Microsoft Office Lesson 2

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Microsoft Office Lesson 2

• Lexington Technology Center
• October 5, 2004
• Bob Herring
• On the Web at www.lexington1.net/adulted/computer/
  office.htm

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Office Lesson 2
Review of the Previous Lesson

• Starting and Quitting Word
• The Word Window
• Menus and Toolbars
• Viewing Pages
• Changing Default Settings
• Entering Text
• Basic Formatting
• Spell Check
• Scrolling Through a Document
• Saving and Exiting a Document

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Office Lesson 2
Paragraph Alignment

• Use the Alignment Tools to correctly justify
  paragraphs
• Select the text to be changed, then click the
  correct tool

Alignment Tools
Left
Center
Right
Full
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Office Lesson 2
Indentation

• Word allows paragraphs to be indented in
  various ways
• First line indent is controlled by the caret on
  top of the ruler.
• Grab the caret by clicking and holding the left
  mouse button.

First line of paragraph is indented
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Office Lesson 2
Indentation, Continued

• Word can also create hanging indents (used in
  legal briefs)
• Hanging indent is controlled by the caret on
  bottom of the ruler.
• Grab the caret by clicking and holding the left
  mouse button.

Paragraph set to hanging indent
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Office Lesson 2
Indentation, Continued

• Paragraphs may be individually indented for
  emphasis.
• Left indent is controlled by the box beneath
  the bottom caret.

Paragraph left-indented one-half inch
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Office Lesson 2
Indentation, Continued

• Paragraphs may be individually indented for
  emphasis.
• Right indent is controlled by the caret at the
  right side of the ruler.

Paragraph right-indented one-half inch
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Office Lesson 2
Indentation, Continued

• Indentation may be set precisely by selecting
  Format, then Paragraph.
• Set left and right indent by adjusting the
  values in the boxes.

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Office Lesson 2
Line Spacing

• Line spacing can be set by selecting Format,
  then Paragraph.
• Set desired spacing by adjusting the values in
  the line spacing box.

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Office Lesson 2
Tab Settings

• Set tabs by left-clicking the ruler at the
  desired spot. An L shape will appear at
• the spot to mark the tab. Select the type
  of tab by clicking the tool at the inter-
• section of the rulers. Tabs may be left,
  right, center, or decimal.
• Remove tab stops by clicking and holding the
  left mouse button and dragging them
• off the ruler.

Tab Type Tool
Tab Stop
Tab Indicator
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Office Lesson 2
Tab Settings, Continued

• Tabs may also be set by Selecting Format, then
  choosing Tabs.
• The Tabs dialog allows the user to select both
  position and type of tab
• and to clear one or all tabs.

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Office Lesson 2
Inserting Clip Art

• Word provides the capability to insert pictures
  as well as words.
• Clip art is a royalty-free set of simple
  pictures that can be
• used to enhance your presentation.
• Choose Insert, then select Picture. In the
  sub-menu, pick Clip Art.
• The clip art gallery dialog box appears

Clip Art Gallery
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Office Lesson 2
Working with Clip Art

• Select a category of clip art and click on it
  to open
• Pick a clip and left-click on it
• On the popup menu, select Insert Clip icon

Insert Clip
Preview Clip
Add to Favorites
Find Similar
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Office Lesson 2
Working with Clip Art

• To resize the graphic
• Select it by clicking once with the left mouse
  button
• Click and hold on one of the corner drag
  handles
• Move the handle diagonally to enlarge or reduce

Drag Handles
Drag Handles
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Office Lesson 2
Page Setup

• Margins
• Set margins in tenths by clicking up and down
  arrows
• Set margins exactly by typing in desired
  distance
• Adjust header and footer distances

Margins
Header and Footer
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Office Lesson 2
Page Setup

• Paper Size
• Select correct paper size
• Select correct page orientation

Legal size
Landscape
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Office Lesson 2
Page Setup

• Paper Source
• Set paper source for first and subsequent pages
• This is for documents on letterhead that are
  longer than 1 page

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Office Lesson 2
Page Setup

• Page Layout
• Set Section breaks
• Set different headers and footers
• Set vertical alignment
• Add line numbers

Line Numbers
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Office Lesson 2
Print Preview

• A critical step before printing!
• Click the Print Preview Tool or,
• Choose File, then select Print Preview
• Make sure the document will look the way you
  thought it would
• Select Close to return to your document

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Office Lesson 2
Printing

• To print the active document, click on the
  Print Tool
• This is a shortcut to printing, so
• Prints whole document, not selected pages
• Prints one copy, not multiple copies
• Prints to default printer, perhaps not intended
  printer!

