Session 1 - Introduction to MS Word and Styles
As a student of Chisholm, you have access to Office 365 as well as the ability to download and install the latest desktop version.
To get to your Office 365 account, use the link from the Chisholm website / Students / Current Students.
When you start Word, you can create a Blank Document or choose an existing document from the recent list. If your document isn't there, you can browse the drive and folder to locate it.
To get to your Office 365 account, use the link from the Chisholm website / Students / Current Students.
When you start Word, you can create a Blank Document or choose an existing document from the recent list. If your document isn't there, you can browse the drive and folder to locate it.
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| Word 2016 |
Microsoft Office utilises the Microsoft Ribbon (actually all Office applications from version 2007). Above the ribbon, are TABS that will display other tools. The tools that you use regularly will be on the Home TAB. Your cursor will be placed on the document ready for you to start typing.
If your Rulers are not displayed, you can use the View tab to add them. I find the rulers very useful and great for quick page formatting stuff.
As well as using templates, you can start with a blank document, type in your text, and style it yourself. To format text, you need to first select the text that you want formatted. You can select text using either the mouse or the keyboard.
SELECTING TEXT USING THE MOUSE - The Basics
To Select:
Any amount of text - Click where you want to begin the selection, hold down the left mouse button, and then drag the pointer over the text that you want to select.
A word - Double-click anywhere in the word.
A line of text - Move the pointer to the left of the line until it changes to a right-pointing arrow, and then click.
A sentence - Hold down CTRL, and then click anywhere in the sentence.
A paragraph - Triple-click anywhere in the paragraph.
Multiple paragraphs - Move the pointer to the left of the first paragraph until it changes to a right-pointing arrow, and then press and hold down the left mouse button while you drag the pointer up or down.
A large block of text - Click at the start of the selection, scroll to the end of the selection, and then hold down SHIFT while you click where you want the selection to end.
An entire document - Move the pointer to the left of any text until it changes to a right-pointing arrow, and then triple-click.
Headers and footers - In Print Layout view, double-click the dimmed header or footer text. Move the pointer to the left of the header or footer until it changes to a right-pointing arrow, and then click.
Footnotes and endnotes - Click the footnote or endnote text, move the pointer to the left of the text until it changes to a right-pointing arrow, and then click.
A vertical block of text - Hold down ALT while you drag the pointer over the text.
A text box or frame - Move the pointer over the border of the frame or text box until the pointer becomes a four-headed arrow, and then click.
SELECTING TEXT USING THE KEYBOARD - The Basics
One character to the right - Press SHIFT+RIGHT ARROW.
One character to the left - Press SHIFT+LEFT ARROW.
A word from its beginning to its end - Place the insertion point at the beginning of the word, and then press CTRL+SHIFT+RIGHT ARROW.
A word from its end to its beginning - Move the pointer to the end of the word, and then press CTRL+SHIFT+LEFT ARROW.
A line from its beginning to its end - Press HOME, and then press SHIFT+END.
A line from its end to its beginning - Press END, and then press SHIFT+HOME.
One line down - Press END, and then press SHIFT+DOWN ARROW.
One line up - Press HOME, and then press SHIFT+UP ARROW.
A paragraph from its beginning to its end - Move the pointer to the beginning of the paragraph, and then press CTRL+SHIFT+DOWN ARROW.
A paragraph from its end to its beginning - Move the pointer to the end of the paragraph, and then press CTRL+SHIFT+UP ARROW.
A document from its end to its beginning - Move the pointer to the end of the document, and then press CTRL+SHIFT+HOME.
A document from its beginning to its end - Move the pointer to the beginning of the document, and then press CTRL+SHIFT+END.
From the beginning of a window to its end - Move the pointer to the beginning of the window, and then press ALT+CTRL+SHIFT+PAGE DOWN.
The entire document - Press CTRL+A.
A vertical block of text - Press CTRL+SHIFT+F8, and then use the arrow keys. Press ESC to turn off the selection mode.
