By the end of this lesson, learners should be able to:
Insert Symbols
Use of Symbols
There are many Symbols that you might often see in publications that are not directly available from your keyboard. For example, the Copyright symbol, ©, is not available on the keyboard but can be selected from Word’s Symbol Dialog Box. Other commonly used symbols that appear in the Symbol Dialog Box are:
© Copyright
® Registration
TMTrademark
INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_check.gif” \* MERGEFORMATINET Checkmark
– Em Dash
Insert Symbols
To Insert Symbols into your Document:
Click Insert on the Menu Bar.
Select Symbols. The Symbols Dialog Box appears.
Click the Symbols Tab to select a symbol from a Font type.
OR
Click the Special Characters Tab to view other commonly used symbols.
Click on the Symbol or Special Character you would like to select and then Click Insert.
The Symbol or Character will show up in your document.
Click Close.
INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_check.gif” \* MERGEFORMATINET The available symbols will depend on which fonts you have installed on your machine. Word comes with pre-installed symbols for you use, but other fonts such as, Wingdings, will also offer numerous symbol options
Lesson 15: Headers and Footers
By the end of this lesson, learners should be able to:
Insert Headers and Footers on a page
Delete Headers and Footers from a page
Insert Headers and Footers
The Header and Footer usually contain title and author information, dates, and page numbers. The Header appears at the top of the page and the Footer appears at the bottom of the page.
To Insert a Header and Footer:
Click View on the Menu Bar.
Select Header and Footer.
The document will appear grayed out with a dotted Header and Footer box showing at the top and bottom of the page.
Locate the Header and Footer Toolbar on the page.
Type inside the dotted boxes to insert your Header and/or Footer.
Click Close on the Header and Footer Toolbar when you are finished.
AND
Header and Footer Toolbar
The Header and Footer Toolbar contains buttons that can help you automatically enter important information in your header and footers.
Some of the useful features located on the Header and Footer Toolbar are:
Insert Auto-Text - drop-down menu showing commonly used header and footer information, including, author, page number and date.
Insert Page Numbers - inserts the page numbers.
Insert Number of Pages - inserts the number of pages in the entire document.
Format Page Number - opens the Page Number Format Dialog box so that you can format your page number in the header and footer.
Insert Date.
Insert Time.
Page Setup - opens the Page Setup Dialog box so that you can adjust the location of the header and footer.
Switch between Header and Footer - allows you to jump quickly between the header and footer on a page.
Close - closes the Header and Footer Toolbar.
Delete Header and Footer
If you choose to delete your Header or Footer, Word will automatically delete the Header or Footer within the entire document.
To Delete the Header or Footer:
Click View on the Menu Bar.
Select Header and Footer.
Highlight the text within the Header or Footer (whichever text you would like to delete).
Press Delete. The text is now removed.
Click Close.
INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_check.gif” \* MERGEFORMATINET You can delete the Header and Footer on just the first page of the document by choosing File - Page Setup. On the Page Setup Dialog Box, choose the Layout Tab and place a checkmark next to Different First Page under Headers and Footers, then click OK.
Lesson 16: Formatting
By the end of this lesson, learners should be able to:
Use Reveal Formatting
Why display non-printing characters?
Non-printing characters are automatically inserted into your document as you type. You will not see these characters unless you choose to show the formatting marks. So why display these characters? Showing the document formatting can assist you when editing. Non-printing characters such as spaces, tabs, and hard returns (created when you press the Enter key), will now be visually displayed on your page. For example: A document that was created with numerous tabs could be quite difficult to edit if you needed to delete all the tabs. However, if you display your non-printing characters, you will be able to quickly see where all the tabs exist. The tab symbol will appear as an arrow pointing to the right, INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_tabarrow.gif” \* MERGEFORMATINET . Place the insertion point to the right of the tab symbol and press the Backspace key to quickly delete these tabs.
To Reveal Formatting Marks:
Click the Show/Hide button on the Standard Toolbar.
OR
Select the Reveal Formatting Menu from the Task Pane.
Check the Show all formatting marks checkbox at the bottom of the Menu under Options.
When you select the Show/Hide button, codes for paragraph marks INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_para_symbol.gif” \* MERGEFORMATINET , tabs INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_tabarrow.gif” \* MERGEFORMATINET , and spaces . are visible in your document. If you prefer to display non-printing characters when formatting your document, these symbols will not appear in your printed document.
