Microsoft Office XP - CUNA



Hiway Federal Credit Union

Level 1 Lunch-N-Learn, May 2005

Table of Contents

Introduction 3

Menu Bar 3

Standard Toolbar 3

The Word Window 4

Setting Margins 5

The Page Setup dialog box 5

Auto Correct 6

The AutoCorrect dialog box 6

Save a New Document 7

Save As dialog box 7

Clip Art 8

Insert Clip Art 8

Lab Activity 9

Creating an Announcement – Day 1 9

Lab Activity Procedures 10

Lab Activity Procedures Continued 11

Basic Text Editing 12

Selecting Text 12

Drag and Drop Text 12

Text Formatting 13

Alignment 13

Document Editing 14

Find and Replace Text 14

Cut, Copy & Paste 14

Using Undo & Redo 15

Check Spelling 15

Microsoft Help Text Box 15

Table Basics 16

Insert a Table 16

A Table with Four Columns & Four Rows 16

Lab Activity 17

Lab Activity Procedures Day 2 17

Lab Activity Procedures Day 2 Continued 18

Basic Desktop Publishing 19

Drawing Toolbar 19

Line Color and Styles 19

Hyperlinks 20

Create a Hyperlink 20

Lab Activity 21

Lab Activity Procedures Day 3 21

Mail Merge Basics 22

Mail Merge Basics 22

Steps 1-3 to Creating a Mail Merge 23

Steps 4-6 to Creating a Mail Merge 24

Mail Merge Toolbar 25

Preview & Print Basics 26

Preview a Document 26

Print 27

Lab Activity 28

Lab Activity Procedures Day 4 28

Lab Activity Procedures Day 4 Continued 29

Lab Activity Procedures Day 4 Continued 30

Introduction

Menu Bar

Standard Toolbar

Introduction

The Word Window

1. _____________________

2. _____________________

3. _____________________

4. _____________________

5. _____________________

6. _____________________

7. _____________________

8. _____________________

9. _____________________

10. _____________________

Setting Margins

The Page Setup dialog box

Auto Correct

The AutoCorrect dialog box

Save a New Document

Save As dialog box

Clip Art

Insert Clip Art

Lab Activity

Creating an Announcement – Day 1

Today’s activity will take approximately 15-20 minutes for beginners.

Scenario:

You’re in charge of announcing your family’s semiannual get-together this summer. The event is taking place on the 4 of July. One of your responsibilities involves creating an announcement informing all family members about the exciting event. For this event you will prepare the announcement shown in Figure 1.

Each day you will use step by step instructions to create and format the announcement. On Day 4 one announcement will be mailed and one will be sent via e-mail as an attachment. Your final steps will involve sending the announcement to your classmates.

Lab Activity

Lab Activity Procedures

Steps for Day 1

1) Open Microsoft Word

a) Double click on the Microsoft Word icon from your desktop

2) Set the Margins and Page Orientation

a) Click on the “File” menu and “Page Setup…”

b) Set the bottom and top margin at 1”

c) Set the left and right margin at 1.25”

3) Setup AutoCorrect options

a) Click on the “Tools” menu and “AutoCorrect Options…”

b) Choose the “AutoCorrect” tab and enter the letters “July” in the “Replace” field

c) In the “With:” field enter “July 11, 2005”

d) Click “OK”

4) Save the document using “File Save As”

a) Click on the “File” menu and “Save As…”

b) Choose the folder or drive that the document will be saved under from the drop down list

c) In the “File Name” field type “Family Reunion 2005”

d) Click “Save”

Lab Activity

Lab Activity Procedures Continued

Steps for Day 1 continued

5) Insert Clip Art

a) Click on the “Insert” menu

b) Go to “Picture” and click “Clip Art…”

c) In the “Search text:” field type the words “summer”

d) Hover over the picture of your choice and when the drop down arrow appears to the right of it, left click and choose “Insert”

6) Format Picture

a) Select the Picture

b) From the “Format” menu, click “Picture” to open the Format Picture dialog box

c) Click on the “Size” tab and adjust your picture so that it’s approximately an inch in height

d) Change the Vertical and Horizontal alignment to place the picture in the top left corner of the announcement.

