1. Lesson Two Anderson—Fall 2011
MIT-Word
Lesson Two
Anderson—Fall 2011

2. Beddingfield High School—Where great is not good enough!
The Open Command
The Open command is accessed from the File Tab in the Backstage
Clicking File/Open brings up the Open dialog box
The Open dialog box looks very similar to the Save As dialog box.
Students get the two confused.
The difference between Save As and Open is that when using the Open command, the user has already created and saved the document.
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3. Parts of the Open Dialog Box3
Look In List—allows the user to click a folder to see its contents 4
The Change View button allows the user to select from different view such as thumbnails or detail view.
Previous locations drop-down list. 1 2
Navigation Pane-tells where you are in the file system and allows you to browse
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4. Beddingfield High School—Where great is not good enough!
The Open Dialog Box 1
The New Folder button allows the user to create a folder from the dialog box 3
File Name Box 4
The Tools Button—allows for options accessible from the Backstage Under Options/Save 2
The Open Options Drop-down list
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5. Beddingfield High School—Where great is not good enough!
File of Type 1
Files of Type drop-down list:
Clicking the Files of Type list and selecting a file type will narrow the available files on the Navigation pane.
Only files of that type will display.
Before click
After click
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6. Beddingfield High School—Where great is not good enough!
Recent Documents
Users can click the MY Recent Documents on the Open dialog box to view the last files opened in MS Word.
This feature can help users who forget where they saved their work or what they named their file they were using last.
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7. Beddingfield High School—Where great is not good enough!
My Computer
Users don’t have to Open MS Word to open a file.
They can simply browse from My Computer or My Documents and double-click a file.
This will open the file in MS Word 2010.
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8. Beddingfield High School—Where great is not good enough!
Hot Keys to Open Files
CTRL + O
CTRL + F12
CTRL + ALT + F2
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9. Check for Understanding
List three ways to open a file in MS Word. ?
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10. Beddingfield High School—Where great is not good enough!
Navigating a Document
The easy way to navigate through a document is using the scroll bars
Sometimes shortcuts are a more effective way of getting where you want to be
It is important to be able to go precisely where you would like to in a document because it saves time.
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11. Shortcuts for Navigation
PAGE UP/PAGE DOWN Buttons—moves the user a page at a time
CTRL + Page Up—moves to the top of the current page
CTRL + Page Down—moves to the bottom of the current page
The Arrow keys—moves the user a character at a time
CTRL + the Arrow Keys—moves the user a word at a time left or right
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12. Shortcuts for Navigation
HOME key—Moves the user to the beginning of a line of text
CTRL + HOME key—Moves the user to the beginning of a document
END key—Moves the user to the end of a line of text
CTRL + END key—Moves the user to the end of a document
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13. Beddingfield High School—Where great is not good enough!
Navigation Shortcuts
SHIFT + F5—Returns the user to the last location visited in the document
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14. Beddingfield High School—Where great is not good enough!
The Mouse Pointer
I-Beam—The cursor takes the form of an I-Beam when clicking will place the user into a document to insert text.
Hand—the cursor takes the form of a hand if a user is hovering over a hyperlink.
Arrow—the cursor takes the form of an arrow if it will be used to select
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15. Beddingfield High School—Where great is not good enough!
How much Text?
The mount of text showing on your screen depends on the size of your screen and the viewable area.
Ways to increase viewable text on your screen:
Use Full Screen Reading View or Draft View Option
Decrease Zoom
Hide the Ribbon
Buy a larger monitor!
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16. Beddingfield High School—Where great is not good enough!
Parts of the Scroll Bar
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17. Scrolling with the Mouse
NOTE: Navigating using the scroll bar does not change the position of the mouse
The mouse you are using may have a scroll wheel that takes the place of the scroll bar
NOTE: Some of our lab mice have broken scroll wheels :< Be gentle with your mouse!
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18. Overtype and Insert Modes
The default text mode in MS Word is Insert
When in Insert Mode, text is keyed to the right of the cursor position
Insert repositions the text to the right of the entry to a new position.
Insert is a toggle switch on the keyboard activated by the Insert key.
When clicked, it toggles from Insert to Overtype.
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19. Overtype and Insert Modes
NOTE: It is important to remember that when in Overtype Mode, the user erases original text as they type new text into the document.
If you find yourself having typed over text without knowing the Mode has changed to Overtype, just click the undo button in the Quick Access Menu or use the Shortcut for Undo, CTRL + Z.
CTRL + Z
UNDO
REDO
CTRL + Y
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20. Beddingfield High School—Where great is not good enough!
MS Word Options
To change the default from Insert to Overtype, the user can go to the Backstage from the File Tab and click
Options/Advanced.
However, most users prefer to use Insert.
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21. Beddingfield High School—Where great is not good enough!
