Microsoft Word Notes

METBD 050 MS Word Notes – Day 1 Introduction: Word is one of the programs available in the MS Office Suite of software. It is a word processor and is used by engineers to type the following types of correspondences: Memorandums – written to others in the same organization. Not as formal as a letter. Usually used to convey information to others – often, they serve as progress reports and are written records of a projects progress. The author of memos must write his initials in the header of the memo. Letters – written to people outside the organization. This could be to clients or customers, or to someone from whom you are requesting something – information, a job, or research and development money. Letters are also used to convey progress reports to customers. Usually, letters are a formal communication. The author must sign letters. Proposals – usually a formal request for something written formally to a person or organization that is in a position to grant your request. This could include implementing a new process or requesting a new piece of equipment for your company, or requesting funding from a government agency to perform research in an area of interest. Proposals can also be offers to perform professional work. These kinds of proposals are written to potential clients. Reports – usually the culmination of some type of work. The work can be physical testing, or an analysis of something, or the result of a design project. Reports are also required when performing research and development projects. Reports are generally formal communications. In engineering, reports are usually written in the third person. Papers – usually a formal communication used to convey ideas that may be of interest to others. This is usually a formal communication as papers are usually published in trade magazines and journals. With the availability of personal computers and word processing software, engineers are often required to write their own documents. To this end, we will be covering many of the MS Word functionalities that engineers use when writing their documents. The following table lists the functionalities to be covered in METBD 050 along with the types of correspondences that may require their usage. MS Word Functionality Covered in METBD 050 Formatted Text Page Setup Tabs Lists Headers & Footers Footnotes Special Characters Formatted Tables Equations Inserted Objects Spelling & Grammar Technical Sketches

Types of Correspondences Generated by Engineers Memorandum

Letter

Proposal

Report

Paper

Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

To Open Word: Pick the Start button. From the menu, select Programs Æ Word Processing Æ MS Word 2003. Once the program is launched, a new, blank document is opened and is ready for you to start working. The Word user interface consists of the workspace, menus and toolbars. All of the commands in Word can be accessed through menus and toolbars. Menus contain lists of words that indicate the commands to be executed. For example: File Æ Print… is the menu sequence necessary to print a document. Toolbars contain buttons that execute a particular command. Picking the button prints the current document. METBD 050 – MS Word Notes 1- S04.doc E. R. Evans, Jr. – 1/3/04

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Hold the mouse pointer over a button to see a description of what the button does. The following figure shows the location of commonly used menus and toolbars. Note that the user interface in the Behrend Computer Labs may differ slightly from what is shown here. Title Bar

Menu Bar

Standard Toolbar

Formatting Toolbar

Exit Maximize Minimize Zoom display First Line Indent Hanging Indent Left Indent

Horizontal Ruler

Custom Buttons Scroll Bar

Cursor Tab Indicator Button – used to create tabs Vertical Ruler

Print Layout View

Word Document

Status Bar

Title Bar: Lists the name of the current document along with the software name. Menu Bar: A collection of menus used to execute commands within the Word environment. Standard Toolbar: Contains command buttons that execute shortcuts to many common commands, such as Open a new document, Open an existing document, Save, Print, Print Preview, Spell Check, Cut, Copy, Paste and Format Painter. Format Toolbar: Contains command buttons that execute shortcuts associated with formatting text within a document. These include Font, Size, Bold, Italic, Underline, Left Justify, Center Justify, Right Justify, Lists and colors. Cursor: Shows the current location within the document. This is where text will be inserted by typing on the keyboard or where a figure or table can be inserted to the document. To Select Text and Objects: The following are four methods that can be used to select text and other objects. Things must be selected before they can be manipulated or formatted. 1. Using the mouse, left-click just to the left of the word to be selected and drag over the words while holding down the mouse button. The text will be highlighted in black as shown here: highlighted text 2. Double click on a word to select it. 3. Triple click on a word to select the word and the entire paragraph it is in. 4. Left click on an object (picture, drawing object, chart, table) to select it. Showing Toolbars and Adding Buttons: Many other toolbars are available. They may be turned on by selecting View Æ Toolbars and selecting the desired toolbar from the list. Additional buttons may be added to a toolbar by right clicking on any toolbar and selecting Customize from the list. Select the Commands tab from the dialog box and the desired Category from the Categories window. In the Commands window, scroll down to the desired command and drag the button for the command from the dialog box to the toolbar where you want it to exist. METBD 050 – MS Word Notes 1- S04.doc E. R. Evans, Jr. – 1/3/04

