Microsoft Word online training course

Word lesson 1, Getting to know Word

Word software

At first Microsoft Word is a text editing programm, but thats not its only function, we can make default letters, fax, envelops, memoranda and other types of documents.
You also have complete control about the layout of your documents.
You can change the style, size and colors of your fonts.
You can adjust the layout of the document by setting margins, tabs and changing the pagination of the pages.
With Microsoft Word the only limit is your own imagination.
With Word its also possible to make graphs, lists and images.
For example, you can import a Excel spreadsheet into your document and then create a graph with a rapport to illustrate the data.
We can also use Word to make tables where we can save data or even perform calculations.

we open Word by double clicking on the Word icon on our desktop or clicking on the Windows Start button and choose for "All programms" and next "Microsoft Word".

The layout of Word

The image below is a window whih we get to see when we open Word with Windows 2003 and Xp.
If you are using Windows 2000 or 97 then it should still look more or less the same.

word layout explain
The first thing you should notice is that the "Word window" exists of two windows.
The first and most outer one is the window of the Word application.
The second window is the one on the inside and is the window of the document.

I will try and explain it more clearly by the next two images.
The application window:
This exists of the titlebar, the menubar, the standard toolbar, the formatting toolbar, the task pane and the statusbar.

microsoft word blank document
The document window: This window is inside of the application window.
It contains the document, the scrollbars, the view buttons, the browse buttons, the tab and the rulers.

microsoft word document window
The titlebar:
This bar gives us the name of our document including these buttons:
minimize minimize
maximize maximize
last size last size
close window close window

When we click all the way on the left in the titlebar on the Word icon a dropdown menu will open which will give us the same choices as the button that we can see on the rightside of the titlebar as discussed above.
Next to the icon we can find the name of the application "Microsoft Word".
The name that we gave to our file is found next to the application title.

The menubar:
microsoft word menu bar
In the menubar we can find alot menunames which we call commands.
Clicking on these commands will make a dropdown menu appear where we can choose a function.
If you choose a command that has a arrow behind it, a second dropdown menu will open.
To close a menu without choosing a command, you click on the menu name once more or you click somewhere outside of the menu.

Is a command displayed in grey then this command is not available at this time.
Like for example when you want to use the command "Paste" this will be grey if you didn't use "Copy" or "Cut" first.

If a keyboard shortcut is displayed behind a command then this means that you can use the command quickly by entering the keyboard combination next to the command without first needing to open the menu.
The buttons minimize, close etc. in the menubar are related to our file and not to the application.

Did you notice that each command that has a underscore below a letter (example: in File the letter F has a underscore and in Edit the E).
If you push the F button on your keyboard while holding down the Alt-key then this command will be executed.
This can be usefull for people who like to work with keyboard shortcuts.

Clicking on the "x" in the menubar will close the document and not the application.

The standard toolbar:
microsoft word standard toolbar
The standard toolbar has the commands thats are most used in Word.
Overview:

new file save file
search print preview
cut paste
undo button import hyperlink
insert table tables
document folder help
open file email in file
print file spelling check
copy format copy/paste
redo button tables and borders
insert excel worksheet draw
show/hide zoom
   
Some buttons have a black arrow next to it, when you click on this arrow a dropdown menu will appear from which you can make a new command.

The formatting toolbar:
microsoft word formatting toolbar
The formatting toolbar gives us some options which we can use to change the appearance of our document.
Its important to make the layout of our document in a way that it can be read easily and clear to read.

Fonttype
Fontsize Bold
Italic Underscore
Align left Center
Align right Justify
Line spacing Numbering
Bullets Decrease indent
Increase indent Outside border
Highlight Text color
Toolbar options
(Clicking on this arrow allows us to make fast and easy changes to our toolbar)
Tabs:
The tabs button on the top left next to the rulers alters when we click on it.
We have four different tabs which we can place.

left tab
center tab
right tab
decimal tab
The left tab aligns the text below this tab on the left.
The center tab centers the text below this tab.
The right tab aligns the text below this tab to the right.
The decimal tab is used to align out numbers.

