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Microsoft Word 2000, Level 1 for Windows Thank you for downloading a sample of Corporate Solutions’ courseware for evaluation purposes!
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Word 2000, Level 1
Version 1.0
C O R P O R A T E S O L U T I O N S
Notice
Copyright This manual is copyrighted with all rights reserved. Under the
copyright laws, no part of this publication may be reproduced,
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electronic, mechanical, magnetic, optical, chemical, manual, or
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?1987 - 1999 Corporate Solutions
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Licenses and Trademarks Microsoft, Word, and Windows are registered trademarks of Microsoft Corporation.
Disclaimer Although we make a sincere effort to ensure the accuracy and completeness
of this manual, Corporate Solutions makes no warranty or representation
with respect to this manual. Customer accepts this manual ‘as is.’
Corporate Solutions disclaims the implied warranties of merchantability
and fitness for purpose. IN NO EVENT SHALL CORPORATE
SOLUTIONS BE LIABLE FOR INCIDENTAL, CONSEQUENTIAL,
INDIRECT OR SPECIAL DAMAGES, INCLUDING WITHOUT
LIMITATION, LOST BUSINESS PROFITS OR REVENUE.
This manual was written and produced by Dawn Perusse. Special
thanks to Tabby Finch.
Software Version: Word 2000 for Windows
Student Workbook Version: 1.0 - 9/7/99
ii Word 2000, Level 1 ?1999 Corporate Solutions
About This Course
Course Objectives Through a combination of lecture, demonstration, and hands-on exercises, you will become familiar with the basics of using Microsoft Word 2000, a powerful, full-featured word processing program. By the end of this 7-hour course, you will know how to:
?Create, edit, and format a letter, memo, and proposal
?Change margins, indents, tabs, spacing, and alignment
?Create bulleted and numbered lists automatically
?Find and replace text and character formats
?Create headers and footers
?Check spelling, grammar, and word usage before printing
As with any learning situation, we recommend you start to practice and apply what you have learned in this course immediately after the class to insure internalization of the concepts and procedures.
Target Audience This course is designed for people who are familiar with the IBM PC or compatible, and Microsoft Windows 95, 98, NT 4.0, or later. It is assumed that the audience knows little or nothing about word processing in the Windows environment, or any version of Microsoft Word.
Course Prerequisites Introduction to Windows 95, Introduction to Windows 98,Introduction to Windows NT 4.0, or equivalent experience.
About This Manual This manual is a training manual and is designed to be used by the student in the Word 2000, Level 1 course. It can also be used to learn Microsoft Word 97 (with a few slight differences). Other versions and configurations may vary.
This manual has four parts:
?Getting Started With Microsoft Word
?Editing Basics
?Formatting Basics
?Working With Long Documents
Follow-On Courses The following courses are available in the Microsoft Word Student Workbook series (see p. ix-x for details):
?Word, Level 1
?Word, Level 2
?1999 Corporate Solutions Word 2000, Level 1 iii
Course Materials Hardware:
Windows 95 or Windows 98
?PC with Pentium 75 MHz or higher micro processor
?16 MB of RAM for the operating system
? 4 MB of RAM for each application running simultaneously
(8 MB of RAM for Outlook or Access 2000)
?Printer (optional)
Windows NT Workstation 4.0 (Service Pack 3.0 or later)
?PC with Pentium 75 MHz or higher micro processor
?32 MB of RAM for the operating system
? 4 MB of RAM for each application running simultaneously
(8 MB of RAM for Outlook or Access 2000)
?Printer (optional)
Software:
?Microsoft Windows 95, 98, NT 4.0, or later
?Microsoft Word 2000 (or Microsoft Word 97)
Courseware:
?Word 2000, Level 1 Student Workbook
?Word 2000, Level 1 Class Disk
The summaries at the end of major sections serve as a quick reference
guide for reviewing the steps required to accomplish the tasks
presented throughout the workbook.
The names of menus, commands, and keys to be pressed appear in
bold CAPS. Information to be typed by the student appears in bold,
italicized text.
