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Lab 2b

Lab 2b

Microsoft Word



[Submit: an edited Word file]



Learn how to format text in Word.


Learn how to add a header, footer, and page numbers.


Learn how to put text in columns.


Learn how to create tables.


Learn how to insert pictures.


Learn how to use spellcheck.


What is Microsoft Word? 

Microsoft Word (or just Word, for short) is a word processing program that allows the user to format text with attributes such as bold, italics, font size, and margins. It is part of the Microsoft Office suite of applications and is a highly popular program for the workplace. You may also find it useful for writing English papers or Chemistry lab reports.



The Environment

To open Word, Windows users will probably go to Start -> Programs -> Word or Start -> Programs -> Microsoft Office -> Word. Mac users will open Finder, then go to Applications -> Microsoft Office -> Word.


The Word application environment is broken up into two distinct regions. The first region is the Word application window. All open Word documents are displayed within the confines of this window. The Word application window is further broken down into sub-regions. Here's a list with a basic description:



    1. 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 "Microsoft Word - lab5.doc".
    2. Menu Bar - This is immediately underneath the Application Title Bar. It provides access to pull down menus that list Word's features.
    3. 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."
    4. Status Bar - Located at the bottom of the Word application window, the status bar is generally used to show your location within a document, but non-critical messages from Word are also displayed here.


 The second region of the MS Word Application window is the document area. This is where the work on a document is actually performed. While more than one document can be displayed in the document area at one time, only one can be active. A dark blue title bar indicates the active document. All typing is directed to the active document. The active document window is broken down into several sub-regions as well.


    1. Document Title Bar - this is located immediately below the toolbars. It acts like the title bar for the application window and displays the title of the document (Note: If the active document is maximized within the workspace, the document title bar will not be displayed, and the Ruler will be immediately below the tool bars).
    2. Ruler - Located immediately below the document title bar, the ruler shows margins and tab stops. It usually displays using inches and can be configured or turned off.
    3. 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.
    4. Scroll Bars - These are located to the right and bottom of the active document window and are used to navigate the document.



Features in Word

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. When you make the text larger or underlined, the text on the screen will also appear larger or underlined. 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. Help can be accessed at any time with the F1 button on your keyboard.







        1. 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).
        2. Go to the font drop-down menu and choose a different font.


        1. Go into Format -> Paragraph...
        2. 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".



      1. Go into Normal view by choosing View -> Normal (if you are not in Normal view, you will not be able to see the section breaks that Word puts in).
      2. Put the cursor on the line just above where you want your section to start.
      3. Choose the Insert -> Break... menu option.
      4. Under the "Section breaks" heading, choose "Continuous". Your new section starts after this point.
      5. 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.


        1. Go into Insert -> Break...
        2. Make sure the "Page break" option is on, and click OK.



        1. Go into View -> Header and Footer.
        2. 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.
        3. If you want to put in page numbers, click on the icon that looks like a sheet of paper with "#" on it. Click OK.


        1. Select the text that you want to flow in columns.
        2. Go into Format -> Columns.
        3. Change the "Number of columns" field to "2" (or whatever number of columns you want) and click OK.





        1. Go into Table -> Insert Table.
        2. Type in the number of columns and number of rows.
        3. Click OK.
        4. Click on the cell you wish to edit, and enter your data. (Repeat for each cell you want to edit.)



        1. Decide where you want to place the column, and select the column that will be to the right of the new column by placing the cursor in a cell in the column and selecting Table -> Select Column.
        2. Choose Table -> Insert Columns from the menu bar.


        1. Select the row or column you wish to delete by placing the cursor in a cell belonging to that row or column. Choose Table -> Select Row or Table -> Select Column.
        2. Now choose Table -> Delete Row or Table -> Delete Column to remove the selected row or column.




        1. Make sure that you are in Page Layout view.
        2. Choose Insert -> Text Box from the menu bar.
        3. The mouse cursor will change to a set of fine cross hairs. Use the cross hairs to create a text box by clicking within the document and dragging the mouse.
        4. A rectangle will be drawn as the mouse is dragged. Release the mouse button when you are satisfied with the size of the text box. A new empty text box will be inserted.
        5. Click anywhere within the new text box to enter data.


        1. Make sure that you are in Page Layout view.
        2. Choose Insert -> Picture -> Clip Art from the menu bar.
        3. Click on a picture, and click the Insert button.




        1. Place your cursor at the beginning of your document.
        2. Choose Tools -> Spelling and Grammar.




        1. Go into File -> Print Preview.
        2. Scroll through the pages to make sure things look fine.



Your Assignment - Editing an Existing Word File

Your assignment for this lab is to obtain the existing Word file from the web, edit it, and turn it in with Part a using JES.


      1. 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".
      2. Change all the text (but not the ASCII art at the end of the document) to Times New Roman 12 pt.
      3. Center the title and author's name. Bold the title and all the headings.
      4. Insert a page break just before the ASCII art.
      5. Doublespace the first three paragraphs only (hint: highlight the paragraphs before you choose doublespace).
      6. Add footer with page number to all the pages. Put the page number on the right corner.
      7. Hightlight the ASCII art and put a text box around it. Resize the box for the ASCII art to display correctly.
      8. Spell check the document.
      9. Use print preview to make sure everything looks right.

      10. Save and turn in the file (instructions in Lab 2a).

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