7) Press [Enter] twice leaving two blank spaces

8) Enter the text shown in illustration A

Basic Text Editing

Selecting Text

Drag and Drop Text

Basic Text Editing

Text Formatting

|Formatting Name |Formatting |Keyboard Shortcut |

| |Toolbar Icon | |

|Font Type | |Ctrl + Shift + F |

| |Drop down list | |

|Font Style | |Ctrl + D |

| |Bold, Italics, Underline | |

|Font Size | |Ctrl + Shift + ] (1pt) |

| |Drop down list from 8-72 pts |or Ctrl + Shift + P |

|Font Color | |Ctrl + D |

| |Font Color (Dark Blue) | |

|Font Effects |All Caps, Superscript, Hidden, etc. |Ctrl + D |

Alignment

Document Editing

Find and Replace Text

Cut, Copy & Paste

|Task |Keyboard Shortcut |

|CUT |Ctrl + X |

|COPY |Ctrl + C |

|PASTE |Ctrl + V |

Document Editing

Using Undo & Redo

Check Spelling

Microsoft Help Text Box

Table Basics

Insert a Table

A Table with Four Columns & Four Rows

Lab Activity

Lab Activity Procedures Day 2

1) Open Your Word Document from the day before

a) Click on the Microsoft Word icon from your desktop

b) Click the open folder from the standard toolbar

c) Open the folder that you saved the file under the day before

d) Double click on the file to open.

2) Edit the text shown below using the undo, redo, bold, italics, underline, cut, copy, and paste toolbar buttons as well as the drag and drop text feature.

Lab Activity

Lab Activity Procedures Day 2 Continued

3) Use Find and Replace to correct the following text

a) Click on the “Edit” menu and choose “Replace”

b) In the “Find What” field enter “When?”

c) In the “Replace With” field enter “WHEN:”

d) Repeat the same steps to replace “Where?” with “WHERE:”

e) Repeat the same steps to replace “July 11” with “July 04”

f) Repeat the same steps to replace “St. Paul” with “Cottage Grove”

Basic Desktop Publishing

Drawing Toolbar

Line Color and Styles

Hyperlinks

Create a Hyperlink

Lab Activity

Lab Activity Procedures Day 3

1) Draw a line using the Drawing toolbar

a) Click on the Line button from the drawing toolbar

b) Draw a horizontal line directly under the picture and 1st sentence in the announcement.

c) Adjust the length as needed by selecting the line (tip: to maintain a straight line hold the shift key down while adjusting the length).

2) Format the line color and style

a) Select the line

b) Click on the “Format” menu and choose “Autoshape…” to open the “Format Autoshape” dialog box

c) In the “Line” section, choose the style, weight, and color

d) Click “OK” when complete

3) Insert a website and e-mail Hyperlink

a) Select the following text: Urban Renewal Bluegrass

b) Click the “Insert” menu and choose “Hyperlink…”

c) Choose “Existing File or Web Page” button on the left pane of the hyperlink dialog box

d) In the “Address” field, enter:

e) Click “OK”

f) Select your e-mail address

g) Click on the “Insert Hyperlink” button

h) Click on the “E-mail Address” button on the left pane of the hyperlink dialog box

i) In the “E-mail Address” field enter your e-mail address

j) In the “Subject” field enter “Family Name Reunion 2005”

k) Click “OK” when complete

Mail Merge Basics

Mail Merge Basics

Mail Merge Basics

Steps 1-3 to Creating a Mail Merge

Mail Merge Basics

Steps 4-6 to Creating a Mail Merge

Mail Merge Basics

Mail Merge Toolbar

Preview & Print Basics

Preview a Document

Preview & Print Basics

Print

Lab Activity

Lab Activity Procedures Day 4

1) Run Spell and Grammar Check

a) Click on the “Spelling and Grammar” check button from the standard toolbar

b) Choose the correct spelling and click replace for any misspelled text

c) Click “OK” when complete

2) Print Preview

a) Click on the “Print Preview” button

b) Click on close when complete and make any necessary changes to text or object placement

