Computer



Computer

Technology

Life without Computers

Computers are all around us in some shape or another. Our lives are affected by the operation and non-operation of computers. It is truly amazing to see how we have become so dependent on computers in such a short time.

Scenario: You wake up with the sun shining brightly through the window and realize that your alarm clock has not gone off. You wonder if you’ve overslept. You can’t even get the time from your cell phone because that doesn’t work either. The morning paper is missing from your doorstep so you’ll have to guess the weather forecast by stepping outside. You realize that the kids are still in bed and are late for school. What do you do now?

You decide to take the kids out for breakfast but the only problem is that your car will not start. In fact the only cars that are operating are at least 20 to 30 years old. The lines at the subway are unbelievably long. People waiting are nervously talking about the failure of the subway’s computer-controlled scheduling device.

You and your children walk to the nearest fast-food place you can find. You quickly notice the long lines of people waiting while cashiers handle cash transactions by hand. Still, you and your kids are very hungry, so you decide to wait in the chaos around you.

After breakfast, you stop off at the ATM machine because you are low on cash. But this is not successful because the machine is not functioning as well…

COMPONENTS OF A COMPUTER

Typically, the hardware component for a desktop computer consists of a monitor, keyboard, mouse, central processing unit (CPU) and printer. With the exception of a printer, these will not be functional unless all of the components are available and connected to the CPU. All hardware components are connected to the CPU at the back of the Personal Computer (PC).

Laptop computers function just like a desktop computer. However, this combines all of the hardware components into one package. It is portable, but more expensive. The terms Computer and PC are used interchangeably in this manual.

1. Central Processing Unit (CPU)

This is the brain of your computer. It is the device that does the calculations and the searching and sorting. It is also the part of the computer that carries out the instructions to the various hardware components as well as the computer programs and software. It can switch itself ‘ON’ and ‘OFF’ a certain number of times a second. For example, a 500MHz would be a processor that can switch on and off 500 million times per second. The faster the processor the faster the computer can perform.

Circuit Boards –These boards contain data processing chips which are mounted to the boards and inserted into the slots inside the CPU. These slots are mounted on the motherboard.

Microprocessor – This computer chip is responsible for all the operations performed by the computer. There are memory chips (RAM and ROM) that store programs and data.

Power Supply – The power supply is a small box located in the back of the CPU, which provides power to the computer system.

Expansion Slots – The expansion slots are built into the motherboard to enable the user to add to the capability of the computer system.

Note: Your CPU may look different. For example, it may not have a Floppy Disk Drive or Reset Button.

2. [pic] Floppy Disk drives read, write, and save data to a 3.5-inch diskette. Before saving data to a diskette, it is inserted into the floppy disk drive in the CPU tower. This drive is typically the A drive. It can hold 1.44 megabytes of information.

Note: The newer computers do not come with a Floppy disk drive unless requested.

3. [pic] CD-ROM

A CD-ROM is a larger size data storage medium. Before saving data to a CD, it is inserted into the CD-ROM drive. It can hold 700 megabytes of information. For example, the Windows 98 installation software takes up 624 megabytes of space. If the Windows 98 installation was written to floppy disks, you would need 434 floppy disks and it would take a very long time to load. The progression in recent years of the writable CD has meant that the floppy disk is becoming antiquated. CD-ROM drives also have an associated speed. For example, a 40X drive can read 40 times quicker than a single speed drive.

4. Hard Disk Drive

A hard disk drive is a special disk that provides a large amount of storage space for programs and data. Typically this is designated as the C drive. All files you create will be saved to the C drive by default. Like the CD-ROM drive, the hard drive is also housed in the system unit and is also available as an external unit. The major advantage is speed and the amount of storage space.

5. Keyboard

A keyboard and mouse are the standard ways to interact with the computer. In the United States, the most common keyboard layout for computer keyboards remains the one designed by Christopher Sholes for the original Remington "Type Writer" in 1876. This layout is commonly called QWERTY after the order of the first few letters on its top row. This layout will always remain the same with the exception of the command and function keys.

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6. Mouse

Most of the computer instructions will be given to your PC using the mouse. You will point and click. To open a file, you point to the file icon and double-click. There is a left mouse button and a right mouse button. The left mouse button will be used to perform most Windows functions. To bring up a submenu to execute a specific command, click on the right mouse button. The gray button between the left and right mouse button is a scroll button. By scrolling it up or down, you can maneuver through multiple page documents or Web pages quickly.

7. Monitor

The monitor (the screen) is the way the computer provides information to you, whether it be surfing the Web or writing a memo. The monitor is plugged into a video card to display the picture. It can support certain resolutions (e.g., 640 by 480 pixels, 1024 by 768 pixels). Monitors can range from 14” to beyond 21” – the larger ones are more expensive. Flat screen monitors are also now available.

Introduction

To

[pic]

Microsoft Word is a word-processing program that helps you compose many different documents to fit your needs. Whether you need to create a letter, memo, fax or report, Word has the capability and flexibility to produce professional documents quickly and easily. Throughout the Microsoft Word tutorial, you will learn a wide variety of tasks that will help you become proficient in utilizing Word.