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Special Keyboard Keys: Backspace – deletes the character to the LEFT of the cursor. Delete – deletes the character to the RIGHT of the cursor. End – moves the cursor to the end of the line of text. Home – moves the cursor to the beginning of the line of text. Arrow keys – move the cursor around the screen. This can be done by left clicking with the mouse. Tab – jumps the cursor incrementally along the line of text. Print Scrn – captures everything that is displayed on the screen in memory. The image can be pasted into the document by pressing Ctrl-V. Alt-Print Scrn – captures the active window on the screen in memory. The image can be pasted into the document by pressing Ctrl-V. Crtl-X – Cut. Removes whatever is selected from the active document. It can be pasted in any location. Ctrl-C – Copy. Copies whatever is selected from the active document. The original selection remains in place and may be copied to another location using the Paste function. Ctrl-V – Paste. Places whatever is in the current memory into the active document. Page Setup: Each page within a document can have its own page setup specified. Page setup refers to setting the margins for the sheet as well as the paper size, orientation, line numbers, headers and footers and borders. To access the dialog box for specifying margins, etc, select: File Æ Page Setup…

Top Margin

Header – Appears on each page of the document

Right Margin

Left Margin

Bottom Margin

Portrait Orientation

Landscape Orientation

Available Paper Sizes: A-Size = Letter = 8.5” x 11” B-Size = 11” x 17” Footer – Appears on each page of the document

To Save a Document: While you are working, it is a good idea to save your work often. In the event of a power failure or a computer crash, all unsaved work is lost and cannot be recovered. To save, select File Æ Save or use the save button from the standard toolbar. A filename and location must be specified the first time a document is saved. Subsequent saves overwrites the previous versions. Documents are saved to some kind of storage media: a floppy disk, a memory stick, a CD, or to your space on the Behrend College server. Storing your information to the Behrend server (P:Drive) is the preferred method since it is backed up by the computer center each day. It is a good idea to create a file storage system on your storage media so that you will be able to quickly find the saved data at a later time. You should create a folder for each of your courses on your P:Drive. Save the data for this course in a folder called METBD 050. From the MS Word help: “To make it easier to find documents, you can use long, descriptive file names. The complete path to the file, including the drive letter, server name, folder path, and file name and extension can contain up to 255 characters. File names cannot include any of the following characters: forward slash (/), backslash (\), greater than sign (>), less than sign (<), asterisk (*), question mark (?), quotation mark ("), pipe symbol (|), colon (:), or semicolon (;).” METBD 050 – MS Word Notes 1- S04.doc E. R. Evans, Jr. – 1/3/04

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Save vs. Save As… Using the Save As function allows you to save an identical copy of a document using a different name for the new document. The active document will take the new name and remain open. To access the original, you have to open it. The original and/or the copy can be modified. Often times, a standard document is created by a company. The user then opens the standard document and saves it with a new name. The new document is modified as necessary to meet the current circumstances. This functionality is accessed using the menu sequence: File Æ Save As… To Close the Active Word Document: Pick File Æ Close To Exit Word: Pick File Æ Exit To Create a New Document: Pick File Æ New… or pick the New button from the standard toolbar. To Open an Existing Document: Pick File Æ Open… A dialog box opens and you can browse to find the file you want to open. Formatting Text: Text within a document has a variety of attributed that can be specified by the user. These include Font, Size, Bold, Italic, Underlined, Color, Subscript, Superscript and others. To apply a format to text, select the text and pick the appropriate toolbar button or use Format Æ Font to specify the desired format. Font defines the shape of the characters used. The software comes with a long list of fonts or character sets. Some of the more common fonts include Arial, Times New Roman, Courier New, Σψµβολ (Symbol), and >P„NKP„NŒ (Wingdings). NOTE: Symbol font is the character set for GREEK letters, which are often used in engineering and science. The size of the text is specified by Points. A point is 1/72”, so 10 point font will appear as 10/72” = 0.14” on the printed document. 9-point font is 1/8” tall on the printed document. For example:

