Introduction To Windows Applications
Microsoft Word
by Andrew H. Andersen, Jr.
Brookdale Community College
aandersen@brookdalecc.edu
Copyright © 1991 − 2003
Revised 10 February 2003
INTRODUCTION TO WINDOWS APPLICATIONS - MICROSOFT WORD
Word is a full featured word processor that is designed to help you work more efficiently whether
you use the program several hours a day or only occasionally. Lets define a few abbreviations for
mouse operations that I will be using in this document.
CL
Click the Left mouse button.
CR
Click the Right mouse button
DCL Double Click the Left mouse button rapidly.
HL
Hold the Left mouse button while dragging
Word is very easy to use since it runs under Windows. When Microsoft Office is
installed, an Office Toolbar is created. Since this is a floating toolbar, it can be moved
anywhere you wish. The Microsoft Word Button is similar to the one shown at the
right. One method to run Word merely CL on the Word Button on the Office Toolbar.
If you only purchased only Word, there is no Office Toolbar. The other ways to start Word is to:
♦ CL on the Start button on the Task Bar.
♦ Move the mouse up to Programs f and a menu appears on the right
♦ Move the mouse over Microsoft Word and CL.
You may also DCL on any Word Document in the My Documents Folder, My Computer or the
Windows Explorer.
If you have never used a word processor before, there is one significant difference between a word
processor and a typewriter. With a word processor, you do not press ↵ (the Enter key) at the end of
a line. Also, word processors have a feature called wordwrap. If a word does not fit on the line, it
will go to the next line. In word processing, ↵ is used only to end a paragraph.
As you can see, we can place graphics in our document. We have the ability to place text on the side
of a picture if we place a frame around our graphics, and we can configure Word so that both text
and graphics will appear on the screen exactly as it will be printed. This can be done since Words
Page Layout view is WYSIWYG (What You See Is What You Get), and the printer fonts are also
available as screen fonts. In addition to using the standard fonts that come with Windows, we are
also using the True Type Fonts. These are soft (software) fonts.
All Windows displays contain common elements, and Word is no exception. The Word display of
Figure 1 contains sections that we will now define:
1.
Title Bar - Displays the name of the program and the title of the current document. If you
have not saved the document, it will be called Document1.
2.
Menu Bar - contains a list of drop down menus. When you click on a menu selection, it
opens to provide a selection of commands that allows you to select the operation that you
wish to perform.
3.
Standard Toolbar - Buttons with Icons that you may use with your mouse in place of using
the Menu Bar.
4.
Formatting Toolbar - allows you to rapidly format (change the appearance of) your text.
5.
Ruler - Provides the user with a fast way to determine the horizontal position of text or
graphics in our document. The ruler is marked in 1/10 of an inch.
6.
Insertion point - (IP) a blinking vertical line that shows where text will be entered or deleted
when you press the appropriate key.
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INTRODUCTION TO WINDOWS APPLICATIONS - MICROSOFT WORD
FIGURE 1
7.
Mouse pointer - There are different mouse pointers that change as you move about the
display. A few of the different mouse pointers are:
♦ An ¸ or · shows where action will occur if you CL.
♦ An I-beam indicates a text area of the document. When you click the mouse, the IP moves to
the location of the I-beam.
♦ If you place the mouse on the border of a picture or frame, the mouse pointer is an · with a
E at the tail of the arrow. We can move the frame by dragging on the border (HL) and
dropping it (releasing the left button) at the desired location.
8.
End of document mark - a small horizontal line indicating the end of the document is visible
when we are using the Normal View. Its appearance changes depending on the type of view
we are using.
9.
Scroll bar - Allows us to move through our document easily. The button with the double up
and double down arrows scroll one complete printed page each time it is clicked.
10. Status Bar - gives us status information about our document. It shows us what page we are
editing, how many pages are in our document, where we are on the page, etc.