To run Microsoft Word, go to Start >> All Programs >> Microsoft Office >> Microsoft Office Word 2003.

Topics:

1. Create a New Blank document

2. Open an existing document

3. Save a document

4. Rename a document

5. Work with multiple documents

6. Close a document

7. Word document techniques

8. Preview and Print document

Note: There are several ways to create new documents, open existing documents, and save documents in Word.

1. Create a New Blank Document

When Word is opened, a new blank document should automatically open.

If a new blank document was not opened, then you can begin a new blank document in a variety of ways:

▪ Click the New Blank Document button on the Standard toolbar [pic]

Or

▪ Choose File from the menu bar, then click New from the submenu

To begin typing, just click the cursor anywhere within the text area of the new blank document.

2. Open an Existing Document

To open, view, edit, or print a document, you must first open that file in Word.

▪ Click the Open button on the menu

bar [pic]

Or

▪ Choose File from the menu bar, and

then click Open from the submenu

Each method will show the Open dialog box. Choose the file and click the Open button.

Word allows a user to view the document in one of the five views: Normal, Web Layout, Print Layout, Outline or Reading Layout.

1. Normal View: is used most often. It shows formatting such as line spacing, font, point size, and italics. Word displays multiple-column text in one continuous column.

2. Web Layout View: you see the document as it would appear in a browser like Internet Explorer.

3. Print Layout View: shows the document as it will look when it is printed.

4. Reading Layout View: formats your screen to make reading your document more comfortable.

5. Outline View: is used to display the document in outline form. Headings can be displayed without the text. If you move a heading, the accompanying text moves with it.

To change the view, you can open the View menu and then choose the view or select a different view from the bottom of the screen:

[pic]

3. Save a Document

You must save your document before exiting in order to open it again.

1. To save a new, unsaved document, use the following instructions:

▪ Click the Save button on the tool

bar [pic] or select File from the

menu bar and click on Save, or

press CTRL+S on the keyboard

The Save As dialog box appears

on your screen

▪ Specify the correct folder in the

“Save in:” box

▪ Type the name of your file in the

“File name:” box

▪ Click the Save button

All Microsoft Word documents will be saved with an extension *.doc. Doc is an abbreviation for a document. If you created a new document and saved it as document1, it will be saved as document1.doc. For the Microsoft Word 2007, documents will be saved with an extension *.docx

Note: It is good practice not to use spaces or special characters in the file name. For example, a long file name may look like this: document_sample_file1.doc.

2. Make sure you save your work often. If you are working on a huge document, it is crucial that you do so. Many users have shed warm, salty tears after losing hours, if not days, of hard work!

To save your work, click the Save button on the tool bar [pic] or select File from the menu bar and click on Save, or Press CTRL+S on the keyboard. Your file will be saved automatically without displaying the “Save As” dialog box.

3. To save a completely new document using previously existing (and opened) text, you use the Save As option. Open the document that you wish to save as an entirely new file, go to the menu bar, and click on

File >> Save As. In the file name text box, give your document a new name. Using this option allows you to save multiple versions (with different file names) of a document based on one original file.

4. Rename a Document

To rename a Word document while using the program:

▪ Select File menu

▪ Click on Open submenu and

find the file you want to

rename

▪ Right-click on the document

name with the mouse and

select Rename from the

shortcut menu

▪ Type the new name for the

file and press the ENTER key

5. Work with Multiple Documents

Several documents can be opened simultaneously if you are typing or editing multiple documents at once.  

All open documents are listed under the Window menu as shown. The current document has a checkmark beside the file name.

6. Close a Document

Typically, you would save your work before exiting.

To exit Word, click [pic] on the upper right corner of the screen.

Another way to exit Word is:

1. Click File.

2. Then click Exit, which can be found at the bottom of the drop-down menu.

3. If you have entered text, you will be prompted:

"Do you want to save the changes to Document1?"

To save your changes, click Yes. Otherwise, click No

or click Cancel if you want to continue to work with

the current document.

4. Click Yes and:

If it is a new document, the Save As dialog box appears:

▪ Specify the correct folder in the Save in box

▪ Type the name of your file in the File name box

▪ Click Save

If the document you close has been saved before, your file will be saved and closed automatically without

displaying the Save As dialog box.

7. Word document techniques

7.1 Work with Text

Typing Text

To enter text, just start typing! The text will appear where the blinking cursor is located. Move the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the left button. The keyboard shortcuts listed below are also helpful when moving through the text of a document:

|Move Action |Keystroke |

|Beginning of the line |HOME |

|End of the line |END |

|Top of the document |CTRL+HOME |

|End of the document |CTRL+END |

Inserting / Overtyping Text

You can insert text or you can overtype it. To check to see whether you are in the Insert mode or Overtype mode, look at the Status bar, located at the very bottom of the screen. If the letters "OVR" are gray, you are in the Insert mode. If the letters "OVR" are black, you are in the Overtype mode. 

Insert Mode Overtype Mode

To change the mode, double-click the letters "OVR." You can also change the mode by pushing the Insert key on your keyboard.

