Word Processing for Beginners, Part I · Word (part of the Microsoft Office package) may be preinstalled when you buy a new computer, but if not you can purchase it separately. Depending

Word Processing for Beginners, Part I

TechCenter - The Public Library of Cincinnati & Hamilton County www.cincinnatilibrary.org

INTRODUCTION

For the majority of the 20th century typewriters were the preferred way to produce printed copies of documents, forms, and letters. With the advent of computers however, the ability to type, correct, and save content before producing a hard copy (print out) has made the typewriter obsolete. Of all computer applications, word processing is perhaps the most basic. To perform word processing, you need:

A computer

A special program called a word processor (in many cases, this will be Microsoft Office Word).

A way to save or print your final document. A word processor enables you to create a document, store it (either on the computer, on your email, or on a portable storage device such as a CD or flash drive), display it on a screen, modify it, and print it on a printer. The great advantage of word processing over using a typewriter is that you can make changes without retyping the entire document. Word processors also make it easy to move sections of text from one place to another within a document, or between documents. When you have made all the changes you want, you can send the file to a printer to get a hard copy. Topics covered in this class include:

Choosing a word processing program

Basic features of word processing

Basic menus & options

Finding, moving and/or replacing text

Typing tips

SECTION I: CHOOSING A WORD PROCESSING PROGRAM The two ways you may access a word processer are through a program installed on your computer (local) or through a website, application, or program online (cloud computing).

Software on your computer If you buy a new computer, you will likely have some sort of word processing program pre-installed on the machine. Programs like Notepad, WordPad, and Microsoft Works are often included at no extra charge on new computers. If you just need to do some basic typing – maybe a letter to a relative or a simple resume – then a program like Works might be just fine. However, if you need to do more advanced projects - like adding graphics, making flyers, producing business cards, etc. – then you will need to upgrade to a program like Microsoft Word. Word gives you a wide assortment of options and abilities that the more basic programs lack. Word (part of the Microsoft Office package) may be preinstalled when you buy a new computer, but if not you can purchase it separately. Depending on when you bought your computer, you may have any one of these versions of Word installed: 1997-2003, 2007, or 2010. For our purposes today we will deal with Word 2010, since that is the program we have available – plus Word is the most popular word processing software in the world.

Cloud based word processing If you have an Outlook (formerly Hotmail or Live) email account, you have access to a basic version of Word online through www.outlook.com. If you have a Gmail account, you have access to a program called Google Docs, which is the Google version of an online word processing program. These online word processors are good for many simple tasks, but they don’t have all the “bells and whistles” of Word, for example.

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SECTION II: WORD PROCESSOR FEATURES

Word processors may vary considerably, but all word processors support the following basic features:

Inserting text. Allows you to insert text anywhere in the document.

Deleting text. Allows you to erase characters, words, lines, or pages as easily as you can cross them out on paper.

Cut (or copy) and paste. Allows you to remove (cut) or duplicate (copy) a section of text from one place in a document and insert (paste) it somewhere else.

Customize page size and margins. Allows you to define various page sizes and margins, and the word processor will automatically readjust the text so that it fits.

Search and replace. Allows you to direct the word processor to search for a particular word or phrase. You can also direct the word processor to replace one group of characters with another everywhere that the first group appears.

Word wrap. The word processor automatically moves to the next line when you have filled one line with text, and it will readjust text if you change the margins.

Saving/Printing. Allows you to send a document to a printer to get a hard copy. Word processors that support only these features (and maybe a few others) are called text editors. Most word processors, however, support additional features that enable you to manipulate and format documents in more sophisticated ways. Full-featured word processors usually support the following features (Topics marked with an asterisk (*) below will be covered in the follow up class to this, Word Processing for Beginners, Part II):

File management : Many word processors contain file management capabilities that allow you to create, delete, move, and search for files.

Font specifications: Allows you to change fonts within a document. For example, you can specify bold, italics, and underlining. Most word processors also let you change the font size and even the font face.

