highlight your line of text that you wish to set up Tab stops for.
Now, click on the gray ruler bar region to set up a Left tab stop.
Set up another Left tab stop by clicking further down on the gray ruler bar.
To delete a tab stop, click on it and drag it off the ruler bar. Delete these two tab stops.
If you click on the tab box, it will change to a Center Tab stop.
Click on it again and it becomes a Right Tab.
You can click on it again to become additional types of tabs (which we will cover in future lessons). Cycle through them until you have a Center Tab again.
Click at 3.75” on the ruler bar to place a center tab in the middle of the page. Notice how the text is centered under that tab.
You can move a tab stop by clicking and dragging it, if you need to.
Click on the tab box to switch to a Right Tab.
Click over to the right side of the page to place a right tab stop. I’m not going to try to get it exactly on the right margin because there are other buttons there (which we’ll discuss later) and I can never seem to get it exactly on the margin. So, place it as best you can…
…and then click and drag it over to the margin.
Click on the end of the line and press ENTER. Now insert another horizontal line.
Delete the tab stops now that you’re below that line. This will effect tab stops from this point forward in your document, but will not change the line above.
Let’s bold the “Issue” line, change the text a little, and make the text smaller.
Lesson 2. Columns
In this lesson, we’ll work with columns, and show you how to insert symbols.
Type in a header for our first article, along with some text, as shown.
Enter in another article (this time a Q&A).
Let’s use the Format Painter to copy the format from “Welcome” to the “Horizontal Lines” text. Remember how to do this from our previous Word courses?
Now, highlight the line between the question and the answer.
Now, use the CTRL-[ keyboard shortcut to drop the font size down to four points.
TIP: Remember CTRL-END to go to the end of a document.
Enter in another Q&A, as shown:
TIP: You can use CTRL-Click to highlight a sentence (hold down the control key and click on a sentence to highlight it).
Enter in an advertisement now:
Now, we want to put our text into columns. Zoom out to Whole Page.
Highlight all of the text of the newsletter that you want to put into columns. In this case, everything from “Welcome” to the end of the document – do not include the header.
Locate the Columns button on the toolbar.
Click on the Columns button, hold it down, and drag your mouse out to select three columns.
Notice how your text is now formatted in three columns.
Zoom back in to Page Width.
You can click on the bars (in the ruler bar) to resize your columns.
Click and drag on one or more of the column resizers (it says “Move Column” if you hold your mouse over it) to make the columns bigger or smaller.
Undo those changes for now, just to put your columns back to equal widths for the purposes of class.
You can also click and drag on the edges of that column resizer bar to increase or decrease the margins of the columns (the white space between the columns).
Try resizing your column margins now. Notice the difference. Undo those changes when finished.
Let’s put some stuff in the right column. Copy some of the text from the first column.
Now paste it into the right column.
Now just edit that text as shown…
Here’s a trick for copying that small spacer line: come over to one of the other paragraphs, highlight that little spacer line plus a little bit of additional text.
Copy and paste it onto the end of the right column.
Now you can just edit the text as shown.
Let’s see what that strange symbol stuff is all about. Click on Insert > Symbol.
The Symbol dialog box appears.
You can click on the Special Characters tab for additional characters.
You can also switch to different font sets that have different symbols in them.
One of the most popular symbol fonts is Wingdings.
Click on one of the symbols (of your choice) and click on Insert.
The symbol will be inserted into your document at the current cursor location. If you move the symbol dialog box off to the side, you’ll see the symbols in your document.
When you’re done inserting symbols, close the dialog box.
Highlight the line of symbols. Make them larger by increasing the font size (remember, these are normal characters – part of a standard font set). Center the line, and place a few spaces between each of them.
Notice how when I hit ENTER at the end of that line, Word turned bullets on and inserted the happy face as a bullet. Just hit ENTER again to get rid of it.
Insert a copyright notice at the end.
Let’s save our work.
Lesson 3. Borders & Shading
In this lesson we’re going to cover text selections, EXT mode, justifying text, hyphenation, borders & shading, and column breaks.
Notice how the right edge of each of our columns of text is jagged. I want it to be nice and straight. This is called Full Justification. Find the Justify button on your toolbar.
TIP: Remember CTRL-A highlights all of the text in your document. However, we don’t want to highlight all of the text, only the articles.
Click right in front of the word “Welcome.”
TIP: Remember CTRL-END moves the cursor to the end of the document.
