Microsoft Word Step by Step – PDF Drive

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
I rate it most highly. Each file format has a file name extension that identifies the file type to the system. First line indents are frequently used to distinguish the beginning of each subsequent paragraph in documents that consist of many consecutive paragraphs of text.
 
 

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ホーム 日記 プロフィール. Display the Open page of the Backstage view. From the Open page, browse to the practice files folder, and open the NavigateFiles document. In the second line of the document title, click at the right end of the paragraph to position the cursor. Use a keyboard method to move the cursor to the beginning of the line.

Use a keyboard method to move the cursor to the beginning of the word Regulations. Use a keyboard method to move the cursor to the end of the document. Use the scroll bar to move to the middle of the document. Use the scrollbar to change the view of the document by one screen. Open the Navigation pane. In the Navigation pane, click the Landscaping heading to move the cursor directly to the selected heading. At the top of the Navigation pane, click Pages. On the Pages page, scroll through the thumbnails to review the amount of visible detail, and then click the thumbnail for page 5 to move the cursor directly to the top of the selected page.

At the right end of the Navigation pane title bar, click the Close button the X to close the pane. Close the document without saving it.

Display different views of documents Open the DisplayViews document in Word, and then perform the following tasks: 1. If the document is not already in Print Layout view, display it in that view. Switch to Web Layout view and scroll through the document to the end. Notice that the lines break differently and that there are no longer any page breaks. Move the cursor back to the beginning of the document, and switch to Read Mode view.

On the Read Mode toolbar, click Tools to review the commands on the menu, and then click View to review the commands on that menu. In Print Layout view, hide the white space between pages. Scroll through the document and notice the change in the page lengths when the white space is hidden.

Open the Navigation pane and display the document headings. Adjust the pane width to the minimum necessary to display the headings. Close the Navigation pane. Then click OK to return to the document. Display the document in Draft view. Notice that the style area is visible along the left side of the document, but it is wider than necessary. Notice that only the active pane changes.

Then remove the split. Use commands on the View tab to arrange the DisplayViews document and the document you created in the first set of practice tasks side by side on the screen. In the DisplayViews document, display the gridlines. Notice that they appear in both open documents. Switch to the document you created in the first set of practice tasks.

Display the rulers. Notice the effect of this action in the other open document. Save and close both documents. Display and edit file properties Open the EditProperties document in Word, and then perform the following tasks: 1. Notice the types of information that have been saved with the document. If necessary, click Show Fewer Properties to switch back to the original list for comparison purposes. Experiment with adding a Manager property from your address book.

Click the Properties header, and then display the advanced properties. Notice the properties that you added in steps 1 and 2. Notice the information that is available only in the Properties dialog box. Click OK. Verify that the information you entered in the Properties dialog box appears in the Properties list. Save and close documents In Word, perform the following tasks: 1.

Save a copy of the EditProperties document in the practice file folder as MyDocument. Close the document and this instance of Word. Close the document you created in the first task without exiting Word.

Close the remaining open documents, and exit Word. This can be text that you enter yourself or text that you import from another file. For example, you can select a word, a sentence, a line, or a paragraph.

You can select one of these elements at a time, or you can select several at the same time. These words, sentences, lines, or paragraphs can be adjacent that is, next to each other in your document or non-adjacent that is, in different areas of the document. You can also select all the content in a document at the same time. Word also includes a wide array of reference and research tools.

This chapter guides you through procedures related to entering or importing text; moving, copying, and deleting text; finding and replacing text; and using reference and research tools.

A blinking cursor shows where the next character you enter will appear. When you begin entering text, any existing text to the right of the cursor moves to make room for the new text. When the cursor reaches the right margin, the word you are entering moves to the next line.

To enter text 1. Click to position the cursor where you want to add your text, and begin typing. To start a new paragraph 1. Press the Enter key. To import text 1. In the target document, position the cursor where you want to insert text from another document. On the Insert tab, in the Text group, click the Object arrow not the button. Then click Text from File to open the Insert File dialog box. Browse to the file that contains the text you want to insert, click the file, and then click the Insert button to import the text into your document.

For example, you might want to compile 12 monthly reports into an annual report. It would be tedious to select and copy the text of each report and then paste it into the annual report document. Instead, you can have Word import the text from those documents in one easy operation. In the target document, position the cursor where you want to insert the existing documents.

On the Insert tab, in the Text group, click the Object arrow not the button and then, in the list, click Text from File. In the Insert File dialog box, open the folder that contains the source files you want to insert. If the files containing the text you want to import are listed together, click the first file. Then, while pressing the Shift key, press the last file. All the files will be selected. If the files are not listed together, click the first file. Then, while pressing the Ctrl key, click each additional file.

