introduction to microsoft word i handout_yb_1… · web viewclick . blank document. to open a new...
TRANSCRIPT
Introduction to Microsoft Word»Topics Covered in this Class
·
· Opening and formatting an existing document
· Using the Clipboard
· Printing a Document
· Closing the Program
»What is Word?
Word is Microsoft’s word processing program that allows users to start with blank documents or use pre-formatted templates for creating documents such as letters, reports, résumés, and more. Each file is known as a document which consists of pages on which users can insert and format paragraphs of text, illustrations, tables, charts, diagrams, and other objects. Users can also use reference, review, and mailings tools to proofread/edit documents or prepare documents for mass mailings or online viewing.
Navigating the Word Window
1. Double click on the Word icon
on the desktop, or
2. Click on the Start
button on the taskbar. Click on the Word 2016 program in the list of programs that display. (Another way to find Word)
3. When you open the program, the start screen will appear. This gives you options for opening recent documents, a new blank document, or a document from a template. Click Blank document to open a new blank document.
View: the first time you open Word.
View: Most times, you will have this view after you make your first Word document.
»Exercise 1
1. Click on the File tab and select Open.
2. Click Browse and then select Desktop in the left pane of the dialog box
3. Open the yellow folder: Computer Training Document
4. Double click on the yellow folder: Word
5. Find the file named: “Word I First Letter”
6. Double Click on the file “Word I First Letter”, file will open in Word.
a. Or click on file “Word I First Letter”, and click the Open button on the bottom right corner of the window.
…..
East Brunswick Public Library
East Brunswick, NJ 08816
…..
»Please refer to the Selecting Tips and Hints while we work on this short letter.
»NAVIGATING THE WORD WINDOW
Components of the Word Window
1. Title Bar – This is the bar that runs across the top of any open program. It displays the name of the document that is open and the program. The default blank document that opens up when you open Word is Document1. In this view, the title bar displays Document2 –Word.
2.
There are four buttons on the right side of the Title bar that allow you to adjust the view of the document. They are (left to right):
· The Ribbon Display Options button includes options to auto-hide the ribbon, show tabs, or show tabs and commands.
· The Minimize button will remove the open window from the view on the screen. The program will remain open, or minimized, and it will remain accessible through its icon on the taskbar.
· The Maximize/Restore button, when clicked to maximize, changes the window to fit the full screen; when clicked to restore down, changes the window so that it does not fit the full screen.
· The Close button will exit the window and close the program.
3.
The Quick Access Toolbar displays shortcuts to commands used most frequently. Common commands that you will find there include the following (following the order on the image above from left to right):
· Undo
· Redo
· New
· Email
· Save
You can customize the Quick Access Toolbar to include the tools you use most frequently by clicking the down arrow to the right of the icons. Note that all the commands that display on the toolbar have checkmarks next to them. Add a new command by clicking on an item without a checkmark. It will add a checkmark and add it to the toolbar. To see other commands to add, click on More commands… near the bottom of the list. Click on a command, click on Add and then click the OK button at the bottom of the dialog box.
4.
The Ribbon – This contains the commands needed to edit your document. A Command is a button, box, or menu to apply an action. Commands are organized into Groups which are collected together under Tabs. Some groups have a Dialog Box Launcher in the bottom right hand corner, which will open more options for that group.
· There are 9 default tabs across the ribbon including File, Home, Insert, Design, Layout, References, Mailings, Review and View. You can also customize the ribbon and add your own Tabs in File>Options>Customize Ribbon
5. Document area – This is where you do your typing; The cursor is the blinking vertical bar that displays where text or objects will be input within the document
6. Zoom Control – Located at the bottom right of the document window and allows the user to adjust the view of the document larger or smaller
7.
View Shortcuts – Located to the left of the zoom control and includes shortcuts to read mode, print layout, and web layout
8.
Status Bar – Located at the bottom left of the document window and provides current page number as well as the total number of pages and words in the document
9. Scroll Bar – Located along the right side and bottom of the page and enable you to move around the open document
10.
Mini Toolbar – The Mini Toolbar is a shortcut to some of the commonly used commands in the font group and appears when you select text and point at it.
Tab Overview
· File Tab –Shows you the Backstage, or the behind-the-scenes view of your document. It is a file management view where you can open new or existing documents, save and share documents, view document properties and history, export and print documents, and manage options and account settings. To exit, you can click on the back arrow, or use the Esc key.
· Home Tab–Contains all the things that you use most often, such as the Clipboard commands (cut, copy, paste), the Font Group commands (type of font, size of font, bold, underline, font color), Paragraph commands (alignment, bullets & numbering, line spacing, borders), Styles (preformatted options for text), and Editing commands (find & replace text). The Dialog Box Launcher in any group will show you additional options to select from.
· Insert Tab –Contains buttons to insert objects such as cover pages, tables, pictures, shapes, diagrams, charts, media, links, comments, text boxes, and symbols. Add-ins, page breaks, headers and footers, and page numbering are also found on this tab.
· Design Tab – Contains preformatted themes, colors, effects, and fonts which will change the overall style of the document without having to adjust the formatting manually. It also includes options for page color and border, as well as watermark.
· Layout Tab –Allows you to change the page setup including margins, orientation (portrait or landscape), paper size, columns, paragraph formatting (Indents and spacing) and more. It also includes an arrange group to modify the position, text wrapping, alignment, grouping, and rotation of objects.
