CSC 201 Chapter 8, Spring 2007

CCHHAAPPTTEERR 88 M MIICCRRO OSSO OFFTT W WO ORRDD 22000033 Starting Word 2003 and Manipulating Files 3 Word 2003 Notre Dame University Starting Word 2003 and Manipulating Files Learning Module Objectives When you have completed this learning module you will have seen how to: • Start Word 2003 using the Windows Start menu • Open Word 2003 and create a new Word document, via the Start button • Start Word and open an existing document, via the Start button • Open a file in Word 2003 • Open a recently used file • Open more than one file at a time • Select a continuous block of files • Select files that are not in a continuous block • Move up one folder level • View files, without any additional details • Save a file • Create a new folder in which to save your document • Display a hidden “Save All” command • Close a Word 2003 Document • Display a hidden “Close All” command • Exit Word 2003 Starting Word 2003 and Manipulating Files 4 Word 2003 Notre Dame University What is Word 2003? Background Microsoft Word 2003 is an advanced Windows based word processor. As Word 2003 is based on Windows 95/98/NT, rather than Windows 3.x, it can make better use of your PCs memory and disk resources. As Windows 95/98/NT is a multitasking system, you can run your Word 2003 program at the same time as other programs such as spreadsheets (i.e. Excel) or graphics programs (i.e. PowerPoint). You also have the ability to exchange information with other Windows-based programs. Thus, you can produce a spreadsheet in Excel and then copy the information into a Word 2003 document for inclusion in a report. Other comparable Windows-based word processors include WordPro (from Lotus) and WordPerfect for Windows. Like any advanced software, Word 2003 contains bugs and it is important when using Word 2003 that you save your work regularly, in fact you may wish to use the “AutoRecover” feature that automatically saves your work after a pre-defined amount of time. You may also want Word 2003 to create backup copies of all your documents that, on the one hand, will consume more disk space but has the benefit of being much safer if you make mistakes or the system crashes. Another key feature to remember is that Word 2003 has an “undo” feature. This means that you can change your mind if you have inadvertently done something foolish on your PC. To start Word 2003 using the Windows Start menu • Click on the Start icon to display the Start menu and then move the mouse pointer onto Programs. • From the sub-menu select Microsoft Word. Starting Word 2003 and Manipulating Files 5 Word 2003 Notre Dame University To start Word 2003 using the "New Office Document” icon • Click on the Start icon to display the Start menu. • Click on New Office Document. This will display the New Office Document dialog box, as illustrated below, and by default the General tab will have been selected. If you have previously changed to a different tab this will automatically be selected when you next enter the dialog box. • Select the Blank Document icon and click on the OK button. Starting Word 2003 and Manipulating Files 6 Word 2003 Notre Dame University Opening a File in Word 2003 Opening recently used files A list of the most recently opened files is displayed under the File menu. You can open these files by clicking on them. To open a file • Either click on the Open icon and from the dialog box displayed select the required file OR from the File menu choose the Open command, (or press Ctrl+O or Ctrl+F12). The Open dialog is displayed. • Use the Look in drop down menu to select the drive or folder that contains the file you want. • To open the file you require either, double click on the file name OR select the file name by clicking on it, and then click on the Open button. Starting Word 2003 and Manipulating Files 7 Word 2003 Notre Dame University Opening documents from other locations • Within the Open dialog box you will see a number of icons listed down the left hand side. History: Displays a list of recently used files. My Documents: Displays files saved in the My Documents folder. Desktop: Displays files saved on the Desktop Favorites: Displays documents saved in the Favorites folder. Web Folders: Allows you to view Web formatted files. To select a continuous block of files • Click on the first file of the block you wish to select, then while depressing the Shift key, click on the last file of the required block. When you release the Shift key the entire block will remain selected. To select multiple files that are not in a continuous block • Click on the first file that you wish to select and while keeping the Ctrl key depressed, click on the other files that you wish to select. When you release the Ctrl key, the selected files will continue to be highlighted. Starting Word 2003 and Manipulating Files 8 Word 2003 Notre Dame University Tools to help you with opening files You can use the buttons