Word for Windows

Course Objectives:

You will be able to

Course outline:

To Change the Font, Size, or Attributes of Text:

AutoFormat

Exercise:

Select AutoFormat as You Type. Type the following, Press ENTER after each item. Press ENTER a second time after the Heading item. Press the TAB key for TAB

Shortcut Keys

Copy and move text and graphics

                To                                                     Press

Copy text or graphics                                      CTRL+C
Copy formats                                                    CTRL+SHIFT+C
Move text or graphics                                      F2
Paste text or graphics                                     CTRL+V
Paste formats                                                  CTRL+SHIFT+V

Delete text and graphics

                To                                                     Press

Delete one character to the left                     BACKSPACE
Delete one word to the left                             CTRL+BACKSPACE
Delete one character to the right                  DELETE
Delete one word to the right                          CTRL+DELETE
Cut selected text to the Clipboard                CTRL+X
Undo the last action                                        CTRL+Z

Insert special characters

               To Insert                                         Press

Field                                                             CTRL+F9
AutoText entry                                             Type AutoText entry name, and then press ALT+CTRL+V
Line break                                                   SHIFT+ENTER
Page break                                                 CTRL+ENTER
Column break                                             CTRL+SHIFT+ENTER
Optional hyphen                                          CTRL+HYPHEN
Non-breaking hyphen                                 CTRL+SHIFT+HYPHEN
Non-breaking space                                   CTRL+SHIFT+SPACEBAR
Copyright symbol                                        ALT+CTRL+C
Registered trademark symbol                   ALT+CTRL+R
Trademark symbol                                      ALT+CTRL+T
Ellipsis                                                          ALT+CTRL+PERIOD
Single opening quotation mark                 CTRL+"’
Single closing quotation mark                   CTRL+"’
Double opening quotation mark                CTRL+""
Double closing quotation mark                  CTRL+""
Mark a table of contents entry                    ALT+SHIFT+O

Select text and graphics

                To                                                     Press

Select text                                             hold down SHIFT and pressing keys that move the insertion point.
One character to the right                   SHIFT+RIGHT ARROW
One character to the left                     SHIFT+LEFT ARROW
To the end of a word                           CTRL+SHIFT+RIGHT ARROW
To the beginning of a word                 CTRL+SHIFT+LEFT ARROW
To the end of a line                              SHIFT+END
To the beginning of a line                   SHIFT+HOME
One line down                                      SHIFT+DOWN ARROW
One line up                                           SHIFT+UP ARROW
To the end of a paragraph                  CTRL+SHIFT+DOWN ARROW
To the beginning of a paragraph       CTRL+SHIFT+UP ARROW
One screen down                                SHIFT+PAGE DOWN
One screen up                                     SHIFT+PAGE UP
To the end of a document                   CTRL+SHIFT+ END
To the beginning of a document        CTRL+SHIFT+ HOME
To include the entire document          CTRL+A
To a vertical block of text                    CTRL+SHIFT+F8, and then use the arrow keys,
                                                                press ESC to cancel the selection mode
To a specific location                          F8+arrow keys; press ESC to cancel the selection mode

Tip If you know the key combination to move the insertion point, you can select the text by using the same key combination while holding down SHIFT. For example, CTRL+RIGHT ARROW moves the insertion point to the next word, and CTRL+SHIFT+RIGHT ARROW selects the text from the insertion point to the beginning of the next word.

Select text and graphics in a table

                To                                                     Press

Select a column                                               ALT and hold it down while you click the column
Extend a selection (or block)                          CTRL+SHIFT+F8, and then use the arrow keys
Reduce the selection size                              SHIFT+F8
Select an entire table                                      ALT+5 on the numeric keypad
To End Selecting                                             CTRL+SHIFT+F8

Extend a selection

                To                                                     Press

Select the nearest character                         F8+character
Turn extend mode on or off                            F8
Reduce the size of a selection                     SHIFT+F8

Navigate the document

                To Move                                          Press

One character to the left                                  LEFT ARROW
One character to the right                                RIGHT ARROW
One word to the left                                         CTRL+LEFT ARROW
One word to the right                                      CTRL+RIGHT ARROW
One paragraph up                                          CTRL+UP ARROW
One paragraph down                                      CTRL+DOWN ARROW
To the previous frame or object                     ALT+UP ARROW
To the next frame or object                             ALT+DOWN ARROW
One column to the left (in a table)                  SHIFT+TAB
One column to the right (in a table)               TAB
Up one line                                                       UP ARROW
Down one line                                                  DOWN ARROW
To the end of a line                                          END
To the beginning of a line                               HOME
Up one page                                                    ALT+CTRL+PAGE UP
Down one page                                               ALT+CTRL+PAGE DOWN
Up one screen                                                 PAGE UP
Down one screen                                            PAGE DOWN
To the bottom of a screen                              CTRL+PAGE DOWN
To the top of a screen                                    CTRL+PAGE UP
To the end of a document                              CTRL+END
To the beginning of a document                   CTRL+HOME
To a previous revision                                   SHIFT+F5
To the location of the insertion point            SHIFT+F5
when the document was last closed

