At Startup
Table of Contents
Default Document Settings 1
Default Font 1
Default Margins 1
Document Navigation 1
Document Navigation Tips 1
Browse Button 1
Thumbnails 1
Document Editing 2
General Editing Shortcuts 2
Opening Multiple Documents 2
Closing All Open Documents 3
Saving All Open Documents 3
Reveal Formatting 3
Smart Menus 3
Smart Tags 4
Compare Documents Side by Side 4
Automatic Text Formatting 4
Create Blank Lines in Lists 5
The Horizontal Ruler 5
Working with Tables 6
Basic Table Navigation 6
Center Text Within Table 6
Center Table 6
Use Tabs Within Tables 6
Table AutoFit 6
Enhancing Documents 6
Insert a Symbol 6
Insert a Symbol Defined By AutoCorrect 6
Watermarks 7
Research Task Pane 7
Drawing Canvas 7
Diagram Gallery 7
Default Document Settings
|Default Font |To change the default font for new documents: |
|The default font for Word is Times New Roman 12 pt. |On the Format menu, choose Font. |
| |Select the desired default Font, Font Style, and Font size. |
| |Click the Default button [pic] to save the change. |
| |Click OK to confirm the setting change. |
|Default Margins |To change the default margins for new documents: |
|The default right and left margins in Word are 1.25 inches. |On the File menu, choose Page Setup. |
| |Set the default margins as desired. |
| |Click the Default button [pic]to save the change. |
| |Click OK to confirm the setting change. |
Document Navigation
|Document Navigation Tips |Beginning of line = Home |
| |End of line = End |
| |Beginning of Document = Ctrl + Home |
| |End of Document = Ctrl + End |
| |Return to last edit location = Ctrl + F5 |
| |Undo = Ctrl + Z |
| |Find = F5 |
| |Switch to other open Word Document = Ctrl + F6 |
|Browse Button |On the vertical scroll bar, click Select Browse Object [pic]. |
| |Click the item you want to navigate to. |
| |To go to the next or previous item of the same type, click Next [pic]or |
| |Previous [pic]. |
|Thumbnails |On the View menu, click Thumbnails. |
|Thumbnails are small renderings of each page in your document,|Navigate through the document using the thumbnail pane on the left of the |
|displayed in a separate pane. Thumbnails give you a visual |document window. |
|impression of the content of each page. You can click a | |
|thumbnail image to jump directly to a page. | |
Document Editing
|General Editing Shortcuts |New Blank Document = Ctrl + N |
| |Open File = Ctrl + O |
| |Print = Ctrl + P |
| |Save = Ctrl + S |
| | |
| |Select entire document = Ctrl + A |
| |Select a sentence = Ctrl + click on any word in sentence |
| | |
| |Cut = Ctrl + X |
| |Copy = Ctrl + C |
| |Paste = Ctrl + V |
| | |
| |Delete Next Word = Ctrl + Delete |
| |Delete Previous Word = Ctrl + Backspace |
| | |
| |Single Space = Ctrl + 1 |
| |One and one-half space = Ctrl + 5 |
| |Double Space = Ctrl + 2 |
| | |
| |Add or remove Bold = Ctrl + B |
| |Add or remove underline = Ctrl + U |
| |Add or remove italics = Ctrl + I |
| | |
| |Reset Paragraph = Ctrl + Q |
| |Indent = Ctrl + M |
| |Un-Indent = Ctrl + Shift + M |
| |Insert Page Break = Ctrl + Enter |
| | |
| |Font Menu = Ctrl + D |
| |Grow Font-1 point = Ctrl + ] |
| |Grow Font-one increment = Ctrl + Shift+ > |
| |Shrink Font-1 point = Ctrl + [ |
| |Grow Font-one increment = Ctrl + Shift + < |
|Opening Multiple Documents |From the File menu, choose Open (Ctrl + O) |
| |Select the first file you want to open. |
| |Press and hold the Ctrl key. |
| |Click the second file you want to open. |
| |Repeat steps 3 and 4 until all files are selected. |
| |Click the Open button. |
| |Note: If you mistakenly select the incorrect file, hold down Ctrl and click |
| |the file name to un-select it. |
|Closing All Open Documents |Hold down the Shift key and click the File menu. |
| |Choose Close All. Word will prompt you to save unsaved work. |
| |Note: This does not close the Word application. If you want to Close all open|
| |files and the application, from the File menu, choose Exit. Word will prompt |
| |you to save unsaved work. |
|Saving All Open Documents |Hold down the Shift key and click the File menu. |
| |Choose Save All. |
|Reveal Formatting |From the Format menu, choose Reveal Formatting. |
|Display the formatting properties of selected text in a |Do any of the following: |
|separate window. |To change any formatting properties, click the text with a blue underline, and |
| |then change any options you want in the dialog box that appears. |
| |To determine the formatting source, such as whether the formatting comes from a|
