III Useful Functions in Word 

(Edited for Word 2000 January 25, 2000) 

There are almost unlimited possibilities in Microsoft Word.  Listed below are just a
few of the functions that I have used.  I will add new functions to this list if I find they
are needed. 
(1) Using menus and Dialog Boxes 
(2) Getting Help 
(3) Defining and Using Styles 
(4) Document and Page setup for Research Papers 
(5) Auto Text 
(6) Equation Editor 
(7) Placing & Sizing Graphics 
(8) Converting your documant to HTML 
(9) Sorting 
(10) Using the Drawing Toolbar

(11) Shortcut Keys

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(1) Using menus and Dialog Boxes 

 Microsoft Word Menus are rich with useful functions.  You should develop the skill
to browse menus and make selections in dialog boxes to maximize your productivity
when using Microsoft Word.  Menus and Dialog boxes are quite easy to use.  To use a
menu click the menu title and then click your selection on the menu items.  Frequently
a dialog box will open with additional choices that can be made.  As an example look
at (4) Document and Page setup for Research Papers
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(2) Getting Help 

Office Assistant

Help Menu
  
Figure XX

Choose:

o Microsoft Word Help,  Starts the Office Assistant

o Hide the Office Assistant,: Hides the Office Assistant
o What's this?: Click this choice, place your cursor over the screen  item
you want to know about and click the right mouse button.  A short
description of the functions of that item will appear.
o Office on the Web: This will access Microsoft's web pages.  You will
have to work your way through for specific information.
o WordPerfect Help, for WordPerfect users.
o Detect and Repair, will attempt to repair Microsoft Word if files are
corrupted.
o About Microsoft Word,  Information about Microsoft Word and your
license.

Books
There are many books available on Microsoft Word.   Some are mostly
descriptive, few pictures. Some are almost totally pictures with very little text. 
I suggest you check out your local book store and browse through the available
books searching for a process  in word you know and a process  in word you
would like to know in the books. Which book works best for you?.
CBT
An online training program for various applications.   CSUB students can
access these for free. Check here for specifics on CBT.  Click here for
instructions on running CBT on the web from home.
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(3) Defining and Using Styles: The format menu 

Dragging the down arrow by the Style button on the Format Toolbar will let you
apply a pre defined style to selected text. A style is a set of format commands
including font type, size, text alignment, margins, indent, etc., see above example.
Word comes with some pre-defined styles such as heading formats.
To define a style--Warning:  Define Styles… is really for the expert at Word, so if
you don't feel you fit into this category, you may wish to skip this part and come back
later. Styles are something that have many definitions in this program. It is very
important to keep the differences in mind. A "style" can apply to the formatting of the
text (Font, Bold, etc.) or to the style as it applies to a paragraph (spacing, justification,
etc.). When styles are collectively applied to paragraphs, they are referred to as "style
sheets." A style sheet for a paragraph contains all of the information for the formatting
of the paragraph. It is very important to remember that a style sheet contains specific
information for the ENTIRE paragraph: only 1 font, 1 size, though you can have an
unlimited number of character formats (bold, italic, etc.) as long as the formatting
applies to the entire paragraph.

You can create a style sheet by example. First, type in some sample text in its own
paragraph (remember "paragraph" for a word processing program means a line ended
with an <Enter> key). Format the paragraph exactly as you would like it to look.
Choose all of the indents, tabs, etc. you would like for the paragraph. Select your
paragraph. Now, choose "Styles…" from the Format menu. Type in a code name and
click on OK. Your style sheet will be noted in the style box on Format Toolbar.

