working with words - School of Computer Science

Transcription

University of KwaZulu-Natal
School of Computer Science
COMP104
Computer Literacy for the Humanities
2006
WORKING WITH WORDS
Course Notes written by Jan Smith, printed with permission.
http://www.jegsworks.com/Lessons/index.html
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Jan Smith , Copyright © 1997-2006
Copyright © 1997-2006
Jan Smith <[email protected]>
All Rights Reserved
Table of Contents
Table of Contents .......................................................................................................2
Word Processing ........................................................................................................5
What you need .......................................................................................................5
Icons.......................................................................................................................8
Project 1: Word Basics...................................................................................................9
Lesson Objectives ..................................................................................................9
Multiple Documents Open ...................................................................................10
Separate Word window for each document .....................................................10
One Word window with document windows inside ........................................10
Document Views..........................................................................................................12
View Menu: .........................................................................................................13
The Views ............................................................................................................14
Navigating Documents.................................................................................................17
Navigation Methods.................................................................................................17
Scrolling ...............................................................................................................17
Navigator buttons.................................................................................................18
Find, Replace, and Go To ....................................................................................18
Document Map.....................................................................................................19
Keys .....................................................................................................................19
Managing Toolbars ......................................................................................................20
Standard Bar.................................................................................................................21
Word Standard Toolbar............................................................................................21
Formatting Bar .............................................................................................................27
Style .....................................................................................................................27
Template ..............................................................................................................27
The Formatting Bar.................................................. Error! Bookmark not defined.
Removing All Formatting ....................................................................................32
Status Bar .....................................................................................................................32
The Status Bar..........................................................................................................32
Cursor Location ...................................................................................................33
Mode Indicators ...................................................................................................33
Spelling & Grammar Check.................................................................................34
Language..............................................................................................................35
Background Save .................................................................................................35
Getting Started .............................................................................................................35
Variations.............................................................................................................36
Paper size: ........................................................................................................36
Fonts.................................................................................................................36
Word Processor or Version..............................................................................36
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Settings.............................................................................................................36
Order of Formatting .............................................................................................36
Open Word...................................................................................................................37
Step-by-Step: Open Word........................................................................................37
If MS Office XP or previous version is installed:...............................................38
If MS Office is not installed: ...............................................................................39
Formatting....................................................................................................................40
Formatting................................................................................................................40
Design Considerations .............................................................................................40
Design Tips for Documents .....................................................................................41
Format Lines ................................................................................................................42
Default Styles.......................................................................................................42
Your Document....................................................................................................43
Step-by-Step: Format Lines .....................................................................................43
Enter Text and Save .............................................................................................44
Select a Line.........................................................................................................45
Format Lines: Styles ............................................................................................45
Format Lines: Font Dialog...................................................................................45
Select Multiple Lines ...........................................................................................47
Format Lines: Toolbar .........................................................................................48
Format Lines: Paragraph Styles ...........................................................................48
Format Words ..............................................................................................................50
Step-by-Step: Format Words ...................................................................................51
Select a Single Word............................................................................................51
Format Words: Font Dialog .................................................................................51
Format Words: Font Color Button .......................................................................51
Format Words: Format Painter ............................................................................52
Format Words: AutoFormat.................................................................................53
Open Existing Document.....................................................................................55
Format Spaces..............................................................................................................55
Step-by-Step: Format Spaces ...................................................................................56
Bullets ..................................................................................................................56
Shading ................................................................................................................57
Borders.........................................................................................................................58
Images ..........................................................................................................................60
Managing Images: Clip Gallery/Organizer..........................................................60
Microsoft Images .................................................................................................62
Other Sources for Images.....................................................................................63
Copyrights ©........................................................................................................63
Clip Art ........................................................................................................................64
Step-by-Step: Clip Art .............................................................................................64
Open Clip Gallery/Organizer ...............................................................................65
Resize an Image ...................................................................................................65
Adjust to Fit One Page.........................................................................................67
Image File ....................................................................................................................68
Step-by-Step: Image File .........................................................................................68
Header & Footer ..........................................................................................................70
Fields........................................................................................................................71
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Display in document ........................................................................................71
Update field values ..........................................................................................71
Step-by-Step: Header & Footer ...............................................................................71
Add a Header .......................................................................................................72
Add a Footer ........................................................................................................72
Spelling & Grammar....................................................................................................74
Step-by-Step: Spelling & Grammar Check..............................................................74
Create Errors ........................................................................................................75
Spelling: Right Click Menu .................................................................................75
Spelling: Dialog ...................................................................................................75
Spelling: Status Bar..............................................................................................77
Review: Ways to Find Spelling and Grammar Problems: ...................................78
Wavy underlines ..............................................................................................78
Dialog box........................................................................................................78
Status bar icon..................................................................................................78
Page Setup....................................................................................................................78
Step-by-Step: Page Setup Dialog.............................................................................78
Print Preview................................................................................................................80
Step-by-Step: Print Preview.....................................................................................80
General Inspection ...............................................................................................81
Header/Footer ......................................................................................................81
How close to the edge of the paper can a printer print?...............................82
Resizing header or footer area .....................................................................82
Verify Formatting ................................................................................................84
Printer Settings.............................................................................................................86
Step-by-Step: Printer Settings..................................................................................86
Save......................................................................................................................86
Printer dialog........................................................................................................87
Printer Properties .................................................................................................87
Options | Print ......................................................................................................88
Print......................................................................................................................89
Summary ......................................................................................................................90
Summary of Word Project 1: Word Basics..............................................................90
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Word Processing
Word processing applications are used more often by more people every day than any
other type of computer application. The basic skills used in word processing programs
are also used in one way or another in most other kinds of software.
This set of projects will introduce you to basic editing and formatting techniques and
to some basic types of documents. As you gain skills and experience, you will want to
investigate the more powerful abilities of your software. These lessons will just get
you started.
Some of the documents you will create
What you need
1. Basic Windows skills: The skills covered in the Windows unit - using a
mouse to click, double-click, drag, & right click; parts of a window; moving,
resizing, maximizing, & minimizing a window; scrolling; using the folder tree;
creating and managing folders; naming files; opening a program; opening and
saving files; using dialog boxes; using Help; printing.
2. Typing skills: You need to be familiar with the computer keyboard and have
some skill in typing to do these exercises in a reasonable amount of time.
3. Resource files: Files that you need to create the documents in the projects are
provided for download in a zip file or in a self-extracting exe file. Your
instructor may have put these files on your computer already.
To get these resource files,
click on one of the following links to download
either a zipped set of files (if you have WinZip or similar software for the PC)
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or a self-extracting file which will extract the compressed files for you. (Some
folks are intimidated by the exe extension. This file is safe!)
resources-words.zip OR resources-words.exe.
A download dialog will appear. Choose "Save". Choose a folder on your hard
drive for the file to be downloaded into.
After the file is downloaded, extract the compressed files. If you downloaded
the zip version, use your WinZip or similar program to do this. If you
downloaded the exe version, find the file in an Explorer or My Computer
window and then double-click on resources-words.exe.
By default, the files will be put in c:\My Documents\complit101\words\. Of
course you can choose a different location if you wish. Just be sure to
remember where you put the files.
The resource files that are Word documents are in Word 95 format so that
students using Word 95, 97, or 2000 can use the same files. You can save the
documents that you create or edit in whichever file format suits your word
processor.
4. Removable File Storage: USB drive or several floppy disks
You need removable storage for a working copy and a backup copy of your
documents.
If you have a computer of your own, keep an up-to-date copy of your work on
your home computer, too. Start good backup habits early and you won't kick
yourself later when your files are lost or corrupted.
USB drive: Recommended
Called by many different names: flash drive, flash pen, thumb drive, key
drive, jump drive, and mini-USB drive. A USB drive is an excellent choice for
storing your class work. Your data is much safer on a USB drive than on a
floppy disk.
Before you buy:
Check the following for both the classroom computer AND your home
computer-
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Computer does have USB ports.
You are allowed to use one of the USB ports.
You can physically get to the USB port.
Some are on the the back of the computer case.
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Operating system will recognize a USB drive.
Windows 2000, XP, and Me will automatically recognize your USB
drive. For Win95 and Win98, you must install drivers.
o Physical arrangement of USB ports - Are they side by side? one
above the other?
Some USB drives are wider or thicker than others and may not fit all
port arrangements, especially if a neighboring USB port has something
plugged into it. Many USB drives come with a short extension cable.
o
If you do not have a computer at home, consider buying 2 USB drives so that
you can use one to keep a backup copy of your work. Don't lose them both at
the same time!
Floppy disks: Cheaper; Not as reliable
You will need at least
two blank 3½" floppy disks at a time to store
the documents you create. One you will use to save your documents as you
work and on the other you will make a backup copy of the first disk. Keep a
third blank floppy on hand as a spare in case of floppy disasters.
You'll need more than 2 floppy disks if you don't delete any of the documents
you create. After you have put more than one document on the floppy, keep
that spare blank floppy disk handy. It is no fun at all to do a lot of work and
then find that the changed file won't fit on the disk!
Floppy disks are cheap and handy but it is easy to lose the data on them from
magnetic damage and physical damage when you are carrying them around all
day. Be careful and have several backup copies.
More on caring for floppy disks and caring for data
How to handle a full disk
5. Word Processing Program: To create text documents you use a word
processing program like MS Word, Lotus WordPro, or WordPerfect. This
tutorial was written for Microsoft Word, version 97, 2000, 2002 (which is
part of the Office XP suite), or 2003 . There are comments where different
methods apply. Word 95 is quite similar in the basic tools and methods.
Different brands of word processors will do most of the same tasks these days.
But the details, names for the features, and commands may be quite different.
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Word Processing Programs
Icons
A footprint marks the hands-on topics, where you are to follow Step-by-Step
directions.
marks a tip - something you might find useful to know.
marks a warning about possible problems.
Disclaimer: All names, addresses, and phone numbers used in the lessons and
exercises are fiction! Any similarity to a real person, business, or place is a
coincidence.
The author cannot be held responsible for any damage to hardware, software, or
data resulting from your attempts to follow the directions.
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Project 1: Word Basics
Lesson Objectives
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Learn the parts of the Word window
Learn the toolbar, their buttons, and what they do
Learn some of the settings available in Word
Open and close MS Word
Create and save a new Word document
Enter text
Use AutoFormat and AutoCorrect
Use Help for Word
Select words, lines, paragraphs
Format text by changing alignment, font, font size, and font style
Create bulleted text
Open an existing Word document
Insert and size clip art from Clip Art Gallery
Insert and size clip art from a file
Use Spell Check
Use print preview
Check formatting with context sensitive help
Print a document
A word processing program is designed to make it as easy as possible for you to
create the document you want and to make it look the way you want. Most modern
word processing programs share a common approach. There are enough differences,
however, to drive users who are trying to decide what to buy just a bit crazy!
