Word Tutorial



Beginner's Guide to Winword
Creating and Formating Documents
Page Layout and Design
Editing Made Easy
Document Creation Shortcuts
Introduction to Graphics
Key Shortcuts for Moving Around a Document Quickly
Key Shortcuts for Document Formating
Fixing Corrupted Word Documents


1. BEGINNER'S GUIDE TO WINWORD



2. CREATING & FORMATTING DOCUMENTS

  1. Creating a New Document

    1. Select "File".
    2. Select "New".
    3. At the New screen, select "OK".

  2. Typing in Text

    1. Start typing-text appears at blinking cursor.
    2. Do not press "Enter" key at the end of each line; the text "wraps around" to the next line.
    3. Do not use spaces or tabs for indents; this creates uneven alignment of text. Use indents or the "Bullets & Numbering" feature.

  3. Moving Around Quickly

    1. Ctrl+Home, moves to the top of a document.
    2. Ctrl+End, moves to the end of a document.
    3. Ctrl+PageUp, moves to the top of the screen.
    4. Ctrl+PageDown, moves to the bottom of the screen.
    5. Ctrl+Right Arrow, moves right one word.
    6. Ctrl+Left Arrow, moves left one word.
    7. Scroll bars.
      8.

  4. Highlighting Text

    1. Place cursor in text.
    2. Click twice to highlight a word.
    3. Press Control and click to highlight a sentence.
    4. Click three times to highlight a paragraph.
    5. Hold down the left mouse button and drag the cursor to select as much text as desired.
    6. Select "Edit", "Select All" to highlight the entire document (or press ).

  5. Text Formatting

    1. Select text.
    2. Click on B (bold), I (italics), U (underline) buttons (toggle keys).
    3. Click on font pull-down menu to change font name.
    4. Click on size pull-down menu to change font size.
    5. Select "Format", "Font" to change the document font.
    6. Select "Format", "Change Case" to change the case of letters.

  6. Paragraph Formatting

    1. Select a paragraph.
    2. Click on alignment (left, center, right) buttons on the standard toolbar.
    3. Click on increase and decrease indent buttons for left margin indentation.
    4. Press Ctrl T for hanging indent.
    5. Press Ctrl 2 for double spacing.
    6. Press Ctrl 1 for single spacing.
    7. Ctrl+Shift+N returns selected text to normal default.
    8. If using large size fonts, select "Format", "Paragraph"; pull down Line Spacing menu; select "At Least".
    9. Select "Format", "Paragraph" for other options, such as right margin indentation.

  7. Cutting, Copying & Pasting

    1. Highlight text.
    2. Select "Edit" "Cut" or "Edit" "Copy".
    3. Move cursor to desired location.
    4. Select "Edit" "Paste".
    5. Or use the cut, paste & copy buttons.

  8. Bullets & Numbering

    1. Select Text.
    2. Click on the bullet button to create bulleted paragraphs.
    3. Click on the number button to create numbered paragraphs.
    4. Select "Format" "Bullets and Numbering" for other options, such as multilevel numbering.

  9. Borders

    1. Select text.
    2. Select "Format" "Borders and Shading".
    3. Make your selections for border style and color.

  10. Undo & Redo

    1. To Undo, click on the "Undo" button to reverse one keystroke, or click on the pulldown menu arrow and highlight an action to reverse keystrokes to that point.
    2. Clicking on "Redo" does the opposite.

  11. Footnotes

    1. Select "Insert" "Footnote"
    2. Choose "Footnote" or "Endnote"
    3. Choose "Auto Number" or "Custom Mark"
    4. Choose a symbol if using "Custom Mark"
    5. Click OK and type footnote

  12. Creating Document Summaries

    1. To create a document summary for all new documents:
      1. Select "Tools" "Options".
      2. Select Save folder.
      3. Click box for "Prompt for Summary Info".
    2. To create a document summary for the current document:
      1. Select "File" "Summary Info".










3. PAGE LAYOUT AND DESIGN

  1. Creating Templates for Standard Documents

    1. Select "File" "New".
    2. Click on "Template".
    3. Make formatting selections, such as font, margins, etc.
    4. Type in any text to be saved as part of the template.
    5. Select "File" "Save".
    6. Give the document a name with a .dot extension.
    7. It is now filed in your template directory. You can select it for any new document.
    8. To create a template from an existing document, select "File" "Save As" and then choose "Document Template" from "Save File As Type" list. (Name with a .dot extension.)

