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All Programs Word All Programs Microsoft Office Word
Microsoft Office Word
All Programs Productivity Microsoft Office Microsoft Office Word 2003
Application Title Bar
This is the blue bar at the top of the Word application environment. Almost all Windows applications have a title bar. It displays the title of the application and often the name of the file that you opened, such as ENGL1102 crazy book report thing.doc - Microsoft Word.
Menu Bar
This is immediately underneath the Application Title Bar. It provides access to pull down menus that list Word's features.
Toolbar(s)
The toolbar(s) display icons which provide shortcut access to Word tools and functions. They are typically located immediately underneath the Menu Bar, but they can be moved to anywhere inside the Word application window. You can have as many toolbars as you want. Leave the mouse cursor over a toolbar icon for a few seconds (don't press the mouse button) to find out what feature that icon represents; a brief description will appear in a "bubble."
Status Bar
Located at the bottom of the Word application window, the status bar is generally used to show your location within a document.
Ruler
This appears only when you're in the default Print View Mode (explained later).
View Mode Buttons
Located at the lower left of the active document window, they allow the document to be viewed in Normal View, Outline Layout View, Page Layout View, and Outline View. We will discuss these different views in detail later.
Scroll Bars
These are located to the right and bottom of the document window. You probably already know how to use them.
Word is a WYSIWYG (pronounced wiz' • ee • wig') program, which stands for "What You See Is What You Get." That means that the style of the text you see on the screen is what you see when you print the document. It wasn't always like that. Many many years ago when dot-matrix printers roamed the earth, text always printed with the same font.
We will only discuss some of the most common and useful features of Word in this lab. For more help, browse through the menus and consult the online help manual. You can also hit F1 anytime or talk to that animated paper clip guy for even more help.
Views
You can look at your document in various ways in Word. Some views will show the formatting options applied while others will show you what your document will look like if you print it. Some of the different views are:
Normal view
Shows a white work area with text and graphics. This view is not completely WYSIWYG, so you will not see columns or headers and footers, etc. Instead, you will be able to see page breaks and section breaks (more detail about those features later).
Invoke this view by choosing View
Outline Layout View
In outline view, Word simplifies the text formatting to help you focus on the structure of your document. Each heading level is formatted with the appropriate built-in heading style (Heading 1 through Heading 9) or outline level (Level 1 through Level 9). Paragraph formatting doesn't appear. Also, the ruler and the paragraph formatting commands are not available.
Invoke this view by choosing View
Print Layout view
Displays a document as text on a piece of paper. The display is very close to the way the document will look when printed. Print Layout View is used for precise placement and sizing of objects within a document. On recent versions of Word, this display mode is selected by default.
Invoke this view by choosing View
Web Layout View
This shows your document the way it would appear if you were to save it as an HTML document.
Invoke this view by choosing View
Reading Layout View
This shows your document in a possibly easier to read format by splitting your text into smaller columns. Separate pages in this view do not correspond to page separation in your actual document.
Invoke this view by choosing View
Text formatting
Fonts and sizes
The list of fonts should be on the second toolbar, in the second drop-down menu. If you press the arrow on the drop-down menu, you can scroll up and down in the list and choose a new font. You will be using the new font when you start typing.
How to change existing text from one font to another:
- Highlight the text (move your cursor to just before the first character you want, click down, and drag the cursor to include the last character you want, then let go of the mouse button. Your selection should be now be displayed in a different color).
- Go to the font drop-down menu and choose a different font.
- The list of font sizes is right beside the list of fonts. Differently sized fonts are often used for headings or titles to make them stand out. You change font sizes the same way that you change fonts.
Style
There are various ways to make your words stand out more, such as bold, italics, and underline. Their icons are on the second toolbar, next to the list of font sizes. They look like B, I, and U, respectively. Click each option to turn it on, and then click again to turn it off. If you want to change existing text, highlight the text and click one of the buttons.
