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Table of Contents

1. Introduction
2. Using the Macintosh
3. Starting Word and Creating a Document
4. Selecting text
5. Editing/Changing text
6. Getting Help
7. Scrolling with the Mouse
8. Scrolling with the Keyboard
9. Moving Text With Cut, Copy, and Paste
10. Working with Multiple Document Windows
11. Two views of one document
12. Finding and Changing Text
13. Printing
14. Formatting characters
15. Formatting Paragraphs
16. Adding Headers and Footers
17. Adding Footnotes
18. Checking Spelling
19. Setting Margins and Page Breaks
20. Using Style Sheets
21. Using Tabs
22. Creating Tables

Introduction

This handout reviews the terminology and mouse techniques used with a Macintosh computer and gives a quick reference for Microsoft Word 5.0. For more information see the System Software User's Guide and the Reference to Microsoft Word.

Using the Macintosh

The Desktop





The desktop is the Mac's graphic analogy to your own office desktop. The desktop is managed by an application called the Finder which functions as the launching pad for all of your activities.


Icons, which are small pictures representing available objects, sit directly on the desktop. To work with an object, you select it by pointing and clicking on its icon using the mouse, then you choose an action from the "pull-down" menu bar.


Mouse techniques




^ Position the pointer (point) and click to select an object. The object is darkened.



_ Double-click on an object to open the object or to begin the program that it represents.



] Pressing is pressing the mouse button and holding it. Pressing lets you see the list under a topic in the menu bar.


` Dragging is pressing and holding the mouse button, moving the mouse to a target, then releasing the button. Drag to move an object around the screen. To choose a menu command drag down the menu list to the desired command and release when the command is darkened.



Windows

Starting Word and Creating a Document

beginning the program

Double-click on the icon for Word 5.0. The program will begin and you will see the document named Untitled1.


opening a document

You can open a new document by selecting New from the File menu.


You can open an existing document by choosing Open... from the File menu and selecting the appropriate file.


entering text

The insertion point (the blinking vertical bar) shows where text will be inserted when you type.


word wrap

When a paragraph is longer than one line, unlike a typewriter, you do not need to hit a carriage return at the end of the line, Word automatically "wraps" sentences by moving words to the beginning of the next line. While it is possible for you to put a carriage return (press the return key) at the end of your line, in general it is better to let Word "flow" the words for you.


a paragraph

A paragraph is any amount of text followed by a paragraph marker, (¶). A paragraph marker is inserted in the document whenever the return key is pressed. Word treats a paragraph as a unit for the purposes of selecting and formatting.


to show ¶ markers

To see paragraph markers as well as other hidden markers such as tabs and spaces, choose the Show ¶ command from the View menu. To turn off this feature, choose Hide ¶ from the View menu


saving a document

New documents are called Untitled1. To save a new document choose the Save As... command from the File menu. A dialog box appears where you can enter a name for the document.

An existing document can be saved by choosing the Save command from the File menu.


closing a document

Choosing the Close command from the File menu, closes the active document and removes it from the document window. Closing a document is not the same as exiting because Word is still stored in the computer's memory.


exiting Word

Choose the Quit command from the File menu.

Selecting Text

When you edit text in Word you use a technique called "select­and­do". You select some text by highlighting it and then perform the desired action on the highlighted text. To select...


a word

Double-click on the word.


a sentence

Press and hold the command key, , and click anywhere in the sentence.


a line

Click in the selection bar (the left margin area in which the pointer arrow points inward) next to the line.


a paragraph

Double-click in the selection bar next to the paragraph.


the entire document

Press and hold the command key, , and click in the selection bar.


other amounts of text

Drag the mouse pointer from the beginning of the text to the end of the text. Release the mouse button.

