WORKING WITH WORD
OFFICE 97/2000

 

 
CONTENTS:

 

toolbars and rulers ................................................................................................ 2

 

housekeeping ............................................................................................................... 2

 

viewing options .......................................................................................................... 2

 

FORMATTING your font ............................................................................................ 3

 

adjusting margins ..................................................................................................... 3

 

highlighting text ....................................................................................................... 3

 

copying, cutting and pasting ............................................................................. 3

 

tabs and indents  .......................................................................................................  4

 

repeat function .........................................................................................................  4

 

change case function ............................................................................................  4

 

find and replace function ...................................................................................  5

 

bullets and numbering ..........................................................................................  5

 

autotext ........................................................................................................................  6

 

autocorrect ................................................................................................................  7

 

tables ...........................................................................................................................  8 & 9

 

macros ...........................................................................................................................  10

 

find file .........................................................................................................................  11

 

labels .............................................................................................................................  12

 

mail merge ....................................................................................................................  13

 


Page 2

 

TOOLBARS AND RULERS

 

Rulers:

w       If ruler bar disappears – click on View then check Ruler option

 

Toolbars:

w       To add an existing toolbar to your desktop – click on View – Toolbars – check/uncheck toolbar as required.  If it appears in the middle of your screen, click and hold in coloured area and drag to top or bottom of screen as required

w       To create a new toolbar (i.e. for macro buttons) – click on View – Toolbars – Customise.  Select the “new” option and give your toolbar a name.  Click on okay and the toolbar will now appear in the middle of your screen.  Click, hold, drag and drop to required position at either top or bottom of page (or even down the side if you wish)

w       Existing toolbars can be moved about by grabbing the double vertical lines to the left, hold, drag and drop to required position

 

 

HOUSEKEEPING

 

Saving:

w       Use control S, click on the floppy disk icon on your toolbar or use File – Save from the menu.

 

w       Double click on the relevant folder (i.e. Word, Excel) so that it appears in “save in”  To the right of here you will see folder icons.  Click on the “create new folder” icon, furthest on right.  Give your folder a name, then make sure you double click to select this folder (so that it appears in “save in”) and then save your document

 

Deleting:

Documents can be deleted either through My Computer or through File – Open from the menu.

 

w       Select document to be deleted with a single click.  Right click and select “delete” from the drop down menu.  You will be prompted “are you sure”, click “yes”

 

 

VIEWING OPTIONS

 

w       Print Layout View enables you to see round the edges of your paper – set the Zoom at Page Width.

w       Normal View fills the screen with the page.  Page breaks show as continuous dotted lines.

w       Use the buttons at bottom left of screen, or from the View menu on the toolbar.

w       If you inadvertently select Online Layout view and the buttons disappear, select your preferred option from the View menu

 

 


Page 3

 

FORMATING YOUR FONT

 

You can either change your font style and size either before you begin typing, or by highlighting selected text

 

Changing Font Style:

w       Font styles can be changed by clicking the drop down arrow next to the font description on the toolbar

w       Select the required font style

 

Changing Font Size:

w       Click the drop down arrow next to the font size box on the toolbar and select a size, or  click in the font size box and type the size

w       As a shortcut, you can increase your font one size at a time by using the control key and the ] key and decrease one size at a time by using the control key and the [ key on your keyboard

 

Effects:

w       Various effects can be added or the colour of your font changed.  Click on Format – Font from the menu.  Click to select effect/colour/underline style

 

 

ADJUSTING MARGINS

 

w       Use File – Page Setup and adjust margins to required size

w       In Paper Size tab change orientation of page – portrait or landscape

w       File – Page Setup window can also be accessed by double clicking in ruler bar

 

 

HIGHLIGHTING TEXT

 

w       Double click will highlight one word

w       Treble click will highlight sentence

w       Move mouse to left of text, click hold and drag to highlight text sentence by sentence

w       Control A will highlight all text in a document

w       Shift and arrow keys will highlight text one letter/line at a time

w       Control, shift and arrow keys will highlight text one word/paragraph at a time

 

 

COPYING, CUTTING AND PASTING

 

Copying Text:

w       Highlight text to be copied

w       Click on copy icon on toolbar or use control C

w       Position cursor where copied text to be inserted, click on paste icon or use control V

 

Cutting Text:

w       Highlight text to be cut

w       Click on cut icon on toolbar, or use control X

w       Position cursor where cut text to be inserted, click on paste icon or use control V

 

 


Page 4

 

TABS AND INDENTS

 

Sequence  =  Left – Centre – Right – Decimal 

 

Setting Tabs

w       Button to left of ruler toggles between the different tabs

w       Select appropriate tab

w       Click on ruler in position where tab is required

 

Moving Tabs

w       Click on tab in ruler and hold, drag to new position

w       To change the position of tabs that affect a section of text, select the text before moving

