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					Introduction to Microsoft Word 2000

Microsoft Word 2000 Introduction University of North Texas

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Table of Contents
Screen Layout ...............................................................................................1 Title Bar .....................................................................................................2 Menu..........................................................................................................2 Toolbars .....................................................................................................2 Ruler Bar....................................................................................................3 Scroll Bars..................................................................................................3 Status Bar...................................................................................................3 Full Screen Edit ..........................................................................................3 Using Help ....................................................................................................4 Microsoft Word Help .................................................................................5 Contents and Index.....................................................................................5 What’s This? ..............................................................................................6 Microsoft on the Web.................................................................................6 WordPerfect Help.......................................................................................6 Detect and Repair.......................................................................................6 About Microsoft Word ...............................................................................6 Word Processing Basics ................................................................................7 Insertion Point Movement...........................................................................8 Inserting Today’s Date ...............................................................................9 Saving the Document..................................................................................9 File, Save .................................................................................................10 File, Save As ............................................................................................10 Printing a Document .................................................................................10 Print to a File............................................................................................11 Centering Text..........................................................................................11 Add Title to Memo ...................................................................................11 Change the font for the entire document....................................................12 Selecting Text...........................................................................................13 Select Word...........................................................................................13 Select Entire Line ..................................................................................13 Select Entire Sentence ...........................................................................13 Select Entire Paragraph..........................................................................14 Select Entire Document .........................................................................14 Selecting Rectangular Areas ..................................................................14
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Deleting Text............................................................................................14 Undo ........................................................................................................14 Redo.........................................................................................................15 Replacing Text .........................................................................................15 Using Tabs ...............................................................................................16 Setting Tab Stops with the Ruler Bar .....................................................17 Setting Tab Stops with the Tabs Dialog Box ..........................................17 Changing the Fonts...................................................................................19 Practice – Change GoodDeed memo.........................................................19 Cut, Copy and Paste .................................................................................20 Edit: Cut ................................................................................................20 Edit: Copy .............................................................................................20 Edit: Paste .............................................................................................21 Specific Tools .............................................................................................22 Creating a New Document (File, New) .....................................................22 Templates.................................................................................................22 Changing the Capitalization of Text..........................................................24 Spelling and Grammar Checker ...............................................................25 Grammar Checker ....................................................................................25 Inserting Text with AutoCorrect ...............................................................27 Inserting Text with AutoText....................................................................28 Using the Thesaurus .................................................................................30 Establishing the Look of a Page...................................................................31 Setting Up Document Pages .....................................................................31 File, Page Setup........................................................................................31 Creating Headers and Footers...................................................................33 Page Numbers in Headers and Footers......................................................34 Format – Changing the Appearance of Characters, Paragraphs, and Documents.........................................................................35 AutoFormat ..............................................................................................35 Style Gallery.............................................................................................36 Formatting Characters ..............................................................................36 Formatting Paragraphs..............................................................................37 Insert – Sharing Information from other Programs .......................................39 Insert Command .......................................................................................39
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Symbol – Insert symbols or special characters ..........................................40 Insert common typographical characters ................................................41 Insert symbols not on the keyboard........................................................41 Create arrows, faces, and other symbols automatically...........................41 Type international characters .................................................................42 Assign a symbol to a shortcut key ..........................................................42 Insert File .................................................................................................43 Insert a second document into an open document...................................43 Insert a Microsoft Excel File as a Table .................................................43 Insert Object.............................................................................................44 Insert a Microsoft Excel Worksheet or chart into a Word document.......44 Create a new embedded MS Excel Worksheet or chart ..........................44 Insert Picture ............................................................................................46 About Working with Pictures in a Document .........................................47 Tools, Options -- Changing the Defaults......................................................49 View ........................................................................................................49 General.....................................................................................................50 Edit ..........................................................................................................50 Print .........................................................................................................51 Save .........................................................................................................51 Spelling and Grammar ..............................................................................52 Track Changes..........................................................................................53 User Information ......................................................................................53 Compatibility............................................................................................54 File Locations...........................................................................................54 Appendix A.................................................................................................55 Function Key Charts.................................................................................55 Quick Reference to some Common Shortcut Keys....................................59 Index...........................................................................................................60

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Introduction to Microsoft Word 2000
Welcome to Microsoft Word 2000. This program is designed to make your word processing needs easy to accomplish. Let’s jump in and see how this is done.

Screen Layout
Menu Toolbars

Title Bar Rulers Scroll Up/Down Scroll Left/Right

View Screen Types Status Bar

Page Up Page Down Browse By Button

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Title Bar

At the very top of the screen is the Title Bar. If the Title Bar is colored, it designates the active window. On the left side of the title bar is the Word Icon. On the right side of the title bar is the minimize button, the maximize or restore button, and the Exit “X”. The second line is the menu. Use the mouse to click on the option desired, or ALT key plus the underlined character of the option for keyboard access to the menu. The next line has toolbars. Word provides over a dozen different toolbars, although you’ll normally display only two or three at any one time. Microsoft’s “factory settings” display only the Standard and Formatting toolbars. The other toolbars include those listed at the left. You can display any available toolbar by rightclicking on any toolbar displayed on your screen and selecting the toolbar from the drop-down menu that appears. Placing the mouse pointer on the icon brings up a word description of what the icon does. The Toolbars provide a quicker access to functions normally found in the menu, maybe buried under several selections. You can select or unselect Toolbars by choosing View, Toolbar. or by clicking on the toolbar with the right mouse button and unselecting, or selecting from the list.