· References Tab – Used to create a manage the sources in a document including add citations and bibliographies, inserting captions and indexes, and adding footnotes and endnotes. It also includes a tool for creating a Table of Contents for your document.
· Mailings Tab –Used to create letters, e-mail messages, envelopes, mailing labels, or a directory using a tool called mail merge. Mail merge allows you create one document and send it to multiple people.
· Review Tab –Contains commands for proofing (spelling and grammar and thesaurus), Smart Lookup, and translation and protection options. This tab also includes features that are used when reviewing and collaborating on a document such as comments, track changes, and comparing versions.
· View Tab – Lets you switch between various document views and manage multiple open windows. You can also show/hide the ruler, gridlines, and the navigation pane and set expanded zoom options.
Creating and Saving a Document
Now that we have finished looking at Navigating the Word Window, click on Home to get back to the Home tab. We are going to type a letter. (See handout addressed Dear Hubby)
Exercise 2
Saving a Document
Word will allow you to save your document to your computer or a flash drive so that you can refer back to it at any time. Saving a document should be the first thing you do, to avoid losing any work should you encounter a technical issue. You can use the Save if you are editing an existing document, but you must use the Save As if this is a new document that has not yet been given a name. To save:
· While “Word I First Letter” is open
·
Click File>Save As (Other options: Click the Save As command in the Quick Access Toolbar or use the keyboard shortcut Ctrl+S) in the backstage view.
· To select the location where you want to store the document, Word gives options such as to store online (OneDrive), or on this PC. To save to the computer click Browse to open the Save As Dialog Box. Save it on the Desktop at EBPL. AT your own computer the default is usually a folder called “My Documents”
· Next, you must name the document by typing in the File Name box: Name your document First Exercise
· Tips for naming your files:
a. Don’t use any of the following special characters: < > / \ $ : ? ~ # % + &
b. Generally, a file is less likely to be corrupted if there are no blank spaces in the file name. Instead, you may choose use an underscore _ (by holding Shift + - ). Instead of naming your letter firstletter or first letter, you would name it first_letter so there are no blank spaces but, it is still easy to read.
c. Choose a descriptive name that will make the document easy to find, but that is not too long.
· Click Save when done. The title bar now shows the title of the document.
EBPL Technology Training ebpl.org/techtraining
Page 1
Select a Font and Font Size
Before you start to type you may want to select a specific font and font size. Look at the Home tab, in the Font Group. Note the default font and font size (It should be Calibri, size 11). You may want to select a different font type and size. To do this:
· Selecting a font: Click on the drop down arrow to the right of the default font—Calibri (Body) to view the font options, each name displayed as a sample of its font. You can scroll to choose, or begin typing the name of a font to jump to a place further down in the drop-down. Click to select or press enter if typing.
· Selecting a font size: Click on the drop down arrow to the right of the default font size – 11 to view size selections. You can also type sizes not shown including sizes to once decimal place (ex. 11.5). Click to select or press enter if typing.
Exercise 3
a.
Please refer to the Selecting Tips and Hints handout.
2. Go to Home Tab, Group Font and find the Font drop down
3. On the drop down: select Arial and size 12
Setting Line Spacing
2.
Go to Home Tab, Paragraph Group, click the Dialog Box launcher icon
located at the bottom right corner of the Paragraph group
3. The Paragraph dialog box window will show up
4. In the Spacing section under Line Spacing, using the drop down arrow, choose 1.5 spacing.
5. Then select Don’t add space between paragraphs of the same style.
6. Click the OK button at the bottom of the dialog box to return to your document.
You can set basic line spacing options from the drop down in the Paragraph Group, or open the Dialog Box launcher in the bottom right corner to see more options. Note: The default setting is 1.08 line spacing and 8 pt. line spacing after paragraphs. To change this, click No Spacing in the Styles group on the Home ribbon. For your letter, open the paragraph dialog box:
Correcting errors in your document
Fixing an Error Manually
Exercise 5
1. To fix an error manually, you need to move your cursor to the location in the document where the error resides. You can move your cursor by:
2. Clicking before or after the error to place your cursor at a specific place in the document
3. Using the arrow keys in the middle of your keyboard to move your cursor up, down, left or right.
Once you have moved your cursor you will use either the Backspace key or the Delete button to remove the offending text. Hit either key one time for each character that you want to delete. If you hold the key down, it will remove multiple characters quickly.
4. Use the Delete key if your cursor is to the left of the error that you what to fix.
5.
Use the Backspace key if it is to the right of the error.
Using the Shortcut Menu
When you locate an error within your document, you can right click for suggested corrections. In the example shown right, if the user mistakenly types “whent”, Word suggests several options to replace the error. If the correct option is shown, you can click to select it; if it is not shown, you will have to correct the error manually.
Spelling and Grammar Check
1.
On the Review Tab>Spelling & Grammar, or if you have chosen to add this shortcut to your Quick Access Toolbar you can select it from there.
2. The Spelling & Grammar pane will open and will appear as follows:
· At the top it will explain the type of error (Ex. Spelling or Grammar).
· Next, there are options to Ignore, to leave the text as is (Ex. Word does not recognize your name, but it is spelled correctly), Ignore All instances of this word, or Add to the dictionary.
· If it is an error that should not be ignored, next Word offers suggestions to choose from (similar to what you saw using the shortcut menu); click the one that you wish to apply.
· Lastly, click to Change this instance, or to Change All instances of this error.
3. The Spelling & Grammar check will continue through the document or selection until it reaches the end. If you began proofing a document with your cursor in the middle of a body of text, it may ask you if you want it to start at the beginning to complete a check of the entire document.
