Word Level 1: Getting started with Word XP for students
Practical workbook
Aims and Learning Objectives
By the end of this course, participants will be able to: create, open and save Word documents; edit and format documents; modify the page setup; understand printing options.
University of Bristol Information Services wordxp-ss1
Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Document information
Course documents and files
If you are using this document in a training room in the Computer Centre, the practice files are stored in the folder C:\ User \ Students \ Word XP. If you are using this document for self-study, the practice files associated with this document (document number wordxp-ss1) are available from the following URL: www.bristol.uk/is/learning/courses/studentcourses/resources-wordprocessing.html. You will see a link to Practice files. This contains the files you need to work through the course notes. In Internet Explorer you extract the files as follows: Click on Practice files; Choose Save. Browse to where you want to save the file and click on Save (the practice files are grouped together, and you need to extract them to be able to use the individual files); Go to the file you have just saved, and Open or Run it to show the Self-extracting Archive box; Select where to extract (save) the files on your system using the browse button (as shown opposite); Click Start to save the files.
Related documentation
Other related documents are available from the web at: www.bristol.uk/is/learning/courses/studentcourses/resources-wordprocessing.html.
For preliminary help with computers see: www.bristol.ac.uk/is/learning/documentation/docs-by-category.html#win
Word Level 1: Getting started with Word XP for students (August 06) www.bristol.ac.uk/is/learning/courses/studentcourses/word-ss1/word-ss1.doc If you have any comments or queries about this document mail iser-docs@bristol.ac.uk. This document may be used wholly or in part by the academic community, providing suitable acknowledgment is made. It may not be used for any commercial or profit-making purpose without permission. © 2006 University of Bristol. All rights reserved.
Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Introduction
This Level 1 course aims to give you a good introduction to word processing using Microsoft Word XP (2002). It is designed to help students get started with Word XP and to have confidence in the basic word processing skills you will need for your written work. The course is aimed at beginners but may also be useful as a refresher. Even if you have been using Word for some time, you may learn new skills or find more effective ways of doing things. This course should give you a good foundation before learning more advanced Word skills later.
Next steps
The follow-on course after this one is Word Level 2: Word for assignments.
Prerequisites
Familiarity with the mouse - Know your mouse (document number mouse-t2) Familiarity with the keyboard - Know your keyboard (document number keyboard-r1) Familiarity with the contents of Beginners guide to word processing (document number wp-t1) and Beginners guide to Windows (win-i5). See the Related Documentation section in the inside front cover for the location of these documents, or ask for help at the Computer Centre Help-desk.
Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Contents
Document information Task 1 The Word screen .................................................................................... 1 Starting Word................................................................................... 1 The Word screen ............................................................................. 1 The task pane .................................................................................. 2 The menu bar ................................................................................... 2 The toolbars ..................................................................................... 3 Starting and saving a new document ................................................... 4 Starting a new document ................................................................ 4 Saving a document and managing your files ................................ 5 Closing, opening, re-saving and navigation......................................... 7 Closing a file .................................................................................... 7 Opening an existing document ...................................................... 7 Re-saving the file ............................................................................. 7 Moving around the document......................................................... 8 Selecting text .......................................................................................... 9 Selecting specific parts of a document ......................................... 9 Formatting text ..................................................................................... 10 Character formatting ..................................................................... 10 Paragraph formatting .................................................................... 11 Copy, move and delete text ................................................................. 13 Cut, copy and paste commands ................................................... 13 Cut and paste................................................................................. 13 Copy and paste .............................................................................. 14 Delete a block of text ..................................................................... 14 Page setup ............................................................................................ 15 Setting the margins ....................................................................... 15 Paper size and orientation ............................................................ 16 Spelling and grammar checking ......................................................... 17 Print preview......................................................................................... 19
Task 2
Task 3
Task 4 Task 5
Task 6
Task 7
Task 8 Task 9
Task 10 Print options ......................................................................................... 20 Task 11 Nice to know extras (if time) ................................................................ 21 Numbered lists .............................................................................. 21 Bulleted lists .................................................................................. 22 Status bar, overtype and insert mode .......................................... 23 Task 12 Getting help .......................................................................................... 24
Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Task 1 The Word screen
Objectives Introduction to the Word screen, menus and main toolbars.