3) There are 10 guest that do not have e-mail so you will have to create a mail merge to mail them the announcement, Create a mail merge for your envelopes

a) Open a blank Word document

b) Click on the “View” menu and choose “Task Pane”

c) Change the “Task Pane” to “Mail Merge” by click on the triangle at the top of the task pane

d) Step 1 of 6: Click in the “Envelopes” radio button and click on the Next link

e) Step 2 of 6: Click on the “Envelope options…” link

i) Choose the envelope style and click “OK”

ii) Click on the “Next: Select recipients” link

f) Step 3 of 6: Click in the “Type a new list” radio button

i) Click on the “Create” link

ii) Click on the “Customize” button

iii) Delete the Title, Company Name, Home, and Work Phone fields and click “OK”

iv) Enter the following guest:

Lab Activity

Lab Activity Procedures Day 4 Continued

|Last Name |First Name |Address Line |City |State |Zip Code |

|Boyd |Patricia |65 Blueberry |Minneapolis |MN |55422 |

|Thompson |Hannah |3232 Chestnut St |Saint Paul |MN |55102 |

|Grogan |Laurence |12202 Hill Street |Saint Paul |MN |55107 |

|Franklin |Christina |622 Fox Street |Minneapolis |MN |55422 |

|Streeter |Jessica |786 Elm Street |San Francisco |CA |94107 |

|Suhail |Nakahmi |73 Applewood |Jenkintown |PA |19046 |

|Alex |Daniels |592 Roosevelt |Auburn |MN |55103 |

|Mahony |Liz |7865 Stuart Drive |Newton |MA |01468 |

g) Click “Next: Arrange Your Envelop” link

4) Step 4 of 6: Place your cursor in the Mailing Address insertion point

a) Click on the “Address Block” link

i) Choose the recipient name format and click “OK”

b) Click “Next: Preview Your Envelope” link

5) Step 5 of 6: Allows you to preview the envelopes one at a time and a chance to edit if necessary.

a) Click on the “Next: Complete the merge” link

6) Step 6 of 6: Allows you the option to print the envelopes or save your changes for a later date.

a) Save your changes using Family Reunion 2005 Mailing List as the data source name

Lab Activity

Lab Activity Procedures Day 4 Continued

7) Send an e-mail invitation to your classmate to test the look of your announcement.

a) Close your announcement

b) Click on the “Open” folder from the standard toolbar

c) Find the document that you want to send via e-mail

d) Highlight/Select the document

e) Right click on the document

f) Choose “Send to” “Mail Recipient”

g) This will automatically prompt an e-mail message and attach the document

h) Click “Send/OK” to send the message

-----------------------

Introduction

Press Enter

Drag and drop text

End of Row Marker

Border Lines

End of cell marker

Gridlines

Insertion point

Column markers (dividers)

Tables:

✓ Tables are easier to use than tabbed columns when setting up and organizing data in columns and rows.

✓ You can insert a table using either of the following methods: The Insert Table button on the standard toolbar or the insert table command on the table menu.

✓ To insert a table with existing text, highlight the text you want to appear within the table then insert.

✓ In addition, you can use the tables and borders button [pic] to draw a table.

Table Basics

The Family’s Name Semi-Annual Get-Together is Just Around-the-Corner!

Despite the season’s endless entertainment options, we have not taken a vacation from holding

family events before this one,

this year’s semi-annual get-together! Many ( have proven to be loads of fun! Summer is the season for exciting events, vacations from work and time spent with friends and family. Come to

join us

St. Paul and enjoy free entertainment featuring “Urban Renewal Bluegrass” along with lunch and

Press Enter Center this sentence

refreshments! ( You don’t want to miss this year’s free gifts, prizes and much, much more!

Activities/Event

Activities for this event include: ( Pie eating contest (, Golf Tournament (, Scavenger Hunt (, Karaoke contest (, Dance contest (, and Carriage rides around town.

