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Word Processing Basics for Word 97

 

Creating a Document - Type the following text. Use Backspace key if you make a mistake.

The University has a commitment for service that has led to the development of an Office of Outstanding Good Works. In this capacity, the Council would like to remind everyone working at the University to go out of their way to be nice to everyone. Sometimes this will mean swallowing comments, but that adjustment will have to be made to have a reputation of excellence in this regard.

I will let you know when the final approval is given for the start of compliance to begin. We on the council look forward to this becoming a great success.
  • Never use the spacebar to center or otherwise position text. Use the Center-alignment button on the Standard toolbar instead.
  • Don’t use the spacebar to make columns. Instead use tabs, Word’s multicolumn features, or tables.
  • Do not press ENTER repeatedly to start a new page. Instead use Word’s Insert Page Break command.
Insertion Point Movement You can quickly move to another location in your document by using the mouse and the scroll bars. With keys, the document scrolls automatically when you move the insertion point.

To move the insertion point by using the mouse:

  1. Using the scroll bars, scroll until you reach the location you want.
  2. Click the location where you want to position the insertion point.

To move by using the keyboard: When using the numeric keypad, make sure NUM LOCK is off.
TO MOVE PRESS
One character to the left

One character to the right

One line up

One line down

One word to the left

One word to the right

To the end of a line

To the beginning of a line

To the beginning of the current paragraph

To the beginning of the previous paragraph

To the beginning of the next paragraph

Up one screen

Down one screen

To the bottom of the screen

To the top of the screen

To the top of the previous page

To the top of the next page

To the end of the document

To the beginning of the document

Go To Command

Go Back

 Left Arrow

Right Arrow

Up Arrow

Down Arrow

Ctrl + Left Arrow

Ctrl + Right Arrow

END

HOME

Ctrl + Up Arrow

Ctrl + Up Arrow twice

Ctrl + Down Arrow

Page Up

Page Down

Ctrl + Page Down

Ctrl + Page Up

Alt + Ctrl + Page Up

Alt + Ctrl + Page Down

Ctrl + END

Ctrl + HOME

F5

Shift + F5

 

Now, back to the typed paragraphs.

Move the cursor to the top of the paragraph you just typed. Add two blank lines by pressing Enter twice. Move cursor to top of document by pressing Ctrl + Home. Add the memo heading.
TO: All Deans and Department Heads

FROM: Executive Council of Good Works

DATE:

SUBJECT: Being Good Deed Doers
Inserting Today’s Date To insert the current date, move the cursor to the Date line, and press END. Select INSERT, Date and Time, and then the date that is formatted the way you desire.
Saving the Document Save the file with the name "Creation of Office of Outstanding Good Works" by selecting FILE, SAVE, and typing the entire file name. Because Windows 95 supports long file names, you can be creative up to 255 characters. Press Enter or select OK when finished typing the name.

Word97 Save-As Screen

File, Save

 FILE, SAVE is used the first time you save the file, and anytime you want to save all the changes you are making.

The Ctrl+S keyboard shortcut is a convenient way to save without visiting the File menu.

File, Save As

 FILE, SAVE AS is used when you want to save the existing file, but with a different name or file TYPE.

To change the file Type, click the icon after Save File as Type: to see the different types. These include MS-DOS text, WordPerfect, MS Word 2.x version, etc. When saved as MS-DOS text, it is in ASCII format and can be read by any package.
Printing a Document

Printing is handled through the File menu.

Select File, Print, OK.

To Preview on the screen before printing:

Select File, Print Preview. When finished previewing, select CLOSE.
Print to a File Printing to a File:
  1. Edit and polish document as usual.
  2. Consider printing a paper copy.
  3. Select FILE, PRINT.
  4. Check the "Print to File" box in the Print dialog box.
  5. Click OK. You’ll see the Print to File dialog box.
  6. Pick a folder from the folder list.
  7. Name the file in the File Name box.
  8. Click OK to create the file.
Centering Text Word is preset to align text flush left with the left margin, producing a ragged right edge. However you have the option of centering text, aligning it along the right margin, or expanding the spaces in each line to align text at both the left and right margins. The alignment you select affects all text in the selected paragraphs.

To center selected text:

  1. Highlight the text to be centered.
  2. On the Formatting Toolbar, select Center.
Add Title to Memo We need to add a title to our Good Deed memo. Move the cursor to the top of the document, press enter 3 times to add a couple of lines. Move the cursor back to the top, press Ctrl+E and type UNIVERSITY MEMO.

