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Experiment 1

Objective
Understanding MS Word environment and its important commands.
Working with Toolbar Buttons
MS Word has many Toolbars in addition to Standard and Formatting toolbars. These additional toolbars are used for specific tasks like drawing and can
be shown on screen when needed.
Adding a Toolbar
Click View menu.
Point to the toolbar command.
Select the toolbar you want to add to your display.

Removing a Toolbar
Click View menu.
Point to the toolbar command.
Uncheck the toolbar you want to add to your display.

The Standard Toolbar


Double-clicking on the control bar at the far left end of this toolbar, that gives the following window which can be placed anywhere on the screen.
This toolbar can be restored to its original position by clicking in the gray bar at the top and dragging it back to the top of the screen.
Function of commonly used buttons
Creates a new blank document based on the
default template

Opens or finds a file

Saves the active file with its current file name,


location and file format

Prints the active file - for more print options go to the


File menu and select Print

Print preview - Shows how the document will look


when you print it.

Spelling, grammar and writing style checker

Cut - Removes the selection from the document


and places it on the clipboard

Copy - Copies the selected item(s) to the clipboard

Paste - Places the content of the clipboard at the


insertion point

Format painter - Copies the format from a selected


object or text and applies to other objects or text

Undo - Reverses the last command, use pull-down


menu to undo several steps

Redo - Reverses the action of the Undo button, use


the pull-down menu to redo several steps

Displays the Tables and Borders toolbar

Insert a table into the document, or make a table of


selected text

Insert an Excel spreadsheet into the Word


document

Columns - Changes the number of columns in a


document

Displays or hides the Drawing toolbar

Zoom - Enlarge or reduce the display of the active


document

The Formatting toolbar

This entire toolbar can be placed anywhere on the by double-clicking on the control bar at the far left end of this toolbar.

Function of commonly used buttons


Select the style to apply to paragraphs

Changes the font of the selected text

Changes the size of selected text and


numbers

Makes selected text and numbers bold

Makes selected text and numbers italic

Underlines selected text and numbers

Aligns to the left with a ragged right margin

Centers the selected text

Aligns to the right with a ragged left margin

Aligns the selected text to both the left and right


margins

Makes a numbered list or reverts back to


normal

Add, or remove, bullets in a selected paragraph

Decreases the indent to the previous tab stop

Indents the selected paragraph to the next tab


stop

Adds or removes a border around selected


text or objects

Marks text so that it is highlighted and stands out

Formats the selected text with the color you


click

The Drawing Toolbar


This entire toolbar can be placed anywhere on the by double-clicking on the control bar at the far left end of this toolbar.
Function of commonly used buttons
A pull down menu with several
drawing options

Changes the pointer to a selection arrow

Rotates the selected object to any


degree

A pull down menu with several libraries of


shapes

Draws a line where you click and drag.


Hold the Shift key down to make the
line straight

Inserts a line with an arrowhead where you


click and drag

Draws a rectangle where you click and


drag. Hold down Shift to draw a square

Draws an oval where you click and drag.


Hold down Shift to draw a circle

Draws a text box where you click and


drag

Create text effects with Word Art

Add, modify, or remove fill color from a


selected object

Add, modify, or remove line color

Formats the selected text with the color


you click

Changes the thickness of lines

Selects dash style for dashed lines

Select arrow style; placement and shape of


arrowhead

A pull down menu offers shadow


choices

Add 3-d effects to rectangles or ovals

Experiment 2
Objective
Exploring Page Options in Microsoft Word.

Orientation, Borders, and Shading


For this lesson you will modify a sign which you created in the last lesson. You will place a border around one line of text, place a border around the
entire page, and add shading to selected text.
Step 1. Open Microsoft Word.
Step 2. Open a new blank document.
Step 3. Turn the document to landscape orientation, that makes the longest dimension the width of the page, not the depth.
Step 4. Go to the File menu, select Page Options, choose Orientation and select Landscape.
Step 5. Place a border in the document. First we will place a border around just the title.

