Introduction to Microsoft Word Rich Malloy Tech Help Today [email protected].

Introduction to Introduction to Microsoft WordMicrosoft Word

Rich MalloyRich MalloyTech Help TodayTech Help Today

203-862-9411203-862-9411

[email protected]@techhelptoday.com

WelcomeWelcome

Course: Intro to Microsoft WordCourse: Intro to Microsoft Word

Facilities at Greenwich High Facilities at Greenwich High SchoolSchool

Goal of the CourseGoal of the Course

To learn about Microsoft WordTo learn about Microsoft Word

To learn how to create some To learn how to create some common documentscommon documents

To find out the best approaches To find out the best approaches for further learningfor further learning

ScheduleSchedule

9:00 am 9:00 am ~ 4:00 pm ~ 4:00 pm

10-minute breaks approx. every 10-minute breaks approx. every hourhour

Lunch: 12:00 – 1:00 pmLunch: 12:00 – 1:00 pm

Practice, practice, practice at Practice, practice, practice at homehome

Your Instructor:Your Instructor:Rich MalloyRich Malloy Computer Consultant – Tech Help Computer Consultant – Tech Help

Today, GreenwichToday, Greenwich

Adjunct Prof., Norwalk Community Adjunct Prof., Norwalk Community CollegeCollege

Microsoft-certified Expert, Word 2002Microsoft-certified Expert, Word 2002

Former Editor in Chief, Mobile Former Editor in Chief, Mobile Computing magazineComputing magazine

ReferencesReferences

HandoutsHandouts Web sites:Web sites:

– www.microsoft.com/office/word Official Microsoft siteOfficial Microsoft site

– http://word.mvps.org/ — "Most — "Most Valuable Professionals" — actual Valuable Professionals" — actual usersusers

– Google: “Interactive Guide Windows”Google: “Interactive Guide Windows”

Software NeededSoftware Needed

A recent version of Microsoft A recent version of Microsoft Word:Word:– MS Word 2000MS Word 2000– MS Word 2002 (Office XP) MS Word 2002 (Office XP) – MS Word 2003MS Word 2003– MS Word 2007MS Word 2007

Computer Lab uses Word 2007Computer Lab uses Word 2007

Buying Microsoft WordBuying Microsoft Word

Word 2003 Word 2003 – Not available anymoreNot available anymore

Word 2007Word 2007– New: $197New: $197– Upgrade: $90Upgrade: $90

— — AmazonAmazon

Microsoft Office Microsoft Office StandardStandard(includes Word, Excel, (includes Word, Excel, PowerPt)PowerPt) Office 2003Office 2003

– Not available anymoreNot available anymore

Office 2007Office 2007– New: $325New: $325– Upgrade: $200Upgrade: $200

— — AmazonAmazon

Best Deal Best Deal

Microsoft Office 2007Microsoft Office 2007

for Students & Teachersfor Students & Teachers

(includes Word, Excel, (includes Word, Excel,

PowerPoint, but no Outlook)PowerPoint, but no Outlook)

Amazon: Amazon: $119 !!$119 !!

Learning Word Learning Word

The best way to learn – The best way to learn – use ituse it

Use it with something important to Use it with something important to youyou– Personal correspondencePersonal correspondence

Explore with the Help featureExplore with the Help feature

Become a Certified SpecialistBecome a Certified Specialist– Certified by MicrosoftCertified by Microsoft– For more info: For more info:

www.microsoft.com/traincert/www.microsoft.com/traincert/

Word: Different Word: Different Versions Versions MS Word 2000MS Word 2000 MS Word 2002 (XP)MS Word 2002 (XP) MS Word 2003MS Word 2003

Minimal changes from 2002Minimal changes from 2002

MS Word 2007 MS Word 2007 Major changes Major changes in user interfacein user interface

When to Use Word When to Use Word

Most paper-based documentsMost paper-based documents– LettersLetters– Simple tablesSimple tables– Simple brochures and publicationsSimple brochures and publications