Paragraph formatting
Word defines a paragraph as text with a carriage return at the end of the line. These are some options you can apply to paragraphs.
Alignment
You can make all the text line up on the left margin, right margin, both margins, or the center of the page. The buttons for Align Left, Center, Align Right, and Justify are next to the Bold/Italics/Underline buttons on the second toolbar.
Spacing
You can single-space, double-space, or set your own spacing for your paragraphs. Single-spacing leaves very little white space between two lines of text in a paragraph. Double spacing leaves one line of blank space between lines of text.
How to change the line spacing from single to double:
- Go into Format
- A dialog box will pop up that lists the sections
- Indentation and Spacing. Look under the Spacing header and look for the Line Spacing: header. Change the value in the drop-down box from Single to Double.
Moving text
If you want to move text from one part of your document to another, you can cut, copy, paste, or move text using the mouse.
- To cut text, highlight the text, then select Edit
- To copy text, highlight the text, then select Edit
- To paste text, move the cursor to the desired location and select Edit
- To move text, use your mouse to highlight and drag the text around. When you have found the place you want to leave the text, let go of the mouse button.
Section vs. Page Breaks
Section
A section is a user-defined area where the formatting you apply to the section does not disturb the formatting in any other part of the document. Sections are useful for separating off parts of the document that need different line spacing, different number of columns (we'll discuss columns in more detail later), or headers and footers.
How to create a section:
- Go into Normal view by choosing View
- Put the cursor on the line just above where you want your section to start.
- Choose the Insert
- Under the Section breaks heading, choose Continuous. Your new section starts after this point.
- If your section does not continue to the end of the document, you will also want to define where you want your section to end. Simply repeat steps 1 through 3. The area within the two section breaks is your new section.
Note: to get rid of a section break, go into Normal view, position the cursor on the section break, and press the delete key.
Page
Each "page" in Word contains text and/or graphics that will fit on a sheet of paper in your printer. You can set the margins (amount of blank space on the top, bottom, left, and right edges of the paper) that you want.
Word automatically determines when text should be moved to another page to comply with margin settings, but sometimes you may want to force your text onto a new page. You can do this by inserting a page break.
How to insert a page break:
- Go into Insert
- Make sure the Page break option is on, and click OK.
Note: to get rid of a page break that you inserted (you can't get rid of ones that Word makes to fit the text into your margins), go into Normal view, position the cursor on the page break, and press the delete key.
Headers, Footers, Page Numbers, and You
A header is for text that must go in the top margin of every page of your document or section.
A footer is for text that must go in the bottom margin of every page of your document or section.
Page numbers can be inserted anywhere in your document, but you need to put it in the header or footer if you want to put it on every page of your document or section.
How to create/edit a header, footer, and page numbers:
- Go into View
- Type in the text you want to put in the header or footer (you may need to scroll down to the bottom of the page to see the footer space and up to see the header). You can format the text using standard options such as bold, italics, font sizes, text alignment, etc.
- If you want to put in page numbers, click on the icon that looks like a sheet of paper with # on it.
Note: to see how the header or footer looks, go into Page Layout view.
Columns
Word can make your text flow in newspaper-like columns. This feature is often useful for desktop publishing.
How to create columns:
- Select the text that you want to flow in columns.
- Go into Format
- Change the Number of columns field to 2 (or whatever number of columns you want) and click OK.
Tables
Columns are great for flowing text, but if you need to control the exact layout of data, you may want to use tables. The following is an example of a table; note that both graphics and text are in this table.
The fundamental element of a table is a rectangular area called a cell. Individual cells are referenced by the intersection of their column and row. The following is an example of a small table with cells labeled.
The most common use of tables is for displaying numbers, but each of the cells in the above table can contain text, a picture, an object, or any combination of the three.
How to create a table:
- Go into Table
- Type in the number of columns and number of rows.
- Click OK.
- Click on the cell you wish to edit, and enter your data.
- Repeat for each cell you want to edit.