Highlight the title


Go to the Format menu and select Border...,
and choose the Borders tab
Select the style, color and line thickness of
your border. Click OK to place a border around the
highlighted text.

Step 6. Next place a border around the entire page. Go to the Format menu and select Border..., and choose
the Page Border tab. In the middle of the Borders and Shading window, near the bottom of the
window you will find a button which will allow you to put an artistic border around the entire page.

Step 7. Click on the down


arrow to display the choices.

Step 8. Click OK when you have made your choice. This places the
border around your document.

Step 9. Go to print preview using either the File menu or the


Standard toolbar. Make a judgment regarding the
appearance of your sign. Regarding the example above, I
would make two changes: (1) the text is crowded on the left,
and (2) there is too much empty space below the rules

Crowded text - Solutions: center the text, tab each line


over.
(Do not use the space bar, tab!)

Empty space - Solutions: increase font size, increase


spacing between lines
Step 10. As a finishing touch, use the highlight feature to stress one
particular rule in the sign above. I want to call attention to
the third rule.
Step 11. Print your masterpiece.

(I selected center, and 1.5x spacing )


Create a Hyperlink to a document on your computer
Step 1. Go to the bottom of the Desiderata.
document and highlight the phrase, I
did a good job!
Step 2. Go to the Insert menu and select
Hyperlink.
Step 3. This time when the Insert Hyperlink
dialog box opens select Existing File
or Web Page, then select File on the
right side of the dialog box. If you
need to review what the window
looks like, select this link. When you
are finished click on the Back button
to come back here.
Step 4. A Link to File dialog box opens which
will allow you to browse to find the
file. From wherever you saved the file, select the hooray4me file then
select the OK button, then select OK in the Insert Hyperlink dialog box. If you saved the documents to your floppy you must change the Look
in: location at the top of this dialog box.
Step 5. Try the link that you just made. After you see the message close hooray4me to go back to Desiderata. You have one more hyperlink to
create.

Create a Hyperlink to a web site


Step 1. Go to the bottom of Desiderata. and highlight the URL. Be careful to get only the URL and not any space before or after it. A Uniform
Resource Locator (URL) begins with http and ends with html. After you are sure you have only the URL highlighted, go to the Edit menu and
select Copy.
Step 2. Leave the URL highlighted. We are going to make it into a link.
Step 3. With the URL highlighted move your cursor to the Insert menu and select Hyperlink.
Step 4. When the Insert Hyperlink window opens you will find the URL you copied has been placed into the Type the file or Web page name: box.
Look carefully. Make sure that the first character is an h and not a colon or a space.
Step 5.

Select OK and try your hyperlink.

Using MS Equation
Here is an algebraic equation.

That's complicated enough to start with.


Step 1. Open MS Word.
Step 2.

Go to the Insert Menu and select Object.

Step 3.

In the Object window that pops up, scroll down to


find Microsoft Equation.

Step 4.

Select the OK button and two things appear; a


work area (outlined in dashed lines) and the
equation toolbar. If you do not see the Equation
toolbar, go to the View menu and select Toolbar.

Pay attention to where the flashing cursor is located before adding a new symbol from the toolbar.
I took my time and produced the following:
Double-clicking on the equation will bring up the MS Equation Editor toolbar, and
the work area.

Experiment 3
Objective

Exploring mail merge in MS Word.


Using Mail Merge
Two Microsoft Office applications will be required for this task. Excel will be used for the data and Word will be used to create the form letter. A form
letter is one in which the body of the letter stays the same but specific information is inserted for/about several different individuals. You have probably
gotten one like that from Publisher's Clearing House.
Possible uses - Any letter or document that needs to be sent to multiple recipients is a good candidate for a mail merge. Some obvious uses include:

Letters to large number of customers. E.g. Banks, Billing companies, etc.

Progress report

Certificates
Procedure
Step 1. Open Microsoft Excel. The excel worksheet will take the place of a database. For this activity we will use the following field names:

First name

Last name

Subject

Class period

Average grade

Step 2.