Selecting Text
Users can select text using a variety of methods:
Dragging over text with their mouse
Double-clicking over a word selects the word
Triple-clicking over a paragraph selects the paragraph
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22. Beddingfield High School—Where great is not good enough!
Selecting Text
CTRL + End and Down Arrow can select a paragraph
NOTE: the CTRL button allows the user to select nonadjacent text in a document
Example:
Double click a word to select the word.
Hold down CTRL
Double click another word in another paragraph
BOTH word are selected
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23. Selecting ALL Text
Clicking anywhere in the document off of the selected text will deselect text
Clicking Select All from the Editing Group on the Home Ribbon selects all of the text in the document. 1
CTLR + A—Shortcut to select all text 2
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24. Beddingfield High School—Where great is not good enough!
Deleting Text
If text is selected and the Delete button is pressed, the text will be deleted.
Undo restores deleted text
Review:
Backspace deletes to the left of the cursor position
Delete deletes to the right of the cursor position
If the user types text as the last operation, the undo button removes the last typed text
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25. Beddingfield High School—Where great is not good enough!
What Cannot be Undone?
When is the Undo button not useful?
When saving or printing
The Save and Print command cannot be Undone using the Undo button
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26. Beddingfield High School—Where great is not good enough!
Undo and Redo Lists
Users can click the drop-down arrow on the Undo button to view a list of commands that can be undone using Undo.
The user can select a number of commands from the list to undo at once.
However, the user wants the fourth command to be undone, commands one through three must be undone as well.
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27. Beddingfield High School—Where great is not good enough!
Organizing Files
It is important that users organize their files using Folders and Subfolders.
This makes finding documents much easier.
Folders can contain files or other folders.
A folder within a folder is called a subfolder.
Subfolders help keep many files organized in a hierarchical system of order.
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28. Creating and Deleting Folders
Users can use either the Save As or the Open dialog box to create folders using the new folder icon
Users can also delete folders from both dialog boxes by:
Clicking on the file and clicking the delete icon
Right-clicking over the files and selecting delete
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29. Beddingfield High School—Where great is not good enough!
Creating Subfolders
To create a subfolder from the Save As or Open dialog box
Browse to the folder in which you would like to create a new folder
When you are in the folder, click the New Folder icon and create the subfolder
A subfolder is simply a folder within another folder
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30. Managing Folders from My Documents
You do not have to have MS Word open to organize folders
Users can simply click on My Documents or My Computer and Click New/Folder
NOTE: If you misspell a folder name, you can right-click the folder from My Documents and select Rename to correct the error.
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31. Saving Verses Renaming
Users can Save a file from the Save As dialog box with a new name.
This does not effect the older file with a different name. It preserves the old file.
When renaming a file from My Documents, it changes the original file to a file with a new name.
This effects the old file-it has been replaced. It does not preserve the old file.
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32. Preventing Loss of Data
NOTE: It is important to backup data.
How can you prevent losing data?
Saving often
Save in more than one place
Save on mobile drives as well as on your computer
Change the Autorecovery options to save more often
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33. Saving in Different Formats
The format in which a file is saved effects many different things, such as
in which application the file can be opened and viewed
if the person to whom you sent the file will likely be able to open and view the file
if you will be able to open the file again in MS Word 2010
if a person with an older version of MS Word will be able to open the file
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34. Beddingfield High School—Where great is not good enough!
Default Format
Remember the default format for MS Word 2010 is the .docx format.
MS Word will automatically save in this format unless you choose a different format from the Save As dialog Box.
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35. Changing Default Format from Options
Users can change the default format in which MS Word will save from the Options setting of the File tab.
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36. Beddingfield High School—Where great is not good enough!
Which format?
You can tell the type of file format a document is saved in by going to the file properties.
File/Save As
Click the drop-down arrow beside Views
Select Properties
Read the file type under the File Property column of the navigation pane
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37. File Types and File Extensions
Word can save in various formats including;
Word Format (.doc extension—allows the document to be opened in earlier version of Word)
Rich Text Format (.rtf extension-can be opened from a variety of platforms and retain some formatting)
Portable Document Format (.pdf extension can be opened in Adobe Reader)
As a Word template (.dotx—saved in the templates folder in MS Word and can be used with new documents.)
As a Web page (.html—can be opened in a browser)
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38. Beddingfield High School—Where great is not good enough!
Cannot Open a File?
If you cannot open a file, you can check the file format from Start/My Documents
Browse to the document file and select
View options/Properties
You can see if the format is a type that is compatible with MS Word.
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39. Beddingfield High School—Where great is not good enough!
Cannot Find a File?
From My Documents click the Type column heading at the top of the navigation pane.
This sorts the files by file format:
All of the GIF images are displayed first
Next, the JPEG images are displayed
Then a PowerPoint file and so on
NOTE: If you know the format the file is saved in, sorting by format or date created makes it easier to find.
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