Editing/Changing Text

deleting text

Pressing the delete key will remove the character to the left of the insertion point. Pressing the del key will remove the character to the right of the insertion point. Pressing either of these keys will also remove any text that you have selected.


replacing text

Select the text to be replaced. Type the replacement text. The selected text will disappear when you enter the first character of the new text.


undoing an action

Only your last action can be reversed. Choose the Undo Typing command from the Edit menu. Note that the Undo option changes depending upon your last action; the option might be Undo Typing, Undo Formatting, or others.

Getting Help

from a menu

Choose the Help... command from the Window menu. Double-click on any topic in the list for help on that topic.


from the keyboard

Press and hold the command key, , and then press the "?" key (don't press the shift key). The mouse pointer turns into a question mark. Move the pointer to any menu. Click and drag the question mark and release on any menu option. A help box will appear containing information about that menu option.

Scrolling with the mouse

The document window can only show one screen of a long document at a time. To see other parts, you scroll the document.


one line

Click the down or up scroll arrow in the vertical scroll area. The insertion point is not moved.


one window

Click inside the vertical scroll area beneath the scroll box to move to the next window or click above the scroll box to move to the previous window. The insertion point is not moved.


to the top or bottom of the document

Drag the scroll box to the top or bottom of the vertical scroll area.


to the middle of the document

Drag the scroll box to the middle of the vertical scroll area.

Scrolling with the keyboard

one line

The down and up arrow keys move the insertion point down or up one line at a time. When the insertion point is at the bottom or top of the window, the window scrolls.


one window

Press the page down key or the "3" key on the keypad to move to the next window. The insertion point is moved to the end of text at the bottom of the window. Press the page up key or the "9" key on the keypad to move to the previous window. The insertion point is moved to the beginning of text at the top of the window.


to the top or bottom of the document

Press and hold the command key, , and then press the "3" on the keypad to move to the bottom of the document. Press and hold the command key, , and then press the "9" on the keypad to move to the top of the document.

Moving Text With Cut, Copy, and Paste

Cutting (deleting), copying and pasting is done from the Edit menu. Cut or copied text is stored in an area called the Clipboard. The Clipboard holds only the most recently selected text that you cut or copied. Text remains in the Clipboard until other text is cut or copied into it or until you restart or shut down the Macintosh.


viewing Clipboard contents

Choose the Show Clipboard command under the Window menu. (Note that after you quit Word, the Clipboard contents can be viewed by choosing the Show Clipboard command from the desktop Edit menu).


cutting text

Select the text and choose the Cut command from the Edit menu. Cutting deletes the text from the document and stores it on the Clipboard.


copying text

Select the text and choose the Copy command from the Edit menu. Copying leaves the text in the document and stores a copy of it on the Clipboard.


pasting text

Move the insertion point to the place you want the text to be inserted. Choose the Paste command from the Edit menu. Pasting makes a copy of the contents of the Clipboard and inserts it into your document.

The same text can be pasted as often as needed as long it remains in the Clipboard (it will be replaced by another cut or copied text). Text can also be pasted into other documents.

Working with Multiple Document Windows

You may have several documents open at one time. The windows are stacked in front of each other. The active window is in front.


opening additional documents

Choose Open... from the File menu and use the dialog box to choose an existing document or choose New from the File menu to open a new one. The current window will be hidden.


making another window active

Choose the document name from the bottom part of the Window menu.


viewing two documents at once

When two windows appear on the screen at the same time, the active window is the one that contains the insertion point. To make the other window active, simply move the mouse pointer to that window and click.


Resize one document by pointing the mouse button in the Size Box of its window. Press and hold the mouse button. The window will change size as you move the mouse pointer. Release the mouse button when the window is about half its original size. Now position the mouse pointer in the title bar of the document and press and hold the mouse pointer. The window will move as you move the mouse pointer. Release the mouse pointer when the window is in the bottom half of the screen.


Click the mouse pointer on the second document to make it the active document. Now resize the window to half its original size. Then move it to the top half of the screen.


returning to one document

Click in the close box of the window that you no longer wish to view. Now move the second window to the top half of the screen. Then resize the window so it is a big you as the screen.