| |style, select the Distinguish style source check box. |
| |To show formatting marks, such as paragraph marks and tabs, select the Show all|
| |formatting marks check box. |
| |To format a text selection like the text that surrounds it, select the text. In|
| |the Selected text box, click the arrow, and then click Apply Formatting of |
| |Surrounding Text. |
|Smart Menus |Enable/Disable Smart Menus |
|Display only recently used menu items. Hover mouse over menu |From the Tools menu, choose Customize and click the Options tab. |
|to expand to full menu. |Mark or unmark the Always show full menus check box as desired. |
|[pic] | |
|Smart Tags [pic] |When Word recognizes types of data, it marks the data with a smart tag |
|Data recognized by Word as a certain type which can be used to|indicator, a purple dotted underline that is embedded in your document. To find|
|perform functions that you’d normally open other programs to |out what actions you can take with a smart tag, move the insertion point over |
|do. |the underlined text until the Smart Tag Actions button [pic]appears. You can |
| |then click the button to see a list of actions you can take. |
| |To view and change the current Smart Tag options, from the Tools menu, choose |
| |Autocorrect Options and click the Smart Tags tab. Mark and Un-Mark to desired |
| |options. |
| |Because Smart tags by default are embedded in your document. If you e-mail the|
| |file to someone, they see the Smart Tags too. |
| |To remove Smart Tags before a file is e-mailed, from the Tools menu, choose |
| |Autocorrect Options and click the Smart Tags tab. |
| |Click the Remove Smart Tags button and Click OK. |
| |Activate or deactivate Smart tags |
| |From the Tools menu, choose Autocorrect Options and click the Smart Tags tab. |
| |Unmark the Label text with smart tags check box. |
|Compare Documents Side by Side |To see two documents side by side, open both documents. |
|Comparing documents side by side allows you to determine the |On the Window menu, click Compare Side by Side. |
|differences between two documents without having to merge |Click the Reset Window Position [pic]button on the Compare Side by Side toolbar|
|multiple users’ changes into one document. You can scroll |to set both documents to equal sizes and positions. |
|through both documents at the same time to identify |Switch synchronous scrolling on and off by clicking the Synchronous Scrolling |
|differences between the two documents. |[pic]button. |
| |Switch Compare Side by Side off by clicking the Close Side by Side button on |
| |the Compare Side by Side toolbar or by closing one of the documents. |
|Automatic Text Formatting |Recommended: To turn off Auto Formatting, from the Tools menu, choose |
|Applies features such as borders, bulleted and numbered lists,|Autocorrect Options and click the AutoFormat As You Type tab. Un-mark all |
|and tables to your document as you type. |items under the Apply as you type heading and click OK. |
|Create Blank Lines in Lists |Begin a numbered [pic] or bulleted [pic] list. |
| |Type the first list item and press Enter twice. |
| |Click the numbered or bulleted list tool again to establish the spacing |
| |pattern. |
| |Type the second item in the list and press Enter once. Word inserts the extra |
| |spacing automatically. |
|[pic] |
|The Horizontal Ruler |When using the Ruler, select all of the text you want to adjust before making |
|The ruler marks off the width of a page and displays page |changes. |
|setup information. But the ruler measures from the left |[pic]Move the First Line Indent slider where you want the first line of a |
|margin of a document, not the edge. So the scale on the ruler|paragraph to start (or be indented). |
|counts both to the left and the right, with the left margin |[pic]The Hanging Indent is the triangle on top; it positions the start of the |
|being the start (or zero point) of the scale. |second and all following lines of text. |
|The sliding markers on the ruler are all for positioning |[pic]The Left Indent is the square underneath the hanging indent; it's used to |
|paragraphs of text on a page. |move the hanging indent and first line indent together, maintaining the |
| |existing relationship between them. |
| |[pic]The Right Indent positions the right indent of a paragraph. |
| |Indents can be moved into the margins of a document. |
| |[pic]The Left Tab sets the start position of text that will then run to the |