Click the Insert button. The content of each file you selected will be added to the target document. Or you might want to edit a document that you created for one purpose so that you can use it for a different purpose.

You can edit a document as you create it, or you can write it first and then revise it. Selected text appears highlighted on the screen. To highlight text is to apply the Highlight character format. You can select content by using the mouse, using the keyboard, tapping, or combining multiple tools.

When the mouse pointer is in the selection area, it changes to an arrow that points toward the upper-right corner of the page. This method is easiest to use when you can display the original location and destination on the screen at the same time.

You can create a copy by holding down a key while dragging. There are multiple methods for cutting, copying, and pasting text. No matter which method you use, when you cut text, Word removes it from its original location.

When you copy text, Word leaves the original text intact. You can display items that have been cut or copied to the Clipboard in the Clipboard pane.

The Clipboard stores items that have been cut or copied from any Microsoft Office app You can cut and copy content to the Clipboard and paste the most recent item from the Clipboard without displaying the Clipboard pane. If you want to work with items other than the most recent, you can display the Clipboard pane and then do so. If you make a change to a document and then realize that you made a mistake, you can easily reverse, or undo, one or more recent changes.

In addition to moving and copying text, you can also simply delete it. The easiest way to do this is by using the Delete key or the Backspace key. To select any amount of adjacent content, hold down the Shift key and then click at the end of the content that you want to select. To select a word, double-click anywhere in the word.

Word selects the word and the space immediately after the word, but not any punctuation after the word. To select a sentence, hold down the Ctrl key and click anywhere in the sentence. Word selects all the characters in the sentence, from the first character through the space following the ending punctuation mark. This activates the non-adjacent multi-selection functionality described in a later procedure. Word selects the text of the paragraph and the paragraph mark. To release a selection 1.

Click anywhere in the window other than the selection area. To cut text to the Clipboard 1. To copy text to the Clipboard 1. To paste the most recent item from the Clipboard 1. Right-click where you want to insert the text, and then in the Paste Options section of the menu, click a paste option. Drag the text from the original location to the new location. Hold down the Ctrl key and drag the text from the original location to the new location. To display the Clipboard pane 1. On the Home tab, click the Clipboard dialog box launcher.

To manage cut and copied items in the Clipboard pane 1. To paste all the items stored on the Clipboard at the same location, click the Paste All button at the top of the Clipboard pane. To remove an item from the Clipboard, point to the item in the Clipboard pane, click the arrow that appears, and then click Delete. To remove all items from the Clipboard, click the Clear All button at the top of the Clipboard pane. The available options vary depending on the type of content that you have cut or copied to the Clipboard.

For example, when pasting text, the Paste menu includes buttons for keeping source formatting, merging formatting, or pasting only the text. Word offers several different methods of pasting content Pointing to a button displays a preview of how the source content will look if you use that option to paste it at the current location. Clicking Paste Special opens a dialog box in which you can choose from additional options. In the Cut, Copy, And Paste section of this page, you can set default paste options.

At the bottom of the pane, click Options, and then click the display option you want. Clipboard pane display options To undo your last editing action 1. To undo two or more actions 1. On the Quick Access Toolbar, in the Undo list, click the first action you want to undo. Word reverts that action and all those that follow. To delete only one or a few characters 1. Position the cursor immediately to the left of the text you want to delete.

Press the Delete key once for each character you want to delete. Position the cursor immediately to the right of the text you want to delete. Press the Backspace key once for each character you want to delete. To delete any amount of text 1. Select the text you want to delete. Press the Delete key or the Backspace key. When you enter characters in the search box at the top of the pane, Word highlights all occurrences of those characters in the document and displays them on the Results page of the Navigation pane.

When you point to a search result on the Results page, a ScreenTip displays the number of the page on which that result appears and the name of the heading preceding the search result. You can click a search result to move directly to that location in the document, or you can click the Next and Previous arrows to move between results. If you want to be more specific about the text you are looking for—for example, if you want to look for occurrences that match the exact capitalization of your search term—you can do so from the Find tab of the Find And Replace dialog box.

You can make a search more specific by using the criteria in the Search Options area of the Find tab If you want to substitute a specific word or phrase for another, you can use the Replace function.

As on the Find tab, the Replace tab contains options you can use to carry out more complicated replacement operations. Note that the settings in the Search Options area apply to the search term and not to its replacement. To display the Results page of the Navigation pane 1. On the View tab, in the Show group, select the Navigation Pane check box and then, at the top of the Navigation pane, click Results.

To search for text 1. On the Results page of the Navigation pane, enter the text you want to find in the search box. On the Results page of the Navigation pane, point to a search result to display a ScreenTip with the number of the page on which that result appears and the name of the heading that precedes that search result.

