Word Processing for the Newbie

What is a word Processor?

The word processor is today's replacement for the manual typewriter. It is a computer application, used to create and modify text-based documents. Documents can be as simple as a memo or as complex as a manual or book. Today's word processor applications can also incorporate pictures, audio, and video.

The Microsoft Office Application

Microsoft Office: is a suite of applications referred to as an integrated application package.

Microsoft Office applications include the following:

a. Microsoft Word
b. World Wide Web
c. Microsoft Excel
d. Graphics
e. Microsoft Access
f. PowerPoint

These applications can be used independently or they can be used to create an integrated document.

The Word Processor Environment

The Microsoft Word: WP (word processor) has several environment features:

1. Title bar - Identifies the current application
2. Control menu - Application Control menu buttons size and close Word window
3. Document window - the document window supports standard and custom WP features
4. Menus - there are 9 WP menus which provides access to WP commands
5. Toolbar - the standard and formatting toolbars contain buttons to activate frequently used commands
6. Tip wizard - Provides helpful tips for using Word more efficiently
7. Status bar - Provides information regarding the location on the screen
8. Mouse pointer - Changes shape depending on its location on the screen
9. Insertion point - Indicates location where characters will be inserted or deleted

WP Environment

Getting Help

Although you will learn a lot about how to use Word by working through the assignments at the end of this Workbook, you might have questions about a procedure or need additional help on a topic. How do you find additional help on the AutoCorrect command? How do you learn more about Print Preview? You can use Word's on-line Help system.

Word's on-line Help system provides quick access to information about commands, features, and screen elements. You can use on-line Help to:

1. Get context-sensitive help as you work
2. Look for general information with Word's Contents feature
3. Search for help on specific topics with the Index, Find, and Answer Wizard features

Using Context-Sensitive Help

Word provides context-sensitive help so you can work more efficiently. Context-sensitive help is information about commands and features currently on the screen.

On-line Help

Using the Help Topics Window

Word provides general information about many topics. You can look up a specific entry in the Index or ask a specific question in the Answer Wizard and select from a list of related topics. You'll use this window to find information on any topic.

Creating a New Document

Creating a new WP document from Microsoft Word can be done when launching Microsoft Word and from within any Microsoft Word document.

Creating a new WP document at launch:

A. Click on the Start icon in the lower left-hand corner of the windows screen.
B. Click on the word Programs
C. Click on the Microsoft Word icon

Creating a New WP Document

File Management

Microsoft Word files can be managed from within the Microsoft Word application, using the File menu. The File menu contains all of the standard file management commands plus commands that are unique to the Microsoft Word application.

The standard commands include:

1. New - creates a new Microsoft Word document
2. Open - opens an existing document as specified in the open dialog

a. Look in:
b. File name:
c. Files of type:

3. Close - closes the current document, prompting with "Save changes" if needed

4. Save - saves current document using the specifications supplied in the Save dialog box.

a. Select a drive (or folder)
b. Enter a file name
c. Select a file type (usually a Word Document)

5. Save As - Same as Save except for the following:

a. Displays Save dialog
b. Allows file specifications to be changed
c. Does not alter original file unless file specifications are not changed

6. Exit - quits the Microsoft Word application, prompting with "Do you want to save the changes you have made?"

Entering Text

After creating a new document or opening an existing document, text may now be entered. In a new document, just begin typing. In an existing document, position the cursor, using the scroll bars and mouse, and then type.

You cannot place the cursor below the current end of file marker. The document will grow as you type in text.

Word Wrap

Word processing documents have a feature referred to as word wrap. Unlike a convention typewriter, a word processor will automatically move to the next line (wrap) if it runs out of room on the current line.

Only press the Enter key for the following:

1. To end a paragraph or line in a list
2. To create blank lines after a paragraph
3. To insert a blank line

Word Wrap

Selecting Text

Once text has been entered into a document, it may need to be selected for further processing. There are two ways to select text using the click and drag method:

* Click and drag from the first to the last desired character (the selection may be extended or reduced with a Shift-click)
* Click and drag along the left margin for single or multiple line selection

Text may be selected with multiple mouse clicks:

* Double click on a word to select the word
* Triple click in a paragraph to select the paragraph

All text may be selected using the Select All command in the Edit menu

Selecting Text

Simple Text Editing

Once text has been selected, it may be edited in several ways:

* Cutting - remove selection
* Copying - duplicate selection
* Pasting - place copied or cut text
* Clear - remove selection
* Moving text

The Edit menu provides the ability to cut, copy, paste, clear, and move text.