When? July 11, 2005

Where? St. Paul, MN

For more information contact YOUR NAME at 651-258-3992 or via email at YOUR E-MAIL

Microsoft Office Word 2002

Printing Documents:

✓ Printing creates a hard copy version of a document.

✓ Your computer must be connected to a printer in order to print.

✓ You can quickly print a single copy of the current document using the print button on the standard toolbar, OR you can use the Print dialog box to select Print Options.

Preview & Print Basics

Previewing Documents:

✓ Print Preview is used to display a document as it will look when printed.

✓ By default, one full page of a document at a time. However, you may set it to display up to six pages at one time.

✓ You can change the Zoom setting in Print Preview to zoom in or out on the document.

Step 5of 6

Step 6 of 6

Step 4 of 6

Mail Merge Basics

Step 3 of 6

Step 2 of 6

Step 1 of 6

Mail Merge Basics

Mail Merge Toolbar Buttons:

✓ Main Document Setup button – sets up a main document for mail merge with preset formats.

✓ Open Data Source button – Attaches an existing data source to the main document.

✓ Insert Address Block button – Provides a list of address formats to insert into your main document for mail merge.

✓ Insert Merge Fields button – Allows you to choose each merge field you want to insert.

✓ View Merged Data button – Displays the main document merged with information from the selected data records.

✓ Highlight Merge Fields button – Places a background to merge fields so that you can easily find them.

✓ Merge to Printer button – Runs the mail merge and prints the results.

Merge to Printer

Highlight Merged Fields

View Merged Data

Insert Merge Fields

Insert Address Block

Open Data Source

Main Document Setup

Mail Merge Basics

The wizard displays the 4 document options here.

Step 1 of 6

Mail Merge Tips:

✓ Use mail merge to create mass mailings, envelopes, e-mail messages, labels, or directories.

✓ To create a mail merge, you must have TWO files:

1. A main document, which contains information that will not change as well as merge fields and merge blocks that act as placeholders for information.

2. A data source file, which contains information like names and addresses.

✓ You can use the Mail Merge task pane or the Mail Merge toolbar to access mail merge features and commands.

✓ Use the Mail Merge task pane (like a wizard) to create a mail merge document in 6 easy steps.

Hyperlinks:

✓ A hyperlink is text or graphics linked to a destination file or location.

✓ Hyperlinks are used to link two documents, to a website, or to an e-mail address.

✓ By default, you must press Ctrl and click the hyperlink in order to link to its destination. However, this can be setting can be changed.

✓ Use the Insert Menu or the Insert Hyperlink button on the Standard toolbar to open the following dialog box.

The Line Style button displays different styles.

Fill Effects

Clip Art

▪

AutoShape Menu

Text Box

Drawing Toolbar:

✓ You can insert two types of graphics objects into a Word document: DRAWING OBJECTS and PICTURES.

✓ The drawing toolbar gives you quick and easy ways to insert: Pictures, Shapes, Text Boxes, Clip Art, Organizational Charts, etc.

Line Object

Line Style

Insert Diagram/Org Chart

Line Formatting:

✓ By default drawing objects have a solid single line border.

✓ Select line color and style from the palettes on the right end of the Drawing toolbar, or open the object’s Format dialog box for additional options.

Type a keyword to search the help menu

Spelling and Grammar dialog Box:

✓ You can check spelling in the entire document or part of a document.

✓ To check part of the document, select the text that you want to it to check before running spell check.

✓ When Word identifies a misspelled word, you can correct the spelling, ignore it, or add the word to the dictionary.

Undo Mistakes

✓ The arrow next to Undo displays a list of the most recent actions you can undo.

✓ When you undo an action, you also undo all actions above it in the list.

✓ You can undo one action at a time by clicking the UNDO button on the Standard toolbar.

✓ If you later decide you didn't want to undo an action, click Redo on the Standard toolbar.

Document Editing

Format Painter

Copy

Paste

Cut

Find and Replace Dialog Box Tips:

✓ The Find and Replace commands are useful for correcting errors that occur several times in a document, such as a misspelled name.

