ms_general_8.html

MS Word

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MS OS Introduction

Please review MS Office, MS OS, and the top-level features of MS Word here:: Introductory Screen Shot; MS Office 2007; Vista, Ribbon, File Tab, "Fluent UI", Contextual Tab, Live Preview, Quick Access Toolbar, Zoom Slider; Toggle Ribbon on and off: Ctrl+F1; Application-Specific Changes; Overview from Microsoft; Building Blocks, Document Themes, Smart Art, Equation Builder, Live Word Count, Contextual Spell Checker (blue wavy line), Document Inspector (privacy),; Clipboard Queue holds up to 24 items.; MS Online is where the templates are stored.; MS Office Word 2007 Tutorial; ShortCut Menu: Not always available. Right click and see it. (Remember the shortcut menu is just the right-click dropdown menu.); Mini Toolbar: Not always available. Select some text and both the "mini-toolbar" and "shortcut menu" appear. Next: Right click and change the font or size or something. (Remember the "mini toolbar" looks like a menu selection from the ribbon.); Quick Access Toolbar: Always viewable. In the topmost row, next to the File Tab, click the save icon or the print icon or something.

TABS

HOME TAB: 5 Groups: Clipboard, Font, Paragraph, Styles, Editing.; home --> clipboard --> "cut copy paste etc"; home --> font --> "font dialog box stuff"; home --> paragraph --> "paragraph dialog box stuff"; home --> styles --> change styles --> style set 'quick styles'; home --> editing --> find, replace or select
INSERT TAB: 7 Groups: Pages, Tables, Illustrations, Links, Header-Footer, Text, Symbols.; insert --> Pages; insert --> Tables; insert --> Illustrations; insert --> Links; insert --> Header-Footer; insert --> Text; insert --> Symbols
PAGE LAYOUT TAB: 5 Groups: Themes, Page Setup, Page Background, Paragraph, Arrange; page layout --> themes; page layout --> page setup --> "page setup dialog box"; page layout --> page background; page layout --> paragraphs --> "paragraph dialog box"; page layout --> arrange --> "layering stuff"
REFERENCES TAB: 6 Groups: TOC, Footnotes, Citations&Biblio, Captions, Index, Table of Authorities; references --> TOC; references --> Footnotes; references --> Citations-Biblio; references --> Captions; references --> Index; references --> Table of Authorities
MAILINGS TAB: 5 Groups: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish; mailings --> Create; mailings --> Start Mail Merge; mailings --> Write & Insert Fields; mailings --> Preview Results; mailings --> Finish
REVIEW TAB: 6 Groups: Proofing, Comments, Tracking, Changes, Compare, Protect; review --> Proofing; review --> Comments; review --> Tracking; review --> Changes; review --> Compare; review --> Protect
VIEW TAB: 5 Groups: Document Views, Show/Hide, Zoom, Window, Macros.; view --> Document Views; view --> Show/Hide; view --> Zoom; view --> Window; view --> Macros

Introduction to MS Word

References: 1. Learningcomputer.com/msword/
Defaults: .docx for Word 2007; Calibri font; "Themes" default is called Office; The default Paragraph style is called "Normal".

File Tab

MS File Tab: Prepare --> Properties --> now enter meta-data like author, title, subject, keywords, category, status or comment. This helps other users search for this document.
Creating, Formatting, Saving: Open a blank, type some content, format it, give it a name and save it to a folder.
Prepare: Properties; Document Inspector: removes hidden data and personal information.; Encrypt; Restrict; Digital Signature; Mark as Final; Run Compatibility Checker; Edit Links to Files (changes OLE linkage: turn off, update now, etc.)

HOME TAB

5 Groups: Clipboard, Font, Paragraph, Styles, Editing.

CLIPBOARD

FONT

PARAGRAPH

Bullet-, number- and multi-level (outline) lists

Cancel (reverse) a bulleted-item by re-clicking the bullet button in the Home Tab --> Paragraph Group.

Use Shift+Enter to add an un-bulleted paragraph (correctly aligned) in the midst of a bulleted sequence.

For Multi-Level (outline), use the Increase Indent and Decrease Indent. To cancel Multi-Level, re-click whichever list button is highlighted.

Keyboard shortcuts for Multi-Level: Shift+Tab promotes and Tab demotes. Ctrl+Sh+N strips Multi-Level back to plain text.