Lesson 17: Text Boxes
By the end of the lesson, students should be able to:
Create a text box
Move and Resize a Text Box
Create a Text Box
Placing text inside of a Text Box helps focus the reader’s eye on the page content. Newsletters, flyers, reports, announcements, school projects, or other types of publications, often use Word’s text box feature.Text boxes can be formatted with shadings, color, borders, and graphics, making for an impressive display of your Word skills.
To Create a Text Box:
Click Insert on the Menu Bar.
Select Text Box from the menu list.
The mouse pointer becomes a INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_crosshair.gif” \* MERGEFORMATINET crosshair and a drawing canvas appears.
Place your insertion point where you want your text box.
Left click and drag the text box until it is the appropriate size. Release the left mouse button when ready.
The text box will by default contain a white background color and a thin black border.
Note: When you create a text box in Word 2003, the drawing canvas appears by default. The canvas helps you arrange and resize the objects you are working with.
To Insert Text into the Text Box:
Click once inside the text box.
The box is selected and a blinking insertion point appears inside the box.
Begin typing.
Format text (change font, font size, style, etc) in the usual manner. (Select text first, make changes later.)
Moving and Resizing Text Boxes
To Resize a Text Box:
Click once on one of the box’s borders. The box is now highlighted.
Sizing handles (small circles) appear. Hover the mouse pointer over any of the sizing handles (small circles) until it turns into a diagonally pointing arrow.
Click and drag the sizing handle until the box is the desired size.
To Move a Text Box:
Click once on the text box’s border.
Hover your mouse pointer over the border until it becomes a crosshair with arrows.
Using this crosshair, click and drag the box until it is in the desired location.
The Format Text Dialog Box
As mentioned earlier, the default for the text box in Word is a white background with a thin, black border. Using the Format Text Box dialog box, you can choose different fill colors and lines, size, layout, and textbox.
To Use the Format Text Box Dialog Box:
Double click on a text box border. The Format Text Box dialog box appears.
OR
Right-click on the text box border and select Format Text Box. The Format Text Box dialog box appears.
You can access the Text box feature from the Drawing toolbar.
Click View on the Menu Bar.
Select Toolbar and then Drawing from the cascading menu. The Drawing toolbar appears at the bottom of your document.
Click the Text box button INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_textbox_but.gif” \* MERGEFORMATINET . Don’t confuse this button with the Rectangle button. You cannot insert text using the Rectangle button.
The Text Box Dialog Box offers you several tabs to choose from:
Color and Lines: Fill text box with color, define the border colors, styles and weight
Size: Define a specific size
Layout: Text wrap and alignment
Textbox: Internal margins
Lesson 18: Working with Columns
By the end of this lesson, learners should be able to:
Change Column Structure
Working with Columns
Displaying information in columns gives the writer more options for displaying different types of information on a page while remaining easy for the viewer to read. Certain kinds of information are best displayed using columns. Newspaper, newsletters, flyers, reports, announcements, school projects, or other types of publications, often use Word’s column feature.Working with columns can be challenging, but with practice, you’ll have columns mastered in no time. An approach we will first try will be to enter text into a single column and then convert it into multiple columns.
Create Columns Using the Columns Button:
Switch to Print Layout View
To make equal columns, move the insertion point to the end of the text and insert a continuous section break by choosing Insert INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_arrow.gif” \* MERGEFORMATINET Break INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_arrow.gif” \* MERGEFORMATINET Continuous.
Select the text you want to change to columns.
Click the Columns Button on the Standard Toolbar.
The Columns Button will expand to give you four column options:
Choose one of the options to format your text into columns.
You can adjust the spacing and alignment of the columns by using the ruler. Drag the Right Margin, Left Margin and Right Indent using your mouse until the columns appear the way you want.
To Enter a Title that Spans a Column:
Enter the title at the beginning of the first column.
Select the title.
Click the Columns button on the Standard toolbar, and drag to select number of columns.
Creating Columns Using the Columns Dialog Box
Using the Column Dialog Box versus the Columns Button will give you much more control and precision over your column structure. The Columns Dialog Box will also give you a few more column options, including Left and Right columns as well as the ability to create up to eight columns per page.
Using the Column Dialog Box:
Switch to Print Layout View.
