Getting started
N.B. These notes will be using Office 2013. There are some minor differences between the versions, but the laptop that I have access to uses Office 2010. The computers in the library at Frankston have Windows 8 and Office 2013. Not sure what the computers have in the Cranbourne library, but the Cranbourne students can access A128 or A130, both of which have Office 2013.Word 2013 will be located on your Start page, or as a shortcut on the desktop.
When you start Word, you can create a Blank Document or choose an existing document from the recent list. If your document isn't there, you can browse the drive and folder to locate it.
Microsoft Office 2013 utilises the Microsoft Ribbon (actually all Office applications from version 2007). Above the ribbon, are TABS that will display other tools. The tools that you use regularly will be on the Home TAB. Your cursor will be placed on the document ready for you to start typing.
If your Rulers are not displayed, you can use the View tab to add them. I find the rulers very useful and great for quick page formatting stuff.
Styles and Templates - The basics
Although not compulsory, I strongly recommend that you use styles to format your documents in Word. Styles in Word have a Preview feature, or what I call WYSBYGI (What You See Before You Get IT).The styles are linked to various Templates. When you create a blank document, you are still using a template, although you may not realise it. The standard template is called Blank Document or Normal, depending on your version of Office.
Word comes with a range of templates that can be used to help you create a variety of different documents. Some are installed on your computer with the software and others are available through Microsoft Office Online.
To start a document with a Template, Select File / New
If you don't like the ones that are standard, you can search Microsoft Online to find others.
The selected document will then be loaded into Word.
SO Why use styles?
There are SOOOOO many reasons to use styles and really no reasons not to use them. Many of these will become obvious as we go along, but to start with here are a few:
- Consist formatting within your document
- Easy to change templates
- Navigation
- Table of Contents
- Outline View
Selecting Text
As well as using templates, you can start with a blank document, type in your text, and style it yourself. To format text, you need to first select the text that you want formatted. You can select text using either the mouse or the keyboard.SELECTING TEXT USING THE MOUSE - The Basics
To Select:
Any amount of text - Click where you want to begin the selection, hold down the left mouse button, and then drag the pointer over the text that you want to select.
A word - Double-click anywhere in the word.
A line of text - Move the pointer to the left of the line until it changes to a right-pointing arrow, and then click.
A sentence - Hold down CTRL, and then click anywhere in the sentence.
A paragraph - Triple-click anywhere in the paragraph.
Multiple paragraphs - Move the pointer to the left of the first paragraph until it changes to a right-pointing arrow, and then press and hold down the left mouse button while you drag the pointer up or down.
A large block of text - Click at the start of the selection, scroll to the end of the selection, and then hold down SHIFT while you click where you want the selection to end.
An entire document - Move the pointer to the left of any text until it changes to a right-pointing arrow, and then triple-click.
Headers and footers - In Print Layout view, double-click the dimmed header or footer text. Move the pointer to the left of the header or footer until it changes to a right-pointing arrow, and then click.
Footnotes and endnotes - Click the footnote or endnote text, move the pointer to the left of the text until it changes to a right-pointing arrow, and then click.
A vertical block of text - Hold down ALT while you drag the pointer over the text.
A text box or frame - Move the pointer over the border of the frame or text box until the pointer becomes a four-headed arrow, and then click.
SELECTING TEXT USING THE KEYBOARD - The Basics
One character to the right - Press SHIFT+RIGHT ARROW.
One character to the left - Press SHIFT+LEFT ARROW.
A word from its beginning to its end - Place the insertion point at the beginning of the word, and then press CTRL+SHIFT+RIGHT ARROW.
A word from its end to its beginning - Move the pointer to the end of the word, and then press CTRL+SHIFT+LEFT ARROW.
A line from its beginning to its end - Press HOME, and then press SHIFT+END.
A line from its end to its beginning - Press END, and then press SHIFT+HOME.
One line down - Press END, and then press SHIFT+DOWN ARROW.
One line up - Press HOME, and then press SHIFT+UP ARROW.
A paragraph from its beginning to its end - Move the pointer to the beginning of the paragraph, and then press CTRL+SHIFT+DOWN ARROW.
A paragraph from its end to its beginning - Move the pointer to the end of the paragraph, and then press CTRL+SHIFT+UP ARROW.
A document from its end to its beginning - Move the pointer to the end of the document, and then press CTRL+SHIFT+HOME.
A document from its beginning to its end - Move the pointer to the beginning of the document, and then press CTRL+SHIFT+END.