across the top of this dialog box to help you in selecting the required file. • Click on the Down arrow to display folders (directories) and drives. Icon Function To see recent files • Click here to access recently opened files or folders (acts like a Back button within an Internet browser such as Microsoft Internet Explorer). To move up one folder level • Click here to move up one level through your folder (directory) tree. To search the Web • Click here to search the Internet (assuming that you are connected to the Web!). To delete the selected file • Click here to delete the selected file or folder. To create a new folder • Click here to create a new folder beneath the selected folder. To see different "opening views" • Click here to see a drop down menu, from which you can select commands, as illustrated. To access opening tools • Click here to access more tools connected with opening and manipulating files or folders. Starting Word 2003 and Manipulating Files 9 Word 2003 Notre Dame University Saving a File and Using “Save As” Background This feature allows you to store new or existing documents on disk. The Save As command can be used to save a file under a different name, to save a file in a different word processor format, or to save a file to a different drive and/or folder. If you have not previously saved a file, then clicking on the Save icon will display the Save As dialog box. To save using "Save As" • From the File menu choose the Save or the Save As command, or use any of the following keystrokes: Save Ctrl+S Alt+Shift+F2 Shift+F12 Save As F12 You can also select from the following options to save files: Save in drop down menu Select from this drop down list to save the file to a different disk drive or a different folder. Save as type Select from this list box if you want to save the file in a different file format such as WordPerfect, Ami Pro etc. Note: The File Save command will replace the original copy of a document with the document that is on the screen. The File Save As command will rename the document on the screen so that you can keep the earlier version, as well as save any changes you have made. When you try and close a document without saving it first, Word 2003 will ask you if you want to save it. Starting Word 2003 and Manipulating Files 10 Word 2003 Notre Dame University To save a document using the Save icon on the Standard toolbar • Click on the Save icon and from the dialog box displayed select the required folder. Enter a file name and then click on the Save button. • After you have saved the file for the first time, clicking on the file icon will automatically save your document with the filename you gave it. It does not give you the option to rename. Creating a new folder in which to save your document • Click on the Create New Folder icon, displayed within the Save As dialog box. • This will display the New Folder dialog box. Enter the name of the new folder, and then click on the OK button. NOTE: The folder will be created under the current folder. To display hidden “Save All” & "Close All" commands • Depress the Shift key while clicking on the File drop down menu. This will display the extra Save/Close All commands. Starting Word 2003 and Manipulating Files 11 Word 2003 Notre Dame University Closing a Word 2003 Document To close a document in Word 2003 • Select Close from the File drop down menu OR press Ctrl+F4. The document will be closed and the screen will be cleared. If you try to close a document without saving it, Word 2003 displays a dialog box asking if you want to save any of the changes you made to the document OR double-click on the Control menu box in the top, left-hand corner of any window. This closes the active program or file. If an open file contains unsaved changes, you will be prompted to save the file before closing OR click on the Close icon displayed at the top-right of the document window. Be sure to click on the document close icon, as opposed to the program Close icon. To display a hidden “Close All” command • Depress the Shift key while clicking on the File drop down menu. This will display an extra Close All command. To exit Word 2003 and return to Windows • Click on the Close icon displayed at the top right of the Word 2003 window, OR press Alt+F4. If you have not saved your work, a dialog box will be displayed which asks you if you wish to save your changes. Make your choice from one of the following: Yes Saves the changes and exits the program. No Does not save the changes and exits the program. Warning: Choosing No will lose any work which you have done since you last saved the file. Cancel Cancels the command and stays in the Word 2003 program. Starting Word 2003 and Manipulating Files 12 Word 2003 Notre Dame University Review Questions – How Would You … 1. Start Word 2003 using the Windows Start menu? 2. Open Word 2003 and create a new Word document, via the Start button? 