Click the search result to move directly to that location in the document. To display the Find tab of the Find And Replace dialog box 1. To conduct a more specific search 1. Display the Find page of the Find and Replace dialog box. Click More in the lower-left corner of the dialog box to display additional search options. In the Find what box, enter the text you want to search for, or click the Special button and then click the symbol or formatting symbol you want to locate.

Locate only text that matches the capitalization of the search term by selecting the Match case check box. Exclude occurrences of the search term that appear within other words by selecting the Find whole words only check box. Find two similar words, such as effect and affect, by selecting the Use wildcards check box and then including one or more wildcard characters in the search term.

For a list of the available wildcards, select the Use Wildcards check box and then click the Special button. Locate formatting, such as bold, or special characters, such as tabs, by selecting them from the Format or Special list. Locate words with the same beginning or end as the search term by selecting the Match prefix or Match suffix check box. Locate words with different hyphenation or spacing by selecting the Ignore punctuation characters or Ignore white-space characters check box.

Click the Find Next button to find the next instance of the text in the document. The Find Options dialog box opens, where you can select many of these same settings while continuing to use the Results page of the Navigation pane to conduct your search. To display the Replace tab of the Find And Replace dialog box 1. If the Navigation pane is open, click the Search for more things arrow at the right end of the search box, and then click Replace.

Display the Replace tab of the Find and Replace dialog box. In the Find what box, enter the text you want to replace. In the Replace with box, enter the replacement text. Click Replace All to replace all occurrences of the text in the Find what box with the text in the Replace with box.

For example, if you want to change trip to journey, be sure to tell Word to find only the whole word trip; otherwise, triple could become journeyle. Use reference and research tools Language is often contextual. That is, you use different words and phrases in a marketing brochure than you would in a letter requesting immediate payment of an invoice or in an informal memo about a social gathering after work.

You can also use the selected word as a jumping-off point for further research. You can display definitions of words on the Define page of the Smart Lookup pane. By default, this pane displays dictionary definitions from online sources. There are many other useful apps available for Word and other Office apps, including fax services, maps, newsfeeds, and social connectors.

To locate apps that are available for Word, follow these steps: 1. On the Insert tab, in the Add-ins group, click the Store button to display the Store tab of the Office Add-ins dialog box. Browse the available apps or use the search box to search for a specific app. To display and manage your installed add-ins, do the following: 1. To remove an app, right-click it on the My Add-ins page of the Office Add-ins dialog box, click Remove, and then click Remove again to confirm the removal.

You can display a list of synonyms words that have the same meaning and usually an antonym a word that has the opposite meaning from the shortcut menu that appears when you click a word.

You can display a more comprehensive list of synonyms in the Thesaurus pane. You can click any synonym in the Thesaurus pane to display the synonyms and definition of that word, until you find the word that best suits your needs. You can use built-in and online tools to translate words, phrases, or even entire documents into other languages. In the Bilingual Dictionary pane that appears, you can choose to display more information and options, copy the translated word or phrase, or hear the original word or phrase spoken for you.

You can also use the Research pane to obtain a translation of a word or phrase that does not appear in the text of the document.

When you choose this option, Word sends the document to the Microsoft Translator service which is free ; the translated document then appears in your web browser. You can modify the translation languages in the boxes at the top of the webpage and point to any part of the translation to display the original text. You set which languages you want to use in the Translation Language Options dialog box. Set the language for each translator independently 90 Use reference and research tools Display document statistics Word displays information about the size of a document at the left end of the status bar.

To show the number of words in only part of the document, such as a few paragraphs, simply select that part.

You can review more statistics and specify the content to include in the statistics in the Word Count dialog box. To open it, click the Word Count indicator on the status bar or the Word Count button in the Proofing group on the Review tab. Click or select the word that you want the definition of. Click the Define link in the Insights pane to display the Define page, which provides various definitions of the word.

On the Insert tab, in the Add-ins group, click the Store button to open the Office Add-ins dialog box. In the search box in the dialog box, enter dictionary. A list of available dictionaries appears. Click the dictionary you want to install. The Office Add-ins dialog box changes to display information about the dictionary. Click the Trust It button to install the dictionary. To display synonyms for a word 1. Right-click the word, and then click Synonyms. To display synonyms, antonyms, and the definition of a word 1.

Right-click the word, click Synonyms, and then on the submenu, click Thesaurus. Click or select the word. To replace a word with a synonym 1. Display the Thesaurus, point to the synonym you want to use, click the arrow that appears, and then click Insert. To change the languages used by the translator tools 1.

On the Review tab, in the Language group, click the Translate button, and then click Choose Translation Language to display the Translation Language Options dialog box. In the Choose Mini Translator language section, in the Translate to list, click the translation language.