To center or align text:

  1. Select the line or paragraph you want to center or align. Quick Tip to select a line: Click the mouse once in the blank left margin area to select an entire line. Click twice to select a paragraph, click three times to select the entire document.
  2. On the formatting toolbar, click the button for the alignment you want.

Using the Keyboard to center or align text:

To center a line or paragraph, press Ctrl + E.

To remove paragraph formatting, press Ctrl + Q.
Selecting Text Word lets you do a lot with text after you’ve typed it. You can change its appearance, move it around, delete it, and copy it.

The first step is always to select the text you want to work with. You can drag your mouse pointer over the text while holding down the primary mouse button. There are shortcuts for selecting individual words, lines, sentences, and paragraphs.

Depending on your system configuration, selected text will either change color or be surrounded by a gray or black background.

You can select any amount of text, as already mentioned, by pointing to the area to be selected, holding down the mouse button, and dragging the mouse, highlighting text as you go. Once you let go of the button, the selected text will stay selected until you click the mouse in a different area of the screen.

Select Word

 Double-click anywhere on a word to select the entire word and the space that follows it.

To select adjacent words, drag after double-clicking on the first word of interest. Entire words will be selected when you drag this way.

Select Entire Line
  1. Move the mouse pointer to the selection bar (an invisible strip running down the extreme left edge of the document window). The mouse pointer will change from the I-beam to an arrow.
  2. Click the primary mouse button only once. The entire line to the right of where you’ve clicked will be selected.
  3. Continue dragging down to select additional lines.

Select Entire Sentence
  1. Hold down the Ctrl key while you click anywhere in the sentence of interest.
  2. This also selects the sentence’s punctuation mark and the space following the sentence, if there is one.
  3. Drag after you click this way to select additional sentences.

Select Entire Paragraph
  1. Triple-click anywhere in the paragraph after pointing to the paragraph.
  2. Using the Selection Bar, move the mouse pointer to the selection bar (the invisible strip running down the extreme left edge of the document window). The pointer will become an arrow.
  3. Double-click. The adjacent paragraph will be selected.

Select Entire Document
  1. Move mouse pointer to the selection bar at the left edge of the document and the pointer will become an arrow.
  2. Hold down the Ctrl key and click. The entire document will be selected. Alternately, triple-click on the selection bar to select the whole document.

Selecting Rectangular Areas
  1. Hold down Alt key while you drag to mouse to select rectangular areas (like columns in a tabbed list).

Selecting With the Keyboard

 One Char right of the insertion point= Shift + ®

One Char left of the insertion point= Shift + ¬

From Char to start of a word= Shift + Ctrl + ¬

From Char to end of a word= Shift + Ctrl + ®

From Char to start of line= Shift + Home

Down one line= Shift + ¯

Up one line= Shift + ­

To the End of a Paragraph= Ctrl + Shift + ¯

To the Start of a Paragraph= Ctrl + Shift + ­

Down One Screen= Shift + PgDn

Up One Screen= Shift + PgUp

To Document’s End= Ctrl + Shift + End

To Start of Document= Ctrl + Shift + Home

To Vertical Block of Text= Ctrl + Shift + F8 and arrow keys

Entire Document= Ctrl + A
Deleting Text Press Backspace key immediately after typing character.

Select text, and press Delete.

Use Clear command on Edit menu to delete single character or select text, the Edit,Clear.
Undo The exact name of the Undo choice on the Edit menu changes as you work. It remembers which steps you last took, and so can sometimes say Undo Typing, Undo Formatting, Undo Sort, etc.

There are three ways to Undo.

  1. Edit, Undo reverses your last action. Choose Edit, Undo again to reverse the action before that, and so on.
  2. If you press Ctrl + Z repeatedly, it will reverse previous actions.
  3. The Undo toolbar button and its associated drop-down list menu let you undo multiple actions in sequence.
Redo Use the Redo command to undo an Undo. To redo your last action only, choose Edit, Redo. You can also press the keyboard shortcut F4, or click the Redo button on the Standard toolbar.
Replacing Text Combine the steps of deleting unwanted text, positioning the insertion point, and inserting replacement text.
  1. Highlight the unwanted text.
  2. Start typing.

The old text disappears, and the new text appears across the screen as you type.
Using Tabs For creating lists in columns, the easiest way is to create a table. But to create quick, relatively simple lists, tabs can be very useful. Word offers five specialized types of tab stops:
  • Left - Text typed at these tab stops bumps up against the left edge of the stop.
  • Center - Center your text around the tab stop.
  • Right - Position whatever you type to the left of the tab stop. This is a great way to type long lists of numbers and have them line up.
  • Decimal - Align columns of numbers on the decimal point and are perfect for simple financial reports.
  • Bar - Creates nice, thin vertical lines that separate columns. You can only specify bar tabs from the Tabs dialog box. The bar is not an actual tab stop (you can’t use them to place text), but they can be placed and moved like stops.