To make equal columns, move the insertion point to the end of the text and insert a continuous section break by choosing Insert Break Continuous.
Select the text you want to change to columns.
Click Format on the Menu Bar.
Select Columns from the menu list. The Columns Dialog Box appears.
The Column Dialog Box gives you the following options:
Presets - Click a box to choose a preset number of columns
Number of Columns - Use the up and down arrow keys to select between one and eight columns
Line Between -Places lines between your columns
Width and Spacing - Offers features that allow you to specify an exact number for the height and width of your columns, as well as the spacing between your columns.
Equal Column Width - Check this checkbox if you want columns to be the same width
Apply to: - Allows you to create columns out of the selected text, the selected section, this point forward, or the entire document
Select your options and Click OK.
To Move Text into the Next Column:
Move the insertion point in front of the text you want to move.
Choose Format INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_arrow.gif” \* MERGEFORMATINET Columns. The Columns dialog box opens.
Choose “From this point forward” in the Apply to: control.
Click the Start New Column check box to move the text to the next column.
Lesson 19: Working with Tables
By the end of this lesson, learners should be able to:
Construct Tables
Enter Text and Numbers into Tables
Working with Tables
Tables allow large amounts of text and/or numbers to be presented in an organized and easy to read fashion. Student roll books, sport statistics, address books, math formulas, menus and many other documents often incorporate tables to share information. Similar to columns, Tables can be challenging at first. Word has created an entire menu to help assist you in creating your first Table. A few important terms to know before you begin creating tables are: Row - A row runs horizontal in a table and is divided by borders.Borders - Separating lines in the table.Column - A column runs perpendicular in a table and is divided by borders.Cell - A cell is the box that is created when your rows and your columns intersect each other. The cell contains your data or information.
Creating Tables Using the Insert Table Dialog Box:
Click Table on the Menu Bar.
Select Insert and then Table from the cascading menu. The Insert Table dialog box appears.
Determine the number of columns and rows you need in your table. You can add more later, but save yourself some work. You can always add rows by pressing Tab at the end of a row.
To create a table as wide as your page, leave the Fixed Column Width setting on Auto.
Click OK. A table is inserted into your document.
Another automated way to create a quick table is by using the Insert Table Button on the Standard toolbar.
Creating Tables Using the Insert Table Button:
Click the Insert Table Button INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_table_but.gif” \* MERGEFORMATINET .
Now, drag the number of columns and rows you want in your table.
Custom-Made Tables
The Insert Table Dialog Box and Insert Table button offer a quick solution to making tables. If you would like to custom create your table by drawing it yourself, you can use the Draw Table button.
Creating Tables Using the Draw Tables Button:
Open the Tables and Borders toolbar by clicking View on the Menu Bar, Select Toolbars and then Tables and Borders from the Cascading Menu. The Tables and Borders toolbar will appear.
Click the Draw Tables button on the Tables and Borders toolbar. The mouse pointer turns into a pencil.
Drag the pencil to create a rectangle about the size of the table you want.
Release the mouse button. The border of the table appears in your document.
Use the pencil again to draw in column and row borders.
Click the Draw Table button again to change the pencil back into an I-beam.
If you make a mistake while drawing your table, you can erase both rows and columns by using the Eraser on the Tables and Borders toolbar. Once you select the Eraser, the pointer will change to resemble the Eraser Button. INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_eraser.gif” \* MERGEFORMATINET Drag the Eraser over parts of the table you wish to erase. When you are finished erasing, click the Eraser button again to put the Eraser away.
Entering Text
Click inside any table cell to begin entering text or numbers.
Moving Around in a Table:
Use the Tab key or right arrow key to move right.
Use Shift + Tab or the left arrow key to move left.
The up and down arrow keys will move the insertion point above or below its current location.
Selecting Text in Tables:
A cell: triple click inside cell.A row: Move mouse to left of margins, point to the row, and click.Multiple rows: Select the first row, click and drag the number of rows desired.A column: Move the mouse above the column. It turns into a downward pointing arrow. Click once.Multiple columns: Select the first column, click and drag the number of columns desired.Entire Table: Choose Table and Select Table from the menu bar.