9 point

27 point

18 point

36 point

There is a limit to how small your text can be. Most people can easily read 10-point text. They often have difficulty reading finer print. The text style can be specified as: Regular

Bold

Italic

Underline

Bold Italic

Other effects can also be specified: Superscript: Subscript:

x2 FAB

- the 2 is superscripted so that it appears as an exponent. - the AB is subscripted.

Different colors can be specified for text. The spacing of characters can be changed as well: Normal Expanded by 2 points E x p ande d b y 4 p oi n ts Condensedby2points (Condensed by 2 points) Words can be highlighted in different colors. METBD 050 – MS Word Notes 1- S04.doc E. R. Evans, Jr. – 1/3/04

HINT: Buttons are available for use on toolbars for superscripting and subscripting text. Right click on a toolbar and select Customize. In the Categories Window, select Format. In the Commands Window, scroll down until you find the button for superscript. Drag the button to the desired toolbar. Repeat for the subscript. There’s one for Symbol font too! Page 4 of 6

Styles: Styles are a collection of formats that can be applied to a string of text all at one time. If the style is changed, the text that is formatted with that style automatically changes. A list of all active styles is available on the formatting toolbar, to the left of the font list. To apply a style to text, highlight the text and select the appropriate style from the list. To change a style, select Format Æ Style…

Pick the Modify… button to change the format of: Font Paragraph Tabs Others…

Select style to be modified here

Create a custom style by picking the New… button and specifying a name for the new style.

Pick Apply to make the changes active in the style.

Check out the preview windows to see how your changes will effect the way text will appear.

Headers and Footers: Headers and footers contain data that will appear at the top (header) or bottom (footer) of each page in the document. Using different sections, it is possible to change the header and footer throughout the document. The distance that the header and footer are spaced from the edge of the paper is specified in the Page Setup dialog box. To access the header and footer, use the menu sequence View Æ Header and Footer. From the Header and Footer toolbar shown below, it is possible to add page numbers, the date and time and other AutoText information. The toolbar opens automatically when you use the given menu sequence. Switch between header & footer

“Same as Previous” button Text and graphics can be added to headers and footers. The toolbar closes automatically when you pick the Close button. The header and footer can also be edited by double clicking them once they are created. Page Breaks and Section Breaks: If you come to a point in your document where you want to skip to the next page, you will need to insert a break. There are two kinds of breaks: Page Breaks and Section Breaks. Both are accessed by the menu sequence Insert Æ Break. A page break just skips down to the next page in the document. A section break does the same kind of thing, except that each section in a document can have its own header and footer. So, if you want to have different headers and footers throughout your document, insert Section Breaks. When changing the headers and footers, start from the END of the document and work forward. Be sure to turn OFF the “Same as Previous” button in order to change the header and footer for the individual section. Footnotes: Footnotes are used to cite sources within your written document. Any time you use information obtained from some other source, it should be cited. Footnotes are an automatic functionality of the software, which is more than just a superscript character. Use Footnotes by selecting Insert Æ Footnote... The Footnote function automatically keeps track of the footnote numbers and re-orders them as necessary if you move the reference. The function also creates a horizontal line at the bottom of the page. METBD 050 – MS Word Notes 1- S04.doc E. R. Evans, Jr. – 1/3/04