Several options exist to change Number-Lists. Use "Change Styles" and then alter the alignment, text, font, start-number, spacing, etc.

Show/Hide: Toggle the "paragraph" symbol to turn on the hidden format marks.

STYLES

Formatting: "Style Task Pane", Themes and Quick Styles, or the old-fashion way, called "Direct Formatting".

Home Tab --> Styles --> "Style Task Pane" (and scroll thru styles available in the current document)

Character styles, Paragraph styles, Linked styles (combination of character and paragraph), List styles and Table styles)
Linked styles can be applied to paragraphs or characters.
"Style Task Pane" --> "New Style" to create one.

To access "Quick Styles" go to Home Tab --> "Change Styles" button.

"Quick Style" formats an entire document. "Theme" is a kind of "Quick Style" and it adds more formatting like fonts, etc.

To apply Quick Style Sets: Hit the "Change Styles" button then the "Style Sets" menu option.

Click in the document.
To preview: On the Home tab, in the Styles group, click Change Styles . Point to Style Set, and simply point to the choices on the list.
When you have chosen one, click the Style Set.

EDITING

Editing (insert new, change old, delete or replace)

Select characters by click-and-drag.

Select a word by double-clicking or click-and-drag.

Select a line by one-click in the left margin. Or place cursor at start, hold shift, and press 'end'.

Select a sentence by holding control and clicking within it. Or click-and-drag from beginning to end.

Select a paragraph: 1) triple-click, 2) double-click in the left margin, 3) click-and-drag from beginning to end.

Select all using control a or triple-clicking the left margin.

Delete using either backspace or delete.

Undo using control z, icon.

Copy, cut, paste, undo all on the Home Tab.

Home --> Font --> "icon with 'a' plus little eraser' (erases all formatting, leaves unformatted text)

"Format Painter" is used to copy formatting and repeat it elsewhere in the document.

"AutoCorrect" fixes errors and makes substitutions as you are typing.

Keyboard Shortcuts

Ctrl+Shift+LeftArrow -- selects start of current word
Shift+Home -- selects to start of current line
Shift+End -- selects to end of current line
Ctrl+Shift+DownArrow -- to end of paragraph
Ctrl+Shift+Home -- to start of document
Ctrl+Shift+End -- to end of document
Alt+D -- opens font dialog box

Mouse (+ keyboard) shortcuts

Editing Group

Find, replace (Home Tab -> Editing 'Group" -> Find option)

