Creating a Document Objectives At the end of this lesson, you should be able to: 1. Describe what word processing programs can do; 2. Identify the parts of the MS Word window; 3. Describe the functions of the different MS Word tools; and 4. Create, edit, and save a document. (Do You Know... What are the parts of the MS Word window? % What does WYSIWYG mean? % How do you insert special mbols in your document? Let's Find Out! Word processing programs allo\ documents using a computer. move words, sentences, and par ‘you to create, edit, store, and print jet you easily insert, delete, and hs. Word processing programs of your documents. You can makeThe MS Word Window menu bar control menu title bar Standard toolbar buttons een) Formatting ruler toolbar |+——— insertion point horizontal scroll bar task pane Title Bar The title bar is located at the top of the window. On the title bar, MS Word displays the name of the document you are currently working on. You will usually see “Document1 - Microsoft Word” or a similar name. ~~.Control Menu Buttons The Minimize button (@) reduces the window to a button on the taskbar The Maximize button (él) returns the window to full-screen. The Restore button (Gl) returns the window to its previous size and location. ° The Close button (4) lets you exit the MS Word program. Menu Bar The menu bar is generally found directly below the title bar. It displays the different menus, which are File, Edit, View, Insert, Format, Tools, Table, Window, and Help. Each menu contains a group of related commands. For example, the File menu contains commands for opening, closing, previewing, and printing files. You can use the mouse or the keyboard to select a command on the menu bar. Point your mouse to a menu and click on the left mouse button to open a drop-down menu. You can also use the left and right arrow keys on your keyboard to move left and right on the menu bar. You can use the up and down arrow keys to move up and down the drop-down menus. The most frequently used menu options appear on the menu list, Two down-pointing arrows are at the bottom of the list. Click on them to display additional menu options.To select an option, click on the option or use the arrow keys to Move to the option on the drop-down menu and press Enter. An ellipse (...) or right arrow (+) after a menu item means additional options. Ifyou select a menu item with an ellipse or right arrow, a dialog box will appear. Items in gray are currently not available. (ellipse) Displays a dialog box with | Print... specific task-related options > (right arrow) | Displays a submenu, a Send to» menu of more specific | options to the side of the current menu no symbol Performs the task Exit immediately without providing additional options ¥ (check mark) | Indicates that an option is | / Standard turned on or active gray option name | Indicates that the option is | Cut currently unavailable Standard Toolbar The Standard toolbar is located under the menu bar. It is made up of buttons that represent commonly used commands, like those for opening, saving, previewing, and printing a file. The Standard toolbar allows you to give commands quickly by clicking on the buttons that represent the commands. 158 7aiamarra word ot connorFormatting Toolbar ae The Formatting toolbar is made up of buttons that represent commonly used formatting commands, like those for changing the font type or alignment of texts, Ruler The horizontal ruler, located under the Formatting toolbar, allows you to change the margins and indentions of your document. Text Area Just below the ruler is a large space called the text area. This is where you type your document. The blinking vertical line in the text area is the cursor or insertion point. It marks the location where the text you will type will appear. As you type, your work shows at the cursor location. Unit Ill: Word ProcessingHorizontal and Vertical Scroll Bars The horizontal and vertical scroll bars allow you to move up and down or to the left and right of your document. The horizontal scroll bar is located above the status bar, The vertical scroll bar is located along the right side of the window. To move up and down your document, click and drag the vertical bar up and down. To move to the left and right, click and drag the horizontal scroll bar. vertical scroll bar — horizontal scroll barLS Status Bar The status bar is often found at the bottom of the window. It shows different pieces of information such as the current page (Page 1), the current section of the document (Sec 1), and the current page followed by the total number of pages in the document (1/1). Inches from Top of Page Track Changes Current Section Column | Overwrite Mode [ [Boge 1 Sec TRA fae Tun cor TREC] free eer ove ITT | | | | Current Page Line Extend Mode Current Page/Total Pages Record Mode Spelling and Grammar Check (2003 version only) Task Pane The task pane is located at the right side of the text area, It is a window pane that displays frequently used features. It also shows different commands or options for tasks like creating a new document, style, and formatting. Unit Ill: Word Processing 161 5Working with a Document Creating a New Document MS Word opens with a blank document. You can begin typing right away. The words will appear where the cursor is. When you reach the end of a line, the text will automatically flow to the next line. This feature is called word wrap. You can type without worrying about how much text will fit in a line. You do not have to press the Enter key at the end of each line. You only have to press it to create a blank line or to end a paragraph. Scrolling through a Document To be able to make changes and corrections quickly, you need to know the various ways of scrolling or moving around a document. You can use either the mouse or the keyboard to move the insertion point. You can also use the keyboard shortcuts below. aE | one character to the left il one character to the right down one line a to the beginning of the line | to the end of the line hete | to the end of the document one word to the left to the top of the previous page up one window or page down one window or page to the beginning of the document ‘one word to the right | up one paragraph down one paragraph to the top of the next page box. Inserting Symbols and Special Characters Symbols and other characters that are not on the keyboard, such as © and@, can be inserted in your document through the Symbol dialog To insert symbols and special characters in your document: 1. Place your insertion point to where you want to insert the symbol. 2, Click on Insert|Symbol. The Symbol dialog box will appear.3. Click on the symbol you want to insert, and then click on the Insert button. 4. Click on Close to close the Symbol dialog box. Saving a Document Saving is the process of giving a document a unique filename and storing it in a particular location, such as a data disk or hard drive. To save a document, you can do any of the following: 1. Click on File|Save As. 2. Click on the Save button (le) on the Standard toolbar. 3. Press Ctrl +S. The Save As dialog box will appear, Save your document anywhere you like on your computer. Just click on the down arrow right after the My Documents folder and you will see a list of places where you can save your document. 164, The Amazing World of ComputersType the name of the document in the Filename box, and then click on Save. Cer Eos Remember to regularly save the changes you make on a document to avoid losing your updated file. Opening an Existing Document You can open a saved document and then edit it. To open a document: 1. Click on File|Open. You may also click on the Open button (@) on the Standard toolbar. The Open dialog box will appear. 2. Click on the filename of the document you want to open. 3. Click on Open. The document will appear on the screen. Il pee [aeerocxmees—r —_—_————— Previewing a Document | To see how your document will look when printed, use the Print Preview command. To preview your document: 1. Click on the Print Preview button (@) on the Standard toolbar, The Print Preview window will appear. 2. Move the scroll bar to view the other Pages of your document (if it has any). 3. Click on an area to zoom in on it, After previewing your document, clic! Preview window. k on Close to close the Print iPrinting a Document Follow these steps to produce a printed copy of your document. 4, Switch on your printer, 2. Put several sheets of paper in the tray of the printer. Arrange them properly to avoid paper jam when printing. 3. Click on File| Print. You can also press Ctrl + P. The Print dialog box will appear. 4. Click on the print options you want to use. | ali fey scr) 2 What It Does | Al iz | | Prints every page in the document | Prints the page where the insertion point | is Current Page rageaeee | Prints the he pages you selected Selection re Prints th the te text you selected 5. Click on OK. worivariaaaie ETvV—_—____—_—_—_—_——— =~ Closing a Document To close a document: 1. Select File| Close or click on the Close button (Ea). 2. Ifyou have entered text, you will be asked “Do you want to save the changes to Document?” To save the changes, click on Yes. Otherwise, click on No. Creating a Document Objectives 3. If you clicked on Yes, specify in the Save In box the folder where you want to save the document. . Enter the name of your file in the Filename field. 5. Click on Save. 1 68, ‘The Amazing World of Computers