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FOOTER

Tabs: Tabs are the tools that are used to line text up vertically. You must use tabs if you want a vertical alignment. Estimating spacing by eye does not give a neat professional look to your document. By default, each line has a left tab at each 1/2” mark along its length. To add other tabs, click on the Tab Indicator Button to toggle between the different tab types available. Drag the tab indicator to the appropriate place on the ruler to set a new tab. All default tabs to the left of a new tab are deleted. The ruler is divided into 1/8” increments, so the ruler is marked every 8 divisions, which is one inch. The First Line Indent and Hanging Indent markers can also be dragged along the ruler to change indentation spacing. When the enter button is pressed, the cursor advances to the next line, carrying the tabs from the previous line. Unwanted tabs can be removed by dragging them off of the ruler. Use the Tab key to advance the cursor to the next tab location. First Line Indent Hanging Indent

Tab Indicator Button

1.00”

1.00”

(8 divisions @ 1/8”)

(8 divisions @ 1/8”)

Left Margin Line Indent Decimal Indent Right Indent Center Indent Left Indent

Left Edge of Paper RULER

First Line Indent : Hanging Indent: Left Tab: Center Tab: Right Tab: Decimal Tab: Line Tab: Examples: Left Indent Left Center Right Decimal

Left Tab @ 1/4”

Indicates where the first line of a paragraph indents to. Indicates where text lines up when it wraps from one line to the next. Left justifies text at the tab point. Center justifies text at the tab point. Right justifies text at the tab point. Aligns a decimal point with the tab point. Draws a vertical line at the location of the tab.

Center Indent Left Center Right Decimal

Center Tab @ 1-15/16”

METBD 050 – MS Word Notes 1- S04.doc E. R. Evans, Jr. – 1/3/04

Right Indent Left Center Right Decimal

Right Tab @ 2-5/8”

Line Indent

Line Tab @ 4-3/4”

Decimal Indent 12.345 1.234 123.4567 .12345

Decimal Tab @ 6-1/4”

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METBD 050 MS Word Notes - Day 2 Tables: Tables are used in a Word document to organize data or results. Most of the table functionality in Word can be accessed from the Table Toolbar. The Table Toolbar can be turned on using the menu sequence View Æ Toolbars then selecting Tables and Borders from the list.

Erase

Line Weight Line Style

Border Color

Border Templates Fill Color

Draw Table Insert Table

Merge Cells Split Cells Text Alignment

Distribute Rows Evenly Distribute Columns Evenly

Sort Change Text Direction

There are two methods for inserting a table: use the Draw Table tool, or use the Insert Table tool, which is the same command as Table Æ Insert Æ Table. Using Insert Æ Table from the toolbar, the following dialog box opens: Specify the number of columns Specify the number of rows Specify the width of the columns

Table Anchor

Three Columns, 1.5 inches wide, each column having 6 rows.

COLUMN ROW

The intersection of a row and column is called a cell.

1.5” When the cursor is placed over the table, the Table Anchor appears. The table can be dragged around the document by dragging the Table Anchor. Clicking on the Table Anchor also selects the entire table. When the table is selected, the menu sequence Table Æ Delete Æ Table will remove the table from the document. Click in a cell and start typing to input data into the table. Click on a line in a table and drag it to resize rows and columns. The preferred method for changing the size of a row or column is to right-click in a cell in the row or column and select “Table Properties…” from the menu. METBD 050 – MS Word Notes 1- S04.doc E. R. Evans, Jr. – 1/4/04

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This action opens the Table Properties dialog box, which allows the user to specify the alignment of the table, the size of rows and columns as well as to indicate how text wraps around the table.