From the beginning of a window to its end - Move the pointer to the beginning of the window, and then press ALT+CTRL+SHIFT+PAGE DOWN.
The entire document - Press CTRL+A.
A vertical block of text - Press CTRL+SHIFT+F8, and then use the arrow keys. Press ESC to turn off the selection mode.
The nearest character - Press F8 to turn on selection mode, and then press LEFT ARROW or RIGHT ARROW; press ESC to turn off the selection mode.
A word, a sentence, a paragraph, or a document - Press F8 to turn on selection mode, and then press F8 once to select a word, twice to select a sentence, three times to select a paragraph, or four times to select the document. Press ESC to turn off the selection mode.
Formatting Text
Once you have selected text, you can apply a range of different formats. An easy way is by using the formatting Mini Toolbar. The Mini Toolbar appears just above text that has been selected when you hover over it. The Mini Toolbar appears in what I call a ghost format until you move the mouse to it.
The Mini Toolbar allows you to change the Font and Font size, apply bold or italics, change the colour of text and indent text – basic text formatting.
You can also change text formatting by using the Font and Paragraph tools on the Home Ribbon. The Font Tools will only affect the text that is selected. Paragraph formatting, however, will change the whole current paragraph or paragraphs that may be selected.
By clicking the little arrows in the corner of the menu group, you can open the relevant dialogue box.
There is also a special tool called the Format Painter. This tool will pick up all of your formatting options and store them and then allow you to paste the formatting to the next selection of text. This would have to be one of my Favourite tools!!
Table of Contents and Styles
Heading styles are linked with your Table Of Contents. If you are creating a large report and need to have a table of contents that can be easily updated, you should use heading styles throughout your report. It is also an easy way of making sure that your headings and text items are consistently formatted throughout your document.
Example
Within Moodle, you will able to download the 2015 Long Document file so you can do this exercise when you have your work session.Using the long document provided to you, add styles to the document, including different levels of Headings.
DESIGN BRIEF (heading 1)
Project Scope and Design Brief (Heading 2)
Initiation (Heading 3)
Scope planning (heading 3)
Scope definition (Heading 3)
Scope verification (Heading 3)
Scope change control (Heading 3)
The project manager needs to: (Heading 3)
Creating a Multimedia/Web Design Scoping Questionnaire (Heading 2)
Client Experience (Heading 3)
Type of project (Heading 3)
Type of Product (heading 3)
Market sector (Heading 3)
Project Bias (Heading 3)
This is what it should look like
Table of Contents
Table of Contents is in the References TAB of the ribbon.
The Table of Contents button is used to add a Table of Contents to your document.
The Add Text button allows you to add items to your Table of Contents that were not included as Heading styles.
Update Table is used to update a table of contents after changes have been made to your document - new headings or even additional text - that will make the existing table of contents inaccurate.
To add your Table of Contents, move to the top of your document and click on the Table of Contents button. Select the style of contents that you want. It will be placed in your document at the cursor.
You can also create one manually by typing in each heading and sub heading within your document. This is not wrong, but can be quite time consuming if your document changes and you need to update the Table of Contents.
Outline View
Outline View allows you to view a document's structure based on where the Heading styles were used.Outline View also allows you to manipulate your document levels by moving items up or down and by promoting or demoting levelled items.
Modifying Styles and levels
To modify a style, right click on the style button and you will get the Modify Style dialogue box
If you click on Paragraph, you will see a section for Outline level - this is what links the style to the Table of Contents. It also allows you to use the Outline View, where you are able to just look at the headings and levels of a large document.
You can change any of the style attributes such as colour, font, size, alignment and formatting. Click on the Format button at the bottom left of the dialogue box.
Changing Fonts, Colours and Themes.
As well as the current style colour and fonts, you can also view and change to any others from a list of presets (and of course you can edit or add your own).In Word 2013, these are accessed from the Design Ribbon. In Word 2010, they are on the Home ribbon.
The relevant buttons are the Themes, Colors and Fonts. You will get a WYSBYGI preview by moving your cursor over any of the choices.
You can watch a video on using Styles in word on YouTube - Click Here
Or watch it here
ACTIVITY
1. Dowload and Load the Long Document from Moodle into Word (copy onto your USB)
2. Try out the various ways of selecting text
3. Use the mini toolbar to format text
4. Close the document WITHOUT saving
5.Open the document and apply the styles as per the example
6. Create a Table of COntents
7. Try modifying the Heading 2 style and apply to your document
8. Try changing themes and colours
9. Close the document
10. Write a short Blog post on what you discovered today
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