 

Removing Tabs

w       Click on tab in ruler, hold and drag down away from ruler bar and release.  All tabs can be deleted at once using the Format – Tab dialogue box, clear all

 

Leader Tabs

w       Place a tab on ruler, go to Format – Tab dialogue box.  Select tab position to be made into a leader tab and select format required – dots, dashes, underline

 

Indents

w       To create indented paragraph, set tabs where required (otherwise default setting will be used).  Use control M to indent one tab setting.  Subsequent use of control M will move along indent to further tab settings

w       To undo indented paragraphs, use control Shift M

w       To create hanging indents, again set tabs where required but use control T (control Shift T to undo)

w       To indent from the right, click hold and drag the indent marker on the right of the ruler bar to required position.  Click and drag back when complete

 

 

REPEAT FUNCTION

 

w       Using F4 will repeat the function or command just carried out, for instance if a row has been inserted in a table, F4 will insert another

w       Using Shift F4 after using the find function will repeat the search pattern

 

 

CHANGE CASE FUNCTION

 

w       Position cursor anywhere in word to be altered (or highlight block of text)

w       Select Format – Change Case, the window will appear.  Select style required, okay

w       Can also use Shift F3 to execute this function

 

 


Page 5

 

FIND AND REPLACE FUNCTION

 

To Find Text:

w  Click on Edit – Find, Find dialogue box will appear.  Alternatively, use Control F

w       Type the text to be found in the “Find What” box

w       Click on Find Next – first occurrence of text will be highlighted within document.  Click on Find Next to continue search

w       Use “More” button to specify font, style, upper or lower case etc

 

Note:  After returning to document, Shift F4 will repeat the established search pattern

 

To Replace Text:

w       Click on Edit – Replace, dialogue box will appear.  Alternatively, use Control H.

w       Type text to be replaced in the “Find What” box.  Type in text to replace in “Replace With” box

w       Click on “Replace” to move through document one occurrence at a time.  Use the “Replace All” button to carry out automatically

w       Use “More” button to specify font, style, etc

 

 

BULLETS AND NUMBERING

 

If you are listing items in sequence, bullets and numbering can be very useful

 

w       Click on Format – Bullets and Numbering

w       Customise your bullet points or numbering style using the “customise” button

w       A new bullet or next number will appear each time you return

w       Shift return gives new line without bullet

w       One return gives new bullet
w       Double spacing, use 1 x shift return, 1 x return

w       Return twice to return to normal text

 

To turn off bullets and numbering completely, from the menu select Insert – AutoText – AutoText .  This will bring up the AutoCorrect window.  Select the “AutoFormat as you Type” tab and uncheck the boxes Automatic Bulleted Lists and Automatic Numbered Lists.  If they still appear, uncheck the Automatic Bulleted Lists box from the “AutoFormat” tab. 

 

Whilst in this AutoCorrect window you can also turn off that annoying habit Word has of trying to complete dates for you.  At the very top of the AutoText tab there is a box “Show AutoComplete Tip for AutoText and Dates”.  If you uncheck this box, dates will not be automatically completed.

 

 


Page 6

 

AUTO TEXT

 

Auto Text is used to store frequently used text/phrases which can then be easily inserted into documents.  If you store text as an Auto Text entry you can retrieve it by clicking a button or typing a few keystrokes

 

To create an Auto Text Entry:

w       Select the text/phrase

w       Click on Insert – AutoText – AutoText.  Accept the default name or type a new name in the Name box

w       Click on the “Add” button

 

Inserting an Auto Text Entry:

w       Type the Auto Text name in your document then F3

w       If you can’t remember the name, click on Insert – Auto Text – Auto Text and scroll through the entries.  Use “Insert” to add to document

 

Changing/Deleting an Auto Text Entry:

w       Insert the Auto Text entry into a document, make the changes, select the entire revised entry then Insert – Auto Text – Auto Text.  Type in name, if same as previous reply “yes” to replace existing entry with new one

w       To delete:  Click on Insert – Auto Text – Auto Text.  Select the entry to be deleted and click on the “Delete” button.  WARNING: You will not be prompted “are you sure?” as with most other Windows delete functions – once clicked on the delete button, it’s gone!

 

 


Page 7

 

AUTO CORRECT

 

AutoCorrect is a useful function  mainly aimed at correcting frequently mis-typed words e.g. to replace “nad” with “and”.   Word already has many set as default.  It can also be used to store frequently used short phrases.  The phrase or correction is actioned upon use of the space bar immediately after the mis-spelt word or typing of the pre-set code

 

Adding a Phrase:

w       Type phrase and highlight

w       Click on Tools – AutoCorrect

w       Text will appear in box “with”

w       In box “replace” type a shortcut code (just a couple of letters/initials)

w       Click on Add and Okay to close window

 

Correcting:

w       Click on Tools – AutoCorrect

w       In the “replace” box type the incorrect spelling

w       In the “with” box type the correct spelling

w       Click on Add and Okay

 

Deleting an AutoCorrect Entry:

w       Click on Tools – AutoCorrect

w       In the “replace” box type entry to be removed or select from list

w       Click on Delete and Okay

 

WARNING: You will not be prompted “are you sure?” as with most other Windows delete functions – once clicked on the delete button, it’s gone!  