Alignment of table on the page Exact height of the current row How text wraps around the table

Width of the current column Alignment of text within the current cell

To Change the Fill of a Cell: 1. Place the cursor in the cell or cells, 2. Pick the fill color from the tool on the Table toolbar. To Change a Border of a Cell: 1. Place the cursor in a cell or select multiple cells, 2. Select the line style from the list on the Table toolbar. 3. Select the line weight from the list on the Table toolbar. 4. Pick the appropriate template from the Border Template tool on the Table toolbar. The border is automatically applied. To Change the Alignment of the Text in a Cell: 1. Place the cursor in a cell or select multiple cells or select the whole table, 2. Select the appropriate text alignment template from the Text Alignment tool of the Table toolbar. To Merge Cells: 1. Select two or more cells to be merged. 2. Pick the Merge Cells tool from the Table toolbar. Original Merge Split To Split a Cell: 1. Select the cell to be divided. 2. Pick the Split Cells tool from the Table toolbar and specify the number of rows and columns to split the cell into. METBD 050 – MS Word Notes 1- S04.doc E. R. Evans, Jr. – 1/4/04

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To Distribute Rows Evenly: 1. Select the rows to be distributed. Note that the whole row must be selected. 2. Pick on the Distribute Rows Evenly tool from the Table toolbar. To Distribute Columns Evenly: 1. Select the columns to be distributed. The whole column must be selected. 2. Pick on the Distribute Columns Evenly tool from the Table toolbar.

Evenly Distributed Rows

To Delete a Table: 1. Select the Table Anchor to select the table 2. Use the menu sequence Table Æ Delete Æ Table. To Delete a Row from a Table: 1. Place the cursor in a cell in the row to be deleted, 2. Use the menu sequence Table Æ Delete Æ Rows.

Evenly Distributed Columns

To Delete a Column from a Table: 1. Place the cursor in a cell in the row to be deleted, 2. Use the menu sequence Table Æ Delete Æ Columns. To Insert a Row or Column into a Table: 1. Place the cursor in a cell in the row or column next to the one to be added. If more than one row or column is selected, the same number of rows or columns will be inserted, 2. Use the menu sequence Table Æ Insert and select: a. Columns to the Left b. Columns to the Right c. Rows Above d. Rows Below Symbols: It is often necessary to insert special characters and symbols into a document. Many sets of special characters are available for use in a document. To access the character sets, select Insert Æ Symbol for the menu bar. The following dialog box opens: Different fonts have different symbol character sets Common Symbol Font Characters

Select the character to insert and press the Insert button. The Cancel button changes to Close. Use it to close the dialog box. METBD 050 – MS Word Notes 1- S04.doc E. R. Evans, Jr. – 1/4/04

• ∅ ≥ ≤ ≠ ≅≈ ≡ ± ° ∞ ⊥ ∴ ÷ ∠ ←↑→↓

Solid black dot Diameter symbol Greater than or equal to Less than or equal to Not equal to Approx. equal to Identical to Plus or minus Degree symbol Infinity Perpendicular to Therefore Divided by Angle Arrows

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Equations: Often times while writing, engineers have to refer to formulas and equations. So the ability to place equations in a document is important. Microsoft has included an equation tool, called the Microsoft Equation 3.0. An equation is an object that can be inserted into a Word document or other Microsoft products, such as Excel and PowerPoint. To open the dialog box used to insert an equation into a document, use the menu sequence Insert Æ Object.

Click on Create New tab and scroll down in the Object type: window to find Microsoft Equation 3.0.

While the equation editor is open, Word switches to “edit mode”. While in edit mode, all other Word functionality is suspended. The equation object is contained in a frame that automatically adjusts in size as the equation is built. To exit edit mode, click the mouse outside of the equation frame. Outside of edit mode, the frame surrounding the equation is not visible. Double-click on an existing equation to enter edit mode to edit the equation. In edit mode, all letters, numbers and keyboard characters can be typed into the equation as necessary. Special characters are available from the character menus on the first row of the equation toolbar, which is shown below. These characters could include, math operators, spaces, arrows, and Greek letters. When chosen, these characters appear to the right of the cursor. (Embellishments are applied to the character to the left of the cursor.) The cursor can be moved within the equation by pressing the keyboard arrow keys. Relational Symbols

Embellishments

Spaces & Ellipses

Fence Templates

Arrow Symbols

Operator Symbols

Subscript & Superscript Templates

Set Theory Symbols

Logical Symbols

Integral Templates

Greek Characters (lowercase)

Miscellaneous Symbols

Labeled Arrow Templates

Greek Characters (uppercase)

Matrix Templates

Fraction & Radical Summation Templates Templates

Overbar & Products & Set Underbar Theory Templates Templates Equation Editor Toolbar

METBD 050 – MS Word Notes 1- S04.doc E. R. Evans, Jr. – 1/4/04

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The templates found on the second row of the equation toolbar are used to position text within the equation. They also provide a means for creating fractions, radicals and other formatting conditions. The quadratic equation, shown below, uses the superscript, radical and fraction templates. x=

− b ± b 2 − 4ac 2a

The steps used to create the quadratic equation are: 1. 2. 3. 4.