Lesson 20: Edit Tables
By the end of this lesson, learners should be able to:
Edit Tables
Editing Tables
Once you have created your table, you may find that you need to format text within your table, insert or delete rows and columns, or perhaps just change the appearance of your table so that it is more visually appealing.Formatting Text in TablesFortunately, whatever you do to format text in a paragraph (make it bold green, for example), you can do to text in a table cell. Formatting text within a table can be accomplished through a variety of means, including the Formatting menu, the Tables and Borders toolbar, the Task Pane and keyboard shortcuts.Rotating Text in TablesMany advertisements, for sale signs, menus, and other creative documents use Word’s text direction feature to change typical horizontal text to eye-catching vertical text. You can rotate text so it runs vertically, facing either the right or the left.
To Rotate Text in a Table Cell:
Select the cell(s) you want to rotate.
Click the Change Text Direction button INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wd03/wd03_textdirection.gif” \* MERGEFORMATINET : on the Tables and Borders toolbar.
Clicking the Change Text Direction button once turns text to the vertically left, the second click turns text to vertically right, and the third click will bring your text back to a horizontal position.
INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_check.gif” \* MERGEFORMATINET The insertion point rotates when entering vertical text, but editing vertical text is really no different than editing horizontal text.
Inserting and Deleting Columns and Rows
Estimating how many rows and columns you will need in a table is not always easy. Therefore, it is important to know how to insert and delete rows and columns in your existing table.
To Add Rows to Your Table:
Move the insertion point to the last cell in the table and press Tab.
To Insert Rows in the Middle of the Table:
Place the insertion point anywhere in the table.
Choose Table INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_tabarrow.gif” \* MERGEFORMATINET Insert INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_tabarrow.gif” \* MERGEFORMATINET Rows above OR Rows below.
To Delete Rows:
Select the row(s) you want to delete.
Choose Table INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_tabarrow.gif” \* MERGEFORMATINET Delete INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_tabarrow.gif” \* MERGEFORMATINET Rows.
OR
Right-click and choose Table INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_tabarrow.gif” \* MERGEFORMATINET Delete INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_tabarrow.gif” \* MERGEFORMATINET Rows from the shortcut menu.
To Delete Single Table Cell:
Place the insertion point inside the cell you wish to delete.
Choose Table INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_tabarrow.gif” \* MERGEFORMATINET Delete INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_tabarrow.gif” \* MERGEFORMATINET Cells from the menu bar. The Delete Cells dialog box appears.
Click Shift cells left, Shift cells up, Delete entire row, or Delete entire column.
To Insert a Column:
Position the mouse pointer where you want to column to be located.
Choose Table INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_tabarrow.gif” \* MERGEFORMATINET Insert INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_tabarrow.gif” \* MERGEFORMATINET Insert Columns to the Right or Insert Columns to the Left.
Resizing Tables
You may need to adjust the size of columns, rows, and cells.
To Adjust Columns, Rows, and Cell Size:
Hover the insertion point over any line in your table that borders the area you want to change.
The insertion point changes to a double-headed arrow.
Drag the border either left or right OR up and down.
INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_check.gif” \* MERGEFORMATINET To automatically adjust the size, select the entire Table and then choose Table INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_tabarrow.gif” \* MERGEFORMATINET AutoFit INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_tabarrow.gif” \* MERGEFORMATINET AutoFit to Contents.AutoFormatJust as Word offers document templates for memos, faxes, reports and other items; Word also offers templates for Tables.
To use AutoFormat:
Create your table.
Click anywhere in the table and choose Table and then Table AutoFormat. The Table AutoFormat dialog box appears.
Scroll through the Table Styles until you find a table you like. You can preview the Table Style in the Preview Box.
Check and uncheck the options in the Apply special Formats to: sections to slightly change parts of your table. Check out your changes using the Preview box.
Click the New button to customize your own Table Style.
Click the Modify button to change parts of an existing Table Style.
Click OK.
Adding Borders
Many of the tables in the AutoFormat Dialog Box use unique borders and shading options. To add these special features to your own table, you can use the Tables and Borders toolbar.
To Change Line Style or Line Weight on an Existing Table:
Click the drop down arrows (next to the buttons) to view and select from the list of choices.
The mouse pointer turns into a pencil INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_pencil_icon.gif” \* MERGEFORMATINET
Trace the line(s) you want to change.
Click anywhere outside the table to change to pencil back into the I-beam.
To Change the Border Color on an Existing Table:
Click the drop down arrow next to the Border Color button. A color menu appears.
Select a color. The I-beam becomes the pencil.