Menu

Toolbars

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Ruler Bar

The Ruler Bar allows for quick changes to the Left and Right Margins, as well as Tabs. Clicking on the icon in the far left side of the Ruler Bar will change the type of Tab. The Scroll Bars allow quick movement both Vertically (on the right side of the document window, and Horizontally (at the bottom of the document window). Included on the Vertical scroll bar are the Page Up and Page Down icons. Included on the Horizontal scroll bar are the icons to change to the different ways to view the document: Normal, Page Layout, and Outline Views. The bottom line of the document window is the Status Bar. The Status Bar will show Page location, cursor location, time of day, etc. It is always present unless you choose the Full Screen view. BUT, for those wanting a “clean screen” with nothing else showing, select View, and then Full Screen. To change back, click on the icon at the bottom of the screen that says “FULL” or press the ESCape key to return to the normal screen.

Scroll Bars

Status Bar

Full Screen Edit

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Using HELP!!
Help is accessed by selecting Help from the menu bar. This is done either with the mouse (point and click) or using the ALT + H key from the keyboard. Once Help is selected, several options appear in the menu:

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Microsoft Word Help

The Microsoft Assistant is there to help you. Or you can hide it and just use the regular Help by pressing F1 function key or selecting Help. The earlier graphic shows the normal Help Screen complete with Contents, Answer Wizard, and Index. See an explanation for using Contents and Index in the next row.

Contents and Index

Contents is set up like a book with chapters and articles within a chapter. When trying to learn all you can about something, this will be a good way to cruise articles about this item. The Index shows a comprehensive list of functions. It is designed for those who know what they want to do (the terminology) and just want to go directly to the “how to” without a lot of extra reading. When pointing at a feature, the mouse should

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change to a hand. Select with the hand icon, and additional information about the topic will appear. What’s This? After selecting “What’s This”, the cursor changes to show a question mark along with the arrow. You can now point to any icon, or character on the screen. The dialog box will then tell you what this icon is for. Pointers to the Microsoft Web Pages. WordPerfect Help provides crossover training for WordPerfect users. The program will show the function name in WordPerfect, the WP key used, and Word’s interpretation of this function. Detect and Repair will automatically find and fix errors in this application. During this process you may be asked to provide the installation source (the CD or the location on your network drive that original software is stored) and/or exit open applications. It will also give you the option to restore any shortcuts while repairing. This will give you the version, and release of Word 2000 you are working with so you can share that with those trying to help you with your software. Sometimes the solution is updating your software if you are having a strange bug.

Microsoft on the Web WordPerfect Help

Detect and Repair

About Microsoft Word

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Word Processing Basics
Creating a Document - Type the following text. Use Backspace key if you make a mistake. The University has a commitment for service that has led to the development of an Office of Outstanding Good Works. In this capacity, the Council would like to remind everyone working at the University to go out of their way to be nice to everyone. Sometimes this will mean swallowing comments, but that adjustment will have to be made to have a reputation of excellence in this regard. I will let you know when the final approval is given for the start of compliance to begin. We on the council look forward to this becoming a great success. • Never use the spacebar to center or otherwise position text. Use the Centeralignment button on the Standard toolbar instead. • Don’t use the spacebar to make columns. Instead use tabs, Word’s multicolumn features, or tables. • Do not press ENTER repeatedly to start a new page. Instead use Word’s Insert Page Break command.

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Insertion Point Movement You can quickly move to another location in your document by using the mouse and the scroll bars. With keys, the document scrolls automatically when you move the insertion point. To move the insertion point by using the mouse: 1. Using the scroll bars, scroll until you reach the location you want. 2. Click the location where you want to position the insertion point.

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Move the cursor to the top of the paragraph you just typed. Add two blank lines by pressing Enter twice. Move cursor to top of document by pressing Ctrl + Home. Add the memo heading.

TO: All Deans and Department Heads FROM: Executive Council of Good Works DATE: SUBJECT: Being Good Deed Doers

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Inserting Today’s Date

To insert the current date, move the cursor to the Date line, and press END. Select INSERT, Date and Time, and then the date that is formatted the way you desire. Save the file with the name “Good Deed Doers” by selecting FILE, SAVE, and typing the entire file name. Because Windows 95 supports long file names, you can be creative up to 255 characters. Press Enter or select OK when finished typing the name.

Saving the Document

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File, Save

FILE, SAVE is used the first time you save the file, and anytime you want to save all the changes you are making. The Ctrl+S keyboard shortcut is a convenient way to save without visiting the File menu.

File, Save As

FILE, SAVE AS is used when you want to save the existing file, but with a different name or file TYPE. To change the file Type, click the icon after Save File as Type: to see the different types. These include MS-DOS text, WordPerfect, MS Word 6.0/95, Word 2.x version, etc. When saved as MSDOS text, it is in ASCII format and can be read by any package. Printing is handled through the File menu.