iv Word 2000, Level 1 ?1999 Corporate Solutions
Table of Contents
Part 1:Getting Started With Microsoft Word1
Getting Started With Microsoft Word3
What Is Microsoft Word?3
What Is Microsoft Word Used For?5
Hardware Requirements5
Class Setup6
Starting Up Microsoft Word7
Starting Up the Program7
Displaying the Window Elements9
Managing the Toolbars12
Getting Help14
Section 2 Quiz (Optional)18
Creating a Letter19
Entering Text19
Starting a New Document24
Saving a Document26
Opening a Previously Created Document29
Scrolling a Document31
Exiting Microsoft Word33
Review Exercise34
Summary35
?1999 Corporate Solutions Word 2000, Level 1 v
Part 2:Editing Basics37
Selecting Text39
Opening Recently Opened Documents39
Selection Shortcuts43
Activating Commands44
Editing Text45
Inserting Text45
Deleting Text46
Replacing Text47
Inserting Other Text Items48
Copying and Moving Text53
Copying Text53
Moving Text55
Printing Documents59
Printing a Document59
Printing Envelopes and Labels60
Inserting and Editing Graphics65
Adding Clip Art65
Adding AutoShapes and WordArt71
Review Exercise74
Summary75
vi Word 2000, Level 1 ?1999 Corporate Solutions
Part 3:Formatting Basics77
Formatting Characters79
Using the Formatting Toolbar79
Using the Font Dialog Box82
Formatting Paragraphs87
Introduction87
Changing Paragraph Alignment88
Changing Line and Paragraph Spacing89
Changing Paragraph Indents94
Setting Tabs104
Using Word’s AutoFormatting Features113
Formatting Pages115
Viewing the Page Format115
Changing the Margins116
Checking the Page Setup117
Previewing the Printed Page119
Review Exercise123
Summary124
?1999 Corporate Solutions Word 2000, Level 1 vii
Part 4:Working With Long Documents127
Moving Around a Long Document129
Browsing the Pages129
Moving to Specific Pages133
Finding and Replacing Text137
Finding Text137
Replacing Text140
Finding and Replacing Formats142
Adding Headers and Footers145
Creating Headers and Footers145
Modifying Headers and Footers151
Proofing a Document153
Checking Page Breaks153
Checking Spelling, Grammar, and Word Usage156
Review Exercise160
Summary161 Appendix163 Glossary165 Index171
viii Word 2000, Level 1 ?1999 Corporate Solutions
Microsoft Office Courses
The following courses are available from Corporate Solutions for current and previous
versions of Microsoft Office, and new courses are being created daily:
?Excel, Level 1?PowerPoint, Level 1
?Excel, Level 2?PowerPoint, Level 2
?Excel Databases?Outlook, Level 1
?Excel Charts?Outlook, Level 2
?Word, Level 1?Access, Level 1
?Word, Level 2?Access, Level 2
The following describes the skills learned in the Level 1 and Level 2 courses for Microsoft
Word.
Skills Learned In Word, Level 1:
?Use the START button to start the program.
?Hide and display window elements, and change the default font.
?Use ScreenTips, the Office Assistant, and the What’s This command to get Help.
?Use Word’s AutoComplete, AutoCorrect, and the Check Spelling/Grammar As You Type features to save time.
?Create, save, and close a document.
?Open recently opened documents and work efficiently with multiple windows.
?Use the I-beam pointer, selection bar, and shortcut keys to select text.
?Use the commands in the menus, the buttons, the shortcut keys, and the Drag-and-Drop feature to edit and format text efficiently.
?Copy and move text within and between documents.
?Insert special characters (e.g. ? symbol), AutoText, and Date and Time entries.
?Print a letter, an envelope, and a sheet of return address labels.
?Insert and edit graphics, including ClipArt, AutoShapes, and WordArt.
?Change the font type, size, and style of text.
?Change the alignment, line and paragraph spacing, indents, and tabs.
?Create block, indented, and hanging-indented style paragraphs.
?Copy character and paragraph formats from one block of text to another.
?Format paragraphs as bulleted lists, numbered lists, or as outline numbered lists.
?Use tabs and tab leaders to create a three-column table.
?Use the AutoFormat As You Type and the Style Gallery to quickly format documents.
?Change the margins and page layout.
?Add and remove manual page breaks and preview a document before printing.
?Use the Document Map, the Web Layout view, the Select Browse Object button, and the GO TO command to move around a long document efficiently.
?Find and replace words and character formatting.
?Create headers and footers, and a title page.
?Check the spelling and grammar, and use Word’s Thesaurus.
?1999 Corporate Solutions Word 2000, Level 1 ix
Skills Learned In Word, Level 2:
?Use shortcut keys for faster character and paragraph formatting.
?Use the Hyphenation feature and create nonbreaking and optional hyphens.
?Apply borders, shadow boxes, and shading to text, paragraphs, and pages.
?Create and manipulate a table in several ways.
?Select cells, rows, columns, and the entire table.
?Enter, edit, format, and rotate data in a table.
?Insert, move, and delete rows and columns, and merge and split cells.
?Total figures in a column and sort by columns.
?Use the Tables And Borders toolbar to create and format a table.
?Set up the Main document for a mail merge.
?Use Word’s Data Form to set up the Data Source document.
?Insert merge fields in the Main document.
?Merge the two documents to create personalized letters.
?Create, insert, edit, delete, and print AutoText entries.
?Create styles from a pre-formatted document.
?Apply styles to an unformatted document using the Style box.
?Delete, edit, and link styles.