Using the pencil, trace the border(s) that you want to color.
To Apply a Border:
Select the Line Style, Line Weight, and Border Color you would like.
Select the cells you want bordered.
Click the Outside Border button drop down menu and choose the location of your border.
Add Shading
To Apply Shading:
Select or place the insertion point inside the cell(s) you want shaded.
Click the Shading Color button drop down arrow. A shading color menu appears.
Click on a color. Your cell(s) are automatically shaded.
Lesson 22: Working with Pictures
By the end of this lesson, learners should be able to:
Insert Pictures
Edit Pictures
Inserting Clip Art
Word comes bundled with hundreds of Clip Art images that are copyright free and available for your personal use. The clip art images that are available through Word cover many different categories and can really help enhance your pages. If you have never inserted clip art before, Word will ask if you would like to catalog all of the available resources (clip art, sound and video files) on your computer. It is a good idea to go ahead and catalog all of these free resources.
To Insert Clip Art:
Place the insertion point where you want to insert the clip.
Click Insert on the Menu Bar.
Select Picture and then Clip Art from the cascading menu. The Insert Clip Art menu opens on the Task Pane.
Type a keyword in the Search Text: field.
Click Search.
AND
Specify your search by using the Other Search Options.
Search in: - specifies where Word will search for clip art. As long as the check box for Everywhere is checked, Word will search through All Collections.
Results should be: - specified what type of file Word will search for (video, audio, photographs, clip art). As long as the check box for All Media Types is checked, Word will search through All Media Files.
Double-click the clip art or picture to add to the document.
INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_check.gif” \* MERGEFORMATINET To change your Search For text: Click the Modify button below the clip art results INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wdXP/wdXP_modify.gif” \* MERGEFORMATINET INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_check.gif” \* MERGEFORMATINET To preview video and sound clips, click the appropriate tab and click the Play button to preview the file.
To Delete a Picture:
Select the image (click on it).
Press the delete key on your keyboard.
Inserting Pictures from your Computer
A picture doesn’t have to be in the Clip Gallery in order for you to insert it into your document. The Clip Gallery is just an easy place to store clips you want to use again and again.
To Insert a Picture that is NOT in the Clip Gallery:
Click Insert from the Menu Bar.
Select Picture and From File from the cascading menu. The Insert Picture dialog box opens.
Locate and select the file to insert the selected picture into your document.
Moving Clips
Once you have inserted a graphic into your document you can re-position the graphic until it is in the appropriate location. By default, when a picture is imported into Word, it is aligned to the left margin. However, just as you would text, you can change the alignment so the graphic is right-aligned or centered. You can also drag the image anywhere on the page.
To Move a Clip:
Select the clip.
Use your mouse to drag a selected clip to any position on the page.
The I-beam turns into a white pointer with a little box under it as you move the picture.
OR
Use the Alignment buttons on the Formatting toolbar.
Sizing Handles
You have two options when sizing your graphics. If it is important to maintain proportions, which will prevent the image from looking skewed, then you should use the corner handles to re-size the image. If you do not need to maintain the graphic’s proportions, you can use the top, bottom or side handles.
Changing Size While Maintaining Proportions:
Click the image you want to re-size.
Place the cursor over one of the corner handles. The cursor will change into a double-headed arrow.
Drag the handles until the image is the size you need.
INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_check.gif” \* MERGEFORMATINET To keep the center of an object in the same place, hold down the CTRL key while dragging the mouse.
Changing Size While Not Maintaining Proportions:
If any of the middle handles are dragged (top, bottom, right, or left handles), only the height and width changes, thus changing the proportion, or scale, of the picture.
INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_check.gif” \* MERGEFORMATINET Be careful; using only the sizing handle can make your pictures blurry and distorted.
Changing the Appearance of your Pictures
Sometimes you may need to not only adjust the sizing of your pictures, but you may notice the picture is too dark or too bright for your liking. You can adjust your picture using the Picture toolbar.
To use the Picture Toolbar:
Right-click the picture.
Choose Show Picture Toolbar from the shortcut menu.
INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_check.gif” \* MERGEFORMATINET Crop, Recolor Object, and Set Transparent Color buttons are used with areas of the picture. All other buttons affect the entire picture.