To select a new (already defined) style, click on the down arrow at the side of the
style box on the ruler and drag to choose your preferred style. You can also have style
sheets access other style sheets:  a real time saver.  An example will help to explain
this.  Let's suppose we are typing up a multiple choice exam that allows three choices
for answers. We want it to look something like the following: 
1. This is the first question and it wraps to the              following line so it looks
something like this 
        a.     This is answer a 
        b.     This is answer b 
        c.     This is answer c

2. This is the second question and it wraps to the following line so it looks something
like this 
        a.     This is answer a 
        b.     This is answer b 
        c.     This is answer c 
I've set up my style sheets so that question #1 is set up with a sheet called question. 
Answer a is set up with a sheet called a, answer b is set up with a sheet called b, and
answer c is set up with a sheet called c.  Style sheet question is set up with the letter a
in the box that says Next Style:.  Style sheet a has b in its Next Style:.  Style sheet b
has c as its Next Style:.  Style sheet c has question as its Next Style:.  What all this
means is this:  all I have to do is type in my question, hit the «RETURN», type in
answer a, hit the «RETURN», type in answer b, hit the «RETURN», type in answer c,
hit the «RETURN», and type in the next question.  The style sheets are chained
together like a train—each style sheet searches another.

One quick shortcut for changing styles:  hold down the <Shift> key and the <Ctrl> 
key and type an s.  The style box will be selected and you can use the arrows to move
up or down the available styles or you can  type in the name of the style sheet and hit
the «RETURN» key.  The paragraph is automatically formatted according to the style
sheet indicated.
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(4) Document and Page Setup, Page Numbers and Footnotes 

For Research Papers 
(a) Page Setup File menu (Margins, Page Size, Paper Source, Layout) 
(b) Page Numbers 
(c) Footnotes
________________________________________________________
(a). Page Setup -File menu 
The Page Setup command is one of the most important commands in the File menu. 
From here you control the settings of your entire document e.g. Margins, Paper Size,
Paper Source and Layout.  By clicking on each tab of the dialog box that opens you
get the choice boxes where you can tell the computer exactly the size of your margins,
choose the print orientation (normal or sideways), control margin size, choose type of
paper, etc.

Choose Page Setup from the File menu then the dialog box that appears:

Margins

Default Margins are (I

have changed the
margins in the
example): 

 Top 1 inch
 Bottom 1 inch
 Left 1.25 inch
 Right 1.25 inch
 Header .5 inch
 Footer .5 inch

Click Mirror
margins to have the
margins of pages in a
book format have
"mirrored margins"
when looking at an open Figure XX
page 

Click 2 pages per

sheet to have each 1/2
page numbered and
formatted as a page 

Gutter position defines
where the margin is
wider to incorporate the
space for staples or
other types of binding. 

You can change the

choices and apply the
change to this section,
from this point forward
or for the whole
document. 

Paper Size
Paper size is selectable but
dependent on your printer. Click
the down arrow beside the paper
size box to choose a size 

Orientation, whether the page

prints the length of the paper, the
normal orientation, Portrait, or
the page prints the width of the
paper, Landscape can be chosen
by clicking the appropriate
choice. 

These choices can be determined

for this section or for the whole Figure XX
document.

Paper Source 
Paper source is dependent on the capability of your printer.  Check out the choices for
your printer.

Layout

On this tab you can determine: 

 Section Start; if the

print starts on an odd or
even page
 headers and Footers; 
o Different odd
and even
headers and
footers
o Different first
page (no headers
or footers for a
title page or
header with logo
for a business
Figure XX
letter)

________________________________________________________

(b) Page numbering-- sections 

 
One way to have an unnumbered  title page followed by the paper or report with numbered
pages, like a report or college research/term paper  was treated in Multiple Formats in Word
Editing.

It is possible to number pages in a variety of ways in Word. The default page

numbering for Microsoft Word is consecutive numbers throughout your paper starting
at the first page and number 1.  This can be easily changed in several ways.  One
possibility is having roman numerals instead of numbers.  Another possibility is
establishing sections in your document and then being able to number the separate
sections in different ways.  Each chapter could start with 1,  the first few pages of a
text could be numbered with roman numerals,  the first page, a title page, could have
no page number and the second page, the first page of text, could start with a 1 are
another possibility.  For this more flexible numbering method:

Establish sections at the appropriate places ( title page, table of contents, chapters,
appendixes, etc.) by placing your cursor at the end of the section:

  Choose Insert-->Break

Make your choices in the Section Break part of the box.  I usually

click Next Page then OK

 
 Figure

 Choose Insert-->Page Numbers--> to open the page numbers dialog

box. Decide the Position  and Alignment by clicking the triangle beside
the boxes and selecting your choice.
  