Printing a Document

Select File, Print, OK. To Preview on the screen before printing: Select File, Print Preview. When finished previewing, select CLOSE.

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Print to a File

Printing to a File: 1. Edit and polish document as usual. 2. Consider printing a paper copy. 3. Select FILE, PRINT. 4. Check the “Print to File” box in the Print dialog box. 5. Click OK. You’ll see the Print to File dialog box. 6. Pick a folder from the folder list. 7. Name the file in the File Name box. 8. Click OK to create the file. Word is preset to align text flush left with the left margin. However you have the options.. To center selected text: 1. Highlight the text to be centered. 2. On the Formatting Toolbar, select Center. We need to add a title to our Good Deed memo. Move the cursor to the top of the document, press enter 3 times to add a couple of lines. Move the cursor back to the top and type UNIVERSITY MEMO.

Centering Text

Add Title to Memo

To center or align text: 1. Select the line or paragraph you want to center or align. Quick Tip to select a line: Click the mouse once in the blank left margin area to select an entire line. Click twice to select a paragraph, click three times to select the entire document. 2. On the formatting toolbar, click the button for the
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alignment you want. Change the font for the entire document To change the font for the entire document, you must first select it. In our “Good Deed Doers” document, we can do this by : 1. Position cursor at the beginning of the document (the title) in the far left margin. 2. Click the mouse button 3 times in quick succession. (Click one moves the cursor, click two, selects the entire paragraph, and click three the entire document). 3. Now go to the format toolbar and the font size (usually 10 or 12) and press the down arrow key next to the number. Change it to 14 point.

4. The entire document should be a bigger font. While the document is highlighted, you can also select other functions, like changing all text to bold, italics, color of text to red, etc.

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Selecting Text

Word lets you do a lot with text after you’ve typed it. You can change its appearance, move it around, delete it, and copy it. The first step is always to select the text you want to work with. You can drag your mouse pointer over the text while holding down the primary mouse button. There are shortcuts for selecting individual words, lines, sentences, and paragraphs.

Select Word

Double-click anywhere on a word to select the entire word and the space that follows it. To select adjacent words, drag after double-clicking on the first word of interest. Entire words will be selected when you drag this way.

Select Entire Line

1. Move the mouse pointer to the selection bar (an invisible strip running down the extreme left edge of the document window). The mouse pointer will change from the I-beam to an arrow. 2. Click the primary mouse button only once. The entire line to the right of where you’ve clicked will be selected. 3. Continue dragging down to select additional lines. 1. Hold down the Ctrl key while you click anywhere in the sentence of interest. 2. This also selects the sentence’s punctuation mark and the space following the sentence, if there is one. 3. Drag after you click this way to select additional sentences.

Select Entire Sentence

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Select Entire Paragraph

1. Triple-click anywhere in the paragraph after pointing to the paragraph. 2. Using the Selection Bar, move the mouse pointer to the selection bar (the invisible strip running down the extreme left edge of the document window). The pointer will become an arrow. 3. Double-click. The adjacent paragraph will be selected. 1. Move mouse pointer to the selection bar at the left edge of the document and the pointer will become an arrow. 2. Hold down the Ctrl key and click. The entire document will be selected. Alternately, tripleclick on the selection bar to select the whole document. 1. Hold down Alt key while you drag to mouse to select rectangular areas (like columns in a tabbed list). Press Backspace key immediately after typing character. Select test, and press Delete. Use Clear command on Edit menu to delete single character or select text, the Edit,Clear.

Select Entire Document

Selecting Rectangular Areas

Deleting Text

Undo

The exact name of the Undo choice on the Edit menu changes as you work. It remembers which steps you last took, and so can sometimes say Undo Typing, Undo Formatting, Undo Sort, etc. There are three ways to Undo. 1. Edit, Undo reverses your last action. Choose Edit, Undo again to reverse the action before that, and so on.

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2. If you press Ctrl + Z repeatedly, it will reverse previous actions. 3. The Undo toolbar button and its associated dropdown list menu let you undo multiple actions in sequence.

Redo

Use the Redo command to undo an Undo. To redo your last action only, choose Edit, Redo. You can also press the keyboard shortcut F4, or click the Redo button on the Standard toolbar. Combine the steps of deleting unwanted text, positioning the insertion point, and inserting replacement text. 1. Highlight the unwanted text. 2. Start typing. The old text disappears, and the new text appears across the screen as you type.

Replacing Text

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Using Tabs

For creating lists in columns, the easiest way is to create a table. But to create quick, relatively simple lists, tabs can be very useful. Word offers five specialized types of tab stops: 1. Left - Text typed at these tab stops bumps up against the left edge of the stop. 2. Center - Center your text around the tab stop. 3. Right - Position whatever you type to the left of the tab stop. This is a great way to type long lists of numbers and have them line up. 4. Decimal - Align columns of numbers on the decimal point and are perfect for simple financial reports. 5. Bar - Creates nice, thin vertical lines that separate columns. You can only specify bar tabs from the Tabs dialog box. The bar is not an actual tab stop (you can’t use them to place text), but they can be placed and moved like stops.