TIP: Remember, holding down SHIFT with any key combination (like arrow keys) will highlight that text.
TIP: Therefore, SHIFT-CTRL-END will highlight all of the text from your current location to the end of the document.
There’s also another way to highlight text, although I don’t use it a lot. It’s called Extend Selection mode. Click somewhere – say right in front of the word “Highlighting.”
Double-click on the “EXT” on the status bar.
Now click anywhere on your document, and all of the text from your original location to the new location is selected. Press ESCape when finished selecting text. Again, I don’t use this feature often.
TIP: You can also use F8 to toggle EXT mode on and off.
Now, select all of the article text, from “Welcome” to the end of the document. I’ll use the SHIFT-CTRL-END trick. Now, click on the Justify button.
Notice all of the text is now justified out to both margins, and does not have a jagged right edge.
You may want to left-align your header texts so they look better.
Notice with “Strange Symbols” that by dropping the font size just slightly, it will fit on one line.
Let’s hyphenate our document. Click on Tools > Language > Hyphenation.
The Hyphenation dialog appears. Click on the checkbox that says, “Automatically hyphenate document.”
Notice how our document is now hyphenated in the appropriate places.
Now, click on one of your headers, like the “Horizontal Lines” header. Click on Format > Borders and Shading.
Click on Box for a boxed border. Click OK.
Notice the boxed border around your header paragraph. Undo that, and feel free to play with some of the other options, like the 3D or shadow borders.
Open up the Borders and Shading dialog again, and click on the Shading tab. Select Black as a background (shading) color. Click OK.
Notice how “Horizontal Lines” has now changed to white text on a black shaded background. Word automatically changed the foreground color for us.
Remember, you can change the text color using the palette on the toolbar.
We can use the format painter to copy that format to our other headers.
TIP: Remember you can double-click on the format painter to make it stick ON while you copy the format to all of your other headers.
TIP: You may need to re-apply some of the other format changes (like font size changes) you may have previously made to the other headers.
Let’s insert a piece of clipart in the bottom right corner to use up the rest of our space. Remember, we covered clipart in Word 102.
Let’s take a look at our document with a Print Preview. It’s looking pretty good.
Let’s replace the main title of the newsletter with a piece of WordArt. Delete the current title that says, “PCResale News.”
Let’s insert a piece of WordArt for the top of the document. Remember, we covered WordArt in Word 102. Insert > Picture > WordArt.
Let’s resize the WordArt so it fits the entire top of the page.
Notice how with the WordArt, the columns don’t quite fit like they used to. Let’s reduce the font size. Click in front of the word “Welcome” again. SHIFT-CTRL-END to select the entire rest of the document. Press CTRL-[ to resize the text just one font size.
Notice now how the columns are off. The “Highlighting a Sentence” article starts too early.
Let’s click right before “Highlighting a Sentence” and insert a Column Break by clicking on Insert > Break.
Select Column Break and click OK.
Notice if we turn on our paragraph marks, you can see the column break inserted at the bottom of the column.
Do the same thing to insert a column break in front of the “Strange Symbols” article.
Let’s get rid of the black shading backgrounds behind the article headers. Click on one of them. Click on Format > Borders & Shading. Select “No Fill.” Click OK.
Now just format paint the rest of them.
Resize the text as needed.
Lesson 4. Working with Multiple Documents
In this lesson we will use the highlighter pen, show you how to insert comments, see the document map, learn how to work with multiple documents at the same time, split the window, work with full-screen mode, and hide white space in your document.
One tool you can use to draw attention to text in your documents is the highlighter pen. Click on the highlighter pen.
Then just select some text.
You can change the pen color with the palette button, the same way you change font colors.
Let’s insert a comment in our document by clicking on Insert > Comment.
You can then type in comments for other people to see if they look at your document.
If you go to print your document, you’ll see on the File > Print dialog box that it says, “Document showing markup.” That means it will print the comments on the paper. If you don’t want those comments to print, select “Document” by itself.
You can edit comments by simply clicking on them. Likewise, you can delete a comment by right-clicking on it and selecting “Delete Comment.”
To remove your highlighter pen markings, just set the pen color to “None” and paint over the text.
Now, let’s click on View > Document Map.
You will see the Document Map pane appear. You can use the Document Map to quickly jump between the different sections on your document. You can resize the pane by clicking on the solid border bar to the right of it and dragging it to the right.