3. Start Word and open an existing document, via the Start button? 4. Open a file in Word 2003? 5. Open a recently used file? 6. Open more than one file at a time? 7. Select a continuous block of files? 8. Select files that are not in a continuous block? 9. Move up one folder level? 10. View files, without any additional details? 11. Save a file? 12. Create a new folder in which to save your document? 13. Display a hidden “Save All” command? 14. Close a Word 2003 Document? 15. Display a hidden “Close All” command? Starting to Use Word 2003 13 Word 2003 Notre Dame University Starting to Use Word 2003 Learning Module Objectives When you have completed this learning module you will have seen how to: • Use the Office Assistant • Display tips via the Office Assistant • Choose the Office Assistant that you want • Turn the Office Assistant off • Display the Office Assistant • Move through a Word document • Use the arrows key to move up or down • Use the PageUp or PageDown • Use the scroll bar • Drag the Scroll Bar “elevator” • Use Go To which allows you to jump to a particular page number • Use the Word 2003 Menu Bar, Drop Down Menus and Toolbars • Display additional toolbars • Manipulate floating toolbars in Word 2003 • Use the Word 2003 Status Bar • Display the “Find and Replace” dialog box via the Status Bar • Enter text into a Word 2003 document • Insert text in a document • Overtype text in a document • Use “Click and Type” • Select a word • Select a line • Select a paragraph • Select all text • Delete a character, a word, a line (or lines), a sentence, a paragraph, a block of text, all text • Display a document in different Word 2003 Views • Display a document as Full Screen View • Use Zoom • Use Undo and Repeat • Use Help • Display shortcut keys help • Use keyboard shortcuts Starting to Use Word 2003 14 Word 2003 Notre Dame University The Office Assistant Today's Tip By default Word 2003 will display a "tip of the day" each time you start Word. If you take the time to read these as they are displayed, then you will soon find that you are on the way to becoming a Word 2003 expert! Example tip! Starting to Use Word 2003 15 Word 2003 Notre Dame University What is the Microsoft Office Assistant? By default this friendly little creature, will watch what you do and offer tips on how to work more productively. You can ask it questions in plain English! Occasionally the Office Assistant will display information on the screen. If you are unsure about how to use this product you should always read the help offered. You can choose to implement the tip, have it explained, or to ignore the tip. Displaying the Office Assistant • The Office Assistant is displayed by default. If the assistant has been hidden and you wish to reactivate it, click on the Help drop down menu and select the Show the Office Assistant command To hide the Office Assistant • Right click on the Office Assistant and from the menu displayed, click on the Hide command. Starting to Use Word 2003 16 Word 2003 Notre Dame University The Word 2003 Screen Background Most Windows based programs have the same “look and feel”. If you transfer from one manufacturers Windows based program to a program from a totally different manufacturer then you have a fairly shallow learning curve. The Microsoft Office programs have taken this a step further. If you examine the items within the different programs Menu Bars you will find that they are almost identical. The way you drive any Windows based program is also becoming more standard. For instance, in Windows you will normally have to select an item (by clicking on it once), and then manipulate it by double-clicking, right clicking or “dragging and dropping”. The concept of “drag and drop” is also being used increasingly to move or copy items. Word 2003 uses the right-hand mouse button primarily as a method of accessing shortcut menus. The Word 2003 program window, in common with most other Windows based programs, contains a number of standard features including the Title Bar, Toolbar, Scroll Bar, Drop Down menus etc. What is a floating toolbar? Normally the toolbars are attached to the top of the Word screen, but in some instances they may "float". This means that they are displayed anywhere on the screen, rather than at the top. To attach a floating toolbar, simply double click on the title bar (normally the blue bar along the top) of the floating toolbar. Starting to Use Word 2003 17 Word 2003 Notre Dame University Moving Through a Word Document Using the arrows key to move up or down Place the insertion point anywhere in your document. Use the arrow keys to move left, right, up or down. If you move down to the bottom of the page (as displayed on your screen) and keep pressing the down arrow the document will scroll downwards (assuming that the document does in fact extend beyond what was previously visible on the screen!). The same applies when moving up through the document. Using PageUp