THE STANDARD TOOLBAR
Toolbars are normally located below the Menu in the Word display. They have buttons that
correspond to menu selections. They have the ability to speed up our work since they execute a
command with a single click instead of multiple menu selections. The Buttons on the Standard
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INTRODUCTION TO WINDOWS APPLICATIONS - MICROSOFT WORD
FIGURE 2
Toolbar can be seen in Figure 2. These operations may also be performed from various menu
selections.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Create a New File.
Open an Existing File.
Save the Current File.
Cut the Highlighted Material (place in the Clipboard and Remove from the document)
Copy the Highlighted Material (place in the Clipboard and leave in the document)
Paste (place the contents of the Clipboard in the document at the current location).
Print the current file.
Print Preview
Send to Mail Recipient
Create an Envelope
Insert Symbol…
Undo. CL on the down arrow on the right, to select how much to undo from the list.
Redo (this may not always be possible). If you CL on the down arrow on the right, you may
select how much to redo from the list.
Repeat Last.
Create a Table
Format Columns.
Insert a Frame.
Insert a Word Art object.
Format the character as a Drop Cap.
Run the Spelling and Grammar Checker.
Run the Thesaurus
Microsoft Excel.
View Field Codes
Switch to the equation editor
Superscript the selected text.
Subscript the selected text.
Switch to the equation editor.
Show/Hide All.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
THE FORMATTING TOOLBAR
FIGURE 3
The functions of the buttons on the Formatting Toolbar of Figure 3 are:
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INTRODUCTION TO WINDOWS APPLICATIONS - MICROSOFT WORD
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
Tells us which Style we are using. Currently, we are using the Normal Style.
Format Font (select from a drop down list of installed fonts).
Format Font Size in points. 72 points = 1 inch.
Increase Font Size by 1 pt.
Decrease Font Size by 1 pt.
Select Font Color
B - Boldface the selected text.
Textfix is a macro that was created by the author.
I - Italics applied to the selected text.
U - Underline the selected text.
Right justification of the selected paragraph.
Center justification of the selected paragraph.
Left justification of the selected paragraph.
Full justification of the selected paragraph.
A Macro
Format Numbered List
Format Bulleted List
Decrease Indent
Increase Indent
Zoom size of document window
Highlight Selection
SELECTING OPTIONS FROM DIALOG BOXES
In a dialog box, there are two methods for selecting options.
Options Boxes are presented as boxes with options listed on the right similar to the following:
5 Option 1 definition
5 Option 2 definition
Option 3 definition
Option 4 definition
Option 5 definition
Options Boxes are toggles.
♦ If an option is selected (5), CL on the box or text defining
the option and it is deselected.
♦ If an option is not selected (…), CL on the box or text
defining the option and it is selected.
♦ You may select all, none or as many options as you wish.
Options Buttons are exclusive selections. One option must be selected, and we have the ability to
select only one option. Options Buttons are presented as circles with options listed on the right
similar to the following:
♦ If an option is selected (€), CL on the empty circle defining
c Option 1 definition
the desired option.
€ Option 2 definition
♦ That option is now selected and the dot is removed from the
c Option 3 definition
previous circle with the dot.
Regardless of which method is used, finish selecting options and CL on OK to accept.
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INTRODUCTION TO WINDOWS APPLICATIONS - MICROSOFT WORD
TOOLBARS
You may open as many toolbars as you wish. The Standard and Formatting Toolbars are the most
useful. However, each open toolbar will slightly reduce the size of the document window. You may
activate a toolbar while you will be using it, and turn it off when you are finished. If you forget
what operation a Button performs, place the pointer over the Button for a few seconds. The button
name will be displayed at the tail of the arrow, and a
brief description of the function is displayed on the
Status Bar.
1.
To open a toolbar, place the mouse pointer
over View and CL.
2.
Place the pointer over Toolbarsf and a list
similar to Figure 4 opens on the side.
3.
Place the pointer over selection that you wish
to appear on the display and CL. It will
appear on the display when you close the
Dialog Box.
