Demonstration on Microsoft Word Basics
Session 7: Demonstration on Microsoft Word Basics
Total Session Time: 60 minutes + 120 minutes Practical
Prerequisites
None
Learning Tasks
By the end of this session students are expected to be able to:
Align Text
Set Line Spacing
Create Margins
Use the Ruler and Formatting Toolbar
Format Text
Create Bulleted and Numbered Lists
Resources Needed
Flip charts, marker pens, and masking tape
Black/white board and chalk/whiteboard markers
Computer and LCD
Handout 6.1
SESSION OVERVIEW
Step
Time
Activity/
Method
Content
1
5 minutes
Presentation
Presentation of Session Title and Learning Tasks
2
30 minutes
Demonstration,
Exercise
Align Text
3
30 minutes
Demonstration,
Exercise
Set Line Spacing
4
30 minutes
Demonstration,
Exercise
Create Margins
5
35 minutes
Demonstration,
Exercise
Use the Ruler and Formatting Toolbar
6
30 minutes
Demonstration,
Exercise
Create Bulleted and Numbered Lists
7
10 minutes
Presentation
Key Points
8
10 minutes
Presentation
Evaluation
SESSION CONTENT
Step 1: Presentation of Session Title and Learning Tasks (5 Minutes)
READ or ASK student to read the learning objectives and clarify.
ASK students if they have any questions before continuing
Step 2: Aligning Text (30 minutes)
Aligning text can be invaluable when trying to format your document to meet certain standards. Most documents have text that is left aligned. However, if you were creating a greeting card or advertisement, you might need to know how to center align, right align or justify your text.
Align Text Using the Alignment Buttons:
Select the text you want to align.
Click the Align Left, Center, Align Right, or Justify button on the Formatting toolbar.
Figure:1 Alignment Buttons
Source: Goodwill Community Foundation 2002
Uses of left, right, center and justified Alignment Text
Below you will view examples of text that are aligned using the left, right, center, and justified alignment buttons.
Refer students to Handout 6.1: Personal Letter
Activity 1: Personal Letter (5 minutes)
Instructions: Use Personal Letter from Handout 6.1 help to do bullets 1 to 4 listed below:
Left align the entire letter.
Center align only heading
Right align Address at the top
Save and close the document.
Step 3: Set Line and Paragraph Spacing (30 minutes)
Line Spacing
Document text can be formatted to show a number of line spacing options. The most common spacing options are single-spaced and double-spaced.
Line spacing is measured in lines or points.
When line spacing is measured in points, it is referred to as leading (rhymes with wedding). When you reduce the leading you automatically bring the lines of text closer together, sometimes making it difficult to read. Increasing the leading will space the lines out, allowing for improved readability. For example, the 10 point font usually uses 12 point leading. This is the default and, in general, should be used.
To Format Line Spacing
Select the text you want to format.
Choose Reveal Formatting on the Task Pane and click on any of the blue links under the Paragraph heading.
OR
Click Format on the menu bar.
Select Paragraph. The Paragraph dialog box appears.
Click on the Indents and Spacing tab.
In the Line spacing drop down menu, you may select single, 1.5, or double spacing. The default is single spacing.
Click OK.
OR
Select the text you want to format.
Click on the Line Spacing button on the Formatting Menu.
Select an option from the drop-down menu.
Step 4.Using Page Setup to Specify Margins (30 minutes)
Figure 2: Margin Set
Source: Screen Shot from Microsoft Word
In order to change the margins (space along the top, left, right and bottom) in your document, you will need to access the Page Setup dialog box.
Click File on the menu bar.
Select Page Setup.
Select Margins tab in the Page Setup dialog box.
OR
Choose Reveal Formatting on the Task Pane and click on the blue link, Margin, under the Section heading.
You can change the margin in precise steps by clicking on the up or down arrows next to the margin that you wish to change or you may type a number in the text box next to the margin you wish to change.
Click OK.