4. Close the Spelling & Grammar pane at any time by clicking the X in the top right hand corner.
· The Word built in Spelling and Grammar Check proofing tool, helps provide suggestions, but is not perfect, and therefore should not be the only proofing done.
· Word will autocorrect simple errors while typing. For example, if you type “adn” Word will automatically correct it to “and”. However, to fix errors within your documents, you have several options. You can fix your errors manually, use the shortcut menu for suggested corrections, or run a spell check. Possible errors will appear with “squiggly lines” (red for spelling, green for grammar, and blue for word choice). These lines do not print and can be turned off in File>Options>Proofing.
»Using the Clipboard
Exercise 7
To duplicate text in a document without retyping it, or to move it to another place in the document, you can use the clipboard to Copy, Cut, and Paste. First, select the text you want to copy. Next, copy it to the clipboard (a short term memory location). Lastly, paste the text to a new location within the document. Follow the steps below:
1. Select the text
2.
Then you can tell Word to copy it in a number of different ways:
a. Click Copy in the Clipboard Group on the Home Tab.
b. Right click on the selected text and choose Copy.
c. Use the keyboard shortcut Ctrl+C to copy the text.
Next, place your cursor where you want to insert the text, in the blank line below the line “Your Wife”. Then to paste the copied text you have various options:
d. Click Paste in the Clipboard Group on the Home Tab.
e. Right click on the selected text and choose Paste.
f. Use the keyboard shortcut Ctrl+V to paste.
i. You may also, choose to past it into a new Word Document or another existing Word Document.
Now you have two instances of the text—the original and the copy. If you wanted only one instance of the text (to move the original to a new location within the document without retyping it) you can follow the same steps above (this time, select the text that begins “You can move…”, but use Cut (or Ctrl+X) instead of Copy.
· Note: You can copy/cut and paste within documents, from one document to another, or even copy text from the Internet and paste it into Word. You can also copy objects other than text such as images, etc.
Previewing Your Document
Once you have run the Spelling & Grammar check and fixed any errors, you will want to look at an overview of your document to be sure that it looks professional and ready for printing or e-mailing. Click File>Print to view a Print Preview of your document. Review your document for any changes that you want to make and click on the back arrow or press esc to get back into your document and make said changes.
»Opening and Formatting an Existing Document
Exercise 8
You can edit documents that you have already saved to your computer and then save them with your changes to update them. For this exercise we are going to copy the file from another computer to your desktop and then edit it. To do this:
1. Click on the File tab and select Open.
2. Click Browse and then select Desktop in the left pane of the dialog box
3. Open the Computer Training Document folder
4. Double click the Word folder.
5. Right click on the file: Word I Practice File.
6. Select Copy.
7. Click back to Desktop in the left pane.
8. Right click in a blank part of the right side of the screen and select Paste. This will put a copy of the file on your computer’s desktop.
9. Double click the file on your desktop to open the document.
in this file is a listing of the computer training classes at EBPL which has very little formatting, making it difficult to read. In your handouts you should have a formatted version of this document. You will want to make the unformatted file look like the printed handout that you have. This exercise will consist of entering additional lines, formatting text using bold, italics, indents and more.
1.
Click to place your cursor anywhere in the first line. Click on Center alignment in the Paragraph group on the Home Ribbon to center the text on the line. Do the same to the 2nd line (or click Repeat in the Quick Access Toolbar)
2. Place your cursor at the end of the 2nd line (You can click, or hit End on the keyboard) and press <ENTER> to insert a blank line into the document.
3. Put your cursor at the end of the paragraph that starts with “Classes cost…”. Hit <ENTER> to insert another blank line at the end of the paragraph.
**Using the handout called Selecting Tips and Hints for advice,
4. Put your cursor in the Selection bar next to the First paragraph and double click to select.
5. Then click on the I in the Font group (or use the keyboard shortcut Ctrl+I) to italicize the text.
6. Put your cursor at the end of the next line, Computer Basics, and hit <ENTER> to insert a new blank line.
7. Now single click in the Selection bar next Computer Basics to select the line.
8. Click on the drop down arrow next to the Change Case button and choose UPPERCASE.
9. Put your cursor in the Selection Bar next to PC Literacy I and single click to select the line.
10. Click on the B in the Font Group (or use the keyboard shortcut Ctrl+B) to bold the text.
11. Then click on the Increase Indent icon in the Paragraph group to indent it.
12. Put your cursor at the end of There are no Prerequisites and the <ENTER> key to insert a new line.
13. Repeat steps 9-11 for PC Literacy II. This class, however, has prerequisites. The word Prerequisite should be underlined.
14. Put your cursor anywhere in the word Prerequisite and double click in it to select it. Click on the U in the Font group (or use the keyboard shortcut Ctrl+U) to underline it.
15. Using the tools you’ve practiced in #1-14, continue to edit the rest of the document as time allows so it looks like the Computer Training Classes handout sheet.
16. Save the document with your changes by clicking on the Save icon on the Quick Access Toolbar (or use the keyboard shortcut Ctrl+S).
Printing a Document
Exercise 9
Once you save your document you can print it out. By default, Office 2016 provides a preview of the document before printing so users can approve the final document. To Print:
· Click on the File tab
· Select Print.
The Preview of the document will appear on the right.
· The page navigation at the bottom of the screen can be used to browse the entire document if it has multiple pages.