You may also CR on any visible toolbar, and
then CL on the toolbar you wish to show or
hide on the shortcut menu.
If you wish to modify a toolbar, first display the
toolbars that you wish to modify.
1.
CL on View.
2.
Place the pointer over Toolbarsf and a
dialog box similar to Figure 4 opens on the
side.
3.
In the Toolbar List Box,
FIGURE 4
CL on Customize. The Customize Dialog
Box is organized into three sections. CL on the tab to access the desired section. You can
only modify a toolbar that is visible.
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INTRODUCTION TO WINDOWS APPLICATIONS - MICROSOFT WORD
FIGURE 5A
FIGURE 5B
If the Toolbar that you wish to modify is not visible:
CL on the Toolbars Tab. You will see a dialog box similar to Figure 5A
CL on the Toolbar checkbox that you wish to be visible.
CL on the Commands Tab. You will see a dialog box similar to Figure 5B.
The dialog box is arranged by Category on the left side.
CL on the Category scrollbar to see more toolbar buttons on the right side of the dialog
box, and the button name appears next to the button. If you CL on a toolbar button, and CL
on the Description button, a message window opens that describes the function.
4.
HL and drag the desired button:
♦ from one toolbar to another to move a button
♦ from the toolbar to the Customize dialog box to remove a button
♦ from the Customize dialog box to the desired location on the toolbar to add a button.
5.
CL on Close.
SAVING A FILE
To save a file, we can simply CL on the floppy disk Toolbar Button. This will save the file using
the current name unless it is a new file that has not been saved. To save a new file for the first time
or save a file with a different name:
1.
Place the pointer over File on the Menu Bar and CL. A Menu will be displayed.
2.
Place the pointer over Save as… and CL.
3.
When the Save as Dialog Box of Figure 6 opens.
4.
5.
FIGURE 6
CL on the d on the right of Save in and select A:.
Now place the pointer in the File Name: box and DCL. Enter the filename using the
keyboard or CL on one of the dimmed files if you wish to overwrite it.
CL on Save. If the file already exists on the drive and directory, a warning dialog box will
open that will give you the option to replace the existing file. CL on the desired button.
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It is a good idea to enable the AutoRecover feature. The easiest method is to:
CL on File,
CL on Save as…
CL on Options.
From this dialog box, it is a good idea to select Save AutoRecover info every: xx Minutes.
(You may select 1 - 120 minutes. 10 to 20 might be a good choice.)
OPEN AN EXISTING FILE
Now let's open an existing document.
1.
CL on the File Open Button on the Standard Toolbar (second from the left.) or
CL on File. A Menu is displayed. From the menu, CL on Open…
2.
3.
FIGURE 7
The Open Dialog Box of Figure 7 is displayed.
You may use the mouse to select the Files of Type to select a file format other than a Word
Document, and Look in: to select a different Drive or Directory. We will now use the mouse
to select the desired file.
CL on the d on the right of Files of Type to select Text Files (*.txt).
CL on the d on the right of Look in: to select A:
Use the mouse to scroll through the list of files.
DCL on STORY.TXT.
MOUSE SHORTCUTS
This section summarizes the mouse shortcuts you can use to help speed up your work with Word.
Throughout this document, “text” means any selected text or graphics. The margin on the left of the
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INTRODUCTION TO WINDOWS APPLICATIONS - MICROSOFT WORD
text on the screen is called the selection bar. When you move the mouse into the left margin, the
mouse pointer changes into (an arrow that points up and toward the text).
To do this
Double-Click Left
Create a new Tab Position
Place the pointer at the desired position on the bottom of
the Ruler where the Tab Positions are shown and DCL.
Open the Tabs dialog box
A tab stop
Open the Page Setup dialog box
Anywhere on the top half of the ruler
Maximize or Restore a window
The title bar of the window
Open the Annotations dialog box
An annotation mark in the document
Return to the program where an
embedded object was created
The embedded object in the Word document (for example,
on the picture to return to the original graphics application)
SELECTING TEXT
To Select
Do This
A word
DCL mouse button on the word
A sentence
hold down the Control key and CL in the sentence
A paragraph
position the mouse pointer in the selection bar and DCL, or place the
mouse pointer anywhere on the paragraph and triple CL mouse button.