Figure 3:Page Setup
Source: Screen Shot from Microsoft Word
More Options on the Page Setup Dialog Box
The Page Setup dialog box gives you several other options for controlling the look of your document. Not only can you control how your document looks on screen, but you can also manage how your document will be printed. The Margins, Paper and Layout Tab all contain valuable tools.
Margins Tab
Click the Default button in the lower left corner of the Page Setup dialog box to set (or reset) Word's default margins.
You can choose to apply these new margins to the whole document or from this point forward by using the drop-down menu, Apply to:.
Change the Page Orientation by clicking on either the Portrait box (8.5 x 11) or the Landscape box (11 x 8.5).
Paper Tab
The default paper size is 8.5 x 11, but you can change the paper size entirely. You can even customize the paper size to include note cards, envelopes, photo paper, index cards, and much more.
Layout Tab
The Layout Tab includes options to customize page numbering, borders, and headers/footers. A nice feature on the Layout Tab is creating a Title Page for your document.
To Create a Title Page for Your Document
Enter the text you want on your title page.
Click File on the Standard toolbar.
Select Page Setup from the menu bar.
Click the Layout tab.
Under Vertical Alignment, you will find the following options:
Top: Default. Text lines up with top margin.
Center: Text on page is centered between the top and bottom margins.
Justified: Text is spread out so each line is same distance apart.
Bottom: Text lines up with the bottom page.
Refer students to Handout 6.1: Personal Letter
Activity 3 Adjust the Margins in a Document Personal Letter (5 minutes)
Instructions: Use Personal Letter from Handout 6.1 help to do bullet 1 to 5 listed below:
Open the letter document.
Set the margins so the top margin is 2 inches and all other margins are 1 inch.
Verify that the Page Orientation is set to Portrait.
Change the Paper Size of the document to be 8.5" x 11"
Save your changes and close the document.
Step 5: The Ruler and Formatting Toolbar (35 minutes)
You can adjust the width of margins, tabs, and indents in your document using Word's Ruler.
The Ruler is helpful when you need to create several columns, show column placement, or the distance between columns.
Hiding and Displaying the Ruler:
Click View on the menu bar.
Select Ruler.
The Ruler will appear at the top of the document.
Figure 6: Ruler
Source: Screen Shot from Microsoft Word
If you switch to Print Layout View (Choose ViewPrint Layout View), a vertical ruler displays along the left hand side of the screen. To hide this vertical ruler, switch to a different layout view.
Setting Tabs, Indents and Margins using the Ruler
The ruler provides a visual tool that allows you to quickly view, create and change your documents tabs, margins and indents.
Tabs
Click on the small gray box to the left of the ruler to move through the five different Tab Settings.
Left tab : Moves text toward the right edge of the page as you type.
Center tab : Centers text around the tab.
Right tab : Moves text toward the left edge of the page as you type.
Decimal tab : Aligns decimal numbers using the decimal point.
For example
Bar tab: Draws a vertical line on the document.
Indent : Inserts the indent marking anywhere along the ruler
Hanging Indent : Inserts a hanging indent anywhere along the ruler
To Place a Tab or Indent on The Ruler:
Click the cursor anywhere in the block of text you want to format.
Click the tab selection button (upper left of the ruler).
Click the Ruler where you want your tab or indent to be set.
If you set up a new tab, press the tab key to move your text to the new tab.
If you set up a new indent, place the cursor at the new indent location.
Adjusting Tabs and Margins on the Ruler
To Move an Existing Tab or Indent on the Ruler
Point the mouse on the tab or indent that you want to move.
Click and hold the left mouse button until a dotted line appears below the tab.
Drag the mouse to move the tab or indent to a new location.
Release the left mouse button.
To Remove a Tab from the Ruler
Point the mouse on the tab you want to remove.
Click and hold the left mouse button until a dotted line appears below the tab.
Drag the mouse off the Ruler.
Release the left mouse button.
To Adjust a Margin using the Ruler
Point the mouse on the margin that you want to move.
