Word Week 1

WORD 2000 – WEEK 1

Figure 1.1 The Word window

You can make any toolbar visible by selecting the corresponding option from the view menu, toolbars. (Alternatively, right-click on any toolbar!)

Clear the check box Standard and Formatting toolbars share one row in the Options tab of the Customize command in the Tools menu so that the Standard and Formatting toolbars will be displayed in separate rows.

You can make the ruler visible by selecting ruler from the View menu.

The main difference between a type writer and a text editor is the fact that a text editor, like Word 2000, wraps text to next line whereas a typewriter has to hit the return key to advance to next line. Note that, in Word 2000, a hard return, caused by hitting the return(enter) key on the keyboard causes the current paragraph to end. That is, a hard return is the paragraph end marker.

Some characters like a hard return, a tab, etc can be displayed only when the Show/hide toggle button is on.

The Status bar is a powerful tool for

- learning/changing where the insertion point is,

- learning the size of the document,

- learning/changing the current language,

- switching between insert/overtype modes,

- switching to extend selection mode, etc..

Creating a new Word document

Start Button > New Office Document > Word Template or Wizard

MS Office Shortcut Bar > New Office Document > Word Template or Wizard

When Word is already open:

File Menu > New command

Standard Toolbar > New button

Ctrl and N

Opening an existing Word document

Start Button > Open Office Document

MS Office Shortcut Bar > Open Office Document

Start Button > Documents

When Word is already open:

File Menu > Open command

Standard Toolbar > Open button

Ctrl and O

File Menu > Select from the list of last opened files

Saving a Word document

File Menu > Save Command

Standard Toolbar > Save button ( For a new document, this activates the Save As command)

Saving a Word document with another name

File Menu > Save As Command

Saving a backup copy together with every save operation

- Tools Menu > Options command > Save tab > Select the check box, Always create backup copy

Printing a Word document

File Menu > Print

Standard Toolbar > Print Button

Previewing a print

File Menu > Print Preview

Standard Toolbar > Print Preview Button

Setting up the page

File Menu > Page Setup

Use the Margins tab to adjust the top/bottom/left/right margins and header/footer positions from top/bottom of the page to be printed on.

Use the Paper Size tab to adjust the paper size (A4/Letter) and the orientation of the page (Portrait/Landscape)

Note that Apply to section refers to the part of the document you want to change the page layout, and can be one of Whole document, This point forward, Selected text. If This point forward is selected, this generates a new section.

Note: You can switch to different measurement units from the Tools Menu, Options Command and General Tab. Select the desired unit in the Measurement units list box.

Undo/Redo/Repeat

Found in the Edit Menu, undo an action undoes the last action. Redo does the last undone action. Repeat, on the other hand, repeats the last action. You can, alternatively, prefer to use the undo and redo buttons on the Standard toolbar. If so, remember that undoing the 5^th action will also undo the 4 previous actions as well.

Selecting text

Go to the beginning of the text to select and drag the mouse until the end of selection.

Clicking on the left pane of a line selects the whole line.

Double-clicking on the left pane of a paragraph selects the whole paragraph.

The Edit menu, Select All command (Ctrl + A for short) selects all the document.

Scrolling/Moving the insertion point

Use the scroll bars

Use the Edit menu. Go to command

Use Page Up/Page Down keys

Use the arrows

Ctrl + Home moves to the beginning of the document

Ctrl + End moves to the end of the document

Home moves to the beginning of current line

End moves to the end of current line

Use the mouse-click for visible targets!

Copying Text

Select the text to copy.

On the Edit menu, click Copy.

Alternatively, use the copy button on the standard toolbar.

Alternatively, use the keyboard combination Ctrl and C.

Alternatively, right click the selection and select the command Copy.

Place the insertion point to the target.

On the Edit menu, click Paste.

Alternatively, use the paste button on the standard toolbar.

Alternatively, use the keyboard combination Ctrl and V.

Alternatively, right click and select the command Paste.

Moving Text

Select the text to move.

On the Edit menu, click Cut.

Alternatively, use the cut button on the standard toolbar.

Alternatively, use the keyboard combination Ctrl and X.

Alternatively, right click the selection and select the command Cut.

Place the insertion point to the target.

On the Edit menu, click Paste.

Alternatively, use the paste button on the standard toolbar.

Alternatively, use the keyboard combination Ctrl and V.

Alternatively, right click and select the command Paste.

NEW!.. The copy operations place the original item in the office clipboard which can be viewed from the View Menu, Toolbars, Clipboard. Any required item that was stored can be selected and pasted at a later time. You can also clear the office clipboard from the clipboard toolbar.

Finding Text

- Edit Menu > Find Command

Replacing Text

- Edit Menu > Replace Command

Moving to a particular location: The Go to Command

Edit Menu > Go to Command

Note that you can also activate the Go to command by double-clicking on the page/section/line number on the status bar.

Selecting a language

- Tools Menu > Language > Set Language

Note that you can also activate this command by double-clicking on the language indicator on the status bar.

Note that you can use more than one language in a single document.

Spelling and Grammar check

Tools Menu > Spelling and Grammar

Note that the spelling and grammar check will be performed according to the language set.

Switching between opened documents

View Menu > Select the required document from the list (Alternatively, activate the desired document from the taskbar!)

Closing a document

File Menu > Close Command

Close button of the document window

Ctrl and W

Exiting Word

File Menu > Exit Command

Close button of the Word window

Alt and F4

Getting Help

Help Menu > Microsoft Word Help (F1)

Note that this activates the Office Assistant. You can change the Office Assistant figure by selecting Options in the Office Assistant and then moving to the Gallery Tab and pressing the Next/Back keys until you are done!

View Menu

You can switch to any view in the following table from the view menu, and selecting the corresponding view option. You can also use the buttons at the left hand side of the horizontal scroll bar to switch to Normal, Web Layout, Print Layout or Outline View in order of appearance.

View	Description
Normal	General-purpose view for efficient editing and formatting. Does not show margins, headers, or footers.
Web Layout	In Web layout view, Microsoft Word optimizes your Web page so that you can see how it will look when you publish it to the Web or an intranet. In Web layout view, you can see backgrounds, AutoShapes, and other effects that are commonly used in Web documents or documents that you view on the screen.
Print Layout	Displays characters and text as they will appear on the printed page, including margins, headers, and footers. All editing and formatting commands are available, but Word runs somewhat more slowly than in Normal View.
Outline	Outline view shows the document's structure. The indentations and symbols in outline view do not affect the way your document looks in normal view and do not print.

Table 1. Display Options

The View Menu, Zoom command (or the Zoom button on the standard toolbar) can be used to display a magnified or reduced window. It does not change the actual font size.

You can expand the word workspace to fill the entire screen and hide all menus, toolbars, and other tools by choosing the Full Screen command from the View Menu.

You can display the ruler, any toolbar or the document map by selecting it from the View menu.

Edit Menu

The Clear command of the Edit Menu is the equivalent of the Delete key on the keyboard and is used to clear the selection.

The Go To command of the Edit Menu ( Ctrl and G ) is used to move to a specific page, section, line, etc in the document.

The Select All command of the Edit Menu ( Ctrl and A ) is used to select all the document.

Format Menu

The first command of the Format Menu is the Font. Using this command you can

change the font (typeface) characteristics: the font type, the font size, the font color, the font style (bold/italic), the underline style, any special effects,

change the character spacing characteristics: spacing and position,

create animation.

Some of these font formatting can also be made through the Formatting toolbar.