5.

6. 7.

8. 9. 10. 11.

Insert an equation object: Insert → Object → Microsoft Equation 3.0. Type ‘x =’ using the keyboard. Insert a fraction template. 2 In the numerator, type ‘-b’ and insert the ± symbol from the Operator Symbol menu of the 3 equation toolbar. Insert a radical template from the Fraction and Radical Template Fraction (3) menu of the equation toolbar, then Radical (5) type the letter ‘b’. 4 Insert a superscript template for the b from the Subscript and Superscript Templates. Type a 2 in the superscript 6 placeholder. Press the Right Arrow key to move out of the superscript. Notice that the cursor is still under the radical. 7 Type ‘–4ac’ Superscript (6) Click in the denominator of the fraction template and type 2a. Click outside the equation to exit 8 edit mode. The equation is “In Line With Notice the cursor is wrapped 2 around b . Text” and is attached to the text 2 The cursor is wrapped around b b 4 ac − ± − and will move with it. If you want 2 x= b – 4ac and is under the radical to be able to move the equation, 2a right-click on the equation and select “Format Object.” Click on the Layout tab of the dialog box and pick “In Front of Text”. Pick OK to close the dialog box. The equation can be dragged to any location within the document. (Or copied to another window or program.)

The key is to use your arrow keys while watching how the cursor wraps around entities in an equation. Templates are applied to the right of the vertical line cursor or to the entities enclosed by the cursor. While in edit mode, the menu bar of the program changes to the equation menu shown below. Use the Style menu to apply and set font characteristics for equations. Use the Size menu to apply and set character heights for an equation. Use Style → Define to open the Styles dialog box as shown on the next page. Set font, italic and bold for characters in equations. Use Size → Define to open the Size dialog box, which is also shown on the next page. Use this dialog box to set the height of the characters in equations.

METBD 050 – MS Word Notes 1- S04.doc E. R. Evans, Jr. – 1/4/04

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Select Font

Check for Bold and Italic Specify Sizes

Preview Sizes Dialog Box

Styles Dialog Box

Lists: Numbered and bulleted lists can be created automatically in Word. Each line in the list has the same format and can be preceded by a special character, a number (integer or Roman) or a letter (uppercase or lowercase). If you start a line with a number, the software interprets your action as an attempt to create a numbered list. It goes into list mode automatically. You can turn this option off using Tools → AutoCorrect → AutoFormat As You Type tab → uncheck automatic list boxes. Numbered and bulleted lists can be created by using the tools on the formatting toolbar. Once the list is created, the spacing can be changed as required for the intended purpose. The figure below shows how to adjust lists horizontally. The First Line Indent location determines where the numbers & bullets in the list line up.

The Left Tab location determines where the first line of text in the list item lines up. The Hanging Indent location determines where subsequent lines of the list item line up. Text is selected so that the tab indicators for the entire list can be seen and modified at one time. Alternately, the first item in the list can be modified and the Format Painter can be used to format the other items in the list.

Left Margin

1/4” is pretty good spacing here To Format Bulleted and Numbered Lists: 1. Select the list. 2. Select the menu sequence Format → Bullets and Numbering. 3. Click on the desired format from the dialog box. The format can be customized if desired. Customizing a bulleted list allows you to change the character used for the bullets. The character comes from the same character set as the symbols inserted earlier.

METBD 050 – MS Word Notes 1- S04.doc E. R. Evans, Jr. – 1/4/04

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