The nearest character - Press F8 to turn on selection mode, and then press LEFT ARROW or RIGHT ARROW; press ESC to turn off the selection mode.
A word, a sentence, a paragraph, or a document - Press F8 to turn on selection mode, and then press F8 once to select a word, twice to select a sentence, three times to select a paragraph, or four times to select the document. Press ESC to turn off the selection mode.
The Mini Toolbar also pops up when using Office 365 online.
The Mini Toolbar allows you to change the Font and Font size, apply bold or italics, change the colour of text and indent text – basic text formatting. In Office 365, you also get some review tools.
You can also change text formatting by using the Font and Paragraph tools on the Home Ribbon. The Font Tools will only affect the text that is selected. Paragraph formatting, however, will change the whole current paragraph or paragraphs that may be selected.
By clicking the little arrows in the corner of the menu group, you can open the relevant dialogue box.
There is also a special tool called the Format Painter. This tool will pick up all of your formatting options and store them and then allow you to paste the formatting to the next selection of text. This would have to be one of my Favourite tools!!
The styles are linked to various Templates. When you create a blank document, you are still using a template, although you may not realise it. The standard template is called Blank Document or Normal, depending on your version of Office.
Word comes with a range of templates that can be used to help you create a variety of different documents. Some are installed on your computer with the software and others are available through Microsoft Office Online.
To start a document with a Template, Select File / New and choose your template from the list.
If you don't like the ones in the list, you can use the suggested searches to view the templates available online.
If you are using Office365 (online version of MS Office), you can also open a template, although you might not the same number of choices. Styles are also available, but many of the features of the standalone version, are not available.
For today, you can open the 2019 Long Document.docx so you can do this exercise during class and/or practise at home later.
Using the long document provided to you, add styles to the document, including different levels of Headings. You could use the selections below or try something for yourself. The main thing is that you use Heading 1, 2 and 3.
DESIGN BRIEF (heading 1)
Project Scope and Design Brief (Heading 2)
Initiation (Heading 3)
Scope planning (heading 3)
Scope definition (Heading 3)
Scope verification (Heading 3)
Scope change control (Heading 3)
The project manager needs to: (Heading 3)
Creating a Multimedia/Web Design Scoping Questionnaire (Heading 2)
Client Experience (Heading 3)
Type of project (Heading 3)
Type of Product (heading 3)
Market sector (Heading 3)
Project Bias (Heading 3)
This is an example of what yours might look like
The Table of Contents button is used to add a Table of Contents to your document.
The Add Text button allows you to add items to your Table of Contents that were not included as Heading styles.
Update Table is used to update a table of contents after changes have been made to your document - new headings or even additional text - that will make the existing table of contents inaccurate.
To add your Table of Contents, move to the top of your document and click on the Table of Contents button. Select the style of contents that you want. It will be placed in your document at the cursor.
You can also create one manually by typing in each heading and sub heading within your document. This is not wrong, but can be quite time consuming if your document changes and you need to update the Table of Contents.
If you click on Paragraph (use the drop-down arrow next to the format button), you will see a section for Outline level - this is what links the style to the Table of Contents. It also allows you to use the Outline View, where you are able to just look at the headings and levels of a large document.
You can change any of the style attributes such as colour, font, size, alignment and formatting. Lots of things that you can modify under the Format button.
In the standalone version of Word, these are accessed from the Design Ribbon. These features are not available when using Word online.
The relevant buttons are the Themes, Colors and Fonts. You will get a WYSBYGI preview by moving your cursor over any of the choices.
Class ACTIVITY
1. Download the Chicken Keeping Basics from Moodle/Facebook.
2. Open the document and apply some styles - Use Heading 1 and Heading 2
3. Create a Table of Contents
4. Try modifying the Heading 2 style and apply to your document
5. Try changing themes and colours
6. Close the document
If your Rulers are not displayed, you can use the View tab to add them. I find the rulers very useful and great for quick page formatting stuff.