?Apply styles from the keyboard as you create a new document.
?Create, use, and attach templates.
?Create and use a macro that opens a template.
?Create and use macros that turn smart quotes on and off.
?Customize Word’s shortcut keys, menus, and toolbars.
?Create your own custom menus, toolbars, and buttons.
?Add, remove, and reorganize the commands in the menus.
?Add, remove, and reorganize the menus on the Menu Bar.
?Add, remove, and reorganize buttons on the toolbars.
?Reset the default program settings.
?Save Word documents in HTML to place on an Intranet.
x Word 2000, Level 1 ?1999 Corporate Solutions
Part 1
Getting Started With Word
Part 1:
Getting Started With Word
Contents Introducing Microsoft Word3
What Is Microsoft Word?3
What Is Microsoft Word Used For?5
Hardware Requirements5
Class Setup6
Starting Up Microsoft Word7
Starting Up the Program7
Displaying the Window Elements9
Managing the Toolbars12
Getting Help14
Section 2 Quiz (Optional)18
Creating a Letter19
Entering Text19
Starting a New Document24
Saving a Document26
Opening a Previously Created Document29
Scrolling a Document31
Exiting Microsoft Word33
Review Exercise34
Summary35
Objectives In Part 1, Getting Started With Word, you’ll learn how to:
?Start up the program
?Hide and display window elements
?Get onscreen Help in various ways
?Change the default font
?Create a letter using Word’s AutoCorrect and AutoComplete features
?Start new and open previously created documents
?Save and close documents, and exit the program
2Part 1: Getting Started With Word ?1999 Corporate Solutions
Section 1:
Introducing Microsoft Word
What Is Microsoft Word?
What Is Microsoft Word Used For?
Hardware Requirements
Class Setup
In this section, you’ll learn what Microsoft Word is, what it is used for,
and what hardware and class files you’ll need to complete this course.
What Is Microsoft Word?Microsoft Word is a powerful, full-featured word processing program for computers running Microsoft Windows 95, 98, NT 4.0, or later.
In addition to normal word processing features, Microsoft Word has a number of special features that make it much more powerful than traditional word processing programs.
Traditional Word Processing Features
The following word processing features revolutionized the manual typing process:
?Wordwrap
?Editing
?Formatting
?Find and replace words and phrases
?Headers and footers
Not only can you change the font type,size, or
S T Y L E of any character or word right on the screen, you can even create and intersperse spreadsheets, charts, and graphics throughout your text.
?1999 Corporate Solutions Part 1: Getting Started With Word 3
Document Processing Features
Microsoft Word also offers a number of document processing features
that make creating long documents fast and easy. Here are just a few:
Feature To Help You
?AutoComplete finish a text entry, such as today’s date
?AutoCorrect correct common errors as you type
?AutoText quickly insert blocks of text or graphics
?AutoFormat format an entire document in one step
?AutoCaption number captions automatically
?Spell-It identify spelling and grammatical errors
?Hyphenation create neat-looking documents
?Drag-and-Drop copy or move data quickly by dragging it
?Wizards accomplish tasks using a step-by-step guide
?Spell checking automatically check documents as you type
?Grammar checking produce grammatically correct documents
?Thesaurus produce documents with good word usage
?Print preview see the printed page(s) before you print
?Page layout create documents with impact
?Multiple windows copy text between documents easily
?Columns create newsletters, brochures, etc.
?Tables create tables of information
?Tabular data sort data and do minor calculations
?Outlining organize your thoughts
?Styles maintain a consistent look
?Table of contents automatically create a table of contents
?Index automatically create an index
?Footnotes automatically number footnotes
?Mail merge create personalized form letters
?Custom menus streamline your menu choices
?Special formats type scientific formulas
Web Processing Features
Microsoft Word also offers a number of web features that make creating
and browsing web documents fast and easy. Here are just a few:
Feature To Help You
?Web toolbar open, search, and browse online documents
?Web layout view documents as if they were Web pages
?Hyperlinks quickly navigate between documents
?Web Page Wizard quickly create web pages
?Sound incorporate sound clips in web pages
?Video incorporate video clips in web pages
4Part 1: Getting Started With Word ?1999 Corporate Solutions
What Is Microsoft Word Used For?Some common uses of Microsoft Word are:?Letters?Envelopes ?Memos?Labels ?Reports?Newsletters ?Manuals?Brochures
?Legal Documents?Flyers
?Faxes?Web Pages
In addition, Microsoft Word has built-in programs for creating spreadsheets, charts, graphics, special-effect text, and scientific equations.