Move around in a table

                To Move to the...                                                  Press

Next cell in a row                                                                  TAB
Previous cell in a row                                                          SHIFT+TAB
First cell in a row                                                                  ALT+HOME
First cell in a column                                                            ALT+PAGE UP
Last cell in a row                                                                  ALT+END
Last cell in a column                                                            ALT+PAGE DOWN
Previous row                                                                        UPARROW
Next row                                                                                DOWN ARROW

Insert paragraphs and tab characters

                To Insert                                                            Press

New paragraphs in a cell                                                 ENTER
Tab characters in a cell                                                   CTRL+TAB

Formatting

                To Apply                                                            Press

Bold                                                                                      CTRL+B
Italics                                                                                    CTRL+I
Underline                                                                             CTRL+U
Double Underline                                                                CTRL+D
Subscript                                                                             CTRL+=
Superscript                                                                          CTRL+SHIFT+=
Small Caps                                                                          CTRL+SHIFT+K
All Caps                                                                               CTRL+SHIFT+A
Change Case                                                                      SHIFT+F3
Copy Format                                                                       CTRL+SHIFT+C
Paste Format                                                                      CTRL+SHIFT+V
Remove Format                                                                  CTRL+SPACE
Font                                                                                      CTRL+SHIFT+F
Point Size - Increase 1 size                                               CTRL+]
Point Size - Decrease 1 size                                            CTRL+[

Inserting a Date

1. Click on Insert.
2. Select Date and Time.
3. Select the Format.

Note- To have the date update automatically when the document is printed, Select Update Automatically (Insert as Field).

To Set a Bookmark

1. Move the insertion point to the place where you want to place the Bookmark.
2. Click on Edit.
3. Select Bookmark.
4. Enter a name for your Bookmark.
5. Click Add.

To jump to a Bookmark

1. Click on Edit.
2. Select Bookmark.
3. Select the Bookmark entry to which you want to go.
4. Click on Go To.
5. Click Close.

Inserting Special Characters

Many special characters and symbols are included in the various basic fonts. Additionally, certain fonts (i.e. Wingdings) are special fonts which consist of only symbols rather than letters. Some symbols - such as the copyright symbol (@) can be inserted by using shortcut keys. Symbols can be sized and copied just like normal characters.

To Insert a Special Character:

1. Place the insertion point where you want to insert the special character.
2. Click on Insert.Click on the Special Characters tab.
3. Click on the special character that you want.
4. Click Insert.
5. Click Close.

To Insert a Symbol:

1. Place the insertion point where you want to insert the symbol.
2. Click on Insert.
3. Click on the Symbols tab.
4. Select the font style.
5. Click on the symbol that you want.
6. Click Insert.
7. Click Close.

Exercise:

1. Insert a copyright symbol.
2. Insert a trademark symbol.
3. Insert a Smiley Face symbol.
4. Customizing a Toolbar

Adding a button to the toolbar:

1. Click on View.
2. Select Toolbars.
3. Click Customize.
4. Select a category of commands.
5. Click on the button that you want to add.
6. Drag the button to the toolbar.
7. Click on Close.

Removing a button from the toolbar:

1. Click on View.
2. Select Toolbars.
3. Click Customize.
4. Drag the button off of the toolbar.
5. Click on Close.

To move a button on the toolbar:

1. Click on View.
2. Select Toolbars.
3. Click Customize.
4. Drag the button to the new location on the toolbar.
5. Click on Close.

Exercise:

1. Add a new button to the toolbar which will double-underline selected text.
2. Move the button so that it is placed to the left of the BOLD button on the formatting toolbar.
3. Delete the button.

Customizing the Keyboard

1. Click on Tools.
2. Click on Customize.
3. Click on the Keyboard tab.
4. Select the category of commands that you want assigned to the shortcut key.
5. Click in the Press New Shortcut Key input box.
6. Press the combination of keys that you want to assign as your shortcut key.
7. Click Assign.
8. Click Close.

Exercise:

Assign ALT+1 to use the Heading 1 style.

Recording a Macro

A macro is a single command that contains a group of other commands.

Practice your macro before you record it.

