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Microsoft Word: |
Tips & Shortcuts
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Helps for Microsoft Word: (Part Two)The View MenuYou can view your documents a number of ways in Microsoft Word. The following will apply to recent versions and to some degree to older versions of Word. When you open Word, you will see the Menu Bar at the top of the window. Select the View menu item (mouse click or press Alt key, then the underlined letter on the desired menu. If you do not select an item on the menu, the Esc key will close the menu and return your cursor to your workspace.). You will get a drop-down menu with a number of options. The first four of these provide different views of the document itself.Normal. This is the view you have when you first open Windows, unless the default view has been changed. You will use this view for most of your writing and editing, unless you do specialized work. In the Normal view, the window in your "sheet of paper" on which to write. You do not see the page boundaries, headers, footers, backgrounds, pictures or drawing objects. If you choose another way to view your documenmt, you can return to normal view by going to the View menu and selecting "Normal." Web Layout. You will want to use this view when working on a web page or when preparing a document for viewing on the screen. You will be able to see the backgrounds. Graphics are placed just like they are in a web browser, such as Internet Explorer. The text is wrapped to fit the window. Print Layout. With this view you will be able to see how text, graphics, and other elements (such as headers and footers) will be positioned on the printed page. This view is helpful for adjusting margins and columns, editing headers and footers and repositioning drawing objects. Outline. With this view you can look at the structure of the document. You can move, copy and reorganize text by dragging headings. You will be able to collapse your document to see only the main headings or expand it to see all of the headings and body text. Two other views are not found on the View menu, but instead are available from the File menu. They are Web Page Preview and Print Preview. Web Page Preview. This view, on the File menu, allows you to see how your document will look in a web browser. Microsoft Word saves a copy of your document and opens it in your default web browser. If the browser is not running, Word starts it automatically. You can return to your document in Word at any time. Print Preview. In Print Preview, accessed from the File menu, you can display one page or several pages of your document in a reduced size. You will be able to see page breaks, hidden text, and watermarks. You can do editing or formatting changes before printing. Toolbars. From the View menu you can change the look and features of the entire open window. Select Toolbars and you have the option to add various shortcut icons on the toolbar or remove them from view. For instance, if you are working with drawing objects, you may want to add the set of drawing icons to make the available options easier to work with. Or, you can add a ruler to help in positioning items. Document Map. The Document Map is convenient when working back and forth within a document. Open a file in Word that has headings. Without your telling Word, it will find the headings and list them on the left side of the screen. You can then click a heading with your mouse and will be immediately taken to that point in your document. A real time-saver when editing large documents. To restore the window to your previous view, just click on Document Map again. It is a toggle. Header and Footer. This item on the View menu will facilitate adding headers and footers to your work, such as ashortened version of the title to appear at the top of each page, page numbers at the top or bottom wherever you wish or other information. A header or footer can keep trach of the pages and automatically adjust, perhaps the format of "Page 20 of 52" or others you may choose. The print view will show your headers and footers. Zoom is another of the View menu options you might find helpful. You can zoom in or out to get a close-up inspection or overall view. We didn't get past the View menu this time. Next month we will start with the Insert menu. Following are some other tips and shortcuts of a general nature. Helps for Microsoft Word: (Part Three)The Insert MenuLet's consider a few of the items on the Insert Menu that you may find helpful. These instructions work with Microsoft Word 2000. This may vary with other versions of Word.Break. This menu item allows you to fine tune the layout of a document by inserting manual line, column or text-wrapping breaks. It also allows you to insert section breaks. Let's take a look at section breaks. These can be helpful if you wish to change the layout of various sections of your document. For instance you may want to format one section with a single column to introduce a topic, then format the next section with two columns for the main content. Microsoft Help lists other formats that can be set for sections, such as margins, paper size or orientation, paper source for a printer, page borders, vertical alignment, headers and footers, columns, page numbering, line numbering and footnotes and endnotes. If you delete a section break, the formatting will change to match that of the next section break. You can insert a section break that ends one section and starts a new one on the same page, the next page or the next even or odd numbered page. To create a section break on the same page, let's say, after an introduction, just select "Break" on the insert menu, then select "continuous" on the submenu that appears. Click OK. Now go to the File menu and select "Page Setup" to format the next section. In the "Apply to:" field select "this section" or "From this point forward." You may go to the Format menu and select "columns," if you want more than one column. Page Numbers. This option allows you to have Word automatically number your page at top or bottom, on the left or right. When you select it, a dialog box appears. On the Page Number dialog box, click on the "Format" button to choose a format for your numbers. You can check the "Include chapter number" box and receive additional options. You can tell Word to start the numbering at the beginning of a section or at any other point. For instance you may have some pages numbered like i, ii, iii, iv, etc. before Chapter One that you wish to begin with the