Intro to Micro Apps

MS WORD

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Objectives
■ Explain
♦ What word processing is
♦ Editing vs. Formatting
♦ What desktop publishing is

■ Show how to:

♦ Create, copy, edit, format, print,
save and retrieve documents

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 Word
■ To start an MS Office app
■ Click the Start button
■ Scroll through the menu
items and click on the app
to start
■ If Word clicked, the Word
Start screen is displayed

3
Recently opened files
are listed on the left
Click to open
If file not listed, click
Open Other Templates (preformatted
Documents docs) listed on right

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 Ribbon Tabs

Ribbon

Quick Access toolbar: Save, Undo, Redo

File tab provides menu of basic

functions: Save, New, Print

Ribbon provides access

to all functions

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 Insertion point Scroll bar

Status Bar
Views Zoom

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 Rulers

To display rulers, click VIEW tab

and then click Ruler checkbox

To create a new document, click the FILE tab …

 … then click New to display the templates

Can search the web for more templates by entering descriptive

text and clicking the magnifying glass icon

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 When creating a new document
Word makes a lot of assumptions:
Font type and size
One inch margins
Multiple line spacing

These can all be controlled

from the Ribbon

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WORD
■ Sometimes the Ribbon cannot
display all available options

■ Need to access
♦ Drop down menus

♦ Dialog boxes

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 Change to Layout ribbon, click on Margins arrow
to show the Margins drop down menu

Can select predefined margins...

...or define your own

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To see the line spacing options click on
Paragraph's Dialog Box Launcher button
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WORD
■ To change the default options
permanently, need to
♦ Display the dialogue box for the
settings you want to change

♦ Change the settings

♦ Click “Set As Default”

♦ Click “All Documents radio button”

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When new documents are created, they will have the new values

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WORD
■ Other options you might want to set
before entering text
♦ Zoom
► 50% lets you see entire page layout
► 100% let you view the text better

♦ View
► Print Layout (the default) is usually best
► Read Mode provides a book like
reading environment
• Page left and right through a doc
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WORD
■ To enter text: start typing

■ Soft vs. Hard codes

♦ When you enter more text than
can fit on a line: Word wrap
► Word inserts a Soft Return code

♦ When you hit the Enter key (to

insert a new paragraph)
► Word inserts a Hard Return code

■ Reveal codes: click the ¶ button

on the Home ribbon 17
 Spaces

Tab

Hard return codes

Notice no hard return after first line in paragraph, Word put in a

non-displaying soft return code
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WORD
■ Moving within a document:
♦ Page Down/Page Up keys move
one screens worth
♦ Scrolling

■ To move the insertion point

♦ Arrow keys
♦ Mouse pointer
♦ Home - beginning of line
♦ End - end of line
♦ CTRL+Home - beginning of doc
♦ CTRL+End – what do you think?
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 Toggle between insert & overwrite with Ins or Insert key,
however, must turn the option on

Option to control
with Insert key must
be checked

To get to Editing Options, click the FILE tab then Options, then
Advanced
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WORD
■ To delete text:

♦ Backspace key

♦ Delete key

♦ Space bar (inserts or replaces text

with a space depending on mode)

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Word
■ Simple Formatting
♦ Font: courier, tahoma…
♦ Style: bold, italic…
♦ Size: , 36…
10

■ Block Functions: all previous

functions can be performed on
sections of the document
♦ Need to select portion of doc
♦ Perform function
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Word
■ Selecting:
♦ Click at start of text, drag to end
select any portion

♦ Click text to select

► Double click for a single word
► Triple click for a paragraph

♦ Click in selection bar (the blank

space to left of doc)
► Once for one line
► Twice for paragraph

► Three times for whole doc 23

Proofing
■ Word automatically proofreads the
document
♦ Underlines possible mistakes
► wavy red: spelling
► wavy blue: word usage (to, too,

two), grammar, spacing,

capitalization

■ Autocorrect
♦ Fixes really stupid mistakes
► adn replaced by and
► Capitalizes first word in a sentence
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 If you get a red squiggly,
quickest way to fix:
Right click the word
(brings up short cut menu)
Select from suggestions

If correct option not there,

click Spelling and Grammar

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Click on the correct suggestion
and it will be implemented

Notice the Ignore All and

Ignore Once options…

… and the drop down menu

options Change All and Add to
AutoCorrect
 To control autocorrect
Move cursor over a correction to display a blue rectangle
Move cursor over blue rectangle to display AutoCorrect Options
button
Click arrow button to display menu
Select Control AutoCorrect Options…