Starting Word
1.1 To open Word, click the Start button on the task bar (bottom left of screen). Point to Programs, then across to Microsoft Office XP from the list of programs, then click on MS Word. (Depending on the PC set-up, you may not need the Microsoft Office XP step).
The Word screen
2 3 4 4 1
7 6
5
8
Figure 1 - the Word screen
1 2 3 4 5 6 7 8
Window controls The Title bar The Menu bar The toolbars The ruler The text area The cursor Scroll bars
Control the size of the window (Minimise, Restore Down / Maximise, Close) Shows the document title and document type Dropdown menus, or lists of Word commands Sets of icons (buttons), shortcut menus and shortcut commands Shows margins, tabs and indents The page or working area in which to type or create the document A flashing bar (the insertion point) shows where text is about to be typed Used to move quickly around the document
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
The task pane
The panel on the right is the task pane. This is an XP (2002) feature. The task pane changes according to the current task. The New Document task pane allows you to: open existing documents (listing the last 4 used); start new documents from scratch; use a template. 1.2 Note Close the task pane now, by clicking the X in the top right corner of it. Other task panes can be chosen from the dropdown arrow at the top. To re-open the task pane, go to View menu and click on Task pane.
The menu bar
1.3 Click on the File menu with the left mouse button. You will see a dropdown list of commands and functions.
Figure 2 - menu bar showing file menu
If you hold the mouse pointer still for a few seconds, the full list is shown, OR: click the double arrow at the bottom, to show the full list. Use the on the keyboard, or the mouse, to highlight each option in turn. A small ► to the right means there is a sub menu. To perform a command: While it is highlighted, click the left mouse button. To close the menu, click elsewhere on the screen.
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
The toolbars
The two main toolbars are the Standard and Formatting toolbars (as below). The icons (small symbols) offer shortcuts to many Word functions. 1.4 Point the mouse pointer at an icon, and it becomes an arrow. After a moment a ‘help bubble’ appears, to say what the icon does. You would click the left mouse button to perform the action. You can move off an icon without performing the action by holding down the left mouse button while you move off it.
Figure 3 - the standard toolbar
The Standard toolbar offers shortcuts for many of the editing commands found in the menus, such as new document, open file and save file.
Figure 4 - the formatting toolbar
The Formatting toolbar offers formatting commands also found in the menus, such as bold, center, bullets and indents. Note Word 2000 and Word XP (2002) show the two main toolbars sharing one row. This means not all the tools are visible. For more tools, click the double arrow at the end of each toolbar. Recently-used icons stay on the main toolbar.
To show the full toolbars on two rows
It is easier to have all the icons showing at once, especially while learning. 1.5 Click the tiny arrow for Toolbar Options, at the far right end of the toolbar:
Click Show Buttons on Two Rows:
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Task 2 Starting and saving a new document
Objectives Comments To open a new document, begin typing, and save the document. A document must be saved correctly so that you can find it again later.
Figure 5 - new, open, save icons
Starting a new document
2.1 Click the New document icon (as above), or go to File / New.
Typing
First, read the following guidelines: The flashing ‘I’ Insertion Point (or Cursor) shows where text will be inserted. You can use the mouse or the arrow keys to move around the screen. The key creates a new blank line or paragraph. When typing, you do not need to press at the end of each line of text. It will automatically move on to the next line. Use the key to start a new paragraph. Press it once to make a new line and again to leave a clear line between paragraphs. and the appropriate letter key produces a capital letter. and the appropriate key also types the upper character, where two characters share one key (eg the * above number 8). 2.2 Begin typing: type your name on the first line and press the key twice; type your home town and country on the next line and press the key twice; type a few lines of text. (Remember not to press key at the end of each line).
Deleting text
2.3 Left-click with the mouse immediately before or after the character you wish to delete. (If needed, you can use the keys for accuracy.)