Print Tool
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Office Lesson 2
Printing

• Choose File, then select Print (or, Control and
  P simultaneously)
• Printing dialog box appears, allowing the user
  to
• Select printer
• Select which pages will be printed
• Select number of copies

Printer Control
Pages to Print
Copies
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Office Lesson 2
Correcting Errors

• Errors can creep in where you least expect them
• Reread your document carefully to spot mistakes
• Having another person proofread it can be
  helpful
• Print it out so that you are not distracted by
  scrolling, etc.
• Printed copies can be marked up for changes
• Have a clear idea of changes that need to be
  made
• Line numbers can be helpful in large documents
• Check carefully before changing if there is
  repeated text
• Turn on change tracking

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Office Lesson 2
Making Changes

• Adding text
• Left-click with the mouse to place the
  insertion point
• Type the added text
• Deleting text
• Left-click and hold the mouse to highlight the
  text to be deleted
• Press the Delete key on the keyboard, or
• When replacing text, simply begin typing
• Moving text
• Highlight the text to be moved
• Click the Cut Tool on the toolbar (or Control
  and X)
• Place the insertion point as above and click
  the Paste Tool
• Or, after highlighting, left-click and drag the
  text to new location

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Office Lesson 2
Finding and Replacing

• To find words, Select Edit and choose Find (or
  Control and F)
• Type in the text to find
• Finds each instance of the letters (even within
  words!)

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Office Lesson 2
Finding and Replacing

• To replace text, Select Edit and choose Replace
  (or Control and H)
• Type in the text to find in top box
• Type replacement text in bottom box
• Click the Find Next button
• When you find the correct spot, click the
  Replace button

Text to Find
Find Next
Replacement Text
Replace
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Office Lesson 2
Finding and Replacing

• To go to a page, Select Edit and choose Go To
  (or Control and G)
• Type in the page number and click the Go To
  button
• Go To also works on sections, line numbers,
  footnotes, etc.

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Office Lesson 2
Numbered Lists

• Word can automatically create numbered lists
• Word keeps track of the numbers inserted items
  are renumbered
• Automatic lists resist reformatting!
• Click the Numbered List Tool and begin typing
  the list

Numbered List Tool
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Office Lesson 2
Formatting and Finishing Numbered Lists

• Choose Format, then select Bullets and
  Numbering
• Select the desired style from the Numbered
  tab
• To finish the list, press the Enter key and
  unclick the Numbered
• List Tool or reenter the Format menu and
  select None

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Office Lesson 2
Stopping and Restarting Numbered Lists

• Insert text into the list without adding
  numbers by clicking off the
• numbered list tool
• Add the text in between the numbers
• To continue the list, choose Format, then
  select Bullets and Numbering,
• then click Continue previous list and
  select OK

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Office Lesson 2
Outlines

• Choose Format, then select Bullets and
  Numbering
• Select the desired style from the Outline
  Numbered tab
• Promote and demote outline levels by using the
  Increase Indent
• and Decrease Indent Tools

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Office Lesson 2
Bulleted Lists

• Choose Format, then select Bullets and Numbering
• Select the desired style from the Bulleted tab

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Office Lesson 2
Tables

• Choose Table, and select Insert Table
• Set the number of rows and columns desired
• Number of columns is more important than number
  of rows

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Office Lesson 2
Tables

• Tables have many uses
• Tables are the basis for many Web pages

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Office Lesson 2
Formatting Tables

• Place the mouse pointer over the edge of the
  cell to be changed
• When the pointer changes to parallel lines with
  opposite arrows,
• left-click and drag the line to the
  desired width

Columns Narrowed
Rows Widened
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Office Lesson 2
Columns

• Choose Format, then select Columns (or use the
  Column Tool)
• Select number of columns and set width and
  spacing

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Office Lesson 2
Columns

• For a mix of plain text and columns, insert a
  Section Break
• Choose Insert, then select Break. Pick
  Continuous
• Highlight the section to be formatted as
  columns.
• Choose Format, then select Columns (or use the
  Column Tool)

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Office Lesson 2
Envelopes and Labels

• Choose Tools, then select Envelopes and Labels
• Envelopes and Labels dialog box appears
• Type in Delivery address and Return address
• To change the font, or add postal barcodes,
  select the Options button

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Office Lesson 2
Envelope Options

• Choose font for both Delivery address and
  Return address
• Set the positions for the address and return
  address
• Word can add the postal barcode. Click the
  Delivery point barcode
• checkbox

Address Positioning Controls
Barcode Checkbox
Address Font Controls
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Office Lesson 2
Labels

• Choose Tools, then select Envelopes and Labels
• Envelopes and Labels dialog box appears. Click
  the Labels tab
• Type label text. For labels drawn from a
  database, use Mail Merge
• To select type of label, click the Options
  button
• To print a single label, pick the row and
  column of the label to
• be printed

Options Button
Row Column Settings
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Office Lesson 2
Envelopes and Labels

• Label Options dialog box
• Select type of printer and feed tray
• Select label manufacturer and label form number
• Create your own label by selecting the New
  Label button

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Office Lesson 2
Class Project

• Begin a personal newsletter
• Title The ______ Family News or _______
  Church News
• Use Page Setup
• Use headlines in each section (hint Bold,
  Italic, Underline)
• Select a font and font size for each part
• Set appropriate tabs and margins
• Include graphics from clip art
• Put in columns

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Office Lesson 2
Review

• Paragraph Alignment
• Indentation
• Line Spacing
• Tab Settings
• Working with Clip Art
• Page Setup
• Printing
• Find, Replace, and GoTo
• Automatic Lists
• Tables
• Columns
• Envelopes and Labels
• Class Project

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