Setting Tab Stops with the Ruler Bar

 You can set custom tabs as you type or you can use the standard 1/2" tabs initially and then go back to fine tune. Here are the general steps.
  • With the ruler in view, click the button at the left edge of the horizontal ruler repeatedly until it shows the icon for the desired tab stop type (Left, Right, Decimal, or Center.)
  • Click on the ruler where you want to place a tab stop. If you make a mistake, drag the stop off the ruler and try again.
  • When you type, press the Tab key to move the insertion point to the new tab positions.

To move tab stops before you’ve entered text, simply point to the stop you need and drag to the right or left.

If you have already entered text that uses the tab stops you want to move, first select all of that text before moving the tab stop.

Setting Tab Stops with the Tabs Dialog Box

 Although using the ruler is easy, you may want to use the Tabs dialog box for some projects. It provides ways to set tab stops precisely and it offers some additional tab-related options. Select FORMAT, TABS, or select FORMAT, PARAGRAPH, TABS.

Remember to select all the intended text and paragraph markers before you move tab stops.

You can only add Tab Leader characters from the Tabs dialog box. Leader characters make it easy to read wide, sparsely populated lines without losing your place. Word’s leader characters are dots, dashes, and solid lines. To create leaders, follow these steps:

  • Select the paragraph(s) to be used.
  • Click on the tab where you want the leaders.
  • Choose the leader style you desire from the Tabs dialog box.
  • Click OK.
Changing the Fonts To change the font with the mouse, you can either select from Format, Font and choose from the displayed menu, or you can use the Format Toolbar (the one showing the name of the font currently being used, as well as the font size), and make selections directly from it.

You can also select an item and choose from the toolbar icons; B to bold, I to italicize, or U to underline.

Changing Font and Font Size with Keyboard Commands

TO PRESS
Change the font

Change the font size

Change the font size to the next available size

Decrease the font size to the previous available size

Ctrl + Shift + F

Ctrl + Shift + P

Ctrl + Shift + >

Ctrl + Shift + <

Changing Text Formatting with Keyboard Commands

TO PRESS
Change the case of letters

Create all capital letters

Make text bold

Underline text

Underline single words

Double underline words

Apply hidden text format

Italicize text

Create small capital letters

Apply subscripts (auto spacing)

Apply superscripts (auto spacing)

Remove formatting applied by using shortcut keys or menu commands (plain text)

Display non-printing characters

Shift + F3

Ctrl + Shift + A

Ctrl + B

Ctrl + U

Ctrl + Shift + W

Ctrl + Shift + D

Ctrl + Shift + H

Ctrl + I

Ctrl + Shift + K

Ctrl + =

Ctrl + Shift + =

Ctrl + Shift + Z

Ctrl + Shift + *
To practice, change the GoodDeed memo using these font changes.
  1. Change to a different font for the entire document (use 3 clicks in the margin to select the entire document).
  2. Change the font size for the heading to 24 pt.
  3. Bold the major headings (TO:, FROM:, DATE:, and SUBJECT:).
  4. Bold and italicize the office name "Office of Outstanding Good Works".
  5. Use File, Save to save all your changes to disk.
Cut, Copy and Paste The Cut, Copy and Paste features use the Windows Clipboard to store information temporarily. By placing information on the Clipboard, you can move and copy text and graphics from one location to another.

Information remains in Clipboard until Windows is exited, or another text or graphics replaces the existing block. Only 1 item in Clipboard at a time.
  When you cut text and graphics, you remove it and place it on the Clipboard.

To Cut Data or Graphic:

  1. Select the information.
  2. Choose Edit, Cut. (or the scissors icon, or Ctrl-X)

Information is moved to the Clipboard.
  When you copy text, you place only a copy of the text and graphics on the Clipboard without removing the original.

To Copy Data or Graphic:

  1. Select the information
  2. Choose Edit, Copy. (or the Copy icon, or Ctrl-C)

A copy of the information is moved to the Clipboard with original information still in place.
  When you paste text, you retrieve a copy from the Clipboard and insert it into the active document window at the insertion point.

You can paste the text in the same document window, another document, or another program.

To Paste Data or Graphic:

  1. Move cursor to insertion point.
  2. Choose Edit, Paste. (or the Paste icon, or Ctrl-V)

A copy of the information is inserted at cursor location with copy still in Clipboard.

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