basic functions in word

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Contents

1 INTRODUCTION 1

1.1 Basic functions 1

1.1.1 Word 1

1.2 Edit your document 3

1.3 Cut and Paste 3

1.4 Save a document 4

1.4.1 Save your document in M:\ 5

1.4.2 Tips 5

1.5 Print 6

1.5.1 Print only part of a document 7

1.6 Undo and Redo 7

2 FUNCTIONS FOR EFFICIENT WRITING 8

2.1 AutoText 8

2.2 Word Count 9

2.3 Non-breaking Space. 9

2.4 Footnotes 10

2.5 Document Map 11

2.6 Outline View 13

2.6.1 Collapse and Expand 13

2.6.2 Edit your document in Outline View 14

2.6.3 Promote and demote the levels on headings and body text 14

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3 HOW TO USE THE TEMPLATE FOR THE THESIS. 15

3.1 The template. 15

3.2 Copy the text into the template 16

3.3 How to update the table of contents 16

4 STYLES 17

4.1 What is a style? 17

4.2 How to use styles 17

5 SHORTCUT KEYS 23

6 EXERCISE 1 27

6.1 Highlight the text 27

6.2 Undo and Redo 27

6.3 Cut and Paste 27

6.4 Save and open a document 28

6.5 Hyphenation and hyphen 28

6.6 PageBreak and new line 28

6.7 Formatting 29

6.8 Format a paragraph 29

7 EXERCISE 2 30

7.1 Get to know the template 30

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7.2 Writing in the template 30

7.3 Table of contents 31

7.4 Extra exercises 31

7.5 Find and replace 31

7.6 Footnotes 32

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1 Introduction

This instruction will help you on the way of writing the thesis in Word at the faculty of

Law UiO. The instructions are based on Word 2003, and the illustrations are from this

version.

If you have some questions, please send us an email: [email protected] or

[email protected]

1.1 Basic functions

1.1.1 Word

When you open Word you will see a screen almost like the one on the picture here. We will

guide you through the basic functions, hoping this will make it easier for you to write the

thesis.

The title bar, shows

the name of the

document that you

currently are working on

The menu bar, displays

the menu.

Toolbars, shortcuts to

menu commands.

Text Area, youll write

in this area.

Statusbar, see figure

next page

Taskbar

Shows the programs that

are open.

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The Statusbar:

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1.2 Edit your document

Word lets you go back and edit your document as much as you like, before printing it. But

to do this, you need to be able to do two things. First you need to identify the text you wantto change. And second, you need to make your change. There are many changes you can

make: add text, delete text, copy text, move text, change the style, and change the

formatting. Here you are going to learn about some of these functions, but when you are

using the template, you should be careful to make some changes in the styles. When you

are writing the thesis at UiO, you are using a downloaded template, where the styles are the

way the university wants them to be.

How do you know that you have identified the text? When word highlights the text, like

this you have selected the text.

Copy and paste

Before you start to make change to some existing text (to delete it, format it, move it), you

need to identify what text is to be affected. You are then selecting the text, and Word will

highlight the text.

Highlight the text you want to copy:

Choose Copy form the menuEdit at the menu bar.

Or you can use the shortcut key: Ctrl + C. Word have now copied the text.

Move the cursor to where you want paste in the text. .

ChoosePaste fromEdit-bar from the menu bar. . Shortcut key: Ctrl + V

1.3 Cut and Paste

When you want to move your text from one place to another, you can use the cut function.

Be aware that when you use this function the text will disappear from the screen. But it will

appear as soon as you paste it in where you want it to be.

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Highlight the text you want to remove:

ChooseCut fromEdit on the toolbar. Shortcut key: Ctrl + X .The text will now

disappear from the screen.

Move the cursor to where you want your text to be.

ChoosePaste fromEdit on the toolbar. Shortcut key: Ctrl + V

1.4 Save a document

To save a document you can choose Save from File on the menu bar. You can also

pushthis button on the toolbar or shortcut key: Ctrl + s.

If you havent saved the document before, you will automatically come to the window

sayingSave As. Give your document a name, and remember to save it on a directory you

easilywill find again. Complete the saving by pushing the Save button (see illustration).

