1. Getting the Most From Microsoft Word
OK to look at the Booklist Procedures from the network and have them use that document while they try to create their own by working in two windows.
Ctrl + F6 to move between Word windows.
Anybody use Excel within Word? – probably won’t get to it
Anybody need to do Mail Merge? - Too much trouble but there’s an exercise on the Web site if you want to practice on your own.
Bonus exercises –
Look up character or paragraph formatting and read about “styles”
have them copy something from the Web and paste it into Word.
Have them save something as HTML and then open it in Word and save it as a Word doc. – sample “Black History Month” search got me

2. Topics Introduction Formatting Basics
Automatic and document wide formatting
Tables
Collaborating with others: Teamwork tools
Working with graphics
Excel worksheets in Word

3. The Word Screen Work area Menus Toolbars Rulers Scroll Bars Status Bar
Office Assistant
Minimize Resize Close Windows (Deck of Cards)
Toolbars Hover over buttons
View Toolbars
Right click on a toolbar and select desired toolbar OR View menu
Right click story Macintosh
Rulers
Good for margins, tabs, indents
Use to see what’s going on in paragraphs
I beam or Insertion Point Arrow selects
Scroll Bars Navigation “Smooth Scrolling” Slider, Arrows, View buttons
Status Bar Where you are, Pg # what’s on in document, some tools to turn on.
2000 Work Area Click and Type
2000 Menus Personalized menus. Turn off:
Tools/Customize/Options/Turn off Menus show recently used commands first
2000 Windows Task Bar Instead of Windows Menu
2000 Office Assistant Opens Help Panel
2000 Close window box oddity when multiple docs open
Double click menus to dock

4. Word’s Views Normal Page Layout or Print Layout Print Preview
faster editing; good for long documents or lots of graphics
Page Layout or Print Layout
see all elements of the document as they would print
Print Preview
check layout and make adjustments
How to go between views Scroll Bar or View menu
Normal Global view
Won’t see some inserted objects
Won’t see Headers or Footers
Page breaks just dotted lines
Columns don’t appear, appear as one
Quicker refresh, but useful for long docs and images
Page Layout or Print Layout (2000) WYSIWYG
Shows how document will look when printed out
See margins, Headers and Footers, separated pages
Shows all images and inserted objects
Shows all columns
Slower to refresh
Example Word Screen and Toolbars
Print Preview
Miniature version of document—high altitude view. Exactly what’s there
Example: See how Headers/Footers will print Can see layout problems
2000 has Web Layout View to see what page looks like as a web page. Word as web editor, just down and dirty, not best way to do it.

5. What is Formatting? Formatting can affect:
characters
paragraphs
sections
pages
Formatting gives certain characteristics to something
As you’ve seen in the previous lesson
Characters (p Bible)
Bold, underline, alignment
Paragraphs (p 86 Bible)
Alignment, Spacing between lines, Spacing before and after paragraphs
Section formatting (p 120 Bible)
Page orientation different on different pages
Default is one section for whole document. Document can be broken up.
Page
Margins, page borders
After formatting use Undo and Redo buttons to “erase”
If something weird happens, stop, examine and use Undo
Select text then initiate formatting

6. What is a Paragraph?
Paragraph Formatting “lives” in the paragraph mark
Use Show/Hide Paragraph button
“What’s This” under Help to see ALL
What is a paragraph? Any text or content that ends with paragraph mark, letter, word, sentence etc.
Bold whole paragraph, whole paragraph has those characteristics
Bold text only the text has those characteristics
Paragraph formatting “lives” demo
Bold one word, then <enter> no bold next sentence.
Bold whole sentence, then <enter> bold next sentence.
Look at toolbars to see what’s going on.
What’s This
Help/What’s This
Escape key to turn off

7. Document-Wide Formatting
Margins vs. Indents
Page breaks
Headers and Footers
Spell Check
Find and Replace
correct spelling or language change
to or Jean to Gene
Tools to use that affect the entire document.
Could be formatting, editing, searching the whole document...
Margins: Edges of the document
Indents: Edges of the text
Headers/Footers: Appears on each page automatically
Find and Replace ex: They change program name, must change many times in long doc
We will explore some of the automated features later, you can explore them too on your own.????
Open file: Notice it’s in A drive because you were there last.