or PageDown If you press the PageUp or PageDown keys you will move through your document by approximately one screen per press. Using the scroll bar If you click once on the down or up arrows at the top and bottom of the scroll bar you will scroll through your document one line at a time. Starting to Use Word 2003 18 Word 2003 Notre Dame University Dragging the Scroll Bar “elevator” • Click on the “elevator” within the vertical scroll bar. As you drag it up and down, you will see page numbers displayed. When you release the mouse button, you will go to the page number indicated within the yellow colored pop-up. To use Go To which allows you to jump to a particular page number • Double click on the status bar at the bottom of the Word screen. OR press Ctrl+G. • Select the Go To tab. • In the Go to what section make sure that Page is selected. • In the Enter page number field enter the number of the page that you wish to jump to, and then click on the Next button. Starting to Use Word 2003 19 Word 2003 Notre Dame University The Word 2003 Menu Bar and Drop Down Menus Background Most Windows programs, including Word 2003, have a menu bar displayed across the top of the window. In the case of Word 2003 the menu bar items include File, Edit, View, Insert, Format, Tools, Table, Window and Help. Clicking on any of these menu bar items will cause Word 2003 to display a drop down menu, which in turn contains further items that may be selected. In some cases the items within a drop down menu may appear “grayed out”. This means that the option is not currently available. For instance, in many cases you must first select either text or a picture for an item within a drop down menu to be available. In some cases a drop down menu item will be displayed, followed by three full stops (or periods). This means that, when you select the item, further “dialog boxes” will be displayed from which you are invited to make further selections. Note that the actual words displayed in a particular drop down menu may change from one situation to another depending on what you are doing within Word 2003. The menus are dynamic in the sense that what they display depends on what you are doing. To access the drop down menus using the keyboard, depress the Alt key and enter the letter that is underlined within the drop down menu command, i.e. to display the File drop down menu list, press Alt+F. Starting to Use Word 2003 20 Word 2003 Notre Dame University Word 2003 Toolbars To display additional toolbars Toolbars contain small pictures called tool icons which, when clicked on, provide a shortcut method of performing a Word 2003 action. For instance, clicking on the Spelling tool icon will cause Word 2003 to spell check your document. The long way to activate the Word 2003 spell checker is to click on the Tools drop down menu, and then to select the Spelling command from the drop down list displayed. Word 2003 has a number of distinct toolbars, but often only the Standard and Formatting toolbars are displayed. You can customize Word 2003 so that other toolbars are displayed by default. • From the View drop down menu, click on the Toolbars command which will display the Toolbars sub-menu. • Click on the required toolbar. To display additional toolbars, by right clicking • Right click on any toolbar to display a list of other toolbars that may be displayed. Starting to Use Word 2003 21 Word 2003 Notre Dame University Floating Toolbars in Word 2003 Background The toolbars are not fixed to a certain part of the Word 2003 window - they can float. This means that the toolbars can be moved around on your screen (by dragging and dropping them). To turn a fixed toolbar into a floating toolbar • Move the mouse pointer to an empty part of the particular toolbar you wish to detach that is not occupied by an icon tool or drop down list. • Double-click with the mouse button. To move a floating toolbar • Move to the Title Bar of the floating toolbar (normally displayed in blue). • Depress the mouse button and keep it depressed. • Move the mouse pointer on the screen. • Release the mouse button, when the toolbar is in the desired screen location. To re-attach a floating toolbar • Move the mouse pointer to the Title Bar of the particular floating toolbar you wish to re-attach and double-click with the mouse button. Starting to Use Word 2003 22 Word 2003 Notre Dame University The Word 2003 Status Bar Background The Status Bar is located along the bottom of the Word 2003 window. It is used by Word 2003 to convey information to you. For instance, it will tell you what page of a document you are working on. It will also display more subtle information such as whether you are in “insertion” or “overtyping” mode. To display the “Find and Replace” dialog box via the Status Bar • Double click on the left part of the Status Bar to display the Find and Replace dialog box. This can be used to Find items, Replace items and also