Two views of one document

seeing two views of the same document

Drag the black box at the top of the vertical scroll area to the middle of the scroll area.


returning to one view

Drag the black box back to the top of the scroll area or double-click on the black box.

Finding and Changing Text

finding text

Choose the Find... command from the Edit menu. Type in the text you want to find and click on the Find Next button.


replacing text

Choose the Replace... command from the Edit menu. In the Find What box enter the text you want replaced. Press the tab key to move to the Replace With box, or click in the box. Type in the replacement text. Now click on either the Find Next or the Replace All button as appropriate. When using Find Next, when the text is found, click on Find Next to skip, or Replace as needed.

Printing

Before printing, use the Chooser command under the Apple menu and select the correct printer. If you are printing a draft on an ImageWriter but will eventually print the final version on a LaserWriter, use the Page Setup command under the File menu and turn on the Tall Adjusted feature.


printing the entire document

Choose the Print... command from the File menu. Click OK.


printing a range of pages

Choose the Print... command from the File menu. Click the From button and enter the starting page number and the ending page number. Click OK.


printing multiple copies of the document

Enter the number of copies in the Copies box in the Print dialog box. Click OK.

Formatting Characters

changing text to bold, italic, underline or plain text

Select the text. Choose the desired format from the Format menu or click on the bold, italic or underline boxes on the ribbon at the top of the screen.


Note: the Graduate School only accepts underlining for emphasis.


changing font and size of text

Select the text. Choose the desired font and size from the Font menu or use the font and font size boxes on the ribbon.


Note: All of the above as well as more text format options are available by selecting the Character... dialog box in the Format menu

Formatting Paragraphs

changing the line spacing

Select the paragraph(s). If it is not already showing, check Ruler from the View menu. On the ruler, click the desired spacing icon: single spacing, 1.5 spaces, or double spacing. The spacing icons contain equal-length horizontal lines that range from close together (single spacing) to far apart (double spacing)


changing the alignment

Select the paragraph(s). From the ruler, click the desired alignment icon: left justified, centered, right justified, or block format. The alignment icons contain varied-length horizontal lines. The alignment of the lines reflect how the formatted text will appear on the screen.


indenting the first line

Select the paragraph(s). From the ruler, drag the first­line indent marker (the upper triangle) to the desired indent on the ruler. Only the first line of each paragraph will be indented.


creating a hanging indent

Select the paragraph(s). Drag the left­indent marker (the lower triangle) to the desired indent on the ruler. This is done best by holding down the shift key, clicking on and dragging the lower triangle to the desired position on the ruler. All of the lines except the first line of each paragraph will be aligned with the hanging indent.

Adding Headers and Footers

creating a header or footer

Choose the Header or the Footer command from the View menu. Type the desired text in the window. Close the window by clicking in the window's close box.


adding automatic page numbers, date, or time

Move the insertion point to the desired location in the header or footer. Click on the appropriate icon shown above the window.


changing the appearance of a header or footer

Use any of the formatting features. Before doing this you choose Ribbon and Ruler from the View menu while viewing the header or footer. Use line spacing, justification, etc. as you would in the document.


having a different header/footer on the first page of a document

Choose First Header or First Footer from the View menu then edit and format it as described above for Footer or Header.

Adding Footnotes

Footnote text is stored in a separate window connected to the document. The window appears when the footnote is created or when footnote text is edited.


creating a footnote

Move the insertion point to the place where the footnote reference should appear. Choose the Footnote... command from the Insert menu. Click OK to choose Auto-numbered Reference.

Type the footnote text in the footnote window. Close the window by dragging the black box to the bottom of the scroll area or double-clicking on the black box.


editing footnote text

Double-click on a footnote reference mark or choose Footnotes from the View menu, those footnotes on the current page will be displayed. These procedures will allow viewing and editing of existing footnotes without adding a new footnote.


deleting a footnote

Select the reference mark for the footnote you wish to delete, hit the delete key or choose Cut from the Edit menu.