· To the left of the preview, there are options for selecting a printer, printing some or all pages, changing the orientation, adjusting the margins, and more. These options will be different on each PC based on its printing capabilities.
Closing the Program
»Exercise 10
Before you close out of Word you want to make sure that you have saved your file. Click on the Save icon in the Quick Access toolbar to do a final save (or use other demonstrated methods of saving from this lesson). Then click on the X in the top right corner or click on File and Exit. This will close Microsoft Word. However, if you forget to save before you close, Word will prompt you to do so.
Keyboard Shortcuts
There are common keyboard shortcuts that will make working within your programs easier and faster because you will not have to move to the mouse as often. These shortcuts use a combination of keys pressed at the same time. They are generally the Ctrl, Alt, Shift, or Function keys combined with a letter or number. A list of the commonly used shortcuts with the Control key in Word is listed below. To see more, you can search “Keyboard shortcuts” in the Tell Me box.
Shortcut
Action
Ctrl + End
Ctrl + S
Ctrl + C
Ctrl + O
Ctrl + Z
Undo the last action (Undo--This action can be repeated multiple times)
Ctrl + Y
Ctrl + F
Find—Use this to search for specific text within a document
Ctrl + B
Ctrl + I
Ctrl + U
Exercise 8 Solution
Computer Training Classes
East Brunswick Public Library
Classes cost $10 per class for library cardholders and fees are charged to library accounts after each class registration. Non-cardholders may sign up for a class for a $15 fee, due at the time of registration. The Library is also an accredited Professional Development Provider. Teachers who need continuing education credits may receive a 2-CEU certificate for any of our classes taken.
COMPUTER BASICS
PC Literacy I An introduction to basic computer use: includes keyboard and mouse skills, clicking and scrolling, and an introduction to computer terminology. There Are No Prerequisites
PC Literacy II Continuation of computer basics from PC Literacy I. Participants will learn how to execute basic computer tasks including copying and pasting, creating, editing and saving documents, print preview and printing. Students will also receive an introduction to the basic layout and components of program toolbars. Prerequisite: PC Literacy I class or the ability to use a mouse and basic keyboarding skills.
INTRODUCTION TO EMAIL
Email Basics I Learn to use electronic mail to communicate with others. Includes creating a free Web-based email account, reading, sending, replying, and forwarding messages. Prerequisite: Internet for Beginners, Part One class or basic Internet and word processing experience.
Email Basics II Build upon the skills learned in Email Basics Part I. Students will learn how to set up an address book, create folders, attach files and avoid computer viruses. Prerequisite: Email Basics Part One class or basic email experience.
MICROSOFT OFFICE
Word I
An introduction to the popular word processing program. Learn how to create, edit and save documents; how to format and print; along with tips and hints. Prerequisite: PC Literacy or familiarity with the mouse and the keyboard.
Word II
Students will build on the skills learned in the Introduction to MS Word. Learn to do paragraph formatting and about TAB settings, create headers and footers, use Find and Replace, insert bullets and numbers, subscripts and superscripts, AutoCorrect entries and WordArt. Prerequisite: Word I or the ability to create, edit and save documents; copy and paste, and be familiar with the MS Office toolbars.
Word III
Students will continue to build on the skills learned in MS Word II. Add interest to your documents by learning how to add and format tables and columns, as well as footnotes and endnotes. Pick up new skills for inserting images; and learn the basics of mail merge for letters, labels and envelopes. Prerequisite: MS Word II or basic Word processing skills, such as copying and pasting, editing and saving, and the skills learned in Word II.
Word IV
Students learn advanced Word document formatting and editing skills in this class. Content will cover using and creating styles and templates, inserting a table of contents (the easy way once you have employed styles), themes, cross references, reviewing documents and password protection. Prerequisite: MS Word III or Word processing skills, such as copying and pasting, editing and saving, and the skills learned in Word II.
Excel I
An introduction to the popular spreadsheet program. Learn how to create, edit and save spreadsheets, how to use formulas and print, along with tips and hints. Prerequisite: MS Word class or equivalent PC experience.
Excel II
Students will build upon the skills learned in Excel Basics. They will learn how to create equations, use AutoSum, freeze/unfreeze panes, hide/unhide columns, sort & filter data, format their document’s appearance and more. Prerequisite: Excel I class or equivalent PC experience.
Excel III Students will continue advancing their intermediate skills in Excel. They will learn how to use the data tab to import data, do more work with formulas, create simple macros for repetitive tasks and explore more of the page layout options. As time permits, students will also explore Excel templates and conditional formatting in Excel 2013.
Prerequisite: Excel II or equivalent PC experience. Introduction to the New Microsoft Office is recommended.
Excel IV Students continue their mastery of Excel in this class offering. They learn how to create and modify pivot tables, to protect cells and worksheets, to create and use the payment function, to create and use forms for data entry, to use the VLookup function, learn the advantages for defining data as a table, and how to use Excel as an architectural design tool. In addition, the class will offer an overview of best practices for spreadsheet design
Prerequisite: Excel III or equivalent Excel experience.
PowerPoint I Learn basic PowerPoint skills for creating and editing presentations; how to add excitement with images, animations, & transitions; & tips for viewing and saving. Presentation software guidelines used by professional trainers to create a professional looking slideshow will also be shown. Prerequisite: Students MUST be comfortable using MS Word.
PowerPoint II Learn basic PowerPoint skills for creating and editing presentations; as well as tips for viewing and saving. Presentation software guidelines used by professional trainers to create a professional looking slideshow will also be shown. Prerequisite: PowerPoint I or equivalent PC experience.