Can also tell WORD:

“STOP DOING THIS”
(Second option)

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■ Checkboxes
control
autocorrect
functions

■ Can also
save yourself
some typing
of repeated
words and/or
phrases

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Proofing
■ Can also control general proofing
functions
♦ FILE

♦ Options

♦ Proofing

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Selecting “Show readability statistics” means that after running a
grammar check…

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…the number of words, sentences, even grade level will be shown

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Editing
■ Copy
♦ Select text, Home, Copy, then Paste
♦ Select text, Ctrl+C, Crtl+V

■ Cut and move

♦ Select text and drag
♦ Select text, Home, Cut, then Paste
♦ Select text, Ctrl+X, Crtl+V

■ Find and replace

♦ Home, (Editing group), Find/Replace,
Specify text, Find Next/Replace/
Replace All 32
Window size will dictate whether Editing
group or individual functions are shown

Be careful of Replace All

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WORD
■ Undo a real life saver in cases
like this

■ Alternatives
♦ Find - Ctrl+F

♦ Replace – Ctrl+H

■ AutoCorrect will also often finish

entries (ex. Dates)
♦ As you type a suggestion window
appears, you just hit enter 35
WORD
■ Save: be careful where you put it!

♦ Default is to save to the computer

you are working at

♦ If you are working in the lab, you

will leave and it will be erased
► There
is a nightly refresh on lab
machines

■ Printing
♦ Always check the print preview
before you print 36
 Click FILE then Save As
Specify a location on the computer
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If your working in the labs, make sure you specify your flash
drive, lab computers refreshed nightly

Specify a meaningful name

Can also save the doc in different formats (pdf, txt, rtf, html)38
Go out to your flash drive and verify the doc is there

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Click FILE then Print

Preview pane

Print Preview always a good idea

Will save you a lot of paper
Lots of printing options

Mulitple copies

In lab, must specify the printer

Print specific pages (i.e. 1,4,6-

9)

Change to landscape
Change paper size (legal, envl)

Multiple pages per sheet

Formatting
■ Best to specify margins first
■ Can be specified for
♦ Entire Document
♦ Paragraph
♦ Selected text

■ Bring up Page Setup

♦ Layout
♦ Margins button
♦ Custom margins
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Specify margins and where to apply: entire doc, this point
forward or selected text

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Paragraph and Line Spacing
■ Usually there is more space
between paragraphs than between
lines

■ To change: select the paragraph(s)

and launch the paragraph dialog box

■ In the Spacing area

♦ Before/After controls spacing
between paragraphs

♦ Line spacing 44
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Formatting
■ Indenting a paragraph
♦ Click anywhere in the paragraph

♦ Click HOME tab

♦ Launch Paragraph dialog box

♦ Specify left and right indention

■ Also special indents

♦ Hanging Indentations
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Click inside the paragraph to be idented, select a Special type

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Alignment
■ Several ways text can be aligned
♦ Left aligned (default)
♦ Right aligned
♦ Centered
♦ J u s t i f i e d

■ Easiest way: select text and on

the Home ribbon click Paragraph
group’s buttons

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Formatting
■ Tabs
♦ Good for aligning columnar info
♦ Variety of types
► Left
► Right
► Center

♦ Default: left tab every half inch

■ Creating tabs (before entering text)

♦ Select tab type (from tab alignment
selector)
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♦ Click on ruler
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Formatting
■ Creating tabs (after entering text)

♦ Highlight text to set tabs for

♦ Select the type of tab

♦ Click on ruler to place tab(s)

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Formatting with Word Styles
■ Predefined format settings for text

■ Applied from the Styles area on the

Home Ribbon
♦ A lot faster than you specifying all
the individual settings
■ Users can create and save their
own styles

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Formatting with Word Styles
■ 2 Types
♦ Character Style
► Controls font, size, bold, color, etc.
► Applied to selected text

♦ Paragraph Style
► Controls alignment, spacing,
indentation, etc.
► Applied to entire paragraphs

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Click in 2nd paragraph, selected List Paragraph
Just spacing affected – it's a paragraph style

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 Click in 2nd paragraph, selected Book Title
Only select word changed– it's a character style

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Some Styles control both paragraph and character style

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Formatting with Word Styles
■ Wise use of styles:
♦ Enables Word to generate a table of
contents for the document

♦ User can also hide sections of a

document based on the styles

♦ Can quickly re-organize a document

in the navigation pane

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 Non-formatted menu
Will apply Heading 1 and Heading 2 styles

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 Big improvement?