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Setting Tab Stops with the Ruler Bar

You can set custom tabs as you type or you can use the standard 1/2” tabs initially and then go back to fine tune. Here are the general steps. 1. With the ruler in view, click the button at the left edge of the horizontal ruler repeatedly until it shows the icon for the desired tab stop type (Left, Right, Decimal, or Center.) 2. Click on the ruler where you want to place a tab stop. If you make a mistake, drag the stop off the ruler and try again. 3. When you type, press the Tab key to move the insertion point to the new tab positions. To move tab stops before you’ve entered text, simply point to the stop you need and drag to the right or left. If you have already entered text that uses the tab stops you want to move, first select all of that text before moving the tab stop.

Setting Tab Stops with the Tabs Dialog Box

Although using the ruler is easy, you may want to use the Tabs dialog box for some projects. It provides ways to set tab stops precisely and it offers some additional tab-related options. Select FORMAT, TABS, or select FORMAT, PARAGRAPH, TABS. Remember to select all the intended text and paragraph markers before you move tab stops.

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You can only add Tab Leader characters from the Tabs dialog box. Leader characters make it easy to read wide, sparsely populated lines without losing your place. Word’s leader characters are dots, dashes, and solid lines. To create leaders, follow these steps: 1. Select the paragraph(s) to be used. 2. Click on the tab where you want the leaders. 3. Choose the leader style you desire from the Tabs dialog box. 4. Click OK.

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Changing the Fonts

To change the font with the mouse, you can either select from Format, Font and choose from the displayed menu, or you can use the Format Toolbar (the one showing the name of the font currently being used, as well as the font size), and make selections directly from it. You can also select an item and choose from the toolbar icons; B to bold, I to italicize, or U to underline. 1. Change to a different font for the entire document (use 3 clicks in the margin to select the entire document). 2. Change the font size for the heading to 24 pt. 3. Bold the major headings (TO:, FROM:, DATE:, and SUBJECT:). 4. Bold and italicize the office name “Office of Outstanding Good Works”. 5. Use File, Save to save all your changes to disk.

To practice, change the GoodDeed memo using these font changes.

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Cut, Copy and Paste

The Cut, Copy and Paste features use the Windows Clipboard to store information temporarily. By placing information on the Clipboard, you can move and copy text and graphics from one location to another. Information remains in Clipboard until Windows is exited, or another text or graphics replaces the existing block. With Office 2000, you can store up to 12 items in Clipboard at a time.

Edit: Cut

Edit: Copy

When you cut text and graphics, you remove it and place it on the Clipboard. To Cut Data or Graphic: 1. Select the information. 2. Choose Edit, Cut. (or the scissors icon, or CtrlX) Information is moved to the Clipboard. When you copy text, you place only a copy of the text and graphics on the Clipboard without removing the original.
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To Copy Data or Graphic: 1. Select the information 2. Choose Edit, Copy. (or the Copy icon, or Ctrl-C) A copy of the information is moved to the Clipboard with original information still in place. Edit: Paste When you paste text, you retrieve a copy from the Clipboard and insert it into the active document window at the insertion point. You can paste the text in the same document window, another document, or another program. To Paste Data or Graphic: 1. Move cursor to insertion point. 2. Choose Edit, Paste. (or the Paste icon, or Ctrl-V) A copy of the information is inserted at cursor location with copy still in Clipboard.

Specific Tools
Creating a New Document File, New When you start Word, a new, blank document named DOCUMENT1 opens. To begin working on it, just start typing. You do not have to type and format each new document from scratch. You can save time by using one of the supplied templates for common documents such as letters and memos. To see the templates available to use, select FILE, NEW. The screen above will appear showing different types of predesigned letter formats.

There are several categories of templates that may fit your specific need – look at letters and memos that are formatted for formal, contemporary, or casual looks. There are preformatted pages for Fax cover
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sheets, and publication layouts. You can also create your own templates from one of the predefined templates by opening it as a template instead of a document. Any changes you make will be saved as a new template when you save and rename.

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Templates

To start a new document from a template: 1. From the File menu, choose New. 2. Under New, select the Document option button. 3. In the Template box, do one of the following: To create a new document from an existing template, select the template that you want to use and then choose OK.

Word gives the new document a temporary name, such as Document2, until you save it with a unique filename. You can change templates just as you would any other Word document. The only difference is one additional stop you must take when saving your work. 1. Use FILE, NEW to open the template to be changed. 2. Make the changes, such as adding your logo and other embellishments. 3. Print out a sample and check your work. 4. When satisfied, choose FILE, SAVE AS. 5. Type the exact same file name as the old template
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if you want to replace the old template, or type a new file name if you want to keep both the old and new. Make sure to type the extension .DOT if you choose a new filename.

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Changing the Capitalization of Text

You can quickly change the capitalization of text without retyping, making selected text all lowercase or all uppercase letters, capitalizing only the first letter of each word, capitalizing the first word of a selection, or switching existing uppercase letters to lowercase letters or vice versa. To change the capitalization of text: 1. Select the text to be changed. 2. From the Format menu, choose Change Case. 3. Choose from the options provided, then choose the OK button. You can also change the capitalization of text by using the keyboard. Select the text. Press Shift+F3 until the text has the capitalization you want. Start the Spelling checker with the F7 shortcut or by picking Tools, Spelling and Grammar. The spelling dialog box appears (If there are no mistakes in the text, you won’t see the dialog box.)