To place tabs in or document we first select the tab we need (to do this you need to click the tab button untill you see the tab you need) and then drag this in the horizontal rulers on the postition you want it to be.

To remove tabs from our document we click and drag this tab out of our document.

Rulers:
The rulers are visible horizontaly as well as vertically in "Print preview" but only the horizontal ruler is visible in "Normal view".
The function of the ruler is to help you to position tabs and objects in our document.
The horizontal ruler is the most important because we place our tabs here.
We can place tabs for the entire document or for every paragraph in the document.
The grey area next to the rulers are the margins.
You can enlarge to decrease them by clicking and draging them to the place where the margin and ruler come together.
Your mousecursor will change in a double arrow here.

Do note that we have a button on the leftside of our ruler, or actually three buttons which look a bit like an hourglass.

microsoft word ruler
We use this to alter the indentation of the text.
How we use this will be explained in the next lesson.

Scrollbars:
The scrollbars can be found on the right and below our document.
We use these to scroll to the left or right and up or down.
We can click on the arrows, we can click in the grey parts or we can click and drag the bars itself.

The view buttons:
The view buttons can be found on the leftside of the horizontal scrollbar.
We have four options to view our document:

Normal
Web Layout
Print Layout
Outline

Each offers to show the document in a specific way to make it easier to do specific tasks.
It works best if you choose the appropriate view for the task you want to perform.
For example, you should first look at the "Print layout" before you print a document so you know what it looks like when you print it.

"Normal view" is used the most and is the default setting in Word.
The disadvantage is that it gives a slightly different view then when we would print the document.

"Web layout" is used when we want to make webpages with Word.

When you are making documents to print them at a later time i would advise you to use "Print layout".
This way you can see the document immediatly in the same way as it when you will print it.

In "Outline" view the layout of the text is being simplified so we can focus more on the structure of our document.

The browse buttons:
Beneath the vertical scrollbar we find the buttons next, previous and Select browse object.
The next and previous buttons bring you to another page in your document, this function is the same as the keys "Page up" and "Page down" on your keyboard.
The button in the middle of these serves to choose which type of object you want to scroll in your document (on page, table, comment, etc.).
So you can scroll to the next and previous page which is the default setting ,or you can scroll to the next and previous comment, image, table, etc.
First select the type by clicking on "Select browse object" and choose the type of object you want, next click on the buttons "Next" or "Previous".
If you scrolled the document with for example the type "Image", and you want to go back to scroll through "Page", then don't forget to adjust this with the "Select browse" button.

The statusbar:
With the statusbar we can get fast and easy access to the following functions:

When we click on the statusbar between Page and Col 1 a window will appear with "Find and replace".

When we click on REC a new window will open with "Record macro".

When we click on TRK the function "Track changes" will be activated.
Possibly the associated toolbar "Reviewing" will be opened.
If TRK is double clicked this function will be stopped.
The toolbar "Reviewing" has to be closed manually though.

When we click on EXT the function "Extend selection" will be activated.
To stop this function just double click again.

When we click on OVR the function "Overtype" will be activated.
To stop this function just double click again.

By rightclicking the icon of a small book a new menu will be shown where we have the choice of "Hide spelling errors" or "Hide grammatical errors".
Or when options is clicked the window "Spelling and grammar" will be opened.

Task pane (Windows 2003 and XP)
In Word 2003 and XP there is a extra function namely the task pane.
We use this to make new documents, open previously made documents, follow items we have cut or copied to the clipboard, make mail merges and add clip art.
The task pane allways changes depending on the task we are currently doing.
If you don't want to see the task pane you need to click on the "x" in the topright corner of the panel.

We can also choose which panel we want to see in the task pane by clicking on the black arrow next to the paneltitle:

microsoft word task pane
When you don't want to see the task pane everytime you start Word, you click on "Show at start up" on the bottom of the task pane and uncheck the checkbox.

show task pane at startup