Press the key (the one below ) to delete characters to the left of the insertion point, or (the key) to delete characters to the right. To delete a block of text, select it first, then press . If you change your mind, press the Undo icon (see right) immediately. This will undo the last action. Redo will redo the action that has just been undone. Warning!
Undo
Redo
When text is selected, any key you press will delete and replace that text!
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Saving a document and managing your files
The first time you save a new document you need to choose: What to call the file, the file name. Choose a name that will help you identify the file later. Where to save it, the file location. This may be the directory, folder, disk or memory stick where you want to store it. Remember (or write down) where you save it, to help you find it later. 2.4 Go to File / Save As. The File name is already highlighted. Word may suggest a filename but you can delete or type over this, to replace it. Type the file name Task 2 for your file (as shown below, Figure 6). If you make a mistake, use the key to delete. You do not need to type .doc after the name. This file extension is added automatically to a Word Document file type.
Figure 6 - Save as: the file name and file type
Under Save in: either click the My Documents icon if you wish to save it into this directory (see Figure 7) OR:
Figure 7 - Save in: choosing to save into My Documents
Use the Save in: dropdown arrow to the right, to choose the directory and folder where you wish to keep the new file (see Figure 8). In the training room use: C: \ User \ Students \ Word XP.
Figure 8 - Save in: choosing another file location
Click OK. The document is saved. Your new filename will now appear in the (blue) title bar at the top of the screen.
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Save regularly
2.5 It is good practice to save your work regularly. If there was suddenly a power cut or computer problem, you could lose any unsaved changes to your work. Click the Save icon (see right) or go to File / Save. Once a file has been saved before with a filename and location, clicking Save will simply replace the last saved version, in the same location. (You may not see anything happen.) Use Save to re-save the file with any changes made since the last time it was saved.
Managing your files
Remember you can only have one file with exactly that file name in exactly the same location - although it is possible to save copies of the same file into different locations, or to save another version by giving a file copy a slightly different name in the same location. It is a good idea to save back-up copies of any important files in this way.
Making a back-up copy
It is also good to save a second copy of any important document in case you accidentally lose it, mess it up, or need to revert to an earlier version for any reason. Go to File / Save as from the menu. To create another version of a file, either: Slightly change the filename, OR: Change the location: click the dropdown arrow next to the Save in box and find (for example): drive K (see Note below). Choose (or create) a different folder. Click Save. You can also save it onto a floppy disk by choosing: Save in: 3 ½ Floppy (A:) Check this web page for further information: www.bristol.ac.uk/is/computing/applications/filestore/faq.html Warning! Make a back-up copy, and save your files regularly, or you risk losing hours of work!
Note
The following may not work from the training room, but should be used normally: The safest place to save your files is in your personal University network space: (drive K). This appears as: homes on 'cufs1.bris.ac.uk' (K:). The University network drive is backed up regularly. This is intended as a safety net in case of system failure on the PC (eg hard disk fails, becomes corrupt, etc).
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Task 3 Closing, opening, re-saving and navigation
Objectives Comments To close a file, open an existing document, re-save it with another file name, and explore the navigation keys to move around the document. This task uses a file called Visit Britain.doc. This is a plain, unformatted text document. In the next few tasks you will edit this to change the ‘look’ and try out different kinds of formatting.
Closing a file
3.1 If you have a document open on the screen, go to File / Close, OR: click the X in the top right corner of your screen.
Opening an existing document
3.2 Click the Open icon (as shown opposite); OR: go to File / Open, OR: in the task pane, click on the More documents icon (see right).
Figure 9 - opening an existing file
3.3
Click the dropdown arrow at the end of the Look in box (see above).
Click on C:\ (HARD_DISK (C:) as above) to open the C: drive. From the folders below, double-click on User \ Students \ Word XP to open each folder. Double-click on Visit Britain.doc to open it, (OR: click the filename once to select it, and click Open). The document will appear, and its name will be in the title bar at the top of the screen.