Spelling and Grammar Checker TOOLS, SPELLING AND GRAMMAR

Grammar Checker

The Grammar checker runs at the same time. Unless you select a portion of your document, Word will check the whole thing. Once suggestions have been made to improve the grammar, if you have marked that you want this in your Spelling and Grammar options, you will see

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statistics relating to this document.

These statistics include: Counts - number of words, characters, paragraphs, and sentences. Averages - Average number of sentences per paragraph, words per sentence and characters per word. Readability - the percentage of sentences written in passive voice, as well as other readability indexes. Flesch Reading Ease - computes readability based on the average number of syllables per word and the average number of words per sentence. The higher the score (0-100), the greater the number of people who can readily understand the document. Flesch-Kincaid Grade Level - computes readability based on average number of syllables per word and the average number of words per sentence. The score in this case indicates a grade-school level.

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Inserting Text with AutoCorrect TOOLS, AUTOCORRECT

Tools, AutoCorrect opens a four part tab menu to set up AutoCorrect, AutoFormat As You Type, AutoText, and AutoFormat. AutoCorrect moves into action every time you press the spacebar, the Tab key, or the Enter key after entering a letter or a word. If the previous word is stored as an AutoCorrect entry, AutoCorrect changes it; if it is not stored as an AutoCorrect entry, nothing happens.

It can also cause confusion if you don’t realize the settings will catch and correct such things as catching two initial caps, capitalizing the first word of a sentence, and replacing words as you type that have been set up in auto correct.

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Inserting Text with AutoText

AutoText is the way to store and retrieve “boilerplate” text, graphics, etc. To create an AutoText item, first highlight the item, then choose Tools, AutoCorrect, AutoText. A suggested name will be given (names can be up to 32 characters and spaces), or you can give your own name. Click the Add button. For example, when referring to our university, we typically have to describe where we are in relation to Dallas. So an Autotext item could be the following paragraph: The University of North Texas is located 35 miles north of the Dallas/Fort Worth Metroplex on I-35. Select this paragraph, and then select Tools, AutoCorrect, AUTOTEXT. Keep the default name and select ADD.

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Now when you start typing “The University” you should see a screen tip giving you the opportunity to press Enter and accept the rest of the paragraph. If you do not want to enter this paragraph, simply keep typing and ignore the screen tip. If, for some reason, the screen tip doesn’t appear, it is possible AutoComplete has been turned off. Here are instructions to turn it on (or off). Turn on or off AutoComplete 1. On the Insert menu, point to AutoText, and then click AutoText. 2. Select or clear the Show AutoComplete tip for AutoText and dates check box. After you select the check box, Microsoft Word will display a ScreenTip when you type the first few characters of a date or AutoText entry, at which point you can insert the entry or continue typing.

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Using the Thesaurus TOOLS, LANGUAGE, THESAURUS

The Thesaurus command can help you add flavor and punch to your documents. Select the word you want to change, then open the Thesaurus dialog box by choosing Tools, Language, Thesaurus. You’ll see a dialog box as follows:

The Meanings section of the dialog box lists available meanings and parts of speech for the selected word.

Pick the meaning of interest, and you’ll see a corresponding list of synonyms in the box to the right of the Meanings list. 1. Clicking on the word places it in the Replace with box. 2. If you click the Replace button at this point, the new word will replace the selected one in your document. 3. To look for other words instead, click the Look Up button for additional choices. 4. Clicking the cancel button closes the Thesaurus without changing your selected word.

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Establishing the Look of a Page
Setting Up Document Pages File, Page Setup To work with the overall look of the document, you can change the page setup. Page Setup is divided into four parts: Margins, Paper Size, Paper Source, and Layout. Select FILE, PAGE SETUP for the following screen:

Margins will change for Top of form, bottom, left and right. It also adjusts the page for binding width, or gutter. The adjustment can be made to where text begins after the header and before the footer. Paper Size screen is as follows:

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The adjustments can be made for different forms, as well as orientation of printing. Paper Source helps with particular printer needs, as to which bin to feed from for the first page and other pages.

The Layout screen provides the following information.

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Creating Headers and Footers

Headers and footers are places to put repetitive information in a document’s top and bottom margins. Simple text, graphics, stylized text, dates, and automatic page numbering can all be included in headers and footers. You can specify identical headers and footers on all pages in your document, or you can specify different contents for each section of the document. Odd and even pages can have different designs if you wish. Header and footer editing always takes place in Page Layout view. You work right in the header and footer area of your document after double-clicking to undim it. To enter a header that repeats on all pages in your document: 1. Choose View, Header and Footer. 2. The Header and Footer toolbar is displayed.

