Menu Bar Functions

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Menu Bar Functions

• Presented by the Adult and Teen
• Services Department
• of the North Canton Library

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What is the Menu Bar?

• The menu bar is a strip of buttons near the top
  of your screen which allow you to do a variety of
  functions.
• It is called a menu bar because when you click
  on one a list of options will drop down.
• These are called drop down menus.

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What does it look like?

• The menu bar is the second bar across the top of
  your screen.
• It is just below the Title bar.
• It has a series of words instead of icons.

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The menu bar will look something like this
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What does a drop down menu look like?
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There are several things to notice about drop
down menus.

• To the left of some of the options are icons.
• These tell you that you could do the same
  function by clicking the appropriate icon on the
  toolbar if you preferred.

• To the right of some of the options are keyboard
  commands.
• These tell you which key combinations to press to
  do the same function using the keyboard instead
  of selecting from the menu.

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Also notice

• Following some of the words are three dots.
• This means that when you select this option a
  window will open for you to give some
  instructions about the command.

• Sometimes there is an arrowhead pointing to the
  right.
• This indicates that a submenu will open so you
  can make more choices about the action.

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When the drop down menu appears it usually
presents you with a shortened list of the most
used options.All of the options are still
there.At the bottom there is a circle with two
arrows pointing down.This always tells you there
are more options to view.
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Each Microsoft program will have its own special
menu bar options, but there are some basic
ones.We will look at those in this tutorial.
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Now well look at the options on the File menu.
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Close will end your session.Dont worry you
will have a chance to save your work first.

• New
• This will open a new document for you to work on.
• You will not lose any document you already have
  open.

• Open
• This will let you find and open a document you
  previously saved.
• You will need to remember where the document is
  saved and what you called it.

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Next are

• Save
• Click here when you want to save your work.
• The first time you save you will be able to
  choose where you will save the document and give
  it a title.

• Save As
• When you use this option, you can select another
  location in which to save your document.
• You might save it to a floppy disk or cd.
• It is advisable to save often.

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The Save As window will look like this
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In the File Name box you can give your document
a descriptive name so you will recognize it later
and find it easily.
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To the right of the Save In box at the top,
there is an arrow. This always means there are
more options.
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From that list you can select where your document
should be saved.When all of your selections are
made, click the Save button.
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Now we will look at some printing options.

• Page Setup
• Print Preview
• Print

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Page Setup will allow you to make some changes to
how the text will appear on the page. You might
change the margins or have it print lengthwise
(landscape).
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Print Preview shows you a picture of how the page
will look before you print it.You can see how
many pages it will be or if anything will be cut
off.You will have to exit Preview to edit your
document.
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When you are ready to print your document select
the Print option.A window will open and you can
choose to print all or part of your work and
choose multiple copies if you want them.
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Also on the Print window is a button labeled
Properties.This will give you even more print
options.Dont be afraid to try a few to see what
will happen.
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Near the bottom of the drop down menu will be a
short numbered list.These are files recently
used in the program.You can access them simply
by clicking on them instead of searching for the
folder where they were saved.
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At the end of the drop down menu is the Exit
option.This will close your program.You will be
able to save your work first.
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Next on the menu bar is Edit.
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First, we have Cut and Copy.

• Cut
• You can highlight a section of text and remove it
  using this function.
• It will be saved on a clipboard so you can place
  the section somewhere else.
• This is easier than retyping.

• Copy
• You can highlight a section of text and copy it
  to another location.
• The section will remain in the original location.
• This is easier than retyping.

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Using the Paste function is how you insert
something you have either cut or copied.Move
your cursor to the left of where you want the
section to be placed, then select Paste.
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Remember how to highlight something?Move your
cursor to the left of where you want to start.
Then press the left mouse button. Do not release
it. Move the mouse slowly across the section you
want to highlight.
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When you are finished, release the button. The
section should now have a black background and is
ready to be edited.
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Another way to highlight is to place the cursor
to the left of the area you want to change and
click the left mouse button a couple of times.
Whole words and sentences will become
highlighted.
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Delete will remove an area you have
highlighted.It will not be saved.You will not
be able to place it somewhere else.
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Select All is a useful function if you if you
want to make changes to an entire document at
once.Everything will become highlighted and
ready to be edited.
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Find and Replace are handy functions.

