Introduction to Word 972000

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Introduction to Word 97/2000

• Part 1
• A First Look at Word 97/2000

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A First Look at Word 97/2000

• Opening Word 97/2000
• The Screen Layout
• Creating and opening documents
• The Mouse Pointer and Cursor
• Moving through a Word document
• Inserting, selecting, and deleting text
• Use the Right-hand Mouse Button
• Saving and closing a document
• Exiting Word
• Practice Exercise 1

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Preliminaries

• Creating a folder
• Copying files

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Creating a New Folder

• Creating a new folder in a directory allows you
  to organize the information you have saved on
  your computer. The following instructions will
  show you how to create a new folder in a
  directory.
• You have to create a folder called work on drive
  C
• Select Explorer from the Start menu, Programs.
• In the Explorer window, select drive C

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Creating a New Folder
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Copying/Moving Files

• Transferring files from folder to folder, and
  from drive to drive is a common task for the
  user. The following instructions will show you
  how to move a file from a folder in the A drive
  to a folder in the C drive. This is a common
  scenario when transferring files from your disk
  drive to your hard drive.

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Copying/Moving Files

• Open Windows Explorer

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Copying/Moving Files

• Select My Computer, then drive A
• Select the folder called work in drive A and
  open it.
• From Edit in the Menu Bar, choose Select all to
  select all files in folder A\work.
• From Edit in the Menu Bar, select Copy.
• Select drive C in My Computer, then open the
  work folder.
• From Edit in the Menu Bar, select Paste.
• All files from folder A\work has been copied
  into C\work.

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Introduction to Word 97/2000

• This part of the course
• helps you get started in Word 97/2000
• explains the main text and formatting features.
• There are practice exercises at the end of each
  section, where you will have to apply the
  knowledge you have just learned.

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What is Word 97/2000?

• Word 97/2000 is a word-processing package, one of
  four software packages, namely
• Word 97/2000,
• Excel 97/2000 (spreadsheets),
• PowerPoint 97/2000 (presentations) and
• Access 97/2000 (databases),
• included in Microsoft Office 97/2000.
• It is for creating, formatting and positioning
  text, and including pictures within a document.

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Opening Word

• To open Word
• Click on the Start button, on the Taskbar.
• Select Programs, then Microsoft Word.
• The Word 2000 program is launched and a new
  document is displayed.

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Starting Word using the Start Menu
Starting Word using the Start Menu (1 of 2)
1. Click on the word Start on the taskbar which
is normally located at the bottom of the screen.
2. Click Programs 3. Select Microsoft Word
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Starting Word using the Start Menu
Starting Word using the Start Menu (2 of 2)
1. The cursor shows where text will be added to
the document. 2. The end of the file or text.
(3) Current Position Indicator (Cursor)
(4) The end of file is indicated by a horizontal
line.
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The Screen Layout
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Title Bar

• This displays the name of the Program (i.e.
  Microsoft Word) and the name of the file you are
  working on (Document 1).

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Menu Bar

• Click on the item File on the Menu Bar, and a
  drop down menu will appear, which contains
  further items.
• Move the mouse pointer over to Edit, then View
  etc. to display their menu options.

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Menu Bar (contd)

• Where the options appear 'greyed out', this means
  that the option is not currently available.
• Some of the options have 3 full stops (...) after
  them, and this means that a further dialog box
  will be displayed so you can make further
  selections.

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Menu Bar (contd)

• If an arrow is displayed next to an option, this
  means that a further drop down menu will be
  displayed when you select the option.
• To access the drop down menus using the keyboard,
  depress the Alt key and enter the letter that
  is underlined within the drop down menu command.
  For example to display the File menu hold down
  AltF.

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Toolbars

• The toolbars contain small icons which when
  clicked on provide a shortcut method of
  performing a Word 97/2000 action.
• By default, the Standard
• and Formatting Toolbars are displayed.

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Status Bar

• It conveys useful information to you.
• For example, it tells you what page of a document
  you are working on, how many pages the document
  contains, the exact position of the cursor and
  whether the document is being edited, saved or
  printed.

