Word

Microsoft Office Word – a word processing program that makes it easy to create a variety of professional-looking documents.

· Type and edit text

· Copy and move text from one location to another

· Format text and paragraphs with fonts, colors, and other elements

· Format and design pages

· Enhance documents with tables, charts, diagrams, and graphics

· Create Web pages

· Use Mail Merge to create form letters and mailing labels

Common Word Pointers

· Insertion pointer – blinking vertical line.

· I-beam pointer or click and type pointer – used to move the insertion point in the document or to select text edit.

· Left arrow pointer - points to elements of the Word program window.

· Right arrow pointer- points to the left edge of a line of text. Selects a line or lines of text

· Hand pointer – open a hyperlink.

Word Views

· Print Layout view – displays a document as it will look on a printed page. Helpful for formatting, adjusting margins, columns, graphics and headers.

· Normal view – shows a simplified layout of a document, without margins, headers and footers, or graphics.

· Web Layout view – appears just as it will when viewed with a Web browser.

· Outline view - allows you to reorganize text by moving the headings.

· Reading Layout view - displays document text so that it is easy to read and annotate.

· Full Screen view – displays only the document window screen.

Word Window

· Title bar – displays the name of the document and the name of the program. Until you give a new document a different name, its temporary name is Document1.

· Menu bar – contains the names of the Word menus.

· Toolbars – contain buttons for the most commonly used commands.

· Getting Started task pane – contains shortcuts for opening a document, creating new documents, and for accessing information on the Microsoft Web site.

· Document window – displays the current document.

· Horizontal ruler – displays left and right document margins as well as the tab settings and paragraph indents.

· Scroll bars – used to display different parts of the document in the document window.

· View buttons – to the left of the horizontal scroll bar allow you to display the document in different views.

· Status bar – displays the page number and section number of the current page, the total number of pages, and the position of the insertion point.

· Close Window button – closes the document only, it does not close the Word program window.

Automatic Features in Word

· Word-wrap – Word automatically moves the insertion point to the next line when you reach the right margin.

· Tab – moves the insertion point several spaces to the right. Can be used to indent the first line of a paragraph.

· Enter – moves the insertion point to the start of the next line.

· AutoComplete – a screen tip suggesting text to insert appears.

· Spelling and Grammar – a red wavy line under a word indicates possible misspelling; a green wavy line under text indicates a possible grammar error.

· AutoCorrect – a small blue box appears when you place the pointer under text corrected by AutoCorrect; an AutoCorrect Options button appears when you point to the corrected text.

· Smart tag – a purple dotted line appears under text Word recognizes as a date, name, address, or place; a Smart Tag Actions button appears when you point to a smart tag.

Word Task Panes

· Getting Started – open a document, create a new blank document, or search for information on the Microsoft Office Online Web site.

· Word Help – Access Help topics and connect to Help on the Microsoft Office Online Web site.

· Search Results – View the results of a search for Help topics and perform a new search.

· Clip Art – Search for clip art and insert clip art in a document.

· Research – Search reference books and other sources for information related to a word, such as for synonyms.

· Clipboard – Cut, copy, and paste items within and between documents.

· New Document – Create a new blank document, XML document, Web page, or e-mail message, or create a new document using a template.

· Shared Workspace – Create a Web site (called a document workspace) that allows a group of people to share files, participate in discussions, and work together on a document.

· Document Updates – View information on a document that is available in a document workspace.

· Protect Document – Apply formatting and editing restrictions to a shared document.

· Styles and Formatting – Apply styles to text.

· Reveal Formatting – Display the formatting applied to text.

· Mail Merge – Perform a mail merge.

· XML Structure – Apply XML elements to a Word XML document.

Managing Files and Folders

· Open dialog box – used to locate and select the file you want to open.

· Save dialog box – used when you want to save the changes you make to a file, overwriting the file that is stored on a disk.

· Save As dialog box – used when you want to create a new file with a different filename, leaving the original file intact.

· Create New Folder button – create a new folder for storing files.

· Delete button – when selecting a file or folder and click the Delete button, you delete the item and send it to the Recycle Bin.

· Rename button – when selecting a file or folder and right clicking the Rename button, you can enter a new name.

File Name Extensions

· .doc – file name extension used with Word.