To translate text within Word 1. Select the word or phrase you want to translate. The Research pane opens and displays the selected text in the Search For box. The From and To boxes display the currently selected original and translation languages. If either language is different than the current selection, change the selection.

Then click the Search button the green arrow to display the translated word or phrase in the Translation page. To turn on the Mini Translator 1. On the Review tab, in the Language group, click the Translate button, and then click Mini Translator.

To translate text by using the Mini Translator 1. To translate a phrase or other longer piece of text, select the text you want to translate, and then point to it to display the Microsoft Translator dialog box, which contains a translation in the specified language.

Click the Copy button to copy the entire contents of the dialog box to the Clipboard. Click the Play button to hear the word or phrase spoken for you. To insert translated text from the Online Bilingual Dictionary into the document, replacing the text selection 1. In the Research pane, in the translation text below Bilingual Dictionary, select and copy the translated word you want to insert. In the document, replace the original word with the copied word. To change the translation languages in the Research pane 1.

To translate a word that does not appear in the text of a document 1. In the Research pane, on the Translation page, enter the word you want to translate in the search box. In the From list, select the original language of the text you want to translate. In the To list, select the language to which the text should be translated.

Click the Start Searching button. To use the online machine translator to translate an entire document 1. Open the document you want to translate in Word.

On the Review tab, in the Language group, click the Translate button, and then click Translate Document. Word displays a message that the document will be sent for translation by the Microsoft Translator service which is free. Click Send to display the translated document in your web browser. Enter and import text Start Word, and then perform the following tasks: 1.

Create a new document based on the blank document template. With the cursor at the beginning of the new document, enter Parks Appreciation Day, and then create a new paragraph. Volunteers will receive a free T-shirt and barbeque lunch. Bring your own gardening tools and gloves, and be ready to have fun! Create a new paragraph, and then enter The Park Service Committee is coordinating group participation in this event.

If you are interested in spending time outdoors with family and friends while improving the quality of our parks, contact Nancy Anderson by email at [email protected] 5. Create a new paragraph, and with the cursor in the first blank line, insert the text from the ImportText file from the practice file folder.

Save the document as EnterText, and close it. In the second bullet point under Project Goals, delete the word natural. In the third bullet point, use the arrow keys to select the words and motivate and the following space, and then delete the selection. In the fourth bullet point, select the word Forge, and then replace it by entering Build. Word inserts the space for you. In the middle of page 1, use the selection area to select the entire first bullet point after Questions for Team Leaders.

Copy the selection to the Clipboard. At the bottom of page 1, click to the left of What in the first bullet point after Questions for Department Reps. Then in the Clipboard group, expand the Paste Options menu. Point to each of the paste option buttons to review how the source text will look with that paste option implemented.

Click the Merge List button to paste the copied bullet point into the second list and retain its formatting. Cut the selection, and then paste it before the preceding paragraph to reverse the order of the two paragraphs.

In the Undo list, point to the third action Paste Merge List. Notice that the text at the bottom of the list indicates that three actions will be undone if you click this list entry. In the Undo list, click Paste Merge List to undo the previous cut-and-paste operation and the pasting of the copied text. In the Pre-Plan Project section, select the If some employee input paragraph. Drag the paragraph to the left of the word If at the beginning of the preceding bullet point to switch the order of the bullet points.

Release the selection and move the cursor to the end of the paragraph. Delete the paragraph mark to merge the two bullet points. Add a space to separate the two sentences. If you prefer to not show formatting symbols, turn them off. Save and close the document.

With the cursor at the beginning of the document, open the Results page of the Navigation pane. Enter Board in the search box.

Click the Next button the downward-pointing triangle under the search box to move through the first few search results. Scroll through the document to show other highlighted results. Notice that on page 2, in section 4, Word has highlighted the board portion of skateboards. You need to restrict the search to the whole word Board. Open the Find Options dialog box. Select the Match case and Find whole words only check boxes, and then click OK. Enter Board in the search box again and scroll through the list of results.

Notice that the word skateboards is no longer highlighted. Move the cursor to the beginning of the document. Open the Find and Replace dialog box with the Replace page active. Notice that the Find What box retains the entry from the previous search. Display the Search options area. Notice that the Match case and Find whole words only options are still selected. In the Search Options area, ensure that Down is selected in the Search list. Then click Less to hide the Search Options area.

Click Replace to have Word replace the selected occurrence of Board with Association Board and then find the next occurrence. Click Replace All. Word tells you how many replacements it made from the starting point forward. Close the Find and Replace dialog box. Open the ResearchText document in Print Layout view, and perform the following tasks: 1. In the second line of the first paragraph, select the word acclaimed.

Then do the following: a. Display a definition of the word acclaimed in the Insights pane. Display a list of synonyms for the word acclaimed in the Thesaurus pane.

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