8. Different File Formats
Word can open docs or save to:
older versions of Word
Word Perfect
Word for Macintosh
Web pages
rtf files
Formatting may be lost in the translation
Can anyone tell me how you can find out what file formats Word can read?
Via HELP or via the save as type pull down box in the save dialog box
Some file formats won’t work
To Save As different format
File/Save As/
Enter file name
Select file type
Try Text Only if you aren’t sure what they have. Looses formatting, but information gets across.
Mac users must add .doc to filename for PC to read it.

9. Exercise From Scratch
Create a document that explains the difference between:
character formatting
paragraph formatting
document wide formatting
Explain what formatting is
Give an example of each type of formatting
Save with your initials and format
e.g. cg_format.doc
Maybe have them open the booklist procedures document that april sent to me and have it open in another window. Use Ctrl + F6 to go between windows.

10. Tables Organize elements in columns and rows
Cell is intersection of column and row
Can make information easier to read
Can contain numbers, text, graphics
Borders may be shown or hidden
Plan your table before creating
Instead of lining up text with space bar and tabs
Cell is intersection of column and row
Gridlines outline cells and table, but don’t print
Borders outline cells and table but do print
Merged Cells Headings
Split Cells Subcategories or breakdowns
Plan ahead, but you can always change size and shape of table

11. Teamwork Tools
Allow multiple people to edit documents and see changes made through:
Highlights
Comments
Track changes
Show Collaboration.doc
Comments don’t show when printed unless set to do so
Vertical lines are next to the Tracked Changes changes
Hover over strikethrough and comments to see details
Show Headings that are to be formatted
Show turning on the TRK button.

12. Exercise 4 Collaborating on an Internet Access Policy Highlight text
Read and write “comments”
Use Track Changes feature
Debrief
 Review how to move through this document with Practice moving through this multi-page document using the Page Up/Page Down buttons, the Scroll Bar and the Ctrl+Home, and Ctrl+End buttons.
Explain File formats after the exercise.
Page Breaks
Seeing end of page in different views
Normal View– dotted line
Print Layout View– new page

13. Customizing Word Tools/Options Tools/AutoCorrect AutoText entries
Tools/Options DEMO THEN THEY PLAY
Click tabs to see settings under each
When you click a second row tab, whole second row moves forward
View, General and Edit tabs most likely used
DEMO: General Blue background, white text
Tools/AutoCorrect
AutoCorrect tab Capitalize first letter of sentence
AutoFormat as type tab Borders --- =
Remember what you change, to change it back.
AutoText
Select desired text Insert/AutoText/New
Type a short “nickname” and OK
Position insertion point press F3 ME
Tools/Options/Edit
Type replaces selection and Drag and Drop editing
Tools/Options/Spelling
Check spelling as you type

14. Working With Graphics Make documents more interesting
Use graphics sparingly
Copyright compliance is important
Use graphics to draw attention to the document or to certain areas
Limit colors, styles, and images otherwise, too busy and hard to read.

15. Graphic Types ClipArt that comes with software
Photos scanned or from the Web
jpgs
gifs
WordArt
ClipArt
From Word, Internet or your own creations PPT Screen Beans
Not all ClipArt is loaded on all machines.
Word automatically goes to Page Layout for Clipart, not jpgs.
WordArt
Adds effects and color to text
Drawing Tool ????
Shapes, lines, arrows,
Org charts
Annotate text
Right click toolbar and select Drawing Toolbar
2000 Format Picture /Layout/ In front of text= able to move picture
When working with graphics use Page or Print Layout View

16. Adding Excel Worksheets
Two applications in one document
All of Excel’s functions available
Powerful calculation capabilities
Data updated automatically
Columns—Letters
Rows—Numbers

17. Getting Help Office Assistant in Word Books Microsoft Website - Ugh!
F1 or Help menu
Books
Word 2000 For Windows For Dummies
Using Microsoft Word 2000
Microsoft Website - Ugh!
Summary
I’ve given you tools, you must practice using them
2-3 times will lock it in your memory
I’ve presented a lot of material, it may seem overwhelming, but it will at least be familiar when the need arises again
Expect you to refer to your notes and handouts
If that’s not enough, there are other references listed for you to turn to
Our goal here was to introduce you to these tools, now your task is to incorporate them into your work
I appreciate your attendance and efforts and participation