This guide is a tool for
working with Microsoft Word 6.0 or newer. The focus of this
introductory guide will include: features, utilizing the tool
bar and also quick key movements. These tools will be helpful in
your daily use of Microsoft Word. All the features we will
discuss are found in MS Word 6 through MS Word 2000.
The tool bars that you will
learn to use are shown below:
To see the various functions
of buttons on any bar, move the cursor across the bar. As you
move the cursor across the toolbars, a brief description appears
near the cursor, while a detailed description appears at the
bottom of the screen. The button description will appear at the
bottom of the screen. If you'd like to move a tool bar, place
your cursor on any bar that divides buttons, and click the left
mouse button. The bar will no longer be separated by solid
lines, it will be separated by dotted lines. You may now move
the bar to the right of left of the screen or place it along the
bottom. It is also possible to move any of the bars into the
document area. Move the drawing toolbar located at the bottom of
your screen, to a different position. Because we will not use
this tool bar, we need to remove it from the screen. To do this,
choose View, Toolbars... At the Toolbars pop-up window, click on
the box in front of drawing.
All Toolbar commands can be
executed from the menu bar or by using short-cut keys. This
document will discuss all three methods of using tools in
Microsoft Word 7.0 as it applies 1) Using the toolbars, 2) using
the menu bar, 3) using short-cut keys.
New: The new document button allows
you to create a new document in a different window. You can do
this by clicking on the button shown at the right, by pressing
Ctrl N, or by choosing File, New. Directions: Create a new
document using all three methods. Three or more documents are
now open, each are numbered. To see which document you are
using, look above the menu bar. To see all the documents you
have open, choose Window from the menu bar. You can look at more
than one document at a time by choosing Window, Arrange all. The
screen will be split horizontally by the number of documents
that are open.
Directions: Look at the
documents using this method. To close the documents that you do
not want open choose File, Close. Directions: Close all but one
Open: To retrieve a document from
disk or from the network into a new window, choose this icon, or
choose Open from the File menu, or press Ctrl+O.
Directions: Using one of these
methods look at documents that are stored on the C:\ drive.
You can change the drive by
clicking on the down arrow at the right of the Look in: box:
The next button (folder with an up
arrow) will take you up one sub-directory. The button with a
star was created to link quickly to your favorite folders. The
button next to it allows you to add things to the favorite
folder. The next set of buttons, offer different display
This option lists directories (folders) and files as shown in
the picture above.
This option gives more detail: Name, size, type, modified.
If MS Word is setup properly, it will capture the following
information every time a document is created:
This feature is very useful, even though it takes more time.
When this option is selected, you get a preview of the document
in a window, the size of the windows at the right.
Microsoft Word is set to look
for MS Word files. In order to find other files you will need to
click on the button to the right of the Files of type: box.
Save: This icon is used to save the
current document to the most recently saved file. If you are
working from a disk, then this icon will save to the disk. This
function can also be invoked by pressing Ctrl+S, or by choosing
File, Save. Saving your document often is very important.
Print: By clicking on this icon,
your document will automatically be printed. To bring up the
Print Window, choose File, Print, or press Ctrl+P. From this
window, you can change the current printer, select the number of
copies, or select specific pages for printing. Direction: Do NOT
click on the print icon, during this session.
Print Preview: This button will
show you a full page layout of the active document. This feature
can also be activated by choosing File, Print Preview.
Spelling: Use this feature to spell
check the current document. This feature can also be activated
by choosing Tools, Spelling...
Paste: These three icons are used
to edit documents. The first button is used to cut selected text
[Ctrl+X, or Edit, Cut]. The second button copies selected text [Ctrl+C,
or Edit, Copy]. The third button pastes cut or copied text [Ctrl+V,
or Edit, Paste]. Directions: Type your name at the top of the
page, highlight the text by selecting it. To select text, you
can use the mouse: Click, Drag, and Release, or press the
Shift+Arrow key. Now, cut or copy your name and paste it at
least five times.
Format Painter: This function
allows you to copy the format from one section of text to
another. Directions: Select the text you want to copy, then
click on the paint brush. You will notice that a paint brush
follows your cursor, now highlight the text you want to format.
We are now going to move down
to the next tool bar to learn how to change the font and the
Font: To change the font, click on
the arrow pointing down next to his box. This will bring up a
list of fonts. In most cases, you will be able to use all the
fonts that are shown. In some cases, due to print drivers, or a
lack there of, you may not. There are two ways to change the
font in your document: 1)Select the font you wish to use prior
to typing, or 2)Select the block of text that you want to change
the font. Directions change the font of three of the names that
are on your screen.
Font Size: To change the size of
your font, click on the arrow pointing down next to this box.
