Word+Basics

Word 2007 Cheat Sheet: []

Word Shortcuts: []

[|**Create a New Document] Save a New Document How to Save your work as you go How to Open a Document


 * [|Change the color of your Font]**
 * Change the size of your Font**
 * Change the Font Style**
 * Copy and Paste**
 * [|Inserting a Hyperlink in your Document]**
 * How to check your Spelling**
 * How to check your Grammar**
 * How to Insert Page Numbers on your Page**
 * How to Insert a Picture**
 * [|Do a Word Count]**
 * Make your Text Bold, Italic, and Underlined**
 * Print your Document**
 * Insert the Date into your Document**
 * Insert a TableInsert a Horizontal Line**

Formatting:


 * The Formatting Toolbar**

One of the easiest methods of applying enhancements is using the options on the **Formatting** toolbar, from which you can change the type and size of font; select bold, italics and underlining; change alignment; and apply bullets or numbering.

//Formatting toolbar// **To change the font**

Fonts that have the letters **TT** before them are called True Type fonts and are designed to exactly match the screen display with what is printed. Fonts that are not True Type may not appear in exactly the same way on screen and at the printer. The way non-True Type fonts print may also vary depending on the printer used.
 * Select the character(s) you want to format
 * On the **Formatting** toolbar, click the arrow on the **Font** box

The font list is displayed. The most recently used fonts appear at the top of the list.

//Drop-down font list//


 * Select the font to apply

**To change the font size**

Fonts can be scaled in size using a measurement of **points**. 72 points will produce lines of text that are 1 inch (2.54cm) in height. Typically 10 or 12 point size fonts are used for normal printed matter.
 * Select the character(s) you want to format
 * On the **Formatting** toolbar, click the number in the **Size** box
 * Enter a new number
 * Press **Enter**

**OR**
 * On the **Formatting** toolbar, click the arrow on the **Size** box

The **Font** size box is displayed.

//Font size box//


 * Click on the font size to apply

**Tip:** To set a font size not displayed, type the number into the size box and press **Return**.


 * To change the font colour**
 * Select the character(s) you want to format
 * On the **Formatting** toolbar, on the **Font Color** button, click the down arrow

The **Font Color** menu is displayed.

//Font Color menu//


 * Select a font colour to apply

**To apply other enhancements**
 * Select the character(s) you want to format
 * Click the appropriate toolbar buttons, or press the SpeedKeys



**The Font Dialogue Box**

You can apply many more character effects than appear on the **Formatting** toolbar by using the **Font** dialogue box. Special effects such as shadow, strikethrough, superscript and subscript can be applied in one stroke. You can also preview character effects before applying them.
 * Select the text you want to apply formatting to or position the insertion point where you want formatting to start from
 * From the **__F__ormat** menu, select **__F__ont...** (//SpeedKey//: Ctrl+D)

The **Font** dialogue box is displayed.

//Font dialogue box//


 * From the drop-down list boxes, select a **__F__ont:**, **Font st__y__le:**, **__S__ize:** and **Font __c__olor:**
 * In the **Effects** panel, select the check boxes to apply special effects

The Preview panel will display either the font name or any highlighted text from the document with the selected options.
 * Click **OK**

To display the **Font** dialogue box, click the **right** mouse button in the text area and select **__F__ont...**


 * Tip:** To keep the selected settings as standard for all new documents click the **__D__efault...** button. The Office Assistant will prompt you to confirm this action.


 * To set character spacing**

You can change the amount of spacing between letters and raise or lower text relative to the line.
 * Select the text you want to apply formatting to or position the insertion point where you want formatting to start from
 * From the **__F__ormat** menu, select **__F__ont...** then click the **Cha__r__acter Spacing** tab




 * In the **Spacing:** box, select **Expanded** (to set the characters further apart) or **Condensed** (to bring characters closer together) and type the number of points to expand or condense in the By: box · In the Position: box, select Raised or Lowered to set characters above or below a line and type the number of points to raise or lower in the **__B__y:** box

**To remove all text enhancements**

You can remove all enhancements from text at one time. The text will revert to the default.
 * Select the text containing the enhancements to be removed
 * Press **Ctrl**+**Space Bar**

**The Format Painter**

The **Format Painter** is a tool that allows you to copy formats from existing text and apply it to other text in your document. This saves you having to remember which font, size, colour, and so on, you need to use.


 * To copy enhancements**
 * Select the text containing the enhancements to copy
 * On the **Formatting** toolbar, click **Format Painter** [[image:http://tutorials.beginners.co.uk/images/articles/243/image9.gif]]
 * Select the text to be enhanced

The text you select is formatted with the enhancements you copied.

After you have finished copying the enhancements click the **Format Painter** button again to switch it off.
 * Note:** To copy enhancements to more than one piece of text, double-click the **Format Painter** button before copying the formats.