3. Create and edit header text as you would any other. You can paste graphics, apply styles, and otherwise format your work normally. 4. Use the automatic page-number, time-stamping, and date-stamping features. 5. Double-click in the main document to return to
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work there. Create Footers the same way, except that you work in a Footer window. Once created, you can double-click in the header/footer area to edit. Page Numbers in Headers and Footers Using the Toolbar: 1. Open the header or footer by double-clicking on it in Page Layout view. 2. Click on the page numbering button in the Header/Footer toolbar. Word will insert a number in your header or footer at the insertion point. 3. Page numbers can be stylized, repositioned, surrounded with borders, accompanied by text, and otherwise embellished. Using Insert - Page Numbers: 1. Place the insertion point in the section you want to number. 2. Display the Page Numbers dialog box by choosing INSERT, PAGE NUMBERS. 3. Word suggests placing page numbers in the bottom-right corner of your document (1/2” from the bottom and right edges of the paper), but you can specify different positions with the Position and Alignment drop-down menus. Watch the Preview area as you work. 4. Choose whether you want a page number on the first page by clicking to add or remove the corresponding X. 5. Either click OK or click on the Format button to review other page numbering options.

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Format - Changing the Appearance of Characters, Paragraphs, and Documents
AutoFormat AutoFormat inspects your document and suggests formatting changes that you can accept or reject or let the program change it without asking. You can use it on newly typed documents, or on old Word or nonWord text files. Choose Format, AutoFormat. To see what options are preset, select Options. You can make adjustments from this list of options if necessary. Select OK, or Cancel, and proceed with the check of the document. If you selected the “review” option, you will be able to review the format changes that have been applied.

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Style Gallery

You can also select different styles from the Style Gallery to change the overall appearance of the document by selecting Format, Style …

The Style Gallery lets you see how the different styles will affect the actual memo. You can browse through the different template styles and pick the one best suited. To apply styles from the formatting toolbar: 1. Either place the insertion point in a paragraph or select several paragraphs. 2. Scroll through the drop-down style list on the Formatting toolbar to pick the desired style. 3. Click on a style name to apply it to the selected text. You text will be reformatted using the selected style. Use EDIT, UNDO if you don’t like the results. Formatting Characters Characters are altered by changing the font size and appearance. This can be applied to one character or a selected group of characters. In addition to using
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the toolbars and the pull-down menus, there are also shortcut keyboard selections you can make. Formatting Paragraphs A Word paragraph can be a single text character, a graphic, or even a blank line consisting only of the paragraph mark which appears in your document when you press the Enter key. Each Word paragraph in your document can be uniquely formatted and need not contain text.

To modify the appearance of a single paragraph, simple place the insertion point anywhere in the paragraph (with the mouse, point and click). To modify multiple paragraphs, select all or parts of each paragraph to be changed. Choose Format, Paragraph to reach the Paragraph dialog box. This box lets you: • Precisely specify inter-line spacing (Single,
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• • • • •

double, etc.) Precisely specify inter-paragraph spacing (space before and after paragraphs) Dictate exact indentation measurements Turn off line numbering for specific paragraphs Specify text alignment (left, centered, right, or justified) Specify text flow guidelines (widows, orphans, etc.)

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Insert – Sharing Information from other Programs
INSERT Command

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SYMBOL Insert symbols or special characters

You can insert special characters, international characters, and symbols by using the Symbol command on the Insert menu. To quickly insert a symbol that you use frequently, assign the symbol to a shortcut key. Word automatically replaces some key combinations with symbols.

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Insert common typographical characters

1. Click where you want to insert the character. 2. On the Insert menu, click Symbol, and then click the Special Characters tab. 3. Double-click the character you want to insert. 1. Click where you want to insert the symbol. 2. On the Insert menu, click Symbol, and then click the Symbols tab. 3. Double-click the symbol or character you want to insert. You can add the following commonly used symbols to your document by typing corresponding characters or character combinations. For example, you can create J by typing :) or :-) Type To create (c) © (r) ® (tm) ™ ... … --> à :) or :-) J :| or :-| K :( or :-( L <-ß <== ç <=> ó ==> è Notes You can remove AutoCorrect entries if you don't want to replace key combinations with symbols. You can add your own symbols or correct typing mistakes by clicking AutoCorrect.

Insert symbols not on the keyboard

Create arrows, faces, and other symbols automatically

Type international characters

To produce à, è, ì, ò, ù

Press CTRL+` (ACCENT GRAVE),
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À, È, Ì, Ò, Ù á, é, í, ó, ú, ý Á, É, Í, Ó, Ú, Ý â, ê, î, ô, û Â, Ê, Î, Ô, Û ã, ñ, õ Ã, Ñ, Õ ä, ë, ï, ö, ü, ÿ Ä, Ë, Ï, Ö, Ü, Ÿ å, Å æ, Æ œ, Œ ç, Ç ð, Ð ø, Ø ¿ ¡ ß

the letter CTRL+' (APOSTROPHE), the letter CTRL+SHIFT+^ (CARET), the letter CTRL+SHIFT+~ (TILDE), the letter CTRL+SHIFT+: (COLON), the letter CTRL+SHIFT+@, a or A CTRL+SHIFT+&, a or A CTRL+SHIFT+&, o or O CTRL+, (COMMA), c or C CTRL+' (APOSTROPHE),d or D CTRL+/, o or O ALT+CTRL+SHIFT+? ALT+CTRL+SHIFT+! CTRL+SHIFT+&, s

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Assign a symbol to a shortcut key

1. On the Insert menu, click Symbol. 2. Click the tab with the symbol or character you want. 3. Click the symbol or character you want. 4. Click Shortcut Key. 5. In the Press new shortcut key box, type the key combination you want to use. 6. Click Assign.