Create your own or copy what you see below:

Save the worksheet. Remember where you saved it. I recommend saving to the desktop. Close the worksheet.
Step 3.

Open Word. If a new blank document does not automatically open, go to the File menu and select New.

Step 4.

Go to the Tools menu and slide down to Letters and Mailings and then slide over to Mail Merge
Wizard. The Mail Merge Helper dialog box opens. Step 1 asks if we will be working on a letter

Step 5.

Click on Next: Starting document. Notice the bottom of the window allows you to back up in the
procedure or to go on.

Step 6.

Step 7.

Select Next: Select recipients at the bottom of the window pictured above.

Browse to find the existing list of data. When you find the list and select OK, your next choice will
be to select the table which contains your data. Sheet1$ is the correct selection. Click the OK
button.

Step 8.

In the Mail Merge Recipients window you can


make changes to the list of recipients who will
be getting your letter.
If you need to make no changes to the list,
click OK.

Step 9.

Following the Wizard's suggestions, the next


step will be to write your letter.

Click on Write your letter.

Step 10. Type the letter. Put a space at the end of the word of and select More Items from the Mail
Merge Wizard. Do the same in each place where you see text surrounded by the less than
and greater than signs.

Step 11. Each time you select a field click Insert

Step 12. Click on Next: Preview your letters. That


brings up a copy of the letter with the data from your
Excel document merged into place. Click on the
forward or backward arrows (<< or >>) to see letters
to other recipients.

Step 13. If you are satisfied with the way your letter
looks click Complete the merge. Now you could Print
your
letters or edit individual letters.

Keyboard shortcuts
Commonly used keyboard combinations
Ctrl+N

Open a new word document quickly.

Ctrl+X

Cut- Removes the selection from the active document and


places it on the clipboard.

Ctrl+O

Opens a previously saved document.

Ctrl+C

Copies the selection to the clipboard

Ctrl+W

Closes the active window, but does not Exit Word.

Ctrl+V

Paste - Inserts the contents of the clipboard at the insertion


point (cursor) or whatever is selected.

Ctrl+S

Saves the active document with its current file


name, location and format.

Ctrl+A

Selects all text and graphics in the active window.

Ctrl+P

Prints the active file, also gives the opportunity to


change print options

Ctrl+F

Find - Searches for specified text in the active document

Alt+F4

Exit - Closes Microsoft Word.

Ctrl+B

Bold - Formats selected text; make text bold, or remove bold


formatting

Ctrl+Z

Undo the last action. This selection can be


repeated several times.

Ctrl+I

Italic - Formats selected text; make text italic or remove italic

Ctrl+Y

Redo - After an action has been undone, it can be


reinstated in the document.

Ctrl+U

Underline - Formats selected text; make text underlined or


remove underline

Less commonly used keyboard combinations


Increase selected text in increments like the drop down font menu
(Thanks Daniel)
Decrease selected text in increments like the drop down font menu

Apply superscript formatting


Apply subscript formatting

Increase selected text one point

Copy formats

Decrease selected text one point

Paste formats

Change case of the letters

Single space lines

Underline words but not spaces

Set 1.5 line spacing

Double underline text

Double space lines

Center a paragraph

Delete one word to the left

Justify a paragraph

Delete one word to the right

Left align a paragraph

Right align a paragraph

Indent a paragraph from the left

Insert a line break

Create a hanging indent

Reduce a hanging indent

If text is already selected and you want to extend the selection area
Extend selection one character to the left

Extend selection one character to


the right

Extend selection to the end of a word

Extend selection to the beginning of


a word

If you want to move the cursor


One character to the right

One character to the left

One word to the right

One word to the left

To the end of a document

To the beginning of a document

Assignment
1. Open a new Word document and type a line of text. If you wish to do so you could copy this line and paste it into the document.
2. Do not reach for your mouse
3. Move your cursor back into the middle of the line you just typed
4. Highlight more than one word (Hint: Extend to left or right to highlight more than the cursor width.)
5. Cut the highlighted text from the document
6. Open a new Word document
7. Paste the text you cut from the first document into the new document
8. Save the document

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