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1.4.1 Save your document in M:\

If you are writing your thesis on a computer attached to UiO network, we recommend that

you save your document on M:/ .This is your personal directory at UiO network. Access to

this directory (M:) will only happens when you identify your self with a username and

password. M:/ is also identified with your username.

We recommend using this directory, cause every night there is a back up on this. If your

files are damaged or anything else happens, it is possible to get a safety copy from USIT.

When you contact them, you have to give them your username. Is it a file you have lost,

give them the filename, under which directory it was, data and time you lost your file etc.

Send an e-mail to [email protected] for help and question about backup, or contact

Juriteket at the faculty of Law.

1.4.2 Tips

When you are writing the thesis, you should save your document on at least two storage

units. This could be your mp3-player, USB-stick etc. Do take safety copies frequently.

Another tip is to save the document with time and date in the name, so you easily can go

back to older versions.

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1.5 Print

If you want to print out the whole document, the easiest way is to go to File on the menu

bar, and then choose print. At the University of Oslo, all printers will print your

document on both sides of the paper sheet. To change that, you have to do the sameprocedure for wanting to print a document, and then change the properties for the printer,

see figure. Choose none for the Print on both sides selection, in the Layout menu. See

figure.

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1.5.1 Print only part of a document

If you want to print out some parts of the document, this could be done. Choose File

from the menu bar and go to Print. Same procedure for printing the whole document. But

when this window appears (see figure) you can choose which pages you want to print.

1.6 Undo and Redo

Word remembers the last 100 things you have done. If you regret some editing, you can

always undo it easily, or even then again redo it again. On the toolbar youll find the

button: (shortcut key Ctrl+z) and pushing this will remove your last action. When

regretting this you can use the redo function, push the redo button on the toolbar or

use the shortcut key Ctrl + y.

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2 Functions for efficient writing

2.1 AutoText

Cut and Copy both store information on the Clipboard. Each time you store new

information on the Clipboard, the old information is lost. If you wish to store text

permanently so you can use it repeatedly, use AutoText.

Highlight the word you want to be remembered, and then push Alt + F3. Create

AutoText window will pop up.

Give it a name, and then click ok. Next time you start to write the word/text that you added

to this function, it will pop up as a small window above the word. Push the button enter and

Word will complete the word.

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2.2 Word Count

There is a limit for the amount of word in the Thesis. You will find the important material

in the pamphlet:

http://www.jus.uio.no/english/thesis/pamphlet.doc

To control the exact amount of words, chooseWord Count from the menuTools.

If you want only to count the words in a part of the document, highlight the text and to the

same procedure as above. Remember to also count Footnotes and Endnotes!

2.3 Non-breaking Space.

This character, accessed in Word via Ctrl-Shift-Space, looks like a space but is treated as a

normal "letter". A word that contains a no-break space wont be split over the end of a line,

e.g. " 28" will stay together without "" being at the end of one line and "28" at the start of

another.

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PageBreak

Sometimes it is better to let chapters start on a new page. We do not recommend using the

Enter button several times till youll reach a new page. If you do that, and make a

change on some pages above, this will move your chapter heading, so it will not start on a

new page. Therefore you should use the Page Break function

Push Ctrl + Enter (at the same time).

If you want to continue on a paragraph on a new line, push Shift + Enter (at the same time)

instead of pushing only Enter.

2.4 Footnotes

To put in a footnote in the text, you put the cursor in the position in the text where you

want the footnote to be. Then go to Insert on the menu bar, and choose Reference

Footnote Choose automatically numbering and then click ok.

When editing a footnote, double click on the footnote reference in the document, and the

area for editing the footnote will appear.

To delete a footnote, go to the footnote in the text, highlight the number and then push the

delete button on your computer.

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2.5 Document Map

The Document Map is a separate pane (pane: A portion of the document window bounded

by and separated from other portions by vertical or horizontal bars.) that displays a list of

headings in the document. Use the Document Map to quickly navigate through thedocument and keep track of your location in it.

When you click a heading in the Document Map, Microsoft Word jumps to the

corresponding heading in the document, displays it at the top of the window, and highlights

the heading in the Document Map.

Choose Document Map in the menu View, or use the icon on the toolbar menu.

To get Document Map to display useful headings, apply the built-in heading styles to the

headings in your document.

To do that, use the drop-down Styles menu on the toolbar. Choose Heading 1 for your main

headings, Heading 2 for sub-headings and Heading 3 for minor headings.