Re-saving the file
3.4 Before changing anything, save a copy of the file with a new name: From the File menu, choose Save As. Check the pathway is still: C: \ User \ Students \ Word XP. In the File name: box, type My Britain and click Save. This makes a copy of Visit Britain.doc, now called My Britain.doc, to work with. The original file will remain unchanged.
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Moving around the document
3.5 Try moving around a document using mouse, scroll bars and navigation keys:
Scroll bars
Figure 10 - scroll bars - bottom edge and right edge of document area
3.6
The Scroll bars are used to move quickly around the document. Clicking the arrow at each end of the scroll bar moves up or down the document one line at a time (vertically) or across a small distance (horizontally). Clicking in the space between an arrow and the scroll bar button, moves the screen one window at a time. Dragging the scroll bar itself scrolls through the document.
Clicking the double arrows moves up or down by a whole page.
Navigation keys
3.7 Spend a few minutes using the following keys to navigate around the document.
one character left or right / one line up or down one word to the left one word to the right one paragraph up one paragraph down one screen up or down, through the document top of next page in the document bottom of next page in the document beginning or end of the current line beginning or end of the document
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Task 4 Selecting text
Objectives Comments To learn to select (highlight) specific text. To change a specific word, paragraph or block of text, we need to select the text first. We can use the mouse or keyboard to select text. A selected area has a black background with white text. While text is selected, we can type over, delete, move or copy it. We can also change the font style, size, colour etc.
Selecting specific parts of a document
4.1 Move the mouse pointer until the I-beam is at the beginning of the text you want to select. Click and hold down the left mouse button, dragging the mouse until you reach the end of the text you want to select, then release the mouse button, OR:
Click at the beginning, hold down the key, click at the end of the selection, and release the key.
Mouse shortcuts for selecting text
4.2 Spend a few minutes trying the following: To select a word: To select a sentence: To select a line of text: To select a paragraph: Double-click anywhere in the word. Hold down the key and click anywhere in the sentence. Move the pointer to the left of the line (in the margin) until the pointer becomes a white arrow. This is the selection bar. Click once to select line. Move the pointer to the left margin of the line until the pointer changes to a white arrow. Double-click.
To de-select all the text quickly, click away, elsewhere on the screen.
Keyboard shortcuts for selecting text
4.3 Place the cursor at the beginning of the text you want to select, and do the following: To select a character: To select a word: To select a paragraph: Hold the key and press the left or right arrow key. Hold and press the left or right arrow key. Hold and press the down arrow key.
If you have selected too much, press the opposite arrow key to the one you are using while still holding , to reverse the selection. To select the whole document: Hold and press the key. To de-select all the text quickly, press one of the navigation arrows. Warning! When text is selected, any key you press will delete and replace that text! If this is not what you intended, use the Undo icon (see right) immediately.
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Task 5 Formatting text
Objectives Comments 5.1 To understand the difference between character formatting and paragraph formatting, and to use these to improve the style and presentation of the text. This will include using Formatting toolbar icons, and the Format menu. Work in your file My Britain.doc (as created in Task 3.4). This file is unformatted, so rather dull to look at:
Figure 11 - document before formatting
We can apply formatting to improve the look and readability of the document. There are two types of formatting: character formatting (applied to selected characters) and paragraph formatting (applied to whole paragraphs). Each type affects different things:
Character formatting
Character formatting can be applied to selected, individual characters or blocks of text. We can use the Formatting toolbar (see Figure 12) to change: font (e.g: Times New Roman, Arial, Comic Sans MS) point size (e.g: 11, 12, 14) emphasis (e.g: bold, italic, underline)
Figure 12 - character formatting from the toolbar
Format the body of the text
5.2 To start, this document is in Times New Roman. To change it all to Arial: First select all by pressing the keys. Click the down arrow for the Font box (currently Times New Roman) and choose Arial from the list. With the text still selected, click the down arrow for the Font Size box (see right) and select 11. Click away (in white space) to deselect the text and see the effect.