INSERT - FILE

Insert a second document into an open document

1. Click where you want to insert the second document. 2. On the Insert menu, click File. 3. In the File name box, enter the name of the file you want to insert. 1. Click where you want to insert the Excel table. 2. On the Insert menu, click File. 3. In the File name box, enter the name of the Excel spreadsheet you want to insert. 4. You will be asked if you want the entire workbook, worksheet, or range to be included for the Excel spreadsheet.

Insert a Microsoft Excel File as a Table

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INSERT, OBJECT Insert a Microsoft Excel worksheet or chart into a Word document

Word provides several ways to insert Microsoft Excel data into a Word document. 1. Copy and paste a worksheet or chart. 2. Insert the worksheet or chart as a linked object or embedded object. The main differences between linking and embedding are where the data is stored and how it is updated after you place it in the document:

Create a new embedded 1. Click in the document where you want to place the Microsoft Excel embedded object. worksheet or chart 2. On the Insert menu, click Object, and then click the Create New tab. 3. In the Object type box, click the type of object you want to create. 4. To display the embedded object as an icon (for example, if others are going to view the document online) select the Display as icon check box. 5. To prevent the embedded object from being displayed as a drawing object that you can position in front of or behind text and other objects, clear the Float over text check box.

Notes
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• Only programs that are installed on your computer and that support linked and embedded objects appear in the Object type box. • When you click Microsoft Excel Worksheet in the Object type box, an entire workbook is inserted into your document. The document displays only one worksheet at a time. To display a different worksheet, double-click the Microsoft Excel object, and then click a different worksheet.

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INSERT, PICTURE

There are many alternatives for inserting a picture, including Clip Art, from a file, using AutoShapes, WordArt, direct from a scanner, or a chart. The most common use of inserting a picture is from the ClipArt library that comes with the Microsoft Office suite.

About working with pictures in a document

Word comes with its own set of pictures in the Clip Gallery. The Clip Gallery includes a wide variety of clip art that makes it easy for you to dress up your documents with professionally designed images. You'll find everything from maps to people and from buildings to scenic backgrounds. It's easy to select a picture. Just point to Picture on the Insert menu, click Clip Art, and then click the Clip Art or Pictures tab. The Clip Gallery includes a handy Find feature to help you locate just the right images for your document. You can also insert pictures and scanned photographs (called imported art or graphics) from other programs and locations.

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To insert a picture from another program, click Picture on the Insert menu, and then click From File. When you select a picture, the Picture toolbar appears with options you can use to crop the picture, add a border to it, and adjust its brightness and contrast. To insert a scanned photograph, click Picture on the Insert menu, and then click From Scanner. The image appears in Microsoft Photo Editor, a program you can use to edit the picture. You can also draw your own pictures by using options on the Drawing toolbar You can create special text effects by using the new WordArt button on the Drawing toolbar, and you can use additional features, such as 3-D effects and textured fills. Word recognizes a wide variety of picture formats. Because all Office programs share the same graphics filters, if you installed a graphics filter when you installed another Office program (PowerPoint or Microsoft Excel, for example) you can use that same filter in Word.

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TOOLS, OPTIONS, Changing the Defaults
TOOLS, OPTIONS, View Change the view options To customize the way Word displays your document, select options on the View tab (Tools menu, Options command). For example, you can display or hide items in your document (such as graphics, animated text, and field codes) or screen elements (such as scroll bars). The options that are available on the View tab depend on which view you're in. For example, in page layout view and online layout view, you can speed up scrolling by hiding graphics and displaying picture placeholders instead.

TOOLS, OPTIONS, General

1. The General tab option lets you set some overall operations of Word that apply to all documents in all views.
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TOOLS, OPTIONS, Edit The Edit tab lets you set editing options that affect editing in all documents and in all views.

TOOLS, OPTIONS, Print

Using the Print tab options, you can control how a document is printed and what elements in the document are printed.

TOOLS, OPTIONS, Save

The Save tab lets you set the options for saving your documents (including automatic saving) and for saving the Normal template.
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TOOLS, OPTIONS, Spelling and Grammar

You set the options for proofreading a document in the Spelling & Grammar tab. Some examples are: 1. Check Spelling As You Type (automatically checks your spelling as you type and underlines with a red sawtooth underline words not found in any active dictionaries.) 2. Check Grammar As You Type (Turn off if you do not want to automatically check grammar during proofreading.) 3. Check Grammar With Spelling (Tells Word to check the spelling in each sentence before checking the grammar to ensure that Word isn't trying to make grammatical and stylistic sense of a sentense that contains misspelled words.) 4. Show Readability Statistics

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TOOLS, OPTIONS, Track Changes

The options on the Track Changes tab let you decide how WORD MARKS CHANGES TO A DOCUMENT. The Tools Highlight Changes command controls tracking changes.

TOOLS, OPTIONS, User Information

The User Information tab displays information about the user, who is normally the person registered to use the software.