EmailEmail– Outlook usually uses Word as its editorOutlook usually uses Word as its editor

Simple Web pages / BlogsSimple Web pages / Blogs

When NOT to Use When NOT to Use Word Word Complex publicationsComplex publications

– Instead use Microsoft Publisher, Instead use Microsoft Publisher, Adobe PageMaker, or QuarkAdobe PageMaker, or Quark

Complex tablesComplex tables– Use Microsoft ExcelUse Microsoft Excel

Complex Web pagesComplex Web pages– Use Microsoft Front PageUse Microsoft Front Page

The Plan for This The Plan for This CourseCourse1.1. Managing Files & Entering TextManaging Files & Entering Text

2.2. Editing a DocumentEditing a Document

3.3. Formatting a DocumentFormatting a Document

4.4. Formatting ReportsFormatting Reports

5.5. Power Tips — Your callPower Tips — Your call

What’s Inside Your What’s Inside Your PC?PC?

BackgroundBackground

HardwareHardware

ProcessorProcessor

Memory (RAM)Memory (RAM)

Hard Disk (Hard Drive)Hard Disk (Hard Drive)

Other Disks (CDs, DVDs)Other Disks (CDs, DVDs)

Memory Vs. Hard DiskMemory Vs. Hard Disk

Analogy: Bookshelves and DeskAnalogy: Bookshelves and Desk

Compare: Hard Disk and MemoryCompare: Hard Disk and Memory

More memory usually increases More memory usually increases speedspeed

File Management 101File Management 101

A Very Brief ReviewA Very Brief Review

Questions:Questions:

What has no weight?What has no weight?

No size?No size?

And it’s often invisible?And it’s often invisible?

The BitThe Bit

The basic unit of informationThe basic unit of information Binary (that is, two states)Binary (that is, two states)

– On or Off; 1 or 0On or Off; 1 or 0

Example: Light switch, CoinExample: Light switch, Coin By itself, relatively uselessBy itself, relatively useless Powerful when grouped as Powerful when grouped as

bitstreams:bitstreams:010101001100010110101001010010...010101001100010110101001010010...

The ByteThe Byte

8 bits grouped together8 bits grouped together

256 possible combinations256 possible combinations2 X 2 X 2 X 2 X 2 X 2 X 2 X 2 = 256 2 X 2 X 2 X 2 X 2 X 2 X 2 X 2 = 256

Code:Code:““A” = 01000001 (65 decimal)A” = 01000001 (65 decimal)

““B” = 01000010 (66), etc.B” = 01000010 (66), etc.

etc.etc.

The KilobyteThe Kilobyte

Computers speak binary Computers speak binary numbers:numbers:256 X 2 = 512256 X 2 = 512

512 X 2 = 1024512 X 2 = 1024

1 Kilobyte (KB) = 1,024 bytes or 8 1 Kilobyte (KB) = 1,024 bytes or 8 KbKbApproximatelyApproximately equal to 1,000 bytes equal to 1,000 bytes

Bunches of BytesBunches of Bytes

Megabyte (MB) Megabyte (MB) = 1,024 KB= 1,024 KB= 1,048,576 bytes= 1,048,576 bytes≈ 1,000,000 bytes≈ 1,000,000 bytes

GigaGigabyte (GB) byte (GB) = 1,024 MB= 1,024 MB= = 1,073,741,824 1,073,741,824

bytesbytes ≈ a ≈ a billionbillion bytes bytes

FilesFiles

A collection of informationA collection of information

Any kind of informationAny kind of information

Size: 0 bytes to several gigabytesSize: 0 bytes to several gigabytes

Unique nameUnique name

Filename extensionFilename extension

All Files Stored on All Files Stored on DisksDisks FloppiesFloppies Hard disksHard disks Compact Discs (CDs)Compact Discs (CDs) DVDsDVDs USB Flash Memory DisksUSB Flash Memory Disks

– ““Thumb drives,” “Memory sticks”Thumb drives,” “Memory sticks”– Function as disksFunction as disks

Filename ExtensionsFilename Extensions

Thank_you_letter-2Thank_you_letter-2.doc.doc.jpg.jpg.txt.txt

A Typical Filename:

Extension

Organizing Files into Organizing Files into FoldersFolders Disks can be divided into Disks can be divided into foldersfolders

Folders can be divided into Folders can be divided into subfolderssubfolders

Subfolders can beSubfolders can be divided into divided into more subfoldersmore subfolders

Etc., etc. Etc., etc. ......