1. Click on Tools.
2. Select Macro.
3. Type a name for your macro. NOTE- Do not use any spaces in the macro name.
4. Click Record.
5. Type a brief description of your macro.
6. Click OK.
7. Type the text and use commands that you want your macro to repeat.
8. Click the stop button when you have completed the macro,

Assigning a macro to a toolbar button:

1. Follow steps 1-5 to record a macro.
2. Select Toolbars.
3. Click on the macro name.
4. Drag it to where you want to place the macro button.
5. Click the icon that you want the button to look like.
6. Click on Close.
7. Type the text and/or use the commands that you want the macro to use.
8. Click the Stop button when you have finished.

Exercise:

Record a macro that will enter your name (18 point type) and address (16 point type), and will center it on your document. Call your macro NAME. Select the Smiley Face button and put it on a Taskbar.

NOTE: You are likely to see an error message displayed even though you entered everything correctly. Press F9 to have the table calculate and clear the error message.

1. Click on Table.
2. Click on Sort.
3. Enter the sort order, etc.
4. Click OK

Exercise

1. Design a table that will calculate the gross pay for John, Jim, and Mary, and Sue who work at the Itty Bitty Machine Company. John makes $13.50 per hour and worked 35 hours. Jim is paid $16.90 per hour and worked 40 hours. Mary is paid $17.00 per hour and worked 40 hours. Sue is part-time. She worked 20 hours.

2. Sort the table by name. Sort the table by gross pay.

Forms

Creating a Form:

1. Design the basic form.
2. Click on File.
3. Click on New.
4. Select Template.
5. Enter the form.
6. Position the insertion point where you want the user to type or select the information.
7. Click on Insert.
8. Click on Form Field.
9. Click Options.
10. Specify the properties for the field.
11. Click on Tools.
12. Select Protect Document.
13. Select the Forms option.
14. Save and close the document.

Filling-in a Form:

1. Click on File.
2. Click on New.
3. Select the form template.
4. Click OK.
5. Enter the data in the form.

                To                                                                          Press

Move to the next field .                                                         TAB, ENTER, or DOWN ARROW
Move to the previous field.                                                  SHIFT-TAB
Move to an item in an open list box.                                  UP/DOWN ARROW
Select or clear a check box.                                               SPACE *or X
Display help for a field.                                                        F1
Insert a tab character.                                                          CTRL-TAB

NOTE: You can also use the Forms Toolbar from the Form Fields dialog box.

Exercise:

Create a form letter for an appointment that will use the following form fields:

DATE - Date of appointment

Time of appointment

Parents’ Name

School

Employee who has appointment - list

Child’s Name

Mail Merge

Merging combines data from an input file (e.g. names and addresses) with a template document (e.g. form letter) to create a series of output documents. Use merge to produce personalized letters, mailing labels, or invoices.

Directions:

1. Open a New Document.
2. Select Tools Mail Merge Main Document Create.
3. Create the Main Document file.
4. Save the document.
5. Create the Data file.
6. Enter the data (Use TAB).
7. Save the file.
8. Edit the Main Document.
9. Move the insertion point to the location of the first field.
10. Click on the INSERT MERGE FIELD button.
11. Click on the desired field.
12. Repeat for the other fields.
13. Click Merge Data with Document button.

Merge Assignment

1. Write the main document. Leave the field names blank until you have created the database. (Type the body of the letter without adding the data fields: <FNAME>, <SURNAME>, <STREET>, <CITY>, <STATE>, <ZIPCODE>). Save the file as DONOR.

<FNAME> <SURNAME>

<STREET>

<CITY>, <STATE><ZIPCODE>

Dear <FNAME>,

Thank you for your generous contributions in the past. This year we need even more and expect that the residents of <CITY> will do their best to meet the challenge and support the program.

        SURNAME FNAME STREET CITY STATE ZIPCODE

Labels

Labels can either be created as a merge document or as a regular document.

Creating labels as a regular document.

1. Click on Tools.
2. Click on Envelopes and labels.
3. Click on the Labels tab.
4. Select Options.
5. Choose the type of label, printer, etc,
6. Click OK
7. Choose either Full Page of Same Label or Single Label.


NOTE: If you want a sheet with a variety of labels, select Full Page and select Create New Document. Edit the new document.

8. Print the labels.

Merging Labels from a Database.

1. Click on Tools.
2. Click on Mail Merge.
3. Click on Create.
4. Select Mailing Labels.
5. Choose either create from Active Window or New Main Document.
6. Select the Data Source.
7. Select Merge Data with Document.
8. Click Setup to setup the Source Document.
9. Select the label options.
10. Click OK
11. Select and layout the fields.
12. Merge the Data Source and the Main Document.
13. Print the Merged Document.

Exercise.

1. Create a regular document to produce nametags for the list of names in the merge exercise.
2. Use the list of names in the merge exercise to produce merged mail labels.