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To control the number of levels displayed in Document Map, right-click in spare space in

the Document Map and choose your preferred level.

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2.6 Outline View

To use the function outline view for the document, you have to use styles in the document.

(About styles, read chapter 4 in this instruction manual)Outline symbols and indentationsin outline view show you how a document is organized and make it easy to quickly

restructure a document. To make it easier to view and reorganize a document's structure,

you can collapse the document to show just the headings you.

Choose Outline in the View menu. To close the outline view, choose Print Layout in

the View menu.

2.6.1 Collapse and Expand

In the outline, details of the document can be hidden, and leave only the headings left. Then

it is easier to navigate in the document.

When you are in the Outline View, a new toolbar will appear:

Collapse: Place the cursor in the heading and click on the minus sign that you will find on

the new toolbar.

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Expand: Place the cursor in the heading and click on the plus sign.

2.6.2 Edit your document in Outline View

Highlight the heading/paragraph you want to remove by clicking the plus sign in the

document window.

Click to move the chapter/paragraph down, or for up.

2.6.3 Promote and demote the levels on headings and body text

1. Highlight the heading by clicking the plus sign.

2. Use the arrow pointing right to demote the level, and the one pointing to the left for

promote the level. See figure

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For body text: do the same, but use these arrows:

and

3 How to use the template for the thesis.

3.1 The template.

The first thing you have to do is to open the template in Word. (FileOpen)

When you start typing in the template it is very important that you do that on page 3! On

this page youll find a presentation on some of the styles for the template, and before

starting to write, remove this. See figure. When this is done, you can start writing!

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3.2 Copy the text into the template

If you have started writing your thesis in an another word document (not the template), you

can copy and paste your text in to the template and continue writing there. Highlight the

text you want to copy into the template and use the copy function (Ctrl + C). Open the

template, go to page 3, remove the text there (see figure above) and then paste your text

into the template.

3.3 How to update the table of contents

On page 2 in the template youll find the contents. When you use styles Word will

automatically update the contents. Highlight the table of contents (place the cursor in the

contents, the contents will turn grey then it is highlighted) and push the F9 button. Choose

Update entire table

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To use the styles in the template, do this:

Highlight the heading you want to give a new style.

Choose preferred style from the list (see figure above).

Your heading will now have the format you wanted.

You can also use shortcut keys, but be aware that these shortcut keys can be different. If

you are having problems, go to the pane for styles and formatting, put the cursor over the

heading style you want, right click, and then you have several options. Choose then

modify format Shortcut Key. This way you can make your own shortcut keys,

or control the shortcut key. See figure:

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5 Shortcut Keys

The most useful shortcut keys to remember:

Ctrl + C Copy selected text.

Ctrl + X Cut selected text.

Ctrl + P Paste selected text.

Ctrl + K Create a hyperlink.

Ctrl + B Bold highlighted selection.

Ctrl + I Italic highlighted selection.

Ctrl + U Underline highlighted selection.

Ctrl + L Left align the text.

Ctrl + R Right align the text.

Ctrl + E Center the text.

Ctrl + / Display HTML tags.

Ctrl + S Save document.

Ctrl + Tab Switch between open web pages.

Ctrl + Ins Enter Line break.

Ctrl + Enter Move cursor above or below a table.

Ctrl + Shift + B Preview in web browser window.

Ctrl + Shift + < Decrease font size.

Ctrl + Shift + > Increase font size.

Ctrl + Del Deletes word to right of cursor.

Ctrl + Backspace Deletes word to left of cursor.

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Other shortcuttkeys:

Ctrl + A Select all contents of the page.

Ctrl + B Bold highlighted selection.

Ctrl + C Copy selected text.

Ctrl + X Cut selected text.

Ctrl + P Open the print window.

Ctrl + F Open find box.

Ctrl + I Italic highlighted selection.

Ctrl + K Insert link.

Ctrl + U Underline highlighted selection.

Ctrl + V Paste.

Ctrl + Y Redo the last action performed.

Ctrl + Z Undo last action.

Ctrl + L Aligns the line or selected text to the left of the screen.

Ctrl + E Aligns the line or selected text to the center of the screen.

Ctrl + R Aligns the line or selected text to the right of the screen.

Ctrl + M Indent the paragraph.

