Paraprofessionals

WORD For Paraprofessionals Deborah Cottle Brown Elementary ITS

Word PowerPoint http://office.microsoft.com/en-us/training/default.aspx (Office Online Training in Outlook)

When you start Word, a new file opens. That file is called a document. Above the document you'll see the menu bar and the toolbars displayed across the top of the window, as shown in the illustration. If you've already started Word, you create a new document by clicking New on the File menu. In the New Document task pane that opens, click Blank document.

In the upper-left corner of the document, or page, is the insertion point, a blinking vertical line. The first thing you type will appear there. You can start further down the page if you want to by pressing ENTER until the insertion point is where you want the first line to begin. As you type, the insertion point moves to the right

When you type a document, if you want to indent the first line of a paragraph, you can do that by pressing the TAB key on your keyboard to move the insertion point one-half inch to the right. When you get to the end of the first line, you don't have to press ENTER, as you would if you were using a typewriter; Word takes care of that for you. Just continue to type. Whatever you are typing will continue on to the next line. You do press ENTER to start another paragraph.

To keep your work, you have to save it, and it's never too early to do that. • To save your document for the first time, click Save on the Standard toolbar (see Figure 1). If you prefer to use the keyboard, press CTRL+S (hold down the CTRL key and then press S; this is called a keyboard shortcut). • Tip Toolbars have all sorts of buttons that you can use to carry out commands. To find out what a button does, move your mouse over it. A word or two is displayed to tell you what the button does.

The Save As dialog box opens next (see Figure 2). A dialog box is a smaller window in which you perform some action. You use this box to tell Word where you want to store the document on your computer, and what you want to call it. After you save your document, and you continue to type, click the Save button, or click CTRL+S, every once in a while. That will save the changes you make as you work. Then, when you finish, save the document once again.

When you are through working, and have saved your work, you close the file by clicking Close on the File menu. • Tip If you forget to save your document before you close the file, Word will remind you by asking if you want to save changes. You can then click Yes or No.

A document with spelling and grammatical errors.1. The red wavy red underline indicates a spelling error in "Museum." 2. The green wavy underline indicates a problem with the grammar.

Right-click a word with a red or green underline. • Select an alternative from the menu, and it will automatically replace the word in the document. • Sometimes Word will add the red underline to a word it does not recognize — like your name. • You can add those words to the Word dictionary by clicking Add to Dictionary so that they aren't underlined in the future.

A document showing paragraph marks, represented by the ¶ symbol, and spaces, represented by small dots between words. You'll only see paragraph marks in your document if formatting marks are turned on. You'll also see a small dot between each word in a document; the dots are spaces.

The advantage of turning paragraph marks on is that they show you where you have extra line spaces, or extra spaces between words. This can be very helpful if you're trying to tidy up a document. Paragraph marks and dots do not print in your documents; they are displayed only on the screen. But the extra line spaces and extra spaces between words do print

The Page Setup dialog box, where you can change page margins. To change margins, you click Page Setup on the File menu, and then click the Margins tab. Then you enter different settings in the Top, Bottom, Left, and Right boxes, as appropriate.

You can move the insertion point around a document by moving the pointer and then clicking, or by using the keyboard. You can review a document without using the insertion point or keyboard, by using the scroll bars. 1. Horizontal scroll bar at the bottom of the window. 2. Vertical scroll bar on the right side.

To delete text, first select it. You can do this by using the mouse, or the keyboard. To select the word "really," do one of the following:1. Place your pointer over the word "really" and then double-click the word. 2. With the arrow keys, move the insertion point next to the text. Then, hold down the SHIFT key and press the arrow key that moves the insertion point in the correct direction until all the text is selected. Once "really" is selected, to delete it, press DELETE or BACKSPACE.

Select the text you want to move.1. Click Cut.2. Place the insertion point where you want the text to appear.3. Place the insertion point where you want the text to appear.4. Click Paste. To move a sentence, you cut the sentence, to delete it from its current location, and then paste it in a new location.

Cut, Copy and Paste text To copy text, select the text, click Copy on the Standard toolbar, or press CTRL+C. To move text, or to delete text, select the text. Then click Cut on the Standard toolbar, or press CTRL+X. To paste the text in another location, place the insertion point where you want the text to go, then click Paste on the Standard toolbar, or press CTRL+V. To undo an action, click Undo on the Standard toolbar, or press CTRL+Z. To redo an action, click Redo on the Standard toolbar, or press CTRL+Y.