✓ In addition to text, you can find and replace formatting, symbols, and special characters such as paragraph marks.

Justify

Center Align

Right Align

Left Align

Clipboard:

✓ The Clipboard will hold the last 24 items cut or copied.

When using the Formatting Font dialog box, you can preview the look and effects of your text.

Preview & Print Basics

Mail Merge Basics

Basic Text Editing

Basic Desktop Publishing

Hyperlinks

Document Editing

Example of steps 1 – 3 shown above is taken from Teacher2Teacher.

Drag and Drop Text Tips:

✓ Drag and Drop is a feature that can be used in place of cut and paste.

✓ This command can be performed in three easy steps:

1. Select the text you want to move.

2. Left click the selected text and drag it to the desired location. Use the dotted line to identify the insertion point.

3. Release the mouse button to drop the text.

Black/White dots indicate that it is selected

Example of a Selected Picture.

Example of Selected Text

Selecting Text Tips:

✓ You must select text, graphics, and other objects before you can edit them (i.e. enlarge, move, delete, etc.)!

✓ To select a word or group of words, place your insertion point at the beginning of the text while still holding down the left mouse button until you’ve highlighted all the information you want selected.

✓ Click a word twice to select the word

✓ Click three times anywhere in the paragraph to select entire paragraph

✓

Basic Text Editing

Contents of current location

File name box

Places bar

Drop Down List

Saving a New Word Document:

✓ To have a file available for future use, you must save it with a valid document name.

✓ When saving a document use the Save As dialog box to give it a name and select its location.

✓ Word automatically adds a period and a three character file extension to the end of the file name to identify the file type.

✓ By default, the file extension is .doc

Save a New Document

Using Menus:

✓ Word groups commands into 9 menus.

✓ You can expand the menu to see all the commands.

✓ Commands that are not available appear dimmed on the expanded menu.

✓ If a toolbar button is available for a menu command, the icon will display to the left of the command name.

✓ A checkmark/bullet to the left of the toggle command indicates that command is already active.

✓ An ellipsis (…) indicates that the command opens a dialog box.

✓ An arrowhead indicates that the command opens a submenu.

9 menus

Submenu

Shortcut Key

Command name

Icon

Show/Hide button

Undo

Save

Print

Open

Insert Hyperlink

New blank document

Introduction

1

2

4

5

10

9

7

6

8

3

Lab Activity

Figure 1: Shows the results on Day 4

Lab Activity

Lab Activity

Setting Margins

Set Margins:

✓ Margins are measured in inches.

✓ Default margins in Word are 1.25” on the left and right and 1” on the top and bottom.

✓

Clip Art:

✓ Use the Clip Art task pane to find and insert clip art.

✓ Word displays thumbnail-sized previews.

✓ The Insert clip art button also opens the Clip Art task pane. [pic]

✓

Clip Art

AutoCorrect:

✓ Is a word feature that automatically corrects common spelling and typing errors as you type.

✓ Word comes with a built-in list of common typing errors.

✓ If AutoCorrect changes text that was not incorrect, use Undo or the AutoCorrect button to reverse the change.

✓ AutoCorrect can be disabled.

Auto Correct

Vertical Alignment:

✓ Vertical Alignment is used to adjust the position of all text on a page in relation to the top and bottom margins.

✓ Centering vertically can improve the appearance of some one page documents, such as flyers or invitations.

✓ Set vertical alignment on the Layout tab.

✓

Hover over the thumbnail and the menu to insert will appear.

Microsoft Office Word 2002

Title Bar

Rulers

Insertion point

Tool Bar

Task pane

View buttons

Select Browse Object

Status bar

Mode buttons

Type question for help box

Press Enter

Press Enter

Press Enter

Press Enter

Press Enter

Insert Table

2 columns

8 rows

Center Table & Text

Center Text & Edit

(See illustration B)

Press Enter after the family’s name and Center

Family’s Name in Italics

Change Font to Monotype Cursiva (18pts)

Lab Activity

Lab Activity

Lab Activity

Lab Activity

Lab Activity

Lab Activity

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