To insert text, you must be in the Insert mode. To overtype, you can type over the current text (replace the current text with new text). However, you must be in the Overtype mode.

Highlighting Text

To change any attributes of text, it must be highlighted first. Select the text by dragging the mouse over the desired text while holding down the left mouse button, or hold down the SHIFT key on the keyboard while using the arrow buttons to highlight the text. The following table contains shortcuts for selecting a portion of the text:

|Selection |Technique |

|Whole word |double-click within the word |

|Whole paragraph |triple-click within the paragraph |

|Several words or lines |drag the mouse over the words, or hold down SHIFT while using the arrow keys |

|Entire document |choose Edit menu and then Select All from the menu bar, or press CTRL+A |

Deselect the text by clicking anywhere outside of the selection on the page or press an arrow key on the keyboard.

Deleting Text

Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace will delete text to the left of the cursor and Delete will erase text to the right. To delete a large section of text, highlight the entire text using any of the methods discussed previously and press the DELETE key.

Note: If you accidentally delete text, you can utilize the UNDO function to retrieve your text.

Formatting Text/Paragraphs Using Standard and Formatting Toolbars:

In a word processing program, there are numerous options available for presenting your text. This part of the manual will guide you through several of the important features in Word that will allow you to edit, modify, and display text (and non-text) components.

The Standard and Formatting toolbars are the easiest ways to change many attributes of text. If the toolbars as shown below are not displayed on the screen, select View|Toolbars and choose Standard. Then, select View|Toolbars again and choose Formatting.

The Standard Toolbar

Word allows all toolbars to be customized, so you may not find all options listed here. There are several buttons that may or may not appear immediately in your version of Word. Use the following graphic as a guide to the Standard Toolbar.

1. New Blank Document

Creates a new Word file.

2. Open

Opens a Word file saved to your hard drive or removable media.

3. Save

Saves the current document.

4. Permission

Microsoft has enabled Information Rights Management (IRM) within the new version of Word, which can help protect sensitive documents from being copied or forwarded.

5. E-mail

E-mails the current document.

6. Print

Clicking on the Print icon automatically prints the document currently active in Word. If you wish to explore more print options, then go to the menu bar and select File >> Print.

7. Print Preview

You can click on the Print Preview icon to review your document before you print.

8. Spelling and Grammar

Clicking on the icon begins a review of your document in search of spelling and grammatical errors that may need to be corrected.

9. Research

This will let you look up items in dictionaries and encyclopedias.

10. Cut

Click on the Cut icon to remove the current selection and places it on the clipboard.

Note: To move a small amount of text, the drag-and-drop method may be quicker. Highlight the text you want to move, click the selection with the mouse, drag the selection to the new location, and release the mouse button.

11. Copy

Copy the current selection to the clipboard, which can then be pasted elsewhere in the document, or

into a completely separate program/document.

12. Paste

Clicking on the Paste icon inserts the text that has been most recently added to the Clipboard (the text

would have been added there by Cutting or Copying). With Paste, you can either insert the copied text

into a document or replace selected text.

You can practice copy and paste by following these steps:

▪ Click in front of the first letter of the document or information you want to copy and hold the LEFT

mouse button down and move your mouse to the end of the document so all of the information that

you want to select is highlighted – then release the button

▪ Click on the Copy button

▪ Ask yourself “Where do I want to put the information?”

▪ When you have decided where you want to place the information that you have just copied, bring

the mouse directly on top of the area you want to put the information into and click on the Paste

button

13. Format Painter

Copies the format from a selected object or text and applies to other objects or text.

14. Undo

The Undo command removes the last addition or change made to your document. Use the pull-down

menu to undo several steps.

15. Redo

The Redo command repeats the last command or action. Use the pull-down menu to redo several

steps.

16. Insert Hyperlink

You may find that you want to include links to a particular web site, web page, or some other kind of

online file in your Word document. Using the Insert Hyperlink button, you can turn selected text into

hyperlinks. When the icon is clicked, Insert Hyperlink window will appear that will allow you to insert

the URL (web address) of the web page you want to link to. You can type in the URL or insert a

preexisting bookmark. Once the link is inserted, the link in your Word document can be clicked and the

web page will open up in a web browser.

17. Tables and Borders

Clicking on the Tables and Borders button activates or deactivates the tables and borders toolbar.

18. Insert Table

When the Insert Table icon is clicked, a small window will appear in the form of a grid of squares. Use

this window as a guide to indicate how many rows and columns you would like your table to contain.

Once selected, a table will automatically appear in Word. Clicking the Tables and Borders button will

allow you to modify the table. To modify an aspect of the table, select, or place the cursor in, the area

and apply changes such as borders and colors.

19. Insert Microsoft Excel Worksheet

Inserts an Excel worksheet in the current document.

20. Columns

Divides the document area into vertical rows.

21. Drawing

Activates or deactivates the drawing toolbar.

22. Document Map

Opens a pane that shows the document headings and the cursor’s relative position within the

document.

23. Show/Hide Paragraph

Reveals select elements of the document’s formatting.

24. Zoom

Increases or decreases the size of the document’s viewable area.