Note: some fonts have a limited number of sizes. Directions:
Change the font size of two of your names.
To change the type and size of
your font using the menu bar, choose Format, Font. The window
allows you to change the font and font size. It also allows
special features such as italic, bold, hidden small caps, all
caps, subscript, superscript, strike through and underlining.
You can also use the keys on the toolbar to make text bold [Ctrl+B],
italics [Ctrl+I], or underlined [Ctrl+U]. Directions: Make one
name bold, anther italics and underline another name.
Undo and Redo: These two buttons
allow you to undo and redo previous functions. The arrow at the
right of each of these buttons shows which commands can be
undone and redone. If you have not undone anything you cannot
redo anything. Directions: Undo three previous functions and
then redo them.
Alignment: The next four buttons
are used to align text. As you can see, this document is aligned
to the left. The next button centers text. The third button
aligns text to the right indent. The last button is used to
align the text between both left and right indents.
The next four buttons are used to insert numbered or plain
bullets, inserting indents or reducing indents. Bullets, either
plain or numbered are used to create lists of items.
Indents are used to create or decrease paragraphs.
Borders: This button allows you to
add borders to your documents. When you click on this button a
new bar appears just below the menu bar. It is shown below:
There are several ways to add
borders, but you must always choose the line type, line
location, and line color. After you have selected these, put
your cursor where you would like the line to be located.
Directions: Start a new page, and experiment with borders.
columns, drawing, and graphs
To add a table to the
document, click on the table button, or choose Insert Table from
the Table menu. When you click on the table button a window will
appear. With the left mouse button pressed, drag the cursor
across the cells to choose the number of rows and columns.
Directions: Create a table that has three rows and four columns.
Insert the information shown below.
To add lines to the table,
highlight the table, click on the borders button, and choose the
borders you want to add.
Graphs can be inserted into MS
Word Documents. To insert a graph, click on Insert, Object,
choose Microsoft Graph 5.0, click OK. This process is
time-consuming, if you will be using graphs a lot, consider
adding the button to the toolbar. This procedure is explained at
the end of this document. Graph the table you created by
highlighting the table, selecting Insert, Object, MS Graph 5.0.
Follow the Wizard all the way through.
Columns can be inserted into
documents in two ways. Columns can be turned on at the beginning
of a document, or by selecting text and choosing the column
format you want. To select columns for part of the document,
choose Columns from the Format menu. Choose the number of
columns. In the Apply to field change to "This Point
Forward." If you do not change this, everything you typed
prior to the inserting columns will automatically be reformatted
into columns. Directions: Insert Columns into the document, by
choosing Columns from the Format menu and changing the Apply to
There are several other
functions that you must know before inserting columns into a
document. One you have started the columns, in order to get to
the next column, you need to enter a column break or type to the
end of the page. To insert a break, choose Break from the Insert
menu, then choose column break. This will move your cursor to
the next column. To stop columns, choose Columns from the Format
menu, change Apply to: to "This point forward," then
select one column.
Show/Hide: This button displays all
"non-printing" characters. Directions: Click on this
button. Notice that dots replace spaces and paragraph markers
appear at the beginning and end of paragraphs. Tabs appear as
arrows. This feature is useful if you are searching for extra
spaces or hard returns in documents.
Help: This feature allow you to
drag the question mark to any part of the screen. Once there,
click the left mouse button and the related help topic window
appears. This bypasses choosing Search for help on...from the
Help menu, which can be time consuming.
Zoom: This feature allows you to
look at your document at different magnifications. You can also
view the Page Width, the Whole Page, or Two Pages at once.
Directions: Try each of the magnifications listed.
As you may have noticed there
are a few buttons which were not covered in the Introductory
booklet. These items are listed below with brief explanations.
Drawing: This button shows or hides
the drawing toolbar.
Insert Microsoft Excel Worksheet:
This feature inserts a MS Excel spreadsheet into you document.
The mini-spreadsheet can be used to total columns and rows. When
you are finished with the spreadsheet, it appears in the
document as a table.
AutoFormat: The AutoFormat button
applies a pre-selected format to you entire document. If you
click on this button extra returns will be deleted,
"(C)" will become "©," "(R)" will
become "®," "(TM)" will become "™"
and so on. It may also change the font. Use this feature with
caution and remember that if you don't like the changes
AutoFormat makes, you can always undo. Note: To change the
things AutoFormat changes, choose Options from the Tools menu,
then choose AutoFormat and make you selections.
This button shows and hides the tip of the day.
This has been a basic guide to using MS Word and it is
not intended as a complete course. We have shown you all
the basic components, how to use them and the features making MS
Word an excellent word processor.
In the next guide in this
series, we will investigate the more advanced features of MS
Word and how to use them also.