The commands used the most are available as buttons on toolbars as well as
commands on menus. Some toolbar buttons do their actions with the default settings
instead, without offering you a choice. Of course, what commands YOU use the most
may not match the programmers' ideas. In many programs you can customize the
toolbar and menus to change the order of the items and to include new ones. You can
often write or record a macro to perform a whole set of actions at once. These
features are very useful to users who do the same kinds of things over and over.
Before you try to use high-end features like macros, you ought to thoroughly
understand what has been created for you by the programmers. It's amazing what can
be done today with a word processor and a little imagination.
The window for Microsoft Word, or any other word processor, has all the standard
window parts, discussed in Working with Windows: Basics - The Window,- title
bar, menus, toolbars, control menu, buttons to minimize, maximize & restore window
size, status bar, scrollbars.
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There is an opportunity for confusion when you have multiple documents open at the
same time, so let's look at the possibilities.
Multiple Documents Open
Separate Word window for each document
The default for Word 2000 and later is to show each document in a separate
Word window. Each window shows on the Task Bar with its own button.
The Word window has buttons to minimize, maximize and close the window on the
Title Bar. The document's title is on the Word window's Title bar.
In Word 2002/2003, the Menu Bar has a Close button for the current
document.
Word 2002 in WinXP - Each open document has a separate window
and thus an icon on the Windows Task Bar.
One Word window with document windows inside
Older versions of Word can only show a document in a window that is inside the
Word window. There will be only one Taskbar icon for Word. You use the Window
menu to switch between documents.
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Word 2002/2003 can also use this behavior. The setting is in the Tools |
Options dialog on the View tab.
A document window is a regular window except that all the actions are restricted to
within the Word window itself. So when you maximize a document, it enlarges to fill
the Word window only. When you minimize a document, its icon is at the bottom of
the Word window and not on the Taskbar.
When the document is not maximized, it has its own control buttons and the
document's title is on the Title bar of the document window.
Word 97 - Multiple documents are inside the Word window.
When a document is maximized, other open docs are hidden.
Below is a Word 97 window with a maximized document. Compare this to the
document window in the previous illustration. A maximized document has its control
buttons on the Menu Bar and its title on the Word window's Title Bar. Not quite
logical but it works.
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You can see two sets of window control buttons on the right. The ones on the menu
bar control the document. The ones on the title bar control the parent window (the
Word window). The control icon for the document is on the left of the menu
underneath the control icon for the Word window. The document's title is now on the
main window's title bar. Just a bit confusing at first.
If you have a small screen or use a low resolution, you will probably want to have
your documents maximized so you can see more of what you are doing. If you are
blessed with a large monitor or use a large resolution, you may feel that maximizing a
document wastes screen space.
Office Assistant: Word 97 and later versions include a Help feature called
the Office Assistant. This animated paperclip (other characters are available) can
make suggestions, provide context-sensitive help, and will let you search the Help
topics. This little character stays on top by default, so you may need to move it
around. Once you become familiar with Word, you can turn this feature off until you
need to ask for Help again. (Some folks find the Assistant
too annoying to stand.) Of course you can open the regular
Word Help window by using the menu, as usual, if you
prefer.
When the yellow light bulb shows, the Office Assistant
would like to give you a tip about what you are doing.
Document Views
Depending on what you are doing, you will need a different view of your document.
You can switch views using the menu or using buttons.
At the top of the View menu you will find toggle commands for four views.
Choosing a view turns it on or off, like a light switch.
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Normal
Online/Web Layout
Page/Print Layout
Outline
Master Document - Word97
Reading Layout- Word 2003
Additional views that are useful are:
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Print Preview
Full Screen
Split
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View Menu:
Here is our first example of the subtle changes between versions. What differences do
you see in the View menu?
Word 97
Word 2000
Word 2000 recent commands only
Word 2000 changes the name of the view Online Layout to Web Layout and uses
the Outline view to manage Master Documents. The view Page Layout is now called
Print Layout.
Word 2002 adds the Task Pane command to the View menu.
Word 2003 adds a new view, Reading Layout.
All Office 2000/2002/2003 programs by default will show only the commands on
a menu that you have recently used. You will see the whole list if you leave the menu
open for a short while. You can turn off this feature so that all commands are shown
all the time.
View buttons: The buttons for some of the views are just above the
Status bar on the left: Normal, Online Layout/Web Layout,
Page/Print Layout, Outline.
In Word 2003, the buttons are similar, but include the button
Reading Layout
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The Views
Normal view: This is the default view. You
can clearly see what you are typing and editing.
But, pictures, text boxes, and frames are not
positioned on the page. They are just stuck
between paragraphs.
Online/Web Layout:
The Online
Layout view shows how your document looks
when viewed as a web page. The text will wrap
to the window rather than wrapping to the
page. By default this view includes a
Document Map (an outline) on the left. If you
click an item in the map, you are moved to that
spot in the document on the right. You must
assign heading paragraph styles to your text for
this to work right.
Page/Print Layout: Everything is positioned
on the page. This view is good for adjusting
margins and columns, headers and footers, and for
working with drawing objects, text boxes, and frames.
On a slow computer this view can be painfully slow since the computer has to figure
out where to put all the parts. This is why some people prefer to work in Normal view
as much as possible. But the Page Layout view is more natural since you can see
where everything is as you work.
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Outline: The document's paragraph styles are used to create an outline. In this view it
is easy to reorganize whole sections of a long document. This is an advantage over the
Normal and Page Layout views where large amounts of text are hard to move around.
But, you must assign paragraph styles to your text carefully for this to work.
Master Document: You can combine several documents into one master
document. This is useful for long documents or for documents for which different
people write different parts. It looks a lot like the Outline view, but the outline entries
are coming from more than one document. Word 2000/2002/2003 includes the Master
Document features in the Outline view.
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Reading Layout: The goal of this view is to make the document easier to read on
the computer screen. It shows only the Reading
and the Review toolbars. Fonts are sized for easy
reading. Large images may not fit. Pages with
columns or tables may be easier to read in Print
Layout.
The "pages" are screen pages, NOT how the
document will print!
Print Preview: Though it is not on the View menu, Print Preview is a very
important view. It displays exactly how the
document will look after being printed. You can
display several pages at a time to check the
headers and footers and how the document flows
from page to page. You can even edit while in
this view.
You switch to the Print Preview view with File |
Print Preview or the button
on the toolbar.
Full Screen: This view removes all the window parts, allowing the
maximum use of your screen. This is useful when your monitor is small
or your page is wider than usual. It's a shock if you change to Full
Screen view accidentally!
Full Screen is also on the View menu, down at the bottom. When Full
Screen is on, however, the menu bar is not shown. So how do you turn
it off? You return to a windowed view by pressing the ESC key or by clicking the
Close Full Screen button on the floating toolbar that shows only when using Full
Screen. It's a very small toolbar, so you might not see it right away.
Split: This view shows two parts of the same document at once. To create a
split, point with the mouse pointer to the split box at the top of the scrollbar.
The pointer changes to a resize shape
. Drag downward and the document
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window splits horizontally. Each section has its own scrollbar. You can even use a
different style view for each split.
Navigating Documents
Documents are usually too long to fit completely in the window and still be easy to
read. Sometimes they are too wide. There are several techniques you can use to move
around in your document. It's good to know both mouse and keyboard methods.
Too long and too wide to fit in the window.
Navigation Methods
Scrolling
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Scrollbars were invented to move the document within the
to move
window. You click the single scroll arrows
one line at a time.
to move longer distances at a time.
Drag the scroll box
The scroll box is proportional in most programs. That means that its size shows you
how much of the document is showing on the screen at a time.
As you drag the scroll box, a popup tip shows where you are in the document. It gives
the current heading, if you used heading paragraph
the page number and
styles. (A good reason to learn to use paragraph styles!)
You can also click in the scrollbar area itself to move the document down one
window's worth.
The IntelliMouse and other new pointing devices have a scroll wheel
in addition to the mouse buttons. The scroll wheel does what the
scrollbar does, but without having to position the pointer somewhere
special.
Navigator buttons
The Browse Objects button has been added at the bottom of the vertical
scrollbar, between the double arrows. The default setting is to Browse by Page.
Clicking a button with two arrows moves the document view to the next page. The
double arrows are black when this is the current setting.
You can change this behavior by choosing a different object to browse.
Clicking
the Browse Objects button displays your choices of what to browse. The
popup shows the choices (reading from right to left) : page, section, comment,
footnote, endnote, field, table, graphic, heading, edits.
The arrows will turn blue if you choose anything besides page .
Find, Replace, and Go To
The remaining two buttons and in the Browse Objects display open the Find and
Replace dialog box, which has tabs for
Find, Replace, and Go To.
The Find and Replace dialog lets you
search for a particular word or phrase or
even something like "all words in bold,
italics, 20 pts." It is also accessible from
the Edit menu.
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The Go To dialog asks you to enter the
number of a particular object. The Next
button changes to Go To. Or you can move
to the next such object by clicking the Next
button. The Previous button moves you
back to the nearest such object earlier in
the document. This dialog is also on the
Edit menu.
Document Map
The Document Map
button on the toolbar opens a
left pane which shows your headings in an outline format. Click
on a heading to move to that point in the document. You must
have used heading paragraph styles.
Keys
Keystrokes and key combinations can also move you quickly around your document.
The + between two keys means to hold down the first while pressing the second.
Key(s):
To Move:
HOME
beginning of line
END
end of line
CTRL + HOME
beginning of document
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CTRL + END
moves to end of document
left or right arrow
one character left/right
up or down arrow
one line up/down
CTRL + left or right arrow beginning of next word in direction of arrow
CTRL + up or down arrow beginning of next paragraph in direction of arrow
PAGE UP
up one screen (scrolling)
PAGE DOWN
down one screen (scrolling)
CTRL + PAGE UP
top of next page
CTRL + PAGE DOWN
bottom of next page
Managing Toolbars
The Word window includes a number of bars and rulers to help with your word
processing tasks. Which ones are showing can be changed by the menu commands
View | Ruler or View | Toolbars and then selecting which toolbars you want to
see or hide. The rulers aren't available for some views.
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one
The toolbars are dockable, meaning that you can drag the toolbar's handle
to any edge of the window. Or you can leave it undocked as a floating toolbar. To
dock a floating toolbar again, drag the title bar to the window edge. You can also
double-click a toolbar's title bar to redock it.
If there is room, you can slide a docked toolbar left
and right by dragging on the handle on the left.
If the toolbar is wider than the window, the right
hand buttons will be out of sight. The right end of the toolbar will show >> two
greater-than signs in this case. Double-clicking a blank area or the bar's handle will
undock it so you can access the hidden buttons.
Standard Bar
The Standard toolbar contains, obviously enough, the buttons for the standard (most
often used) commands. Microsoft uses many of these same buttons in other
applications. Other software programs use very similar buttons for the same types of
commands. Most of these commands are easy to understand and use.