Selecting text
I am not going to spend much time here, but leaving it as a reference for those that are interested!
As well as using templates, you can start with a blank document, type in your text, and style it yourself. To format text, you need to first select the text that you want formatted. You can select text using either the mouse or the keyboard.
SELECTING TEXT USING THE MOUSE - The Basics
To Select:
Any amount of text - Click where you want to begin the selection, hold down the left mouse button, and then drag the pointer over the text that you want to select.
A word - Double-click anywhere in the word.
A line of text - Move the pointer to the left of the line until it changes to a right-pointing arrow, and then click.
A sentence - Hold down CTRL, and then click anywhere in the sentence.
A paragraph - Triple-click anywhere in the paragraph.
Multiple paragraphs - Move the pointer to the left of the first paragraph until it changes to a right-pointing arrow, and then press and hold down the left mouse button while you drag the pointer up or down.
A large block of text - Click at the start of the selection, scroll to the end of the selection, and then hold down SHIFT while you click where you want the selection to end.
An entire document - Move the pointer to the left of any text until it changes to a right-pointing arrow, and then triple-click.
Headers and footers - In Print Layout view, double-click the dimmed header or footer text. Move the pointer to the left of the header or footer until it changes to a right-pointing arrow, and then click.
Footnotes and endnotes - Click the footnote or endnote text, move the pointer to the left of the text until it changes to a right-pointing arrow, and then click.
A vertical block of text - Hold down ALT while you drag the pointer over the text.
A text box or frame - Move the pointer over the border of the frame or text box until the pointer becomes a four-headed arrow, and then click.
SELECTING TEXT USING THE KEYBOARD - The Basics
One character to the right - Press SHIFT+RIGHT ARROW.
One character to the left - Press SHIFT+LEFT ARROW.
A word from its beginning to its end - Place the insertion point at the beginning of the word, and then press CTRL+SHIFT+RIGHT ARROW.
A word from its end to its beginning - Move the pointer to the end of the word, and then press CTRL+SHIFT+LEFT ARROW.
A line from its beginning to its end - Press HOME, and then press SHIFT+END.
A line from its end to its beginning - Press END, and then press SHIFT+HOME.
One line down - Press END, and then press SHIFT+DOWN ARROW.
One line up - Press HOME, and then press SHIFT+UP ARROW.
A paragraph from its beginning to its end - Move the pointer to the beginning of the paragraph, and then press CTRL+SHIFT+DOWN ARROW.
A paragraph from its end to its beginning - Move the pointer to the end of the paragraph, and then press CTRL+SHIFT+UP ARROW.
A document from its end to its beginning - Move the pointer to the end of the document, and then press CTRL+SHIFT+HOME.
A document from its beginning to its end - Move the pointer to the beginning of the document, and then press CTRL+SHIFT+END.
From the beginning of a window to its end - Move the pointer to the beginning of the window, and then press ALT+CTRL+SHIFT+PAGE DOWN.
The entire document - Press CTRL+A.
A vertical block of text - Press CTRL+SHIFT+F8, and then use the arrow keys. Press ESC to turn off the selection mode.
The nearest character - Press F8 to turn on selection mode, and then press LEFT ARROW or RIGHT ARROW; press ESC to turn off the selection mode.
A word, a sentence, a paragraph, or a document - Press F8 to turn on selection mode, and then press F8 once to select a word, twice to select a sentence, three times to select a paragraph, or four times to select the document. Press ESC to turn off the selection mode.
Formatting Text
Once you have selected text, you can apply a range of different formats. An easy way is by using the formatting Mini Toolbar. The Mini Toolbar appears just above text that has been selected when you hover over it. The Mini Toolbar appears in what I call a ghost format until you move the mouse to it.The Mini Toolbar also pops up when using Office 365 online.
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| Office 365 Mini Toolbar |
The Mini Toolbar allows you to change the Font and Font size, apply bold or italics, change the colour of text and indent text – basic text formatting. In Office 365, you also get some review tools.