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Format the heading
5.3 Select the heading: Visit Britain. Choose another font, if you wish (the one used below is Trebuchet MS). Make it bigger (eg size 14) and bold.
Add emphasis
5.4 Select any other areas of text that you would like to change (as shown below) and try the following: Bold Italic Underline
Figure 13 - document with some character formatting applied
Format / Font menu (optional)
5.5 The Character formatting used above, plus further options, can be applied from the Format / Font menu. If you have time, select some text and try this out.
Paragraph formatting
Further changes can be made using Paragraph formatting: 5.6 In Word, a ‘Paragraph’ is defined as any amount of text ending with the key being pressed. It may only be one word, or line of text! This reveals ‘invisible’ formatting codes on the screen only (that do not print). Wherever the key has been pressed, this shows as a: ¶ . 5.7 In Paragraph formatting, there is no need to select all the text. Just click in the paragraph to change: alignment - left, centred, right aligned, or justified (straight edge to both margins); line spacing.
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To show this, click the Show / Hide icon (see right) on the Standard toolbar:
Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Aligning paragraphs
These four icons from left to right are:
Figure 14 - align left, center, align right, justify
5.8
Click anywhere in the title Visit Britain. Click the Center icon.
Click in the web address paragraph and try the Align Right icon. Click in some of the longer paragraphs. Click the Justify icon. The document may now look similar to Figure 15:
Figure 15 - document with character and paragraph formatting applied
Compare it with the first (unformatted) example in Figure 11 to see the benefit of formatting your documents.
Line spacing (optional)
5.9 This icon is:
Figure 16 - line spacing icon
Click in one of the longer paragraphs. Click the arrow of the Line Spacing icon (as above). Change the line spacing to 1.5:
Figure 17 - line spacing options 12
Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Task 6 Copy, move and delete text
Objectives Comments To copy or move selected text to another place in the document, and to delete text. Windows has an area called the Clipboard where items can be stored temporarily. Selected pieces of text (and other items such as pictures or tables) can be copied to the clipboard and then inserted elsewhere. In Word XP (2002) the Clipboard appears as a task pane once you have copied or cut two or more items. It can store up to 24 items, taken from Microsoft Office applications or the web browser.
Cut, copy and paste commands
Figure 18 - cut, copy and paste icons
You can use the menu, toolbar or keyboard for these tasks: To do this: To cut text: To copy text: To paste text: Menu: Edit / Cut Edit /Copy Edit / Paste Toolbar icon: Cut Copy Paste Keyboard:
Cut and paste
6.1 To cut a block of text from one place, and paste it to another: Select a paragraph of text. Click the Cut icon. This cuts the text from here, and places it on the clipboard. Click in the document where you would like the text to go. Click the paste icon. This inserts the text from the clipboard. Select and cut another paragraph, to add it to the clipboard. Note The Word XP clipboard pane should appear once you have cut or copied two items (see Figure 19). Hover the mouse-pointer (point without clicking) over each clip. Clicking on any item will paste it into your document at the position of the cursor. Clicking the arrow on the right allows you to paste or delete it:
Figure 19 - the Word XP clipboard 13
Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Click (in the document) where you would like the next clip item to go. To re-insert it, click on the appropriate item on the clipboard. Save your document.
Copy and paste
6.2 Make sure you have saved your document. Use Copy and Paste to copy some text to another place in the document:
Select some text and try using the Copy and Paste icons.
Delete a block of text
6.3 Save the document, and try out any of the following methods: Using the mouse, select some text and click the Cut icon. Using the mouse, select some text and go to Edit / Cut. Select some text and press the or key. Undo your deletions using the Undo icon (shown right). Warning! When you cut text using the Cut icon, , or Edit / Cut, the original text is deleted from the document but remains on the clipboard temporarily, up to 24 items. When you cut using the or keys, the text is lost. Click the Undo icon immediately, to restore accidentally deleted text.
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Task 7 Page setup
Objectives Comments Note To set the page margins, page size and orientation. Page setup defines the size of paper, margins and orientation (portrait or landscape) for the document. If a document has more than one section, it can be set up differently for each section (this topic is covered in the next level Word XP course).