to Go To a specified item within a Word document. This facility will be covered in detail in a separate learning module. Starting to Use Word 2003 23 Word 2003 Notre Dame University Entering Text into a Word 2003 Document Background Word 2003 normally functions in Insert mode that means that text is added to a document without overwriting anything else. Alternatively, Word 2003 can function in Overtype mode that will overwrite existing text with any new text that you type in. The status bar at the bottom of the Word 2003 window indicates that you are in Overtype mode by highlighting the OVR indicator. To insert text in a document In Insert mode, text is inserted into the document at the insertion point. This is the default mode. Text that already exists is moved forward to make way for the new text. • Position the insertion point where you want to insert the new text. • When you begin typing, the existing text will move to the right and wrap to the next line. To overtype text in a document In Overtype mode, text overwrites the existing text. • Position the insertion point where you want to type the new text. • Press the Insert key to switch to overtype mode. The OVR indicator on the status bar will be highlighted. • When you begin typing, the existing text will be replaced with your new text. Starting to Use Word 2003 24 Word 2003 Notre Dame University Click and Type Background Click and type is a new feature of Word 2003. It enables your to double click on any blank area of your document and immediately begin to enter text at that location. To use “Click and Type” • Ensure that you are in Page Layout view by clicking on the View drop down menu and selecting the Page Layout command. • Double click on any empty area of the page. Word will move the insertion point to that location. • Type your text. Enabling / Disabling “Click and Type” • Click on the Tools drop down menu and select the Options command. The Options dialog box will be displayed. • Select the Edit tab to display the Edit folder. • Check or un-check the Enable click and type check box. • Click on the OK button to close the Options dialog box. Starting to Use Word 2003 25 Word 2003 Notre Dame University Word 2003 Selection Techniques To select a word • Double click on the word. To select a line • Move the mouse pointer to the left of the line you wish to select, until the mouse pointer changes from an I bar to an arrow pointing upwards and to the right. You are now in the “Selection Bar”, a hidden screen element. • Click once with the mouse button. To select a paragraph • Move the mouse pointer to the left of the paragraph you wish to select, until the mouse pointer changes from an I bar to an arrow pointing upwards and to the right. You are now in the “Selection Bar”, a hidden screen element. • Click twice with the mouse button. To select all text • Move the mouse pointer to the “Selection Bar”. • Either click three times with the mouse button. OR press Ctrl+A OR select the Select All command, located under the Edit drop down menu. Sometimes you do not need to select first! Normally when using a Windows based product such as Word 2003 the golden rule is select first then manipulate. However because Word 2003 recognizes the concepts of what a word is and what a paragraph is, in some cases you will not have to select first. Thus if you wish to apply font (i.e. word) formatting, such as making a word bold, then you only have to click anywhere within the word and then apply the font formatting, such as clicking on the Bold icon to make the word bold. In the same way if you wish to apply paragraph formatting to a whole paragraph, you need only click anywhere within the paragraph to apply the formatting. For example to indent an entire paragraph, click within it and then click on the Increase Indent icon located on the Formatting Toolbar. Starting to Use Word 2003 26 Word 2003 Notre Dame University Deleting Text To delete a character • Place the insertion point to the left of the character to be deleted and press Delete OR place the insertion point to the right of the character to be deleted and press Backspace. To delete a word • Double-click on the word to be deleted and press the Delete key OR place the insertion point to the right of the word to be deleted and press Ctrl+Backspace. To delete a line or lines • Place the mouse pointer in the left-hand margin, next to the first line of text or first blank line to be deleted. The mouse pointer changes to an arrow pointing up and to the right. • Click on the left-hand mouse button to select the line of text or the blank line you wish to delete, OR drag the mouse pointer down the left-hand margin to select the lines you want to delete. • Press the Delete key. Starting to Use Word 2003 27 Word 2003 Notre Dame University To delete a sentence • Depress the Ctrl key. • Place the mouse pointer anywhere on the sentence to be deleted. • Select the sentence by clicking