 

To turn off AutoCorrect:

w       Click on Tools – AutoCorrect

w       Clear the “replace text as you type” check box

w       Click on Okay


Page 8

 

TABLES

 

Creating a Table:

Tables can be created in a variety of ways:

 

w       Click on Table button on toolbar – grid will drop down

         Click in top left square, hold and drag down and across then release when table is required size

 

w       Table – Insert Table on toolbar.  Insert number of rows/columns required – okay

         Autoformat can be set at this point if required – select formatting style from options

 

Moving within a Table:

w       Next cell = Tab

w       Previous cell = Shift Tab

w       First cell in row = Alt Home

w       Last cell in row = Alt End

w       First cell in column = Alt Page Up

w       Last cell in column = Alt Page Down

w       Tab from the last cell in final column to insert another row

 

Selecting within a Table:

w       To select row, point mouse to extreme left of row and click once

w       To select column, point mouse to top of column so small down facing thick black arrow appears and click once

w       To select entire table use Table – Select Table from toolbar

 

Modifying:

w       Inserting Column: Highlight column to right of where new column to be inserted.  Use Table – Insert Column on toolbar or right click and select from drop down menu.  If last column disappears off end of page, highlight – Table – Cell Height and Width – adjust accordingly

w       Deleting Column: Highlight column to be deleted, Tools – Delete Column or right click and select from menu

w       Inserting Row in middle of Table:  Use Table – Insert Row.  New row will appear above row in which cursor positioned or right click and select from menu

w       Adjusting Columns:  Hover mouse directly over gridline, click hold and drag left/right.  To adjust only particular cells in a column, highlight before dragging

w       Adjusting Rows:  Position cursor anywhere in table.  In ruler bar to left are column dividers, click and drag to adjust

w       Centring table on page – use Table – Cell Height and Width – select Row tab – select the “centre” option button from the Alignment section and okay.  Can also highlight table and use “Control E”


Page 9

 

TABLES (continued)

 

Adding Borders:

w       Highlight whole table or cells as required

w       From Borders toolbar (View – Toolbars – Tables & Borders Toolbar) select line style, weight and placing as required

w       Shading:  Highlight cells to be shaded, select degree of shading/colour from bucket on toolbar

w       Can also use Format – Borders and Shading.  Format as required using Borders and/or Shading tabs

w       Can also use pre-set options found under Table - Autoformat

 

Sorting:

w       Use Table – Sort.  Choose options, i.e. if table has header row.  Okay

 

Using Tabs:

w       Position cursor in cell or highlight column (not row).  Insert tab as required – left, right, centred or decimal.  To execute, use CONTROL TAB

 

 


Page 10

 

MACROS

 

Macros are used to record frequently used commands or keystrokes, which can then be accessed quickly and easily

 

To Record a Macro:

w       Set up toolbar to hold Macros

         -     View – Toolbars – Customise – New then name toolbar.  Okay and close

         -     Click on border at top of new toolbar, drag to foot/top of screen

 

w       Tools – Macro – Record New Macro and name

w       Assign to toolbar

w       Click hold and drag “normal.newmacro….” and drop onto empty toolbar.

w  For a Text button:

         -     click on “modify selection”

         -     click on box where it says “name” and replace with required text.  Return and Close

w       For a graphic button:

         -     select default style then click on modify selection again

         -     click on change button image and move across to select button.  Close

 

Every command now is being recorded.  Remember to use proper, full commands rather than shortcuts

 

w       Click on square to stop recording

 

To Assign a Macro to the Keyboard:

w       Tools – Macro – Record New Macro – name it and click Assign to Keyboard

w       In “press new shortcut key” box insert your keystrokes (i.e. Alt P).  Word will tell you if it’s already assigned or not.  Click on Assign and Close

 

Every command is now being recorded.  Remember to use proper, full commands rather than shortcuts

 

w       Click on square to stop recording

 

Using your keyboard stroke assigned will automatically carry out the commands recorded

 

To Delete a Macro:

w       Tools – Macro – Macros

w       Select Macro to be deleted and click delete button

 


Page 11

 

FIND FILE

 

Find file is very useful if you have saved a document but are not sure where.