Sometimes, you will need to add new columns or rows to a growing table or remove columns or rows that contain data you no longer need.
How to add a row:
or
- To add a row to the bottom of the table, go to the bottom right cell and press tab.
- To add a row to the middle of a table, select the row next to where you want the new rows to be inserted. Select Table
Adding a column is done the same way as a row, except you'll select Columns to the Left or Columns to the Right instead.
How to delete a row or column:
- Place the cursor in a cell that's a member of the row or column you wish to kill.
- Now choose Table
Text Boxes
Like tables, text boxes can enhance the presentation of data. A text box is essentially a movable data holder. If you consider the whole document to be laid out on a piece of paper, a text box would be a separate sheet of paper placed on top of the main document and thereby movable within the main document. Formatted text, graphics, tables, or any other supported object can be placed within a text box. If you move the text box, the data inside moves too. Also note that when a text box is placed in the middle of a body of text, the text is shifted around the text box; this is a very powerful feature. Here is an example of text boxes in a Word document:
How to insert a text box:
- Make sure that you are in Page Layout view.
- Highlight the text that you wish to be inside the new text box.
- Choose Insert
Working within a text box is exactly like working within any Word document. You can format the text or insert graphics (as shown in the next part).
Pretty Pretty Pictures
In Word, you can insert graphics to make your document more interesting.
How to insert a picture:
- Make sure that you are in Page Layout view.
- Choose Insert
- Find a picture and click on it and it will be inserted into your document wherever your cursor is.
Alternately,you can insert a picture from a file on your computer.
- Choose Insert
- Use the file browser to find the picture you want to insert and then click the Insert button.
Grammar Check & Spell Check
Always proofread your documents before you release them to your audience!! Word's Spell Check and Grammar Check features are very useful for this purpose. Word can check your document as you type. Red wavy lines under your text denote possible spelling errors, and green wavy underlines denote possible grammar errors. Right click on the underlined words to see why Word thinks they are wrong.
How to spell check and grammar check your whole document:
- Place your cursor at the beginning of your document.
- Choose Tools
- If Word thinks a word is questionable, you can make it ignore this instance of the word, ignore all instances of the word, add the word to the dictionary, take Word's suggestion, or fix it yourself.
- If Word thinks a sentence is questionable, it will tell you why it thinks the sentence is grammatically incorrect and give you some suggested fixes. You can choose them or click directly on the text in your document to edit the sentence. Click the Resume button on the Spelling and Grammar dialog box when you are done correcting the sentence.
Print Preview
When you are done with your document and want to print, use the Print Preview feature to make sure things look right.
How to use print preview:
- Go into File
- Scroll through the pages to make sure things look fine.
Note: you can't make editing changes in this view. Click the Close button to return to editing your document.
Click here and save this file to your computer. It is a Word Document that you will be making the following specified changes to.
- Read the first paragraph of instructions and then delete it, the "Lab 4" heading, and the dotted line separator. When you are done, the first line of your document should be "History of Programming Languages".
- Change all the text (but not the ASCII art at the end of the document) to Times New Roman 12 pt.
- Center the title and author's name. Make the title and all the headings bold.
- Insert a page break just before the ASCII diagram.
- Doublespace the first three paragraphs ONLY
- Add footer with page number to all the pages. Put the page number on the right corner.
- Hightlight the ASCII diagram and put a text box around it. Resize the box for the ASCII diagram to display correctly.
- Insert a page break after the ASCII diagram.
- On the new page, Insert the picture you wrote out (using writePictureTo) from the first part of this Lab.
- Spell check the document.
Note: all computer and technical terms are spelled correctly. Just make sure that the "plain English" part is all spelled correctly.- Use print preview to make sure everything looks right.
Save it as a Word Document (that means .doc, not .rtf) named lab2 and hold on to it. You will be turning it in with the other part of this lab.
 JES portion of Lab 2 |  Lab 2 Outline | Welcome to WebWork  |
