Microsoft Word Tools by uup11454



                                           Microsoft Word Tools

 Check                      Copy
                                    Undo         Align

                                                             Right Align
          Font Style
              Font Size
                                       Italics           Underline

                       Text Box

I. Setting Up the Page

All margins must be set at one inch. To do so:
                                                             2                        3
1. Click on file Page Setup
2. Click on the Margins tab.
3. Use the up or down arrows by the words Top, Bottom,
Left and right to set the numbers to 1”.
4. Click ok.

Setting up Columns
To divide your newsletter into columns
1: Click on Format columns
2. Select the number of columns you need (usually 2 is enough)
3. Click on OK
4. You won’t see any major changes in your page until you try to type. The text will only go half way across
the page.

Placing Newsletter Title, Date, etc. in Header

Creating a header-
1. Click on View Header
2. A box will appear at the top of the page. It will be labeled Header. A box will appear at the bottom of the
page that is labeled Footer.
3. You should see the flashing cursor in the header box.
4. Type your title in the header box. You can change the font, size, etc. as well as center text if necessary.
5. Determine whether you wish to place your
page number in the Header or Footer.
6. Click in the appropriate box.
7. Click on the word Insert at the top of the screen.
8. Click on Page Numbers.
9. In the box that appears, select your alignment (right, left or center)
10. If you do not want the number to appear on the first page, click in the box to remove the check.
11. Click OK.

Selecting a Font

To Change your font
1. Click on the down arrow beside the font box.
2. Scroll up or down to locate your desired font.
(Remember to stick with the types listed above and
in your packet.)
3. To change font size click on the down arrow
beside the font size box. Click on the number 12.
                                                                                          1          3

You may choose to italicize words for emphasis.
1. Highlight the words you wish to italicize.
- Click at the beginning of the word or phrase you wish to
-Hold down the mouse button and slide the mouse over until
all words are covered by a black bar.
2. Click on the Italic button.

II. Basics

Spelling and Grammar
Word comes with a feature that assists you in fixing spelling or grammatical errors. But- USER BEWARE.
You have to pay close attention to the suggestions it gives you because it may not be what you wanted.

Words in green                                                             Ignore means don’t change
indicate possible
grammatical                                                                Ignore All means not to
errors.                                                                    change every occurrence of the
                                                                           same item.
Words in red
indicate possible                                                          Change means to fix the item.
spelling errors.

                                                                            Change All means to fix the
                                                                            item each time it occurs.

After typing your document, click on the Spelling and Grammar icon (ABC√ ).
As items appear on the screen if they are correct click Ignore. If they are incorrect, look at the suggestions
given at the bottom of the box. Click on the correct word or phrase or you can fix the error by backspacing the
incorrect word and retyping it in the top box. Then click on Change.
It will let you know when it is finished.

Always check back over your typing to make sure the spell check did not miss any words. For instance, it will
not pick up mistakes like:
I sea a dog.

Word also gives you hints as you are typing to let you know the spelling or grammar may not be correct.
Red squiggles underneath a word- possible incorrect spelling.

Green squiggles underneath a word or phrase- possible grammatical or spacing error.



These mistakes can be checked or fixed without going to spellcheck.

Right click on the word that is being shown as incorrect – either
grammatically or spelled incorrectly.

Move the cursor over the correct spelling of the word and click.
If there are no correct options, click on the word spelling, type in the
correct spelling of the word in the top box and click change.

If you make a mistake while typing- like erasing a word, sentence or

paragraph- use the undo button.

It will bring back any information you have erased or changed.

Cut, Copy, Paste
To move around text without retyping, use the Cut, Copy and Paste functions. In order to move or change any
text, it must be highlighted (see Italics section for highlighting instructions)

                                                                          Paste- Puts items that have
      Cut- removes items and
                                                                          either been cut or copied back
      places them on the
                                                                          on the page in the desired
      “clipboard” to be pasted
      in another location.

                                       Copy- leaves the original
                                       item in place and places a
                                       copy if the original on the
                                       “clipboard” to be pasted in
                                       another location.

To move text to another location
1. Highlight the text to be moved.
2. Click Cut- the text will disappear.
3. Move the cursor to the location where the text is to be placed.
4. Click Paste. The text will reappear.

To copy text and place in another location
1. Highlight the text to be moved.
2. Click Copy- the text will stay as is
3. Move the cursor to the location where the text is to be placed.
4. Click Paste. A copy of the text will appear.