 

w       In Explorer (right click on the Start button, Explore) select Tools – Find – Files or Folders

w       Under “Name and Location” tab type in the name of the document

w       Under “ Look in” select the location of the search.  To do this click on the “browse” button and select either your Team directory, or your own personal drive (depending on where you think the document may be saved).  Click on okay.  Make sure the “include subfolders” box is checked.

w       Click on “find now” and the window will expand to show any files found.  You can open these directly from here by double clicking.

 

Advanced Searching:

If you can’t remember what you called a document, you can search for all documents containing particular text.  Of course, this needs to be something peculiar to only that document (or that may only appear in one or two documents), otherwise it will throw up practically every document on the drive.  For example, you wouldn’t search for a document containing the text “dear sir”.

 

w       Under the “Name and Location” tab select the relevant drive by browsing through the drives under “Look in” 

w       Select the “Advanced” tab.  Leave type as “all files and folders” and under the “containing text” box type in your text

w       Click on “find now” and the window will expand to show any files found.  You can open these directly by double clicking.  Beware though, this search can take some time

 

 


Page 12

 

LABELS

 

You can create sheets of labels with different addresses or all the same address, using either pre-set sizings or you can customise your own.

 

Printing a page of identical labels:

w       Select Tools, Envelopes and Labels, Labels

w       Type the information to appear on the label under Address.  Click Options and select either Dot Matrix or Ink Jet under printer information.  Select the desired type of label under Product Number and click Okay.

w       Select Full page of the same label. 

w       Click Print or New Document.  Selecting New Document creates a one page document with a table in which each cell contains a copy of the specified label.  This document can then be printed, saved, edited etc.

 

Printing a page of individual labels:

w       Select Tools, Envelopes and Labels, Labels

w       Click Options and select either Dot Matrix or Ink Jet under printer information.  Select the desired type of label under Product Number and click Okay.

w       Select Full page of the same label. 

w       Click New Document.  This will create a one page document with a table of blank cells.  You can type your different information in each individual cell.  This document can then be printed, saved, edited etc.

 

Creating Customised Labels:

w       Select Tools, Envelopes and Labels, Labels

w       Click Options and select either Dot Matrix or Ink Jet under printer information.  Select the type of label to serve as the basis for the custom label to be created under Product Number and click Okay.  Would recommend an A4 basis.

w       Click New Label and type a name for the label under Label Name. 

w       Enter measurements as indicated and click Okay.  Click Cancel – this enclosed the Envelopes and Labels dialogue box without creating a new document.  However, the custom label is now available under Product Number in the Label Options dialogue box.

 

 


Page 13

 

MAIL MERGE

 

You can create a standard letter to go to several different addresses by the creation and merging of your letter with a data list.

 

Create Document:

w       Type your document in Word as normal, leaving spaces for addresses and any other interchangeable information.

 

Create Data (1):

w       With letter open select Tools – Mail Merge – Create – Form Letters – Active Window.

w       Click on Get Data – Create Data Source.  Remove all field names using Remove Field Name button, note you will have to use delete on keyboard to remove last one.

w       Now enter your own field names, i.e. Name, Address, Town, City, Postcode, Dear, etc etc (note you must not use spacebar) and after last one added click Okay when you will be prompted to save.  As there are no fields set yet in data or document, you will be prompted.  Select Edit Data Source and enter data.  Click Add New after each record.  When all records entered click Okay.  Save the data file.

 

Create Data (2):

w       Document can be open or closed.

w       In blank Word document create table with columns for each merge field (i.e. NameAddress, Dear, Date, etc etc).

w       Type data as required per field headings.

w       Close and save document.

 

Merge Letter and Data (1):

w       As in (1) above, data will already be attached to document and you will see merge toolbar.

w       Position cursor where first merge field to be inserted (i.e. Name).  Click Insert Merge Field and select Name. 

w       Continue through document, positioning cursor, clicking Insert Merge Field and selecting appropriate field.

w       Once all field inserted click the ABC button to see finished effect.  Use the arrow keys to move backwards and forwards through the document.

w       To merge and print select Tools – Mail Merge – Merge – Merge.  This will create a whole new document entitled Form Letters 1 (or 2 or 3, depending on how many previous merge docs created in this session of Word). 

w       Letters can now be printed and this new document can be saved or deleted (you will still have the original data and letter intact).    

 

Merge Letter and Data (2):

w       Open document to be merged.  Click on Tools – Mail Merge – Create – Form Letters – Active Window.

w       Click on Tools – Mail Merge – Get Data – Open Data Source and select your data from wherever saved.  As no merge fields are yet set, you will be prompted to Edit Main Document

w       Position cursor where first merge field to be inserted (i.e. NameAddress).  Click Insert Merge Field and select NameAddress. 

w       Continue through document, positioning cursor, clicking Insert Merge Field and selecting appropriate field.  Proceed as per (1) above.

 

Document can be restored to normal and have all mail merge tools removed.  Select Tools – Mail Merge – Create – Restore to Normal Word Document – Yes.