Toolbars look flat until the pointer is over a button. Then that button gets a
3D look.
Word Standard Toolbar
(Illustration is from Word 2000)
New
Creates a new blank document using the default template. The File |
New command on the menu gives you a choice of templates.
(Templates will be explained a little later!)
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Open
Brings up the Open dialog box for you to choose a document to open.
Recently opened files are listed at the bottom of the File menu. Using
the menu may be faster for documents that you have opened recently.
Save
Saves the current document back where it came from. If the document
has never been saved before, you will get a dialog box to choose a
folder or filename.
This can get you into trouble if you are editing an old document
for a new purpose and don't want to lose the old one. You must use the
menu command File | Save As to get the dialog box you need to
save with a different filename. Otherwise you will overwrite the old
document.
Permission Word 2003 adds a button for managing permissions for this document.
E-mail
Search
Print
Allows you to email the document you are working on without having
to open your email software separately. The addressing text boxes
appear right in the Word window. The button toggles to show or hide
these text boxes.
Shows and hides the Search task pane at the right of the
document. In this pane you can search your document or your
computer or your web sites.
Will automatically print the whole document without giving you a
chance to preview or make changes to page settings.
The tool tip for this button shows which printer will be used.
Don't use this button unless you are very sure you are ready to
print the whole document.
Print
Preview
Shows what your document will look like when it is printed.
You should always preview before you print. By checking
carefully before you actually print, you can avoid mistakes and save a
lot of time and paper.
Spelling Checks the spelling and the grammar of the selected text or of the
and
whole document. Possible spelling errors are marked with a wavy red
Grammar underscore. Wavy green underscores mark possible grammar errors.
Word's dictionary doesn't know every word in the world. You can add
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words you want Word to know to the custom dictionary, in the file
CUSTOM.DIC. This list of the words that you've added can be edited
with a text editor like Notepad to remove words you added by
mistake.
Research
Word 2003 adds a button that opens the Research task pane, where
you can search reference books, like an encyclopedia and a thesaurus.
Work the same as they did in the Windows lessons.
Cut, Copy,
Paste
Cut (scissors button) removes the selected text to the Clipboard.
Copy (two pages button) places a copy of selected text on the
Clipboard.
Paste (clipboard and paper button) places a copy of what was on the
Clipboard at the cursor location.
Word 2002 can use the Microsoft Office Clipboard, which holds
up to 24 items. Very nice! The Microsoft Office Clipboard only works
with Microsoft Office programs. The Windows Clipboard is part of
the operating system and is available to all programs, but only holds 1
item at a time.
Your copied or cut material may not be stored on the Office Clipboard
unless the Task Pane is open to the Clipboard. There is a setting in the
Options at the bottom of Clipboard pane that will let the Office
Clipboard collect your cuts and copies automatically without the
Clipboard Task Pane being open.
Format
Painter
Copies the formatting of the selected text and then applies it to other
text that you drag across. Double-click the button and you can apply
the formatting many different places.
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Word keeps a list of your editing actions and a list of the ones you
Undo & Redo have reversed. The Undo button reverses the last action in the list. The
Redo button reverses your last reversal.
The arrows drop lists of actions. If you select
an action on the list, all the actions to that
point are undone (or redone). This can save a
lot of clicking, if you can tell how far back
you need to go. You can undo the actions one
at a time by clicking on the button directly.
The arrow on the button is gray when
there are no actions in the list. The number of actions remembered
depends on how much memory is available, with a maximum of 100.
[In Word 95, when no actions are in the list, clicking on the button
only plays the ding.wav sound, Win95's default sound.]
Tables and
Borders
Opens a toolbar for drawing and modifying tables. You can
actually draw a table, if you need one with complex rows and
columns. Using the Table button, described below, is easier for simple
tables. The toolbar also lets you set borders and shadings
(background color) for the whole page, a paragraph, a picture, a frame,
a text box, a table, a table cell, or selected text. You can change
shadings from this toolbar, but changing borders of things other than
tables may be easier with the Borders and Shadings dialog on the
Format menu.
[In Word 95 you can't apply Borders or Shading to just a few words, only to whole
paragraphs. For color behind words or phrases, use Highlight in Word 95.]
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Table
Inserts a table at the cursor location. You set
the number of rows and columns by dragging
on the grid that drops down. Once you have a
table, the button changes to
Insert Row,
which will add a new row above the current
row to the table.
[In Word 95 the button does not change, but it does function this way.]
Excel
Inserts an Excel spreadsheet. You select the number of rows and
columns the same as for a table. You must have Excel installed for this
to work, of course.
Columns Lets you divide the page into several vertical
columns, like a newspaper. Drag across the number
of columns you want.
Drawing
Opens a bar of drawing tools
with which you can create
graphics from within Word.
These tools create vector
drawings, which use shapes
instead of individual dots.
These lessons don't use the Drawing bar much. There is only so
much one can do in one course! (Ask the Office Assistant or use Help
to learn more, if you are interested.) You will work with WordArt
however.
[Word 95 has a similar Drawing bar with fewer features and no drop lists.]
Opens a pane to the left of the document window with a
Document
hypertext outline of the document. When you click on an outline topic,
Map
the document scrolls to that point. You must apply heading paragraph
styles to your text for this to work. The Document Map is shown by
default for the Online Layout view, but it can be used with other
views, too.
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Show
Marks
Zoom
Help
Toggles the display to show or not show marks for things like
paragraph and page breaks, tabs, and spaces. Seeing these marks can
be very helpful, especially when your document is not behaving as
you intended. But marks also are distracting and make it hard to tell
what the whole page really looks like.
Offers you choices for the display of your document. You
can enlarge it to see details or to read small type. You can
shrink it to see the whole page, or even two pages at a
time. Most of your work will probably be done at 100%.
Two other factors are important - monitor size (14", 15",
17", bigger?) and screen resolution (640 x 480, 800 x 600,
1024 x 768, larger?)
By default, this button opens a small
window with the default Office
Assistant character, an animated
paper clip named Clipit. A character,
called an "actor", can assist you by
offering tips about what you are
doing, by guessing what question you
might want to ask, and by providing
a Search text box for your question.
You can use natural language to
search, but using just keywords may
be faster and more accurate. Right
click on the Office Assistant window and choose Chose Assistant to
see what other characters are installed.
You may hear peculiar noises from the Office Assistant from time to
time as you work. It will also wiggle around. Some people find it
highly annoying and some are amused. You can always turn it off
after you become familiar with how Word works.
The Office Assistant shows a light bulb when there is a tip about what
you are doing. Click on the light bulb to see the tip. You'll only see a
tip once unless you reset the tips in Office Assistant's Options (on the
search window above). There are also some choices about what tips
you want to see.
[The Office Assistant replaces the
Word 95.]
Tip Wizard and
Help button used in
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Formatting Bar
One of the greatest advantages of computer word processing is the ability to change
the format of your text and document at any time. The Formatting Bar contains
buttons and drop lists for the things people change the most about the look of their
text, like its color, size, and font. There are so many choices!
Formatting Bar- floating
Word gives you some more help with styles and templates . It is much easier to keep
the look of a long document or a set of documents the same if you use the same styles
or template. You can also change the look easily by changing the underlying style or
template.
Style
A style is a way to easily apply a whole set of characteristics at once to selected text
or to a whole paragraph. The illustration shows the default styles available in a new
blank document. Not very exciting, but it's a start!
There are two kinds of style in the list. Look at the right side of each entry for the
symbol.
A character style is a particular combination of font, font size, font styles, and
color that will be applied only to the selected characters.
A paragraph style includes those settings plus settings for such things as
indention, numbering, line spacing, and alignment. These settings are applied to the
whole paragraph.
Template
A template contains a collection of styles and other characteristics for the document
itself. Every document has an attached template of styles. The default template is
named Normal.dot (from document t emplate) and contains the styles shown in the
image of the styles drop list above.
The template also contains any customization you have done to things like toolbars,
menus, and shortcut keys. It can even contain text and graphics, like for a letterhead.
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So it is a pattern for your new document. You can modify Normal.dot if you want
your new styles to be available for all of your new documents, or you can create your
own templates for special purposes.
The Formatting Bar
Word 2002/2003 adds two buttons to the default Formatting toolbar,
Styles and Formatting and
Line Spacing.
Styles and Formatting
Opens the Task Pane at the right of
the document to display the styles and formatting that
the current text has and those that are available for use.
Style
Displays the styles available in the current template. (See the illustration above
under topic Style of the list of default styles.)
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A style is applied by first selecting the text, or being in the particular
paragraph, and then selecting the style desired from the drop list. You can also
create your own styles. The longer the document, the more useful styles
become. Change a style's definition and everything in the document that used
that style changes also. Super cool!
Font
Displays a list of all the fonts installed on your
computer. (A font is installed when it is in the
Fonts folder inside the Windows folder). At the
top of the list are the most recently used fonts.
Starting in Word 2000, you can see how the font looks right in the
list. A symbol fonts shows its name
and some of the symbols included.
It is certainly easier to see what
you are choosing this way, but the
list takes longer to display.
To apply a font to text, you select
the text and then select the font you
want from the list. The default font
is Times New Roman. The symbol
that appears to the left of a font
name in the list indicates that the
font is a TrueType font. Such fonts
include both screen and printer
versions of the characters and can
be scaled to any size. Using a TrueType font is the best way to ensure that
what you see on the screen is what will appear in the printed copy. Before the
invention of TrueType fonts, you had to be sure that your screen font had a
matching printer font. Otherwise you might get a very unhappy surprise at the
printer!
Font Size
Displays a list of font sizes from 8 to 72 points. You can type in the box for
other sizes. The default size is 10 pt. Maximum size is 1637 pt. (Think you'll
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need to get bigger than that?!)
To change the font size of text you select the text and then select, or type in,
the desired font size. (If you type, press enter to apply the size.) If you change
the size or font first and then type, only new text is affected.
Bold, Italics, Underline
Set font styles. (Yes, there are lots of different "styles" involved in word
processing, and, yes, it would be nice to have different words for some of
them!) These buttons toggle their styles on and off. You can even have all of
them on at the same time.
To apply a font style, select the text and click the button for the style you want.
The button remains depressed. To remove the styling, select the text and click
the depressed button. The style is removed and the button returns to the
original position.
You can also use shortcut keys: CTRL + B, CTRL + I, CTRL + U to
apply font styles.
Alignment
Sets the way your paragraphs line up on the page, that is, the way they are
justified. Your choices are Align Left, Center, Align Right, and Justify . The
lines on each button shows what the effect of that button is. For Justify,
spacing between words must change to get both the left and right margins
even. This can be unattractive unless you have long paragraphs.
Justified text will hop around while you edit a line. Shocking when
unexpected!
Numbering & Bullets
Create lists that are automatically numbered or bulleted. These buttons apply
the default styles, as shown on the buttons themselves, only until you have
used a different style of numbering or of bullets. Then they apply the most
recently used style.