page number 1. You can tell Word to begin page 1 following page iv. Date and Time. You can select this item to insert the current date and/or time in any of a number of formats. If you check the "Update automatically" box, when you later retrieve the document it will have the new current date. This can be helpful in documents such as form letters or forms to be filled out. AutoText. With this item you can quickly insert common text items such as the closing of a letter (several options), mailing instructions, your signature (name) picked up from the system, etc. You can add to and remove from the listed items by selecting "AutoText" on the AutoText sub-menu. Field. With the Field option, you can establish a field for Word to automatically enter selected information. This is useful for drawing information from a database or perhaps generating a table of contents or index for your document. If you do not understand an item in the dialog box that appears, just right-click on it, then left-click on the "What's this?" button. You will receive a full explanation of the terms or codes you selected. Also, the Help menu's Index tab will allow you to search on keywords and learn how to do any of the processes. Symbol. Have you ever wanted to insert a check mark, funny face, copyright mark, Greek letter, or perhaps a little airplane or other symbol or special character in your document? You can. Just select "Symbols" on the Insert menu. A chart will appear. It has two tabs. One is named "Symbols" and the other is named "Special Characters." You will be given the opportunity to create a shortcut key to the chart, in case you use it often. You will also see shortcuts to some of the popular symbols so that you will not have to go to the chart each time. In the "Font:" field on the "Symbols" page you can select from all the fonts on your computer, and get a variety of symbols. Windows includes fonts called "Webdings" and "Wingdings" that are filled with pictures. You may also have other fonts like that. If so, these will be available. Just place your insertion point (the little vertical line that shows where the next letter will go) where you want the symbol to be inserted, select the symbol on the chart (click on it). Then click on "Insert." That's all there is to it. The Special Characters chart works the same way. Comment. You can enter a comment that is not a part of the printed document but it will be available each time the document is retrieved on the computer. This can be helpful in editing or, if more than on person is working on the document, to communicate thoughts or instructions. The comments can be typed using the keyboard or they can be audible comments by using the computer microphone, or both. The penned comments feature is only for pen-equipped computers. If you highlight text about which you are commenting, that text will be highlighted in a color along with your comment box. You can also make your comments at the end of a typed portion without highlighting text. Here's How to add a comment. (1) Select a text portion or click at the end of text. (2) Go to the Insert menu and click on "Comment." (3) Type your comment in the pane that will appear at the bottom of the screen. (4) Click "Close" to close the comment pane. A little colored box will be inserted at the place of your comment. It will have your initials in it (picked up from the system) and each comment will be numbered. My computer has my name (Donald Brown) in the system, so my comments will be numbered DB1, DB2, etc. If other people work on the document on separate computers, each person's comments will be in a different color. Now, when you pass your mouse pointer over the colored comment marker, a box will appear with the comments in it. Neither the comments nor the markers will be printed. Footnote. This item on the Insert menu makes it easy to add footnotes or endnotes to your document. You can have these automatically numbered or you can number them yourself. As you type down to your footnotes you will automatically go to the next page, without having to worry about pushing the footnote forward or needing to skip over it. Endnotes are automatically placed at the end of the document and numbered. If you go back and insert other footnotes or endnotes and have chosen automatic numbering, they will automatically be properly re-numbered. The "Options" button allows you to customize the notes as to placement, format and where to start the numbering. The "Custom mark" radio button and the "Symbol" button allow you to insert symbols, into the notes. When you select the footnote option, your insertion point automatically moves to the footnote or endnote area. Caption. Here you can create a new caption label for a picture or illustration. (1) Select "caption" on the Insert menu. The "Label" button will allow you to choose whether the caption is for a figure, a table or an equation. If none of these fit your need, the "New label" button will allow you to add another label, such as "Picture." Type your caption in the "Caption:" field, following the words "Figure 1" or whatever identifies the label type. They will automatically be numbered. Each label type will have its own numbering. The "Numbering" button will allow you to select the type of numbering as well as other options. Cross-reference. This item lets you create a reference with a hyperlink to an item elsewhere in the document. When the document is online (on your computer monitor), you can simply click on the reference and immediately be taken to the item referred to. The item may be a table, or a chapter heading or other related material. Here's how to create a cross-reference. (1) Type the introductory text to your reference (such as: "For additional information, see . . ."). (2) On the Insert menu, choose "Cross-reference." A Cross-reference dialog box will appear. (3) In the "Reference type" field, select the type of the reference you are referring to. (4) In the "Insert reference to" field, select from the drop-down list the type of information you want inserted into the document. (5) In the "For which numbered item" box, click the item you want to refer to (example: Table 24). (6) In order to be able to jump to the referenced item, put a checkmark in the "Insert as a hyperlink" checkbox. (7) If you check the "Include above/below" checkbox, information about the relative position of the referenced item will be given (such as: "Increase in Computer Usage below" or "Increase in Computer Usage above" - or show a page number.).