·
· Opening and formatting an existing document
· Using the Clipboard
· Printing a Document
· Closing the Program
»What is Word?
Word is Microsoft’s word processing program that allows users to start with blank documents or use pre-formatted templates for creating documents such as letters, reports, résumés, and more. Each file is known as a document which consists of pages on which users can insert and format paragraphs of text, illustrations, tables, charts, diagrams, and other objects. Users can also use reference, review, and mailings tools to proofread/edit documents or prepare documents for mass mailings or online viewing.
Navigating the Word Window
1. Double click on the Word icon
on the desktop, or
2. Click on the Start
button on the taskbar. Click on the Word 2016 program in the list of programs that display. (Another way to find Word)
3. When you open the program, the start screen will appear. This gives you options for opening recent documents, a new blank document, or a document from a template. Click Blank document to open a new blank document.
View: the first time you open Word.
View: Most times, you will have this view after you make your first Word document.
»Exercise 1
1. Click on the File tab and select Open.
2. Click Browse and then select Desktop in the left pane of the dialog box
3. Open the yellow folder: Computer Training Document
4. Double click on the yellow folder: Word
5. Find the file named: “Word I First Letter”
6. Double Click on the file “Word I First Letter”, file will open in Word.
a. Or click on file “Word I First Letter”, and click the Open button on the bottom right corner of the window.
…..
East Brunswick Public Library
East Brunswick, NJ 08816
…..
»Please refer to the Selecting Tips and Hints while we work on this short letter.
»NAVIGATING THE WORD WINDOW
Components of the Word Window
1. Title Bar – This is the bar that runs across the top of any open program. It displays the name of the document that is open and the program. The default blank document that opens up when you open Word is Document1. In this view, the title bar displays Document2 –Word.
2.
There are four buttons on the right side of the Title bar that allow you to adjust the view of the document. They are (left to right):
· The Ribbon Display Options button includes options to auto-hide the ribbon, show tabs, or show tabs and commands.
· The Minimize button will remove the open window from the view on the screen. The program will remain open, or minimized, and it will remain accessible through its icon on the taskbar.
· The Maximize/Restore button, when clicked to maximize, changes the window to fit the full screen; when clicked to restore down, changes the window so that it does not fit the full screen.
· The Close button will exit the window and close the program.
3.
The Quick Access Toolbar displays shortcuts to commands used most frequently. Common commands that you will find there include the following (following the order on the image above from left to right):
· Undo
· Redo
· New
· Save
You can customize the Quick Access Toolbar to include the tools you use most frequently by clicking the down arrow to the right of the icons. Note that all the commands that display on the toolbar have checkmarks next to them. Add a new command by clicking on an item without a checkmark. It will add a checkmark and add it to the toolbar. To see other commands to add, click on More commands… near the bottom of the list. Click on a command, click on Add and then click the OK button at the bottom of the dialog box.
4.
The Ribbon – This contains the commands needed to edit your document. A Command is a button, box, or menu to apply an action. Commands are organized into Groups which are collected together under Tabs. Some groups have a Dialog Box Launcher in the bottom right hand corner, which will open more options for that group.
· There are 9 default tabs across the ribbon including File, Home, Insert, Design, Layout, References, Mailings, Review and View. You can also customize the ribbon and add your own Tabs in File>Options>Customize Ribbon
5. Document area – This is where you do your typing; The cursor is the blinking vertical bar that displays where text or objects will be input within the document
6. Zoom Control – Located at the bottom right of the document window and allows the user to adjust the view of the document larger or smaller
7.
View Shortcuts – Located to the left of the zoom control and includes shortcuts to read mode, print layout, and web layout
8.
Status Bar – Located at the bottom left of the document window and provides current page number as well as the total number of pages and words in the document
9. Scroll Bar – Located along the right side and bottom of the page and enable you to move around the open document
10.
Mini Toolbar – The Mini Toolbar is a shortcut to some of the commonly used commands in the font group and appears when you select text and point at it.
Tab Overview
· File Tab –Shows you the Backstage, or the behind-the-scenes view of your document. It is a file management view where you can open new or existing documents, save and share documents, view document properties and history, export and print documents, and manage options and account settings. To exit, you can click on the back arrow, or use the Esc key.
· Home Tab–Contains all the things that you use most often, such as the Clipboard commands (cut, copy, paste), the Font Group commands (type of font, size of font, bold, underline, font color), Paragraph commands (alignment, bullets & numbering, line spacing, borders), Styles (preformatted options for text), and Editing commands (find & replace text). The Dialog Box Launcher in any group will show you additional options to select from.
· Insert Tab –Contains buttons to insert objects such as cover pages, tables, pictures, shapes, diagrams, charts, media, links, comments, text boxes, and symbols. Add-ins, page breaks, headers and footers, and page numbering are also found on this tab.
· Design Tab – Contains preformatted themes, colors, effects, and fonts which will change the overall style of the document without having to adjust the formatting manually. It also includes options for page color and border, as well as watermark.
· Layout Tab –Allows you to change the page setup including margins, orientation (portrait or landscape), paper size, columns, paragraph formatting (Indents and spacing) and more. It also includes an arrange group to modify the position, text wrapping, alignment, grouping, and rotation of objects.
· References Tab – Used to create a manage the sources in a document including add citations and bibliographies, inserting captions and indexes, and adding footnotes and endnotes. It also includes a tool for creating a Table of Contents for your document.