25. Microsoft Office Word Help

Opens the Help wizard.

26. Read

Clicking on the Read button converts the view to the Reading Layout view. Reading Layout presents

documents that you want to read but not edit. In Reading Layout view, Word attempts to display the

document in two readable columns, with no regard for how the letter is actually to appear when finally

printed. This view is designed to display as much text on your screen as possible while still

maintaining readable margins, so you can read without clutter on the screen.

The Formatting Toolbar

Word allows all toolbars to be customized, so you may not find all options listed here. There are several buttons that may or may not appear immediately in your version of Word. Use the following graphic as a guide to the Formatting Toolbar.

[pic]

1. Style

Styles in Word are used to quickly format portions of text. For example, you could use the "Normal" or "Default Paragraph Font" for the body text in a document.

2. Font

Font is a simple but important factor in Word documents. The choice of font (the style of the text itself) can influence the way others view documents, either on the screen or in print. For example, Arial font looks better on screen, while Times New Roman is clearer in print. To apply a font to text, select desired text with your cursor, and choose a font from the font drop down menu.

3. Font Size

You may encounter times when you need to display some text larger or smaller than other text. Selecting desired text with the cursor and choosing a font size from the drop down menu changes the size of text. A font size of 10 or 12 is best for paragraphs of text.

4. Bold

Places the text in bold.

5. Italic

Places the text in italics.

6. Underline

Underlines the text.

7. Align Left

Aligns the selection to the left of the screen/paper.

8. Center

Aligns the selection to the center of the screen/paper.

9. Align Right

Aligns the selection to the right of the screen/paper.

10. Justify

Aligns the selection to both the left and right of the screen/paper.

11. Line Spacing

Adjusts the line spacing (single-spaced, double-spaced).

12. Numbering

Creates a numbered list.

13. Bullets

Creates an unordered, bulleted list.

You can practice with the bullets and numbers by following these instructions:

▪ Click the Bullets button [pic] or Numbering button [pic] on the formatting toolbar

▪ Type the first entry and press ENTER.  This will create a new bullet or number on the next line.

If you want to start a new line without adding another bullet or number, hold down the SHIFT

key while pressing ENTER

▪ Continue typing entries and press ENTER twice when you have finished typing the list

Note: You can also type the text first, highlight the section, and press the Bulleted List or Numbered

List buttons to add the bullets or numbers.

The bullet image and numbering format can be changed

by using the Bullets and Numbering dialog box.

▪ Highlight the entire list to change all the bullets or

numbers, or place the cursor on one line within the

list to change a single bullet

▪ Access the dialog box by selecting

Format|Bullets and Numbering from the menu

bar or by right-clicking within the list and selecting

Bullets and Numbering from the shortcut menu

▪ Select the list style from one of the eight choices

given, or click the List Styles tab to create a list

style

▪ Click OK when finished

14. Decrease Indent

Decreases the indentation of the current selection (to the left).

15. Increase Indent

Increases the indentation of the current selection (to the right).

16. Outside Border

Places a border around the current selection; click the drop-down for a wide selection of bordering options.

17. Highlight

Highlights the current selection; the default color is yellow. The color shown on the button is the last color used. To select a different color, click the arrowhead next to the image on the button.

18. Font Color

Changes the font color; the default/automatic color is

black.

The font color can also be changed by using the Font

dialog box. The Font dialog box allows you to choose

from a larger selection of formatting options.

▪ Select Format from the menu, then Font

▪ Or right-click inside the document to open the

shortcut menu and select Font from it.

▪ The Font window opens

Note: Some commands can also be accessed from the menu bar or from the shortcut menu. For example: Cut, Copy, Paste can be done from the Edit menu or shortcut menu. You can open the Font, Bullets and Numbering dialog boxes from the Format menu or shortcut menu.

Formatting the document Using Drawing Toolbar

Microsoft Word offers many powerful drawing tools to let you control fill color, line color, line style, shadows, 3D effects, grouping, ordering, and more. The easiest way to access these features is through the drawing toolbar. Normally the drawing toolbar is at the bottom of your Word screen. If it is not activated, you can turn it on by doing the following: click on View in the top menu bar, then choose the Toolbars from the drop-down menu and check Drawing from the menu.

[pic]

1. Draw

A pull down menu with several drawing options.

2. Select Objects

Changes the pointer to a selection arrow.

[pic]

3. AutoShapes

AutoShapes allows you to draw many different geometrical

shapes, arrows, flow chart symbols, stars, and banners on the

document.

Click on AutoShapes to bring up a choice of many shapes that

you can "draw" on your document.

▪ Choose the category from the pop-up menu

▪ Click on the shape you want from the category

▪ Click and hold down your left mouse button, and drag

your mouse to stretch out the shape to the size and

orientation you want

▪ Release the mouse button to drop the shape on your

document

Note: Each of the submenus on the AutoShapes toolbar can become a separate toolbar. Just click

and drag the gray bar across the top of the submenus off the toolbar and it will become a

separate toolbar.

4. Line

Allows you to draw a straight line anywhere on the page.