A line of text
position the mouse pointer in the left margin and CL
A large amount of text CL at the beginning of the selection, hold down Shift and CL at the end
of the selection
Several lines of text
position the mouse pointer in the left margin and HL up or down
The entire document
In the selection bar triple CL, or hold down CTRL and CL.
TO SELECT ANY AMOUNT OF TEXT
Position the mouse pointer where you want to start selecting.
1.
CL at the point where you want to start selecting.
2.
Move the mouse pointer to the place where you want the selection to end. Hold down
SHIFT and CL.
MOVING TEXT
This shortcut moves text without using the Clipboard.
1.
Select the text you want to move.
2.
Position the mouse pointer over the selected text. The pointer becomes an arrow.
3.
Hold down the left mouse button. The pointer displays a small dotted box at the tail of the
mouse and a dotted insertion point at the tip.
4.
Drag the dotted insertion point to the place where you want to insert the text, and then
release the mouse button. Word inserts the text at the new location.
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INTRODUCTION TO WINDOWS APPLICATIONS - MICROSOFT WORD
We will now edit the text of STORY.TXT using the formatting options on the Formatting Toolbar.
1.
Place the I-Beam on the first line of text and CL.
Place the Pointer over the Center Text Button and CL.
Observe that the entire paragraph is centered in the margins. It will be printed the same way.
2.
CL on the second paragraph
CL on the Right Justify Text Button.
3.
CL on the third paragraph
CL on the Full Justify Text Button.
4.
Place the I-Beam to the left of the first character in the first sentence.
HL and drag the mouse to the end of the line.
Release the mouse button.
Notice that the entire sentence is highlighted.
CL on the Boldface. The selected text is bold.
CL on the Italics button. The selected text is Italics.
CL on the Underline button. The selected text is underlined.
CL on the Underline button. The underlining is turned off.
CL on the down arrow on the right of the current font.
Place the pointer in the scroll bar and scroll down until you find Olde English Text MT.
CL on Olde English Text MT. (If this font is not on your computer, select any other font.)
CL on the down arrow on the right of the current font size.
Change the font size to 18.
You just changed the font characteristics for those four words.
PAGE SETUP
Page Setup allows us to configure the layout of our Word documents. From this option, we
define the size of the document margins, the page orientation, paper size, and layout of the
document. We can select the
desired options for each section
of the document.
Each section also has a Default
Button. If you CL on Default,
your selections become the
default page setup for all new
documents.
1.
CL on File.
2.
CL on Page Setup…
The dialog box of Figure 8 is
displayed. There are four
sections, and each is accessed by
CL on the Tab at the top of the
dialog box. Each Dialog Box has
a preview window that shows
FIGURE 8
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INTRODUCTION TO WINDOWS APPLICATIONS - MICROSOFT WORD
what affect each of your settings will have, but no changes are made until you CL on OK.
Each section has an Apply to: selection. You can select whether your changes apply to the
whole document, the current section, or this point forward.
You can set the Top, Bottom, Left, and Right margins. This is the white space between the
edge of the paper and the printable area on the page.
Gutter margin is the V shape in the center of an open book caused by the binding. This adds
additional space to the inside margins to allow for binding.
The Header and Footer is the space between the edge of the paper and the Header (text that
is printed at the top of the page) and the Footer (text printed at the bottom
PAPER SIZE TAB
1.
The Paper size is selected from
the list, or custom paper sizes.
You may also select portrait or
landscape for the Orientation.
You may change the entries when
you create a new document
section.
PAPER SOURCE TAB
1.
It is best to set this to default tray
and make changes in the paper
source from the printer.