To use a style besides the default, use the menu Format | Bullets and
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Numbering . Several standard formats are available from the
dialog box, or you can create one of your own.
To turn off the numbering or bullets after the last item in
your list, press ENTER to get a new line, then BACKSPACE
to remove the bullet or number.
Line Spacing
The arrow at the right of the button opens a list of line spacing
choices. Clicking the button itself applies whatever spacing you used last.
Indent
Decrease or increase the indention of the selected paragraph(s) by one tab stop
per click. (Tab stops are explained under Ruler.) These buttons use the default
tab stops as well as the ones you create. A bit confusing when you don't expect
this behavior.
Borders
Toggles the displayed border type on and off for the
selected item. The arrow opens a drop list of edges to
choose from.
[In Word 95 a similar button opened a Borders toolbar.]
Highlight
Does what any good highlighter does. It applies a color over
your text. This is often used when marking up documents for
others to review or to show where you made changes. Dark
colors are good only if the text is a light color. The arrow drops
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a palette of colors to choose from, including None. A tool tip for each colored
square shows the color's name.
[In Word 95 a similar button requires that you drag to see all the color choices.]
Font Color
Sets the color of the selected text to the color of the bar under the A. The arrow
drops a palette of colors to choose from. This palette can be dragged to float. A
tool tip for each colored square shows the color's name.
Removing All Formatting
Want to get rid of all the formatting and go back to the underlying
paragraph style? Select your text and use CTRL + SHIFT + Z. I use this one a
lot!
Status Bar
Word uses the Status bar to display a lot of information about your document.
As you work in your document the information on the status bar changes to show
where you are in the document. Other parts of the status bar tell you when certain
features are turned on or off. You may also see an indicator when a process is going
on, like printing or checking spelling.
The Status Bar
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Cursor Location
As you scroll through your document the
information in the first group of numbers changes to describe the page that you
can see in the window.
A section can have different margins, page sizes, headers, footers, and columns.
So a section might contain several pages or just a small part of a page that is in 2
columns.
The fraction 1/1 means you are on page 1 of a document with 1 page. So the
second part of the fraction is the total number of pages in the document . This
number is also found under File | Properties | Statistics .
The second group of numbers describes where on the
current page the cursor is. This area will be blank until you click somewhere to
make the cursor active at the spot you clicked.
The distance to your typing is measured from the paper's left edge. This
example is measuring in inches. You can change the units used to measure your
document under Tools | Options | General | Measurement Units .
Lines of type are counted from the top of the page.
The column # is the number of characters and spaces from the left of the page to
the cursor position. It has nothing to do with whether you see columns on the
page or not. Another
confusing bit.
Double-clicking in
either of these two areas
brings up the Go To
dialog. You can use this
dialog to navigate your
document by pages or
using other markers.
Mode Indicators
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A Mode Indicator is black
when the feature it
when it is not active.
indicates is active and is gray
Double clicking a mode indicator will either turn it on/off or will open a dialog
box. The functions indicated are Record Macro, Track Changes, Extend
Selection, Overtype, and WordPerfect Help (dropped in later versions).
If Extend Selection is on, your mouse will highlight everywhere you click.
Disconcerting when it happens accidentally!
If Overtype is on, your typing writes over existing text. You won't notice
this effect when entering new text at the end of a document. But, when you
make changes in existing text, it makes a big difference whether your typing is
being inserted or is overtyping what was already there!
The other functions won't be of interest to you at this point. If you are really
interested, use Word's Help.
[In Word 95 Track Changes was called Mark Revisions. In Word 2000 WordPerfect Help is not
indicated here.]
Spelling & Grammar Check
The Spelling and Grammar Status icon shows an X when Word has
marked something as a possible spelling or grammar error. The icon shows
a checkmark when Word thinks that your and grammar are correct. The
icon looks like
an animated pencil when Word is actively checking
spelling and grammar, including when you are typing.
Word's dictionary is far from complete, especially for names. Sometimes
Word does not know the plural of a word or the possessive. Be careful of it's
suggested changes.
Word's grammar checker can basically only point out things that might be
wrong. It does not understand complex sentences well. It will call your attention
to words and phrases that are often mis-used. But you are the only one who
knows whether that's what you meant or not.
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Language
Word 2000 and later can use dictionaries and grammar
checkers for different languages. The Status bar includes a new area which
shows what language is currently in use at the cursor location.
Background Save
A flashing floppy disk shows when Word is saving your document
automatically in the background.
Getting Started
In these word-processing lessons you will do some activities for practice and you will
create actual documents.
First you need to experience some of Word's features. You will use Help to find out
what Word can do with AutoFormat and AutoCorrect and how the default paragraph
and character styles work. Then you will create an announcement
flyer.
If you are using my materials in a class, you will no doubt be
turning these documents in to your teacher for grading. You really
should get a perfect score, you know!
•
•
Follow the directions carefully.
Compare your print-out with the illustrations - carefully!
Your instructor may have some specific directions for you in
addition to mine, or instead of mine. Remember those, too!
Experienced students: If you already have some experience with word processors or
with Word, you may already know an easier or more efficient method of doing things
than I use in the directions. Since we cannot talk about everything at once, sometimes
the better method has to wait until later. I may be showing you (instead of telling you)
why a particular method is not so good or how to handle a common problem. Be
patient. Then again, perhaps you will learn a technique that is better in some situations
than the one you know!
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Variations
There may be some differences in what you can create and what you see in my
illustrations. Don't let these throw you. The goal is to learn how to create a useful
document. There are many "right" ways to do that. Your instructor will have to
explain to you how to manage such differences to get a good grade on the print-out.
[Note: Some teachers are a lot pickier than others!]
Paper size:
Fonts
My documents were printed on "Letter" size paper, which is 8 ½
inches x 11 inches. If you use A4 paper as many countries do, the
text will not wrap exactly the same since A4 paper is a bit narrower
and taller than Letter paper.
I have used only fonts that are included with Windows or with
Word for the PC, but on your particular computer those may not be
installed. You may have prettier ones! If you use other fonts, the
spacing of the text may change.
You may not be using Word at all or not the same version of Word
that I used. Subtle differences can confuse things. The various
Word
versions of Word for the PC are very similar in their basic
Processor or operation. But the details are rather different and may catch you by
surprise. If you are using a version for the Mac or Unix or some
Version
other operating system, there may be additional surprises.
Settings
The directions in these lessons generally assume that the settings
are left at the default - how Word looks and behaves just after it is
installed. Such settings are not necessarily "the best" and may not
suit your needs well. If your results are different from what the
illustrations show, be sure that all of the settings in the dialog
matched the settings on your computer.
If you are using a computer in a classroom or computer lab, it
is especially important that you check settings each time you use
the computer. Someone may have changed things while you were
gone. We don't want any nasty surprises!
Order of Formatting
Word is set up to be easiest to use and take the fewest number of steps when you
type in all the text and then go back and apply formatting . The directions in
this book will use this approach also. This works very well for styling whole
paragraphs but it can be hard to find those single words or phrases later that you
want to format.
The type-then-format approach developed when early word processors were
Page 36
horribly slow to display the formatted text. A draft view of the document,
without any formatting shown, was less painful to work with. Recent computers
are fast enough to rarely have this problem.
After you gain some skill in formatting your documents, you may find it more
natural to format as you go. I know that I find that approach easier nearly all of
the time.
If Word hinders your formatting efforts, remember that the final paragraph
mark is formatted, too! Sometimes you just need an extra blank line with normal
formatting to make life easy!
Open Word
In Working with Windows you learned to open programs in several ways: Start menu
shortcut, Run dialog, double-clicking the executable file or a document in Explorer or
My Computer. You may have two more methods for Word and other Office
applications.
The default installation of MS Office adds two shortcuts above
Programs on the Start menu
The default installation also includes smaller versions of these icons on the Office
Shortcuts bar, which by default displays on the Desktop. This toolbar can be docked
on any side of the Desktop.
There is also a shortcut to Word in the Programs menu, below the folders. The icon
varies depending on which version of Word you are using:
Word 95 or 97
Word 2000 or 2002
Word 2003
Microsoft Office applications can also be installed separately, rather than as part of a
suite of applications. The Office toolbar and other features may not be available, in
that case. It's another way you can get confused. (Have you been keeping count? I've
lost track!)
Step-by-Step: Open Word
What you will learn:
two new ways to open Word
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Start with:
If MS Office XP or previous version is installed:
1. Open the Start menu and click on
icon).
or
(the New Office Document
A dialog box will appear with tabs for different types of documents, depending
on which Office applications are installed. The icons look a bit different in
Word 2000/2002.
Page 38
2. Select the General tab, if necessary, and then click on the Blank Document
icon.
3. Click on the OK button. Word opens with a fresh blank document ready for
your typing. Not too hard!
[If you have Office 2000 or later installed, don't panic if you see a dialog box
that says it is "Preparing to install Office...". What is happening is that Office
is checking to see if any parts need to be reinstalled. Sometimes certain files
get replaced by other software, which can cause problems. It takes a little
longer to open the program, but it is safer with these checks.]
If MS Office is not installed:
1. Open Word from the Start menu: Start | Programs | Microsoft Word .
Or Start | All Programs | Microsoft Word
Word will open with a blank document ready for your typing.
The menu shown here is from a Windows 95
system which had Word, Excel, and Internet
Explorer 3 installed, but not the whole
Microsoft Office.
Page 39
Formatting
Now you can actually get to work! You will create an advertising flyer for a travel
agency. You will cleverly use a large number of Word's buttons and commands to
create an attractive document. The process is broken down into a number of steps,
which also will introduce you to various methods of formatting your document.
Follow all of the directions carefully. Save your document often!!
What you will create
Formatting
The term formatting includes all of the ways that you can change the appearance of
the text and of the page. You will learn how to change the font, the font size, the font
style (bold, italic, underlined), the indentions for paragraphs, the page margins, the
color of text and of background, and the borders.
Design Considerations
When creating announcements and other flyers, your goal is to capture the reader's
attention and make them actually read the whole thing. You don't want to overwhelm
the eye, however, or give too many details on this kind of document. Your basic who,
what, where, when, and why will do.
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In the document you are about to create, the basic goal is to get the reader to sign up
for a trip with the travel agency. The bulleted text and shading emphasize the special
trips that the agency is advertising in this flyer. While this flyer is not a great piece of
literature, it does illustrate several design considerations, while using only basic
formatting choices. Of course, a professional design company would do something
much more complex and more expensive to produce, and more beautiful, too!
Design Tips for Documents
1. Number of fonts
Be careful not to use too many fonts. Normally two or three fonts for body
text and headings are plenty, especially if they are quite different from each
other. Headings can be larger, bolder versions of the body text fonts. An
additional fancier font can be used also as part of a logo or letterhead without
creating much of a problem. Too many fonts actually make the document
harder to read. The eye and the brain are lazy about lots of changes!