| |right. |
| |[pic]The Center Tab sets the position of the middle of the text. |
| |[pic]The Right Tab sets the right end of the text. As you type, the text moves |
| |to the left. |
| |[pic]The Decimal Tab aligns text around a decimal point. Independent of the |
| |length of the figure, the decimal point will be in the same position. |
| |[pic]The Bar Tab is the odd one out, as it doesn't position text. It inserts a |
| |vertical bar at the tab position. |
| |If you want your tab stops at precise positions that you can't get by clicking |
| |the ruler, you can use the Tabs dialog box (Format menu). |
Working with Tables
|Basic Table Navigation |Move to the next cell = Tab |
| |Move to the previous cell = Shift + Tab |
| |Move to a tab within a column = Ctrl + Tab |
| |Add a new row at the bottom of the table = Tab from the bottom right cell. |
|Center Text Within Table |Select the column(s) holding the text you want to center. |
| |Click the Center text button [pic]. |
|Center Table |Select the entire table with the Select Table button [pic] located in the upper|
| |left corner of the active table. |
| |Click the Center button [pic]. |
| |Because the entire table was selected, the entire table was centered. |
|Use Tabs Within Tables |Select the table column where you want to set the tab. |
| |Use the tab buttons on the toolbar as usual. |
| |Press Ctrl + Tab to move to the tab stop. |
|Table AutoFit |Select the entire table with the Select Table button [pic] located in the upper|
| |left corner of the active table. |
| |From the Table menu choose AutoFit and choose the desired layout. |
Enhancing Documents
|Insert a Symbol |Position your cursor where you would like to insert the symbol. |
|∑∏≤ЉǼ©® |From the Insert menu, choose Symbol. |
|Symbols are special characters that don't appear on your |Locate the desired symbol and click the Insert button (or double-click the |
|keyboard; they can be displayed on your screen and printed. |symbol). |
| |Click Close. |
| |Resize symbols as you would any letter using the font size box. |
|Insert a Symbol Defined By AutoCorrect |To view the list of symbols, from the Tools menu choose AutoCorrect Options and|
|Several symbols have pre-defined shortcut keys. |click the AutoCorrect tab. |
| |Scroll through the list to view the symbols, which are all located at the top |
| |of the list. |
|Watermarks |On the Format menu, point to Background, and then click Printed Watermark. |
|Text or pictures that appear behind document text in a |To insert a picture as a watermark, click Picture Watermark, and then click |
|printed document. |Select Picture. Select the picture you want, and then click Insert. |
| |To insert a text watermark, click Text Watermark, and then select or enter the |
| |text that you want. |
| |Select any additional options that you want, and then click Apply. |
| |To remove a Watermark from a document, on the Format menu, point to Background |
| |and then click Printed Watermark. Mark the radio button for No Watermark. |
|Research Task Pane |Select the word or phrase you want to research. |
|Quickly reference information online and on your computer |Hold the Alt key and click on the selected word(s). The Research pane appears.|
|without leaving Word. Standard services include a |Select the reference book you want to view. |
|dictionary, thesaurus, encyclopedia, translation, stock |When you have completed your research, close the Research pane. |
|quotes and company information, Intranet sites, web searches,| |
|and other third-party services. | |
|Drawing Canvas |Recommended: To turn off the Drawing Canvas, from the Tools menu choose |
|When you insert a drawing object, a drawing canvas is placed |Options and click the General tab. Unmark Automatically create drawing canvas |
|around it to help keep parts of your drawing together, which |when inserting. |
|is especially helpful if your drawing consists of several | |
|shapes. | |
|Diagram Gallery |Don’t do it! |
|Charts, flowcharts, organization charts, and diagrams can be |While these objects may look simple at first, they are very difficult to |
|created within a Word document. |maintain and edit. Diagrams with multiple parts such as flowcharts and |
| |organization charts should be created in PowerPoint or a drawing program and |
| |inserted into a Word document as a picture (enhanced metafile). |
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SAMPLE
WATERMARK
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