Figure XX

 Click the Format button and choose a Number Format in the dialog

box that opens. Also make a choice in the Page numbering. Choose
aStart at: page if appropriate.  Click OK.

 
Figure  XX 
________________________________________________________

(c). Footnotes-Insert-->Footnote 
Formatting Footnote/Endnotes: To make choices about the format of End notes or 
Footnotes (floating footer), appear at the bottom of the correct page):

 choose Footnote  from the Insert menu then in the dialog box displayed,

choose either Footnote or Endnote and Numbering (AutoNumber or
Custom mark), click the Options button.
  
Figure  XX

 In the Note Options box choose the tab for All Footnotes or All

Endnotes.  Choose Place at:, Number format:, Start at:  and then
click your Numbering: choice, change the Start at: number if
necessary, choose a Numbering: pattern then  Click the OK button.
The All Endnotes options are pretty much the same.

 
Figure  XX

 Inserting Footnote/Endnotes: Choose Insert, Footnote then press

<Enter>.  The bottom of your document page will appear with the
footnote number.  Press the <Tab> key and type in your footnote.  Click
on the text area to continue with your typing.  To delete, copy or move
your footnote, select the footnote number in your main text (not the
footnote text) and delete, copy and paste or  move the whole footnote. 
Numbering for footnotes will be automatically corrected.
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(5) Auto Text 

  Insert AutoText (if the autotext tool is not visible
choose View, ToolBars, AutoText 
This option will let you create boiler plate paragraphs and easily insert them as
needed  in your text.  This option is available only if Auto text has been defined.
Defining AutoText 
First type in a frequently used phrase or paragraph such as "California State
University Bakers field"

 Select the text

o Click the New button beside the AutoText button

o A dialog button will appear
o Edit or type a short name for your autotext, I typed CSUB in caps
o Click OK and your phrase, paragraph, etc. is saved

Using AutoText;

o Type the short name you called your autotext, mine was CSUB

The short name for your autotext will appear in a light yellow box.
Press Enter and your autotext will be placed in your document 
NOTE: Autotext is setup to type in the current date.  Just type in the first
part of the date and the full date will appear in a light yellow box,
press<Enter> and the date be placed in your document.
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(6) Equation Editor 

This option will let you create a formula with correct mathematical notation in your
document. It is treated as an object.

 Choose Insert, Object.  A dialog box will open,  scroll to and

select  CorelEquation! 2.0 Equation and click OK
  In the small window that opens, you can type numbers and letters. Place your
cursor where you want the symbol, choose the math symbol you want by
clicking the icon on the symbols toolbar, a drop down list of the symbols for
that icon will appear, drag to the symbol you want and release the mouse button
to select the symbol.

NOTE: If the symbols toolbar is not displayed choose Toolbar from

the View menu in the Equation Editor window.

 Close the window to save your equation to your document as an object.

 To edit your equation double click on the equation object to reopen the
Equation Editor.
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(7) Placing & Sizing Graphics 

You can create graphics in a variety of programs Adobe PhotoShop, MicrosoftPaint,
Adobe Illustrator and you can also find sample art, pictures and clip art in
the Insert, Picture, Clip art. Clip art can also be purchased and free clip art can be
found on the web.