Setting the margins
7.1 Use the file My Britain.doc. Go to File / Page Setup and the Margins tab:
Figure 20 - page setup – changing the margins
Click in the Top margin box and type 2.54 (if it is not already there). Press the key to move to the next box (Bottom) and again type 2.54. Tab again and make the Left margin 3 cm and the Right margin 2 cm (as above). You could also use the up or down arrows, but typing is more precise. Note If your settings are in cm you can still use inches by typing " after the number. Or if settings are in inches, you can still use centimetres by typing cm after it.
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Paper size and orientation
7.2 Still in File / Page Setup, click on the Paper tab. Try changing the Paper Size using the drop-down arrow and scroll bar:
Figure 21 – changing the paper size
When you change the paper size, the measurements will automatically change, as shown in the Width and Height boxes. Set it back to A4 (which is the default).
Orientation
From the Margins tab, try changing the Orientation to Landscape and see how it looks in the Preview box (as shown below).
Figure 22 - changing the page orientation
Set it back to Portrait (which is the default) and click OK.
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Task 8 Spelling and grammar checking
Objectives Comments To use Spell-check to find and correct any spelling or grammar errors. To make sure the spelling checker is using the English (UK) dictionary, select this first in: Tools / Language / Set Language. Open the file: C: \ User \ Students \ Word XP \ Planets.doc. Word has two ways of checking spelling and grammar: Checking as you write and checking the whole document.
8.1
Checking as you write
8.2 As you type, any spelling or grammar errors are underlined: a red line for spelling, or green for grammar.
Point to a red-underlined word, and right-click. From the suggestions offered, either: Select the correct spelling (if given) OR: Click Ignore All (for all occurrences in the document) OR: Click away (to close the box) and edit the word yourself. 8.3 Right-click one or two examples of grammar-checks to see Word's suggestions for improvement, but do not make any changes. (You can un-tick this option if not required, in the: Tools / Options / Spelling & Grammar tab.)
Checking the whole document
8.4 Click the ABC ✓ icon (see right):
Figure 23 - spelling and grammar dialogue box
Spell check will find any words it doesn't recognise one by one, and suggest replacements.
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
If you want to keep your word as it is, click Ignore Once (or Ignore All, for all occurrences in this document). If the word is miss-spelt, select the replacement, or edit the word yourself. Click Change (for this time only) or Change All (for all occurrences in the document). Warning! Spell-check does not find words that are recognised words (ie in its own dictionary) but wrongly used, eg: there / their or for / four. Always read through your work thoroughly, to spot any errors of this type.
Setting spelling and grammar options
8.5 Go to Tools / Options / Spelling & Grammar tab. The following are usually set as the default, but it is good to know the range of options available. These include: Check spelling as you type Check grammar with spelling. Hide spelling errors in this document Hide grammatical errors in this document.
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Task 9 Print preview
Objectives Comments To explore some of the Print Preview options. Using Print Preview before you print saves time and paper!
Print preview
9.1 Use the Print Preview icon (see right) to check how your work will look when printed. (Or go to File / Print Preview). From the Print Preview toolbar: Click the magnifier icon, then on the page, to zoom in:
Figure 24 - print preview, magnifier icon
If your document has more than one page, click the Multiple Pages icon, to choose how many pages to view together:
Figure 25 - print preview, multiple pages
If you need to reduce the number of pages for the document, you can click the Shrink to Fit icon:
Figure 26 - print preview, shrink to fit
This will automatically reduce the font size of the document, to make it fit into fewer pages. (Very useful if your document is just slightly over one page, for example.) Use the Close button to close the Print Preview window and return to previous view.
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Task 10 Print options
Objectives Comments To explore Print options. Choosing File / Print gives you the most options and control over printing, while clicking the Print icon simply prints one copy of the document at current settings.