Hint: To draw a perfectly horizontal or vertical line, hold down the Shift key while drawing.

5. Arrow

Inserts a line with an arrowhead anywhere on the page.

Hint: To draw a perfectly horizontal or vertical arrow, hold down the Shift key while drawing.

6. Rectangle

Allows you to draw a rectangle.

Hint: Hold down Shift to draw a square.

7. Oval

Allows you to draw an oval.

Hint: Hold down Shift to draw a circle.

8. Text Box

This lets you draw a box to type in. It works well when you want to type on top of another object. A fun

aspect of the text box is that you can make the text direction vertical.

[pic]

9. Insert WordArt

Creates text effects with Word Art. Choose all sorts of shapes and sizes to liven up a document.

▪ In the WordArt Gallery dialog box, double-click the style you want

▪ The Edit WordArt Text dialog box opens, type your text and select the desired font and size

▪ Click the Bold or Italic button to make all text bold or italic

▪ Whenever a WordArt object is selected, the

WordArt toolbar appears

10. Insert Diagram or Organization Chart

Opens a window where you can choose from several designs of charts that you can fill in with your

own information.

11. Insert Clip Art

The Clip Art task pane will appear on the right side of your

screen.

Note: You can add a Clip Art from the Insert menu (Insert >>

Picture >> Clip Art)

▪ Enter a word/description for the picture you want in the

Search for field and click Go

Note: Word will search local files and online. You can

also choose your media file type (clip art, photos,

movies, or sound)

▪ Place the cursor where you want to insert the picture in

the document

▪ In the Clip Art task pane, click once on the picture you want to insert

▪ Click the x in the top right corner of the task pane to close Clip Art

[pic]

12. Insert Picture

This is what you use if you have a picture saved that you want to add to your document. It will bring up

a window so that you can browse to where you have the picture saved.

Note: You can add a Picture from the Insert menu

(Insert >> Picture >> From File)

Editing a Clip Art or Picture

▪ Activate the image you wish to edit by clicking

on it once with the mouse. Eight handles will

appear around the graphic

▪ Click and drag these handles to resize the

image. The handles on the corners will resize

proportionally while the handles on the straight

lines will stretch the image

More picture effects can be changed using the Picture toolbar. The Picture toolbar should appear

when you click on the image.

Otherwise, select

View >> Toolbars >> Picture from the

menu bar to activate it.

1. Insert Picture will display the Insert Picture window and allow you to change the

Image.

2. Color allows you to make the image grayscale, black and white, or washout.

3. More Contrast modifies the contrast between the colors of the image.

4. Less Contrast modifies the contrast between the colors of the image.

5. More Brightness will darken or brighten the image.

6. Less Brightness will darken or brighten the image.

7. Crop and drag the handles on the activated image to delete outer portions of

the image.

8. Use the Rotate button to rotate your image 90 degrees counterclockwise.

9. Line Style will add a variety of borders to the graphic.

10. Click the Compress Pictures button and select the desired options in the

Compress Pictures dialog box.

Modify either the selected picture or all pictures in the document in one or more of

the following ways:

▪ Optimize the picture resolution for either the Web or for printing

▪ Compress the graphic for the pictures

▪ Delete cropped areas of pictures (if you do this, you won’t be able to

restore cropped areas)

11. Text Wrapping will modify the way the document text wraps around the graphic.

12. Format Picture displays all image properties in a separate window.

13. Set Transparent Color makes a particular color in a picture transparent.

Click the Set Transparent Color button and then click an area in the picture with

the color you want to make transparent.

14. Reset Picture will delete all the modifications made to the image.

[pic]

13. Fill Color (used with shapes):

Lets you add, remove or change the fill color of the

selected object (click the little down arrow for more

color choices).

14. Line Color (used with lines):

Lets you add, remove or change the line color of the

selected object (click the little down arrow for more color

choices).

15. Font Color (used with fonts):

Lets you change the font color of the selected

text (click the little down arrow for more color

choices).

16. Line Style (used with lines and shapes):

Click Line Style to get a menu of different line styles for

the selected object.

[pic]

17. Dash Style (used with lines and shapes):

Click to get a menu of different dashed line styles for the

selected object.

18. Arrow Style

Click to get a menu of different arrow styles for the selected line.

Draw a line or an arrow. While it is highlighted, choose the Arrow

Style.

19. Shadow Style

It is used with lines and shapes to give depth to the

objects on the page.

20. 3-D Style

Add different 3-D effects to the selected object.

More Formatting

Besides the toolbars, Word provides many of ways to customize and format your text and documents.

1. Changing the Spacing of Text

You can change the spacing of the text with the

Paragraph formatting options. To access them,

click on the Format menu, then select Paragraph

from the submenu

A window will appear with options for modifying

spacing and indentation. You can choose to make

the text in your document single or double spaced

2. Using the Format Painter

The Format Painter is a quick way to copy the appearance, color, style, or other aspects of one section of

text to another section of text.