  2. Page Setup

    1. Open new or existing file.
    2. Select "File" "Page Setup".
    3. Click on Margins folder; set margins.
    4. Select "Apply To" to make changes to document or section.
    5. Click on Papersize folder; select size and orientation.
    6. Click on Layout folder to change the vertical alignment of the text on a page.

  3. Page Numbering

    1. Select "Insert" "Page Numbers".
    2. Select "Position" to pick the page location for the numbers.
    3. Select "Alignment" to pick left, center, or right.
    4. Select "Format" to change the number style.
    5. Click on the box "Show Number on First Page" to turn it on or off.

  4. Headers/Footers

    1. Select "View" "Headers & Footers".
    2. At the toolbar that comes up, choose header or footer by clicking on the "Switch Between Header or Footer" button.
    3. Type text in the box provided.
    4. Insert page numbers from the toolbar.
    5. Insert the date or time from the toolbar.
    6. Create a different header/footer for the first page or for odd/even pages by clicking on the Page Layout button. Select the Layout folder and click on the appropriate box.
    7. Create different headers/footers for each section in a document by clicking on the "Same As Previous" button. Then create the new header/footer.
    8. To edit headers/footers, choose "View" "Layout" and then edit like any other text

  5. Creating Multiple Columns

    1. To format an entire document, click the "Columns" button and drag to select the number of equal-size columns you want.
    2. To format part of a document, highlight that part, then click the "Columns" button and drag and drop.
    3. To create columns of unequal widths, highlight the text, select "Format" "Columns".
      1. Either use one of the presets provided or create your own widths.

  6. Controlling Pagination

    1. To keep lines of a paragraph together on a page, select "View" "Normal".
      1. Highlight and delete the soft page break.
      2. Select "Format", "Paragraph.
      3. Choose "Text Flow" folder.
      4. Select "Keep Lines Together" check box.
    2. To keep paragraphs together on a page:
      1. Highlight all but the last paragraph.
      2. Select "Format", "Paragraph".
      3. Choose "Text Flow" folder.
      4. Select "Keep with Next" check box.
    3. To print a specific paragraph at the top of a page:
      1. Position the cursor in the text of the paragraph.
      2. Select "Format, "Paragraph".
      3. Choose "Text Flow" folder.
    4. Select "Keep with Next" check box.

  7. Working with Tables

    1. To create a table, position your cursor where you want to add it, click on the "Insert Table" button and drag the grid to the size desired.
    2. Click in any cell to begin typing.
    3. Press the tab key to move from cell to cell.
    4. Add/delete rows with "Table" "Insert Row" or "Delete Row".
    5. Add/delete columns with "Table" "Insert Column" or "Delete Column".
    6. Change column widths by dragging and dropping the gridlines.
    7. Can merge and split cells by highlighting and then choosing "Table" "Merge Cells" or "Split Cells".
    8. To add Borders and Shading, use "Table" "Autoformat".
    9. Can sort table contents from "Table" "Sort".

    Can convert text into a table or a table into text by highlighting the text or table and using "Table" "Convert".

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4. EDITING MADE EASY

  1. Autocorrect (corrects commonly misspelled words as you type)

    1. Select "Tools" "Autocorrect".
    2. In the "Replace" box, type "gc"
    3. In the "With" box, type "Goshen College".
    4. Click on "Add" button.
    5. Click on "OK".
    6. Whenever you type "gc", it will be replaced with Goshen College.
    7. To turn Autocorrect off, select "Tools" "Autocorrect" and unselect "Replace as You Type" box.

  2. Autotext (frequently used text saved for recall)

    1. Type in phrase, sentence or paragraph.
    2. Highlight the text.
    3. Choose "Edit" "Autotext".
    4. In the "Name" box, give the text a brief, descriptive name.
    5. Click on "Add" button.
    6. To insert Autotext:
      1. Type the Autotext entry name and press F3; or
      2. Click on "Edit" "Autotext", select the entry name, and click on "Insert".
    7. To change/edit Autotext:
      1. Type entry name and press F3.
      2. Make changes desired in text.
      3. Highlight all text to be saved.
      4. Click on "Edit" "Autotext", select the same Autotext entry and click on "Add". When prompted for "Redefine, say "Yes".
    8. To print Autotext entries:
      1. Click on "File" "Print".
      2. In the Print Menu, click on the pulldown menu arrow for the "Print What" box .
      3. Select "Autotext Entries" and "OK".

  3. Spelling

    1. Choose "Tools" "Spelling" from menu or press F7.
    2. When it stops at a word, choose an option: Ignore, Ignore All, Change, Change All, Add.
    3. "Add" adds the word to the default Custom.dic.