Add basic formatting To add bold, italic, or underline formatting, select the text, then on the Formatting toolbar, click Bold (or press CTRL+B), Italic (or press CTRL+I), or Underline (or press CTRL+U) buttons. To undo the formatting, select the text, and click the button, or press the keyboard shortcuts again.

Change line spacing • To change a document from single spacing to some other line spacing, such as 1.5 or double spacing, place the insertion point beside a paragraph, or in a paragraph, or press CTRL+A to select an entire document. Then, on the Formatting toolbar, point to Line Spacing , click the arrow, and select the number that you want. • Tip If you end up with too much space between paragraphs, look for extra paragraph marks in between the paragraphs. Delete the extra paragraph marks to get rid of the extra space.

Change fonts Select the text whose font you want to change. Click a font name in the Font box on the Formatting toolbar. Or on the Format menu, click Font. Then you can change the font, font size, and even font color all at the same time.

Create lists as you type • To start a numbered list as you enter text, type 1, a period (.), and press the spacebar to enter a space. To type a bulleted list, type * (asterisk), and press the spacebar to enter a space. Then type the text you want, and press ENTER to add the next list item. • Word automatically inserts the next number or bullet. To end the list, you press ENTER twice, or press BACKSPACE to delete the last number or bullet in the list. Create lists with existing text • Select the text you want to add numbering or bullets too. On the Formatting toolbar, click Numbering or Bullets.

Before you print, you should check the spelling and grammar in the document. Even though Word checks spelling and grammar as you type, something might have been missed. • Make sure the insertion point is at the beginning of the document. Then, on the Standard toolbar, click Spelling and Grammar. When Word finds a possible spelling or grammatical problem, the Spelling and Grammar dialog box appears, where you can accept or reject Word's suggestions.

Save time and save paper by previewing your document in print preview before you print. • On the File menu, click Print Preview. This view gives you a more distant view of your document; a chance to step back and see exactly what it will look like when it prints. • If you see anything you want to revise, you can work on it in this view, too. To get back to your document, click Close.

Watermark • You can add two types of watermarks to a document: a picture or text. You insert both from the Printed Watermark dialog box (on the Format menu, Background submenu). • For pictures, you can choose from any image on your hard disk or from clip art in the Microsoft Clip Organizer. Once you've selected the image, you can optionally scale it and wash it out so that it's not as visible behind text.

For text, you can select the text you want from the drop-down list or type your own text, and select font, size, and color the same way you do with regular document text. You can also set transparency and diagonal or horizontal layout. • Once it's inserted, you can see your watermark in print layout view (click Print Layout on the View menu), or in the printed document.

Web page backgrounds can take a number of forms: Solid color. Texture, such as different color marble or wood grain effects. Patterns, such as stripes or checkerboards. A picture from your hard disk. • To choose and add a background, use the Fill Effects command to open the Fill Effects dialog box (also on the Format menu, Background submenu).

You can change a graphic from inline (acting as a text character) to floating by changing the text-wrapping style; any wrapping style other than In line with text will create a floating graphic.1. First, position the graphic where you want it. Then you can fine-tune its position within the surrounding text:Right-click the image, and then click the appropriate Format command, such as Format Picture or Format AutoShape (the specific command on the shortcut menu will vary depending on the type of graphic).2. On the Layout tab, use the Wrapping style options to specify how the image and text work around each other. 3. With a floating graphic, you can also specify the Horizontal alignment.

1. Square places the graphic in an imaginary box that fits its largest dimensions, and then wraps text around the sides of the image. This style is useful at the beginning of paragraphs if you want a clean edge to the text. 2.Tight has a positioning effect similar to that of Square, but text fits tightly around the edges of the actual image, as opposed to the imaginary box. This style is useful in the middle of a block of text when you don't want white space around the graphic.

3. Behind text places the image behind and showing through text. The graphics layer is underneath the text layer. This style is useful if you have a subtle graphic that doesn't overpower your text. To select a graphic positioned behind text, click the Select Objects button on the Drawing toolbar, and then click the graphic. 4. In front of text places the image in front of text, obscuring it. The graphics layer is on top of the text layer. This style is of limited use because it hides the text.

5. In line with text puts the image inline — not floating — for when you want the image to act as a text character. This wrapping style tends to work best with smaller images because they're less disruptive to the surrounding text.

To change the text wrapping around a graphic: • Right–click the image, and then click Format Picture. • On the Layout tab, click the desired wrapping style, and then click OK. Any wrapping style other than In line with text will create a floating graphic.

Paraprofessionals