2. Title fonts / Body fonts
Some fonts work well as titles but are disastrous as text. Don't get too fancy
when you have lots of words to read. For something with lots of text, like a
report, you want a font like Times New Roman with thinner lines and serifs on
the letters. Those extra marks at the top and bottom of letters (the serifs)
actually draw the eye along, making it easier to read than the plainer letters.
Rather amazing, but true.
3. Upper case
Don't use all upper case letters for anything but a TITLE or SUBTITLE or an
acronym (like NASA and UN). Text in all caps is very much harder to read. It
feels like shouting when used in body text.
4. Paper color / Ink color
The color of the paper makes a major difference in the look of a document,
even when all the ink is black. When colored inks are used also, there can be
an even larger difference in the overall effect. When you complete this project,
you might try printing on different colors of paper to see for yourself.
5. Graphics
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The right graphics can add a lot to your document. Too many graphics in too
many different styles can clutter up the page and distract the reader. Be sure
each graphic is adding something and not just getting in the reader's way.
6. White space
The blank areas of your document have an important function. They are not
wasted space. They function to set important information off from the details.
Don't crowd everything together. Let your spaces help the reader see what you
are trying to say.
Format Lines
You will learn to format your paragraphs using the Font dialog and with paragraph
styles. Using styles is really the only reasonable way to keep your formatting the same
throughout a long document or in a set of documents.
Another advantage of styles is that Word can use the paragraphs that are styled with
one of the Heading styles to create a table of contents or an outline for you.
As you scroll through a long document, a paragraph with a Heading style shows up as
a tool tip. This is a big help in finding the spot you are looking for.
Default Styles
A new blank Word document has a few default styles available. In a later project you
will learn how to create your own styles.
Word 97/2000
Word 2002/2003
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Your Document
Below is an image of the document you are going to create. Later you will enhance
the text with formatting and an image.
What you will type
Step-by-Step: Format Lines
to enter text
to select a whole line or multiple lines
to use default paragraph styles
to change font, font styles, font size, alignment
Start with:
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Enter Text and Save
1. If necessary, open a new blank document by clicking on
button.
the New document
2. Type in your blank document the text shown in the illustration above. Be sure
to include all the blank lines, too.
To help you type in the text, here is a copy of the text you are to type, which
will open in a new window. Print this from your browser by selecting from the
menu File | Print... and then OK. Close the window and return to this
window.
Check the image above to be sure you get the blank lines and spaces right.
Remember that to get a new line you press the ENTER key. A paragraph
mark will appear at the end of the paragraph.
Notice how long lines are wrapped to fit inside the page. This word wrap
feature means that you don't have to press ENTER every time the text reaches
the edge of the page. This is quite a change for folks who are used to typing on
a typewriter! Your paragraphs will continue to wrap as you make changes to
your text or change the page margins or do anything that would change the fit
of the text to the page. So remember - don't press ENTER until you need a
new paragraph!
3.
Click the Save button to save your document. Be sure your Class disk is
in the drive.
The Save As dialog will appear. Isn't it handy how the Save As dialog box
uses the first part of the text as a suggested name?
4. Press the HOME key to move the cursor to the front of the File name text box.
5. Type flyer in front of World Travel Inc.doc so that the name of the
document is flyer-World Travel Inc.doc . Save the document in the word
project1 folder on your Class disk.
You may have to change folders and drives. Use the Look in: drop list or the
Up-One-Level button.
Page 44
Select a Line
1. Move your pointer to the margin area beside the first line until it changes from
the I beam shape to the selection shape . This unmarked area just to the
left of the text area is called the selection area. The only way you know you
are there is that the pointer shape changes from the I beam shape to the arrow.
Move too far to the left and you are out of the selection area. The pointer
remains an arrow though. It's a bit confusing until you get used to it.
2. Select the first line by clicking in the selection area beside the line. This will
highlight the entire line!
Another method is to drag from one end to the other of the text you want to
select.
Reminder: As you work with the text, you may find some lines no longer show
on the screen. Use the scrollbars to move the document inside its window.
Format Lines: Styles
1. With line 1 still selected, from the Formatting bar, select the style Heading 1.
The formatting changes using the default formatting for Heading 1.
2. Select line 5, containing the words "Anniversary Specials", by clicking in the
margin beside it.
3. Use the Style box to apply Heading 2 to this line. The formatting of this line is
now different, but not the same as Heading 1.
Format Lines: Font Dialog
1. Select line 1 again.
2. From the menu, choose Format | Font . The Font
dialog box will appear. When you want to make
several changes, this dialog is more efficient than
using the toolbar.
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Your computer may have different fonts to choose from than the illustration
shows. Some basic fonts come with Windows. Many programs add their own
fonts, especially word processors and graphics programs.
3. Click on Matura MT Script Capitals in the Font list to change the font for
the selected text.
This font comes with MS Office. If you don't have this font, choose one that is
similar.
4. Change the Size to 36 by scrolling in the Size control until you can click on
the "36".
5. Change the Color to Green by clicking the down arrow to open the list and
scrolling until you can click on "Green". [In Word 95 this color is called "Dark
Green".]
6. Click in the box beside Shadow in the list of Effects.
7. Click on OK to apply your changes.
In some versions of Word a wavy green underline
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appears underneath the title. This means that Word thinks there may be a
grammar error.
8. If you have the wavy green underline, right click on the
title. The menu shows that Word thinks this is a sentence
fragment. If you click on Ignore Sentence. Word will
forget about, but only for this editing session. You don't
need to bother this time.
9. Center your text by clicking on
the Center button on the toolbar.
10. Select line 5, containing the words "Anniversary Specials", by clicking in the
margin beside it.
11. Right click on the highlighted text and choose Font from the popup menu.
12. In the Font dialog box change: Font = Arial, Style = Bold Italic, Size = 24,
Underline = Single, Color = Green.
13. Center the line using the Center button.
Select Multiple Lines
1. Move the pointer to the left margin beside line 8, which starts the paragraph
"In honor of...".
To see which line your cursor is in, look at the Status bar.
2. Click to select the line, but don't release the mouse button yet.
3. Drag down the left margin to the end of the list of trips and release the mouse
button. You will highlight all the lines you dragged across.
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Format Lines: Toolbar
1. While the highlighting remains, from the toolbar, choose Font = Arial, Size =
18, and click
the Bold button.
Format Lines: Paragraph Styles
1. Select the last two lines of text and the two paragraph marks below them.
2. While the lines are selected, click on the arrow beside the Styles drop list of
on the Formatting toolbar.
Styles change automatically: Word may be set to automatically update
styles to match the formatting you apply yourself. This automation can be
helpful, but is certainly frustrating if you don't know why your styles are
changing! This choice is in the Style dialog in Word 97/2000.
In Word 2002/2003, the choice is in the Modify Style dialog, which
you open by right-clicking a style in the Styles and Formatting task pane.
In Word 2002/2003, you will see in the Styles list the formatting you
have applied yourself as well as the named styles. Handy!
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Word 2002/2003
Word 97/2000
3. Apply Heading 2 to your selected lines.
4. Center the lines using the Center button.
5. Change the font size to 20 using the Size drop list.
6.
Save the document with the same name. [flyer-World Travel Inc.doc ]
Page 49
Format Words
You can use the Font dialog to format individual words and phrases or you can use
the Formatting toolbar.
Flyer after this lesson - words formatted
Page 50
You can also create character styles which will be listed in the Style drop list, but we
will wait awhile to learn how to do that. A character style applies to just the selected
text while a paragraph style applies to the entire paragraph.
Step-by-Step: Format Words
to select single words and phrases
to change formatting with the Font dialog and toolbar
buttons
to use Format Painter
to use AutoFormat
to open an existing document from inside Word
Start with: flyer-World Travel Inc.doc
Select a Single Word
1. Select the word Tahiti by double-clicking it.
Format Words: Font Dialog
1. Open the Font dialog box using the menu Format | Font .
2. Change the color to Dark Red and then click on OK. Click somewhere else
in the document to remove the highlighting.
Wasn't that easy?
Format Words: Font Color Button
1. Position the cursor at the beginning of the phrase New Zealand .
2. Select the words by dragging to the right of the last letter.
It may be easier for you to start at the right end of a phrase and drag left. It is
easy to pick up an extra word or line if you aren't very precise in your
dragging motion.
3. Click on the Font Color button arrow to open the palette.
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Word 97
Word 2000 & later versions
4. Click on the Dark Red square to change the text color.
The toolbar button now shows
the Dark Red color under the A. Clicking
the button will color the selected text Dark Red. You don't have to open the
color palette if you want to use the color on the button. This method is easier
than using the Font dialog if you want to make just this one change.
[Word 95 does not have a toolbar button for colors.]
Format Words: Format Painter
1. While New Zealand is still selected, click on
the Format Painter button.
This copies the formatting of the selected text and changes the pointer shape to
2. Drag across the phrase Sail around the world to apply the same formatting to
it.
3.
Save.
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Format Words: AutoFormat
1. Check settings for AutoFormat: Format | AutoFormat... | Options |
Autoformat tab. Be sure that Ordinals (1st) with superscript is checked.
Previously you looked at the tab Autoformat as you type.
2. Select the word 10th in line 8.
3. From the menu select Format | AutoFormat .
4. Select AutoFormat and review each change.
5. Click on OK. You will see
another dialog about
AutoFormat.
6. Click on Review Changes...
You are given the chance to look at what revisions AutoFormat came up with.
You can accept or reject any or all of them.
In Word 97/2000, the spots where AutoFormat will make changes will be
marked. New text is in blue and dropped marks are in red. You may need to
move the AutoFormat dialog to see.
Since you had a selection highlighted, that will be the only revision this time
and the new suggestion is in its opposite color (yellow).
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In Word 2002/2003, the changes for review are marked on the
document. Use the Find button
to
advance through all of the formatting changes.
Click on Cancel when you have seen them all.
(There should only be one!)
7. Click on the button Accept All to accept the revision.
8.
Save. [flyer-World Travel Inc.doc]
9. Use the
itself.
button for the document to close the document, but not Word
Selecting carefully: Sometimes you want to include in your selection the space or
period or paragraph mark at the end of your selection and sometimes you don't! You
must look carefully to see what you've caught with your selecting.
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Paragraph marks are formatted: Look at the paragraph marks in your flyer.
They are different depending on the font and styling. The formatting of the paragraph
mark is applied to the bullets and numbers in automatic lists. You can't select the
bullet itself or the numbers. It can be quite infuriating when the formatting is wrong
and you forget this.
Open Existing Document
Start with:
blank document
1. From the menu choose File .
2. From the list of recently opened documents at the bottom of the menu, choose
flyer-World Travel Inc.doc. It will be the first in the list if you are continuing
straight from the previous Save.
If your document has been moved off the list, use File | Open and find your
document in the Open dialog
Format Spaces
The spaces around your text and images are very important to your document.