Checking Spelling

starting the spelling check

Select the text that you want to check for spelling. If no text is selected, then the entire document will be checked. Choose the Spelling... command from the Tools menu.


correcting words

When a word is not found in the dictionary, it is highlighted. If the word is correct, click the Ignore button. If the word is incorrect, you have two options:

ï Type the correct spelling in the Change To box and click the Change button
ï The first choice of suggestions will appear in the Change To box. Click on the Change button to accept that spelling, or click on a different spelling in the Suggestions box and then click on the Change button.

Setting Margins and Page Breaks

The preset margins for a document are 1 inch for top and bottom, and 1.25 inches for left and right. The 0 mark on the ruler starts at the left margin setting, i.e., at 1.25 inches from the left side of the paper. If you align text within ruler settings that are wider than the margins can accommodate, the text will start at the left margin and extend into the right margin space. If the ruler settings let text extend beyond the printable region of the paper, the text will be truncated.


setting the margins

Choose the Document... command from the Format menu. Edit the margin settings in the Top, Bottom, Left, and Right boxes. Click OK.


repaginating the document

Choose the Repaginate Now command from the Tools menu.

Page breaks inserted by Word appear as widely-spaced dotted lines in the document. Changing the margins or line spacing affect the automatic page breaks. Repaginate the document to see the changes.


inserting page breaks

Move the insertion point to the location of the desired page break. Choose Page Break from the Insert menu.

Page breaks that you insert, appear as closely spaced dotted lines. These page breaks do not move even when margins or line spacing is changed.


deleting manual page breaks

Move the insertion point to the page break. Press the delete key.

Using Style Sheets

creating a style

Choose the Style... command from the Format menu. Enter a name for the style. While in the dialog box, use any combination of the ruler, ruler icons, Character and Paragraph formats, and Font menu to create the appearance you want. Click on the Define button in the Style... dialog box. Then click OK.


applying a style

Select the paragraph(s). Use the drop down style menu on the ruler and choose the style you want.


modifying a style

Choose the Styles... command from the Format menu. Click on the style to be modified. Use the ruler, ruler icons, Character and Paragraph formats, and Font menu to change the appearance of the style. Click Define. Click the Apply button to modify all occurrences of the style in the document. Then click OK.


deleting a style

Choose the Styles... command from the Format menu. Click on the style to be deleted. Click the Delete button in the Style dialog box. Click OK.


copying a style sheet to a new document

Open a new document. Choose the Styles... command from the Format menu. While the dialog box is visible, choose Open... from the File menu. Double-click on the file that contains the desired style sheet. Click OK.

Using Tabs

possible tab settings

ï Left adjusted tab - left justifies text on the tab setting
ï Centered tab - centers text on the tab setting
ï Right adjusted tab - right justifies text on the tab setting
ï Decimal aligned tab - aligns decimal points on the tab setting
ï Vertical bar - places a vertical bar in the text at the setting.


setting tabs

Select the paragraph(s) to contain the tab settings. Choose the Show Ruler command from the Format menu if the ruler is not currently visible. Click the desired tab icon. Put the cursor on the ruler where you want the tab and click.


changing tabs

Select the paragraph(s) containing the tabs to be changed. Drag the tab markers to the new location on the ruler.


removing tab settings

Select the paragraph(s) containing the tabs to be removed. Drag the tab markers off the ruler.

Creating Tables

creating a table

Select the Table command from the Insert menu. Enter the number of rows and columns you want. Choose the Format command from the dialog box to adjust the width of the cells or change the border of the table.


moving around inside table

Use the tab key to move right one cell. Use hold the shift key and press tab to move left one cell.


adding/deleting a row or column

Add a row to the bottom of the table by pressing the tab key in the last cell. Add or delete a row within the table by positioning the insertion point where you want the change and choosing the Table Layout... command from the Format menu. Select the Row or Column button and then click the Insert or Delete.