Inserting Pictures and Text Boxes

To insert a picture from clipart
Go to Insert Picture Clipart
Select your picture
If you are looking for a particular picture, click on Find
Type in the subject you are looking for (ex. ants)
Click on Insert.

To find clips on the web
Go to Insert Picture Clipart Click on the globe with the magnifying glass
It will prompt you to let you know you will be going to the web
You may have to accept a user agreement—click agree
In the search or find box, type the subject you are looking for
Click Go
To select a picture click in the box under the picture doubleclicking only makes the picture larger
Once you have selected all of the pictures click on Download at the top left side of the screen
Select Open NOT Save as unless you want to save clip art to a disk

Your picture will appear in the “Downloaded clips” category inside the clipart folder

To insert a picture from a diskette
Go to Insert Picture From file
Click on the down arrow beside “Look In” and select 3 ½ Floppy (A:)
Click on the name of the picture
Click on insert.

To resize the picture
Click on the picture so that small white squares appear                                           around the
To resize proportionately, move the cursor to one of the                                          corner boxes.
A slanted two-way arrow will appear
Click and drag the box inward to make the image                                                   smaller and
outward to make the image larger.

To crop a picture
Click on the picture
A box labeled “Picture” should appear at the top of the                                           screen. If it
does not go to View Toolbars Picture
Select the “Crop” button
Mover the “cropping” symbol over one
of the boxes.

Hold the mouse button down and move the box to it’s new spot.

Formatting a Picture-
Pictures have a mind of their own in a word document. To set the picture so that it will go where you want it
without moving around your text
Click on the picture to highlight
Click on Format Picture Click on the Wrapping tab
Select either Tight or Square
Click on Ok
Tight- fits the text close to the object and adjusts to the shape of the picture or clipart
Square- leaves a slight border around the picture, text will line up evenly no matter the shape of the picture.

Text Boxes
When needing to place a small amount of text on a page with a picture, it may serve your purpose to use a text
box instead of regular typing

To insert a text box
Click on the “Text Box” icon at the bottom of the screen
A “+” will appear. Hold down the mouse button and draw a box. Click inside the box to begin typing.
To remove the line around the box, make sure it is highlighted
Click on Format Text Box Colors and Lines

Change Fill Color to White or No Fill
Change Line Color to No Line

Text in a text box can be formatted like any other bit of text.

To Delete a text box.
A text box that is highlighted appears like this- there are slanted lines                    around it. This will
allow you to delete the text inside the box, but not the box itself.

Click on the box once to highlight.
Click on the outer line of the box so that a dotted line surrounds it.

Then press the delete key and the box will disappear.

Adding Word Art
Click on the Word Art icon
Select the fill style you wish to
use. Click OK. Erase the current text in the box and replace it with the words you wish to use. You can change
the font style and size. Click Ok. The word art works like a picture. You can stretch or shrink it to the size you

    Saving             Your Work

                       A few things about saving your work…
    Know where you saved your files!! A computer is set up like a filing cabinet. Everything is organized by
1. Go to File Save As
2. Click on the Down Arrow past the words Save In.
3. Click on (C:)
4. Double click on the folder labeled My Documents ( or click on it and click Open)
5. On the same row with the words Save in: you will see a button with a folder and what looks like an asterisk
behind it. The words Create New Folder
will appear when you move the cursor                            2                                    11
over the button.
6. Click on that button.                                                      5
7. Type in a name for the folder. Click
Ok.                                                     8
8. The folder will appear in the large
white section of the box.
9. Double click on the folder you just                                              10

10. By the words File name at the bottom of the box, type in a name for the document you have been working
11. Click Save.

After the document has been saved once, you can click on the save button or File Save. Going to File
Save As at this point could cause you to change something you did not want changed.
Save often during the course of typing your entry. A good rule of thumb may be to save after each paragraph
you type.

   Always have a backup!
1. After typing the information and saving it to the computer. Put in a floppy (make sure it is labeled).
2. Go to File Save As (This is safe since we are putting the file in another location. The original will not be
3. Click on the down arrow by Save in:
4. Click on 3 ½ Floppy (A:)
5. Change the file name if necessary
6. Click on save.

Do not remove the floppy after saving until the light by the floppy drive has stopped showing!
You will lose the information on that disk.

When backing up, do not try to copy from one floppy to another. If you copy files from one disk and try to
paste it on another disk you will get an error message. (Sometimes called the Blue screen of death)

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