Full print options
10.1 Go to File / Print.
Figure 27 - print dialogue box
Options include: Printer - which printer you wish to use, and its properties; Print Range - All, Current page, Pages chosen (eg, 1,3,6,11 or 3-5), or Selection (if you have selected part of the document first); Copies - total Number of copies to print, and the option to: Collate - (print a whole set at a time) or not collate - (print all the copies of page 1 first, then all of page 2, etc); Print - All pages in range, or just odd or just even pages; Zoom - to print more than one page per sheet.
Quick print
10.2 If you wish to print one copy of the whole document just as it is, without changing any print settings, click the Print icon (see right) on the Standard toolbar.
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Task 11 Nice to know extras (if time)
Comments The following tasks may also be useful to know. You can try them now if you have time, or have a quick look and keep for future reference.
Numbered lists
11.1 Lists can be numbered automatically. Using this feature, if you add or delete an item, the others will be re-numbered.
Open C:\ User \ Students \ Word XP \ Bristol lists. It contains two lists. Select all items on the first list (Bristol Activities) and click the Numbering icon:
Figure 28 – numbering icon
Click away (in white space) to deselect the list. The list should now look like this:
Figure 29 - a numbered list
To remove one of the numbers:
Click one of the items in the list, then click the Numbering icon again. You may need to click the Increase Indent icon (below) to bring the text back in line with the rest.
Figure 30 - increase indent icon
Notice the list has now been re-numbered automatically. To number the item again, click in it and click the Numbering icon to turn it back on.
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Bulleted lists
11.2 Bullet points can also be added to a list automatically. To add bullets to a list: Select the second list (Places to Visit) and click the Bullets icon.
Figure 31 - bullets icon
Click away (in white space) to deselect the list. The list should now look like this:
Figure 32 - a bulleted list
Try removing the bullet point from one or two items, as above. Remember to use the indent icon if you need to realign an item.
Change the style of your numbers or bullets
11.3 To change the style of the bullets or numbers: Select the list. Go to Format / Bullets and Numbering. On the relevant tab (Bulleted or Numbered) select the style you wish, and click OK.
Figure 33 - formatting the bullets and numbers
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Status bar, overtype and insert mode
11.4 The Status bar at the bottom of the screen shows:
Figure 34 - status bar
The position of the insertion point in the document the Page number, Section number, Line and Column number. The Language in use, for spelling, eg English (UK) or English (US). The Language can be changed in Tools / Language / Set Language. If other facilities are active, such as OVR (overtype mode). In OVR, typing replaces existing characters on the screen. If you double-click OVR on the status bar it becomes bold, to show it is turned on. Try typing now, your typing will replace the text in front of it. Double-click again to turn it off. Pressing the key (above the key) on the keyboard does the same thing, and is easily done accidentally.
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
Task 12 Getting help
Objectives To learn to use the Microsoft Word Help options.
The Office Assistant
12.1 As an example, use Help to find out how to use the Zoom function: Click the Microsoft Word Help icon on the Standard toolbar (see right): The Office Assistant appears (by default, an animated paper clip).
Figure 35 - the Office Assistant
In a speech bubble, the text ‘Type your question here’ is already selected. Type your topic (in this case Zoom) and click Search. A list of related topics appears. Select: Zoom in on or out of a document. (You may need to click the See more arrow, to find this topic). A new Help window appears on the right of the screen. Read the information given, and try out magnifying or reducing the text. Close the Help window.
What’s This?
The What's This? command in the Help menu allows you to point and click at something on the screen to find out what it does. 12.2 Go to Help / What's This? The mouse pointer now has a ? attached to it: Point and click on the ABC ✓ icon to find out what it does. Read it, then click away. You can also use What's This? at any time by pressing . Press again to cancel it.
To change the Office Assistant
12.3 To change the Office Assistant from the paperclip to another character: Right-click the Office Assistant (eg animated paperclip). Select Choose Assistant. Click through the Gallery, to choose a new Office Assistant.
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Word Level 1: Getting started with Word XP for students (wordxp-ss1)
To hide or show the Office Assistant
12.4 To hide the Office Assistant, right-click on it and choose Hide. To show it again, go to the Help menu and choose Show the Office Assistant.
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