FIGURE 9
LAYOUT TAB
There are a few options that you may
wish to change.
1.
Leave the Section Start set
to New Page. This may be
modified if you inserted a section
break.
2.
Headers and Footers contain two
options. The default is to have the
same Headers and Footers on each
page of the section of
the
document. The two options are:
Different Odd and Even which
allows you to set one header or
footer on the even pages of your
documents, and a different header
or footer for the odd pages.
Different
First
Page
FIGURE 10
which
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INTRODUCTION TO WINDOWS APPLICATIONS - MICROSOFT WORD
allows one header or footer (or none) on the first page of the section, and a different header
or footer on all remaining pages. For instance, there are no headers or footers on the first
page of a Memorandum, but you might place them on any additional pages.
PROOFING A DOCUMENT
SPELLING AND GRAMMAR CHECKER
Spelling and Grammar may be run together.
CL on Tools,
CL on Options…
CL on Spelling & Grammar.
Place the pointer over box at the top of Suggest and CL on Always Suggest Corrections until there
is an 3 in the box.
To check the spelling of a misspelled word, place the mouse pointer anywhere on the word and:
♦ CR The correct spelling may be displayed OR
♦ CL
on
the
spelling checker
button. on the
standard toolbar
OR
♦ CL on Tools on
the menu.
♦ CL on Spelling
and Grammar…
♦ CL
on
your
response.
If a word is misspelled, it
will
be
highlighted.
Scroll through the list of
words in suggestions
FIGURE 11
until you find the word
spelled correctly.
CL on the desired word and CL on Change or Change all.
When the spelling checker
is finished checking the
word, a message box
similar to the one on the
right opens. CL on the
appropriate button.
To spell check the entire
document,
♦ CL on Tools
♦ CL on Spelling and Grammar… or
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INTRODUCTION TO WINDOWS APPLICATIONS - MICROSOFT WORD
♦ CL on the spelling checker button on the standard toolbar.
Word opens a message box to inform you when it is finished checking the document.
CL on OK.
THESAURUS
To check for a synonym, place the insertion
point
¡ CL on the word.
¡ CL on Tools.
¡ CL on Language f
¡ CL on Thesaurus…
CL on the appropriate selections
and buttons
FIGURE 12
PRINTING
To print your document, you may either CL on the Printer Button on the Standard Toolbar. This
will print the entire document without asking you for options. To select specific print options:
CL on File
CL on Print… The Print Dialog Box opens.
FIGURE 13
From the Dialog Box, you can CL on OK to print the entire document.
The following table indicates the print options that are available.
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To Print:
To a different printer
All
Only the Current Page
A selected section
Specific Pages
Multiple Copies
Change Printer Options
From the Print
Do This:
CL on d next to the current printer.
Select from the list of installed printers.
CL on the Print Range All options button.
CL on the Print Range Current Page options button.
Highlight the section before entering the Print function.
CL on Print Range Selections options button.
CL in Print Range Pages options button check box.
Enter the pages to print as follows.
♦ A range is separated by a dash i.e. 1-5.
♦ Individual pages are separated by a comma i.e. 1,3,5.
Select the number of copies by using c and d.
Select or Deselect Collate with the options check box.
CL on the button labeled Options.
Select your options from the Printing Options check box section.
All Pages in Range
d Options list, you may select:
♦ All Pages in Range which prints everything.
♦ Odd Pages which will only print odd numbered pages.
♦ Even Pages which will only print even numbered pages.
After selecting all desired options, CL on OK.
THE UNDO AND REDO BUTTONS
There are separate Undo and Redo Buttons. When referring to the table below, the light selection is
the operation being performed.
BUTTON OPERATION
Undo the last operation. Each CL will perform one more level of Undo.
A List of all operations since the last save is displayed. Select from the list how
many levels of Undo to implement.
Redo the last Undo. Each CL will perform one more Redo of an Undo.
A List of all Undo’s since the last save is displayed. Select from the list how many
levels of Redo of an Undo.
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