The text you select is formatted with the enhancements you copied.
 * To copy enhancements using the keyboard**
 * Select the text containing the enhancements to copy
 * Press **Ctrl**+**Shift**+**C**
 * Select the text to be enhanced
 * Press **Ctrl**+**Shift**+**V**

Cut Copy Paste:

At times you will want to reorganize a document by moving or copying text to different locations. Word allows you to move and copy text quickly using the **Clipboard**.

The Clipboard is a temporary storage area used by Windows to hold text (or graphics or other data) while it is being moved or copied. The Clipboard can be used to transfer information within the **same file**, **between** two files of the **same type** or between two files in **different applications**, such as Word and Excel. The information remains on the Clipboard until you replace it or until you exit from Windows.

The terms used for these actions are **Cut**, **Copy** and **Paste**. Word also features an **Office Clipboard** that can be used to collect **multiple** items for pasting into MS Office XP applications.
 * **Cut** removes the information from an application and places it on the Clipboard
 * **Copy** leaves the information in an application and places a copy of it on the Clipboard
 * **Paste** copies the information from the Clipboard and places it into an application


 * Move Text (Cut-and-Paste)**

Text (and graphics) can be moved within the same document or to other documents.

> (//SpeedKey:// **Ctrl** + **X**) The text is **removed** from the document and placed into the Clipboard. The previous contents of the Windows Clipboard are removed. > (//SpeedKey:// **Ctrl** + **V**) The contents of the Clipboard are copied from the Clipboard to the destination. You can paste the contents of the Clipboard again.
 * To move text using the Standard toolbar**
 * Select the text to be moved
 * Click the **Cut** button
 * Move the insertion point to the destination
 * Click the **Paste** button


 * Tip:** Alternatively, after selecting the text, click the **right** mouse button and from the shortcut menu, select **Cu__t__** then right-click where you want to put the text and select **Paste**.

The **Paste Options** smart tag is displayed beside the pasted text. This allows you to change the formatting of the pasted text (see below).

**Move to where?** is displayed in the Status bar. **To move text using the menu** **To move text using the mouse shortcut (alternative)** **Use the Paste Options Smart Tag**
 * To move text using the keyboard**
 * Select the text to be moved
 * Press **F2**
 * Move the **insertion point** to the new location and press **Enter**
 * Select the text to be moved
 * From the **__E__dit** menu, select **Cu__t__**
 * Move the **insertion point** to the new position for the text
 * From the **__E__dit** menu, select **__P__aste**
 * Select the text to be moved
 * Point to the destination then **Ctrl** + **right-click**

The **Paste Options** smart tag provides a shortcut to choosing the format of pasted text. The tag appears whenever text is moved or copied in a Word document.

//Paste Options smart tag// **To change the format of cut or copied data** **Note:** You must select the tag as the next action after pasting. It will disappear if you start typing or select another command.
 * Click the arrow on the **Paste Options** tag

The smart tag menu is displayed.

//Paste Options drop down menu//

**OR** You can also choose to **Keep __T__ext Only** (for example, if text is in a table it converts the contents of the table to tabbed text) or **__A__pply Style or Formatting...** to customise the formatting of the text.
 * Select **__K__eep Source Formatting** to keep the text as it was in the original document
 * Select **Match __D__estination Formatting** to change the formatting to the style of the surrounding text

**Copy Text (Copy-and-Paste)**

Text (and graphics) can be copied within the same document or to other documents.

> (//SpeedKey:// **Ctrl** + **C**) The text is copied from the document and placed into the Clipboard. The previous contents of the Windows Clipboard are removed. > (//SpeedKey:// **Ctrl** + **V**) The contents of the Clipboard are copied from the Clipboard to the destination. You can paste the contents of the Clipboard again. The **Paste Options** smart tag is displayed beside the pasted text. This allows you to change the formatting of the pasted text.
 * To copy text using the Standard toolbar**
 * Select the text to be copied
 * Click the **Copy** button
 * Move the **insertion** point to the destination
 * Click the **Paste** button

**To copy text using mouse shortcut (alternative)** **Tip:** Word tries to help you cut and paste text by inserting spaces and selecting the best kind of formatting. You can change these options to suit the way you work. From the **__T__ools** menu, select **__O__ptions...** then click the **__E__dit** tab. De-select the **__S__mart cut and paste** check box to turn off all options or click **Setti__n__gs...** and choose the options you want.
 * To copy text using the menu**
 * Select the text to be copied
 * From the **__E__dit** menu, select **__C__opy**
 * Position the **insertion point** at the destination
 * From the **__E__dit** menu, select **__P__aste**
 * Select the text to be copied
 * Point to the destination then press **Ctrl** + **Shift** + **right-click**


 * Use the Office Clipboard to Paste Multiple Items**

The **Office Clipboard** can be used to copy and paste multiple items, from more than one application. For example, you can copy some text entered in a Word document, switch to Excel and copy some spreadsheet data, switch to PowerPoint and copy a graphic, and so on, then paste the collection of items back into Word.