• Find
• This will search your document and find the
  locations of specific words you want to find.

• Replace
• This is a quick way to make changes to certain
  words.
• Your document is searched and wherever the word
  appears it will be changed.

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View changes how you see your document.
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Different Microsoft programs will have different
View options.Experiment with your options and
see how they display your document.
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The Toolbar option will let you select which
toolbars will be displayed.
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The Ruler option will display a ruler on the
edges of your document in case you want to
visually align parts of your work.
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The Header and Footer option will allow you to
have information such as document title, date,
page numbers or anything you want display at the
top or bottom of every page of your document.
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Now lets look at the Insert button.
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Different programs let you insert different
things into your document such as the date,
pictures, charts or footnotes.
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In Microsoft Word, you might select

• Break
• This lets you start typing on another page or a
  column without trying to move to the right place.

• Auto Text
• This lets you insert common words or phrases you
  might use very often so you do not have to type
  them out all the time.

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Symbol will display a table with a wide variety
of symbols and letters of foreign languages.Just
click on one and it will be inserted into your
document.
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Options such as Footnotes, Captions and
Cross-references allow you to type bits of
information to insert into non-traditional places
in your document.
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Options such as Picture, File and Object will
open another window so that you can select clip
art, files, charts, Excel and PowerPoint
documents from saved locations.
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Text box will place a plus sign where your cursor
is. If you click the plus with your mouse and
hold the left mouse button you can open a box as
large as you want. Then you can type text inside
the box.
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Bookmark will allow you to flag sections of your
document so can return to it quickly if you need
to.
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Choosing Hyperlink will let you create a link to
something else such as another saved document,
chart or picture. Your reader can then view
these elements easily.
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The Format options will help you change the way
your work looks.
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• Font
• This window will let you change the size of the
  letters and their style.

• Paragraph
• Allows you to set up how many spaces your
  paragraphs will indent.

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• Bullets and Numbering
• This allows you to make lists with numbers or
  bullet points.
• Right click on the list to see how you change the
  way the numbers and bullets look.

• Borders and Shading
• You may make changes to the style, size and color
  of borders.

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• Columns
• Allows you to set up to three columns of
  different widths on your page.

• Tabs
• Here you can set the distances for your tabs.
• Just type in the number of inches from the edge.

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AutoFormatThis window will give you options that
will automatically do certain things to your
documents.You may set preferences like how
fractions and ordinal numbers are displayed.You
may select auto correct so that the right words
are always capitalized.
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There are many options for you to format how your
work appears.Experiment with them and find the
ones you particularly like.Most of the
formatting options are also available on the
Formatting Toolbar.Try our formatting functions
tutorial for more information.
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The Windows button is available in most
Microsoft programs.It helps you organize on the
screen the windows you are using.
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• New Window
• This will open a new window containing the same
  information as the window currently open.

• Arrange All
• This will display all the windows you have open
  making it easier to move information from one
  window to another.

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• Split
• This will divide your screen into two panes.
• This lets you work on two parts of a lengthy
  document in the same screen.
• No need for a lot of scrolling back and forth.

• The numbered list at the button of the drop down
  menu is the windows that are currently open.
• You can go to any of them quickly by selecting
  them from the list.

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The last button we will look at is Help.
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The Help options might look a little different in
different programs, but they all will let you
type your question or browse the help index then
present you with information which matches your
request.
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This is also the place to look to control the
Office Assistant.You can display or hide it or
change its appearance.When displayed, the
Assistant can answer your help questions and make
suggestions as you work.
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The Menu bar is there to make your task
easier.Do not be afraid to try the various
options.Remember that many of the functions on
the menu bar can also be accomplished using icons
on other toolbars. Use whichever method you find
most comfortable.
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Thank you for trying this tutorial.Try out some
of our others or contact the Reference desk to
sign up for some of our free computer classes.