INSERT TAB

7 Groups: Pages, Tables, Illustrations, Links, Header-Footer, Text, Symbols.
PAGES
TABLES: Very important: Once a table is selected, a new set of tabs appear: "Table Tools" (in the topmost row) immediately followed by two choices: "Design" or "Layout". But if no table is selected, just follow "Insert" --> "Table", then choose to insert a table, draw a table, import an OLE Excel, or (finally!) insert a ready-made "Quick Table".; Insert --> Table --> "Table Tools Design Tab"; "Contextual Tab -- Table Tools (appears at top) --> Choose between "Design" and "Layout".; Insert --> Table --> Quick Tables --> Calendar (or any pre-formatted calendar); Break Link (button undoes the link between an outside file and its link in Word)
Turn the table grid off or on.: "Table Tools --> Design --> "Table Styles" --> Table Grid; "Table Tools" --> Table Styles --> Borders --> "No Border"; "Table Tools" --> Table Styles --> Borders --> "All Borders"; "Table Tools" --> Layout Tab --> Table --> "View Gridline" (toggles grid lines on and off)
"Table Tools" --> "Design Tab": "Table Style Options" --> Header Row (special formatting for the first row); "Table Style Options" --> Total Row (special formatting for the last row); "Table Style Options" --> Banded Rows (makes rows easier to read); "Table Style Options" --> First Column (special formatting for the first column); "Table Style Options" --> Last Column (special formatting for the last column); "Table Style Options" --> Banded Columns (makes columns easier to read); "Table Styles" --> "Plain Tables"; "Table Styles" --> "Built In"; "Table Styles" --> "Modify Table Style"; "Table Styles" --> "Clear"; "Table Styles" --> "New Table Style"; "Table Styles" --> "Shading"; "Table Styles" --> "Borders"; "Draw Borders" --> "Line Style" (change the style of the line used to draw borders); "Draw Borders" --> "Line Width" (change the width of the line used to draw borders); "Draw Borders" --> "Pen Color" (change the pen color); "Draw Borders" --> "Draw Table" (draw the borders of a table); "Draw Borders" --> "Eraser" (erase the borders of a table)
"Table Tools" --> "Layout Tab": "Table" --> Select (selects cell, row, column or entire table); "Table" --> View Gridlines (toggles grid lines on and off); "Table" --> Properties (dialog box with 4 tabs: table, row, column and cell); "Rows & Columns" --> Delete (cells, columns, rows or entire table); "Rows & Columns" --> Insert Above (row); "Rows & Columns" --> Insert Below (row); "Rows & Columns" --> Insert Left (column); "Rows & Columns" --> Insert Right (column); "Merge" --> Merge Cells; "Merge" --> Split Cells; "Merge" --> Split Table (the selected row will become the first row of the new table); "Cell Size" --> Height; "Cell Size" --> Width; "Cell Size" --> Auto Fit; "Cell Size" --> Distribute Rows (distribute the height of the selected rows equally between them); "Cell Size" --> Distribute Columns (distribute the width of the selected columns equally between them); "Alignment" --> Align (top-middle-bottom) (left-right-center); "Alignment" --> Text Direction; "Alignment" --> Cell Margins (customize cell margins and the space between cells); "Data" --> Sort; "Data" --> Repeat Header Rows; "Data" --> Convert to Text; "Data" --> Formula
ILLUSTRATIONS: SmartArt is some new MS Office feature under which users "create" artwork.; SmartArt is either "Autoshape" (pre-designed) or "Freeform" (new-design).; How to edit an image: Double-click the art and the "Picture Tools Format Ribbon" appears. Find "Adjustments" and make the required changes.; Pen Color -- Click the icon to determine the new color.
Picture Tools contextual tab "FORMAT": Picture Shape; Picture Border; Picture Effects
LINKS
Linked vs. Embedded: Embedded objects store their data in the document itself.; Linked objects store their data elsewhere. Updating the other data-source can update your document as well.
HEADER & FOOTER
TEXT
Building Block, Quick Parts (was "AutoText" in earlier version): Insert tab --> Text --> Quick Parts. Then save the selection to a "Quick Part" gallery.; After renaming a "Quick Parts" item, commit it by clicking "Do you want to redefine the building block entry?"; Use Delete button to delete an item.; Either maintain or use a "Quick Part": Insert Tab --> Text --> Quick Parts --> Building Block Organizer
SYMBOLS

PAGE LAYOUT TAB

5 Groups: Themes, Page Setup, Page Background, Paragraph, Arrange

THEMES

"Themes" provide a unified look to a document (or part of it).

"Page Layout" tab --> "Themes"
"Themes" are constructed using "Theme Colors", "Theme Fonts" and "Theme Effects"
"Themes" can be customized and the result can be saved as a "Custom Theme".

PAGE SETUP

Margins

Orientation

Size

Columns

[ICON] "Break" (and it shows two page breaks)

[ICON] "Line Numbers" (and it shows 1 2 3)

[ICON] "Hyphenation" (and it shows "a-" then another line with "bc")

PAGE BACKGROUND

PARAGRAPH

ARRANGE

Page Layout Tab

Use margins, pagination, section, heading, footer, reference, index to layout a document.

Pagination follows:

Automatic soft page breaks are based on paragraph, margin and line settings.
Margins determine the editable area, the "height" and "width" of a page. Thus the number of lines on each page is known.
In the ribbon, select Page Layout then find the Page Setup group then find the Margins button. Now click a predefined margin or create a custom margin setting. (Orientation and gutter are also found here!)
Use control+enter for hard page breaks.

Header, Footer (just double click near top or bottom)

Page Number icon --> Drop Down --> Choose from top bottom margin current.
Page Number icon (or menu?) --> "Format Page Numbers"
To start numbering from the current page, do this: Insert tab --> Header-Footer group --> Page Number icon --> complete as usual. Then find the Options group and choose Different First Page. Finally! From the Header-Footer group, click Page Number icon then the Format Page Numbers drop down and the "Format Page Numbers" dialog box shows, then use the "Start At" scroll to pick a page.
To restart the page numbers first go to the previous page and place the i-beam at the end of the page. Then click Page Layout (ribbon), then in the 'Page Setup' group, the "Breaks" option, and observe the "Page Breaks" menu. From it, choose 'Continuous' (by the way this is a "Section").