Ctrl + Shift + F Change the font.

Ctrl + Shift + > Increase selected font +1.

Ctrl + ] Increase selected font +1.

Ctrl + Shift +


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arrow>

Ctrl + Del Deletes word to right of cursor.

Ctrl + Backspace Deletes word to left of cursor.

Ctrl + End Moves the cursor to the end of the document.

Ctrl + Home Moves the cursor to the beginning of the document.

Ctrl + Spacebar Reset highlighted text to the default font.

Ctrl + 1 Single-space lines.

Ctrl + 2 Double-space lines.

Ctrl + 5 1.5-line spacing.

Ctrl + Alt + 1 Changes text to heading 1.



F1 Open Help.

Shift + F3 Change the case of the selected text.

Shift + Insert Paste.

F4 Repeat the last action performed (Word 2000+)

F5 Open goto window.

F7 Spell check selected text and/or document.

Shift + F7 Activate the thesaurus.

F12 Save as.

Shift + F12 Save.

Alt + Shift + D Insert the current date.

Alt + Shift + T Insert the current time.

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Shortcut Keys using the mouse:

Click, hold, and

drag

Selects text from where you click and hold to the point you drag and

let go.

Double-click If double-click a word, selects the complete word.

Double-clickDouble-clicking on the left, center, or right of a blank line will make

the alignment of the text left, center, or right aligned.

Double-click Double-clicking anywhere after text on a line will set a tab stop.

Triple-click Selects the line or paragraph of the text the mouse triple-clicked.

Ctrl + Mouse wheel Zooms in and out of document.

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6 Exercise 1

Basic functions (part I) and formatting (partl II)

6.1 Highlight the text

Write down this sentence:

You can highlight the text with the keyboard by holding down Shift and at the same time

move the cursor with the arrow keys. Or you can use the mouse. Hold down the left button

on the mouse while moving the cursor.

Highlight the wordsarrow keys and remove it.

Highlight the whole text and remove it.

6.2 Undo and Redo

Word remember your last 100 actions..

Undo your last action: Ctrl+Z or -button twice.

Redo your undo action: Ctrl+Y or -button.

Undo the sentence from 6.1 back to how it was.

6.3 Cut and Paste

You can move the text by highlighting it and use the cut function: Ctrl+X or -button, or

the copy function Ctrl+C or -button. Paste it in with Ctrl+V or -button. This shortcut

keys (Ctrl + X/V/C) you can use in all Windowsprograms. Or you can find this function in

the menu Edit in Word.

Highlight the first sentence from the exercise in 6.1, and copy it.

Paste the text at the end of the text: Ctrl+V or -button.

Delete the first sentence; you have now moved the text.

Try to remove the paragraph with Ctrl+X ( ) and Ctrl+V ( ).

Practice on this, if something goes wrong just undo with Ctrl + Z.

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6.4 Save and open a document

Save your text that you have been working on (menu File Save As, or shortcut key

Ctrl-S or ).You better be safe then sorry, so save your document often.

Remember to save the document with a fitting name. Close down Word (File Exit)

Open Word again, and open your document ( File Open)

6.5 Hyphenation and hyphen

If you want to have a straight right margin in word, you probably use hyphen. We do not

reccomend to do this, since later editing will affect where the word will be in the text, and

then still have the hyphen. If you want to divide a word by using hyphen, you should use a

optional hyphen, press [Ctrl] + [-] (hyphen). The optional hyphen will disappear if its no

longer in need.

Try to put in some optional hyphen in some words at the end of a sentence or in the middle

of a sentence.

To control the use of optional hyphen, push the show formatting option on the toolbar

().When turning of this function you can se how these hyphens pops up when they are

needed.

Use non-breaking space to make words always stay together on the same line.

Ctrl+Shift+Space (hold the buttons in at the same time). For example: 28. To know that

you have done it right, turn on the show formatting from the toolbar.

Notice the round circle between and 28. This indicates that you have used this function,

and not just space that are shown as a dot between the words.

6.6 PageBreak and new line

If you want to start a new chapter on a new page, do not use the enter button ( ) to get

to the new page. Instead use the page break function: Ctrl+

or from the menu barInsert BreakPageBreak.

Write:

"Conclusion: The writing goes faster with shortcut keys, but you can not remember all of

them.