Click and hold the left mouse button once a double arrow appears over the margin until a dotted line appears below.
Drag the mouse to increase or decrease the margin.
Release the left mouse button.
Formatting Toolbar
The Formatting Toolbar contains buttons that allows you to change the appearance of your text. The formatting toolbar contains buttons for font size, font style, colors and other options.
To View the Formatting Toolbar
Click View on the Menu Bar.
Select Toolbars and then Formatting from the cascading menu.
Bold, Italics and Underline
Any text you type in Word can be further customized by using the bold, italicized or underlined options. You can even do a combination of all three options!
To Change the Type Style of Text
Select the text you want to change.
Choose one or more of the following options: (to stress emphasis you might want to try using the bold option)
Click the Bold button on the Formatting toolbar. Ctrl + B
Click the Italic button on the Formatting toolbar. Ctrl + I
Click the Underline button on the Formatting toolbar. Ctrl + U
Word automatically displays your changes.
Figure 7: Bold, Italics and Underline
Source: Goodwill Community Foundation 2002
To avoid frustration, remember to select text before you apply style. If you choose a type style without selecting any text, Word uses your chosen styles on whatever text you type next.
Using Color
The use of color can add emphasis to your words and make your document easier to read.
If you own a color printer, you can print documents in different colors. If you do not own a color printer, your document will only appear in color on the screen.
To Change the Color of Text
Select the text you want to change.
Click the downward-pointing arrow on the Font Color button on the Formatting toolbar. A color palette appears.
Click the color you want to apply.
Word changes the color of your text.
Figure 8: Colour Table
Source: Goodwill Community Foundation 2002
If you would like to see more color options, Click the More Colors button at the bottom of the color palette. You can choose from a list of Standard Colors or Customize your own color by clicking the Customize Tab.
Font Dialog Box
The Font Dialog Box gives similar options as the Formatting toolbar; however, it also offers more advanced text features. You can use the Font Dialog Box to change your font, font style, size, color and many other font effects.
To Open the Font Dialog Box
Click Format on the Menu Bar.
Select Font from the menu list. The Font Dialog Box will appear.
Figure 9: Font Option
Source: Goodwill Community Foundation 2002
Remember you can also access the Font Dialog Box from the Font menu on the Task Pane.
Figure 10: Font Box
Source: Goodwill Community Foundation 2002
Font Size
You can change the Font Size from both the Font Dialog Box and the Formatting toolbar. You can use different font sizes to give emphasis to different parts of your document. For example, the title of your document could be displayed larger than the contents of your paper. Font size is commonly expressed in points. Font sizes range from 8 point (extremely small) to 72 point (very big). Word allows you to choose sizes smaller than 8 point and larger than 72 point, but you must type these in manually in the Font Size box.
Arial 10 Point
Arial 12 Point
Arial 20 Point
Arial 30 Point
The standard Font size for most documents is 12 Point. You can preview different font sizes in the Preview window in the Font dialog box.
Select Reveal Formatting on the Task Pane.
Click the blue link, Font: under the Font Heading. The Font dialog box appears.
Click on a font from the Font list.
Select a size from the Font Size list.
Look at the text in the preview window as you try different sizes.
OR
Click Format on the Menu Bar.
Select Font from the menu list. The Font dialog box appears.
Click on a font from the Font list.
Select a size from the Font Size list.
Look at the text in the preview window as you try different sizes.
To Open the Templates Dialog Box
Click File on the Menu Bar.
Select New from the menu list. The Task Pane New Document window appears to the right.
Select an option under New from template.
Letter Wizard – assists you in writing a standard letter
Contemporary Letter – offers a letter template including artwork
General Templates – preformatted documents including faxes, letters, memos, reports, etc.
Templates on my Web Sites – allows you to search for templates on other web servers
Templates on Microsoft.com – allows you to search among hundreds of templates offered through the Microsoft website
Refer students to Handout 6.1: Personal Letter
Activity 5.Experiment with Fonts (10 minutes)
Instructions: Use Personal Letter from Handout 6.1 help to do bullet 1 to 7 listed below:
Open the Personal Letter document.