Turn the Document Map back off by clicking on View > Document Map again. Save your work.
Now let’s pretend a month has gone by and it’s time to create a July issue of the newsletter. Click on File > Save As… and save a copy of this document as the July newsletter.
Change your information header to indicate it’s now “Issue #101” and “July 2004”.
Highlight all of the articles. Click before the “Welcome” header. Click on SHIFT-CTRL-END and highlight all of the article text.
Press DELETE on your keyboard to delete all of that text.
Let’s now open up the June issue so we can copy elements from it to work with on the July issue. Open the June issue from your recently used documents listing at the bottom of the File menu.
Notice how June opens in a separate window.
TIP: If you have Word maximized, you may need to restore it to a normal sized window.
Now, click on Window > Arrange All.
Notice how Word arranges one document window on top of the other – tiled neatly on your screen.
Now we can easily work between them, copying and pasting elements from one window to the other.
Go ahead now and close your July issue. We were just using that to show you how to work between two documents. You don’t have to save changes. Now, just go back to your old June issue.
You can split the window in a single document so that you can work with two sections of the same document by clicking and dragging on the little Split Window bar just above the vertical toolbar.
Click and drag it down.
Notice how we split the window. We can work with both halves of this document now. A little on the top – and a little on the bottom.
This is very handy if you have a very large document and you want to work with something at the top of the document, and something else at the bottom.
You can get rid of the split by grabbing the bar and dragging it all the way up to the top of the window.
You can also click on Window > Split to create the split, and then Window > Remove Split to remove it.
Click on View > Full Screen to see your document take up the entire screen.
Notice how your Word document now takes up the entire screen. You get a little toolbar button that you can click on the Close Full Screen mode and return to normal.
You can hide the white space at the top of your document by clicking on the Hide White Space area.
Click there again to put the white space back. This does not effect the printout of the document – it’s only to save screen space.
Lesson 5. Envelopes & Labels
In this lesson we’re going to focus on envelopes and labels. Close any open documents.
Click on the little white piece of paper to create a new blank document.
Click on Tools > Letters and Mailings > Envelopes and Labels.
To print out a single envelope, first enter in the recipient’s (delivery) address.
Let’s leave the return address blank for now (we’ll assume we’re using pre-printed envelopes with our return address already on them).
If you want to change the type of envelope you’re using, click on the Preview icon with the little envelope in it.
You can then change several options for your envelope, including the envelope size, the font used, whether you want a barcode, etc.
The “Feed” icon allows you to specify how your envelope is fed into your printer. This is something you have to just experiment with – all printers are different.
Type in a return address if you’d like.
Now, you can either print the envelope directly to your printer, or click on the Add to Document button to attach the envelope as a new page at the beginning of your document. Let’s do the latter.
Notice the envelope page in our document.
Close this document. Don’t save changes. Let’s make mailing labels. Create a blank new document. Click on Tools > Letters and Mailings > Envelopes and Labels again. This time, click on the Labels tab.
Click on the “Label” icon to change your label type. Find “Avery 5160s”. Click OK.
Now, make sure “Full page of the same label” is selected, and click on “New Document.”
This will create a full page of blank labels in the size you want.
You can now type in labels. Type in the first address, pressing ENTER to move to the next line.
Press TAB. This moves you to the “spacer cell” between this label and the next one.
Press TAB again to move to the next label. Enter in your next label.
Enter in as many labels as you want. There are 30 labels per page with this label setting.
Close this document. Do not save changes. Let’s make return address labels. Again, click on Tools > Letters and Mailings > Envelopes and Labels. Type in your return address.
You can bold text here if you highlight it and hit CTRL-B (see, it pays to know those keyboard shortcuts). You can also right-click on text and select “Font” to change the font.
Again, make sure “Full page of the same label” is selected, and click on “New Document.”
You now have a full page of the same return address label, which you can print at your leisure.
You can also modify these labels to suit your needs. You can edit individual labels, or you can hit CTRL-A to select all of the labels, change them to centered (for example).
Close this document. Do not save changes. One more time, click on Tools > Letters and Mailings > Envelopes and Labels. Again, enter in an address. You can specify a row and column to print that label in, and then click on the Print button to place that label exactly where you want it.
Warning: do not feed a sheet of mailing labels through a laser printer more than once. The glue may soften and the labels may roll off inside your printer causing damage. Inkjet printers are safe.
Lesson 6. Review
Review of topics covered.
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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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