Name of Button:Use it to: INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wd03/wd03_insertpicfromfile.gif” \* MERGEFORMATINET Insert Picture from FileInsert another picture INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wd03/wd03_color.gif” \* MERGEFORMATINET ColorAutomatic, Grayscale, Black & White, or Watermark INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wd03/wd03_morecontrast.gif” \* MERGEFORMATINET More ContrastIncrease color intensity INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wd03/wd03_lesscontrast.gif” \* MERGEFORMATINET Less ContrastDecrease color intensity INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wd03/wd03_morebright.gif” \* MERGEFORMATINET More BrightnessAdd white to lighten all colors INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wd03/wd03_lessbright.gif” \* MERGEFORMATINET Less BrightnessAdd black to darken the color INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wd03/wd03_cropimage.gif” \* MERGEFORMATINET CropCut the sides of an image INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wd03/wd03_rotateleft.gif” \* MERGEFORMATINET Rotate LeftEach click turns the image by 90 degrees to the left INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wd03/wd03_linestyle.gif” \* MERGEFORMATINET Line StyleCustomize the border of an image INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wd03/wd03_compresspics.gif” \* MERGEFORMATINET Compress PicturesChanges the Resolution of your image INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wd03/wd03_textwrap.gif” \* MERGEFORMATINET Text WrapSet how text wraps around the image INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wd03/wd03_formatpic.gif” \* MERGEFORMATINET Format PictureDisplays the Format Picture Dialog Box INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wd03/wd03_settrans.gif” \* MERGEFORMATINET Set Transparant ColorUse eyedropper to make areas of the picture transparent (mainly for web graphics) INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/wd03/wd03_resetpic.gif” \* MERGEFORMATINET Reset PictureReturn picture to original format
Lesson 23: Creating and Modifying Diagrams and Charts
By the end of this module, learners should be able to:
Insert a diagram or chart into a Word document
Modify a diagram or chart
Creating and Modifying Diagrams and Charts
Word allows you to create basic diagrams using the templates in the Diagram Gallery. The six diagram types are: Organization Chart, Cycle Diagram, Radial Diagram, Pyramid Diagram, Venn Diagram, and a Target Diagram. A description of each type of diagram is included in the Diagram Gallery to help you decide which template will best meet your needs.
To Insert a Diagram From the Diagram Gallery:
Select Insert INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_action.gif” \* MERGEFORMATINET Diagram from the main menu.
Select a diagram.
Click OK. The diagram will appear in your Word document.
To Modify a Diagram:
Since each diagram is completely different, the modifications you can make will differ depending on the diagram you insert. However, the tools you use to modify the diagrams are the same.You can:
Right-click any shape or text box within the diagram to modify or delete it. The menu will change depending on the item you select.OR
Modify the diagram using the Diagram Toolbar. The drop-down menus on the Diagram Toolbar will differ depending on the type of diagram you choose.
To Insert a Chart:
Select Insert from the main menu.
Select Picture INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_action.gif” \* MERGEFORMATINET Chart from the cascading menu. A chart and datasheet will appear in your document.
Delete the existing data in the datasheet.
Enter your own data in the datasheet.
Close the datasheet. All of your changes will appear in the chart.
Save and close the document.
Lesson 24: Inserting Hyperlinks
By the end of this module, learners should be able to:
Insert a hyperlink into a Word document
Insert a Hyperlink
You can insert hyperlinks to websites or documents within your Word document.
To Insert a Hyperlink:
Select Insert INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_action.gif” \* MERGEFORMATINET Hyperlink from the main menu. The Insert Hyperlink dialog box will appear.
Enter the text you wish to display as your link in the Text to display: field.
Enter the web address in the Address: field.
Click OK
Lesson 25: Using AutoText
By the end of this module, learners should be able to:
Use AutoText features to insert commonly used words into a Word document
Add new words and phrases to the AutoText list
Using AutoText
AutoText is a feature that recognizes commonly used words and phrases as you type them. The AutoText feature can save you a great deal of time.
To Insert a Word Recommended by AutoText:
Type text into your document. If AutoText recognizes a word or phrase, a suggestion box will hover over the word.
Press Enter to accept the AutoText suggestion.
To Insert Predefined Text from the AutoText List:
Select Insert INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_action.gif” \* MERGEFORMATINET AutoText from the main menu.
Choose the text you wish to insert from the predefined list of words and phrases.