Modify the document so the text is not bolded, italicized, or underlined.
Change the document so all the text is black.
Modify the font size from 14 to 12.
Change the font style from Arial to Times New Roman, or the font of your choice.
Read the document. Are there any words that you should emphasize? If so, make those words bold.
Save and close the document
Step 6: Bullets and Numbering (30 minutes)
Word lets you make two types of lists: bulleted and numbered. Bulleted and numbered lists help to simplify steps or items to the reader. Teachers often use bulleted lists to highlight important pieces of their lessons. Manuals often include numbered lists to assist the reader in step-by-step instruction.
A bullet is usually a black circle but it can be any other symbol used to highlight items in a list. Use bullets to list items that do not have to be in any particular order.
Numbers (or letters) are used when information has to be in a certain order. You can use the default Bullets and Numbering settings by clicking on the appropriate button on the Formatting toolbar.
Create Bulleted and Numbered Lists
To Create a Bulleted List
Click the Bullets button on the Formatting toolbar.
Type the first item on your list and press Enter.
The next line will begin automatically with a new bullet.
Type the next item on your list and press Enter.
When your list is complete, press the Enter key twice to stop the bulleted list.
To Create a Numbered List
Click on the Numbering button on the Formatting toolbar.
Type the first item on your list and press Enter.
The next line will begin automatically with the next number.
Type the next item on your list and press Enter.
When your list is complete, press the Enter key twice to stop the numbered list.
Review the following tips that will help you manage your numbered or bulleted lists.
Remove a bullet by placing the insertion point to the right of the bullet or number and press backspace (you will not be able to place your insertion point to the left of the bullet).
If you want to change a bulleted list to a numbered list (or vice versa), select the entire list and click on the appropriate button.
To create a line break between items in a bulleted or numbered list, place your cursor where you want the line break and press Shift + Enter.
The Bullets and Numbering Dialog Box
Word offers you many other options for your bullets and numbers, other than the default that you have seen so far.
You can view the type of bullets and numbers available to you by opening the Bullets and Numbering Dialog Box.
Select the text you want to turn into a list.
Click Format on the Menu Bar.
Select Bullets and Numbering. The Bullets and Numbering Dialog Box appears.
Click on the Bulleted Tab to view all the bullet options and click on the Numbered Tab to view all the number options.
Select what kind of bullets or numbers that you want, and click OK.
The Bullets and Numbering Dialog Box also offers you Outline Numbered options. By clicking on the Outline Numbered Tab you can view templates for creating an outline. The List Styles Tab allows you to create your own list style using similar alignment, bullets and characters.
Figure 11: Bullets and Number
Source: print screen from Microsoft Word 2003
Congratulations! If you have completed these activities, then you have finished this cover letter in Word 2003.
Step 7: Key Points (10 minutes)
Aligning text can be invaluable when trying to format your document to meet certain standards. Most documents have text that is left aligned. However, if you were creating a greeting card or advertisement, you might need to know how to center align, right align or justify your text
When line spacing is measured in points, it is referred to as leading (rhymes with wedding). When you reduce the leading you automatically bring the lines of text closer together, sometimes making it difficult to read. Increasing the leading will space the lines out, allowing for improved readability. For example, the 10 point font usually uses 12 point leading. This is the default and, in general, should be used.
The Ruler is helpful when you need to create several columns, show column placement, or the distance between columns.
Step 8: Evaluation (10 minutes)
Most documents have text that is left aligned. What are the other Alignments you know?
What are the two most common spacing options?
The ruler provides a visual tool that allows you to do what?
What are steps to format text?
Why do you use bulleted and numbered lists?
References
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Ventage Press
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Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000
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Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for
healthcare professionals (4th ed). Barb Mews: London.
Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.
University: Boston Burr Ridge.
Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide.
Peachpit Press
The Basics of the Word Window. Retrieved from www.gcflearnfree.org/computer/
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