 * To view the contents of the Office Clipboard**

The contents of the Office Clipboard are displayed on the **Clipboard** task pane. The **Clipboard** task pane is only available in Microsoft Office XP applications. **OR** //Task Pane menu//
 * From the **__E__dit** menu, select **Office Clip__b__oard...**
 * From the View menu, select Task Pane then on the Task Pane title bar, click the down arrow to display the menu

The **Clipboard** task pane is displayed.
 * Select **Clipboard**

> (//SpeedKey:// **Ctrl** + **C**)
 * To copy an item to the Office Clipboard**
 * Display the **Clipboard** task pane
 * Select the item to be copied then on the **Standard** toolbar, click **Copy**


 * [[image:http://tutorials.beginners.co.uk/images/articles/342/image9.gif]] ||  || [[image:http://tutorials.beginners.co.uk/images/articles/342/image10.gif]] ||
 * //Clipboard Task Pane - empty// ||^  || //Clipboard Task Pane - item copied// ||

The Office Clipboard holds up to twenty four items. The items that have been collected will remain on the Office Clipboard until all open Office applications are closed. As the items are copied to the Clipboard the number of items collected is displayed on the Taskbar in the bottom right-hand corner of the application window.
 * Note:** You can copy (and cut) items from any application - not just Office XP products. You must make sure that the Clipboard pane is open in an Office application though, or only the last item copied will appear.
 * Repeat the above steps to copy the next item you need

//Number of items collected on the Clipboard// **Tip:** You can also copy items without displaying the **Clipboard** toolbar if you select the Copy command **twice in succession**.


 * To paste an item from the Office Clipboard**

You can only paste items into Office XP applications. //Pasting an individual item//
 * To paste individual items, click the arrow to the right of the item to be pasted and click **__P__aste**

The contents of the Clipboard are copied from the Clipboard to the destination. You can paste the contents of the Clipboard again.
 * To paste all the copied items, on the **Clipboard** toolbar, click **Paste All**


 * Tip:** The **Paste Options** smart tag is not displayed if you use **Paste All**.

**Use Drag-and-Drop to Move and Copy Text**
 * To clear copied items from the Office Clipboard**
 * On the **Clipboard** task pane, click **Clear All**


 * Drag-and-drop** literally allows you to **drag** selected text or graphics with the mouse and **drop** it elsewhere in the document. Data can be dragged to a different document.

The pointer changes to an arrow . The text is moved. As with any Cut and Paste operation, the **Paste Options** smart tag is displayed to let you re-format the text.
 * To use drag-and-drop**
 * Select the text to be moved then point to the selection
 * Hold down the left mouse button and drag the text to the new location then release the mouse button


 * Tips:** To **copy** text, hold down the **Ctrl** key while you drag. Dragging selections over the bottom of the page will cause the document to scroll. If you drag over a Taskbar icon, the application's window will be made active. Press **Esc** (without releasing the mouse button) if you want to cancel a drag-and-drop.

Bullet and Numbering:

**Apply Bullets and Numbering Automatically**

Word has a facility to automatically apply numbers and bullet points to paragraphs. The numbering feature is "intelligent". If you enter a number, the next consecutive number is applied to the next paragraph. The advantage of using the automatic numbering feature is that the numbers will automatically change when paragraphs are inserted, deleted or reordered in the numbered section of text.

The following paragraph will automatically be numbered or bulleted, and the AutoCorrect smart tag is displayed.
 * To apply bullets and numbering using the keyboard**
 * Type a number for numbered lists or * for bullet points
 * Press the **Tab** key or **Space Bar**
 * Type the required text and press **Enter**



Select from the following options: **OR** **Tip:** You can also finish the list by pressing **Backspace** to delete the last number or bullet in the list.
 * Click on the down arrow to the right of the smart tag to display the menu
 * **__U__ndo Automatic Bullets/Numbering** to turn them off for this instance
 * **__S__top Automatically Creating Bulleted/Numbered Lists** to turn them off permanently
 * Press **Enter** twice to finish the list


 * Apply Bullets and Numbering to Text**

> or the **Numbering** button **Note:** Bullets and numbering are paragraph formats. Press **Enter** to create a new paragraph with the same bullet or the next number.
 * To apply bullets and numbering using the Formatting toolbar**
 * Select the paragraphs to which to apply bullets or numbers
 * Click the **Bullets** button


 * Tip:** Where sequential numbering is required but not all paragraphs are to be numbered, select all of the paragraphs starting from the one where numbering begins to the one where numbering ends. Apply numbering to all of the paragraphs, then switch it off on the paragraphs where it is not required by selecting the paragraph(s) and clicking the **Numbering** button.