*Formatting & Spacing: Allows you to change the way your text appears and gives you options such as double spacing your document, adding bullets or numbered lists, adding page breaks, columns, and more.

*Inserting content: This may include things like pictures, illustrations, charts, tables, graphs, shapes, headers, footers, page numbers, clip art, hyperlinks, WordArt, text boxes, and more.

Spell checking: Allows you to check the spelling of words. It will highlight any words that it does not recognize.

Thesaurus: A built-in thesaurus that allows you to search for synonyms without leaving the word processor.

Tip: Before you begin typing your information, it is good to know what the standard format for the document looks like. For instance, a business letter has different line spacing and indentations than a resume or a research

paper. There are examples from a variety of sources if the document format is not already clear in your mind.

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SECTION III: BASIC MENUS & OPTIONS Ribbon Tabs Starting with the 2007 version of Microsoft Word, the idea of ribbon tabs were introduced. These tabs appear across the top of the program and have the following labels: Home, Insert, Page Layout, References, Mailings, Review, and View (note: other tabs will become available as you get more advanced in your word processing adventures). Under each tab you will find options that relate to the tab name (you can insert pictures under the Insert tab, for example). The Home tab is your starting point and contains the most commonly used features in word processing.

File Menu In addition to the ribbon tabs, the most important button on the Word screen is your File menu. Here you can find options such as New, Open, Save, Save As..., and Print. When you create a new document, one of the first things you should do is to save the file. It is a good idea to do this at the beginning because should the computer shut down or freeze, your work will still be saved. If you wait to save until you have finished typing, there is always a chance an error could occur and you would lose your work. To save a file, go to the File menu and select “Save As…” Choose where you want to save your document (it should default to the Documents folders on most computers). Give your file a name and click “save.” While we are discussing the File menu, take notice of the small icons directly above it. You should see one that looks like a floppy disk, one that looks like an arrow flipping to the left, and one that looks like an arrow coming nearly full circle. The floppy disk button is a shortcut to save your document (you don’t have to open the File menu every time). The first arrow is called the undo button, and it allows you to undo the last thing you did (so for example if you accidentally delete something, you can press undo and it will restore your content). The second arrow is the redo button, which allows you to redo something once you have undone it (make sense?). For example, you may delete a paragraph, undo the delete, then realize that, yes, you did want the paragraph deleted – so you choose redo. On your home computer you can customize these quick access icons to include other frequently used tasks like printing, spell check, and more.

Mouse Functions When you are in a Word document, the mouse can be your best friend. Depending on where you click (and how many times you click) there are a variety of options at your disposal.

The left mouse button is used most of the time for selecting text.

o A single click moves the cursor o A double click highlights the word o A triple click highlights the line or paragraph

Save Undo Redo

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The right mouse button reveals formatting options available on the toolbars.

The scroll mouse button lets you scroll through the document.

Fonts The font is the style or design of the text that appears on the screen. The Font group tools (located on the Home Tab) will affect how the text appears on the page. With the Font tools you can change the actual font face (the way the letters look) of the text, as well as the size, style, and color. Popular font faces include Times New Roman, Arial, and Calibri (as pictured below in the green box). Standard font size is typically somewhere between 10 and 12, but can be adjusted by using the tools pictured in the purple box below. While the vast majority of your text will be plain, you can make things bold, italicized, or underlined using the tools pictured in the red box below. Finally, you may change the color of the font by using the options pictured below in the orange box. To change any of the font attributes, highlight the text by holding down the left mouse button, and dragging it across the entirety of the text. Choose the options you want (face, size, etc.) and you will see a preview of how the text will look before you officially confirm it.

Margins Margins are the spaces between the text and the edges of the page. The standard margin is 1” around the page, and this should only be modified on rare occasions. You can change your margins by going to the Page Layout tab and selecting Margins under the Page Setup group.