· Mailings Tab –Used to create letters, e-mail messages, envelopes, mailing labels, or a directory using a tool called mail merge. Mail merge allows you create one document and send it to multiple people.
· Review Tab –Contains commands for proofing (spelling and grammar and thesaurus), Smart Lookup, and translation and protection options. This tab also includes features that are used when reviewing and collaborating on a document such as comments, track changes, and comparing versions.
· View Tab – Lets you switch between various document views and manage multiple open windows. You can also show/hide the ruler, gridlines, and the navigation pane and set expanded zoom options.
Creating and Saving a Document
Now that we have finished looking at Navigating the Word Window, click on Home to get back to the Home tab. We are going to type a letter. (See handout addressed Dear Hubby)
Exercise 2
Saving a Document
Word will allow you to save your document to your computer or a flash drive so that you can refer back to it at any time. Saving a document should be the first thing you do, to avoid losing any work should you encounter a technical issue. You can use the Save if you are editing an existing document, but you must use the Save As if this is a new document that has not yet been given a name. To save:
· While “Word I First Letter” is open
·
Click File>Save As (Other options: Click the Save As command in the Quick Access Toolbar or use the keyboard shortcut Ctrl+S) in the backstage view.
· To select the location where you want to store the document, Word gives options such as to store online (OneDrive), or on this PC. To save to the computer click Browse to open the Save As Dialog Box. Save it on the Desktop at EBPL. AT your own computer the default is usually a folder called “My Documents”
· Next, you must name the document by typing in the File Name box: Name your document First Exercise
· Tips for naming your files:
a. Don’t use any of the following special characters: < > / \ $ : ? ~ # % + &
b. Generally, a file is less likely to be corrupted if there are no blank spaces in the file name. Instead, you may choose use an underscore _ (by holding Shift + - ). Instead of naming your letter firstletter or first letter, you would name it first_letter so there are no blank spaces but, it is still easy to read.
c. Choose a descriptive name that will make the document easy to find, but that is not too long.
· Click Save when done. The title bar now shows the title of the document.
EBPL Technology Training ebpl.org/techtraining
Page 1
Select a Font and Font Size
Before you start to type you may want to select a specific font and font size. Look at the Home tab, in the Font Group. Note the default font and font size (It should be Calibri, size 11). You may want to select a different font type and size. To do this:
· Selecting a font: Click on the drop down arrow to the right of the default font—Calibri (Body) to view the font options, each name displayed as a sample of its font. You can scroll to choose, or begin typing the name of a font to jump to a place further down in the drop-down. Click to select or press enter if typing.
· Selecting a font size: Click on the drop down arrow to the right of the default font size – 11 to view size selections. You can also type sizes not shown including sizes to once decimal place (ex. 11.5). Click to select or press enter if typing.
Exercise 3
a.
Please refer to the Selecting Tips and Hints handout.
2. Go to Home Tab, Group Font and find the Font drop down
3. On the drop down: select Arial and size 12
Setting Line Spacing
2.
Go to Home Tab, Paragraph Group, click the Dialog Box launcher icon
located at the bottom right corner of the Paragraph group
3. The Paragraph dialog box window will show up
4. In the Spacing section under Line Spacing, using the drop down arrow, choose 1.5 spacing.
5. Then select Don’t add space between paragraphs of the same style.
6. Click the OK button at the bottom of the dialog box to return to your document.
You can set basic line spacing options from the drop down in the Paragraph Group, or open the Dialog Box launcher in the bottom right corner to see more options. Note: The default setting is 1.08 line spacing and 8 pt. line spacing after paragraphs. To change this, click No Spacing in the Styles group on the Home ribbon. For your letter, open the paragraph dialog box:
Correcting errors in your document
Fixing an Error Manually
Exercise 5
1. To fix an error manually, you need to move your cursor to the location in the document where the error resides. You can move your cursor by:
2. Clicking before or after the error to place your cursor at a specific place in the document
3. Using the arrow keys in the middle of your keyboard to move your cursor up, down, left or right.
Once you have moved your cursor you will use either the Backspace key or the Delete button to remove the offending text. Hit either key one time for each character that you want to delete. If you hold the key down, it will remove multiple characters quickly.
4. Use the Delete key if your cursor is to the left of the error that you what to fix.
5.
Use the Backspace key if it is to the right of the error.
Using the Shortcut Menu
When you locate an error within your document, you can right click for suggested corrections. In the example shown right, if the user mistakenly types “whent”, Word suggests several options to replace the error. If the correct option is shown, you can click to select it; if it is not shown, you will have to correct the error manually.
Spelling and Grammar Check
1.
On the Review Tab>Spelling & Grammar, or if you have chosen to add this shortcut to your Quick Access Toolbar you can select it from there.
2. The Spelling & Grammar pane will open and will appear as follows:
· At the top it will explain the type of error (Ex. Spelling or Grammar).
· Next, there are options to Ignore, to leave the text as is (Ex. Word does not recognize your name, but it is spelled correctly), Ignore All instances of this word, or Add to the dictionary.
· If it is an error that should not be ignored, next Word offers suggestions to choose from (similar to what you saw using the shortcut menu); click the one that you wish to apply.
· Lastly, click to Change this instance, or to Change All instances of this error.
3. The Spelling & Grammar check will continue through the document or selection until it reaches the end. If you began proofing a document with your cursor in the middle of a body of text, it may ask you if you want it to start at the beginning to complete a check of the entire document.