Crowded lines are hard to read. Open space can draw the eye to the important parts of
your text.
In this lesson you will learn to format the spaces that exist by default. Later you will
learn how to manage the size of the spaces.
With Word you can create automatic lists that are numbered or that use a symbol at
the left. You can color the background of the page or just part of it. You can surround
areas with borders.
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What you will format
Step-by-Step: Format Spaces
to create a bulleted list
to add shading
to add borders
Start with: flyer-World Travel Inc.doc
Bullets
In a bulleted list each item in the list is preceded by a dot, square, or other shape or
image, which is called a bullet.
1. Select the lines which list the trips.
2. Click the Bullet button
on the toolbar to turn
these lines into a bulleted list.
Are your bullets small solid circles? Great! You won
the lottery. This button applies the bullet formatting
that was used last.
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If your bullets aren't circles:
While the lines are still selected -a. Right click on the selection and choose Bullets and Numbering from
the popup menu.
b. If one of the options shown uses small solid circles, click on it and then
on OK. Success!
If you do not see a choice with circles, you must format the bullets the
hard way --Customize bullets:
c. Click on the Modify or Customize button. A dialog opens which
allows you to choose the bullet symbol.
Click on the Bullets button in the middle. If the Symbol font is
d.
not showing, from the Fonts list, choose the font Symbol. Then click
on the small solid circle on 6th row 12th column from the left.
Click on the Character button to see the choices in the current
font. (If the font is not Symbols, choose Cancel, click the Font button,
select Symbols, then click Character again.) Select the dot character
that is in row 10, column 8.
e. Click on OK until you are back in your document. Whew!
Shading
Shading is a colored or patterned background. Pictures and text are on top of the
color or pattern. Remember that a black and white printer will turn your colors to
shades of gray. The Shading portion of the Tables and Borders toolbar doesn't offer
all of the choices that are on the Shading tab of the Borders and Shading dialog box
from the Format menu.
1. Select the lines listing the trips by dragging down the margin.
2. From the menu select Format | Borders and Shading… | Shading
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3. Select 20% gray. The box to the right of the palette
shows the name of the selected color. In the Apply to:
box select Paragraph.
4. Choose OK. The text area surrounding the selected
paragraphs is now a light gray.
When you choose a dark color for shading, you should change the text
color to a pale color for contrast.
5.
Save.
Borders
A border is a line around something. The versions of Word since Word97 can put a
line around just about anything! The Tables and Borders toolbar doesn't have all of
the choices that the dialog box shows.
1. While the lines about trips are still selected, from the menu select Format |
Borders and Shading… | Borders
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2. Click on the setting Box.
3. Select the solid line Style.
4. Select line Width of 2¼ pt.
5. Select Apply to: Paragraph.
Border options: You can click on the picture in the right of the dialog to
select which edges you want to show a border. Under Options you can change
how far from the border the text is. The default is 1 pt. top and bottom and 4
pt. left and right.
6.
Save.
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Flyer after Format Spaces
Images
A text-only document is a bland and boring thing. You can use images to make your
document look better and even to explain things to your readers more clearly.
Most word processors can accept images of a number of different file formats. There
are two categories of file formats for images: bitmap and vector. Common extensions
for image files include: gif, jpg, png, wmf, bmp, pcx, tif, cdr. Some of these formats
come in several different versions themselves.
When you use an existing image, you import it into your document. Except for basic
bitmap images, you must have the right import filter installed for Word to be able to
import the image. When you install Word, you can select all or just some of the
available filters. Later, if you need other filters, you can reinstall Word from the CD
and pick the filters that you omitted.
Managing Images: Clip Gallery/Organizer
Word comes with a number of clip art images and a clip art management program that
shows you a thumbnail picture of each image. You can also search for images based
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on their keywords. For example, if you need a picture of a cow, you can search for
the keyword "cow" rather than having to scroll through all the images.
Images are grouped in Categories or Collections, like Office, Nature, or
Transportation. You can also manage your collections of sounds and videos with the
same program.
Different versions of Word use somewhat different clip art programs.
Word 97:
Microsoft Clip Gallery
3.0
Categories are listed on the left and thumbnails of the
images on the right. The illustration shows the Travel
category. The Find... button opens a search dialog.
Word 2000:
Microsoft Clip
Gallery 5.0
Clip Gallery 5.0 displays the categories as large tiles
instead of a list. The Search box is now at the top of the
dialog instead of in a separate dialog. Double clicking a
category will open a display of its images.
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Word 2002/2003:
Microsoft Clip
Organizer
Clip Organizer calls the categories Collections. The
Collections are shown in a hierarchy tree on the left.
You can add your own collections but you cannot add to
the collections that come with Office programs.
Microsoft Images
Word comes with just a few images. Other Microsoft products, like PowerPoint and
Publisher, have large numbers of clip art images. You could wind up with thousands
of pictures to choose from. The different versions of these programs do not come with
the same images. The clip art gallery/organizer will not automatically look for the clip
art you already have.
If you install programs from the same version of Office, the clip art program for that
version should see all the images from those programs. The problem comes when you
mix programs from different versions of Office or when you upgrade.
When you install clip art from Microsoft software, you will have a choice of installing
the images to your hard disk or leaving them on the CD. The thumbnails will show in
the clip art program either way. If you leave the images on the CD to save hard disk
space, you will have to have the CD in order to actually use the images.
Microsoft Clip Organizer does not come with as much clip art as did
previous Microsoft Clip Gallery versions. They apparently expect you to have an
Internet connection so that you can access the online collections. If you need some of
those older images, or just want more clip art on your hard disk, you can download
images from Microsoft's Design Gallery Live - for free. Neither your own images nor
what you download will be merged into the collections that came with Clip Organizer.
The images will be saved to folders in My Collections instead of Office Collections.
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Other Sources for Images
If your Microsoft programs don't have what you want, there are many
other sources for images for your documents. Most graphics programs
come with some images. Image collections are widely sold. Some
specialize in clip art drawings and others in photographs or images for
web pages.
You can add these images from other sources to the Clip Art Gallery or Organizer, if
you wish. You will have to create your own keywords to describe them and
assign categories.
Many other image management programs are on the market. Some include
the ability to convert an image to a different format and even to do some
image editing tasks like cropping or changing colors.
You can create your own images, of course! While Paint is a very basic graphics
program, with patience you can create very useful and even elaborate images. There
are many capable graphics programs on the market. These programs either work with
bitmap images, like Paint does, or with vector images like MS Draw, where the
shapes are calculated. MS Draw is available only from within another program. The
Drawing button
opens a toolbar that controls MS Draw.
Copyrights ©
You are restricted by copyright laws as to what you can do with the images that were
created by someone else. The creator must grant you permission before you can do
anything at all with the images, so the situation varies a lot. Commercial clip art and
photos are sold, usually in collections, with permission automatically granted for
certain kinds of use. You can generally use such images to create handouts, memos,
letters, advertising brochures, presentations, and the like. But commercial images can
never be resold or given away to others in any way without specific permission.
If you copied an image from the Internet or scanned a picture, you do not
automatically have the legal right to use it yourself. Internet images are sometimes
made available by their creators for free use by all, or perhaps free for noncommercial use (meaning that you aren't to sell the image or make money with it in
any way). Unless the web site tells you differently, you must assume that the images
are NOT available for your use. (This may be the most ignored rule in the world!)
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Clip Art
The term clip art is used for drawings that are made for inserting into documents.
Some clip art collections include photos.
In the olden days, before computers, if you wanted to include an image in a document,
you actually had to clip out the picture from a sheet of images using a sharp knife or
scissors and paste it onto the paper page with real glue. A printing service would then
use a photo process to print your document. Awkward, messy, and difficult to get just
what you wanted.
Today's computer methods of including clip art in documents are a breeze in
comparison... and you don't have to handle sharp objects!
Step-by-Step: Clip Art
Start with:
to insert clip art with Microsoft Clip Gallery or Organizer
to resize an image
, flyer-World Travel Inc.doc
Selected image: Selecting an image changes many of Word's commands. This
can be quite frustrating and confusing if you don't know that you have an image
selected. For example, an image remains selected after you have imported it into the
document. You may have to click off the image somewhere to remove the selection
before you can go on to other tasks.
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Open Clip Gallery/Organizer
To help you find the right image quickly, Microsoft Clip Gallery and Clip Organizer
group images in categories/collections.
Word cannot find the Clip Gallery/Organizer or any images: The clip art
software may not have been installed or Word may be looking for the images on a CD
that is not in the CD drive.
If you do not have Clip Gallery/Organizer installed, read through the directions
anyway. In this case you will need to do the Resize an Image and Adjust to One Page
sections below later, after inserting an image from a file (the next lesson page).
1. Click on line 3, which is blank. This puts the cursor in that line. You will put
an image on this line.
2. From the menu select Insert | Picture | Clip art .
What happens next depends on your version. Click on
the link for your software version to see the next steps.
Word 97 with Clip Gallery 3.0: The Clip Gallery opens showing
thumbnails of the images you can choose from.
Word 2000 with Clip Gallery 5.0: The Clip Gallery opens showing
thumbnails of the images you can choose from.
Word 2002/2003 with Clip Organizer: The Task Pane opens at the
right with the Clip Art search pane showing
Resize an Image
Your image is usually not quite the size you want. One of the great features of modern
word processors is the ability to change the size of images in your documents.
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If you enlarge any image beyond the size it was originally created, it may look
jagged. Vector format images change size more smoothly than bitmaps.
1. Select the image in the document by clicking on it. Handles appear at the
corners and in the middle of each side.
2. Center the image while it is still selected. If
you need to select the image again, just click
on it once.
Word 97: Drag the image to the center.
Word 2000/2002/2003: Click
the Center button.
[In
Word 95 you must put a frame around your picture by
selecting the picture and then inserting a frame and then
dragging the frame. Whew!]
Word 95/97: If you accidentally double-click an
image in Word 95 or 97, you are asking Word to edit it. Your image will
be put in a new document by itself to edit. Bitmaps images must be
opened in a different program to edit them, but images from the Clip
Gallery can be modified using the tools on the Drawing toolbar. Note the
four gray corners surrounding the image.
Don't panic if this happens accidentally. Just close the new document and
you'll be tossed back to where you were.
If you switch back to your document while this editing document is open, your
image has a different look in the original document! It will print normally.
Word 2000/200/2003: Double-clicking an image opens a Properties
dialog instead.
3. Move your pointer to the bottom right corner handle until it changes to the
Diagonal Resize shape.
Dragging with a corner handle changes the width and height at the same time
without changing the proportions of the image.
4. Drag to the lower right to enlarge the image. When you let go, the image recenters (except in Word 95). Drag again until the image is about as wide as
the subtitle "Anniversary Specials". You may need several tries to get the size
right. That's normal. To reduce the size, just drag a bottom corner handle up
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and to the left.