· .xls – file name extension used with Excel.

· .mdb – file name extension used with Access.

· .ppt – file name extension used with PowerPoint.

· .htm or .html - file name extension used with web pages.

Word Editing Operations

· Cut and paste text – the operation of moving text.

· Cut text – highlighting the text and removing it from the highlighted area. Also, places that text into the clipboard.

· Paste – paste text from to clipboard to the location denoted by the insertion point. The text remains in the clipboard.

· Drag and drop – moving text to a new location by using the mouse.

· Show/Hide button – when selected, formatting marks appear in the document window.

· Undo command – reverse your last action or a series of actions.

· Redo command – keep the changes you just reversed.

· Repeat command – repeat a change you just made.

Clipboard operations

The clipboard allows you to collect and view text and graphics from files and insert them into your Word document. It holds up to 24 items.

· Office clipboard – opens automatically when you cut or copy two items consecutively. You can open it from the Edit menu.

· Deleting – click the list arrow next to the item, then click Delete.

Editing Text

Spelling and Grammar command used to search the document for misspelled words and grammar errors.

· Wavy red line – indicates a word not in the Word dictionary.

· Find and Replace- allows you to automatically search for and replace all instances of a word or phrase.

Formatting Fonts

· Font – set of characters with the same typeface or design.

· Font size – the size of characters measured in points.

· Font – set of characters with the same typeface or design.

· Point – 1/22 of an inch.

· Font styles – changes the appearance of text, such as bold and italics.

Formatting Text

· Default format– text is formatted in 12-point Times New Roman and paragraphs are left-aligned and single-spaced with no indents.

· Clear formatting – select the text you want to clear, point to Clear on the Edit menu, then click Formats. Alternately, click the Styles list arrow on the Formatting toolbar, and then click Clear Formatting.

· Line spacing change – use the Paragraph command on the Format menu.

· Text alignment

o Left-align – text is flush with the left margin and has a ragged right edge.

o Right-align – text is flush with the right margin and has a ragged left edge.

o Center – text is positioned evenly between the left and right margins.

o Justify – text is positioned left and right edges of the paragraph are flush with the left and right margins.

Types of Indents

· Left indent – the left edge of a paragraph is moved in from the left margin.

· Right indent – the right edge of a paragraph is moved in from the right margin.

· First-line indent – the first line of a paragraph is indented more than the subsequent lines.

· Hanging indent – the subsequent lines of a paragraph are indented more than the first line.

· Negative indent – the left edge of a paragraph is moved to the left of the left margin.

· Indent markers – on the horizontal ruler that indicate the indent settings for the paragraph in which the insertion point is located.

Borders and Shading

· Borders – the lines that you add above, below, to the side, or around words or a paragraph.

· Shading – a color or pattern that you apply behind words or paragraphs to make them stand out on a page. Shading prints.

Sections, Page Breaks, and Numbering

Dividing a document into sections allows you to format each section of the document with different page layout settings.

· Section – a portion of a document that is separated from the rest of the document by section breaks.

· Section breaks – formatting marks that you insert in a document to show the end of a section.

· Page layout view – shows section breaks as a double dotted line.

· Automatic page break – (soft page break) continues text to the next page when the bottom of a page is reached.

· Manual page break – (hard page break) occurs when you hold the Ctrl key and press the Enter key.

· Field – code that serves as a placeholder for data that changes in a document, such as a page number or the current date.

Columns

Column formatting can be applied to a whole document, to a section, or to selected text.

· Column break – forces the text following the break to move to the top of the next column.

· Columns button – allows you to quickly create columns of equal width.

Clip Art

· Clip Art – a collection of graphic images that you can insert into a document.

· Clip Organizer – a library of the clips that come with Word.

· Clips – media files, including graphics, photographs, sounds, movies, and animations.

Wizards

Wizards are interactive sets of dialog boxes that guide you through a task.

· Template – a formatted document that contains placeholder text.

· Placeholder text – text in a document that is replaced with your own text.

Hands-On exam section

You will create a document using a wizard. You will step through the wizard completing the form as required. Next, you will format the data in the documents by the instructions given. You will need to know how to change the font typeface, size, and style. You will also need to create a table, use borders and shading, and sort the columns.