  4. Search & Replace

    1. Select "Edit" "Replace".
    2. Fill in the "Find What" and "Replace With" boxes.
    3. Change options for search by clicking on the boxes shown.
    4. Select "Find Next" if you wish to control each replacement (inter-active mode). Then select "Replace" if yes or "Find Next" if no.
    5. If you want automatic replacement, select "Replace All".

  5. Grammar

    1. Place your cursor at the beginning of the text to be checked.
    2. Select "Tools" "Grammar".
    3. Click on "Options" to select grammar checking for different kinds of writing.

  6. Thesaurus

    1. Select a word.
    2. Click on "Tools" "Thesaurus".
    3. View the synonyms and antonyms.
    4. Click on "Replace" to replace the highlighted word.

  7. Format Painter Button

    1. Highlight text with formatting feature you want to copy (e.g., bold).
    2. Click on the Format Painter button.
    3. Highlight the text you want to apply it to.
    4. The text is "painted" with the same formatting feature.
    5. To apply the painted style more than once, double click on the Painter Button, select each group of text, then click on the button to turn it off.

  8. Autoformat

    1. To autoformat entire document, place cursor anywhere in text and select "Format" "Autoformat".
    2. Autoformat will apply an automatic style to the document. When the autoformat box reappears, you can "Review Changes" and accept or reject them, or you can click on "Style Gallery" and pick another style for the entire document or just one part of it.

  9. Word Count

    1. Select "Tools" "Word Count".
    2. You will find info on the document size, number of words, etc.


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5. DOCUMENT CREATION SHORTCUTS

  1. Introduction to Macros

    1. Double-click on REC button on Status Bar.
    2. Type in macro name.
    3. Type in macro description.
    4. If you want to assign the macro to a toolbar, a menu, or a shortcut key, choose the appropriate button.
    5. Choose the OK button.
    6. Perform the actions you want to record.
    7. Click the Stop button on the Macro Record toolbar or double-click on the REC button on the status bar.

  2. Adding a Macro to the Toolbar

    1. Select "Tools" "Customize".
    2. Under "Categories", scroll down to "Macros" and highlight.
    3. Select the macro name from the list.
    4. Drag and drop the macro name to the toolbar.
    5. Pick an icon to be assigned to that macro.
    6. Drag and drop the new icon where you want it on the toolbar.

  3. Introduction to Mail Merge

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6. INTRODUCTION TO GRAPHICS


1. Inserting Symbols

  1. Select "Insert" "Symbol".
  2. Choose a Font from the pull-down menu.
  3. Highlight a symbol from the font list or from the special characters folder.
  4. Click on "Insert" and then "Close".

2. Inserting Pictures

  1. Select "Insert" "Picture".
  2. Highlight a picture file.
  3. Click on "Preview".
  4. If it's what you want, click on "OK"; otherwise, make another selection.

Frames

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Shortcuts: Formatting inside of Word

Action

Hot Key

Action

Hot Key

Action

Hot Key
Center Ctrl-E Bold Ctrl-B Cut Ctrl-X
Right Align Ctrl-R Italic Ctrl-I Copy Ctrl-C
Left Align Ctrl-L Continuous Underline Ctrl-Shift-W Paste Ctrl-V
Justify Ctrl-J Word Underline Ctrl-ShiftD Repeat Ctrl-Y or F4
Increase Indent Ctrl-M Double Underline Ctrl-= Cancel Esc
Decrease Indent Ctrl-Shift-M Subscript Ctrl-+ New Line Shift-Enter
Hanging Indent Ctrl-T Superscript Ctrl-Shift-= New Page Ctrl-Enter
Remove Hanging Indent Ctrl-Shift-T All Caps Ctrl-Shift-A New Column/Split Table Ctrl-Shift-Enter
Open/Close Space Before Ctrl-0 (Zero) Small Caps Ctrl-Shift-K Optional Hyphen Ctrl-Hyphen
Single Space Lines Ctrl-1 Font Ctrl-D Nonbreaking Hyphen Ctrl-Shift-Hyphen
Double Space Lines Ctrl-2 Point Size Ctrl-Shift-P Nonbreaking space Ctrl-Shift-Spacebar
Apply Style Ctrl-Shift-S Hidden Ctrl-Shift-H Tab Character Ctrl-Tab
Reset to Style Ctrl-Q Reset Character Ctrl-Spacebar Show Nonprinting Characters Ctrl-Shift-*
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