▪ Highlight a portion of the text which contains a format you want to repeat (e.g., bullets, numbers,

bold)

▪ Click the Format Painter button on the Standard toolbar. The cursor will change to resemble the

Format Painter icon

▪ Drag the cursor over the text where you want to repeat the format and then drop it after you are

done

▪ To use the Format Painter on multiple areas of text, double click on the Format Painter button on

the Standard toolbar

▪ When you are finished, click once on the Format Painter button on the Standard toolbar to

deselect it

3. Styles and Formatting

With Styles and Formatting, a variety of formatting combinations

can be saved and applied quickly to multiple headings and text

within your document

A style is a collection of formatting instructions applied to text that is

saved and given a name

Word comes with dozens of built in styles. By default, Word hides

them all

To see all available styles, go to the Format menu on the menu bar,

then click on Styles and Formatting submenu. On the right, you

will see the Styles and Formatting task pane

You can also open the Styles and Formatting from the

Formatting toolbar if you click on the Style drop-down menu

To apply the style to your document:

1. Highlight the text you wish to add a Style to.

2. Open the Styles and Formatting task pane.

3. Scroll through the available Styles.

4. Select the Style you want to add.

7.2. Work with page.

The rulers

The ruler is used to change the format of your document quickly. You can quickly set up margins, tab stops,

and paragraph indents.

The horizontal ruler is the bar across the top of your Word document with measurements marked out on it.

The ruler is generally found below the main toolbars.

If you do not see the ruler:

1. Click View on the Menu bar.

2. The option Ruler should have a check mark next to it. If it does not have a check mark next to it, click

Ruler. The ruler now appears below the toolbars.

Insert the page number

To insert page number:

1. From the Insert menu, select Page Numbers.

The Page Numbers dialog box will appear.

2. From the Position drop-down list, select the

desired position.

3. From the Alignment drop-down list, select the

desired alignment.

4. Select or deselect the Show number on the first page depending on your preference.

5. Click OK to close the dialog box.

6. For more page number options, click on the Format button.

Insert Headers/Footers

Headers and footers are important aspects of a Word document if you wish to include information such as page

numbers and headings on every page.

Headers and Footers appear at the top and bottom of each page, and can contain text or graphics.

To access the header and footer options, go to the menu bar and select View and click on Header and Footer.

A dotted-line box called "Header" will automatically appear, as well as a Header and Footer toolbar for

formatting header and footer properties. The cursor will already be placed in the Header box. Notice that the

rest of the document is grayed out.

[pic]

If you scroll down on your current page opened in Word, you will see a dotted-line box called Footer.

[pic]

1. To add text or graphics in the Header or the Footer, simply click the cursor inside either one of the boxes,

and type the text you would like to appear on the top or on the bottom of each page.

2. To add page numbers to your document, click your cursor inside of the footer box.

3. From the Header and Footer toolbar click on the icon shaped like a sheet of paper with a "#"

inside . The page number will then be inserted and applied to all of the pages in your

document.

4. To insert the time or date, click on the time [pic] or date [pic] button.

5. Use the Switch Between Header and Footer button [pic] on the Header and Footer toolbar to switch to

the Footer.

6. Click the Close button on the Header and Footer toolbar when you are finished. When you return to the

main document the Header and Footer will now appear grayed out.

Page Setup

The page setup items you'll adjust most often are likely to be

the margins and page orientation settings. The margins of your

document control the amount of white space at the top, bottom,

right, and left edges of the document.

To open Page Setup dialog box, go to the File menu and click

on the Page Setup submenu. The Page Setup dialog box

opens.

There are three tabs in this dialog box: Margins, Paper, and

Layout.

1. To set the page margins, click on the Margins tab.

The Margins drop-down boxes allow you to set up the

margins around the page.

Orientation will set your page to Portrait (tall) or Landscape

(wide).

You can also choose to Apply to the whole document or

only a selected area.

Note: You must select the area before going to Page Setup.

2. Click on the Paper tab on the Page Setup dialog box to

prepare your document for final printing.

Specifically, you need to specify a Paper size and

Paper source.

▪ Word offers a range of paper sizes. The standard

basics are from letter (traditional 8.5-by-11-inch)

to legal (8.5-by-14-inch) to traditional business

envelopes. In addition to the usual paper sizes,

Word also supports statement, executive, and

index card sizes. You'll also find numerous

envelope options

▪ Click the Paper Size arrow, and then choose the

size you want from the list of the paper sizes

supported by your printer.

Width - displays the width of the paper type you

clicked in the Paper size box

Height - displays the height of the paper type you

clicked in the Paper size box

▪ Paper Source controls where different sections

of your document will print.

Some documents require printing on different

kinds of paper. For example, with a multipage

business letter you might want to print the first page on company letterhead and the other pages on

plain paper

▪ First page asks you to select which printer tray to print your first page from

▪ Other pages ask you to select which printer tray to print your other pages from

▪ Click the Apply To drop-down arrow and select the part of the document to which you want the

paper source settings to apply

3. Layout

▪ Section start tells Word where the current

section begins

▪ Headers and footers are identical within a

section, but you can tell Word to allow

Different odd and even headers and footers

when printing facing pages

▪ Vertical alignment determines text alignment

between top and bottom margins

▪ Line Numbers allows you to add line numbers

in the left margin of the page

▪ Borders brings up the Borders and Shading

dialog box

7.3. Spelling and Grammar Check

Word will automatically check for spelling and grammar errors as you type unless you turn this feature off.