Paragraph Settings The Paragraph tools are further ways you can format the shape of your document. The Paragraph buttons to make note of are the List buttons (bulleted, numbered, multi-leveled – highlighted in green), the Text Alignment buttons (left, center, right, justified – highlighting in red below), and the Line Spacing button (used for no spacing, single spacing, double spacing, etc. – highlighted in purple). The small box at the bottom right of the Paragraph tool (highlighting in orange) will reveal more paragraph options.

The Ruler The Ruler is one of the most useful tools in your formatting arsenal, as it helps you visually measure the alignment of your text. Text alignment is a key attribute to a “clean” looking document. Margins, indentations and tabs are all used to set up consistent placement of text, and they are all tools on the Ruler. If the Ruler is not visible on your document,



click the View tab, locate and check the box titled Ruler. The Ruler will appear at the top and left sides of your document.

SECTION V: TIME SAVING TIPS & TRICKS Copying, Cutting, & Pasting Sometimes you want to take text from one place and put it somewhere else in your document. This is when the Copy & Paste shortcut becomes a lifesaver. By copying and pasting data you save yourself the trouble of having to retype everything. Highlight the text you want to copy by taking your mouse and placing your cursor at the beginning of the text in; click and hold the left mouse button while pulling your mouse over the text. This will highlight the text. You can also do a double-click on the text to highlight a single word, or a triple-click to highlight an entire paragraph. Now release the left mouse button. With the cursor over the highlighted text, right click the mouse for options, and select “copy”. Now move your cursor to the destination of the copied text. Right-click your mouse again, and select “paste.” In newer versions of Word, you will be given a number of “Paste Options.” If you are copying something that, say, is in huge green underlined font, but you want it to match the smaller black text in the rest of the document, click the black “A” – “Keep text only.” Clicking the first option with the paintbrush will paste it in the huge green font in which it was originally typed – “Keep source formatting.”

Cutting and pasting works roughly the same way except when you cut something it completely removes it from its original location.

Page Orientation Depending on the project you are working on, you may need to change the layout of the page. For example if you are working on a greeting card, you may want the page to be oriented in the landscape format, rather than the default portrait format. In Word, this is located under the Page Layout tab in the Page Setup group.

Find & Replace Sometimes when you are dealing with a large amount of data you may need to go back and find information somewhere in the document - but where to begin? This is where the Find feature comes in handy. On the Home tab under the Editing group there is an option called Find. If you click on it, you can type in a word or phrase and find all occurrences of that word in your document. Similar to the Find option, you can also replace words with the option in the editing group of the same name. If, for example, you



Tip: Keep in mind, the spell check function is not foolproof. Proper names such a person’s first name, or the name of a company, acronyms, etc. may not be part of the dictionary that the program is using. If you are using a program installed on your home computer, or one that allows you to personalize your settings, you can actually

add words to the dictionary by right-clicking the word and clicking “Add to dictionary.”

realize that you misspelled “Chris” as “Cris” 25 times in your document, the Replace feature will quickly make the necessary changes for you.

Using Spelling & Grammar Check Before printing or submitting a final copy of any document it’s a good idea to run a spelling and grammar check to catch any errors you may have made. In Word, go to the Review tab and select Spelling & Grammar Check from the Proofing group. This will scan your entire document for any mistakes, and often offer suggestions on how to correct them.

SECTION VI: TYPING TIPS One of the most underated aspects of using the computer is proper typing technique. Accurate typing is a critical skill that will enable you to accomplish more in less ltime and is the foundation for virtually every task you need to do on the computer.

Know the "Home" keys. Hold your hand with your thumb on the space bar, index fingers on the "F" (left-hand) and "J" (right-hand). Then let your fingers naturally fall so that each rests on top of the next key along the same horizontal row.

Type lightly and quickly. As you type, don't hold down the key after you press it. Holding down a particular key will keep sending the computer the same command.

Hand placement and comfort. When typing, the backs of your hands should be parallel with the plane of the keyboard. If your wrists are either too high or too low, your fingers might feel cramped or overly stretched when typing.