To Insert a New Word or Phrase into the AutoText list:
Select Insert from the main menu.
Select AutoText INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_action.gif” \* MERGEFORMATINET AutoText… from the cascading menu. The AutoCorrect dialog box will appear.
Select the AutoText tab.
Enter the word or phrase in the Enter AutoText entries here: field.
Click Add.
Click OK.
Lesson 26: Printing Envelopes
By the end of this module, learners should be able to:
Print envelopes
Printing Envelopes
To Address and Print Envelopes:
Select Tools from the main menu.
Select Letters and Mailings INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_action.gif” \* MERGEFORMATINET Envelopes and Labels from the cascading menu. The Envelopes and Labels dialog box will appear.
Enter the Delivery Address. This will appear automatically if you are working with a letter at the same time.
Enter the Return Address.
Click Options to set the envelope and printing options. The Envelope Options dialog box will appear.
Click the Envelope Options tab.
Make any changes to the envelope size or font.
Click the Printing Options tab.
Choose the correct feed method for your printer.
Click OK.
Click Add to Document if you are working with a letter. This will display a version of the completed envelope.
OR
Click Print to just print the envelope.
Lesson 27: Printing Labels
By the end of this module, learners should be able to:
Format mailing labels
Select the correct mailing label product
Print a full sheet of mailing labels
Print a single mailing label
Printing Labels
Word allows you to print a single mailing label or a full sheet of mailing labels.
To Print Mailing Labels:
Select Tools from the main menu.
Select Letters and Mailings INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_action.gif” \* MERGEFORMATINET Envelopes and Labels from the cascading menu. The Envelopes and Labels dialog box will appear.
Select the Labels tab.
Enter the address in the Address: field.
Select Full Page of same label or Single label.
Click Options. The Labels Options dialog box will appear.
Select the product number for the labels you are using.
Select the printing tray.
Click OK.
Click New Document to view the labels in a new document.
OR
Click Print to just print the labels.
Lesson 28: Tracking Changes
By the end of this module, learners should be able to:
Insert corrections or make changes to a document
Tracking Changes
The Track Changes feature of Word allows multiple people to work on a document, and for suggested changes to be tracked.
To Track Changes to a Document:
Select Tools INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_action.gif” \* MERGEFORMATINET Track Changes from the main menu. The Track Changes feature will be active.
Change the document formatting or edit the text. Notice how the changes are documented on the screen. Lesson 29: Accepting and Rejecting Changes INCLUDEPICTURE “http://www.gcflearnfree.org/computer/@siteGraphics/video_icon.gif” \* MERGEFORMATINET
By the end of this module, learners should be able to:
Use the Previous and Next buttons to review changes
Use the Accept Change button
Use the Reject Change button
Accepting and Rejecting Changes
When you receive a Word document that has been edited using the Track Changes feature, you will need to decide whether you want to accept or reject each of the changes.
To Accept of Reject Changes:
Select View from the main menu.
Select Toolbars INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_action.gif” \* MERGEFORMATINET Reviewing. The Reviewing Toolbar will appear.
Position your cursor next to the first proposed change.
Click the Accept Change or Reject Change button.
Use the Next and Previous buttons to navigate through each proposed change. Choose to accept or reject each change.
Lesson 30: Inserting Comments
By the end of this module, learners should be able to:
Insert comments into a Word document
Inserting Comments
Microsoft Word provides several tools for document collaboration. One of these features allows you to insert comments into a document and provide suggestions to the document’s author without changing the original text.
To Insert a Comment:
Position your cursor next to the word where you would like to insert a comment.
Select Insert INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_action.gif” \* MERGEFORMATINET Comment from the main menu. The Reviewing toolbar will appear at the top of the page and a comment balloon will appear in the margin.
Type your comment in the balloon.
Click outside the balloon. Lesson 31: Viewing and Editing Comments
By the end of this module, learners should be able to:
View comments inserted by another person
Edit comments inserted by another person
Viewing and Editing Comments
Word provides you with several document collaboration tools. One of these tools allows a person to insert comments into a document, and a different person to view and edit those comments.
To View and Edit Comments:
Select View INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_action.gif” \* MERGEFORMATINET Markup from the main menu.
View the comments in each comment balloon and decide whether to modify the document based on the comment.
Right-click each comment balloon after reviewing the comment.
Select Delete Comment.
Click the Next Tool on the Reviewing Toolbar to move to the next comment in the document.