Move the cursor to the left of the

heading and a gray triangle will appear

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Click the gray triangle and the sub items
will be hidden
Click the clear triangle to redisplay items

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Bring up the Navigation pane (CTRL+F) and click Headings to
display doc outline

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Quickly edit the doc by dragging headings in the Navigation pane

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Creating a Style
■ Select text and specify format
values that the new style will have

■ Open up the Style dialog box

■ Click the New Style button

■ Specify a name for the style

■ Click OK
♦ Style is only available in the doc
where it’s defined
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 Select text with
desired formatting

Click New
Style button
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 New Style name

Make sure Add to

checkbox is checked

Word supplies the description

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 New Style is listed

Select some text and

double click new style

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Modifying a Style
■ In the Style dialog box, move the
cursor over the Style and click the
drop down arrow

■ Select Modify to display the Modify

Style dialog box

■ Can select options from the dialog

box

■ Display other dialog boxes by

clicking Format button and
selecting 72
 Can even create a keyboard
shortcut for applying the style

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Copying Formatting
■ The Format Painter button (paint
brush icon) in the Clipboard area can
copy the format of selected text

■ Select text, click the Paint Brush

button
♦ Cursor will now include a paint brush
icon

■ Highlight new text and the format will

be applied
♦ To apply to multiple sections of text,
double click the Format Painter button 74
Removing Formatting
■ The formatting buttons act as
toggle switches
♦ Click it to apply the format, click it
again to remove the format

■ In the Font group there is a Clear

All Formatting button
♦ Select the text and click the button
and all formatting is removed

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Formatting - Lists
■ Bulleted
♦ Select text
♦ Home tab
♦ Display bullet drop down menu
♦ Select style

■ Ordered
♦ Same as above, but display
numbered bullet drop down menu
♦ Select style

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You can move the cursor over options to see effect on doc

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Can select a format or define your own
For our example, will have a – appear after number

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Formatting - Lists
■ Multilevel lists have sub-bullets

■ Sub-bullets specified by tabbing

■ To define the format of the list

♦ Select text
♦ Home tab
♦ Display multi-level drop down
menu
♦ Select a style or Define New
Multilevel List 81
 The Multilevel List button

Select a predefined format

or create your own
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To creat your own, select the level, a number
style, and specify the desired formatting

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Gotcha alert: tab settings
not consistent within text

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Themes
■ Comprised of a set of design settings
♦ Instead of specifying every font, color,
size, etc. use a predefined set

■ Applied to the entire document

♦ Click Design tab, then Themes drop
down arrow
► Menu of themes displayed
► Move cursor over a theme to see the

effect
• Can also specify a theme’s color or style
set 86
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Themes
■ Great for quickly creating a unified
look and feel to the document
♦ Then you can go into the document
and tweak it
► Like adding graphics

■ Lots of different graphic types

♦ Photos, screen shots, SmartArt,
Video, symbols
► Can also set a graphic’s style and
effects
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Graphics
■ Click Insert tab then select the type of
graphic to insert
♦ Some graphic types give you
predefined options and/or online
search capability

■ After inserting, graphic is selected

and graphic format tab(s) is active
♦ Depending on graphic can specify
effects, borders, colorization, how to
position in the text, etc
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Comments
■ “Add on” text to a document
♦ Can be viewed/printed or not
viewed/printed

■ Used when collaborating (editing,

multi-author) on a document

■ Go to Review ribbon
♦ Select text to comment on
♦ Click New Comment
♦ Enter text in comment balloon at right
of text
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Comments
■ People can reply to or resolve a
comment

■ Comments just one type of document

“markup”
♦ Changes/revisions another type
♦ Click Track Changes

■ Control if markups shown and how

they are shown with Markup and
Show Markup options (in Tracking)

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Review
■ Beyond spell checking

■ Example: a word is valid but not

appropriate

■ Select text, click Thesaurus (in

Review ribbon)
♦ Thesaurus pane displayed to right of
document

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Points to Remember
■ WORD enables you to create, edit,
save, retrieve, print, and delete
documents

■ WORD enables you to:

♦ Change the appearance
► Called formatting

♦ Change the content

► Called editing
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