(8) Click Insert. Note: You can only cross-reference to items in the same document, However, you can combine several documents into a master document and cross-reference among them. Index and Tables. Writing a book or long document and want to create a table of contents and/or index? You can. When you view the document in the "Print Preview" (File menu), the page numbers will show, along with the headings. When you are in the "Web Page Preview," the headings are hyperlinks that allow you to jump to the locations in your document that your headings refer to. You can use any of four methods to build a table of Contents: (1) Built-in heading styles (based on the heading rank, numbered 1-9), (2) Outline-level formats, (3) Custom styles (Use your own formatting for headings), or (4) Embedded headings (perhaps the first few words in a paragraph). These choices will be available so that you can select one. For our purposes here, let's look at creating a table of contents using the built-in heading style. Here's how: (1) As you develop your document, apply the built-in heading styles (heading 1 - heading 9). You can see these styles by clicking "Index and Tables" on the Insert menu. To show more levels in the "Print Preview" pane, just change the number in the "Show levels:" field. You can do this with the down or up arrow or by typing in the number. (2) Click where you want the table of contents to appear in your document. (3) Select "Index and Tables" on the Insert menu and click on the Table of Contents tab. (4) In the two check boxes, indicate that you want to show page numbers (if you do) and to right-align the page numbers. In the "Tab leader" drop-down list, show what type of leader, if any, that you want to connect the heading with the page number. From the "Formats" drop-down list, select a formatting style for the TOC. In the "Show levels" box indicate how many levels of headings you have in your document that you want the TOC to reflect. If you need help on any of the options, right click in the white pane or field and then click on the "What's this?" button. Word inserts a TOC field when you use the "Index and Tables" command on the Insert menu. These codes may affect the pagination of the document, so you may have to update the field again to reflect the correct page numbers. Also, If you add, delete, move or edit headings or text, you should manually update the TOC. Make sure the TOC reflects the revised heading and page number. To update the table of contents, click to the left of the TOC and press F9. When you update the entire TOC, any formatting you added to the finished table is lost. Picture. This Insert menu item allows you to insert a picture into a Word document. If you select the "clipart" option, a window with a gallery of clipart images, sounds and motion clips will appear. You are also given the opportunity (icon at the top) to import clipart from a file or the web to the gallery. The "From file" option lets you import clipart from a file and shows each image as you select it in the folder. Text Box. This option gives you a text box in which you can enter a block of text, perhaps a caption for a picture or illustration, and move it around in your document as you wish. Just select "Text Box" on the Insert menu. Then click your mouse where you want the box to appear. You can change the size of the box by selecting, with the mouse, one of the handles on the sides or corners. When you get the double arrow, just hold the left button down and drag to the size you want. You can also resize after entering text. When you have the four-way arrow, you can drag the text box to anywhere you want it. To select the box, just click on it. You can delete the text, or edit it, or delete the box with whatever is in it. Just select the box frame and press the Delete key. File. With this selection, you are given a browse window to find a file and insert it, similar to opening a file from the file menu, except this one inserts the file, beginning with the file name, into your document at the insertion point you have chosen. Object. To import an object, perhaps a table, into your document, select "Object" on the Insert menu. On the "Create New" tab select the type of object you wish to insert. In the "Result" area under the pane will be a note explaining the selection you are making. Choose the "Create from File" tab if you wish to insert an object from one of your folders. The "Browse" button will let you browse your files to locate the object. When you locate the object just highlight it by clicking in it, then click OK. Bookmark. Here is Microsoft's definition of a bookmark: "A bookmark is an item or location in a document that you identify and name for future reference. You can use bookmarks to quickly jump to a specific location, create cross-references, mark page ranges for index entries, and so on.". To add a bookmark: (1) Select the item (topic heading, significant paragraph you will need to be referring to, etc.) to which you wish to assign a bookmark. (2) On the Insert menu, click "Bookmark." (3) Under "Bookmark name:," type a name. (4) Click "Add." Bookmark names must begin with a letter and can contain numbers. You cannot have spaces in a bookmark name, but you can use the underscore character to separate words - for example, "First_heading." Hyperlink. You can insert hyperlinks that go to other places in the same document, to other documents, to email recipients or to a website. To create a hyperlink that goes to a specific location in another document, do the following: (1) Open the file you wish to go to. (2) Open the file you wish to link from and select the text or object you want to make into a hyperlink. (Example: "A recipe for great chocolate chip cookies is provided by Goode Cooke . . ."). You perhaps would want to make "recipe" or more of the phrase into a hyperlink that, when you click on it, would take you to a copy of the recipe in another document. A picture can also be made into a hyperlink. (3) On the Insert menu, click "Hyperlink." (4) On the Insert Hyperlink dialog box, under "Link to:," click "Existing File or Web Page." (5) Locate and select the document (in the file you opened in step 1), that you wish to link to. (6) Click "Bookmark" and then select the bookmark you want. That concludes our focus on the Insert menu. Next month we will take a look at the Format menu. Understanding the Format menu will take some of the frustration out of working with Word documents. Following are some other tips and shortcuts of a general nature.
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