You can also change text formatting by using the Font and Paragraph tools on the Home Ribbon. The Font Tools will only affect the text that is selected. Paragraph formatting, however, will change the whole current paragraph or paragraphs that may be selected.
By clicking the little arrows in the corner of the menu group, you can open the relevant dialogue box.
There is also a special tool called the Format Painter. This tool will pick up all of your formatting options and store them and then allow you to paste the formatting to the next selection of text. This would have to be one of my Favourite tools!!
Styles and Templates - The basics
Although not compulsory, I strongly recommend that you use styles to format your documents in Word. Styles in Word have a Preview feature, or what I call WYSBYGI (What You See Before You Get IT).The styles are linked to various Templates. When you create a blank document, you are still using a template, although you may not realise it. The standard template is called Blank Document or Normal, depending on your version of Office.
Word comes with a range of templates that can be used to help you create a variety of different documents. Some are installed on your computer with the software and others are available through Microsoft Office Online.
To start a document with a Template, Select File / New and choose your template from the list.
If you don't like the ones in the list, you can use the suggested searches to view the templates available online.
If you are using Office365 (online version of MS Office), you can also open a template, although you might not the same number of choices. Styles are also available, but many of the features of the standalone version, are not available.
For today, you can open the 2019 Long Document.docx so you can do this exercise during class and/or practise at home later.
Using the long document provided to you, add styles to the document, including different levels of Headings. You could use the selections below or try something for yourself. The main thing is that you use Heading 1, 2 and 3.
DESIGN BRIEF (heading 1)
Project Scope and Design Brief (Heading 2)
Initiation (Heading 3)
Scope planning (heading 3)
Scope definition (Heading 3)
Scope verification (Heading 3)
Scope change control (Heading 3)
The project manager needs to: (Heading 3)
Creating a Multimedia/Web Design Scoping Questionnaire (Heading 2)
Client Experience (Heading 3)
Type of project (Heading 3)
Type of Product (heading 3)
Market sector (Heading 3)
Project Bias (Heading 3)
This is an example of what yours might look like
Table of Contents
Table of Contents is in the References TAB of the ribbon.The Table of Contents button is used to add a Table of Contents to your document.
The Add Text button allows you to add items to your Table of Contents that were not included as Heading styles.
Update Table is used to update a table of contents after changes have been made to your document - new headings or even additional text - that will make the existing table of contents inaccurate.
To add your Table of Contents, move to the top of your document and click on the Table of Contents button. Select the style of contents that you want. It will be placed in your document at the cursor.
You can also create one manually by typing in each heading and sub heading within your document. This is not wrong, but can be quite time consuming if your document changes and you need to update the Table of Contents.
Outline View
Outline View allows you to view a document's structure based on where the Heading styles were used. Outline View also allows you to manipulate your document levels by moving items up or down and by promoting or demoting levelled items.Modifying Styles and levels
To modify a style, right-click on the style button and you will get the Modify Style dialogue boxIf you click on Paragraph (use the drop-down arrow next to the format button), you will see a section for Outline level - this is what links the style to the Table of Contents. It also allows you to use the Outline View, where you are able to just look at the headings and levels of a large document.
You can change any of the style attributes such as colour, font, size, alignment and formatting. Lots of things that you can modify under the Format button.
Changing Fonts, Colours and Themes.
As well as the current style colour and fonts, you can also view and change to any others from a list of presets (and of course you can edit or add your own).In the standalone version of Word, these are accessed from the Design Ribbon. These features are not available when using Word online.
The relevant buttons are the Themes, Colors and Fonts. You will get a WYSBYGI preview by moving your cursor over any of the choices.
Class ACTIVITY
1. Download the Chicken Keeping Basics from Moodle/Facebook.
2. Open the document and apply some styles - Use Heading 1 and Heading 2
3. Create a Table of Contents
4. Try modifying the Heading 2 style and apply to your document
5. Try changing themes and colours
6. Close the document
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