Hardware Requirements Microsoft Word 2000 will run on an IBM PC or compatible that meets the following minimum requirements:
Windows 95 or Windows 98
?PC with Pentium 75 MHz or higher micro processor
?16 MB of RAM for the operating system
? 4 MB of RAM for each application running simultaneously
(8 MB of RAM for Outlook or Access 2000)
Windows NT Workstation 4.0 (Service Pack 3.0 or later)
?PC with Pentium 75 MHz or higher micro processor
?32 MB of RAM for the operating system
? 4 MB of RAM for each application running simultaneously
(8 MB of RAM for Outlook or Access 2000)
The faster the micro processor and the more RAM your computer has, the better Word will perform.
If necessary, refer to the software manual that comes with Microsoft Office for instructions on how to install Word and the other Office programs.
?1999 Corporate Solutions Part 1: Getting Started With Word 5
6 Part 1: Getting Started With Word
?1999 Corporate Solutions
Class Setup
If you are attending a class, preparation of the hardware and software has already been done for you. If you are in a self-study situation, make
sure you have all the necessary files to work with, as shown below.Sample Class Files
You should have a folder on your desktop called Word 2K, L1 ClassEx that contains the sample class files. This folder can be copied from the Class Disk that comes with this course, or downloaded from the
appropriate web site. The contents of the Word 2K, L1 ClassEx folder
should look similar to the following illustration.
The Student Workbook
The screen shots for this student workbook were taken on a Compaq computer running Windows 98 and Office 2000, and may vary slightly from what you see on your monitor.
The names of menus, commands, and keys to be pressed appear in bold CAPS . Information to be typed by the student appears in bold ,italicized text .
There is often more than one way to do something, and almost every command has a keyboard shortcut and/or is represented by a button on a toolbar.
When there is no difference between the command, the button, and the keyboard shortcut, you’ll often see a step include all three so that you can choose the one that most suits your working style.
For example, the following sample step tells you which command to choose from which menu. It also tells you what the keyboard shortcut is, and what button you can click on a toolbar to accomplish the same thing.SAMPLE
:
?1999 Corporate Solutions
Part 1: Getting Started With Word 7
Section 2:
Starting Up Microsoft Word
Starting Up the Program
Displaying the Window Elements Managing the Toolbars Getting Help
This section explains how to start up the program, display the default window elements, manage toolbars, and get onscreen Help.
Starting Up the Program
As with other Windows applications, there are several ways to start Microsoft Word. You can start up the Word program to display a new Word document, or you can open an existing Word document to start up the program and display that document in one step.In the following exercises, you will:?Create a new folder on the desktop
?
Use the START button to start the Word program
Practice To Create a New Folder
In this exercise, you will create your own folder on the Windows desktop to store the documents that you’ll create during this course.1.Turn on the PC , if necessary.
Note :If a password dialog box appears, type the password and press the ENTER key (or press the ESC key). If the Welcome to
Windows dialog box appears, click the CLOSE button.
Note :If the Office Shortcut Bar appears, close it by double-clicking
the small 4-color box at the beginning of the Shortcut Bar.
3.Create a new folder on the desktop called (Your Name)’s Folder :?Right-click the desktop > NEW > FOLDER ?Type (Your Name)’s Folder
?
Press ENTER and click the desktop to deselect it
8 Part 1: Getting Started With Word
?1999 Corporate Solutions
Practice To Start Microsoft Word
In this exercise, you will use the START button to start the Word program and display a new Word document.
1.Click the START button > PROGRAMS > MICROSOFT WORD .
The program is loaded and a new document appears.Ruler End Mark
Cursor Text Area
Control Icon
Menu Bar
Title Bar
Minimize/Maximize/
Close Buttons
Standard Toolbar Status Bar Scroll Bars
Formatting Toolbar Taskbar
View Buttons Note :If the Office Assistant is activated, it may appear at this point to offer assistance. If it appears now or at a later time, right-click it and choose HIDE, unless otherwise instructed. You’ll learn how to use the Office Assistant shortly.
In Word 2000, a button appears on the Taskbar for each document you open. The document window has a Close button, but no Minimize or Maximize/Restore button.
Displaying the Window Elements Most window and program settings can be controlled from two locations, the Options dialog box and the Customize dialog box. In the following exercises, you’ll check your settings in these two dialog boxes to ensure that your screen matches the illustrations in this workbook.
Practice To Check the Window and Program Settings
In this exercise, you’ll check the window and program settings in the
Options dialog box to make sure they match those used in this course.
1.Choose TOOLS menu > OPTIONS > VIEW tab.
The View options appear in the Options dialog box.
2.If necessary, click an option to select or deselect it, so that the dialog
box on your screen looks similar to the following illustration.
3.Click the OK button (or press ENTER to activate the button with
the heavy border).
Note:You’ll learn about the program settings on the other tabs in
the Options dialog box during the course. Next, you’ll make sure the
default toolbars are displayed, and that the ScreenTips and Full
Menus features are turned on.
?1999 Corporate Solutions Part 1: Getting Started With Word 9