Put in a page break so that the Conclusion starts on a new page.

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If you want to remove a page break, use the show formatting function. Put the cursor in

front of the dotted line where it says Page Break and push the delete button on your

keyboard.

6.7 Formatting

The text in word can be bold, italic, underlined etc. If you want the formatting to end, push

Ctrl + Space.

Open a new document with Ctrl + N or got to File at the menu bar, and choose New.

Write a paragraph with minimum 2 lines, for example:

I want an Oompa-Loompa! I want you to get me and Oompa-Loompa I want an Oompa-

Loompa right away! I want to take it home with me!. Quote from Charlie and the

chocolate factory by Roald Dahl.

Highlight the text and choose a format from the menu bar Format and Font. Highlight

the words Oompa-Loompa, and try Ctrl+B, Ctrl+I and Ctrl+U, and reset with

Ctrl + Space.

6.8 Format a paragraph

Ctrl+Q resets the format for a paragraph. Leave the cursor in the text you wrote in last

exercise. Look at the format selections in the menu Format

Font.Look at the ruler, highlight an area, and push Ctrl + M. What happens? Any changes in the

highlighted area? What does the highlighting effect?

Ctrl+Q will reset the format for the paragraph.

To change the line spacing: Ctrl+2, Ctrl+1, Ctrl+5, Ctrl+0.

To change the paragraphs: Ctrl+L ( ), Ctrl+E ( ), Ctrl+R ( ) og Ctrl+J ( ).

Reset with Ctrl+Q.

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7 Exercise 2

Styles (part III) and the template (part IV)

7.1 Get to know the template

Download the template at: http://www.jus.uio.no/juritek/faq/word.html

Click with the left mouse button, and choose Save to disk. Save your document at M:\.

Open the template.

Highlight the title, and fill in the front-page.

Use the format button .

Control the section breaks and page breaks.

Make new headings on different levels. Note that Word automatically give the headings

number, and that the style normal is basic in the paragraphs under a heading.

7.2 Writing in the template

Download a exercise at: http://www.jus.uio.no/juritek/kurs/word.html

Click with the left mouse button, and chooseSave to disk. Save your document at M:\.

Open the exercise.

Copy all thext: highlight everything with Ctrl + A, copy the highlighted text with Ctrl + C..

Paste the text into the template.

Give the headings styles:

The Lovdata Foundation: heading 1

Background: heading 2

Established: heading 3

Members of the board: heading 3

Purpose: heading 2

Activities: heading 2

Web Systems: heading 2

The Legal Gazette: heading 2

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Then go to Outline View

Choose outline view from the menuView.

Change between view level 1 till 4.

Edit your headings so that for example Background 1.1 change place with Web System 1.4

How to do this?

7.3 Table of contents

Close Outline View, menu: View Print Layout.

Go to contents, place the cursor in the contents, the contents will turn grey. Push F9 button

to update.

Note! Never edit in the contents, edit only in the text it self.

7.4 Extra exercises

7.5 Find and replace

You can quickly search for every occurrence of a specific word or phrase.

On the Edit menu, click Find.

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

Select any other options that you want.

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

found in check box, and then select which portion of the document you want to search in

by clicking in the Highlight all items found in list.

Click Find Next or Find All.

To cancel a search in progress, press ESC.

Search for the word Lovdata in the text (Ctrl+F or menu EditSearch).

Replace:

You can automatically replace text for example, you can replace "Acme" with "Apex."

On the Edit menu, click Replace.

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

In the Replace with box, enter the replacement text.

Select any other options that you want.

Click Find Next, Replace, or Replace All.

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To cancel a search in progress, press ESC.

Replace Lovdata with LD (shortcut Key Ctrl+H, or menu EditReplace

7.6 Footnotes

To place a footnote in your text, simply leave yor cursor on the spot where you want thefootnote to be, and go to the menu InsertReferenceFootnotes. Word will

automatically give them right numbers, and if you move your text the footnote will follow.

Place the cursor in heading 1.3 Activities, and go to the menu Insert

ReferenceFootnote. Or shortcut key: Alt + Ctrl + F.

Delete the footnote by highlighting its number in the text and push the delete button.

Create a table of contents for your text: menu InsertReferenceIndex and tables.

Choose table of contents, with 3 levels, and click ok.

Good luck with the thesis!

basic functions in word

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