[In Word 95 you can drag one side and then the other and then Center again, if
necessary. The image does not re-center automatically because it is in a
frame.]
The lines at the bottom of the page all popped over onto a second page
together when you enlarged the picture. But there is still some room on the
first page. What happened??
These lines have a heading paragraph style, so they will be kept together. It's
logical; a heading should not be split up.
Adjust to Fit One Page
You now have a situation to deal with. Your text has moved onto a second page and
your flyer must use just one page. Read the directions below very carefully. You will
tighten up the spacing by getting rid of unnecessary blank lines. Later you will learn
how to change some other characteristics to reduce the length of a document.
1. Delete the blank line between the last two lines of text.
2. Delete the last blank lines in the document.
3. Delete the blank line above the list of trips. Finally you are back to one page!
4. If you still have two pages, resize the graphic just a tiny bit smaller.
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5.
Save.
Flyer after inserting image - on one page again!
Image File
Perhaps you didn't find the right image in the Clip Gallery, or perhaps you want to use
a picture from another source or one that you scanned or drew yourself. How do
you get such images into your document?
Step-by-Step: Image File
to insert an image from a file
The first step will be to remove the image you just inserted (Sorry!), and import one
from your resource files.
Page 68
Start with:
, flyer-World Travel Inc.doc with suitcase image included
1. Select the suitcase image in your flyer by clicking on it.
2. Press the DELETE key to remove the image from the document.
3. From the menu select Insert | Picture | From File . The Insert Picture dialog
appears.
4. Navigate to your resource files folder (c:\My Documents\complit101\words\
by default), and select the file Luggage.wmf.
Or you can just type in the File name box the path to the file,
like c:\My Documents\complit101\words\Luggage.wmf , assuming you put
the resource files in the default location.
Page 69
5. Click on the Insert button.
6. Center the image under the title. You can check the handle in the top center
against the ruler to verify that you've got the image centered.
7. Resize the image, as you did the clip art image in the previous lesson, to be
about as wide as the subtitle "Anniversary Specials".
8. Check that you still have only 1 page. Reduce the size of the image, if
necessary, to get back to just one page.
9.
Save.
Header & Footer
Paper documents often have information at the top or bottom
that appears on every page or on alternating pages - page
numbers, chapter titles, the author's name, or the book title.
The header is the area at the top of a page that is reserved for
such text. The footer is the area at the bottom of a page for such
information. In some word processors the headers and footers
are visible all the time, just like regular text. In others they are
hidden until printing. Word half-hides them. The header and
footer are visible, but in pale gray rather than the color with
which they will actually print.
You will be using the header and footer areas to include identifying information whose document this is and what class assignment it is for. This will help you find
Page 70
your print out in the stack in the classroom printer's out-tray. It also helps you sort
your papers correctly when it is time to turn them in to your teacher.
Fields
A field is a placeholder for data that might change. The date, the current page number,
the total number of pages, and the file name are some of the fields frequently used in
headers and footers. Fields are also used in mail merge documents, where they are
replaced with information from a database that makes the document personal, like
each person's name and address.
The complete list of fields available in Word is shown in the Field dialog, on the
menu under Insert | Field...
A field may show on the screen with a gray
background. This background color will not
print.
Display in
document
You have 3 choices for this behavior, under Tools | Options |
View . You can shade the background of a field Always, Never, or
When Selected.
To have a field use the most recent values you must update the
field. Forgetting to do this can be a problem!
Update a single field : Select it and press the F9 key or right click
and from the popup menu choose Update Field .
Update field
Update all fields in a document: Select the whole document (Use
values
Edit | Select All ). Then press the F9 key or right click any field
and from the popup menu select Update Field .
Update all fields at printing: You can set your documents to update
fields automatically at printing in Options | Print .
Step-by-Step: Header & Footer
to create & view headers and footers
to insert the date with a field
to insert the page number & total number of pages with
fields
Page 71
Start with:
, flyer-World Travel Inc.doc with suitcase image included
Add a Header
1. From the menu select View | Header and Footer .
The view changes, allowing typing only in the Header or Footer. A new
toolbar appears.
2. Point to each button to see a popup tip telling you what the button is for.
3. Type your name in the Header and press the spacebar twice to insert 2 spaces.
4. Click on the Date button
on the Header and Footer toolbar to insert the
date after your name. Notice how the date is a field and has a gray background
on your screen.
The date's format will be the same as the last time the format was set. You can
change the format that the button uses, if you like, using the Date/Time dialog
box on the menu - Insert | Date/Time .
Add a Footer
1. Click on
on the toolbar to switch to the footer.
2. Type the words Word Project 1 , then two spaces and type the word Page and
then one space.
3. Click the button
to insert the page number.
4. Type a space, the word of , then another space.
5. Click the button
to insert the total number of pages in the document.
Notice that both the page number and the total number of pages are fields,
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shown by the gray background. So as the document changes, these numbers
will change when you update the fields. It's magic!
[In Word 95 you must use Insert | Field and select NumPages .]
6. Center the line with the Center button on the Formatting toolbar.
7. Close this view by clicking the Close button on the Header and Footer toolbar.
8.
Save.
Flyer with Header and Footer
Page 73
Spelling & Grammar
One of the most useful tools in Word is the spelling and grammar checker, called
spell check for short. For spelling it compares the words in your text to the words in
Word's dictionary. Of course, it won't know every word that you know or every
variation of a word. You can add words to the dictionary yourself. Just be sure they
are spelled correctly when you do! Be especially careful with names of people and
companies, which are often spelled oddly.
Word can also do a grammar check, looking for a variety of grammar errors. You
choose how picky you want Word to be. In the Options dialog on the Spelling &
Grammar tab, the button Settings opens a dialog for Grammar Settings. You choose
the level of formality you want. You can create you own Custom combination of
rules, if you like. Of course, sometimes you break the "rules" on purpose.
Marking errors: Word marks possible errors with a wavy underline, red for spelling
and green for grammar
. Right click on the a word with a wavy
line and on the popup menu you will see suggested corrections. From this popup
menu you can add a word to the dictionary by choosing Add. If you like the text the
way it is, you can tell Word to ignore the problem for this spell check session. Choose
Ignore All (for spelling) or Ignore Sentence (for grammar).
Checking automatically: You can automatically check spelling and grammar as you
type. The automatic feature is turned on or off in the Options dialog - Options |
Spelling & Grammar . Check the boxes for Check spelling as you type and Check
grammar as you type.
AutoCorrect is not the same as checking spelling! AutoCorrect recognizes certain
common typing errors, like transposing letters as in teh for the. But AutoCorrect does
not check spelling in general.
[Word 95 does not combine Spelling and Grammar as much as later versions do. It
has separate commands for spelling and grammar checking.]
Step-by-Step: Spelling & Grammar Check
Since all your typing so far has been perfect(!), for practice, you'll have to deliberately
spell something wrong!
to use check spelling and grammar with Page 74
right click menu
dialog
Status bar
Start with:
, flyer-World Travel Inc.doc with header and footer info included.
Create Errors
1. Delete the final e in the word paradise and click off the line somewhere.
2. Select the word World by double clicking it. Retype so that it is Wordl .
3. Retype the word Anniversary under the picture as Aniversary (Use only 1
n)
You will see a wavy red line underneath "paradis" and "Wordl" since they are
misspelled! You may not see the wavy line under "Aniversary". The underline
is in the way! Also note that if a green wavy line was showing under the title
for a grammar error, the part under "Wordl" changes to red. Only one kind of
error can be marked at a time!
Spelling: Right Click Menu
1. Right click on the misspelled word paradis and choose
the correct spelling paradise from the list of suggestions.
Spelling choices will appear only if a word has the
wavy red underline.
Spelling: Dialog
1. Click on
button.
the Spelling toolbar
The Spelling dialog box opens, with
suggestions for the first marked word
on the page Wordl.
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You could add this word to the custom dictionary by choosing Add. Please
don't!
Adding words to the dictionary: Be careful!! You must be completely
sure that the word is spelled correctly first! If you slip and add a misspelled
word to the custom dictionary, it is not as easy to get it out. You must edit the
file CUSTOM.DIC with Notepad or a similar text editor. The fast way to find
this file is to use Windows's Find tool on the Start menu and search for it.
Other applications may also have files with this name. You want the one in a
folder called Proof, which will be in one of several locations, depending on
your version of Word and on whether your computer is set up for multiple
users. So confusing!
When you don't want to add a word to the dictionary, but you want it
spelled this way throughout your document, choose Ignore All.
If you just want to spell your word this way in this one spot, you can make
Word ignore it only here. Click the Ignore button.
2. Correct the word by selecting the suggestion World and clicking the Change
button.
The dialog displays the next error. In Word 95/97 Word thinks the title has a
grammar error. Word 2002 thinks the subtitle "Aniversary Specials" has a
grammar error.
3. Click on Ignore All (or Resume) since is no grammar error. It's Word that is
confused. The next error is shown.
4. Select the suggestion Anniversary and click the Change button. If
there are no other errors, the Office Assistant is proud to tell you
that spelling check is complete.
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If Word spots errors in the header or footer, it changes the View so you
can see the error. If you cancel the spell check before Word has
finished the spell check, you will be left in this split screen view. To
return to Page Layout view, click on the Page Layout button at the
bottom left of the window.
Spelling: Status Bar
1. Pick a word (any word!) and retype it incorrectly and then click off the line
somewhere. (Automatic spell checking should be on, of course.)
2. Retype another word so that it is spelled incorrectly.
3. Inspect the icon in the status bar. When Word likes your spelling and
grammar, the icon will have a red check mark on it
. When there are
any questionable spots, there will be a red X
4. Double-click the spelling status icon
popup menu is displayed with suggestions.
.
. The error is highlighted and the
5. Select the correct spelling from the list. If the correct word is not in the list,
correct it yourself.
6. Double-click the spelling icon again. The next error is highlighted and the
popup menu shows Word's guesses.
7. Select the correct spelling from the list or correct it yourself.
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Review: Ways to Find Spelling and Grammar Problems:
Scroll through the document and look for the wavy underlines.
Wavy
. Green = grammar
.
Red = spelling
underlines Make corrections manually. (Automatic checking must be turned on
under Tools | Options | Spelling & Grammar for the wavy lines to show.)
Open the Spelling and Grammar dialog with the Spelling button
Dialog box or by right clicking on a word with the wavy red underline and then
from the popup menu, choose Spelling... You will be shown each
possible spelling or grammar error in turn. Choose to change it or
ignore it in this spot or to ignore it everywhere in the document.
Double-click the icon
on the status bar to bring up the first
Status bar problem in the document, with the popup menu already open. Fix the
icon
error or choose Ignore All or Ignore Sentence to ignore this problem
through the whole document. Double-click the icon again to see the
second error, and until all errors are handled.
Page Setup
There are entirely too many ways to mess up your lovely document when you try to
print it. You can waste a lot of ink and paper if you don't check your settings
carefully. First we will look at the settings in the Page Setup dialog.