Organizing Files: Organizing Files: StrategyStrategy

Keep related files in same folderKeep related files in same folder– Why?Why?– Easy to findEasy to find

Keep all data folders in Keep all data folders in My My DocumentsDocuments– Why?Why?– Again, easy to findAgain, easy to find– Easy to back-up your dataEasy to back-up your data

Windows Explorer’s Folders Pane Click the Folders button

To make the Folders Pane appear

Moving vs. CopyingMoving vs. Copying

Copying:

Moving:Moving:– Removes item from one placeRemoves item from one place– Places it in anotherPlaces it in another

Copying:Copying:– Results in two copies of itemResults in two copies of item

Back-Up Your Data!Back-Up Your Data!

Do this every monthDo this every month

Open Open My DocumentsMy Documents

Click Click Edit | Select AllEdit | Select All

Right-Click a fileRight-Click a file

Choose Choose Send To | Send To | CD-RW DriveCD-RW Drive

Insert CD-R diskInsert CD-R disk

Right click and select Right click and select Write these filesWrite these files

Typing in Microsoft Typing in Microsoft WordWord

How to Enter Text as How to Enter Text as Painlessly as PossiblePainlessly as Possible

Before You Type: PlanBefore You Type: Plan

Why Plan?Why Plan?

EfficiencyEfficiency– Usually faster if you plan firstUsually faster if you plan first

Easier to readEasier to read– Because better organizedBecause better organized

How to PlanHow to Plan

Think of what you want to sayThink of what you want to say

Organize your material logically Organize your material logically

State each point clearlyState each point clearly

Touch-TypingTouch-Typing

Makes life a lot Makes life a lot easiereasier

Mavis Bacon’s Mavis Bacon’s Typing software -- Typing software -- $18$18

Start Microsoft WordStart Microsoft Word

Click StartClick Start

Click All ProgramsClick All Programs

Click Microsoft OfficeClick Microsoft Office

Click Microsoft Office Word 2007Click Microsoft Office Word 2007

RibbonsRibbons

No more menusNo more menus

No more toolbarsNo more toolbars

ViewsViews

Print LayoutPrint Layout

Web LayoutWeb Layout

OutlineOutline

Full Screen ReadingFull Screen Reading

DraftDraft

Show/Hide Button (Show/Hide Button (¶¶))

ToggleToggle

Shows or Hides certain charactersShows or Hides certain characters– Paragraph marks - Paragraph marks - ¶·¶·– Spaces - Spaces - ··············– Tabs - Tabs -

AutoCorrectAutoCorrect

Automatically corrects mistakesAutomatically corrects mistakes

Also can expand an abbreviationAlso can expand an abbreviation

Example:Example:

tehteh(c)(c)

the ©

AutoCompleteAutoComplete

Also called AutoTextAlso called AutoText

Automatically completes wordsAutomatically completes words

Example:Example:

FebrFebrWednWedn

February Wednesday

REVIEWREVIEW

Views of a Document?Views of a Document?

Print LayoutPrint Layout

DraftDraft

Special KeysSpecial Keys

Ctrl + HomeCtrl + Home

Ctrl + EndCtrl + End

Auto-SomethingAuto-Something

teh teh the ? the ?

febr febr February ? February ?

The Show/Hide ButtonThe Show/Hide Button

What does it show/hide?What does it show/hide?

What does it look like?What does it look like?