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Creating and Opening Documents

• To create a new blank document
• Click on the New icon located within the standard
  toolbar.
• A new blank document is opened and the default
  name will be Document2.
• NOTE The number of the document will depend on
  the number of new blank documents you have opened
  in the current session.

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Creating and Opening Documents

• To open an existing document
• From the File menu, choose Open
• or
• Click on the Open icon on the Standard toolbar
• The Open dialog box is displayed.
• By default Word opens the folder My Documents,
  but the files we are going to work on are in the
  \work folder.

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Creating and Opening Documents

• Click on the down arrow next to the Look in menu,
  and select K
• Double click on the folder called work to display
  the files in that folder.
• Before we open any of the files, we are going to
  have a quick look at some of the buttons in the
  dialog box.
• Click on the Up one level button, to move up the
  file structure.
• This moves you back up to K, double click on the
  work folder to display its files again.

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Creating and Opening Documents

• There are different ways to view the files. The
  default is usually List, but click on each of the
  following buttons to see how they display the
  files.
• Choose the display you prefer to use.
• Click on the file help.doc and click on the Open
  button.
• The document \work\help.doc is displayed.

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The Mouse Pointer Cursor

• Background
• As you move around the Word document, the mouse
  pointer on the screen changes shape to indicate
  what actions you can perform.

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The Mouse Pointer Cursor

• Insertion Point
• The flashing I shape indicates where the cursor
  is currently situated.
• If you started to type text it would enter to the
  left of the insertion point.
• Notice in the document help.doc that the cursor
  is flashing at the start of the document.

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The Mouse Pointer Cursor

• I Beam
• Using the mouse, hover over different areas of
  the document, to see the I Beam.
• If you click the mouse, the insertion point will
  move to that place.
• Practice this in the document help.doc until you
  are familiar with how to move the insertion
  point.

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The Mouse Pointer Cursor

• Left Arrow
• When the mouse pointer changes to a left pointing
  arrow, this indicates that you are in the Menu
  Bar, Status Bar or Toolbar.
• Pointing at the object that you require and
  clicking the left button selects it.
• Hover over the Toolbars to see the I beam change
  to a left pointing arrow.

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The Mouse Pointer Cursor

• Selection Bar Right Arrow
• The left margin of the screen contains the
  selection bar and here the mouse pointer changes
  to a right pointing arrow. Clicking in this area
  selects text for editing.
• Move the arrow to the left margin of the screen
  until it changes to a right pointing arrow. You
  are now in the selection bar.

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Moving through a Word document

• Using the arrows key to move up or down
• Place the insertion point anywhere in your
  document. Use the arrow keys to move left,
  right, up or down.
• If you move down to the bottom of the page (as
  displayed on your screen) and keep pressing the
  down arrow the document will scroll downwards on
  to the next page. The same applies when moving
  up through the document.

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Moving through a Word document

• Using PageUp or PageDown
• Press the PageUp or PageDown keys to move
  through your document by approximately one screen
  per press.

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Moving through a Word document

• Using the scroll bar
• If you click once on the down or up arrows at the
  top and bottom of the scroll bar you will scroll
  through your document one line at a time.
• If you click once on the double down or up
  arrows, you will scroll through the document a
  page at a time

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Moving through a Word document

• Dragging the scroll bar elevator
• Click on the elevator within the vertical scroll
  bar. As you drag it up and down, you will see
  page numbers displayed.
• When you release the mouse button, you will go to
  the page number indicated within the yellow
  coloured pop-up.

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Moving through a Word document

• Using Go To to move to a particular page number
• Double click on the status bar at the bottom of
  the Word screen.
• or
• From the Edit menu select Go To.
• Select the Go To tab.
• In the Go to what section make sure that Page is
  selected.
• In the Enter page number field enter 3, and then
  click on the Go To button.
• The Insertion Point will move to page 3.

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Inserting Text

• Inserting Text
• With /work/help.doc still open, check where the
  insertion point is located.
• Type in I have inserted some new text in here
  several times and notice that the information is
  entered to the left of the insertion point.
• When you enter text into Word, the text
  automatically moves to the start of the new line
  when the end of a line is reached. There is no
  need to press the Enter key when you reach the
  end of a line. This is called Word Wrap.