To disable this feature:

select Tools|Options from the menu bar

click the Spelling & Grammar tab on the dialog

box

uncheck "Check spelling as you type"

unchecked "Check grammar as you type"

click OK

If you want to spell check your entire document, press F7, or click the spelling icon [pic], or choose Tools from the menu and then Spelling and Grammar submenu.

If you want to spell check part of your document, highlight the area you want to spell check. Then press F7, or click the spelling icon [pic], or choose Tools > Spelling and Grammar from the menu.

The Spelling and Grammar dialog box will notify you of the mistake in the document and the incorrect word will be highlighted. Spelling errors display with a red wavy line under the word. Grammar errors display with a green wavy line under the error.

If the grammar or/and spelling is correct, click the Ignore Once button or click the Ignore All or Ignore Rule button if the word appears more than once in the document.

If the grammar or/and spelling is incorrect, choose one of the suggested words in the Suggestions box and click the Change button or Change All button to correct all occurrences of the word in the document. If the correct spelling is not suggested, enter the correct spelling in the Not In Dictionary box and click the Change button.

If the word is spelled correctly and will appear in many documents you type (such as your name), click the Add button to add the word to the dictionary so it will no longer appear as a misspelled word.

As long as the Check Grammar box is checked in the Spelling and Grammar dialog box, Word will check the grammar of the document in addition to the spelling. If you do not want the grammar checked, remove the checkmark from this box.

The message below will appear when the Spelling and Grammar check is complete. Click OK to return to the document.

7.4. Synonyms

Microsoft Word has a feature for finding synonyms. Simply right-click on the word and select Synonyms from the shortcut menu. From the list of suggested words, highlight the word you would like to use or click Thesaurus... for more options.

7.5. Thesaurus

You can open Thesaurus from Tools >> Language >> Thesaurus or select it from the Synonyms shortcut menu as mentioned above.

The Research task pane will appear on the right.

1. Type a word in the Search for field.

2. Make sure the drop down field is set to Thesaurus: English (U.S.).

3. Select the green arrow to start the search.

4. Highlight the word(s) you would like to replace.

5. Click the desired replacement from the results field.

6. Once the word is highlighted a drop down arrow will appear, click Insert.

The new word should now appear in the document.

7.6. Creating Callouts

Callouts are a specific type of AutoShape, but are useful enough to warrant special mention. A callout is like a text box with a pointing line to connect it to something.

Callouts can be accessed from the Draw toolbar.

Open AutoShapes menu and select Callouts. The Callouts

submenu opens

Select a Callout of your choice. The cursor is changed to a plus

(+) sign

Click once and then hold the mouse and drag the callout to the

right and up

Enter the text in the Callout

7.7. Find and Replace

Find and Replace commands can be access from the Edit menu.

You can execute the Find command if you want to find a particular word or piece of text.

You can search the entire document or you can limit your search to a selected area. To do that highlight that area and then execute the Find command.

After you have found the word or piece of text you are searching for, you can replace it with new text by executing the Replace command.

To find text

On the Edit menu, click Find

In the Find what box, enter the text that you want to search for

To select all instances of a specific word or phrase at once, select the Highlight all items found in

check box, and then select the portion of the document you want to search in by opening the drop-

down list and selecting any option

Select any other options that you want by clicking on the More button

Click Find Next or Find All

To cancel a search in progress, press ESC

To replace text

On the Edit menu, click Replace

In the Find what box, enter the text you want to search for

In the Replace with box, enter the replacement text

Select any other options that you want by clicking on the More button

Click Find Next, Replace or Replace All

To cancel a search in progress, press ESC

8. Print Preview and Print document

8.1. The Print Preview feature shows you how your document will look when you print it.

You can see multiple pages of your document in a smaller size. You can make editing and formatting

changes to create the right look before you print the document.

To preview your document before printing, choose the File menu, then select Print Preview from the

submenu. Word is changed to the preview screen:

To zoom in and out you can use the Magnifier button [pic]. By default it is turned on.

If it is not:

click on Magnifier, then place the cursor on the document and it will turn into a magnifying glass with a

+ symbol inside. Then click your document

to zoom back out, place your cursor on the document and this time your cursor will turn into a

magnifying glass with a - symbol inside. Then click your document

To switch between viewing one page and multiple pages, click on the buttons at the top of the screen

which look like one page, or four pages laid out.

When you click on the multiple pages button, a palette of pages opens. Click

and drag across the palette to select the number of pages you want to view at once.

The maximum number of pages is six.

The View Ruler button is used to show/hide the horizontal and vertical rulers.

Click on the Shrink to Fit button [pic] to activate the Shrink to Fit feature, which makes small adjustments that allow the text to fit on one page.

To close the Print Preview window, click on the Close Preview button.

8.2. Print Document.

To start print document, choose the File menu

and then click on Print. A Print dialog box appears.