Section: Recall that a page can be broken into sections. Section 1 could be formatted as 1 column. Section 2 could be formatted as 2 columns.

Only use "Widow-Orphan Control" for these: Orphan line is at bottom of previous page. Widow line is at top of next page. To control, acquire the Paragraph dialog box, go to the Pagination section, and find the "Widow-Orphan Control".

"Keep With Next" is used to keep paragraphs, headings and objects together. (Not for "Widow-Orphan Control")

REFERENCES TAB

6 Groups: TOC, Footnotes, Citations&Biblio, Captions, Index, Table of Authorities
References --> TOC --> "Automatic Table 2": "Click in text for insertion point" --> References --> Footnotes --> Insert Footnote --> "Type some content here."; References --> Citations & Biblio --> Style --> "APA"; References --> Citations & Biblio -- Add New Source --> "Complete the form"; References --> Citations & Biblio -- Biblio; References --> Captions --> Insert Caption --> (Creates Table of Figures); References --> Index --> Insert Index; References --> Table of Authorities --> Insert TOA
Definitions: Table of Authorities -- list of the references in a legal document; Citation -- 5. the act of citing or quoting a reference to an authority or a precedent. 6. a passage cited; quotation.; Bibliography -- a list of source materials that are used or consulted in the preparation of a work or that are referred to in the text.; Footnote -- A note placed at the bottom of a page of a book or manuscript that comments on or cites a reference for a designated part of the text.

MAILINGS TAB

Open your content. Typically this is a letter.
Mailings --> Start Mail Merge --> Wizard: Select Document Type; Select starting document; Select recipients; Write your letter; Add Address Block; Continue Wizard as it adds and formats the letter.

REVIEW TAB

Review Tab Questions: How could a report become "deleted" (unavailable) after two days?
Proofing: Spelling & Grammar [graphic of ABC checkmark]; Research [graphic of library plus magnify glass]; Thesaurus [graphic of open book]; Translate [graphic of a -> greek]; Translation Screen Tip [graphic of book with screen tip superimposed] Toggles screen tip; Set language [graphic of globe, book and red checkmark]; Word count [graphic of abc 123]
Comments: New comment [graphic of star plus comment box]; Delete [graphic of x over comment]; Previous [graphic of back arrow over comment box]; Next [graphic of arrow over comment box]
Tracking: How does another person review a document? "Different users insert comments that can be used to communicate ideas, corrections and advice about the edits. Comments can appear in balloon boxes within the document, making them easy to spot, and are color coded by user. The reviewing toolbar in Microsoft Word contains the editing tools that are part of a system known as "Track Changes." This system can be toggled on or off. When it is on, all changes to the open document are recorded, but not applied unless the user approves them. Comments are part of the Track Changes editing system. They allow the person editing the document to explain a change, or to pose a question, without interfering with the original document text." ehow.com.; Track Changes [graphic of red-marked document plus pencil]; Balloons [graphic of red-marked document plus red comment box]. Used to show changes in the margins.; Final Showing Markup [graphic of 2 documents and 2 arrows]; Show Markup [graphic of document and red-marked]; Reviewing Pane [graphic of pane plus document]
Changes: Accept [graphic of document, checkmark, pencil]; Reject [graphic of document, red x, pencil]; Previous [graphic of back arrow, document, pencil]; Next [graphic of arrow, document, pencil]
Compare: Compare [graphic of document superimposed over document]; Show Source Documents [graphic of document 1 2]; Then select both documents and it calls them up with a visual comparison.; Finally accept or reject the changes.
Protect: Protect Document [graphic of document plus lock]

VIEW TAB

5 Groups: Document Views, Show/Hide, Zoom, Window, Macros.
View Tab: Group "Document Views" -- Draft
Thumbnails View: View --> Show/Hide --> Thumbnails
Select Browse Object (alt + ctrl + home): Click bottom right (under scroll bar) "CIRCLE" which (hover) says "Select Browse Object" then click the "Page" icon (an empty page).; The double-arrows now go to top of current page or bottom of current page.; Changing the "Select Browse Object" also changes the function of the double arrows. But always the function describes how to search or scroll through the document.