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Inserting Text

• Non-Printing Characters
• Each time you press the Enter, Tab or
  Spacebar keys Word produces a non-printing
  character. As the name suggest, they do not
  print.
• You can display them on screen to help you.
• Click on the Show/Hide icon on the Standard
  toolbar.

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Inserting Text

• The non-printing characters are shown as
• Experiment with these, and decide whether you
  like working with the non-printing characters on
  or off.
• If you decide to work with them off, click on the
  Show/Hide button.

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Selecting Text

• To select a word
• double click on the word.
• To select a line
• Move the mouse pointer to the left of the line
  you wish to select (i.e. in the selection bar)
  and when the cursor changes to a right pointing
  arrow, click once with the mouse.
• To select a sentence
• Hold down the Ctrl key and keep it depressed
  whilst you click anywhere in the sentence.

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Selecting Text

• To select a paragraph
• Move the mouse pointer into the selection bar and
  double click with the mouse.
• or
• Triple click in the paragraph.
• To select all text
• Move the mouse pointer into the Selection Bar and
  triple click with the mouse.
• or
• Press CtrlA.

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Deleting Text

• Deleting text
• If you press the Backspace key, it will delete
  the character to the left of the insertion point.
• If you press the Delete key, then the character
  to the right of the insertion point is deleted.
• To delete a lot of text select the text (see
  above) and press the Delete key.

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Using the Right-hand mouse button

• Background
• If you select text or an object such as a picture
  within Word, and then right-click on the selected
  item, a pop up menu will be displayed that
  provides a shortcut method to manipulating the
  selected item.
• Select any text and then right click on the
  mouse, the a menu should be displayed.

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Using the Right-hand mouse button

• All of these options are available via the
  toolbar icons or drop down menus, but they easily
  accessible from this shortcut menu.
• The shortcut menu changes depending on what item
  you have selected. Try right clicking on
  different parts of the Word screen to see what
  menu choices you are offered.

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Saving a Document

• To save an existing document
• From the File menu, select Save
• or
• Click on the Save button on the Standard toolbar.
• And the amendments you have made to the document
  are saved.

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Saving a Document

• To save using Save As
• If you want to save this file as a new name or in
  a new location, then you need to use the Save As
  feature.
• From the File menu select Save As to display a
  dialog box.
• Select the \work directory. In the File Name
  text box type in example and click on the Save
  button.

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Saving a Document

• Check in the Title Bar to see that the new name
  for the document is example.doc.
• Word automatically gives the document a .doc
  extension, to ensure that Windows know that it is
  a Word Document.
• Any changes you make and save in example.doc will
  not affect the document help.doc
• NOTE If you open a new blank document and click
  on the Save button, the Save As dialog box will
  be opened because you have not given the document
  a name previously.

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Closing a Document

• To close a file
• From the File menu, select Close.
• And the file example.doc is closed.
• To close an unsaved document
• The file help.doc should now be displayed.
• Type in Your Name and Country at the top of the
  document.
• Close down the document by selecting Close from
  the File menu.

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Closing a Document

• Because you have made changes to the document and
  have not saved them, you will see a dialog box.
• Select No to ignore the changes and close the
  file.
• NOTE If you had wanted to save the document you
  should have selected Yes. If you were saving a
  new file, the Save As dialog box will be
  displayed. In the File Name text box, enter a
  name and click on the Save button

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Exiting Word

• To exit Word
• Do Not perform the following task. Use it only
  as a reference!!
• From the File menu, select Exit.
• If you have saved all the changes made in the
  active documents files, Word will close.
• If you have not saved all the changes, the Save
  confirmation box will be displayed.

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Exiting Word

• To save the current workbook file before exiting,
  select Yes.
• To exit without saving the file, select No.
• To cancel the exit command, select Cancel or
  press Esc.

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Practice Exercise 1

• Open the document \work\exercise1.doc
• Using the skills you have learned in this
  chapter, make the changes outlined below.
• Save the changes and Close down the file.

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