the left-hand mouse button. • Press the Delete key. To delete a paragraph • Place the mouse pointer in the left-hand margin, next to the first paragraph to be deleted. • To select the paragraph, double-click on the left-hand mouse button. • Press the Delete key. To delete a block of text • Select the block of text you wish to delete by dragging the mouse pointer over the text with the left button depressed. Once the text is selected press the Delete key. To delete an entire document • Place the mouse pointer in the left-hand margin. • Depress the Ctrl key. • To select the entire document, click the left-hand mouse button. • Press the Delete key. Starting to Use Word 2003 28 Word 2003 Notre Dame University Different Word 2003 Views Background This feature allows you to select different views of your document such as Normal, Outline, or Print Layout view. Print Layout view gives a better approximation between what you see on the screen and what you will see when you print. Normal View is often quicker to use as less memory is used, but often when using complicated formatting does not give a true indication of how the document will print. To view a document • Select the View menu, and choose one of the following: Normal Allows you to type, edit and format documents, but does not display additional information such as headers and footers. Web Layout Displays the document as it would appear if published on the Web. Print Layout Allows you to display multiple columns, footnotes, and headers and footers in the document. You can also view graphics in this format. Outline Allows you to view and edit the documents structure. Full Screen Allows you to type, edit and format a document. Zoom Allows you to enlarge or reduce the view of a page on-screen. Starting to Use Word 2003 29 Word 2003 Notre Dame University Full Screen View Background Full Screen view removes the tool bars and menus from the screen and displays the document over the entire computer screen. You can bring the toolbars and menus back onto the screen and edit the document as usual. To turn on Full Screen View • From the View menu, choose Full Screen. The document is displayed over the entire screen, with no Word 2003 elements visible. • Click on the Close Full Screen box to return to the Word 2003 screen display, or press ESC. To edit in Full Screen View • Pull down the hidden menus by moving the mouse pointer to the top of the screen or by using the Alt key and the appropriate keystroke. The toolbars can be selected as before by going to the View menu and selecting Toolbars. Proceed to edit the document as normal. Starting to Use Word 2003 30 Word 2003 Notre Dame University Zoom Background This feature allows you to enlarge or reduce the view of a page on the screen. You can show the whole page, or just a section of it. To zoom a document using the drop down menus • From the View menu, choose the Zoom command. Zoom to Allows you to reduce or enlarge the page by 100% (the default), 200%, 75%, Page Width or you can view more than one page at a time on the screen. • Press Enter or choose OK. To zoom a document using the Zoom Control icon • Use the Zoom Control button on the Standard toolbar to quickly zoom to certain settings. NOTE: You can enter any value you like, you do not have to accept the values offered to you. Starting to Use Word 2003 31 Word 2003 Notre Dame University Undo and Repeat To use Undo to reverse your last actions • From the Edit menu choose the Undo command OR press Ctrl+Z OR click on the Undo button on the Standard toolbar. • Repeat as required to perform multiple undo actions. To repeat a command, action, or typing • From the Edit menu, select Repeat OR press F4 OR click on the Redo button on the Standard toolbar. To undo or repeat a specific number of commands, actions, or typing changes • Move the mouse pointer over a downward facing arrowhead to the right of the Undo or Redo buttons on the Standard toolbar and click the left mouse button. • Pull the mouse pointer down the list until the number of items required are selected and click the left mouse button again or press Enter. • If you decide that you do not want to undo or repeat anything but the list has already been selected press Esc to get out of it. You can also get out of the list by moving the mouse pointer onto your document and clicking the left mouse button. Starting to Use Word 2003 32 Word 2003 Notre Dame University Help Background The Help feature allows you to learn to use the basic and advanced features of Word 2003, as well as the Word 2003 equivalents of WordPerfect commands. You can get on- line, context-sensitive help for any Word 2003 function at any time while working on a document. To use Help The Help menu is divided into sections: Microsoft Word Help, Show the Office Assistant, What’s This?, Office on the Web, WordPerfect Help and About Microsoft Word. To display shortcut keys help • Normally when you place