Lesson 32: Comparing and Merging Documents
By the end of this module, learners should be able to:
Compare two Word documents
Merge two documents into one document
View suggested changes in the new, merged document
Compare and Merge Feature
The Compare and Merge feature of Microsoft Word allows you to compare two documents and merge them into one document.
To Compare and Merge Two Documents:
Open one of the files you would like to compare and merge.
Select Tools INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_action.gif” \* MERGEFORMATINET Compare and Merge Documents… from the main menu. The Compare and Merge Documents dialog box will appear.
Select the document you wish to work with.
Click the drop-down arrow on the Merge button.
Select Merge into current document to merge the two documents you selected into one document.
Use the Reviewing toolbar to either accept or reject each proposed change.
Lesson 33: Creating New Documents Using Templates
By the end of this module, learners should be able to:
Create new documents using the templates feature
Creating New Documents Using the Templates Feature
Microsoft Word provides several ways to create a new document. You can start with a new, blank document or you can use a predefined template. A template is a sample document, or pattern, that you can personalize.
To Use a Template:
Select File INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_action.gif” \* MERGEFORMATINET New from the main menu. The New Document task pane will appear.
Look in the Templates section of the New Document task pane. You can access templates from three locations:
Templates on Office Online
On my computer
On my websites
Select On my computer to view templates that are preloaded on your computer.
Click one of the eight category tabs:
General
Legal Pleadings
Letters & Faxes
Mail Merge
Memos
Other Documents
Publications
Reports
Select one of the templates to view it in the Preview section.
Click OK. The template will appear in your Word window.
Insert your text into the template.
Save and close the document.
Lesson 34: Using Mail Merge
By the end of this module, learners should be able to:
Use Mail Merge to create a data source
Use Mail Merge to create a form letter
Use the Mail Merge wizard to explore other opportunities for labels, envelopes, etc.
Using Mail Merge
To Use Mail Merge:
Select Tools on the main menu.
Select Letters and Mailings INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_action.gif” \* MERGEFORMATINET Mail Merge.
The Mail Merge task pane appears and will guide you through the six main steps to complete a mail merge. You will have many decisions to make during the process. The following is an example of how to create a form letter and merge the letter with a data list.
Steps 1-3
Choose the type of document you wish to create. In this example, select Letters.
Click Next:Starting document to move to Step 2.
Select Use the current document.
Click Next:Select recipients to move to Step 3.
Select the Type a new list button.
Click Create to create a data source. The New Address List dialog box appears.
To Edit the New Address List:
Click Customize in the dialog box. The Customize Address List dialog box appears.
Select a field and click Delete.
Click Yes to confirm that you wish to delete the field.
Continue to delete any unnecessary fields.
Click Rename. The Rename Field dialog box appears.
Enter the new name you would like to give the field in the To: field.
Continue to rename any fields necessary.
Click OK to close the Customize Address List dialog box.
Enter the necessary data in the New Address List dialog box.
Click New Entry to enter another record.
Click Close when you have entered all your data records.
Enter the file name you wish to save the data list as.
Choose the location you wish to save the file.
Click Save. The Mail Merge Recipients dialog box appears and displays all the data records in the list.
Confirm the data list is correct and click OK.
Click Next:Write your letter to move to Step 4.
Steps 4-6
Write a letter in the current Word document. Stop writing when you reach a place in the letter where you wish to enter a field from your data record.
To Insert Data from the Data List:
Click the Insert Merge Fields button. The Insert Merge fields dialog box appears.
Select the field you would like to insert in the document.
Click Insert. Notice that a placeholder appears where information from the data record will eventually appear.
Repeat these steps each time you need to enter information from your data record.
Click Next: Preview your letters in the task pane once you have completed your letter.
Preview the letters to make sure the information from the data record appears correctly in the letter.
Click Next: Complete the merge.
Click Print to print the letters.
Click All.
Click OK in the Merge to Printer dialog box.
Click OK to send the letters to the printer.
INCLUDEPICTURE “http://www.gcflearnfree.org/graphics/lessons/com_lesson_arrow.gif” \* MERGEFORMATINET The Mail Merge wizard allows you to complete the mail merge process in a variety of ways. The best way to learn how to use the different functions in Mail Merge is to try to develop several of the different documents — letters, labels, envelopes — using the different types of data sources.
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