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TOOLS, OPTIONS, Compatibility

On the Compatibility tab, you can set special conversion and display options for documents created in earlier versions of Word or in other word processing program.

TOOLS, OPTIONS, File Word needs to know where to find the files it needs Locations and where to store saved files. The locations of files are initially established during Setup, when you install the Word Program or add components.

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APPENDIX A
Function key Press F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F11 F12 SHIFT+Function key Press SHIFT+F1 SHIFT+F2 SHIFT+F3 SHIFT+F4 SHIFT+F5 SHIFT+F6 SHIFT+F7 SHIFT+F8 SHIFT+F9 SHIFT+F10 SHIFT+F11 SHIFT+F12 To Get online Help or the Office Assistant Move text or graphics Insert an AutoText entry (after Word displays the entry) Repeat the last action Choose the Go To command (Edit menu) Go to next pane or frame Choose the Spelling command (Tools menu) Extend a selection Update selected fields Activate the menu bar Go to the next field Choose the Save As command (File menu)

To Start context-sensitive Help or reveal formatting Copy text Change the case of letters Repeat a Find or Go To action Move to a previous revision Go to the previous pane or frame Choose the Thesaurus command (Tools menu, Language submenu) Shrink a selection Switch between a field code and its result Display a shortcut menu Go to the previous field Choose the Save command (File menu)

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CTRL+Function key Press CTRL+F2 CTRL+F3 CTRL+F4 CTRL+F5 CTRL+F6 CTRL+F7 CTRL+F8 CTRL+F9 CTRL+F10 CTRL+F11 CTRL+F12

To Choose the Print Preview command (File menu) Cut to the Spike Close the window Restore the document window size Go to the next window Choose the Move command (Control menu) Choose the Size command (document Control menu) Insert an empty field Maximize the document window Lock a field Choose the Open command (File menu)

CTRL+SHIFT+Function key Press CTRL+SHIFT+F3 CTRL+SHIFT+F5 CTRL+SHIFT+F6 CTRL+SHIFT+F7 CTRL+SHIFT+F8 CTRL+SHIFT+F9 CTRL+SHIFT+F10 CTRL+SHIFT+F11 CTRL+SHIFT+F12 ALT+Function key Press ALT+F1 ALT+F3 ALT+F4 ALT+F5 ALT+F7

To Insert the contents of the Spike Edit a bookmark Go to the previous window Update linked information in a Word source document Extend a selection or block (then press an arrow key) Unlink a field Activate the ruler Unlock a field Choose the Print command (File menu)

To Go to the next field Create an AutoText entry Quit Word Restore the program window size Find the next misspelling or grammatical error. The Check spelling as you type check box must be selected (Tools menu, Options dialog box,
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ALT+F8 ALT+F9 ALT+F10 ALT+F11 ALT+SHIFT+Function key Press ALT+SHIFT+F1 ALT+SHIFT+F2 ALT+SHIFT+F9 ALT+SHIFT+F11 CTRL+ALT+Function key To CTRL+ALT+F1 CTRL+ALT+F2

Spelling & Grammar tab). Run a macro Switch between all field codes and their results Maximize the program window Display Microsoft Visual Basic code

To Go to the previous field Choose the Save command (File menu) Run GOTOBUTTON or MACROBUTTON from the field that displays the field results Display Microsoft Visual Studio code

Press Display Microsoft System Information Open command (File menu)

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Quick reference to some common shortcut keys Press To CTRL+SHIFT+SPACEBAR Create a nonbreaking space CTRL+HYPHEN Create a nonbreaking hyphen CTRL+B Make letters bold CTRL+I Make letters italic CTRL+U Make letters underline CTRL+SHIFT+< Decrease font size CTRL+SHIFT+> Increase font size CTRL+Q Remove paragraph formatting CTRL+SPACEBAR Remove character formatting CTRL+C Copy the selected text or object CTRL+X Cut the selected text or object CTRL+V Paste text or an object CTRL+Z Undo the last action CTRL+Y Redo the last action

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Index
AutoCorrect, 27, 28, 41 AutoFormat, 27, 35 AutoText, 27, 28 Capitalization, 24 Center, 11 Copy, 20 Cursor Movement, 8 Cut, 20 Delete, 14 Document New, 7 Edit Full Screen, 3 File Save, 10 Font, 19 Header, 33, 34 Help, 4, 5, 6 About, 5, 6 Contents and Index, 5 Detect and Repair, 6 Web, 6 WordPerfect, 6 Insert Date, 9 File, 10, 11, 19, 22, 31, 43, 47, 54 Object, 44 Page Numbers, 34 Picture, 47 Symbol, 40, 41, 42 Menu Bar, 2 Page Setup Look, 31 Print
Introduction to Microsoft Word 2000 University of North Texas

File, 11 Ruler Bar, 3, 17 Screen Layout, 1 Scroll Bar, 3 Select Rectangular Area, 14 Text, 13 Status Bar, 3 Style, 36 Tabs, 3, 16, 17 Template, 22 Thesaurus, 30 Title Bar, 2 Tool Bars, 2 Tools, 22, 25, 27, 28, 30, 49, 53 Grammar Checker, 25

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