Placing a Graphic from another application

 Find and select the graphic you want in your document

 Open your document
 Place the cursor in the desired location
 Choose Insert-->Picture
  I choose this picture from a graphic file I had created and saved with Microsoft
Paint
 You can place the graphic pretty much the way you would place text; Drag and
drop, Copy and Paste, format left, right, center... For example click and hold
down the mouse   in the middle of the graphic and drag to a new location to
move

Resizing a graphic

 Click on the graphic

 Drag from the middle  of the graphic to change the graphics position
 Drag a corner handle   away from the center  to increase the size
 Drag a corner handle toward the center  to increase the size
 Drag 
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(8) Converting your Documenet to a web page 

It is very easy to convert a document to a web page (html). 
(1) Create a finished document (check spelling, syntax....). 
(2) create a file folder your hard drive or floppy with an appropriate name for your
web page. 
(3) Choose Save as Web Page...  from the  File menu and save in your folder created
in step "2"
Of course you will still need to place you new web documant on a web server.  For
steps to do this at CSUB, check:

http://www.csubak.edu/~jross/classes/GS390/Internet/WEBSteps.htm

One big problem with web documants created with this method is they contain a large
amount of excess code.  A thoughtful web master would download and use the
following to make your web document cleaner and quicker to read by a browser.

http://officeupdate.microsoft.com/2000/downloadDetails/Msohtmf2.htm
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(9) Sorting 
Sort is a very handy function.  It  sorts the paragraphs , ( also rows in a table or items
in a database) you've selected, places them in alphabetical, reverse alphabetical or
numerical order if they are numbered.  This is tremendously handy for sorting
bibliographies after you have typed them into a document or to alphabetically order a
mailing list. You could even rearrange the paragraphs in a document by numbering
them in the order you want them and sorting.  In the first list below I have listed the
sources as I find them for a paper on humor (the listing is incomplete since this is an
ongoing project). When I am ready to print a final copy of my bibliography I select all
listings then choose Sort from the Table menu and I get my second list. 
    My original list
Hovec, Mac Frank Humor: Theory History Application. (PN 6147 .M12 1988)

Holland, Norman Laughing, A Psychology of Humor. Ithica and London: Cornell

University Press, 1982

Koller, Marvin R. Humor and Society,  Houston: Cap and Gown Press, Inc. 1988 [HM
24 K615 1988]. Very comprehensive book on sociology of humor significance,
psychological, history, media, race, age, sex and gender, urban-rural, cross-cultural,
ethnic, social structure, education,, politics, military, occupation, family, medical,
sports, etc.

Faulkner, Joseph Sociology Through humor, St. Paul, West Publishing Co. 1987.

Anthology introduce contribution humor makes to understanding human behavior.
Themes around classic intro. Soc. topics

    My sorted list

Faulkner, Joseph Sociology Through humor, St. Paul, West Publishing Co. 1987.
Anthology introduces the contribution humor makes to understanding human
behavior. Themes around classic intro. Soc. topics

Holland, Norman Laughing A Psychology of Humor. Ithica and London: Cornell

University Press, 1982

Hovec, Mac Frank Humor: Theory History Application. (PN 6147 .M12 1988)

Koller, Marvin R. Humor and Society,  Houston: Cap and Gown Press, Inc. 1988 [HM
24 K615 1988]. Very comprehensive book on sociology of humor significance,
psychological, history, media, race, age, sex and gender, urban-rural, cross-cultural,
ethnic, social structure, education,, politics, military, occupation, family, medical,
sports, etc.
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(10) Using the Drawing Toolbar-- A brief overview

 Choose View/Toolbars and check by "Drawing" if the toolbar is not on the
bottom of the screen or click the   icon if it is visable on your toolbar at the  top
of your page.
 
Draw Tools
 Draw Options (click Draw on Drawing Toolbar

 AutoShapes; provide manty choices to styles for a textbox

 Word Art; provides a wide selection for text

Word Art Dialog Box is used to type in your text

Word Art ToolBar is uses to edit your WordArt

 
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(10) Shortcut Keys 
Experienced typist use short cut keys to save time.  Some of the most common are
listed below.  These are specific for the PC but just use the  < > key instead of the
<Ctrl> key for the Macintosh.

Use the Help wizard to find other short cut keys

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Proposed Additions: 
Outlining 
Find and Replace 
View Menu 
Page and section breaks 
More on Grammar, thesaurus, dictionary options 
Calculator tool
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