The **Bullets and Numbering** dialogue box is displayed.
 * To apply bullets or numbering using the Bullets and Numbering dialogue box**
 * Select the paragraphs to which to apply bullets or numbers
 * From the **F__o__rmat** menu, select **Bullets and __N__umbering...**



**Tip:** To display the **Bullets and __N__umbering** dialogue box, right-click one of the numbers or bullets in the list and select **Bullets and __N__umbering...**
 * Select the **__B__ulleted** or **__N__umbered** tab
 * Select a bullet or numbering style
 * Click **OK**


 * Note:** You can remove all indents, bullets and numbering from a paragraph by selecting the paragraph and pressing **Ctrl** + **Q**, or by selecting **Clear Formatting** from the **Styles and Formatting** task pane.


 * Modifying Bulleted and Numbered Lists**


 * To indent a list**



**To indent a single line in a list**
 * Click on any bullet or number in the list and the entire list appears selected
 * Position the mouse pointer over the bullets or number and drag to the right to indent the entire list



The line is indented and the bullet or number changed to reflect the next bulleted or numbered level.
 * Right-click on the bulleted or numbered line to be indented
 * From the shortcut menu, select **__I__ncrease Indent**

The line is outdented and the bullet or number changed to reflect the previous bulleted or numbered level.
 * To outdent a single line in a list**
 * Right-click on the bulleted or numbered line to be indented
 * From the shortcut menu, select **__D__ecrease Indent**


 * Note:** For more information on creating multilevel lists refer to page 7.

**To display the Bullets and Numbering dialogue box** **Use a Different a Bullet Character**
 * To continue or restart numbering**
 * Right-click on the bulleted or numbered list
 * From the shortcut menu, select either **__R__estart Numbering** or **__C__ontinue Numbering**
 * Double-click on any bullet or number in the list

You can change the character used for the bullet, or use a picture bullet, and adjust the distance of the bullet from the edge of the page and the distance of text from the bullet.


 * To change the style of bullets**



The **Customize Bulleted List** dialogue box is displayed. The results of the options you select are displayed in the **Preview** panel. **To use a picture bullet** The **Bullets and Numbering** dialogue box is displayed. The **Picture Bullet** dialogue box is displayed.
 * Select the paragraphs to which to apply bullets or numbers
 * From the **F__o__rmat** menu, select **Bullets and __N__umbering...**
 * Select one of the bullet styles to customise
 * Click **Cus__t__omize...**
 * Click the **__F__ont...** button to select a different font style
 * Click the **__C__haracter...** button to select a different bullet character
 * In the **Bullet position** panel, select how far you want the bullet character to be indented from the edge of the page
 * In the **Text position** panel, select how far you want the text to be indented from the bullet
 * Click **OK**
 * Select the paragraph(s) with the bullet styles you want to change
 * From the **F__o__rmat** menu, select **__B__ullets and Numbering...**
 * Click the **__P__icture...** button



**Tip:** If you want to change the indentation of a picture bullet, use the indent markers on the **Ruler** bar.
 * Scroll through the list to find a picture bullet
 * Click on the picture bullet you want
 * Click **OK**


 * Create an Outline Numbered List**

You can format lists with up to 9 different outline levels. Each level can be represented by being further indented into the page, by using a numbering system, or by using different bullet characters.


 * To create an outline list**
 * From the **F__o__rmat** menu, select **Bullets and __N__umbering...** then select the **O__u__tline Numbered** tab



If you do not like any of the default styles, you can customise one to suit. The **Customize Outline Numbered List** dialogue box is displayed.
 * Select the number style you want
 * Click the **Cus__t__omize...** button



**Tip:** You can create an outline bullet list by selecting a bullet character from the **Number style:** list box.
 * Select **Le__v__el 1**
 * In the **Number f__o__rmat:** box, type in any characters you want to appear around the outline numbers (full stops, dashes, spaces and so on)
 * Set a **__N__umber style:** by selecting an option from the list box

The results of the options you select are displayed in the **Preview** panel. > or **Decrease Indent** **Tip:** You can also use the keyboard to set a lower (**Tab**) or higher (**Shift** + **Tab**) outline level.
 * Use the **__F__ont...** button and the **Number/Text position** boxes to set formatting options
 * Select the next outline level and set the options you want
 * Repeat for each outline level you need then click **OK**
 * Type the first line of your outline list then press **Enter**
 * To change the outline level, on the **Formatting** toolbar, click **Increase Indent**

> or **Decrease Indent**
 * To create an outline list from existing text**
 * Select the paragraphs to which to apply bullets or numbers
 * From the **F__o__rmat** menu, select **Bullets and __N__umbering...** then select the **O__u__tline Numbered** tab
 * Select the number style you want
 * Set different outline levels by selecting each line and clicking **Increase Indent**