Edit Menu

Cutting Text

Cutting text removes the selected text and places it onto the system clipboard. (The clipboard is temporary electronic memory)

* Select the desired text
* Use the Cut command to remove the selected text and place it onto the clipboard
* The clipboard retains the text until the next cut or copy

Copying Text

Copying text places a duplicate of the selected text onto the clipboard.

* Select the desired text
* Use the Copy command to duplicate the selected text
* The clipboard retains the text until the next cut or copy
* The copied text may be pasted into a new location(s) using the Paste command

Pasting Text

Pasting text places the contents of the clipboard into the document at the cursor location.

* Click the cursor at the desired location in the document
* Use the Paste command, one or more times, to place the contents of the clipboard
* The clipboard retains the text until the next cut or copy

Clearing Text

Clearing text removes the selection from the document. It is not placed onto the clipboard.

* Select the desired text
* Use the Clear command to remove the selected text
* The clipboard is not effected by the Clear command

Moving Text

Moving text is accomplished with a combination of commands:

* Select the desired text
* Use the Cut command to remove the selected text
* Position the cursor into the desired location
* Use the Paste command to place the text into the new location

Simple Editing

Oops! I Goofed

If an error is made in the word processor, such as cutting the wrong item or formatting the wrong text, the Undo command can be used to undo the actions:

* The Undo command is in the Edit menu
* The Undo and Redo buttons (icons) on the toolbar can also be used
* Continuous typing or a menu command represents one action
* Use Undo repeatedly to undo mistakes
* Not all actions can be undone

Formatting Basics

Formatting text can occur at several levels:

* Font - affects Font, Character Spacing, and Text Effects
* Paragraph - affects Indents & Spacing, and Line & Page Breaks
* Tabs - affects Alignment and Leader

Some formatting features are accomplished with the menu commands and others are accomplished using features found on the ruler.

Page Setup

Page Setup is found in the File Menu, and is affected with menu commands.

Page setup affects the following:

* Margins - top, bottom, left, and right white space
* Paper Size - Portrait or Landscape
* Paper Source
* Layout

Header and Footer

The header and footer command is found in the View menu. The insert Header and Insert Footer commands allow text to be added to the document top and bottom respectively.

* Appears on all pages except first page if "Different first page" is selected in Page Setup (Layout)
* Supports all editing
* Supports Font and Paragraph level formatting

Paragraph Formatting

Basic Paragraph formatting is accomplished through the ruler, toolbar buttons, and the Edit menu. Only the selected paragraphs or the paragraph that contains the cursor will be affected.

* Paragraph alignment - Align Left, Center, Align Right, Justify buttons are available
* Numbering, Bullets, Decrease Indent, Increase Indent buttons are also available

Paragraph Alignment

Font Formatting

Font Formatting can affect down to a single character of text. Changes made in character formatting will affect currently selected text and any new text typed from the point where changes were made.

Font formatting is accomplished through the use of the Font dialog box found in the Format menu.

The Font menu provides a choice of font. Any number of fonts can be used in a document.

The Font style menu provides several different character styles. Any number of styles may be used in a document and styles may be combined.

The Size menu provides a choice of font size. Any number of font sizes may be used.

Using the Tab Key

Microsoft Word has preset tabs, set at every ½". Pressing the Tab key causes the cursor to move to the next available tab to the right of its current position and places a tab character into the document. (Show All Hidden Characters)

Tabs provide exact placement, from left to right, within the document and should be used in lieu of the Spacebar for paragraph indents and lists.

Printing Basics

Word processing documents ultimately must be put into printed form for final dissemination.

There are three menu commands that control the printing process:

* Page Setup (File menu) - Sets margins, paper source, paper size, page orientation, and other layout options for the active file.
* Print Preview (File menu) - Shows how a file will look when you print it.
* Print ...(File menu) - Prints the active file or selected items. To select print options, on the File menu, click Print.

Setting Features in Page Setup

Features of the Page Setup dialog vary with the printer type selected. Defaults are usually OK.

Common features include:

* Margins
* Paper size
* Page orientation - portrait or landscape
* Paper Source
* Layout

Using the Print Command

The Print dialog will also vary with the selected printer type and the application. Defaults are usually OK. Preview is recommended.

Common features include:

1. Printer - selecting the printer
2. Number of copies
3. Print pages or a specific page range
4. Reverse print order
5. Draft output