1. The default printer is displayed in the Name

box. If you want to change the printer, open the

drop-down list and select the printer you want to

use.

2. You need to specify what page/pages you want

to print. By default, All pages print option is

selected.

▪ To print the current page, choose Current

Page

▪ To print multiple pages, type the page

numbers that you want to print in the Pages

text box

▪ To print the selected text, select the text

before you open the Print dialog box. Then choose Selection

3. If you need more then one original, change the Number of copies to print as many copies as you need.

If you choose to print more then one copy, Word groups the copies as illustrated in the Copies area of

the dialog box. The Collate option is enabled by default. To see how the pages will print without

collating, disable the Collate check box and notice the difference in the sample pages.

4. To send the document to printer, click on the OK button.

Microsoft 2007

As we know, technology changes every day. Microsoft Word 2007 is the latest edition to Microsoft Office. Let’s take a look at Microsoft Word 2007 and how it may differ from the current edition (Microsoft Word 2003).

Lesson 1: Getting Familiar with Microsoft Word 2007 for Windows

Microsoft Word is a word processing software package. You can use it to type letters, reports, and other documents. This tutorial teaches Microsoft Word 2007 basics. This lesson will introduce you to the Word window. To begin this lesson, open Microsoft Word 2007. The Microsoft Word window appears and your screen looks similar to the one shown here.

[pic]

Note: Your screen will probably not look exactly like the screen shown. In Word 2007, how a window displays depends on the size of your window, the size of your monitor, and the resolution to which your monitor is set. Resolution determines how much information your computer monitor can display. If you use a low resolution, less information fits on your screen, but the size of your text and images are larger. If you use a high resolution, more information fits on your screen, but the size of the text and images are smaller. Also, Word 2007, Windows Vista, and Windows XP have settings that allow you to change the color and style of your windows.

The Microsoft Office Button

In the upper-left corner of the Word 2007 window is the Microsoft Office button. When you click the button, a menu appears. You can use the menu to create a new file, open an existing file, save a file, and perform many other tasks.

[pic]

The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar.

The Quick Access toolbar provides you with access to commands you frequently use. By default, Save, Undo, and Redo appear on the Quick Access toolbar. You can use Save to save your file, Undo to rollback an action you have taken, and Redo to reapply an action you have rolled back. You can add more buttons to the Quick Access toolbar. Click on the Customize Quick Access Toolbar button [pic] and click on the option you want to add to the Quick Access Toolbar. A check mark next to an item means it is selected. To remove any option from the Quick Access Toolbar, click on the selected option and it will deselect it.

The Title Bar

Next to the Quick Access toolbar is the Title bar. The Title bar displays the title of the document on which you are currently working. Word names the first new document you open Document1. As you open additional new documents, Word names them sequentially. When you save your document, you assign the document a new name.

[pic]

The Ribbon

You use commands to tell Microsoft Word what to do. In Microsoft Word 2007, you use the Ribbon to issue commands. The Ribbon is located near the top of the screen, below the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related command groups. Within each group are related command buttons. You click buttons to issue commands or to access menus and dialog boxes. You may also find a dialog box launcher in the bottom-right corner of a group. Clicking the dialog box launcher gives you access to additional commands via a dialog box.

[pic]

The Ruler

The ruler is found below the Ribbon.

[pic]

You can use the ruler to change the format of your document quickly. If your ruler is not visible, follow the steps listed here:

[pic]

1. Click the View tab to choose it.

2. Click the check box next to Ruler in the Show/Hide group. The ruler appears below the Ribbon.

The Text Area

Just below the ruler is a large area called the text area. You type your document in the text area. The blinking vertical line in the upper-left corner of the text area is the cursor. It marks the insertion point. As you type, your text displays at the cursor location. The horizontal line next to the cursor marks the end of the document.

[pic]

The Vertical and Horizontal and Vertical Scroll Bars

The vertical and horizontal scroll bars enable you to move up, down, and across your window simply by dragging the icon located on the scroll bar. The vertical scroll bar is located along the right side of the screen. The horizontal scroll bar is located just above the status bar. To move up and down your document, click and drag the vertical scroll bar up and down. To move back and forth across your document, click and drag the horizontal scroll bar back and forth. You won't see a horizontal scroll bar if the width of your document fits on your screen.

The Status Bar

The Status bar appears at the very bottom of your window and provides such information as the current page and the number of words in your document. You can change what displays on the Status bar by right-clicking on the Status bar and selecting the options you want from the Customize Status Bar menu. You click a menu item to select it. You click it again to deselect it. A check mark next to an item means it is selected.

To Close and Save—Windows Vista

[pic]

1. Click the Microsoft Office button. A menu appears.

2. Click Exit Word, which you can find in the bottom-right corner.

3. You are prompted: "Do you want to save changes to Document1?" To save your changes, click Yes. Otherwise, click No. If you click Yes, the Save As dialog box appears.

4. You can save your document as *docx or *doc file

References for the Microsoft Word Tutorial:





















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Example of a Submenu

Left Mouse button

Right Mouse button

Scroll button

Callouts are shapes that you can type text in. These are a great way to enhance a document.

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