The Page Setup dialog tells you about the layout of your pages - orientation, margin
sizes, paper size and such.
Step-by-Step: Page Setup Dialog
Start with:
to use the Page Setup Dialog
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Word 97/2000
Word 2002/2003
Page 79
1. From the menu select File | Page Setup .
2. Make changes, if necessary. Your settings should match those in the
illustration, which shows the default settings, in order for your documents to
look like my illustrations. You probably have noticed already if these settings
were different since your document would not look like the illustrations as you
created the flyer.
The parts of the Page Setup dialog that you will use the most are the settings
for margins on the Margins tab and for page orientation, which is found on
the Paper Size tab. You set these at the beginning of these lessons. They
should still match the dialog illustration unless you had to stop in the middle
of your work. Who knows what happened to your computer while you were
gone?? In general, it is a good idea to check these settings each time your
print. You may not spot a margins error when looking at Print Preview.
Orientation errors would be more obvious, of course.
Print Preview
In the Print Preview view, you can see what your pages will look like when printed.
Some word processors don't have a view for print preview because their normal
working view is a print preview already.
The Print Preview applies your settings for page size, orientation, margins, etc. and
lays out the page as it will actually print on the particular printer you have chosen.
Well, that's the theory, anyway. Sometimes there are still unhappy surprises.
If you always look at the Print Preview before you actually print, you can reduce the
time and ink it takes to get a good print-out.
Step-by-Step: Print Preview
Start with:
to use Print Preview
to make corrections while in Print Preview
to adjust the header/footer height
to use Shrink to Fit
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General Inspection
1. Click
the Print Preview button to change to that view. Does your
document look the way you wanted?
2. Compare your flyer to the picture of the finished version. If you find errors,
you can correct them in this same view, but you must first click on the
button in the Print Preview toolbar to toggle the pointer from
regular shape.
Zoom to its
You will not see the marks, like for paragraphs and tabs, in this view.
Header/Footer
The footer is not showing in the image of Print Preview above! This is a problem with
this printer's no-print area. (You may not have a problem with this document since
your printer is probably different from mine. You need to learn how to handle it
anyway.) You can fix that easily. The hard part is noticing that there is a problem.
Page 81
the Zoom shape, if necessary, and click on the
1. Switch the pointer back to
document to enlarge the view.
2. Check that your header and footer are showing completely in the Print
Preview. Be sure you can actually read the text. The top or bottom edge of
your characters can be cut off, which is hard to see in the reduced views. You
may need to change the zoom percentage using the menu to get the page large
enough to read.
Some word processors will warn you if you have text in a header or footer that
won't print. But sometimes your printer does not communicate well with the
word processor. So always LOOK.
3. If your header or footer doesn't show completely, you must make an
adjustment somewhere. The missing part is either in the printer's no-print zone
or you didn't set the margin and footer tall enough for your text.
How close to the edge of the paper can a printer print?
Commonly, a printer cannot print in the top and bottom 0.5 inch and the
left and right 0.25 inch of the paper. However, some commonly used
printers have different limits on the no-print area. For example, the printer
used for many of the illustrations in these lessons was an HP500C, which
has no-print areas in the top .33 inch and the bottom .67 inch. You must
check this out for each printer that you use.
Margin includes the no-print area and the space you need outside the text area
for the header and footer plus any additional blank space you want around the
edges of the paper. The header or footer must fit inside the margin but cannot
be in the no-print part. Tricky!
On the printer used in the illustrations, the footer did not show in the Print
Preview at this point. The footer and/or margin needs to be resized.
Resizing header or footer area
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a. While in Print Preview or Layout view, from the menu choose View |
Headers and Footers .
If you can't see your footer on the screen, switch to the footer with the
button on the Headers and Footers toolbar.
b. Move your pointer to the line between the white and gray areas at the
bottom of the vertical ruler. The pointer shape changes to the Vertical
Resize shape.
c. Press your left mouse button down but don't release yet. A line pops up
across the bottom of your page.
d. Drag upwards until the vertical ruler nearly shows a 1 in the white area at
the bottom. You have increased the footer's height to nearly 1 inch, the
distance of the footer from the edge of the paper. It should now be in the
printable area.
e. Check for success by closing the Headers and Footers toolbar. If you are in
Layout view, go to Print Preview. If you are in Print Preview already,
switch to another view and then back to Print Preview. This will refresh the
screen.
f. If the footer still isn't showing in the Print Preview, drag upwards a little bit
again on the ruler and then refresh the view by exiting Print Preview and
returning to it. Keep trying until you get the footer space to the size you
need.
Another technique to move your header or footer into the printable area:
Use the Page Setup dialog to change the settings for Header and Footer
distance from the edge of the paper. You can't actually see the effect within
the dialog box. (What a pain!) You must close the dialog and see if your
change fixed things. Most of the time it will be easier to use the ruler since
you can see the effect of your changes.
Page 83
Verify Formatting
1. Inspect the formatting of your text while in Print Preview.
You cannot tell for sure if the formatting is correct.
Click the
pointer shape to
Help button on the Print Preview toolbar to change the
and then click on a part of the document.
A popup box shows you the formatting that has been applied to this part both the underlying paragraph style as well as the formatting you added
directly as paragraph, character, and font formatting. This is very helpful when
you want certain parts to be a certain style or you want certain parts to be
styled the same.
The Task Pane switches to show the Reveal Formatting pane. The pane
shows the styles applied as well as the formatting you applied yourself. The
pane will change to show the details for whatever you select in the document.
Click on the
Zoom button when you need to change the cursor to the
editing cursor for several tasks, or click
Context Sensitive Help again.
Page 84
Word 2003 does not have the
Help button. You must open the Reveal
Formatting pane yourself. Format | Reveal Formatting, or the key combo
SHIFT + F1, or select Reveal Formatting from the drop list of panes at the top
of the task pane.
2. Turn off the format help, or close the Task Pane.
(Click the button again or press the ESC key to turn off the format help)
3. When you are satisfied with the layout of the page, check the number of
pages in the document by looking at the numbers on the Status bar. You
should have 1 page in this document. Changing the footer may have put those
last lines on page 2 again. <Sigh!>
4. Reducing length by one page: If your document has run over onto an extra
page, you have several choices. Use whichever suits your situation best.
• Print only the first page, if only blank lines are on page 2.
•
Use
the Shrink to Fit button. When there is not too much extra, or
when the problem is width rather than length, this can work well. The
size of everything on the page - text and graphics - will be reduced so
that it all fits into one page less than before. Text may get too small to
read in some cases.
Page 85
•
Edit the document so that it is not so long, which is what you did
previously. You can make blank areas smaller or revise your text or
make images smaller.
Printer Settings
There are 3 dialogs that control how your printer prints.
Print: Has controls for choosing which printer to use, what pages to print, how many
copies to print, whether to collate the pages.
Printer Properties: Has the controls for that printer's particular features. A color
printer will have a way to choose color or black and white only. There may be a
choice for photos.
Options | Print: The Print tab on Word's Options dialog has a number options that
affect how your Word document will print.
The Print button
on the Standard toolbar in Word uses the current settings and
starts printing immediately. You do not get the chance to see what those settings are.
Instead of using the button, use the Print command on the File menu unless you are
VERY sure what Word will do.
Step-by-Step: Printer Settings
Start with:
,
to use the Print dialog
to use the Properties dialog for your printer
to use the Options | Print dialog for Word
flyer-World Travel Inc.doc completed
Save
1.
Save the document. It is a very good idea to save your work before
printing. Sometimes computers lockup during the printing process. This would
lose your document entirely. Of course, you should be saving it all along as
you create it, too!
Page 86
Printer dialog
1. From the menu choose File | Print... The Windows Print dialog box
appears. You may have more than one printer to choose from, especially if you
are on a network. What you will change the most often here is the Page Range.
This dialog changes a bit, depending on the application. For some applications
you can choose to print just the selected text. In some browsers you can
choose to print just a single frame.
2. Select the printer at the top from the Name: list.
3. Select All under Page Range and 1 copy.
4. Click on the Properties button at the upper right to see the settings for the
particular printer.
Printer Properties
This dialog box is different for different printers. Commonly you will at least be able
to set page orientation, the type and size of paper, the color and quality of the
printing.
Page 87
The values shown ought to agree with what you set in Page Setup, but sometimes
printers and word processors have trouble communicating. Check to see how well
yours get along. Probably you will find that they agree, so you'd only have to look in
one place. But if you forgot to look earlier, here's another spot to look.
1. Make changes, if needed. Colored ink is much more expensive than black and
the printing is slower also. Be sure you have permission before choosing to
print in color.
2. Click on OK to close the Printer Properties dialog.
Options | Print
1. Back in the Print dialog box, click on the Options button. The Options dialog
opens to the Print tab.
Your settings should match the illustration.
Page 88
Using Background printing allows you to work on other things while the
computer sends information to the printer. With this box unchecked, you
would have to wait for the printer to finish before you could do anything else!
Reverse print order is a useful option for some printers. A page printed by
most ink jet printers comes out of the printer face up, so the ink has a second
to dry before anything touches it. (Pages come out of a laser printer face
down.) This puts the first page printed underneath the next one. You have to
resort the whole stack to get page one on top. This is not much of a problem
for 2 or 3 pages, but it's a real pain for 20 or 30, especially if the pages are not
numbered!
Print
1. Click on the OK button to close the Options dialog.
2.
Back in the Print dialog, click on OK and the print job will start.
You may see a message from your printer or from the network about the status
of your print job. The printer icon will appear in the Tray. If several computers
share the same printer, your print job will have to wait its turn in the queue.
(Ask your instructor or network guru how to view the list of print jobs to see
where yours is in the waiting list.)
Page 89
Do not close your document until your print job is finished and you have
checked it for errors!
3. Collect your printed document from the printer's out tray.
4. Check for errors.
5. If all is fine, close the document and close Word. If prompted to save the
document, say Yes. (That means Word thinks you made a change since the last
save. Even a click counts. Did you click inside the document after saving last
time?)
6.
Backup your Class disk. (Copy all the files on the Class disk to the
Back disk.) Make it a habit to have 2 copies of your documents. When one
copy gets trashed, it won't be quite such a disaster if you have a backup copy.
Summary
Summary of Word Project 1: Word Basics
In this project you first learned about the parts of the Word interface - the toolbars and
buttons, rulers, the way documents display, and how to navigate a document. You
used Help and practiced with AutoFormat and AutoCorrect. You saw what the default
paragraph and character styles do. You learned to select the text you wanted. You
then created an actual document. Your announcement flyer used the basic features of
Word - selecting a paragraph style, font, font size, font style, color, shading, borders.
You inserted clip art from the Clip Gallery and then from a file and resized it. You
learned to check spelling and grammar and to preview before printing. All in all,
you've learned a lot!
Page 90

working with words - School of Computer Science

Transcription

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