Minimize typos. If you make multiple typos per paragraph (or per sentence!) when typing, you need to fix the problem before you try and progress any further. Typos are usually caused by trying to go too fast, being unfamiliar about which keys are where, or a combination of both. Looking down at the keyboard when you type will slow you down, but will ensure that you don't make many mistakes. Also, there is typing software available that can teach you to type quicker and more accurately.

SECTION VII: ADDITIONAL RESOURCES Classes The TechCenter at the Main Branch of the Public Library of Cincinnati & Hamilton County hosts over two dozen technology related classes each month. Ask your instructor today for a calendar of upcoming events or visit our website at http://www.cincinnatilibrary.org/programs for a complete list of all Library events. If you are liked our Word Processing for Beginners, Part I class, you may also find these related classes of interest:

Word Processing for Beginners, Part II Excel for Beginners

http://www.cincinnatilibrary.org/programs



Feel free to ask for a copy of any class handout at the Technology Center desk or talk to your instructor today.

Online The Public Library of Cincinnati & Hamilton County offers a variety of databases to all card holders which provide excellent learning opportunities on a variety of topics, including computers and technology. Learning Express Library offers a wide variety of interactive computer classes (Complete Microsoft Office Suite, Adobe CS3, Windows, and Mac OSX). Videos and screencasts make learning easy while quizzes help assess your progress. Free with your library card. From http://www.cincinnatilibrary.org, click on Research & Homework > Research Databases > Education > Learning Express Library. Universal Class offers more than 500 classes on many topics. These classes are instructed by real teachers who guide your learning and provide feedback on your work. Learn about Microsoft Office, Web Design, Computer Basics, Business Applications, and more! Free with your library card. From http://www.cincinnatilibrary.org, click on Research & Homework > Research Databases >Education > Universal Class.

SECTION VIII: GLOSSARY Copying: The act of duplicating text to be pasted into another part of a document.

Cutting: The act of selecting and removing text to be pasted into another part of a document.

Hardcopy: A printed copy of a document.

Find: An option available in most word processing applications that searches your documents for the use of a certain

word or phrase.

Font Color: The color of the text on the screen.

Font Face: The look of the printed text on a page. There are thousands of font faces available to choose from.

Font Style: The style in which the font is displayed, i.e. bold, italicized, underlined, etc.

Google Docs: A word processing application based on the internet. Requires a (free) Google or Gmail account.

Home Keys: The A, S, D, F, J, K, L, ; and Space Bar buttons on the keyboard. These are the keys your fingers should start

out on when you begin typing.

Indentation: The space left between the margin and the start of an indented line.

Landscape: A page layout option in which the page width is greater than the height. Typically used for making cards and

other projects.

Margins: The spaces between the text and the edges of the page.

Microsoft Word: A word processing application based on the computer. May come pre-installed on your computer, or

can be purchased separately. A basic version of Word is available online as well, but requires a (free)

Outlook/Hotmail/Microsoft account.

Pasting: The act of inserting copied text or data into a different part of a document from where it originally came from.

Portrait: A page layout option in which the page height is greater than the width. This is the default setting on any word

processing application; typically used for most projects.

Redo: This option allows you to replicate the last action you did; typically used after the undo button has been selected.

Replace: An option available in most word processing applications that finds and replaces a selected word or phrase

anywhere in your document.

Ribbon tabs: The tabs that appear across the top of Microsoft Word. These include Home, Insert, Page Layout, etc.

Save As: The option you want to use when you first save a word processing documents. This allows you to save it in

whatever text format you choose and give the document a name.

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Tabs: Used to make the cursor move to specific points along the top ruler.

Text Alignment: The left, center, and right justified buttons that allow you to decide where in the document your text

should line up.

Undo: This button allows you to “undo” the last change you made to a document.

Word Processor: A computer application that allows you to create a document, store it (either on the computer, on your

email, or on a portable storage device such as a CD or flash drive), display it on a screen, modify it by entering

commands and characters from the keyboard, and print it on a printer.

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