4. Close the Spelling & Grammar pane at any time by clicking the X in the top right hand corner.
· The Word built in Spelling and Grammar Check proofing tool, helps provide suggestions, but is not perfect, and therefore should not be the only proofing done.
· Word will autocorrect simple errors while typing. For example, if you type “adn” Word will automatically correct it to “and”. However, to fix errors within your documents, you have several options. You can fix your errors manually, use the shortcut menu for suggested corrections, or run a spell check. Possible errors will appear with “squiggly lines” (red for spelling, green for grammar, and blue for word choice). These lines do not print and can be turned off in File>Options>Proofing.
»Using the Clipboard
Exercise 7
To duplicate text in a document without retyping it, or to move it to another place in the document, you can use the clipboard to Copy, Cut, and Paste. First, select the text you want to copy. Next, copy it to the clipboard (a short term memory location). Lastly, paste the text to a new location within the document. Follow the steps below:
1. Select the text
2.
Then you can tell Word to copy it in a number of different ways:
a. Click Copy in the Clipboard Group on the Home Tab.
b. Right click on the selected text and choose Copy.
c. Use the keyboard shortcut Ctrl+C to copy the text.
Next, place your cursor where you want to insert the text, in the blank line below the line “Your Wife”. Then to paste the copied text you have various options:
d. Click Paste in the Clipboard Group on the Home Tab.
e. Right click on the selected text and choose Paste.
f. Use the keyboard shortcut Ctrl+V to paste.
i. You may also, choose to past it into a new Word Document or another existing Word Document.
Now you have two instances of the text—the original and the copy. If you wanted only one instance of the text (to move the original to a new location within the document without retyping it) you can follow the same steps above (this time, select the text that begins “You can move…”, but use Cut (or Ctrl+X) instead of Copy.
· Note: You can copy/cut and paste within documents, from one document to another, or even copy text from the Internet and paste it into Word. You can also copy objects other than text such as images, etc.
Previewing Your Document
Once you have run the Spelling & Grammar check and fixed any errors, you will want to look at an overview of your document to be sure that it looks professional and ready for printing or e-mailing. Click File>Print to view a Print Preview of your document. Review your document for any changes that you want to make and click on the back arrow or press esc to get back into your document and make said changes.
»Opening and Formatting an Existing Document
Exercise 8
You can edit documents that you have already saved to your computer and then save them with your changes to update them. For this exercise we are going to copy the file from another computer to your desktop and then edit it. To do this:
1. Click on the File tab and select Open.
2. Click Browse and then select Desktop in the left pane of the dialog box
3. Open the Computer Training Document folder
4. Double click the Word folder.
5. Right click on the file: Word I Practice File.
6. Select Copy.
7. Click back to Desktop in the left pane.
8. Right click in a blank part of the right side of the screen and select Paste. This will put a copy of the file on your computer’s desktop.
9. Double click the file on your desktop to open the document.
in this file is a listing of the computer training classes at EBPL which has very little formatting, making it difficult to read. In your handouts you should have a formatted version of this document. You will want to make the unformatted file look like the printed handout that you have. This exercise will consist of entering additional lines, formatting text using bold, italics, indents and more.
1.
Click to place your cursor anywhere in the first line. Click on Center alignment in the Paragraph group on the Home Ribbon to center the text on the line. Do the same to the 2nd line (or click Repeat in the Quick Access Toolbar)
2. Place your cursor at the end of the 2nd line (You can click, or hit End on the keyboard) and press <ENTER> to insert a blank line into the document.
3. Put your cursor at the end of the paragraph that starts with “Classes cost…”. Hit <ENTER> to insert another blank line at the end of the paragraph.
**Using the handout called Selecting Tips and Hints for advice,
4. Put your cursor in the Selection bar next to the First paragraph and double click to select.
5. Then click on the I in the Font group (or use the keyboard shortcut Ctrl+I) to italicize the text.
6. Put your cursor at the end of the next line, Computer Basics, and hit <ENTER> to insert a new blank line.
7. Now single click in the Selection bar next Computer Basics to select the line.
8. Click on the drop down arrow next to the Change Case button and choose UPPERCASE.
9. Put your cursor in the Selection Bar next to PC Literacy I and single click to select the line.
10. Click on the B in the Font Group (or use the keyboard shortcut Ctrl+B) to bold the text.
11. Then click on the Increase Indent icon in the Paragraph group to indent it.
12. Put your cursor at the end of There are no Prerequisites and the <ENTER> key to insert a new line.
13. Repeat steps 9-11 for PC Literacy II. This class, however, has prerequisites. The word Prerequisite should be underlined.
14. Put your cursor anywhere in the word Prerequisite and double click in it to select it. Click on the U in the Font group (or use the keyboard shortcut Ctrl+U) to underline it.
15. Using the tools you’ve practiced in #1-14, continue to edit the rest of the document as time allows so it looks like the Computer Training Classes handout sheet.
16. Save the document with your changes by clicking on the Save icon on the Quick Access Toolbar (or use the keyboard shortcut Ctrl+S).
Printing a Document
Exercise 9
Once you save your document you can print it out. By default, Office 2016 provides a preview of the document before printing so users can approve the final document. To Print:
· Click on the File tab
· Select Print.
The Preview of the document will appear on the right.
· The page navigation at the bottom of the screen can be used to browse the entire document if it has multiple pages.
· To the left of the preview, there are options for selecting a printer, printing some or all pages, changing the orientation, adjusting the margins, and more. These options will be different on each PC based on its printing capabilities.
Closing the Program
»Exercise 10
Before you close out of Word you want to make sure that you have saved your file. Click on the Save icon in the Quick Access toolbar to do a final save (or use other demonstrated methods of saving from this lesson). Then click on the X in the top right corner or click on File and Exit. This will close Microsoft Word. However, if you forget to save before you close, Word will prompt you to do so.
Keyboard Shortcuts
There are common keyboard shortcuts that will make working within your programs easier and faster because you will not have to move to the mouse as often. These shortcuts use a combination of keys pressed at the same time. They are generally the Ctrl, Alt, Shift, or Function keys combined with a letter or number. A list of the commonly used shortcuts with the Control key in Word is listed below. To see more, you can search “Keyboard shortcuts” in the Tell Me box.
Shortcut
Action
Ctrl + End
Ctrl + S
Ctrl + C
Ctrl + O
Ctrl + Z
Undo the last action (Undo--This action can be repeated multiple times)
Ctrl + Y
Ctrl + F
Find—Use this to search for specific text within a document
Ctrl + B
Ctrl + I
Ctrl + U
Exercise 8 Solution
Computer Training Classes
East Brunswick Public Library
Classes cost $10 per class for library cardholders and fees are charged to library accounts after each class registration. Non-cardholders may sign up for a class for a $15 fee, due at the time of registration. The Library is also an accredited Professional Development Provider. Teachers who need continuing education credits may receive a 2-CEU certificate for any of our classes taken.
COMPUTER BASICS
PC Literacy I An introduction to basic computer use: includes keyboard and mouse skills, clicking and scrolling, and an introduction to computer terminology. There Are No Prerequisites
PC Literacy II Continuation of computer basics from PC Literacy I. Participants will learn how to execute basic computer tasks including copying and pasting, creating, editing and saving documents, print preview and printing. Students will also receive an introduction to the basic layout and components of program toolbars. Prerequisite: PC Literacy I class or the ability to use a mouse and basic keyboarding skills.
INTRODUCTION TO EMAIL
Email Basics I Learn to use electronic mail to communicate with others. Includes creating a free Web-based email account, reading, sending, replying, and forwarding messages. Prerequisite: Internet for Beginners, Part One class or basic Internet and word processing experience.
Email Basics II Build upon the skills learned in Email Basics Part I. Students will learn how to set up an address book, create folders, attach files and avoid computer viruses. Prerequisite: Email Basics Part One class or basic email experience.
MICROSOFT OFFICE
Word I
An introduction to the popular word processing program. Learn how to create, edit and save documents; how to format and print; along with tips and hints. Prerequisite: PC Literacy or familiarity with the mouse and the keyboard.
Word II
Students will build on the skills learned in the Introduction to MS Word. Learn to do paragraph formatting and about TAB settings, create headers and footers, use Find and Replace, insert bullets and numbers, subscripts and superscripts, AutoCorrect entries and WordArt. Prerequisite: Word I or the ability to create, edit and save documents; copy and paste, and be familiar with the MS Office toolbars.
Word III
Students will continue to build on the skills learned in MS Word II. Add interest to your documents by learning how to add and format tables and columns, as well as footnotes and endnotes. Pick up new skills for inserting images; and learn the basics of mail merge for letters, labels and envelopes. Prerequisite: MS Word II or basic Word processing skills, such as copying and pasting, editing and saving, and the skills learned in Word II.
Word IV
Students learn advanced Word document formatting and editing skills in this class. Content will cover using and creating styles and templates, inserting a table of contents (the easy way once you have employed styles), themes, cross references, reviewing documents and password protection. Prerequisite: MS Word III or Word processing skills, such as copying and pasting, editing and saving, and the skills learned in Word II.
Excel I
An introduction to the popular spreadsheet program. Learn how to create, edit and save spreadsheets, how to use formulas and print, along with tips and hints. Prerequisite: MS Word class or equivalent PC experience.
Excel II
Students will build upon the skills learned in Excel Basics. They will learn how to create equations, use AutoSum, freeze/unfreeze panes, hide/unhide columns, sort & filter data, format their document’s appearance and more. Prerequisite: Excel I class or equivalent PC experience.
Excel III Students will continue advancing their intermediate skills in Excel. They will learn how to use the data tab to import data, do more work with formulas, create simple macros for repetitive tasks and explore more of the page layout options. As time permits, students will also explore Excel templates and conditional formatting in Excel 2013.
Prerequisite: Excel II or equivalent PC experience. Introduction to the New Microsoft Office is recommended.
Excel IV Students continue their mastery of Excel in this class offering. They learn how to create and modify pivot tables, to protect cells and worksheets, to create and use the payment function, to create and use forms for data entry, to use the VLookup function, learn the advantages for defining data as a table, and how to use Excel as an architectural design tool. In addition, the class will offer an overview of best practices for spreadsheet design
Prerequisite: Excel III or equivalent Excel experience.
PowerPoint I Learn basic PowerPoint skills for creating and editing presentations; how to add excitement with images, animations, & transitions; & tips for viewing and saving. Presentation software guidelines used by professional trainers to create a professional looking slideshow will also be shown. Prerequisite: Students MUST be comfortable using MS Word.
PowerPoint II Learn basic PowerPoint skills for creating and editing presentations; as well as tips for viewing and saving. Presentation software guidelines used by professional trainers to create a professional looking slideshow will also be shown. Prerequisite: PowerPoint I or equivalent PC experience.